BOC Minutes May 18 2015
May 18, 2015
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PERSON COUNTY BOARD OF COMMISSIONERS MAY 18, 2015
MEMBERS PRESENT OTHERS PRESENT
Kyle W. Puryear Heidi York, County Manager
David Newell, Sr. C. Ronald Aycock, County Attorney
B. Ray Jeffers Brenda B. Reaves, Clerk to the Board
Jimmy B. Clayton
Tracey L. Kendrick
The Board of Commissioners for the County of Person, North Carolina, met in
regular session on Monday, May 18, 2015 at 9:00am in the Commissioners’ meeting room
in the Person County Office Building.
Chairman Puryear called the meeting to order. Commissioner Kendrick gave an
invocation and Vice Chairman Newell led the group in the Pledge of Allegiance.
DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA:
Chairman Puryear requested Board consideration to add an item to the agenda for
a Call for a Public Hearing to consider financial incentives for economic development
project Gmercer to be advertised and held on June 1, 2015 at 7:00pm.
A motion was made by Commissioner Kendrick and carried 5-0 to add to the
agenda a Call for a Public Hearing to consider financial incentives for economic
development project Gmercer to be advertised and held on June 1, 2015 at 7:00pm and to
approve the agenda as adjusted.
INFORMAL COMMENTS:
The following individuals appeared before the Board to make informal comments:
Mr. Jason Torian of 959 Mollie Mooney Road, Roxboro and Board of Director for
Person County Pride addressed the Board related to solid waste options advocating for the
landfill to be closed.
Ms. Frances Blalock of 1504 Surl Mt. Tirzah Road, Timberlake and Co-Chair of
Person County Pride told the Board of citizen accounts of coal ash pluming and covering
their vehicles with black residue and ash dust. Ms. Blalock referenced a lawsuit by the
community against CPI for pollution, to which has been settled out of court and a
subsequent gag order instituted. Ms. Blalock stated her preference that the landfill be
closed and for one of the local trash collectors to run transfer stations and take the waste to
Granville County’s landfill. Ms. Blalock gave the Board a handout titled Dioxins and
Furans.
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Ms. Betty Blalock of 144 Tirzah Ridge, Rougemont requested the Board to keep its
promise from 20 years ago to close the landfill as well as noted her concerns about the
streams not being protected as mandated by law.
DISCUSSION/ADJUSTMENT/APPROVAL OF CONSENT AGENDA:
A motion was made by Commissioner Kendrick and carried 5-0 to approve the
Consent Agenda with the following items:
A. Approval of Minutes of May 4, 2015,
B. Budget Amendment #17,
C. ABC Board adoption of Person County Travel Policy,
D. NC Lottery application in the amount of $325,000 for contracted interior painting
at South Elementary, North Elementary and Southern Middle,
E. NC Lottery application in the amount of $70,000 to replace roof at the Person
County Learning Academy, and
F. Tax Adjustments for the month of May 2015
a. May 2015 Tax Releases, and
b. May 2015 NC Vehicle Tax System pending refunds
UNFINISHED BUSINESS:
SOLID WASTE MANAGEMENT STUDY REQUEST FOR PROPOSALS:
Assistant County Manager Sybil Tate reminded the Board that at its February 16,
2015 meeting, staff presented a memo that outlined the following solid waste management
options:
1. Negotiate up to a 30 year contract with the existing landfill operator and adopt a
franchise agreement for up to 30 years.
2. Extend the franchise agreement for up to 10 years. Even though the contract allows
the County to extend the contract for 10, 1 year agreements, it would be impractical
to renew the franchise agreement and contract each year.
3. Let the contract expire. The landfill will close. Republic will pay the closure and
maintenance costs for at least 30 years. The county would lose $585K in annual
revenues. If the contract expires, then the county could construct its own landfill,
construct a transfer station, come to an agreement with a nearby landfill for
residents to direct haul waste to or contract with a different, private landfill
operator.
Ms. Tate stated the Board wanted a Request for Proposal (RFP) for a consultant to
gather additional information regarding these options and to provide information on
increasing recycling to which the Board reviewed the RFP and asked staff to gather
information regarding environmental testing at the Upper Piedmont Environmental landfill
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on March 2, 2015. The Commissioners expressed interest in better understanding the water
and air quality testing systems before determining whether or not to move forward with a
Solid Waste Management Study RFP so at the April 20, 2015 Board meeting, experts from
NCDENR presented information about water and air quality and responded to board
members’ questions and the Board requested information regarding cancer rates around the
landfill.
Ms. Tate noted the State has agreed to conduct further research into cancer rates
around the landfill; however, the study will take a couple of months to complete.
Ms. Tate stated that due to the thoroughness of the NCDENR presentation
regarding air and water quality data, the scope of the Solid Waste Management Study RFP
has been revised. Ms. Tate stated the projected costs of the RFP was $100,000 and
contained the following:
1. Cost-benefit analysis of solid waste management options for Person County;
include capital costs, annual operating costs and estimated timeline.
2. Cost-benefit analysis of each option’s impact on the City of Roxboro; include
capital and annual operating costs for the City of Roxboro.
3. Recommend an option based on cost and service quality.
4. Recommend sites for landfill, transfer stations, collection sites, etc.; include zoning
recommendation.
5. Waste stream and recycling system analysis. Include a waste characterization study
and recommendations for increasing recycling in our future waste management
system; include analysis of MRF layout and operations. Include revenue/cost
estimates and timeline for implementation of each recommendation.
6. Assist and/or lead negotiations with Republic, if contract renewal is outcome.
Commissioner Jeffers stated his opposition to item #6 being included in the revised
scope.
A motion was made by Commissioner Kendrick and failed 2-3 to accept the RFP’s
scope as presented. Commissioner Kendrick and Chairman Puryear voted in support of
the motion. Commissioners Jeffers, Clayton and Vice Chairman Newell voted in
opposition to the motion.
Ms. Tate clarified the RFP scope, once released, would provide the Board with
interested professionals qualified that would bid the actual costs of implementing each item
included in the scope.
A motion was made by Commissioner Jeffers and carried 4-1 to approve the RFP
scope of item 1-5 as presented. Commissioner Clayton cast the lone dissenting vote.
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A motion was made by Commissioner Kendrick and carried 3-2 to approve the
RFP scope of item 6 as presented. Commissioner Kendrick, Chairman Puryear and Vice
Chairman Newell voted in favor of the motion. Commissioners Clayton and Jeffers voted
in opposition to the motion.
NEW BUSINESS:
ROXBORO COMMUNITY SCHOOL’S RAISE THE ROOF CAMPAIGN:
Chairman Puryear stated Roxboro Community School (RCS) has requested the
opportunity to present their Raise the Roof campaign to the Board of County
Commissioners. Chairman Puryear introduced Ms. Natalie Brozy, Managing Executive
Director for RCS.
Ms. Brozy noted RCS is the second largest school in Person County with 700
students. Ms. Brozy said that RCS has approximately 38,000 sq. ft. that remains to be
renovated for usable space noting RCS arts and athletics functions are held off site. Ms.
Brozy stated the Board of Directors at RCS commissioned a feasibility study and have
officially launched a major capital campaign for the final phase of renovation of the cotton
mill. The campaign is a five-year program to complete the RCS facility with the addition
of a gymnasium, an auditorium and multi-purpose rooms at an estimated cost of $2M.
Ms. Brozy stated RCS’s intent to request to enter into a formal joint use agreement
with Person County Recreation, Arts and Parks Department, thus, providing eligibility to
jointly apply for Trust Fund grant funding.
Ms. Brozy told the group that through a recent acquisition of property adjacent to
the railroad, RCS is interested to engage into dialogue with Person County for a proposed
joint partnership for a public-use Aquatics Center.
Ms. Brozy offered public tours of the RCS facility on Wednesdays at 10:30am as
well as extended an invitation to attend a Raise the Roof campaign event at the Roxboro
Country Club on May 21, 2015 at 6:00pm.
May 18, 2015
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FARMLAND PRESERVATION PLAN STAKEHOLDER REQUEST FOR
REPRESENTATION ON THE ECONOMIC DEVELOPMENT COMMISSION:
Mr. Jim Pentecost, Person County Soil and Water Director and Chairman of the
Farmland Preservation Plan (FPP) stakeholder group stated that through the Piedmont
Conservation Council, Person County applied for funds from North Carolina’s Department
of Agriculture and Consumer Sciences (NCDACS) to develop a FPP. Person County has
been awarded $14,000 from the NCDACS to begin this plan. The remaining funding
pledged to complete the plan was from Person County $2,000, Soil and Water $2,000, Farm
Bureau $1,000 and the Cattleman’s Association $1,000, all supporting the total cost of
$22,000.
As part of the plan’s process a stakeholder committee was created in October 2014
consisting of a variety of producers in the county, including tobacco, small grains,
livestock, small vegetable growers, organics, forestry, and a representative from a farm
supply organization. Commissioner Clayton serves as the liaison to this committee.
Mr. Pentecost stated at the last stakeholder meeting, members discussed the
importance of considering agriculture as an important part of Person County’s economic
development strategy. According to Cooperative Extension data, Person County
agriculture cash receipts to farms are over $41M and agriculture has a value added impact
of over $90M. Cash receipts delivered to lumber mills are over $8M and the value added
impact of forestry is over $27M. Mr. Pentecost said the FPP stakeholder group requested
Board consideration that Dr. Claudia Berryhill, a member of the group as well as a
Piedmont Conservation Council representative, be appointed an ex-officio member of the
Economic Development Commission.
County Manager, Heidi York confirmed the Economic Development Commission
was statutorily limited to nine members which is why the request was made for an ex-
officio member.
A motion was made by Commissioner Jeffers and carried 5-0 to appoint Farmland
Preservation Plan stakeholder representative and Piedmont Conservation Council member,
Dr. Claudia Berryhill, as an ex-officio member of the Economic Development
Commission.
Vice Chairman Newell asked Mr. Pentecost if Soil and Water was involved with
the landfill. Mr. Pentecost answered that Soil and Water is a non-regulatory agency
working with surface water of agricultural operations.
May 18, 2015
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APPROVAL OF AUDITOR OF FIRE AND RESCUE SPECIAL AUDITS:
Finance Director, Amy Wehrenberg noted the Board agreed at its meeting on May
4, 2015 to expense the contract for audit services for up to nine rescue and volunteer fire
departments with contingency funds in the current fiscal year, but requested to bid this
contract out to secure the most competitive bid.
Ms. Wehrenberg presented a bid tabulation for the two respondents to the RFP and
deferred action to the Board for an award. Ms. Wehrenberg confirmed that both
respondents were vetted, reputable and equal in qualifications to achieve the scope of work.
Commissioner Kendrick asked Ms. Wehrenberg how many of the entities had
received more than $100,000 in state and/or federal funding to which Ms. Wehrenberg did
not know the answer.
Commissioner Jeffers told staff that the Fire Chiefs have requested the scope of
work included in the audit for future reference.
A motion was made by Commissioner Jeffers and carried 4-1 to award the contract
for audit services for up to nine rescue and volunteer fire departments for Fiscal Year 2013-
2014 to Winston, Williams, Creech, Evans & Company, LLP. Commissioner Kendrick
cast the lone dissenting vote.
Proposal: Provide Audit Services for up to 9 Rescue and Volunteer Fire Departments
Audit period: FY 2013-14
Audit Firm
Base
Fee
Additional
Services
Office
Location(s)
Travel
Costs
Years of
Audit
Experience
(1)
Special
Conditions
(2)
Special
Conditions
W. Greene, PLLC
$2000-
$2500
$250/hr: Partner
$150/hr: Manager
$95/hr: Staff
Whiteville, NC
Carolina Beach, NC No charge Over 25 years
Will only bill for
inquiries if
complex/time
consuming
Uses specialized
software (CAAT)
to extract data
and provide
analysis to client
Winston, Williams
Creech, Evans &
Company, LLP
$2000-
$2750
$250/hr: Partner
$175/hr: Manager
$125/hr: Sr. Accountant Oxford, NC
Included in
base fee Over 27 years
Additional fees
required for
audit if
agencies
receive more
than $100K in
State/Federal
funding
If chosen, would
guarantee fee for
FY 2016 to be no
more than 5%
over 2014 fee
May 18, 2015
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PRESENTATION OF THE FISCAL YEAR 2015-2016 RECOMMENDED
BUDGET:
County Manager, Heidi York provided to the Board the following presentation as
an overview of the Recommended Budget for Fiscal Year 2015-2016 as required to be done
per North Carolina General Statutes on or before June 1.
Ms. York stated the budget can be adopted any time; according to the Budget
Calendar, the Board is scheduled to adopt the budget at the June 15, 2015 Board meeting.
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Commissioner Jeffers asked Ms. York if Judge Galloway’s request was included in
the Recommended Budget to which Ms. York replied no.
A motion was made by Chairman Puryear and carried 5-0 to schedule the Board’s
budget work sessions for May 26, 2015 at 5:30pm and June 3, 2015 at 9:00am.
A notebook containing the detailed Fiscal Year 2015-2016 Recommended Budget
was given to the Board members.
CALL FOR A PUBLIC HEARING TO CONSIDER FINANCIAL INCENTIVES
FOR ECONOMIC DEVELOPMENT PROJECT GMERCER TO BE
ADVERTISED AND HELD ON JUNE 1, 2015 AT 7:00PM
A motion was made by Commissioner Clayton and carried 5-0 to schedule a
Public Hearing to consider financial incentives for economic development project Gmercer
for June 1, 2015 at 7:00pm and by such action direct the Clerk to advertise and provide
notice of such called public hearing.
CHAIRMAN’S REPORT:
Chairman Puryear reported the following:
• Safety Banquet will be held on May 21, 2015 at 6:00pm at Roxboro County Club, and
• Roxboro Community School’s Raise the Roof event on May 21, 2015 at the Roxboro
Country Club at 6:00pm.
MANAGER’S REPORT:
County Manager, Heidi York introduced to the group Ms. Caley Trujillo, an MPA
student at UNC-Chapel Hill who will be serving as the County Manager’s Office Intern
this summer.
COMMISSIONER REPORT/COMMENTS:
Commissioner Jeffers thanked the group for condolences extended to him and his
wife following his father-in-law’s death.
Commissioner Clayton reported an Upper Neuse River Basin Association meeting
would be held on May 20, 2015 at 9:00am in Butner.
Commissioner Kendrick had no report.
Vice Chairman Newell had no report.
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RECESS:
A motion was made by Vice Chairman Newell and carried 5-0 to recess the
meeting at 10:18am until 5:30pm on May 26, 2015 for the purpose of a budget work
session.
_____________________________ ______________________________
Brenda B. Reaves Kyle W. Puryear
Clerk to the Board Chairman