BOC December 1 2014
December 1, 2014
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PERSON COUNTY BOARD OF COMMISSIONERS DECEMBER 1, 2014
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
Frances P. Blalock
Tracey L. Kendrick
The Board of Commissioners for the County of Person, North Carolina, met in
regular session on Monday, December 1, 2014 at 6:30 pm in the Commissioners’ meeting
room in the Person County Office Building to conduct the Board’s Organizational
Meeting prior to the 7:00 pm regular meeting.
Chairman Clayton called the meeting to order, led invocation and asked Vice
Chairman Jeffers to lead the Pledge of Allegiance.
APPROVAL OF MINUTES:
A motion was made by Commissioner Blalock and carried 5-0 to approve the
minutes of November 13, 2014 and November 17, 2014.
RECOGNITION OF FRANCES P. BLALOCK:
Chairman Clayton presented to Commissioner Frances P. Blalock a plaque in
appreciation of the four (4) years of service (December 6, 2010 – December 1, 2014) and
dedication to the citizens of Person County. Commissioner Blalock commented that her
experience had been both educational and difficult at times. Commissioner Blalock
thanked the county for allowing her to serve and asked the new Board of Commissioners
to do their due diligence on behalf of all citizens of Person County.
Chairman Clayton passed the gavel to County Attorney, Ron Aycock to preside
over the Swearing-In Ceremony and the Organization of the Board.
SWEARING-IN CEREMONY:
The Honorable Deborah L. Barker, Clerk of Superior Court administered the Oath
of Office to the newly elected Commissioners Tracey L. Kendrick and Kyle W. Puryear.
She also administered the Oath of Office to Soil and Water Conservation District
Supervisors Eugene Cal Berryhill and Russell G. Horton.
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ORGANIZATION OF BOARD:
County Attorney, Ron Aycock presided over the meeting and explained the rules
of procedure for nomination and election of the Board’s Chairman and Vice Chairman.
County Attorney, Ron Aycock presided and called for nominations for Chairman
of the Board of Commissioners.
Commissioner Jeffers nominated Commissioner Clayton as Chairman.
Commissioner Kendrick nominated Commissioner Puryear as Chairman.
Nominations completed, a motion was made by Commissioner Puryear and
carried 5-0, to close the nominations for Chairman.
Mr. Aycock stated the vote for Chairman would take place by show of hands in
the reverse order.
By show of hands, Commissioners Kendrick, Newell and Puryear voted to elect
Commissioner Puryear as Chairman.
By show of hands, Commissioners Jeffers and Clayton voted to elect
Commissioner Clayton as Chairman.
Commissioner Puryear was elected Chairman by a majority vote 3-2.
County Attorney Aycock opened the floor for nominations for Vice Chairman of
the Board of Commissioners.
Commissioner Clayton nominated Commissioner Jeffers as Vice Chairman.
Chairman Puryear nominated Commissioner Newell as Vice Chairman.
Nominations completed, a motion was made by Commissioner Kendrick and
carried 5-0, to close the nominations for Vice Chairman.
Mr. Aycock stated the vote for Vice Chairman would take place by show of
hands in the reverse order.
By show of hands, Chairman Puryear and Commissioners Kendrick and Newell
voted to elect Commissioner Newell as Vice Chairman.
By show of hands, Commissioners Clayton and Jeffers voted to elect
Commissioner Jeffers as Vice Chairman.
Commissioner Newell was elected Vice Chairman by a majority vote 3-2.
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APPROVAL OF BONDS FOR THE FINANCE DIRECTOR, THE REGISTER OF
DEEDS, THE SHERIFF, AND THE TAX ADMINISTRATOR:
County Attorney, Ron Aycock stated Chapter 161(Register of Deeds) and 162
(Sheriff) of the North Carolina General Statutes requires the Board of County
Commissioners to approve the official bonds at the first meeting in December. The Bonds
are a continuation of existing bonds and were secured by the County Human Resources
Director, who also serves as Insurance Liaison. The Human Resources Director provided
information that the Sheriff’s bond, in the amount of $25,000, is for the length of his
term. The Bonds of the Register of Deeds in the amount of $50,000 and $100,000 each
for the Tax Administrator and Finance Director (amount of each Bond is dictated by
legislature).
Mr. Aycock requested Board approval of the Bonds of the Finance Director, the
Register of Deeds, the Sheriff and the Tax Administrator as presented.
A motion was made by Commissioner Clayton and carried 5-0 to approve the
Bonds of the Register of Deeds in the amount of $50,000 and $100,000 each for the Tax
Administrator and Finance Director as well as $25,000 for the Sheriff.
County Attorney, Ron Aycock announced a brief recess at 6:45 pm until 7:00 pm
at which time the Board of Commissioners would hold its regular scheduled meeting.
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Chairman Puryear called the regular meeting of the Board of Commissioners to
order at 7:00 pm.
DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA:
A motion was made by Commissioner Clayton and carried 5-0 to add an item for
a Voting Delegate Designation for the NC Association of County Commissioners
Legislative Goals Conference and to approve the agenda as adjusted.
RECOGNITION:
RESOLUTION OF APPRECIATION FOR RETIREE:
Chairman Puryear read and presented a Resolution of Appreciation to Person
County retiree, Dorothy Chandler.
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PUBLIC HEARING:
CLOSE-OUT OF COMMUNITY DEVELOPMENT BLOCK GRANT
SCATTERED SITE GRANT #11-C-2322:
A motion was made by Vice Chairman Newell and carried 5-0 to open the duly
advertised public hearing for the Close-out of the Community Development Block Grant
Program (CDBG) Scattered Site Grant #11-C-2322.
Ms. Karen Foster, Contractor with Kerr-Tar Regional Council of Governments
stated the purpose of the public hearing was to receive citizen’s comments regarding the
close-out of the CDBG Program, Project No. 11-C-2322. Ms. Foster stated that the
program administrators are currently preparing to close-out the 2011 housing
rehabilitation program for Person County noting the close-out requires a public hearing
and a vote by the Board of Commissioners to proceed with the close-out.
The CDBG project provided housing rehabilitation, reconstruction, demolition
and urgent repairs for low-moderate income homeowners. Ms. Foster outlined the Person
County CDBG Scattered Site project completing a total of eight site projects as follows:
Clearance and Reconstruction 1
Rehabilitations (L-1) 3
Urgent Repairs 4
Total Beneficiaries 12
Ms. Foster requested Board approval to proceed with the close-out of CDBG
Scattered Site Grant #11-C-2322.
There were no individuals appearing before the Board to make comments in
support or in opposition to the close-out of CDBG Scattered Site Grant #11-C-2322.
A motion was made by Vice Chairman Newell and carried 5-0 to close the
public hearing for the Close-out of the CDBG Scattered Site Grant #11-C-2322.
CONSIDERATION TO GRANT OR DENY REQUEST:
A motion was made by Commissioner Kendrick and carried 5-0 to approve
proceeding with the close-out of the CDBG Scattered Site Grant #11-C-2322.
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INFORMAL COMMENTS:
The following individuals appeared before the Board to make informal comments:
Ms. Susan Naylor of 481 Valhalla Drive, Timberlake addressed the Board about
the current site of the Senior Center not being safe and it was not fair to the seniors of the
county to have as many as four locations for its programming. Ms. Naylor reminded the
Board of the citizen’s vote to approve construction of a new recreation and senior center.
Ms. Naylor stated statistics that projected in the year 2025, there will be more residents in
Person County over 60 years old than under 18 years old. Ms. Naylor requested the
Board to consider a permanent space for the senior center.
Ms. Barbara Tuck of 35 Victoria Lane, Roxboro addressed the Board about the
need for a senior center facility that seniors can utilize to enhance mental and physical
health. Ms. Tuck noted the current site has an uneven floor in its congregate area that
presents a hazard and the acoustics in the gym are not best for senior activities. Ms. Tuck
urged the Board to actively, constructively and quickly work toward solving the senior
center issues.
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. Tax Adjustments for November 2014
a. Tax Releases
b. NC Vehicle Tax System pending refunds
c. A written request for refund in the amount of $890.34
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NEW BUSINESS:
ANNUAL REPORT FROM REGION K COMMUNITY ASSISTANCE
CORPORATION AND PERSON COUNTY SENIOR CENTER STATUS AND
UPDATES:
Diane Cox, Executive Director of Kerr Tar Council of Governments and Maynell
J. Harper, Interim Director and In-Home Services and Caregiver Coordinator for the
Person County Senior Center updated the Board on the center’s client participation.
Ms. Harper told the group that funding has been saved due to the invaluable
volunteers, most of whom are senior citizens. Ms. Harper stated the center is looking to
improve the community and advocates for a safe, adequate place to accommodate current
needs as well as allow for growth with the rising senior population.
Ms. Cox noted her gratitude to Person County and Roxboro City Council for
funding the rent at the current location, the Perfect Venue, noting the current location has
created some challenges. Ms. Cox stated if the floor repairs are not made at the Perfect
Venue site soon, the Senior Center will have to vacate the building when the current lease
expires at the end of March. Ms. Cox said a 4,000 sq. ft. space is a minimum space
needed in order to secure funding for the senior center programming. The former site
(City-owned facility on Depot St.) had 12,000 sq. ft.
Ms. Harper presented the following service reports:
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PERSON COUNTY EMERGENCY MANAGEMENT ORDINANCE:
Emergency Services Director, Wes Lail stated the governing body of each county
is responsible for emergency management activities within the geographical limits of
such county. These activities include prevention of, preparation for, response to, and
recovery from natural or man-made emergencies or hostile military or paramilitary action and
to do the following:
(1) Reduce vulnerability of people and property to damage, injury, and loss of
life and property,
(2) Prepare for prompt and efficient rescue, care, and treatment of threatened
or affected persons,
(3) Provide for the rapid and orderly rehabilitation of persons and restoration
of property, and
(4) Provide for cooperation and coordination of activities relating to
emergency mitigation, preparedness, response, and recovery among
agencies and officials of this county and with similar agencies and
officials of other local, state and federal governments, and with other
private and quasi-official organizations.
The governing body of each county is hereby authorized to establish and maintain
an emergency management agency for the purposes contained in G.S. 166A-19.1. The
County Manager shall appoint a coordinator who will have a direct responsibility for the
organization, administration, and operation of the county program and will be subject to
the direction and guidance of such governing body through the County Manager. In the
event that any county fails to establish an emergency management agency, and the
Governor, in the Governor's discretion, determines that a need exists for such an
emergency management agency, then the Governor is hereby empowered to establish an
emergency management agency within that county.
Mr. Lail requested the Board to adopt the Emergency Management Ordinance as
recommended by staff. County Attorney, Ron Aycock made the group aware of two
words in Section 10 of the proposed ordinance that were inadvertently misspelled. Mr.
Aycock noted in Section 10, the title Severity should read as Separability. Also, the word
severe should read as the word separate in the text listed in Section 10.
Mr. Aycock stated the Emergency Management Ordinance did not require a
public hearing; adoption at the first reading must be by unanimous vote or by majority
vote at its second reading.
Vice Chairman Newell asked Mr. Lail if he had jurisdiction over the hazardous
waste within the landfill. Mr. Lail stated he did not have jurisdiction over the landfill
noting the landfill operation is permitted and monitored by the state.
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Commissioner Jeffers clarified the definition of volunteer with the group noting
the Emergency Management Director’s authority to designate such volunteers during any
such disaster. Commissioner Jeffers made the group aware of a recent incident whereby
volunteer fire department personnel assisted with their time, equipment, etc. without
reimbursement. Mr. Lail commented the Emergency Management Plan adopted in 2008
has a section addressing volunteer fire department’s assistance. County Manager, Heidi
York stated staff is considering an amendment to all volunteer fire department’s contracts
with specific language to outline such situations that could be considered for funding by
state agencies, i.e. FEMA.
A motion was made by Commissioner Clayton, and carried 5-0 to adopt Person
County Emergency Management Ordinance with the text amendment corrections as
presented by the County Attorney.
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BOARD OF COMMISSIONERS 2015 SCHEDULE OF MEETINGS:
Clerk to the Board, Brenda Reaves stated that North Carolina General Statute
153A-40 requires the Board of Commissioners to hold a regular meeting at least once a
month. Ms. Reaves presented to the Board for consideration a proposed schedule of 2015
meetings dates.
Ms. Reaves noted the Board will hold its regular scheduled meetings in its usual
Boardroom, Room 215 in the County Office Building unless otherwise posted. As
recommended on the Schedule of Meetings, to accommodate attendance, Local
Government Day Board meetings will be scheduled to be held in the County Auditorium
as the same is done for the Budget Public Hearing.
Ms. Reaves informed the Board that the proposed schedule posed no conflicts
related to the following conferences:
• NACo Legislative Conference February 20-24 in Washington DC
• NACo Annual Conference July 10-13 in Charlotte, NC
• NCACC Conference August 19-23 in Greenville, NC
Ms. Reaves requested the Board to consider the proposed dates and take action to
set the 2015 Schedule of Meetings so to cause copy of such to be distributed and posted
on the bulletin board and county website.
A motion was made by Commissioner Kendrick and carried 5-0 to adopt the
Board of Commissioners 2015 Schedule of Meetings as presented and by action to cause
copy of such to be distributed and posted on the bulletin board and county website.
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ADOPTION OF THE FISCAL YEAR 2015-2016 BUDGET CALENDAR:
County Manager, Heidi York stated a budget calendar has been developed for the
Board’s adoption outlining the budget process. Ms. York made the Board aware that the
annual board retreat is scheduled in place of the Board’s second January Board Meeting.
Ms. York told the Board that a new item added to the budget calendar was the deadline
for the final insurance costs. Ms. York confirmed the budget calendar dates outlined are
subject to change if needed, but would facilitate an organized budget process for staff and
elected officials.
Ms. York requested consideration for the Board to adopt the budget calendar for
Fiscal Year 2015-2016 and provide feedback and changes to staff as needed.
A motion was made by Vice Chairman Newell and carried 5-0 to adopt Fiscal
Year 2015-2016 Budget Calendar.
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VOTING DELEGATE DESIGNATION FOR THE NC ASSOCIATION OF
COUNTY COMMISSIONERS LEGISLATIVE GOALS CONFERENCE:
Commissioner Clayton stated voting credentials for the January 15-16, 2015 NC
Association of County Commissioners Legislative Goals Conference must be submitted
by January 2, 2015.
A motion was made by Commissioner Jeffers and carried 5-0 to designate
Commissioner Clayton to attend the NCACC Legislative Goals Conference as Person
County’s voting delegate.
CHAIRMAN’S REPORT:
Chairman Puryear expressed his gratitude to the people of Person County that
elected him for a third term on the Board of Commissioners. Chairman Puryear told the
commissioners to expect regular calls from him for greater communication to reach more
5-0 votes.
MANAGER’S REPORT:
County Manager, Heidi York reported the following meetings for the Board of
Commissioners:
o December 2, 2014 Smart Growth Workshop at Piedmont Community
College’s S-100 room from 6:00 pm – 7:30 pm.
o December 3, 2014 Smart Growth Workshop at Piedmont Community
College’s S-100 room from 8:30 am – 3:00 pm.
o December 8, 2014 Special Joint Meeting to meet with the Fire Chief’s
Association in the County Office Building Auditorium at 6:30 pm.
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COMMISSIONER REPORT/COMMENTS:
Commissioner Jeffers updated the Board related to the Person County Partnership
for Children initiatives.
Commissioner Kendrick thanked the people that voted for him noting he hopes to
make them proud.
Commissioner Clayton congratulated Chairman Puryear on his added
responsibilities as the Chair noting the Smart Growth meeting focusing on economic
development held on December 3, 2014 was to be targeted to elected officials and would
be a good event for both the Chairman and the Vice Chairman to attend. Commissioner
Clayton also passed along information to Chairman Puryear related to an event
recognizing fallen veterans that is scheduled to be held on December 13, 2014 at 11:30
am at Person Memorial Cemetery.
Vice Chairman Newell had no report.
CLOSED SESSION #1:
A motion was made by Commissioner Jeffers and carried 5-0 to enter Closed
Session per General Statute 143-318.11(a)(5) to consider the acquisition or lease of real
property at 7:41 pm with the following individuals permitted to attend: County Manager,
Heidi York, Clerk to the Board, Brenda Reaves, County Attorney, Ron Aycock, Assistant
County Manager, Sybil Tate, Recreation Director, John Hill, General Services Director,
Ray Foushee, Finance Director, Amy Wehrenberg and Interim Senior Center Director,
Maynell Harper.
Chairman Puryear announced a brief recess prior to Closed Session #1.
Chairman Puryear called Closed Session #1 to order at 7:51 pm.
A motion was made by Commissioner Kendrick and carried 5-0 to return to
open session at 8:55 pm.
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CLOSED SESSION #2:
A motion was made by Vice Chairman Newell and carried 5-0 to enter Closed
Session per General Statute 143-318.11(a)(6) for the purpose to discuss personnel at 8:55
pm with the following individuals permitted to attend: County Manager, Heidi York,
County Attorney, Ron Aycock and Clerk to the Board, Brenda Reaves.
A motion was made by Commissioner Kendrick and carried 5-0 to return to
open session at 9:07 pm.
ADJOURNMENT:
A motion was made by Vice Chairman Newell and carried 5-0 to recess the
meeting at 9:07 pm until December 8, 2014 at 6:30 pm in the County Office Building
Auditorium.
_____________________________ ______________________________
Brenda B. Reaves Kyle W. Puryear
Clerk to the Board Chairman