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BOC Minutes August 18 2014 August 18, 2014 1 PERSON COUNTY BOARD OF COMMISSIONERS AUGUST 18, 2014 MEMBERS PRESENT OTHERS PRESENT Jimmy B. Clayton Sybil Tate, Assistant County Manager Kyle W. Puryear C. Ronald Aycock, County Attorney B. Ray Jeffers Brenda B. Reaves, Clerk to the Board Frances P. Blalock David Newell, Sr. The Board of Commissioners for the County of Person, North Carolina, met in regular session on Monday, August 18, 2014 at 9:00 am in the Commissioners’ meeting room in the Person County Office Building. Chairman Clayton called the meeting to order, led invocation and asked Vice Chairman Jeffers to lead the Pledge of Allegiance. DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA: Chairman Clayton presented to the Board for consideration the following items as adjustments to the agenda: A request to add to the agenda an item for Farmland Protection Plan, and an item for an economic update regarding an Uptown public improvement project as well as a request to remove from the agenda the item listed as Closed Session #1. A motion was made by Commissioner Blalock and carried 5-0 to add an item to the agenda for Farmland Protection Plan. A motion was made by Commissioner Puryear and carried 5-0 to add an item to the agenda for an economic update for an Uptown public improvement project as well as remove from the agenda the item noted for Closed Session #1. A motion was made by Vice Chairman Jeffers and carried 5-0 to approve the agenda as adjusted. INFORMAL COMMENTS: There were no comments from the public. August 18, 2014 2 DISCUSSION/ADJUSTMENT/APPROVAL OF CONSENT AGENDA: A motion was made by Vice Chairman Jeffers and carried 5-0 to approve the Consent Agenda with the following items: A. Approval of Minutes of July 21, 2014, B. Approval of Minutes of August 4, 2014, C. Budget Amendment #2, D. Tax Adjustments for the month of July 2014, a. July 2014 tax releases, b. July 2014 NC Vehicle Tax System pending refunds, and E. DSS Attorney Contracts with Tom Fitzgerald, Walter Cates, Julie Ramsey and Joe Weinberger NEW BUSINESS: NAMING POLICY, GIFT AGREEMENT AND MEMORANDUM OF UNDERSTANDING BETWEEN PERSON COUNTY AND PIEDMONT COMMUNITY COLLEGE: Dr. Walter Bartlett, Piedmont Community College President, presented a naming policy, gift agreement and Memorandum of Understanding (MOU) between Person County and Piedmont Community College (PCC) in an effort to move forward with raising funds by way of offering naming opportunities for the Kirby Rebirth: Upstairs-Uptown project at the Kirby Cultural Arts Complex. Dr. Bartlett said that PCC had generated a naming policy for its use and had prepared a similar policy for Person County to use for its facilities noting the documents had been reviewed and modified by the County Attorney and the Assistant County Manager. Dr. Bartlett noted the gift agreement outlines the donor’s commitment with Person County for a pledge amount outlining a due date to fulfill the pledge noting three years is the timeframe for which a pledge should be fulfilled. Dr. Bartlett told the group that $50,000 is the recommended minimum pledge for consideration for naming rights. Assistant County Manager, Sybil Tate stated that the next steps, should the Board approved the naming policy, gift agreement and MOU between Person County and PCC, would be to establish the Naming Advisory Committee and set a fee schedule to identify the county space usage as well as the set the donation amount schedule for consideration for naming rights for each space. Dr. Walter Bartlett requested that the County Commissioners accept the naming policy, gift agreement and MOU thus allowing Piedmont Community College representatives to proceed with offering naming opportunities at the Kirby Cultural Arts Complex. A motion was made by Commissioner Newell and carried 5-0 to approve the naming policy, gift agreement and Memorandum of Understanding between Person County and Piedmont Community College as presented. August 18, 2014 3 August 18, 2014 4 August 18, 2014 5 August 18, 2014 6 August 18, 2014 7 August 18, 2014 8 August 18, 2014 9 August 18, 2014 10 August 18, 2014 11 PERSON COUNTY TOURISM DEVELOPMENT AUTHORITY ANNUAL REPORT: Person County Tourism Development Authority (TDA) Director, Margaret McMann presented to the Board an Annual Report highlighting the statistics and overall review of the activities for July 2013 – June 2014 noting the year had been very good. Ms. McMann stated the need arose to revise the Fiscal Year 2013-2014 budget to reflect the increased occupancy collections. Ms. McMann noted the original budget was $170,000 and in June had to revise the budget to $201,000. Monies that are not expended are put in the county Fund Balance and that affords TDA the ability to give money to major worthwhile projects such as the Kirby Rebirth project; other years TDA gave $20,000 for The Pavilion on Main Street at Merritt Commons, and assisted with the amphitheater at Mayo along with the Mayo Education Center. Ms. McMann told the group that tourism remains a strong industry in North Carolina, which is the sixth most visited state in the United States. Visitors to NC spent $20.2 billion dollars in North Carolina, up 2.2 percent from 2012. Ms. McMann stated that Person County had an increase of 4.4 percent in domestic visitors to and within Person County with visitors spending $32.8 million dollars. Due to tourism money in North Carolina each tax payer saves $435 in taxes. And, on a local level it saved each tax payer $66.35 in local taxes. Ms. McMann noted this past year’s marketing was specific to markets for outdoor activities and this year’s marketing plan will see an increase in electronic marketing (website and social media) and development of a new Destination Guide for area visitor centers. Ms. McMann further noted the new community calendar website: EXPLOREROXBORO.COM has had very good success with organizations adding their events to the calendar. Ms. McMann stated family reunions, weddings, and high school reunions are still big weekend business for Person County, while business travel continues to be the major weekday market. Ms. McMann said that both the Hampton Inn and the Innkeeper have undergone major renovations. Ms. McMann stated that TDA continues to help support festivals, special events, outdoor events such as the 5k run/walks, the triathalon, beach music festivals, bluegrass music festivals as well as other activities happening throughout Person County. Ms. McMann informed the Board that TDA partnerships with other organizations continue to work well and monetary support is awarded through grants. Ms. McMann noted that TDA gave out over $33,000 in grants for about 18 different events with funding to just the Museum at $33,000. This is due to the request by the County Commissioners that the Museum get 1% of the occupancy tax collected. Ms. McMann stated the TDA supports Mayo Lake monetarily as they continue to have high numbers of visitors from out of the area as well as Personians enjoying their programs and the lake. Ms. McMann stated TDA is very happy to include Hyco Lake on a regular quarterly basis this year as revenue is generated from Hyco’s seven cabins. Ms. McMann stated the Lakes, Mayo and Hyco, continue to be Person County’s major attractor. August 18, 2014 12 Ms. McMann noted the strong partnerships that are being formed between Roxboro, Person County and Roxboro Development Group that has led to some new events Uptown that are very successful. Ms. McMann further noted the good partnership with Piedmont Community College through the Kirby Cultural Complex and the special public events they have been offering, i.e., Pickin’ by the Lake, as well as the strong partnership with the Roxboro Area Chamber of Commerce. Ms. McMann stated TDA is looking forward to working on a new branding program and assisting in attracting not only more visitors to the area but new businesses that will enhance the quality of life for the resident and the visitor. Vice Chairman Jeffers asked Ms. McMann to clarify how the six-member TDA board deals with a tie vote. Ms. McMann stated the TDA chair does not vote unless there is an absence by a member. Commissioner Puryear commented on the recent success of the cruisin’ events. Ms. McMann added that all owners of older model cars are invited and that they do not need to be a member of a car club. A motion was made by Commissioner Newell and carried 5-0 to accept the Tourism Development Authority Annual Report for July 2013-June 2014 as presented. The 2013-2014 Person County Tourism Development Authority Annual Report presented to the Person County Board of Commissioners on August 18, 2014 is hereby incorporated into the minutes by reference. August 18, 2014 13 SMART GROWTH WORKSHOP MEMORANDUM OF UNDERSTANDING: Assistant County Manager, Sybil Tate announced that the County applied for and received an EPA funded Smart Growth community workshop grant. Ms. Tate noted that the title of the workshop is “Planning for Economic and Fiscal Health” and teaches participants how their community can save money, reduce fiscal liabilities and spur economic development. Ms. Tate further noted that the workshop will be held on December 2nd – 3rd, 2014 with the public, staff and elected officials invited to attend. Ms. Tate clarified that a community workshop will be held on Tuesday evening, Dec. 2nd and an all-day economic development stakeholder workshop will be held on Wednesday, Dec. 3rd. Both sessions will be held in the S-100 room at Piedmont Community College. Ms. Tate presented the Board with the Memorandum of Understanding for the grant outlining expectations for both Person County and Smart Growth America (SGA). SGA will provide training and guidance at no cost to Person County in exchange for requiring staff attendance, adequate event facility space, and a minimum of three progress reports describing the implementation of any strategies or programs arising from SGA’s technical assistance. Ms. Tate requested the Board to authorize staff to sign the Memorandum of Understanding. A motion was made by Commissioner Blalock and carried 5-0 to authorize staff to sign the Memorandum of Understanding between Person County and Smart Growth America. August 18, 2014 14 August 18, 2014 15 August 18, 2014 16 LIBRARY GRANTS: Library Director, Christy Bondy announced the Library has applied for four grants this fiscal year; two State Library Services Technology Act (LSTA) grants, a Food Lion grant to sponsor the Feed to Read program that will be held this fall, and a grant from Georgia Pacific for Handicap accessible doors. Ms. Bondy stated the Library has been awarded both of the LSTA grants; the first grant to fund two AWE Early Literacy stations for the Children’s Area. The AWE Early Literacy Stations provide 16 programs for children ages 2-8 to learn from, including numbers, letters, and book activities. Ms. Bondy noted the total project cost is $6,832. The State Library awarded Person County $5,466. The grant requires a 20% match of $1,366 from Person County. Ms. Bondy stated the second LSTA grant is the Raising the Bar scholarship awarded to the Library Director to attend the Association of Small and Rural Libraries conference in Tacoma, WA on September 3-6, 2014. The conference will provide workshops on current library trends to implement in Person County. Ms. Bondy noted there is no match requirement. Ms. Bondy noted the Georgia Pacific grant request is $5,391 with no match required. Ms. Bondy the Library expects to be notified by the end of August, if the County is awarded the grant funding. Ms. Bondy said the Food Lion grant request is $2,500 whereby no match is required noting the Library will be notified in October of any such grant award. Ms. Bondy requested the Board to approve matching grant funds request in the amount of $1,366. A motion was made by Vice Chairman Jeffers and carried 5-0 to approve the grant awards as presented including the 20% match of $1,366 to be funded from the Contingency Fund. Vice Chairman Jeffers amended the funding source to be the Library Fund Balance once the Finance Director told the group that this is a more appropriate funding source. August 18, 2014 17 CONSIDERATION TO IMPLEMENT A HIRING FREEZE: Commissioner Newell stated his concerns related to the Board having to balance the budget next year coupled with the capital projects and spending of the County’s fund balance as reasons to recommend attrition to downsize the County’s payroll. Commissioner Newell noted his main purpose for this recommendation is to avoid a tax increase next year as 80% of taxpayers cannot afford a tax increase. Commissioner Newell recommended eliminating ten positions while recognizing that some departments may need more staff. Commissioner Newell told the group that once efficiency is achieved, a possibility for employees to receive a pay increase may exist. A motion was made by Commissioner Newell to implement an immediate hiring freeze. Commissioner Blalock asked staff if the County had received the state appraised values. Assistant County Manager stated the state appraised values would not be available until September and the fiscal year 2014 audit would not be completed until December and without these two pieces of information, it would be difficult to estimate where the County stands fiscally. Commissioner Blalock suggested tabling action on the motion before the Board until a later time. Commissioner Puryear stated agreement with Commissioner Newell that spending need to be decreased and the efforts should be now versus later. Vice Chairman Jeffers stated without facts and figures in front of the Board, he did not agree with the motion on the floor to balance the budget on the backs of the employees. Vice Chairman Jeffers noted during the County Manager’s first two years over $7M was cut from the budget. Vice Chairman Jeffers stated he and Commissioners Puryear and Newell voted for the budget passed in June that gave school teachers and staff supplement salary increases, more funding appropriated to Piedmont Community College, funding to the Chamber and the Veterans Council and suggested Commissioners Puryear and Newell consider a reversion of funding in lieu of cutting staff. Chairman Clayton stated the County Manager had given the Board a zero-based budget, balanced prior to the Board making adjustments. Chairman Clayton stated the hiring freeze, in his opinion, was premature and suggested January 2015 as a better time to evaluate the need for such. A substitute motion was made by Commissioner Blalock to table action on implementing a hiring freeze until January 2015. The substitute motion failed for a lack of majority 2-3. Chairman Clayton and Commissioner Blalock voted in favor of the substitute motion; Vice Chairman Jeffers and Commissioners Puryear and Newell voted in opposition to the substitute motion. August 18, 2014 18 The original motion failed for a lack of majority 2-3 with Commissioners Newell and Puryear voting in support of the original motion; Chairman Clayton, Vice Chairman Jeffers and Commissioner Blalock voted in opposition to the original motion. County Attorney, Ron Aycock clarified for members of the Board that a substitute motion is ruled out of order if the substitute motion is the exact opposite of the proposed motion; however, if the substitute motion changes the context of the motion, it is permissible. RESEARCH TRIANGLE REGIONAL PARTNERSHIP FISCAL YEAR 2014-2015 REPRESENTATIVES: Economic Development Director, Stuart Gilbert told the Board that Person County partners with the Research Triangle Regional Partnership (RTRP) to market the Research Triangle Region of North Carolina to create new investments, jobs, and strategic plans to ensure that this region remains globally competitive. Mr. Gilbert stated that the RTRP recently changed its bylaws to have the lead funding agency of each county nominate three candidates to represent the county on the RTRP board of Directors. Person County’s representatives for 2013-2014 were: o Stuart Gilbert, Person County Economic Development Director, o Randy Reynolds, Chairman of the Economic Development Commission; and o Abby Gentry, Uptown Development Director. As the Person County Board of Commissioners is the leading funding agency for RTRP, Mr. Gilbert stated the Board may select any three candidates to represent the County on the RTRP board of directors. Commissioner Newell asked Mr. Gilbert to find out if there would be any conflict of interest should a nominated representative actively participate in economic ventures within Person County. It was the consensus of the Board for Mr. Gilbert to report back to the Board at a future meeting. August 18, 2014 19 FIXED ROUTE TRANSIT SERVICE IN THE CITY OF ROXBORO: Person Area Transportation System (PATS) Manager, Kathy Adcock and Kerr- Tar Regional Planning Director, Will Brooks informed the Board that the Community Transportation Association of America (CTAA) is providing technical assistance to the Region K Community Assistance Corporation in initiating a new public transit service in Roxboro. Beginning in late May 2014, the CTAA, in cooperation with Person Area Transportation System (PATS) and Kerr-Tar Regional Council of Governments, began collecting and analyzing data to provide documentation of the benefits of a fixed route service in Roxboro, and to design a transit service and route which meets the mobility needs of the various stakeholders, accommodating employment and task related trips. A primary goal is to establish a sustainable fixed route service for areas of Roxboro to augment the current on-demand transportation and provide regular service where none currently exists. Data collected to date that supports the Roxboro Shuttle Service Area included: • Approximately 28% of the household incomes were below $15,000.00 in 2013. The projection for 2018 remains nearly the same. • The projected household incomes for 2018 have significant reductions in the following categories. o $15,000 to $24,999 2013 – 15.5% 2018 – 11.5% o $25,000 to $34,999 2013 – 12.5% 2018 – 10.1% • The projected household incomes for 2018 have significant increase in the following categories. o $50,000 to $74,999 2013 – 14.7% 2018 – 18.1% o 75,000 to $99,999 2013 – 6.9% 2018 – 9.6% • Approximately 7.8% of the housing units are occupied by the owners in 2013. That number drops to 6.4% in 2018. • Minor fluctuations of average age are expected to happen between 2013 and 2018. Of note however is the decrease in the average age of 45 to 54 from 14.3% in 2013 to 13.0% in 2018, and the increase in average age of 55 to 64 from 12.8% in 2013 to 13.5% in 2018, and 65 to 74 from 9.1% in 2013 to 10.5% in 2018. • Spending patterns from 2013 indicate the significant categories (other than shelter) include: o Retail goods o Health care o Entertainment o Food away from home August 18, 2014 20 Mr. Brooks stated the statistics indicate that the typically transit-dependent populations of lower income, which represents nearly 30% of the population (earning less than $15,000 per family) in the proposed service area, and the elderly ( ages 65 to 74) which represents another 10% of the proposed service area, makes up a large portion of the Roxboro Transit service area. Based on a large, typically transit-dependent population, and the spending patterns of the residents within the Roxboro city limits, an appropriately designed fixed-route transit system could serve the community’s needs. Ms. Adcock stated the current fixed-route proposal would serve Wal-Mart and Golden Corral; housing developments in the Brookstone/Sandstone area on the south end of town; Person County Community College; housing developments in the Red Oak/Pine Ridge areas on the north end of town; and the following community destinations in- between. • Farmers Market • Food Bank • Court House • Department of Health & Human Services • Person Area Transit headquarters • Hospital • Doctors’ Offices • Rose’s/Food Lion • Lowe’s • Peebles Drug Store • Tractor Supply Ms. Adcock stated the purpose of addressing the Board was to introduce the concept of the Round Town Shuttle in Roxboro as CTAA, NC DOT and PATS continue moving forward with preparing the necessary information to support a successful fixed- route transit service in the City of Roxboro; develop an implementation plan; and secure the appropriate approval to proceed with operating the fixed-route service. Ms. Adcock told the Board of her plan to have the fixed-route service promoted free of charge at the beginning with a nominal fee, such as .50 cents or $1.00 per ride thereafter noting input would be sought from CTAA and NC DOT prior to any fee schedule implementation. Ms. Adcock noted she does not anticipate any requests from the county for funding; however, a request to operate on Saturday morning may be in the plan. Mr. Brooks added the CTAA contract is expected to be in place by October 31, 2014 and PATS will be back before the Board in November 2014. A motion was made by Commissioner Blalock and carried 5-0 to proceed with preparing the necessary information to support a successful fixed-route transit service in the City of Roxboro; develop an implementation plan; and secure the appropriate approval to proceed with operating the fixed-route service. August 18, 2014 21 FARMLAND PROTECTION PLAN: Assistant County Manager, Sybil Tate reminded the Board that Person County, through the Piedmont Conservation Council, applied for funds from North Carolina’s Department of Agriculture and Consumer Sciences (NCDACS) to develop a Farmland Protection Plan. Ms. Tate announced that Person County has been awarded $14,000 from the NCDACS to begin its Farmland Protect Plan. Ms. Tate stated the Board allocated $2,000 from contingency last November to serve as a match for this grant; as the funds were not spent in FY2014, the Board must re- allocate the funds. Ms. Tate requested the Board to allocate $2,000 from the county contingency fund. Ms. Tate noted the NCDACS has requested a letter signed by the Chairman that allows Piedmont Conservation Council to manage the grant on behalf of Person County as well as confirm the Board of Commissioners intention to adopt a Farmland Protection Plan by March 31, 2016. A motion was made by Vice Chairman Jeffers and carried 5-0 to allocate $2,000 from the county contingency fund for the grant match requirement and to approve a letter to NCDACS allowing Piedmont Conservation Council to manage the grant on behalf of Person County as well as confirm the Board of Commissioners intention to adopt a Farmland Protection Plan by March 31, 2016. August 18, 2014 22 ECONOMIC DEVELOPMENT UPDATE RELATED TO AN UPTOWN PUBLIC IMPROVEMENT PROJECT: Economic Development Director, Stuart C. Gilbert provided the Board with an update related to an Uptown public improvement project. Mr. Gilbert stated the project public improvements include primarily public bathrooms, street lighting and public sidewalks. The recommended project incentive is $30,000 to serve as a match to the City of Roxboro’s contribution, with $10,000.00, beginning when the construction of the public bathrooms start, and the two additional financial grants following in the next two consecutive fiscal years in the amount of $10,000 per year . Mr. Gilbert noted the Roxboro Development Group (RDG) is appropriating $5,000. Mr. Gilbert told the group the attorney for RDG is in process of preparing the financial incentive agreement. Mr. Gilbert requested that the Board authorize publication of a public hearing notice, setting the public hearing to be held at 7:00 pm at the Board’s regularly scheduled meeting on September 8, 2014 for the purpose of $30,000.00 to support public bathrooms, public street lighting and public sidewalks for the proposed development in Uptown Roxboro. A motion was made by Commissioner Newell, and carried 5-0 to call for a public hearing to be held at 7:00 pm on September 8, 2014 to hear public comments related to a financial grant of $30,000 over three years for an Uptown public improvement project and to authorize publication of a public hearing notice. August 18, 2014 23 CHAIRMAN’S REPORT: Chairman Clayton had no report. ASSISTANT MANAGER’S REPORT: Assistant County Manager, Sybil Tate reported the following: • The next Board meeting is scheduled for September 8, 2014 at 7:00 pm. • County Manager, Heidi York will attend the next Board meeting. • Asked the Board member to complete the audit questionnaire at their seats and mail in the envelope provided or submit to the Clerk to the Board. • A Person County Human Service Provider Directory will be posted on the county web site; a copy of which was passed out to the Board members. COMMISSIONER REPORT/COMMENTS: Commissioners Newell and Puryear had no report or comments. Commissioner Blalock reported she had recently attend an Re-Entry Pathway for Success meeting, the Planning Department’s Open House and the Person Family Medical and Dental’s celebration for National Health Center Week. Vice Chairman Jeffers and the NC Association of County Commissioners past president, offered congratulations as he announced that Chairman Clayton was awarded statewide Outstanding County Commissioner of the Year at the Association’s annual conference. CLOSED SESSION #1: A motion was made by Vice Chairman 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 10:13 am with the following individuals permitted to attend: Clerk to the Board, Brenda Reaves, County Attorney, Ron Aycock, Assistant County Manager, Sybil Tate, General Services Director, Ray Foushee and Recreation Director, John Hill. A motion was made by Vice Chairman Jeffers and carried 5-0 to return to open session at 10:21 am. August 18, 2014 24 ADJOURNMENT: A motion was made by Commissioner Blalock, and carried 5-0 to adjourn the meeting at 10:22 am. _____________________________ ______________________________ Brenda B. Reaves Jimmy B. Clayton Clerk to the Board Chairman