BOC Minutes March 17 2014
March 17, 2014
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PERSON COUNTY BOARD OF COMMISSIONERS MARCH 17, 2014
MEMBERS PRESENT OTHERS PRESENT
Jimmy B. Clayton Heidi York, County Manager
Kyle W. Puryear
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, March 17, 2014 at 9:00 am in the Person County Office
Building Auditorium.
Chairman Clayton called the meeting to order.
A motion was made by Commissioner Newell and carried 5-0 to immediately
relocate the regular scheduled meeting back the Board’s usual meeting room 215 in the
Person County Office Building due to the fact that Local Government Day has been
rescheduled to April 21, 2014.
Chairman Clayton reconvened the meeting to order at 9:03 am in the Board’s
usual meeting room 215 and led invocation. Vice Chairman Jeffers led the Pledge of
Allegiance.
DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA:
Chairman Clayton stated Recognition of Local Government Day could be
removed from the agenda and requested that an item be added to the agenda to take
action to change the location of the April 21, 2014 Board meeting to the Auditorium.
A motion was made by Commissioner Blalock and carried 5-0 to remove
Recognition of Local Government Day from the agenda and to add an item to change the
location of the April 21, 2014 Board meeting to the Auditorium.
Chairman Clayton requested to add a Closed Session for acquisition of property to
the agenda.
A motion was made by Vice Chairman Jeffers and carried 5-0 to add a Closed
Session to the agenda and to approve the agenda as adjusted.
RESOLUTION OF APPRECIATION FOR RETIREE:
Chairman Clayton read and presented the following Resolution of Appreciation to
Person County retiree Gracie Napier.
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INFORMAL COMMENTS:
The following individual appeared before the Board to make informal comments:
Mr. John Hill, Director of the Arts, Parks and Recreation Department took the
opportunity to recognize two groups of athletes. Mr. Hill stated Person County recently
hosted the youth state basketball tournament. Mr. Hill congratulated the Person County
10 and under youth girls’ basketball team coached by Will Dunkley and Terell Holloway
as the state champs by winning five games. Team members include Karter Hawkins,
Jewell Holloway, Madison Dunkley, Skylah Parker, Aaliyah Jones, Talecia Farrah, Lillie
Mac Davis, Mariah McCowan, Asheton Evans, and Jakeya Paylor.
In addition, Mr. Hill congratulated the Person County Special Olympics team
members playing basketball in Johnston County. Person County’s 5-on-5 team coached
by Craig Watson won a gold medal. Gold medalist team members include Sean Allen,
Marquis Bailey, Casey Collins, Fred Hester, Jermaine Long, Tony Wade and Dillion
Watson. Person County’s 3-on-3 team coached by Angela Winstead received a silver
medal. Silver medalist team members include Carl Buehler, Edward Davis, McArthur
Edwards, Joshua Harris, Alvin Watkins, and Bobby Winstead.
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. Tax Adjustments for the month of February 2014
1. February 2014 tax releases
2. February 2014 NC Vehicle Tax System pending refunds
UNFINISHED BUSINESS:
REVIEW OF BOARD APPOINTED BOARDS AND COMMISSIONS:
County Manager, Heidi York recalled at the Board’s January 6, 2014 meeting, two
new commissions were created: the Youth Council and the Environmental Issues Advisory
Committee noting that during the Board’s discussion, the manager was directed to review all
of the Board’s appointed boards and commissions to determine whether there might be an
opportunity to reduce the number of boards and commissions particularly if they are inactive.
Ms. York stated there are approximately 40 boards and commissions that the Board actively
participates or makes appointment. Ms. York stated the boards, committees, commissions that
are not active and could be considered for elimination include:
• Mayo Lake Advisory Committee
• Roxboro/Person County Human Relations Commission
• E-911 Committee
• Mentors Advisory Board
• Roxboro-Person County Economic Development
• Solid Waste Advisory Committee
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A motion was made by Vice Chairman Jeffers, and carried 5-0 to remove
(deactivate) from the roster at this time the following: Mayo Lake Advisory Committee,
E-911 Committee, Mentors Advisory Board, Roxboro-Person County Economic
Development and the Solid Waste Advisory Committee.
Ms. York stated the two newest commissions (Youth Council & Environment Issues
Advisory Board) require the Board to decide on the appointment process, term limits,
frequency of meetings and the charge for the work of the committees. Ms. York provided the
following description for a charge for each.
-Youth Council: to involve and engage youth in local government activities and
decision making, while training future community leaders.
-Environmental Issues Advisory Committee: to protect air, soil, and water resources
in Person County
Vice Chairman Jeffers and Commissioner Puryear, both volunteering to serve on
the Youth Council noted they would work together on developing an application process
to engage students from the local high schools and other at-large members as well as
other official community leaders to participate to bring back to the Board of
Commissioners at its second meeting in April for consideration.
Commissioner Blalock stated citizens interested in the Person County
Environmental Issues Committee must have a desire to protect Person County’s
environment and be willing to talk to the citizens within their township as well as visually
survey their township and report their findings to the environmental group. As originally
approved, there will be an opportunity for each township within the County to be
represented. Commissioner Blalock requested the Clerk to the Board, Brenda Reaves to
proceed with advertising with the interested citizen’s applications to be brought before
the Board for consideration.
BOARDS AND COMMITTEES APPOINTMENTS:
Clerk to the Board, Brenda Reaves presented interested citizens’ applications for
Board consideration for appointment related to current vacancies on county boards and
committees. The highlighted boards denote a competitive board and are eligible for the
informal interview process if the Board so desires. Ms. Reaves asked the Board to direct
the Clerk to organize and inform the applicant(s) of the informal interview date as set by
the Board or consider waiving the process. Ms. Reaves asked the Board to nominate the
applicants for appointment, if appropriate.
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A Animal Services Advisory Committee
Unspecified Term: Animal Protection Services President designated seat
1) Cheryl Peters (current President for APS) requested appointment
A motion was made by Commissioner Puryear, and carried 5-0 to appoint
Cheryl Peters to the Animal Services Advisory Committee in her capacity to represent as
the President of Animal Protection Services. Commissioner Puryear requested the
County Manager to contact the City Manager related to the designated seat on the Animal
Services Advisory Committee to find out if the City intends to have representation or if
the seat is vacated that the committee may recommend appointment to fill with another
representation.
B Board of Adjustment
3-Year Term: 1 position for an alternate – no applications received.
Ms. Reaves brought to the Board of Commissioners’ attention the memo included
the Board packet from the Board of Adjustment at their February 5, 2014 meeting
requesting the Board of Commissioners (via memo from Planning staff) to appoint an
alternate member noting the approval of a variance requests requires four affirmatives
votes and the Board of Adjustment is operating with five members. The Board of
Commissioners took the information under advisement.
C Home Health and Hospice Advisory Committee
3-Year Term: 1 position representing the hospital (Person Memorial Hospital)
1) Pamela West Williams (employee at PMH) requested appointment
Ms. Reaves stated this position has been vacant since December 2012.
A motion was made by Vice Chairman Jeffers, and carried 5-0 to appoint
Pamela West Williams to the Home Health and Hospice Advisory Committee to serve as
the local hospital representative for a 3-year term.
D Mayo Lake Advisory Committee
2-Year Term; 3 positions available
1) Charles Sever requested appointment
The Board of Commissioners took action to deactivate the Mayo Lake Advisory
Committee this date therefore the Clerk to the Board will provide notice of such action to
the applicant.
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E OPC Community Operations Center Advisory Board representing Person County
Unexpired term to 6/30/15: 1 position available
1) Janet Sowers requested appointment
Duties: Provide input related to the available resources for Mental Health,
Developmental Disabilities and Substance Abuse Treatment Services for people
of all ages to eliminate reduce or prevent the disabling effects of mental illness.
This Board meets in Chapel Hill every second Monday of each month from 7:00 –
9:00 pm.
It was the consensus of the Board to hold consideration of appointment to the
OPC Board to a later date at the request of Chairman Clayton.
F Planning Board
1 position available for a 3-Year Term and 1 position with an unexpired term to
6/30/15
1) Lynn Jones requested appointment
Ms. Reaves brought to the attention of the Board of Commissioners the memo in
the Board packet from the Planning Department requesting the Board to appoint two
members to fill the current two vacancies or consider as an alternative to reduce the
Planning Board from seven to five members.
It was the consensus of the Board of Commissioners to hold the informal
interview process and to direct the Clerk to the Board to inform the applicant, Lynn
Jones. The informal interview process was scheduled by the Board of Commissioners to
be held at 6:30 pm on April 7, 2014.
G Roxboro/Person County Human Relations Commission
3-Year Term; 4 positions available for county residents (all county seats are
vacant)
1) Robert Bridges requested appointment
The Board of Commissioners took action to deactivate the Roxboro/Person
County Human Relations Commission this date therefore the Clerk to the Board will
provide notice of such action to the applicant.
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NEW BUSINESS:
SUMMARY OF MEETING WITH FORMER CONGRESSMAN BRAD MILLER:
Commissioner Blalock informed the group that former Congressman Brad Miller
requested a meeting through the Mayor of Yanceyville to come to Roxboro on
Wednesday, March 5th to meet with those working on the Dan River intake project.
Commissioner Blalock noted this was concerning the recent coal ash spill and some
actions former Congressman Brad Miller is planning to take to hold Duke Energy
accountable for this spill and its potential contamination of a drinking water source.
Commissioner Blalock stated the meeting was held in the City Council Room
with Brad Miller with representatives from Yanceyville, Roxboro, and Person County.
Mayor Newell, Commissioner Blalock, and staff were present for the City of Roxboro
and Person County. The general discussion was initiated by Mr. Miller and his intent is
to hold Duke Energy to cleaning up the spill without passing the expense on to
customers.
Commissioner Blalock recommended to the Board that a joint meeting with the
City of Roxboro is warranted to further discuss the Dan River project and the affects
projected by environment experts and Tanya Evans, District Manager with Duke Energy.
Vice Chairman Jeffers suggested the Board tour the Duke Energy sites.
Commissioner Blalock requested the Boards’ permission to attend a conference in
Raleigh related to environmental pollutants noting she would report back to the Board
with information learned. Chairman Clayton stated Commissioner Blalock did not need
the Board’s permission and if she was willing to attend and bring back information, they
would happy for her to do that.
Commissioner Puryear stated Duke Energy is the largest employer in Person
County bringing one-third of the tax revenue that he advocated for the Board to focus on
the facts. Vice Chairman Jeffers agreed with Commissioner Puryear noting the County
needs to know the facts and the locations of the ash ponds within the County.
Commissioner Newell added that all information is needed as the County considers
laying pipe to draw water from the Dan River.
Chairman Clayton asked the County Manager to contact the City Manager and
Duke Energy for potential meeting dates for a special joint meeting.
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REPORT AND RECOMMENDATIONS FROM THE HELENA STEERING
COMMITTEE:
County Manager, Heidi York told the Board that Dr. Walter Bartlett, Piedmont
Community College (PCC) would present the report and recommendation from the
Helena Steering Committee.
In August 2013, the Board of Commissioners authorized a Helena Steering
Committee to study and develop recommendations for the future use of the Former
Helena School Property. These recommendations were to also include community input
into this important planning process.
The Steering Committee has met bi-weekly since September. The Steering
Committee has created a webpage and media releases, conducted a successful community
survey, developed a speaking series, and held a community forum, in an effort to seek
community feedback and input. Members of the Steering Committee included:
Dr. Walter Bartlett, PCC President
Mike Dossett, PCC
Jim Thomasson, citizen
Paul Hair, citizen
Sharon Slaughter, citizen
Phil Jackson, citizen
Cathy Klovski, citizen
Chairman Jimmy Clayton
Commissioner Frances Blalock
Board of Education Member Margaret Bradsher
Heidi York, County Manager
John Hill, Recreation, Arts, & Parks Director
Erin Hill, Director of the Cultural Arts Program at the Kirby
Ray Foushee, General Services Director
Christy Bondy, Library Director
The Committee has completed their objective to develop recommendations and
solicit community input and are ready to present the committee’s recommendations
outlining the next steps in moving this project forward.
Dr. Bartlett provided the following presentation:
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Dr. Bartlett stated the proposed Enhanced Early College is a public school and
would be treated as such through the school system noting funding would be through the
state with ADM funds and potential grants. Dr. Bartlett stated the leadership team would
gather information from the other 71 counties that have implemented such a program and
actively seek and identify the students that would receive the most benefits through
teacher referrals and testing results.
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At this time in the Board meeting, Commissioner Blalock requested Board action
to excuse her at 9:55 am for the remainder of the meeting.
A motion was made by Commissioner Newell and carried to 4-0 to excuse
Commissioner Blalock from the remainder of the meeting as requested.
Vice Chairman Jeffers suggested, as an option for consideration, a special election
for the voters to voice opinion of a quarter-cents sales tax as a possible funding source for
the proposed Enhanced Early College at the former Helena School site.
It was the consensus of the Board to authorize an Educational Leadership Team to
continue the next steps, as presented.
Chairman Clayton suggested a tour of an implemented Enhanced Early College to
be very helpful at this point in the project.
Vice Chairman Jeffers announced a NACo grants clearinghouse website for
NACo members that will assist in finding appropriate federal, state and corporate grants.
KIRBY CULTURAL ARTS COMPLEX REQUEST FOR ADDITIONAL SOUND
EQUIPMENT UPGRADES:
Arts, Parks & Recreation Director, John Hill told the group that on December 6 &
7, 2013, the Person County Arts Council, Fabulous Feet and Christi’s Dance Studio
presented ‘Dancin’ through the Holidays’. This show came about after discussion
between the three groups about the state of the sound equipment in the Kirby Cultural
Arts Complex. The Dance Studios worked for several months and put many hours of time
into developing the program that was presented in December. The shows served as a
fundraiser for the Person County Arts Council with the intent to put the money toward
the Kirby Sound Equipment that can be used by the dance studios, Arts Council and any
other renters of the facility. There were 355 people in attendance and $4,510 was raised.
County Manager, Heidi York noted in Fiscal Year 2012-2013 the County spent
over $17,000 to upgrade the sound equipment at the Kirby. Additional Kirby upgrades
proposed include $17,000 during Fiscal Year 2013-2014 for carpeting; and in Fiscal Year
2014-2015 budgeted funds include $75,000 for new chairs and $335,562 for a new roof.
Mr. Hill introduced Mr. Michael Slaughter, an Arts Council representative to
further describe the equipment and pricing for the additional sound equipment upgrades.
Mr. Slaughter stated a total of $27,375 is needed to upgrade sound equipment and add
sound paneling to the facility. Taking into account the $4,510 raised in December, the
county allocation requested is $22,865. Mr. Slaughter noted the $17,000 in Fiscal Year
2012-2013 was expended to replace four wireless headsets with $10,000 to replace the
main speaker system. The new request for additional sound equipment will be to order
build-to acoustic treatment for the facility and the replace four additional headsets.
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A motion was made by Commissioner Puryear and carried 4-0 to budget in the
Fiscal Year 2014-2015 budget $22,865 for the additional sound equipment for the Kirby
as presented.
DISCUSSION FOR A JOINT MEETING WITH THE CITY OF ROXBORO:
Commissioner Puryear requested Board consideration for scheduling a special
joint session with the City of Roxboro related to planning together for the Senior Center.
It was the consensus of the Board to direct the County Manager to contact the
City Manager for a possible April 2014 joint meeting.
AMENDMENT TO THE LEASE AND FIXED BASED OPERATOR
AGREEMENT AT THE PERSON COUNTY AIRPORT:
County Manager, Heidi York reminded the Board that in May 2012, Person
County amended the Lease and Fixed Base Operator Agreement with Red Mountain
Aviation to provide financial assistance during the struggling economy. Red Mountain
Aviation has served as the Fixed Base Operator for Person County Airport since March 1,
2009. The Board of County Commissioners, working through the recommendation from
the Person County Airport Commission, granted two, one-year amendments to the Lease
and Fixed Base Operator Agreement. The amendment provided the following
concessions:
Person County assumed responsibility for all utilities (approximately $19,000
annually)
Person County assumed the Airport’s general liability insurance (approximately
$6,000 annually)
Restructured the fuel flowage fee to a flat 6 cents per gallon rather than a tiered
fee structure
Person County waived one month’s rental payment ($7,719)
Ms. York stated the estimated value of these concessions is approximately
$33,000. Ms. York told the Board that rather than continuing to provide one year
extensions, the Airport Commission requests that this Amendment be extended through
the duration of the Lease and Agreement, expiring February 2019.
Vice Chairman Jeffers asked if the Airport Commission has considered adding
more hangers as a revenue source. Ms. York noted the Airport Commission has a capital
improvement plan request for additional hangers at an estimated cost of $800,000 to
replicate the same sized facility. It was not known what the return on investment would
be compared to cost. Vice Chairman Jeffers advocated for more marketing of the airport
to enhance the potential for increased revenues.
A motion was made by Commissioner Newell and carried 4-0 to extend the
Amendment to the Lease and Fixed Based Operator Agreement at the Person County
Airport through the duration of the Lease and Agreement which expires February 2019 as
recommended by the Airport Commission.
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PUBLIC SAFETY COMMUNICATION SYSTEM ALTERNATIVES:
Assistant County Manager, Sybil Tate and Emergency Services Director, Wes
Lail presented to the Board the County’s existing system deficiencies:
• No pager coverage near county borders,
• VFD communication is unreliable,
• Talking back on hand-held radios is unreliable,
• In-building coverage does not exist,
• Existing system does not meet public safety specifications and will likely
fail during a disaster, and
• Current system also has no redundancy (i.e. if the Piedmont
Communication tower is disabled during an emergency, there will be no
communication).
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Mr. Lail along with Mr. Brett Wrenn, Communications Shift Supervisor presented
information about the Simulcast system, its features and the system technology the
surrounding counties have in place. See chart below.
Mr. Lail described the equipment public safety personnel use for transmitting and
receiving information: 1) pagers used by fire and EMS personnel that receive alerts only,
2) walkies (portables) as well as mobile radio fixed in vehicles used by fire, EMS and
Sheriff’s Dept. that alert, receive and transmit information. A short audio recording was
played for the group as a demonstration of an actual event noting the difficulty in
transmitting and receiving information.
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Mr. Lail stated the VIPER system is designed for highway use inoperability
across the state noting the VIPER system has different equipment and does not transmit
well inside buildings/structures. Mr. Lail and Sheriff Dewey Jones, present in the
audience, stated the committee’s (on behalf of Person County Public Safety) preference is
the VHF Simulcast System with the proposed four 300 ft. towers (in addition to Hill
Street Tower) to achieve 95% coverage area.
Ms. Tate stated the Board had asked staff to investigate less expensive
alternatives to the proposed 4-tower Simulcast system estimated at $4.17M. Below are
the options:
OPTION #1: Maintain existing system
Staff can continue to use the existing public safety communication system. The Board
allocated $12,000 to fix the existing communication system earlier this year. These
repairs will only improve communication between responders and 911, but will not
improve pager communications or improve transmissions from 911 to responders.
OPTION #2: Construct a 4-tower Simulcast system
Construct 4 towers (Bushy Fork, Bethel Hill, Mt. Tirzah and Woodland) = $2.4M
($600,000 per tower)
Radio Equipment = $1.65M
Radio Consultant = $120,000
TOTAL: $4.17M
(Provides 95% coverage)
OPTION #3: Construct a 3-tower Simulcast system
Construct 3 towers (Bushy Fork, Bethel Hill, Mt. Tirzah) = $1.8M ($600,000 per tower)
Radio Equipment = $1.39M
Radio Consultant = $105,000
TOTAL: $3.295M
(Provides approximately 80% coverage)
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OPTION #4: Construct a 2-tower Simulcast system
Construct 2 towers (Bushy Fork or Mt. Tirzah, Bethel Hill) = $1.2M ($600,000 per
tower)
Radio Equipment = $1.13M
Radio Consultant = $95,000
TOTAL: $2.425M
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The consultant, Mr. Frank Marum of Technology Systems Solutions (TSS
Partners), stated he has broken down the cost of the towers further and moved the
environmental study forward on the timeline as suggested by the Board in the revised
feasibility study.
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Mr. Marum spoke of the Person County topography and the flat elevation that
validates the proposed height of 300 ft. for the towers to ensure optimal line of sight for
increased coverage area.
Mr. Lail and Mr. Wrenn addressed the Board on the current infrastructure being
inadequate noting the equipment is not licensed public safety equipment, outdated noting
technology improves constantly as well as the current structures do not have shelters,
backup generators, etc.
Vice Chairman Jeffers requested staff to contact Avery County to find out their
broadband vendor and process for a shorter-term fix. Ms. Tate stated she would contact
Avery County.
The estimated costs for the public safety, as reflected in the revised feasibility
study are $4,170,000 and the cost estimated costs for broadband is $173,785. County
Manager, Heidi York noted the need for the Board to hold a work session for capital
projects. Ms. York further noted the public safety project could be phased with two
towers completed over two fiscal years. Ms. York told the Board that the County has a
threshold to which financing is an option noting more information to be shared at the CIP
work session.
CHAIRMAN’S REPORT:
Chairman Clayton had no report.
MANAGER’S REPORT:
County Manager, Heidi York announced the following meetings:
• The EDC/PCBIC will be meeting on Thursday, March 20, 2014 at 8:00 am in the
Tax Office conference room,
• On March 24, 2014, the Board will have a Capital Improvement Plan work
session at 5:00 pm, with a 6:00 pm joint meeting with the Board of Education
following in the County Auditorium.
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COMMISSIONER REPORT/COMMENTS:
There was no report from Commissioners Newell and Puryear.
Vice Chairman Jeffers reported the following:
• NACo grants clearinghouse, a website for NACo members,
• NC Association of County Commissioners (NCACC) Board of Directors voted to
lower the dues for all counties for the sixth year in a row,
• As President of the NCACC, he is looking at economic development across the
state as a top initiative, therefore the NCACC is putting on a first ever economic
development symposium with Charles Hayes as the keynote speaker April 20-30,
2014,
• Representative Holloway, Chair of the Appropriation Committee, from the
Wilkes/Stokes County area will very likely introduce a bill during the short
legislative session to reinstate the counties 40% of lottery funding for capital
projects. Vice Chairman Jeffers explained counties were told by the lottery
commission that counties would receive 40% for capital needs; however, counties
have never received that 40% funding with action by the General Assembly last
year to remove the language from the law as a measure to save 40%, and
• Asked for any community church or group that could allow a MS Support Group
that meets monthly a space noting they were meeting at the Senior Center Depot
site.
CLOSED SESSION:
A motion was made by Vice Chairman Jeffers, and carried 4-0 to enter into
Closed Session per General Statute 143-318.11(a)(5) to consider the acquisition or lease
of real property at 11:28 am with the following individuals permitted to attend: County
Manager, Heidi York, Clerk to the Board, Brenda Reaves, and Assistant County
Manager, Sybil Tate.
A motion was made by Commissioner Puryear and carried 4-0 to return to open
session at 11:34 am.
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RECESS:
A motion was made by Vice Chairman Jeffers, and carried 4-0 to recess the
meeting at 11:35 am until 5:00 pm on March 24, 2014.
_____________________________ ______________________________
Brenda B. Reaves Jimmy B. Clayton
Clerk to the Board Chairman