BOC Minutes October 21 2013
October 21, 2013
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PERSON COUNTY BOARD OF COMMISSIONERS OCTOBER 21, 2013
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, October 21, 2013 at 9:00 am in the Commissioners’ meeting
room in the Person County Office Building.
Chairman Clayton called the meeting to order. Before invocation, Chairman
Clayton asked for a moment of silence in tribute to Lieutenant Chad Pergerson, a City of
Roxboro firefighter who lost his life in an accident. Vice Chairman Jeffers led the Pledge
of Allegiance.
DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA:
A motion was made by Vice Chairman Jeffers and carried 5-0 to remove Item
#10 Federal Shutdown Impacts from the agenda and to approve the agenda as adjusted.
EXCELLENCE IN INNOVATION AWARD FOR PERSON COUNTY’S
REVALUATION COMMUNICATION AND EDUCATION EFFORTS:
County Manager, Heidi York announced Person County has been recognized for
educating its citizens about the revaluation process with a Local Government Federal
Credit Union Excellence in Innovation Award for 2013. Ms. York stated the awards
program is sponsored by North Carolina Association of County Commissioners
(NCACC).
Ms. York noted in an effort to educate citizens about the revaluation process,
Person County made a concerted effort to improve its communication with citizens; staff
re-designed forms to be clearer about the process and more user-friendly. Ms. York
further noted the Tax Office hosted two public meetings, both before and after the tax
bills were mailed, specifically designed to allow for discussion about the revaluation
process. Ms. York stated staff designed a “frequently asked questions” page for the
county website, as well as created informational fliers. Additionally, the Board of
Commissioners invited a representative from the N.C. Department of Revenue to their
annual budget retreat to discuss the property revaluation process.
Ms. York told the group the Excellence in Innovation Awards program provides a
total of $8,000 in rewards to county employees who develop successful programs that
help counties improve services to citizens. Cash awards of $1,000 each are given to two
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programs in each of four categories - general government, health and human services,
public information/participation and intergovernmental collaboration.
Person County’s Revaluation Communication Efforts won for the category of
public information/participation.
Mr. Neil Emory, Outreach Associate from the NCACC presented the 2013
Excellence in Innovation Award to the employees of the Tax Office. Receiving the
award were the following employees of the Tax Office: Russell Jones, Phillip Christy,
Teresa Phillips, Carolyn West, Debbie Wilson and Michelle Poole. Mr. Jones
acknowledged other tax employees that were not able to attend the meeting: Becky
Gentry, Susan Allen, Robin Hensler and Violet Burch.
INFORMAL COMMENTS:
There were no comments from the public.
APPROVAL OF MINUTES:
A motion was made by Vice Chairman Jeffers, and carried 5-0 to approve the
minutes of October 7, 2013.
APPOINTMENT OF DEPUTY TAX COLLECTOR:
Tax Administrator, Russell Jones stated General Statute 105-349(f) allows the
appointment of deputy tax collectors by the Board of Commissioners to assist the tax
collector in forced collections. Mr. Jones noted there are three other employees that are
currently sworn in as deputies. If approved by the Board, Ms. Teresa Phillips will need
to be sworn in as a deputy and take the tax collector’s oath under General Statute 105-
349(g). Mr. Jones further noted that Ms. Phillips has worked for the tax office since July
19, 2010 and has completed the Fundamentals of Property Tax Collection, Property Tax
Listing & Assessing, Personal Property Appraisal & Assessment, and the Advanced
Personal Property Seminar.
Mr. Jones requested the Board to approve appointment of Ms. Teresa Phillips as a
Deputy Tax Collector as well as administer the Oath. It was the consensus of the Board
to appoint Ms. Teresa Phillips as a Deputy Tax Collector. Chairman Clayton
administered the Oath to Teresa Phillips as a Deputy Tax Collector.
Mr. Jones stated all of the tax office staff is state certified in their field of work.
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CONSIDERATION OF APPROVAL OF LATE EXEMPTION APPLICATIONS:
Tax Administrator, Russell Jones informed the Board that every year, the tax
office receives applications for the Senior, Disabled, Veteran, and Circuit Breaker
exemptions that fail to meet the June 1st deadline.
Mr. Jones stated in an effort to help inform the public of these exemptions, the tax
office:
• mailed information along with the tax listing forms to 6,000 citizens,
• developed brochures for all three exemption programs and passed out over
500 copies, and
• included information about these exemptions on the revaluation notice of
value forms.
Mr. Jones stated these efforts resulted in 86 new applications, with 76 approved
applications, 10 denied applications (over the income limit) and 7 late applications.
Mr. Jones stated the 7 late applications would have been approved if they had
been received by the tax office by June 1st. These applications met all requirements,
however since these were late, they could not be approved by the tax office noting the
Board of Commissioners may approve late applications if they are received by December
31st. Since these applications met all guidelines (other than the application deadline) Mr.
Jones recommended approval. Mr. Jones noted a spreadsheet was included with the
Board’s packet that outlines the tax impact and the reasons for the late applications noting
he did not include the applications as they have personal identifying information such as
social security numbers and income information.
Mr. Jones noted Person County currently has 702 properties that are receiving
benefit from these exemptions, which does not include the 7 applications that are
submitted for approval today.
A motion was made by Commissioner Blalock, and carried 5-0 to approve the
seven late exemption applications as presented.
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PUBLIC SAFETY COMMUNICATION/BROADBAND UPDATE:
Assistant County Manager, Sybil Tate reminded the Board that staff provided an
update about the broadband project at its September 19, 2013 meeting to which the Board
directed staff to move forward with both the broadband project and the public safety
communications project.
Ms. Tate highlighted the report from the public safety communication analysis
which provided three options for improving Person County’s public safety
communication system.
• OPTION #1: Fix existing listening towers at a cost of $12,000,
• OPTION #2: Build a Simulcast Repeater System (includes building five county-
owned tower sites) at an estimated costs of $3,000,000, and
• OPTION #3: Utilize State Viper System at a cost of $1,000,000 to $2,000,000.
Ms. Tate noted the results of the public safety communication study are under review
by a public safety focus group, which includes representatives from the Fire Chief’s
Association, Roxboro Fire, Roxboro Police, Sheriff, EMS, Emergency Management and
911-Telecommunications.
Mr. Tommy Cole, Telecommunications Manager, told the Board a final
recommendation has not been made; however, it was noted that OPTION#1 is a short
term solution and that OPTION#2 was the preferred long-term solution. Mr. Cole noted
the three current sites: Ceffo, Bethel Hill and Moriah are all in urgent need to be updated
to standard for present use. Mr. Cole and Sheriff Jones stated the focus group expressed
concern about joining the State Viper System since it does not perform well inside of
buildings and it is designed for the State Highway Patrol which would not be compatible
with public service current radio and paging equipment. Ms. Tate noted that OPTION#2
can be combined with the broadband project, but the State’s Viper System through
OPTION #3 does not allow commercial applications, such as broadband.
Mr. Cole and Sheriff Jones told the group of the potential daily transmissions that
interrupted as well as interference with inclement weather.
Ms. Tate stated the Board may want to consider funding OPTION#1 immediately
and include a long-term solution, i.e. OPTION#2, and possibly combined with the
broadband initiative in the Fiscal Year 2015 Capital Improvement Plan. The Board
expressed a desire to have firmer costs with OPTION#2 as well as merge the public
safety needs with the broadband initiative to provide access to un-served areas. County
Manager, Heidi York reminded the recent broadband Request for Proposals resulted in a
50/50 match of $100,000 for both the County and the private provider.
Ms. Tate confirmed the proposed height of the OPTION #2 towers would be 180
feet noting that coincides with the county’s current ordinance restriction noting staff have
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identified possible revisions to the county’s ordinance which would come back before the
Board as a recommendation in the future.
Ms. Tate stated the next steps for OPTION#2 would be to obtain from the state
combined coverage maps for public service and broadband areas at which time a Request
for Proposal for additional towers could be released to confirm actual costs.
Ms. Tate requested Board consideration for an additional $2,520 funding for use
in obtaining public safety maps.
A motion was made by Commissioner Blalock, and carried 5-0 to appropriate
$12,000 to fix the existing listening towers (OPTION#1) and to fund $2,500 for public
safety maps from the County Contingency Fund.
APPOINTMENT TO BOARD OF ADJUSTMENT:
Clerk to the Board, Brenda Reaves stated Ms. Felicia Swann has submitted an
application for Board consideration for appointment to the Board of Adjustment for one
of its vacancies. Ms. Reaves noted the Board of Adjustment currently has one position
available for a three-year term as well as one position for an alternate The Board of
Adjustment functions in judicial-like hearings and reviews special zoning permit
requests, special variance requests and appeals to interpretations of zoning
administrator.
Ms. Reaves stated the Board of Adjustment is one of the County’s competitive
boards and committees to which the Board may consider scheduling an informal
interview should the Board deem it appropriate.
Ms. Reaves requested the Board to consider appointment for a three-year term if
the Board deems appropriate or schedule an informal interview with Ms. Swann.
It was the consensus of the Board hold the informal interview process with Ms.
Swann, preferably at the Board’s November 4, 2013 at 6:30 pm prior to the next regular
scheduled meeting.
Commissioner Newell suggested staff investigating the need for a background
check as policy for competitive board/committee members. County Manager, Heidi
York suggested consideration for a background check as a revision to the Board’s Rules
of Procedures which will be before the Board for review in December.
PERSON COUNTY AIRPORT 2014-2020 TRANSPORTATION IMPROVEMENT
PROGRAM:
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County Manager, Heidi York stated Talbert & Bright, Inc., Person County’s
Consultant Engineer for the Person County Airport, along with the members of the
Airport Commission have submitted a list of proposed projects for the Airport to be
undertaken for the years of 2014-2020. Ms. York noted this list of proposed projects is
much like a capital improvement plan for the Airport with funding provided through state
and local sources. Ms. York stated the Airport Commission reviewed and approved these
projects at their meeting held on October 10, 2013. Ms. York requested the Board to
review the proposed projects and approve the submission of these requests by November
1, 2013 for State aid to Airports. Ms. York added the Person County Airport has been
taken off the list as a reliever airport for Raleigh-Durham (RDU) Airport and staff are
inquiring as to why this took place and the possibility to be put back on the list.
Commissioner Blalock requested the Board receive an Airport Reports noting any
activity and usage. Commissioner Newell added all hangars are full at this time.
A motion was made by Commissioner Newell, and carried 5-0 to approve the
Person County Airport 2014-2020 Transportation Improvement Program as presented.
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JAMES EDWARD RAMSEY DAY PROCLAMATION:
Chairman Clayton read the James Edward Ramsey Day Proclamation for
adoption.
A motion was made by Vice Chairman Jeffers, and carried 5-0 to adopt the
Proclamation declaring October 29, 2013 as James Edward Ramsey Day in Person
County. Chairman Clayton stated the dedication ceremony will take place on October
29, 2013 at 2:00 pm at the Courthouse in which the Proclamation will be read and
presented.
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BUDGET AMENDMENT:
Finance Director, Amy Wehrenberg presented and explained the following
Budget Amendment.
Upon a motion by Vice Chairman Jeffers and majority vote (5-0), the Board of
Commissioners of Person County does hereby amend the Budget of the General Fund(s)
on this, the 21st day of October 2013, as follows:
Department Name Amount
Incr / (Decr)
EXPENDITURES General Fund
Human Services 33,881
Education 466,641
Culture and Recreation 3,556
REVENUES General Fund
Intergovernmental Revenues 466,641
Fund Balance Appropriation 37,437
EXPENDITURES Economic Catalyst Fund 300,000
REVENUES Economic Catalyst Fund
Intergovernmental Revenues 300,000
EXPENDITURES Airport Capital Construction Fund
2010 Vision 100 Projects (144,262)
2011 Vision 100 Projects 154,702
2012 Vision 100 Projects 166,667
Fencing Perimeter & Emergency Repair
Project
156,227
REVENUES Airport Capital Construction Fund
Intergovernmental Revenues 300,000
Local Match Funds 33,334
Explanation:
Appropriation of fund balance ($33,881) in DSS for temporary staffing to assist with the
conversion of all income maintenance files to NCFAST; carrying forward the remaining
school lottery funds ($466,641) for the completion of the Alternative School Building
construction; received Economic Development grant ($300,000) from the One North
Carolina Fund for CertainTeed, Inc.; appropriating fund balance in the Public Library
Fund for programming expenses associated with unspent grant funds from the Rural
EDC ($3,556); and amending the Fencing Perimeter project at the Airport using available
funds from new and existing federal airport grants ($300,000) and the required local
matches from remaining balances of other projects ($33,334).
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CHAIRMAN’S REPORT:
Chairman Clayton had no report.
MANAGER’S REPORT:
County Manager, Heidi York told the Board the Dan River Hearing related to
Caswell County’s request for reclassification will be held on November 13, 2013 at 8:30
am in Raleigh noting if any members had interest in going to let her know. Ms. York
stated the City Attorney, City Manager as well as a few council members along with the
County Attorney, Ron Aycock would be attending noting the City Attorney would be the
only one allow to speak during the comment period.
COMMISSIONER REPORT/COMMENTS:
Commissioner Newell requested the Clerk to the Board to set up the Ethics
Webinar training in the county offices and he would attend to meet the October 30, 2013
deadline.
Commissioner Blalock reported the Helena Steering Committee would be
meeting on Friday, October 25, 2013 at 1:30 pm in the old cafeteria. Vice Chairman
Jeffers inquired about the plans to continue to use the old cafeteria as a polling place for
elections. County Manager, Heidi York confirmed there would be space available in the
building to continue to hold the elections as done in the past.
Commissioner Blalock noted the Health Department would be receiving a Public
Sector Site Award on November 6, 2013 in the FEMA room starting at 1:00 pm. All
Board members are invited to attend.
Commissioner Puryear had no report.
Vice Chairman Jeffers stated he recently chaired his first NACo Rural Action
Caucus meeting with the following federal legislative priorities being set for 2013:
• Oppose Efforts to Eliminate or Limit the Tax-Exempt Status of Municipal Bonds
• Authorization of long-term Farm Bill with a focus on Rural Development
• Secure funding for Payment in Lieu of Taxes (PILT) and Forest Payments to
Counties
• Renewed focus on improving Rural Health and Substance Abuse programs with a
focus on rural veterans and youth
• Promote Rural County Priorities within Immigration Reform
• Implementation of the new Surface Transportation Law (MAP-21)
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CLOSED SESSION:
A motion was made by Commissioner Blalock, and carried 5-0 to enter Closed
Session at 10:06 am per General Statute 143-318.11(a)(6) to review personnel
performance 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 Newell, and carried 5-0 to return to open
session at 10:44 am.
RECESS:
A motion was made by Vice Chairman Jeffers, and carried 5-0 to recess the
meeting at 10:44 am until October 28, 2013 at 6:30 pm for the Community Conversations
meeting at Ceffo Volunteer Fire Department located at 1291 Concord-Ceffo Road,
Roxboro.
_____________________________ ______________________________
Brenda B. Reaves Jimmy B. Clayton
Clerk to the Board Chairman