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Fed 26th 2013 February 26, 2013 1 PERSON COUNTY BOARD OF COMMISSIONERS FEBRUARY 26, 2013 MEMBERS PRESENT OTHERS PRESENT Jimmy B. Clayton Heidi York, County Manager Kyle W. Puryear Sybil Tate, Assistant County Manager 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 special session on Tuesday, February 26, 2013 at 4:00 p.m. in the FEMA Room in the Human Services Building for the purpose of joint session with the Roxboro City Council. Person County Attendees: Chairman Clayton, Vice Chairman Jeffers (arrived at 4:10 pm), Commissioners Blalock, Puryear (arrived at 4:05 pm) and Newell County Manager, Heidi York Clerk to the Board, Brenda Reaves Assistant County Manager, Sybil Tate City of Roxboro Attendees: Mayor Merilyn Newell, Mayor Pro-Tem William Davis, Council Members: Henry Daniel, Sandy Stigall, Mark Phillips (arrived at 4:15 pm), and Byrd Blackwell City Manager, Stephen Steese City Clerk, Trevie Adams Assistant City Manager, Tommy Warren Chairman Clayton called the meeting to order. DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA: A motion was made by Commissioner Newell, and carried 3-0 to approve the agenda. JOINT PLANNING DEPARTMENT: City Manager, Stephen Steese and County Manager, Heidi York presented a draft Interlocal Cooperation Agreement between Person County and the City of Roxboro for Planning Administration with the recommended effective date of July 1, 2013. The joint Planning Administration for the City and County would establish a new joint Person-Roxboro Planning Commission as well as a Board of Adjustment. A summary of the composition is described as follows: February 26, 2013 2 Person-Roxboro Planning Commission • 7 members: 4 county members plus an alternate, 3 city members, plus an alternate • 3 year, staggered terms • Chair and Vice Chair will alternate between a city and a county member every two years • Monthly meetings • Residency requirement Board of Adjustment • 7 members: 4 county members plus an alternate, 3 city members, plus an alternate • 3 year, staggered terms • Chair and Vice Chair will alternate between a city and a county member every two years • As needed meetings • Residency requirement Planning Department • Planning Director (Aaron Holland): 70% funded by City/30% funded by County, oversees entire department, appointed by the City and County Managers, advises the Planning Board and Board of Commissioners on planning related issues; follows city personnel policies and therefore considered to be a city employee • County Planner (Paula Murphy): 100% funded by the county; county employee • Planning Technician (current vacant position): 50% funded by the City/50% funded by the County; county employee • Operating Budget – submitted to both the city and county, each entity will pay for costs associated with their needs Mr. Steese stated the proposal for fiscal year 2013-2014 is expense neutral. Ms. York added the agreement would need to be reviewed every three years as the transition to an Unified Development Ordinance (UDO) was implemented noting the proposed agreement did not address the UDO process or its scope of work. As both governing bodies expressed interest in each entity’s out-dated ordinances being reviewed and rewritten in one streamlined, simplified ordinance, the managers stated the joint Planning Department is a step in the long process for a UDO to be evaluated. Much discussion ensued between both governing bodies related to the start of the process of the UDO and the authority vested by both entities. The managers indicated the UDO process would take at least two years with the assistance of an outside consultant. The managers suggested using the service provided by the Kerr Tar Regional Council of Government as it would be less expensive than a private provider. The managers assured both governing bodies that the UDO would be developed according to the input of both entities. It was the consensus of both governing bodies to have the Joint Planning Department Agreement on each respective meeting agenda scheduled for March 11, 2013. February 26, 2013 3 FIREWORKS: Mayor Newell recognized Marcia O’Neil, representative of the Director’s Roundtable to lead the discussion related to fireworks. Ms. O’Neil called the names of the members of the Director’s Roundtable, some were present in the audience: Jayne Bremer, Executive Director of United Way, Larry Cole, President of Roxboro Area Merchants Association Bonnie Davis, Director of Public Information for PCC, Kelly Foti, Director of Person County Senior Center, Erin Ganey, Director of Kirby Cultural Arts Complex, Abby Gentry, Director of RDG, John Hill, Director of Arts, Parks and Recreation, Margaret McMann, Executive Director for TDA, Kay Rudd, Recreation Program Supervisor, and Kathy Young, Director of Museum of History. Ms. O’Neil stated the Director’s Roundtable organizes the following events: Jingle on the Main, Fourth of July Parade and assists with the Fourth of July Fireworks. Ms. O’Neil gave the group some background information on the fireworks funding spearheaded by the Courier-Times staff providing $1,000 seed money in 2011 and 2012 leading the charge to collect donations. The Director’s Roundtable assisted the last two years with advertising and the BBQ fundraiser to help collect funds for the fireworks fund. In 2011 no local funds from the City of Roxboro or Person County was provided. In 2012 both the City of Roxboro and Person County allocated each $2,000 for the fireworks fund. Ms. O’Neil reported the left over fireworks fund balance is $1,066.65 at the end of 2012 with $500 donations each from the Rotary Club and TDA. Ms. O’Neil noted the costs for the fireworks is at $10,000 to which she requested each governing body to support the continuation of the fourth of July fireworks by appropriating $4,000 each all the while the Director Roundtable will continue to solicit merchants along the Boulevard for donations as well as contact the previous donors for donations and continue the BBQ fundraiser. Ms. O’Neil stated any excess funds will be saved toward the 2014 fireworks show. Ms. O’Neil stated a contract commitment must be made in mid March to secure the date to provide the fireworks show. Ms. O’Neil told the group the fireworks show is a family/community tradition on the fourth of July. Ms. O’Neil noted the costs for the fireworks would decrease to $7,500 if scheduled on a date other than the fourth of July but advocated for the fireworks show to be scheduled on the fourth of July, the same date as the parade, at which time businesses are closed and easier to close the uptown streets. February 26, 2013 4 Commissioner Puryear advocated for the tradition of the annual fireworks show and wanted the community to know the Board of Commissioners is in support of this worthwhile event. A motion was made by Commissioner Puryear, to allocate $4,000 from the General Fund to be allocated toward the fireworks funding. County Manager, Heidi York stated the corrected funding source would be Fund Balance. Vice Chairman Jeffers stated support of the fireworks show but noted his concern that should both governing bodies fund the request, what motivation would there be for businesses or individuals to donate to the fireworks fund. Arts, Parks and Recreation Director, John Hill told the group a deposit of one-half would be expected with the signed contract with the remainder due prior to the event. Mayor Newell stated a Person Future’s project may alleviate the funding issue in 2014. Chairman Clayton stated support of the fireworks show but noted concern of committing funds from the Fund Balance during a tight budget. Commissioner Blalock stated her preference to hold a decision until the Board’s March 11, 2013 meeting. A substitute motion was made by Commissioner Blalock, and carried 4-1 to table the motion on the floor until the Board’s March 11, 2013 meeting. Commissioner Puryear cast the lone dissenting vote. Councilman Phillips made a motion, seconded by Mayor Pro Tem Davis and carried unanimously to authorize up to $4,000 from Fund Balance for fireworks funding 2013. Councilman Phillips committed to a contribution for the fireworks funding and challenged each member of the Board of Commissioners and City Council to do the same. February 26, 2013 5 SEWAGE LINE EXTENSION REQUEST FOR BETHEL HILL COMMUNITY: County Manager, Heidi York stated this item was brought before the Board of Community at its Community Conversations meeting held at the Bethel Hill Charter School whereby many comments inquired about plans to extend sewer services to the northern part of the county. Ms. York asked the city representatives if there were any such plans and about the costs associated with an extension. City Manager, Stephen Steese stated there was research done for an extension to the northern part of the county some years ago and he asked the Assistant City Manager, Tommy Warren to address the question. Mr. Warren noted the City of Roxboro was approached by the Region K for sewer to the Bethel Hill area as there was a potential for FEMA grant funds. The project that was discussed was eventually denied grant funds included a pump station behind Louisiana Pacific with a gravity flow line to Bethel Hill Charter School for a force main constructed back to the City’s gravity system on 501 North near the location of Force Protection. Mr. Warren stated the total costs of proposed system (five or six years ago) was $2.7 million to which the majority of the costs was attributed to 30,000 feet of eight-inch force main at $1.44 million and $558,000 for the eight-inch gravity flow from charter school to pump station and $200,000 for the pump station plus other costs. Mayor Newell stated short of an industry coming to that area requiring sewer or grant funds, the project is too costly for local government. Mr. Warren added that most of water and sewer extensions have been completed with grants from the state through the Clean Water Revolving Fund to clean up contaminated wells. Mr. Warren confirmed water is already extended to the northern part of the county. Commissioner Blalock stated the Health Department has completed a study on failing septic tanks. JOINT SHERIFF/POLICE DRUG POSITION: Mayor Newell stated this item resulted from a discussion with District Attorney Wallace Bradsher recognizing the need for coordination and a position that would work jointly between the two bodies for increased efficiency in drug-related crimes. Sheriff Dewey Jones and Chief of Police, Todd Boycher were both in attendance noting they had not spoken to the District Attorney and was not familiar with his proposal however they both agreed coordination already exists with a great working relationship. Sheriff Jones and Chief of Police Boycher both stated their desire to have an additional officer however, they did not advocate for a coordinating position. February 26, 2013 6 RECREATION/SENIOR CENTER UPDATE: County Manager, Heidi York updated City officials on the status of the proposed Recreation/Senior Center project noting the Board of Commissioners approved the design phase of the project capping the expenses at $300,000 which should be completed in August/September. Following the design phase, the Board of Commissioners will discuss moving into the construction phase which is estimated to take one-year to complete. Ms. York noted the project cost is estimated at $3.8 million. Currently survey work is being completed of the Huck Sansbury site. CITY RECYCLING: Assistant County Manager, Sybil Tate stated Commissioner Blalock has expressed interest in collaborating with the City of Roxboro to provide a curbside recycling program to city residents. Ms. Tate noted that city and county staffs and a representative from the State have discussed the cost associated with offering a recycling program for city residents. If the City of Roxboro were to provide a recycling program in-house, the cost would be approximately $220,000 annually. The State estimated that a private contractor could provide the service at $3 or $3.50 per household. Therefore, providing approximately 3,900 households with a monthly pick-up using a private provider would cost between $140,400 and $163,800 annually. Note that these estimates do not include the one-time costs for recycling carts, which would cost approximately $125,000 after State grant money of $75,000 has been received. The State estimates that a recycling program in Roxboro could divert between 585 and 780 tons of waste annually, saving the city $22,000 to $30,000 in tipping fees. An additional 585 to 780 tons of recycling would generate approximately $46,000 and $61,000 in recycling sales for the county. However, the increase in tonnage would necessitate hiring three new FTE employees (may include some part-time employees) at the recycling center for approximately $48,000. Councilman Stigall stated his opposition to the City of Roxboro getting back into the recycling business noting the City had previously offered a recycling program and lost money. Councilman Stigall noted he was not opposed to city residents recycling with a private provider. City Manager, Stephen Steese stated the City would have to approve a franchise to allow a contract for a private provider to collect recyclables from city residents noting commercial entities are already mandated to do so. February 26, 2013 7 ECONOMIC DEVELOPMENT UPDATE: Economic Development Director, Stuart Gilbert updated the group on the following: • Diamond Candle open house and ribbon cutting on Thursday, February 28, 2013 at 10:30 am with Senator Woodard and with a representative from Congressman Coble’s office, Deputy Secretary for the NC Dept. of Commerce and others in attendance; up to $5 million investment. • Aleris shutting the doors in Roxboro moving back to Ohio, 59 jobs RIF with a property tax loss to the county at $80,000 and $70,000 – $100,000 to City of Roxboro with loss of water revenue; common practice for joint marketing efforts for the building, appraised value of building is at $2,499,000. • March 27, 2013 Economic Development Day 9:00 am – 4:00 pm in the County Auditorium with many leaders from across the State of NC as well as representatives from UNC School of Government. • EDC written report provided before the meeting. • Multi-jurisdictional park meetings taking place with some results in April or May. • Airport Commission discussion related to property around the Airport. • Triangle Regional Partnership Film Commission recent meeting discussing potential film industry. TDA to provide a $2,000 grant with a future request to the City and County to each appropriate $1,500. • Abby Gentry, RDG Director and others attended the Main Street Program in Salisbury at the time Alan Hicks was awarded the Champion Award. • Participated in a video tape for the Regional Triangle Partnership in preparation for the May 23, 2013 investors meetings to which both governing bodies are invited to attend. • Met with seven existing or new clients during the last month. Chairman Clayton added that NC DENR’s regulations related to the Falls Lake Stormwater Rules will be reviewed for possibility of increasing the ½ acre impervious threshold to ¾ acre or 1 acre which would make a difference to both the City and County’s expenses. Chairman Clayton invited City officials to attend the upcoming UNRBA meeting in Butner on March 20, 2013. Commissioner Blalock suggested the students at Local Government Day on March 11, 2013 to speak to the Board on any topic. Vice Chairman Jeffers noted Cabarrus County has a separate meeting to which the students work on a specific scenario with elected officials attending; Vice Chairman Jeffers stated it may be a good idea to discuss with the Board of Education. February 26, 2013 8 ADJOURNMENT: A motion was made by Commissioner Puryear, and carried 5-0 to adjourn the meeting at 5:54 pm. _____________________________ ______________________________ Brenda B. Reaves Jimmy B. Clayton Clerk to the Board Chairman