April 16
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PERSON COUNTY BOARD OF COMMISSIONERS APRIL 16, 2012 MEMBERS PRESENT OTHERS PRESENT
Jimmy B. Clayton Heidi York, County Manager
Kyle W. Puryear C. Ronald Aycock, County Attorney B. Ray Jeffers Brenda B. Reaves, Clerk to the Board
Samuel R. Kennington
Frances P. Blalock
The Board of Commissioners for the County of Person, North Carolina, met in regular session on Monday, April 16, 2012 at 9:00 a.m. in the Commissioners’ meeting room in the Person County Office Building.
Chairman Clayton called the meeting to order, led invocation and asked
Commissioner Kennington to lead the Pledge of Allegiance.
DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA:
A motion was made by Commissioner Jeffers, seconded by Vice Chairman Puryear and carried 5-0 to approve the agenda.
COMMUNITY DEVELOPMENT BLOCK GRANT PUBLIC HEARING:
A motion was made by Commissioner Jeffers, seconded by Commissioner
Blalock and carried 5-0 to open the duly advertised public hearing for the Community
Development Block Grant.
Kerr Tar Regional Council of Government Community Development
Administrator, Julie Reid, told the Board that a general public hearing is required for the
2011 Grant Application cycle noting the purpose of the public hearing is to inform the
public about the Community Development Block Grant Program (CDBG). The primary
purpose of the North Carolina CDBG Program is to provide grants to local governments to develop viable communities by providing decent housing, suitable living environments
and expanding economic opportunities, principally for persons of low and moderate
income.
There was no one appearing before the Board to speak in favor or in opposition to the Community Development Block Grant.
A motion was made by Commissioner Jeffers, seconded by Vice Chairman
Puryear and carried 5-0 to close the public hearing for the Community Development
Block Grant.
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CONSIDERATION FOR PERSON COUNTY TO PREPARE AND SUBMIT THE
REQUIRED APPLICATION FOR THE 2011 SCATTERED SITE
REHABILITATION PROGRAM: A motion was made by Vice Chairman Puryear, seconded by Commissioner
Jeffers and carried 5-0 for Person County to prepare and submit the required application
for the 2011 Scattered Site Rehabilitation Program.
CONSIDERATION TO ADOPT THE CITIZEN PARTICIPATION PLAN: Kerr Tar Regional Council of Government Community Development
Administrator, Julie Reid, stated a Citizen Participation Plan is required to be adopted as
a part of the program. A motion was made by Commissioner Jeffers, seconded by Commissioner
Blalock and carried 5-0 to adopt the Citizen Participation Plan.
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INFORMAL COMMENTS: The following individuals appeared before the Board to make informal comments:
Mr. Fred Hart of 4033 Bowmantown Road, Roxboro informed the Board of his neighbor of 24 years, Hurbert Whitfield located at 4069 Bowmantown Road of the appearance with certain unkempt items in the yard. County Manager, Heidi York noted
county staff has confirmed the items as Mr. Hart described noting there was one item that
was in violation of the Zoning Ordinance to which the property owner was sent a letter
notifying compliance would be required or legal action would be taken. Ms. York noted other debris in the yard was not covered under the ordinance.
Ms. Marcia O’Neil of the Roxboro Area Chamber of Commerce requested Board
consideration to appropriate local funds to support the Fireworks Fund and the
Personality event in the current fiscal year. Ms. O’Neil requested the Board to appropriate $2,000 to the Fireworks to ensure the level of $7,500 required for a contract for the fireworks event noting historically the county and city allocations. Ms. O’Neil
stated historical contributions by the county toward the Personality event.
A motion was made by Commissioner Jeffers, seconded by Vice Chairman Puryear, and carried 5-0 to amend the agenda to add Board consideration of funding requests for both the Fireworks and Personality events.
APPROVAL OF MINUTES: A motion was made by Commissioner Jeffers, seconded by Vice Chairman Puryear, and carried 5-0 to approve the minutes of March 27, 2012 and April 2, 2012.
OLD BUSINESS: RELOCATION OF PERSON AREA TRANSPORTATION SYSTEM (PATS) DEPT:
General Services Director, Ray Foushee and Transportation Manager, Kathy
Adcock, as directed by the Board at its April 2, 2012 meeting, returned with the results of a meeting with Brixmor representative Pam Harrelson, regarding the negotiations of the terms of the proposed lease and relocation of the PATS offices.
Mr. Foushee stated he requested Brixmor to include utilities and janitorial
services in the proposed lease at no additional fee and waive the security deposit requirement. Brixmor requested a 7-year lease as opposed to a 5-year lease, increased the $10,500 to $12,600 funds for necessary up-fits to the space, as well as agreed to Person
County requests as outlined above contingent upon the Brixmor Board approval on April
19, 2012.
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Mr. Foushee shared the revised 7-year lease cost associated with the PATS
relocation to Roxboro Square Shopping Center as follows noting Brixmor increased the
allowance from $10,500 to $12,600 to be paid upon occupancy of business and agreed to
the request to include utilities and janitorial in the lease at no additional fee as well as no security deposit requirement.
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Commissioner Jeffers stated his support of the 90% state funds to support the
relocation of the PATS Department.
County Manager, Heidi York noted benefits for consideration of the relocation as more visibility to the community, an anchor tenant for the next 7-years, ADA accessibility, location near the parking lot for the PATS vehicles and the proposed break
room and training space for the drivers when not on route.
A motion was made by Commissioner Jeffers, seconded by Commissioner Blalock, and carried 4-1 to approve the relocation of the Person Area Transportation
System Department. Vice Chairman Puryear cast the lone dissenting vote noting his
history to being critical of the lease at the Human Services Building. Chairman Clayton
noted the rules associated with Medicare and Medicaid related to paying rent. Commissioner Kennington recommended for Board consideration to budget in the
upcoming fiscal year a space needs assessment. Commissioner Jeffers mentioned the
county owned property assessment to be considered as well.
FISCAL YEAR 2013-2017 RECOMMENDED CAPITAL IMPROVEMENT PLAN (REVISED):
County Manager, Heidi York and Finance Director, Amy Wehrenberg presented
the Board with the revised 5-year Capital Improvement Plan, requested Board discussion for any other revisions as well as to adopt if appropriate. The adoption of this CIP will allocate funding for the projects in FY 2012-2013 and set priorities for the projects in the
coming fiscal years.
Ms. Wehrenberg outlined the changes and revisions from the original recommended 5-year CIP that was presented to the Person County Board of
Commissioners on March 12, 2012 as follows:
1) The deletion of Piedmont Community College’s (PCC) bookstore expansion
project for $300,000 from the original recommended plan. This project was scheduled for FY 2016. However, after meeting with PCC representatives about
their budget, they indicated that they were moving ahead with this project and
were no longer requesting this as a CIP project from the County.
2) Due to the recent approval of Qualified School Construction Bonds (QSCB) by
the Department of Public Instruction for $3,132,537.50 on April 5, 2012, it is recommended that Person County finance the re-roofing construction for
Southern Middle School and a portion of Person High School in FY 2013. These
two roofs were initially proposed under a financing coupled with the Recreation
and Senior Center in FY 2014. However, with the opportunity to finance these
costs at an interest-free rate, these projects were moved to the upcoming fiscal year.
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3) The recommendation for the Recreation and Senior Center and various roofing
projects has been decreased to $5,215,000 due to the transfer of roofing projects
to be financed through the QSCB's (see item 2 above).
4) The set-aside funding of $150,000 for PCC's bookstore expansion was deleted in FY 2015, and $75,000 was added as a recommendation in FY 2016 for the re-roofing of South Elementary in FY 2017.
Ms. Wehrenberg provided the following information on the Qualified School Construction Bonds (QSCB)
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A motion was made by Commissioner Kennington, seconded by Commissioner
Jeffers, and carried 5-0 to approve Fiscal Year 2013-2017 Capital Improvement Plan as
presented.
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NEW BUSINESS:
STATE MEDICAID, 1915(I) INITIATIVE:
Chairman Clayton and Canterbury House Administrator, Geraldine Yancey requested the Board to partner with State Legislators to monitor and influence the NC Department of Health and Human Services to prepare an appropriate plan for the support
of the elderly in Person County to be submitted to The Centers of Medicaid and Medicare
Services, for review and approval prior to December 31, 2012, that affects federal
Medicaid payment for Personal Care Services. Ms. Yancey told the Board the Canterbury House has 60 beds and 43 residents currently receive Personal Care Services to enhance daily living activities. Ms. Yancey stated her concerns if Personal Care
Services should cease that a number of jobs and revenue would be lost, the Canterbury
House would potentially close and more importantly, residents’ quality of life would
decrease. Representative Winkie Wilkins, a member of the House of Representatives stated
his commitment to the staff of the Canterbury House suggesting staff of the Canterbury
House and the Board of Commissioners lobby the Association of Assisted Living
Facilities, other legislators and the NC Association of County Commissioners (NCACC) for support.
Interim DSS Director, Carlton Paylor stated his support to Ms. Yancey and the
needs of Canterbury House noting elderly needs are increasing which impacts staff case
loads. Chairman Clayton and Commissioner Jeffers stated their intent to inform NCACC
members at their upcoming meetings.
A motion was made by Commissioner Jeffers, seconded by Commissioner Blalock, and carried 5-0 to partner with State Legislators and the Canterbury House to monitor and influence the NC Department of Health and Human Services to prepare an
appropriate plan for the support of the elderly in Person County to be submitted to The
Centers of Medicaid and Medicare Services, for review and approval prior to December
31, 2012, that affects federal Medicaid payment for Personal Care Services.
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MAINTENANCE PROPOSAL AND CONTRACT FOR VOTING EQUIPMENT: County Manager, Heidi York and Elections Director, Sherry Harris informed the
Board that after the current fiscal year, State HAVA funds (Help America Vote Act) are
no longer available to counties to pay for maintenance on the voting machines. Therefore maintenance costs must be funded locally. Election Systems & Software, LLC (ES&S) is the company currently performing the maintenance on the elections equipment and has
submitted a competitive proposal to North Carolina counties. ES&S offered a five, three
and one-year service plan proposal for continued maintenance on the hardware (Voting
machines—26 Model 100 Optical Scans and 10 AutoMark, ADA machines), firmware licensing, and software licensing. The three and five year plans are discounted and kept flat for the duration of the contract period. The one year plan carries a 5% increase per
year. The five year maintenance plan will cost $18,952.06 per year and the three year
plan will cost $21,057.84 per year.
Ms. York and Ms. Harris noted in the State Board of Elections trainings recently held, counties were advised that the M100 voting machines are no longer being
manufactured, and there are approximately 900 machines available for parts. The life
expectancy of the M100s is between six and eight years; Person County purchased these
in 2006. Maintenance is very important to ensure machines will last through the next Presidential Election.
Ms. York and Ms. Harris recommended the 3-year option and requested the Board
to authorize the County Manager to sign the ES&S purchase order and include these costs
in the Fiscal Year 2012-2013 budget.
A motion was made by Vice Chairman Puryear, seconded by Commissioner
Jeffers, and carried 5-0 to authorize the County Manager to sign the ES&S purchase
order for a 3-year term and include the costs in the Fiscal Year 2012-2013 budget.
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PROCLAMATION ON THE WEEK OF THE YOUNG CHILD: A motion was made by Commissioner Blalock, seconded by Vice Chairman
Puryear, and carried 5-0 to adopt the Proclamation read by Chairman Clayton
designating the week of April 22-28, 2012 as the Week of the Young Child.
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BOARD CONSIDERATION OF FUNDING REQUESTS FOR BOTH THE
FIREWORKS AND PERSONALITY EVENTS:
FIREWORKS: Ms. Marcia O’Neil of the Roxboro Area Chamber of Commerce and as a member
of the Director’s Roundtable requested the Board to appropriate $2,000 to the Fireworks
fund so that the contract for the $7,500 level of fireworks could be finalized. Ms. O’Neil stated the City of Roxboro had allocated $2,000 at its recent meeting for the fireworks fund.
A motion was made by Commissioner Jeffers, seconded by Vice Chairman
Puryear, and carried 3-2 to authorize $2,000 to the Fireworks fund to be allocated with Fund Balance. PERSONALITY:
Ms. O’Neil reminded the Board that the Chamber of Commerce’s operating expenses are paid through a successful Personality event noting $15,000 profit was earned at last year’s event. Ms. O’Neil stated the City of Roxboro allocated $2,000 for
the Personality event at its recent meeting.
Commissioner Jeffers stated it was the consensus of the Board at the last two Board Retreats to not open up the non-profit process to hear the community needs but to fund only Roxboro Development Group, the Senior Center and volunteer fire
departments. Commissioner Jeffers stated his opposition to entertaining middle of the
year funding requests when all non-profits are not heard. Commissioner Jeffers reminded
the group of the in-kind contribution Person County gives the Chamber related to the annual rent at $1 for their facility.
Chairman Clayton stated the information Ms. O’Neil provided would be taken
into consideration and recommended no action with consideration during the upcoming
budget work sessions.
CHAIRMAN’S REPORT:
Chairman Clayton reported the following:
• April 29, 2012 Ribbon Cutting at The Gardens (Person County Group Homes) at 5:30 pm
• NC Association of County Commissioners District Meeting April 24, 2012
• April 25, 2012 Chamber Breakfast during the Week of the Young Child
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MANAGER’S REPORT: County Manager, Heidi York reported the following:
• 2:00 pm April 16, 2012 an announcement would be taking place at the Kirby that an independent film producer has chosen Person County as its site for filming during the month of August.
• Announced the Community Conversations Meeting will be held on April 30, 2012 at 6:30 pm at the old Helena School cafeteria (current cafeteria site of the Person County Learning Academy) located at 295 Helena Moriah Road, Timberlake.
• Request the Board to schedule a special-called meeting for Wednesday, May 23,
2012 at 6:00 pm for the purpose of meeting jointly with the Planning Board with both boards dually holding a Public Hearing related to Storm Water Rules
Implementation. Ms. York noted this would be the first of two public hearings
with the first public hearing to hear comments related to amending the Zoning
Ordinance and the second public hearing to hear comments related to adopting the
fee structure that will be effective July 1, 2012. It was the consensus of the Board to schedule a joint meeting with the Planning Board for May 23, 2012 at 6:00 pm.
COMMISSIONER REPORT/COMMENTS:
Commissioner Kennington commented on the following:
• Congratulated all involved on recruiting the film production in Person County
• Asked the County Manager to review other counties related to an appearance
ordinance noting the Planning Ordinance does not address property appearance
Commissioner Blalock commented on the following:
• A neighbor’s property can indeed affect the tax value of a property owner and
advocated for a ordinance addressing appearance or beautification
• Requested a copy of ordinance or a summary of ordinances be available to the public
• Recent Recycling Meeting with the City of Roxboro to increase recycling efforts
noting recycled material sent to a landfill will produce $1.99 per ton in revenue
compared to a ton of recycled materials to the recycle center will earn $130. Commissioner Jeffers commented on the following:
• Encourage all Board members to attend the upcoming District Meeting on April
24, 2012 at Piedmont Community College in room S-100 starting at 5:30 pm.
• Candidate Forum at Quinn’s Chapel at 7:00 pm April 24, 2012 by the NAACP
• Parks & Recreation will hold a Home Run Derby on April 21, 2012 as well as
other sports clinics
• Vacancies on Parks & Recreation subcommittees for Friends of the Lake and Facilities
• Congratulated the 21 4-H participants in the Live Stock Show and Sell event held
on April 11-12, 2012 in Hillsborough
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Vice Chairman Puryear noted the article in the Herald-Sun about the joint
industrial park study for Person and Durham counties. Ms. York stated the study report
was in draft form at this time with the finalized report to be available within the next 30 days. The next steps include a joint meeting with Durham County related to authorizing site selection. Ms. York stated Sanford & Holshouser is an economic development
consulting firm with experience in developing industrial parks.
RECESS: A motion was made by Commissioner Blalock, seconded by Commissioner
Jeffers, and carried 5-0 to recess the meeting at 10:55am briefly prior to the Board of
Commissioners reconvening as a Board of Equalization & Review.
The Board of Commissioners for the County of Person, North Carolina, met in
recessed session on Monday, April 16, 2012 at 11:10 am in the Commissioners’ meeting
room in the Person County Office Building as a Board of Equalization and Review.
Chairman Clayton and Commissioners Jeffers, Blalock and Kennington were present. Vice Chairman Puryear was absent.
A motion was made by Commissioner Jeffers and seconded by Commissioner Blalock and carried 4-0 to adjourn the Board of Equalization and Review meeting at 12:00 p.m.
RECESS: A motion was made by Commissioner Jeffers and seconded by Commissioner
Blalock and carried 4-0 to recess the Board of Commissioner meeting at 12:00 p.m. until
6:00 p.m. for a special joint session meeting with the Board of Education which will be
held in the County Auditorium.
_____________________________ ______________________________
Brenda B. Reaves Jimmy B. Clayton
Clerk to the Board Chairman