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March 27 March 27, 2012 1 PERSON COUNTY BOARD OF COMMISSIONERS MARCH 27, 2012 MEMBERS PRESENT OTHERS PRESENT Jimmy B. Clayton Heidi York, County Manager Kyle W. Puryear 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 recessed session on Tuesday, March 27, 2012 in the FEMA room located in the Human Services Building at 355 S. Madison Boulevard, Roxboro for the purpose of joint session with the Roxboro City Council for a dinner at 5:30 pm and a meeting at 6:00 pm. Person County Attendees: Chairman Clayton, Vice Chairman Puryear, Commissioners Jeffers, Blalock and Kennington County Manager, Heidi York Clerk to the Board, Brenda Reaves Interim Assistant County Manager, Janet Clayton City of Roxboro Attendees: Mayor Merilyn Newell, Mayor Pro-Tem William Davis, Council Members: Henry Daniel, Sandy Stigall, Mark Phillips, and Byrd Blackwell City Manager, Stephen Steese City Clerk, Trevie Adams Assistant City Manager, Tommy Warren City Attorney, Nick Herman Chairman Clayton called the meeting to order. 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 as presented as well as add a Closed Session following the joint session meeting. ITEMS FOR DISCUSSION: ECONOMIC DEVELOPMENT: County Manager, Heidi York stated she and the City Manager had jointly developed the Economic Development Director position job description noting the county had advertised, received and reviewed applications. Ms. York told the group an interview panel consisting of the City and County Managers, Dr. Walter Bartlett of Piedmont Community College and the Economic Development Commission Chairman, Phillip Allen interviewed the top five candidates. Ms. York noted negotiations were taking place for an offer made to the top choice. Economic Development Director Position March 27, 2012 2 City Manger, Stephen Steese noted the plans of City Council to partner with the county in partial funding for the Economic Development Director position. City Partnership with Funding Commissioner Kennington asked Ms. York to update Roxboro City Council on the county’s joint venture with Durham County. Ms. York informed the group that Person and Durham counties’ governing bodies met over a year ago to pursue partnering in a regional park. Ms. York noted consultants had been retained for the purpose of a feasibility study which is currently being evaluated noting both properties in Person and Durham counties were reviewed yet the intent was to capitalize on the Person County Airport. Ms. York stated negotiations were also taking place for water to be extended into the Rougemont area to assist with contamination of wells. City Manager, Stephen Steese told the group that the Executive Board of Roxboro Development Group (RDG) was submitting a budgetary request to the city and county governing bodies that included a full time director. The group noted the most recent four part-time directors with Ms. Adrienne Duncan currently volunteering until a replacement is hired. Council Member, Mark Phillips stated consideration of a special tax district to increase revenue for RDG for downtown efforts. Commissioner Kennington asked City Council to revisit the uptown ordinance to eliminate all storage on the first floor of historic building without any grandfathered provisions to return vitality to the downtown area as well as prevent any such fire hazard created by the storage. Roxboro Development Group Budget Request with a Full Time position Mr. Steese highlighted the RDG budgeted amount of $10,000 for facade/mural grants noting property owners absolutely used this grant opportunity to improve the uptown appearance noting there was many times a waiting list for these funds. Commissioner Jeffers offered the suggestion for the RDG Board to consider funding more facade/mural grants versus personnel. Council Member, Mark Phillips noted the full time director would coordinate with the Chamber of Commerce, Tourism and the Department of Transportation on many issues. County Manager, Heidi York indicated to the Board that the county could contract with a non-profit specifying to the funds for a specific use. Commissioner Kennington stated support for the special tax district. Mayor Merilyn Newell noted the progress in working the Kerr Tar Council of Governments for transportation projects moving up the list toward funding. COORDINATION OF SERVICES: County Manager, Heidi York and City Manager, Stephen Steese presented to their respective boards a proposed amendment to the current contract for fire services that is due to expire June 30, 2012. The proposed amendment would allocate a 2% increase in fees paid by the county to the city every other year for fire services in the county. The proposed amendment also addressed an increase of $500 per month paid to the city to support fire investigations. Ms. York noted the county has already supplemented a vehicle to use for such fire investigations. It was the consensus of both governing bodies to have the Fire Contract amendment on their next meeting agenda. Fire Contract Amendment March 27, 2012 3 County Manager, Heidi York and City Manager, Stephen Steese told the group they have continued to explore opportunities to partner in creating a unified permitting location to simplify the permitting process, not driven by cost savings but to commit for a better service. Ms. York noted the county took on the Minimum Housing Code over two years ago and only received positive feedback. It was the consensus of the group for the managers to continue to review coordination of city/county streamlined services for permitting, inspections, planning and zoning. Coordination of City/County Permitting The group discussed its agreement to further review cost savings by combining maintenance for vehicles and equipment jointly. Chairman Clayton told the group that the county recently had received information related to vehicle conversion from gas to propane due the rising costs of fuel. Vehicle and Equipment Maintenance County Manager, Heidi York stated a grant writer was one of the Board of Commissioner’s priorities named at their annual Board Retreat. The group felt the idea of a shared grant writer position is worthy for consideration. Grant Writer It was the consensus of the group to recess briefly at 7:03 p.m. The joint meeting was reconvened at 7:09 p.m. SENIOR CENTER: County Manager, Heidi York noted the Recreation / Senior Center remains a priority for the Board of Commissioners noting the feasibility study budgeted in next year’s budget was moved to the current fiscal year focusing on the property located at Huck Sansbury. The Board of Commissioners also authorized a sports field study as well. Commissioner Jeffers requested City Council’s help in this project. Future Plans by County UPDATE ON THE LANDFILL CONTRACT: County Manager, Heidi York stated the contract with Republic is set to expire in 2017 with ten years of a year to year renewal option. Ms. York confirmed for the group that the life of the landfill and/or capacity far surpasses the term of the contract. Council Member, Mark Phillips stated his concerns related to the contract impacting the City’s budget to maintain services for solid waste. Ms. York noted the landfill is owned by Republic and the city could inquire to contract directly with Republic. Commissioner Blalock requested City Council’s consideration to adopt an ordinance to require recycling to abide by General Statute 130A-309.10 noting increased revenues and decrease tipping fees for the City with more work at the Person Recycle Center generating jobs. Commissioner Blalock stated Person County currently disposes approximately 39,000 tons of waste each year with only 1,400 tons being recycled. Commissioner Blalock voiced her opposition to renewing the contract with Republic noting Person County has Current Contract with Republic March 27, 2012 4 an option to transport solid waste to the new landfill facility in Granville County. Commissioner Blalock read an excerpt of Durham County’s ordinance as an example and encouraged both governing bodies to move forward with a comprehensive recycling program throughout the city and county. Council Member, Byrd Blackwell asked city representatives about the previous city recycling program. Assistant County Manager, Tommy Warren stated the previous recycling program was ended due to budget cuts noting the participation rate was less than 25%. Vice Chairman Puryear stated his support to renegotiate the contract. DISCUSSION OF PCC’S PROPERTY KNOWN AS THE OLD POST OFFICE: Commissioner Kennington requested City Council’s consideration and input for the City and County Managers to work with Piedmont Community College’s (PCC) President for potential uses for the current city-owned Senior Center building should it be vacated as well as the PCC’s property known as the old Post Office building. Commissioner Kennington suggested one potential use of the Old Post Office is a Welcome Center that could possibly house the Chamber of Commerce, Tourism and RDG. Commissioner Kennington noted the many contributions and partnerships PCC currently has within the city and county. Potential Uses or Needs for Facility Commissioner Jeffers stated the current Senior Center facility was in dire need of repairs. Mayor Merilyn Newell asked PCC’s President, Dr. Walter Bartlett of the plans for the Kirby upstairs space. Dr. Bartlett responded that assessment of the space needed to be done as well as exploration of grant opportunities noting access by elevator would be required for the upstairs space. The group agreed to continue discussions noting the two governing bodies should meet more regularly. Chairman Clayton and Mayor Newell asked the two governing bodies of their choice for a future joint session meeting. It was the consensus of both governing bodies to schedule to meet jointly on Thursday, June 7, 2012 for a dinner at 5:30 pm with the meeting to start at 6:00 pm. Council Member, Henry Daniel reminded the group of the Ride of Honor that would be taking place on Saturday, March 31, 2012. Commissioner Blalock announced to the group that Juvenile Crime Prevention Council would be sponsoring a public awareness event related to youth services on April 2, 2012 at 5:30 pm in the County Auditorium. March 27, 2012 5 RECESS: A motion was made by Vice Chairman Puryear, seconded by Commissioner Blalock, and carried 5-0 to recess the meeting at 7:56 p.m. for a brief break prior to Closed Session. Chairman Clayton reconvened the meeting at 8:04 p.m. CLOSED SESSION: A motion was made by Commissioner Blalock, seconded by Commissioner Jeffers, and carried 5-0 to enter Closed Session at 8:04 pursuant to General Statute 143- 318.11(a)(6) to discuss personnel. A motion was made by Commissioner Blalock, seconded by Commissioner Jeffers, and carried 5-0 to return to open session at 8:35 p.m. A motion was made by Commissioner Blalock, seconded by Commissioner Kennington, and carried 5-0 to direct the County Manager to re-advertise for the Economic Development Director position. March 27, 2012 6 RECESS A motion was made by Commissioner Blalock, seconded by Commissioner Jeffers, and carried 5-0 to recess the meeting at 8:37 pm until 1:00 p.m. on April 2, 2012 at which time the Board would convene as a Board of Equalization & Review in the Board’s usual meeting room. _____________________________ ______________________________ Brenda B. Reaves Jimmy B. Clayton Clerk to the Board Chairman (Draft Board minutes are subject to the Board approval).