October 3
October 3, 2011 1
PERSON COUNTY BOARD OF COMMISSIONERS OCTOBER 3, 2011 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, October 3, 2011 at 7:00 p.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.
PUBLIC HEARING:
COMMUNITY BLOCK GRANT PROGRAM PROJECT #08-C-1834 CLOSE-
OUT:
A motion was made by Commissioner Jeffers, seconded by Vice Chairman Puryear and carried 5-0 to open the duly advertised public hearing for the Community
Block Grant Program Project #08-C-1834 Close-Out.
On behalf of Kerr-Tar Regional Council of Government Community
Development Administrator, Julie Reid, County Manager, Heidi York stated a public hearing is required to hear any comment on the 2008 Scattered Site Program prior to its
closeout. A grant of $400,000 was received for the program. A total of $398,587.01 was
spent to:
• demolish three substandard houses, build three new homes
• rehabilitate an additional house
• provide urgent repairs to three more housing units
Ms. York noted that Ms. Reid informed that a 2011 Scattered Site Rehabilitation
Program will be announced in November and staff has been working to prepare public
outreach events through print media (newspaper, flyers) and senior center programs to
inform the public of the programs available. Commissioner Kennington suggested an
outreach effort through the Department of Social Services.
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The recommended Board action requested naming the Chairman of the Board of
Commissioners and the County Manager to be authorized to sign all required closeout
documents.
No one appeared before the Board to speak in favor or in opposition to the
Community Block Grant Program Project #08-C-1834 Close-Out.
A motion was made by Vice Chairman Puryear, seconded by Commissioner
Jeffers and carried 5-0 to close the public hearing for the Community Block Grant Program Project #08-C-1834 Close-Out.
Ms. York stated a committee reviews the applications for final decisions.
Commissioner Blalock inquired if the Board had input with any other ways to potentially
use the grant funds. Ms. York stated she would pose the question to Ms. Reid.
A motion was made by Commissioner Blalock, seconded by Vice Chairman
Puryear and carried 5-0 to approve the Community Block Grant Program Project #08-C-
1834 Close-Out and authorize the Chairman of the Board of Commissioners and the
County Manager to sign all required closeout documents.
INFORMAL COMMENTS: There were no individuals appearing before the Board for informal comments.
APPROVAL OF MINUTES: A motion was made by Commissioner Jeffers, seconded by Commissioner
Blalock, and carried 5-0 to approve the minutes of September 19, 2011.
ADMINISTRATIVE REPORTS:
A motion was made by Commissioner Jeffers, seconded by Vice Chairman Puryear, and carried 5-0 to approve the Administrative Report for the Airport.
OLD BUSINESS:
RESOLUTION REQUESTING THE PERSON COUNTY BOARD OF
EDUCATION TO TRANSFER THE OLD HELENA SCHOOL PROPERTY TO PERSON COUNTY: County Manager, Heidi York presented a Resolution requesting the Person
County Board of Education to transfer the old Helena School Property to Person County
for Board consideration as requested at the Board’s last meeting.
A motion was made by Commissioner Kennington, seconded by Commissioner
Jeffers and carried 5-0 to adopt the Resolution requesting the Person County Board of
Education to transfer the old Helena School Property to Person County. The Resolution
requesting the Person County Board of Education to transfer the old Helena School
Property to Person County will be presented to the Board of Education at the scheduled joint session on October 17, 2011.
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NEW BUSINESS:
REORGANIZATION OF COUNTY EMERGENCY SERVICES:
County Manager, Heidi York stated Person County Government has a unique opportunity to review the organizational structure and provision of emergency services to
determine if more effective operations might be achieved through reorganizing. NC
General Statute 153A-76 gives the Board of County Commissioners the authority to
“organize and reorganize the county government in order to promote orderly and efficient
administration of county affairs…” The vacancies in the 911 Telecommunications Director position along with Emergency Medical Services and Emergency Management
Coordinator position prompted an analysis of best practices for organizing these
functions and roles. A sizable number of similarly situated county governments have an
Emergency Services Director that oversees the functional areas of 911, Fire Marshal, and
EMS while performing the role of emergency management. This structure can provide better collaboration of duties and responsibilities, streamlining the coordination and
communications, while allowing the operations manager positions to handle the day-to-
day operations of these two functional areas. The proposed Emergency Services Director
exempt position would direct and coordinate emergency management and would oversee
911 and EMS functions. Ms. York explained the structure using an organizational chart and job description for clarity of the various roles. Ms. York noted the newly proposed
Emergency Services Director does not increase the number of positions; rather the
funding comes from the vacant EMS Director position and eliminates one of the vacant
telecommunications supervisor positions. Ms. York stated the reorganization will be
effective November 1, if approved by the Board.
A motion was made by Vice Chairman Puryear, seconded by Commissioner
Kennington, and carried 5-0 to approve the reorganization for county emergency
services as presented by the County Manager.
RESOLUTION ADOPTING PROCESS FOR PERSON COUNTY BOARD OF COUNTY COMMISSIONERS’ CLOSED SESSION SEALED MINUTES:
County Attorney, Ron Aycock presented for Board consideration a Resolution to
adopt a process for the Person County Commissioners’ Closed Session Minutes. Mr. Aycock outlined the request to adopt a uniform policy of sealing closed session minutes
and withholding them from public inspection so long as public inspection would frustrate
the purpose of a closed session and then releasing them for public inspection at such time
as deemed appropriate by the County Attorney. The County Attorney will review the
sealed closed minutes quarterly.
A motion was made by Commissioner Kennington, seconded by Commissioner
Jeffers, and carried 5-0 to approve the Resolution adopting a process for the Person
County Board of Commissioners’ Closed Session Sealed Minutes.
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October 3, 2011 6
FRAUD POLICY:
County Manager, Heidi York informed the Board as a best practice and at the
recommendation of the County’s auditors Person County has developed a proposed Fraud Policy for Board review. Ms. York highlighted the purpose of the Policy, "the purpose of
this Policy is to affirm that fraud and corruption will not be tolerated and to define the
consequences of fraud and corruption. It also sets out the framework to ensure a timely
and appropriate response to instances of alleged fraud or corruption." Ms. York stated
staff’s intent that the Fraud Policy provides an easy means to employees as well as the public to report any instances of fraud or potential fraud that may prevent and minimize
financial losses.
Ms. York stated the Fraud Policy:
• defines fraud and related behavior
• develops procedures for the prevention, reporting, investigation, and
consequential actions of fraudulent activities
• makes known the various reporting options for employees and public
Ms. York highlighted the email and hotline set up to report fraud:
fraud.personcounty.net and 330-330-2230 respectively.
Commissioner Kennington stated his desire to include the applicability to board
appointed individuals on county boards, committees and commissions as well as any
hired staff by any boards, committees and commissions.
A motion was made by Commissioner Kennington, seconded by Vice Chairman
Puryear, to approve the Fraud Policy with the inclusion of appointed committees and
commissions in Section 2.0. Before a vote was taken on the motion on the floor, a
motion was made by Commissioner Kennington, seconded by Vice Chairman Puryear,
and carried 5-0 to table the previous motion for further clarification of the revised text of Section 2.0.
It was the consensus of the group to restructure the Fraud Policy to include
applicability to board appointed individuals on county boards, committees and
commissions as well as any hired staff by any boards, committees and commissions.
October 3, 2011 7
BUDGET AMENDMENT: Finance Director, Amy Wehrenberg presented and explained the following
Budget Amendment.
Upon a motion by Vice Chairman Puryear, and a second by Commissioner
Kennington and majority vote (5-0), the Board of Commissioners of Person County does
hereby amend the Budget of the Fund(s) listed below on this, the 3rd day of October
2011, as follows:
Dept./Acct No. Department Name Amount Incr / (Decr)
EXPENDITURES General Fund
General Government (82,604)
Public Safety 81,064
Transportation 15,415
Economic Development 2,249
Environmental Protection 363
Human Services 13,783
Culture & Recreation 2,977
Transfer to Other Funds 5,187
REVENUES General Fund
Intergovernmental Revenues 5,000
Other Revenues 7,660
Fund Balance Appropriation 25,774
EXPENDITURES Person Industries Special Revenue Fund 5,187
REVENUES Person Industries Special Revenue Fund
Transfer from Other Funds 5,187
Explanation: Appropriating the transactions needed to transfer the cost associated with the property
and liability insurance and an insurance deductible payment from the Contingency Insurance line along with the interfund transfers to various departments in the General Fund and Person Industries Fund; insurance claim received for lightning damage to the
911 Communications facility ($6,859.50) and damage to light fixtures at Mt Tirzah
ballfield ($800); Gang Violence Prevention Grant for Roots & Wings received from the
Department of Juvenile Justice and Delinquency Prevention ($5,000); and fund balance appropriated in the Law Enforcement Restricted Fund for federal-approved expenditures ($25,774).
Commissioner Jeffers asked the County Manager for the protocol for informing
applicants of JCPC funding (roots and wings) of the decision. County Manager, Heidi York stated she would follow up and report back.
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CHAIRMAN’S REPORT: Chairman Clayton reported a NC Association of County Commissioners
Environmental Committee meeting will be held on October 18, 2011. Chairman Clayton
also noted a State Commission Study Bill may be up for legislative approval soon.
MANAGER’S REPORT:
County Manager, Heidi York told the group that lighting improvements are now
being installed at the County Office Building which is funded through an energy grant.
Ms. York stated the response deadline for the RFP feasibility study related to the
joint industrial park that Person County is partnering with Durham County is due within a
week or so.
Ms. York told the group a tool is in place on the county website to begin a
comprehensive calendar of events as requested by Commissioner Kennington.
Ms. York followed up on a request made by Commissioner Blalock related to
Administrative Reports noting there were many departmental reports that may be added to the current report list, further noting the Administrative Reports may be submitted to
the Board in another format separate from the agenda packet.
COMMISSIONER REPORT/COMMENTS: Commissioner Kennington announced that on September 30, 2011, Person
Memorial Hospital closed with Duke LifePoint thus creating a for profit hospital as well
as reported a new CEO, Chad Brown, had been hired.
Commissioner Kennington congratulated Airport Commission Chairman,
Brantley Burnett on receiving Pepsi-Cola’s Lifetime Achievement award.
Commissioner Blalock stated her completion of the Research Triangle Institute survey questions noting she had only received input from Chairman Clayton. County
Manager, Heidi York requested Commissioner Blalock to send her the final survey.
Commissioner Blalock told the group she recently attended a two-day training at
the School of Government which focused on Development Finance Toolbox.
Commissioner Jeffers asked the County Manager to let him know what the total
capacity of the jail.
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Commissioner Jeffers stated basketball registrations are underway at Parks and
Recreation noting a scholarship program funded by donations is available for children
that are eligible to receive free or reduced lunch for a discount to the registration fees.
Commissioner Jeffers asked the County Manager to look into the NCNC $1
Million Fund available to counties for fiber optics in underserved areas.
Commissioner Jeffers stated legislative redistricting allows 14 counties to elect
60% of the legislation and Person County is not one of those 14 counties.
Vice Chairman Puryear stated the Chair on the Animal Control Advisory Board
has resigned thereby creating a vacancy to be advertised as well as updated the group that
the advisory board is finalizing their bylaws.
Vice Chairman Puryear said he had spent some time with City Council members
and candidates recently noting some members are open to the Upper Neuse coalition and
suggested after the upcoming City election to lobby the City of Roxboro to join the
group.
CLOSED SESSION:
A motion was made by Commissioner Jeffers, seconded by Vice Chairman Puryear, and carried 5-0 to enter Closed Session pursuant to General Statute 143-
318.11(a)(4) to discuss matters relating to the location or expansion of industries or other
businesses in the county (economic development) at 7:56 p.m. and to allow the Assistant
County Manager, Gene Hodges, Jim Stovall, PCBIC Economic Development Director,
Barbara Currier and Economic Development Commissioner Vice Chair, Ray Wilkins to attend such.
Chairman Clayton announced a brief recess prior to Closed Session. Chairman
Clayton called the Closed Session to order at 8:04 p.m.
A motion was made by Commissioner Blalock, seconded by Vice Chairman
Puryear, and carried 5-0 to return to open session at 8:50 p.m.
A motion was made by Commissioner Kennington, seconded by Commissioner
Jeffers, and carried 5-0 to enter into Closed Session per General Statute 143-
318.11(a)(2) for the purpose to consult with the county attorney in order to preserve the
attorney-client privilege at 8:51 p.m. and to allow Assistant County Manager, Gene
Hodges to attend.
October 3, 2011 10
A motion was made by Commissioner Kennington, seconded by Vice Chairman
Puryear, and carried 5-0 to return to open session at 9:20 p.m.
It was the consensus of the group to have an agenda item on the next Board’s meeting agenda related to the structure of economic development and transition plan.
County Manager, Heidi York stated she would be contacting the Board members to
schedule an individual meeting to discuss the transition of economic development prior to
the next meeting.
ADJOURNMENT: A motion was made by Commissioner Kennington, seconded by Commissioner
Blalock, and carried 5-0 to adjourn the meeting at 9:22 p.m.
_____________________________ ______________________________
Brenda B. Reaves Jimmy B. Clayton Clerk to the Board Chairman