December 20
December 20, 2010
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PERSON COUNTY BOARD OF COMMISSIONERS DECEMBER 20, 2010
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 Monday, December 20, 2010 at 10:00 a.m. in the Person County Office Building
Auditorium.
Chairman Clayton called the meeting to order.
Participants of the meeting included Timmy Baynes, Executive Director, Kerr Tar
Council of Government (COG), Diane Cox, Area Aging Director, COG, and Kelly Foti, Agency
Director of the Senior Center. The following former board members of the Council on Aging
were present: Claiborne Tuck, Gay Foster-Wright, Judith Akers, Nancy Coleman, James
Reardon and Ben Tillett.
SENIOR CENTER OPERATIONS IN FISCAL YEAR 2011-2012:
County Manager, Heidi York, noted the Board was meeting with the staff of the Council of
Government (COG) and some former Board members for the Council on Aging to further discuss the
future of the Senior Center. Ms. York requested the Board to make a decision on the operations of the
Person County Senior Center for Fiscal Year 2011-2012. Ms. York reminded the Board the COG
agreed to operate the Senior Center for the current Fiscal Year, through June 30, 2011.
Mr. Baynes highlighted the options for Board’s consideration:
Operated as a Nonprofit Agency
Ms. York and Mr. Baynes discussed with the group two possible options operating under
nonprofit status. One option is to support creation of new non profit in Person County filing for 501c3
(nonprofit) status with the IRS. Several steps in that should be in place for a new nonprofit include:
Formulate a mission statement
Form a Board of Directors
File Articles of Incorporation
Draft bylaws
Develop a strategic plan
Develop a business plan
Develop a budget
Develop a record keeping system
Develop an accounting system
Ms. York noted the Council on Aging had already been through this process and most of the
above items do not need to be recreated, thus saving some time in this process.
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Ms. York stated it is fair to recognize that the Senior Center may not have been operated in the
most efficient manner over the last several years and considering that, the operating budget may likely
be reduced. The budget projections presented for next year assume a contribution from the County of
$100,000 regardless of whether it is operated as part of County Government or a separate nonprofit
agency. The funding history for Person County Government’s support of the Senior Center is:
Fiscal Year 2011 $ 50,000
Fiscal Year 2010 $121,000
Fiscal Year 2009 $130,659
Fiscal Year 2008 $132,000
Fiscal Year 2007 $129,846
Mr. Baynes presented the second option for Board consideration for operating the Senior
Center under non profit status through the Kerr Tar Council of Government. Mr. Baynes stated
pending approval from the COG Board of Directors at its meeting on Wednesday, December 22, 2010,
a newly formed nonprofit following the Mid East Commission model of Washington, NC would be
created with a mission purpose encompassing human services, housing, economic development and
work force development programs currently offered by the COG. By creation of a nonprofit, Mr.
Baynes noted potential funding resources through grants that possibly could expand or enhance current
COG program services. Mr. Baynes stated counties within the region would have the ability through
contracting to use the COG’s nonprofit; Person County could contract with the COG’s nonprofit for the
operation of its senior center.
Operated by Person County Government
Ms. York stated in order to maintain the Senior Center as its own entity it would need to
become a separate department of County Government. However, given the many areas of overlap in
services, Ms. York noted this may not be the most efficient operation for the Senior Center. For
example, recreation programs are already provided by the Recreation, Arts, & Parks Department.
Nutrition and In Home services are already provided by the Health Department and the Social Services
Department. Ms. York stated to incorporate the Senior Center in County Government would require an
additional 5 full-time equivalent positions. The estimated cost of these 5 full-time positions is
approximately $192,815 which could be covered with the revenue of the Home and Community Care
Block Grant. Ms. York noted as a government entity, it is possible that the donations from consumers
may change. The projected revenue from donations is $20,000 annually.
Mr. Tuck told the Board his preference for the Senior Center to be operated by a
nonprofit agency over being added to county government. Mr. Tuck updated the Board of the
Council on Aging’s (COA) financial status noting approximately $39,000 in unpaid taxes are due
which includes penalties imposed by the IRS. Mr. Baynes, along with previous COA board
members, have tried unsuccessfully to obtain more information from IRS representatives as well
as request for penalties to be waived. Ms. Akers stated hearings would be taking place on
January 11, 12, 18 and 19, 2011 for specific people associated with the operation of COA.
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Commissioner Kennington inquired about the City of Roxboro’s responsibility related to
the aging facility that currently houses the senior center. Mr. Baynes noted the COG obtained the
same lease as previous held by COA that is valid for one year at a cost of $1. The tenant is
responsible for any maintenance and repairs up to $4,000 while the City of Roxboro is
responsible for any costs beyond $4,000.
Mr. Baynes noted the COG obtained a structural engineer which delivered a written
report this date that indicated leaks in roof, HVAC in need of repair and bathroom plumbing
issues. Mr. Baynes further noted the floors are not level; more insulation needed and suspects the
electrical is not at code.
A motion was made by Commissioner Kennington, seconded by Vice Chairman
Puryear, and carried 5-0 for Person County to work with the COG to assist development of a
new nonprofit as well as contract with the COG nonprofit entity to provide senior services in
Person County pending COG Board of Directors approval.
Ms. York confirmed that the local county contribution of $100,000 would be allocated to
a nonprofit entity.
Ms. York stated the Board would be updated at its January 4, 2011 meeting as to the
outcome of the COG Board of Directors’ meeting as well as the IRS hearings if further
information is available.
CLOSED SESSION:
A motion was made by Commissioner Jeffers, seconded by Vice Chairman Puryear, and
carried 5-0 to enter Closed Session at 10:57 a.m., pursuant to General Statute 143-318.11(a) (6)
to discuss personnel with the Assistant County Manager, Gene Hodges to be included. Chairman
Clayton announced a ten-minute recess prior to Closed Session as well as noting Closed Session
will be held in the Board Room 215.
A motion was made by Commissioner Kennington, seconded by Commissioner Jeffers,
and carried 5-0 to return to open session at 12:08 p.m.
A motion was made by Commissioner Jeffers, seconded by Commissioner Blalock, and
carried 5-0 to relinquish the shared position with Roxboro Development Group.
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Clerk to the Board, Brenda Reaves polled the Board for attendance at the January 6, 2011
Fire Chief’s meeting. A majority or all of the Board members plan to be in attendance at the
January 6, 2011 Fire Chief’s meeting that is scheduled to be held at 7:00 p.m. in the Parks and
Recreation Annex Building. The meeting will not be streamed via the county website.
It was the consensus of the Board to schedule a joint session meeting with the Economic
Development Commission (EDC). Mr. Hodges indicated a planned EDC meeting is scheduled
for January 10, 2011 at 10:00 a.m. The joint session meeting with the EDC will be held in the
County Auditorium on January 10, 2011 at 10:00 a.m. The meeting will not be streamed via the
county website. Commissioner Kennington asked Mr. Hodges to share information regarding the
Person County Business and Industrial Center (PCBIC) with the EDC members.
RECESS:
A motion was made by Vice Chairman Puryear, seconded by Commissioner Blalock,
and carried 5-0 to recess the meeting at 12:12 p.m. until 6:15 p.m. on January 4, 2011.
_____________________________ ______________________________
Brenda B. Reaves Jimmy B. Clayton
Clerk to the Board Chairman