February 23
February 23, 2010 1
PERSON COUNTY BOARD OF COMMISSIONERS FEBRUARY 23, 2010 MEMBERS PRESENT OTHERS PRESENT
Johnny Myrl Lunsford Heidi York, County Manager Jimmy B. Clayton C. Ronald Aycock, County Attorney
Kyle W. Puryear Brenda B. Reaves, Clerk to the Board
B. Ray Jeffers Samuel R. Kennington
The Board of Commissioners for the County of Person, North Carolina, met in special session on Tuesday, February 23, 2010, 2010 at 8:30 a.m. in the Commissioners’ meeting room
in the Person County Office Building for the purpose of an administration work session. Chairman Lunsford called the meeting to order at 8:32 a.m.
County Attorney, Ron Aycock outlined for the Board the purpose for the special called
meeting noting the criteria and guidelines for any agenda items to be discussed as administrative
matters. The Board must be unanimous without any one Board member objecting to any suggested agenda topic related to administrative matters.
CONSOLIDATING CITY/COUNTY PLANNING DEPARTMENTS: Commissioner Kennington inquired of the possibility of consolidating City/County
Planning Departments. County Manager, Heidi York stated she and City Manager, Jon Barlow had briefly touched on this subject, both agreeing to review the possibility of consolidating
Planning Departments for costs savings and reporting back to each respective governing board.
REVIEW OF LAND USE POLICY: Commissioner Kennington stated the desire of the Strategic Planning Committee for the Planning Department Staff and Planning Board to review the Land Use Policy to ensure it is
accurate for present date land use property rights, watershed issues, and future uses of land for projects such as an industrial park as well as recommendation for a Beautification Policy.
CAMPERS AND RECREATIONAL VEHICLES: Commissioner Puryear asked for an update regarding the issue regarding Campers and
Recreational Vehicles. County Manager, Heidi York gave the group a handout of the Planning Department’s progress for possible changes in the Planning Ordinance related to Campers and
Recreational Vehicles. The Planning Board will have a public hearing on March 11, 2010 to
discuss the possible changes to the Planning Ordinance.
FIRE TAX DISTRICT:
Commissioner Jeffers told the group the Fire Committee representatives stated a need of consistent funding.
County Attorney, Ron Aycock informed the Board of the options dictated by law authorizing the Board to implement a fire tax. The options are:
1) Appropriate volunteer fire departments from the general tax levy,
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2) Implement a county wide special fire tax or district tax based on a petition to create by
vote of the citizens. The petition would require a certain percentage of registered voters.
3) Provide special service taxes in a defined district(s) as authorized by the Board without the necessity of a vote.
Mr. Aycock stated the Board was not authorized to have advisory referendums put to ballot, unless by a specific authority, i.e. ABC liquor by the drink.
County Manager, Heidi York informed the Board the volunteer fire departments are in process of requesting a contract with Person County for fire services like the contract Person
County has with the City of Roxboro. LOCAL BIDDING PROCESS:
County Attorney, Ron Aycock stated local government does not have the same authority as the State of North Carolina for bidding. Mr. Aycock stated award must be based on the lowest responsible responsive bidder with consideration for quality, performance, time specified for
performance as well as compliance of applicable rules and laws.
FLEET SERVICE:
Commissioner Jeffers raised questions to the cost effectiveness of county maintenance and any potential savings of performing maintenance in-house, and/or in a partnership with the
City of Roxboro. Commissioner Jeffers also suggested sharing vehicles across department for
cost savings.
Assistant County Manager, Paul Bailey provided some information on vehicle and maintenance programs. A policy for vehicle use is currently in process and forthcoming for Board review and approval.
Mr. Bailey informed the Board of a recent Request for Proposal for fuel, noting the County would start using Shell/Quality Mart for fuel purchases as soon as the finance department
had all the details finalized. Shell/Quality Mart is offering a 3% discount (from Shell) plus an additional 2 cents discount per gallon (from Quality Mart) as well as free car washes at fill up. Mr. Bailey stated based on current pump prices, this would mean a 4 to 12 cent decrease under
Exxon’s price (current fuel provider). Mr. Bailey indicated the County purchases 12,000 gallons of gas per month at an estimated cost per month of $30,000.
PROCESS OF FORMING A NEW DEPARTMENT: Commissioner Jeffers asked the process to designate the Kirby as a separate department
considering the revenues. Ms. York stated she and Commissioner Jeffers could meet to compare
documentation on the Kirby.
FEASILITY OF INCUBATOR FOR SMALL BUSINESS: Commissioner Jeffers stated a need for funding as well as space for the Small Business Development Center. Commissioner Kennington noted Piedmont Community College (PCC)
currently has a small incubator with 4 offices that are leased, further noting the need for expansion. County Manager, Heidi York noted PCC currently receives local funding in the amount of $10,000 for this purpose. Ms. York agreed to review further.
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EMERGENCY MANAGEMENT SERVICES (EMS): Commissioner Clayton spoke of the need for EMS to expand and suggested expansion
into the next door county building (old Person Counseling Center). Chairman Lunsford stated expansion was definitely a need but his preference was for EMS to relocate to another site
altogether.
CELL TOWER ORDINANCE: Commissioner Kennington brought up the Cell Tower Ordinance and if the ordinance, as written, was industry friendly. It was the consensus of the Board to direct the Planning Department to review the Cell Tower Ordinance and make recommendations.
The Board took a 10 minute recess for a break at 10:15 a.m.
PRE-EMPLOYMENT DRUG TESTING COSTS: Commissioner Kennington requested the costs associated with drug testing all pre-
employment candidates versus only drug test safety sensitive positions as current policy dictates. County Manager, Heidi York stated the cost for pre-employment drug testing is $50 per test.
Based on the payroll hire report for 2009, a total of 108 employees were hired with 58 being
safety sensitive employees. The cost to test all 108 employees would equal $5,400. Actual drug test costs for the 58 safety sensitive positions totaled $2,900. $2,500 of additional funding would
be required to have tested all pre-employment candidates. Board members stated preference for
all candidates to be drug tested but with the financial restrictions, it was agreed to leave as is. Human Resource Director, Angie Warren stated that random drug testing would be performed
quarterly as well as the opportunity to drug test with reasonable suspicion. Commissioners Kennington and Jeffers suggested staff to research the possibility of incorporating the vendor with other departments, i.e. Department of Social Services, as well as the feasibility of the costs
be charged to the potential candidate. CABLE SERVICE IN COUNTY:
County Attorney, Ron Aycock explained to the Board that the county has no regulatory authority with services related to internet, cable or satellite. Mr. Aycock stated that competition with these services were the cause of services being provided. Commissioner Puryear stated the
High Speed Internet Committee would be meeting on Thursday, February 25, 2010 at 6:30 in the Board room with expectation of CenturyLink making an announcement regarding new coverage
areas in Person County. Commissioner Puryear requested the High Speed Internet Committee be
charged with the additional new purpose of focusing on better cable services for Person County. The Board agreed with Commissioner Puryear presenting the new purpose of better cable
services for Person County to the High Speed Internet Committee.
ECONOMIC DEVELOPMENT DIRECTOR/ASSISTANT COUNTY MANAGER
POSITION: Commissioner Puryear stated members of the Economic Development Commission had
contacted him with concerns that their committee did not have input for the Economic Development Director position job description.
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PERSON FUTURES PROJECT: Commissioner Kennington thanked all Board members for their work with the Strategic
Plan Committees. Commissioner Kennington requested consideration from the Board to set a date in May or June for a Strategic Planning Retreat to define a county vision along with county
strategies. Commissioner Kennington stated the Strategic Planning Retreat could be focused on
reviewing and putting into action the final recommendations from all five committees.
BOARD RETREAT: Commissioner Kennington suggested the annual Board Retreat be used for the purpose of
discussing the budget for the upcoming fiscal year. The Board agreed with Commissioner Kennington to focus the retreat on budget issues. The Board Retreat will be held on March 31, 2010 at the Mayo Park and will be streamed live by the IT Department.
Commissioner Kennington thanked Wanda Rogers and Becky Clayton for the presentation about Person Industries’ programs including recycling to the Roxboro Woman’s
Club.
ADJOURNMENT:
A motion was made by Commissioner Clayton, seconded by Commissioner Jeffers, and carried to adjourn the meeting at 10:52 a.m.
A motion was made by Commissioner Jeffers, seconded by Commissioner Clayton, and carried to rescind the previous motion to adjourn, as well as take action to cancel the regular
scheduled Board of County Commissioners Meeting scheduled for March 1, 2010 due to no agenda items.
A motion was made by Commissioner Kennington, seconded by Commissioner Jeffers, and carried to adjourn the meeting at 10:59 a.m.
_____________________________ ______________________________ Brenda B. Reaves Johnny Myrl Lunsford
Clerk to the Board Chairman