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October 11 October 11, 2010 1 PERSON COUNTY BOARD OF COMMISSIONERS OCTOBER 11, 2010 MEMBERS PRESENT OTHERS PRESENT Johnny Myrl Lunsford Heidi York, County Manager Jimmy B. Clayton 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 recessed session on Monday, October 11, 2010 at 12:00 p.m. in the FEMA Shelter at the Human Services Center located at 355 S. Madison Boulevard, Roxboro for the purpose of a joint session meeting with Roxboro City Council. Person County Attendees: Chairman Lunsford, Commissioners Clayton, Jeffers, Puryear and Kennington County Manager, Heidi York Clerk to the Board, Brenda Reaves Assistant County Manager, Gene Hodges Planning Director, Paula Murphy Fire Marshal & Emergency 911 Director, Johnny Gentry City of Roxboro Attendees: Council Members: Mayor Pro-Tem Sam Spencer, Merilyn Newell, Henry Daniel, Sandy Stigall, and James Allen City Manager, Jon Barlow City Clerk, Trevie Adams Assistant City Manager, Tommy Warren Planning Director, Julie Maybee Fire Chief Kenneth Torain Chief of Police Todd Boycher Interim Finance Director, Dan Craig Chairman Lunsford called the meeting to order and asked Commissioner Clayton to lead the group in prayer and in grace. The group proceeded with lunch. Chairman Lunsford recognized Ms. Deborah Barker, Clerk of Court to address both governing bodies. Ms. Barker publicly thanked the Board of County Commissioners and the Roxboro City Council for allowing the court system to use the council chambers as an alternate courtroom during the renovation period. October 11, 2010 2 NC DEPARTMENT OF TRANSPORATION (DOT) REQUEST FOR BOTH GOVERNING BODIES TO ADOPT A RESOLUTION ADOPTING A COMPREHENSIVE TRANSPORTATION PLAN: Mr. Mark Eatman, EI, Transportation Engineer, Greenville MPO Coordinator with the NC DOT Transportation Planning Branch presented both governing bodies the following presentation noting the NC DOT – Transportation Planning Branch, Kerr-Tar Rural Planning Organization, Person County, and the City of Roxboro have been working cooperatively to develop the DRAFT 2010 Comprehensive Transportation Plan (CTP). The NC DOT – Transportation Planning Branch is seeking adoption of the 2010 CTP. October 11, 2010 3 October 11, 2010 4 October 11, 2010 5 October 11, 2010 6 October 11, 2010 7 October 11, 2010 8 October 11, 2010 9 October 11, 2010 10 October 11, 2010 11 October 11, 2010 12 October 11, 2010 13 October 11, 2010 14 October 11, 2010 15 Commissioner Kennington inquired about the cross walks (west side to eastside) on pedestrian maps for the Boulevard. Mr. Eatman stated cross walks through signalization are incorporated at specific intersections, i.e. Long Avenue, by the Wal- Mart as a part of the plan. Mr. Eatman further stated implementation of cross walks is based on funding and availability of grants. A motion was made by Commissioner Puryear, seconded by Commissioner Jeffers, and carried 5-0 to adopt the Resolution Adopting a Comprehensive Plan for Person County, North Carolina. October 11, 2010 16 October 11, 2010 17 DAN RIVER UPDATE: City Manager, Jon Barlow told the group of the City/County Joint Water/Sewer Interlocal Agreement signed a number of years ago which included a need for a master study for future water source. In 1998 the City and County initiated the process for looking for a future water supply and the group focused on the Dan River as the best source and has pursued obtaining the required permit to build an intake structure on the Dan River. Mr. Barlow noted approximately ten billion gallons of water per day is being requested from the Dan River. Mr. Barlow stated current efforts are working toward reclassifying a portion of the Dan River for WS-4 drinking water and in North Carolina this requires public hearings which have not taken place yet. Mr. Barlow stated progress has taken place in Virginia whereby review, recommendation and approval in the final stage for signature in the Governor’s Office. FIRE DEPARTMENT, 911 CONTRACT AND ECONOMIC DEVELOPMENT: County Manager, Heidi York stated the Fire Department, 911 Contract and Economic Development are three areas that the City and County currently have ongoing partnerships and wanted to extend this joint session as an opportunity for both governing bodies to open dialogue. Commissioner Kennington requested City Council’s feedback considering renegotiation of fire services and 911 contracts. Mayor Pro-Tem Spencer asked what is included in the 911 contract. Fire Marshal, Johnny Gentry stated the current contract for 911 was created in 1999 between the City and the County for joint venture of a building (old City garage) in which expenses were shared. Mr. Gentry noted the county covers all expenses with the City contributing quarterly based on the sales tax distribution (around 12.9%) toward operations costs. Mr. Gentry stated the county picks up all costs related to personnel, equipment, etc. Approximately $399,000 is received from surcharge noting the costs to the county this current year is $446,000 ($47,000 shortfall). Mr. Gentry summarized the contract noting a consolidated 911 center (Sheriff, Police, Fire, EMS and any other services offered). Mayor Pro-Tem Spencer stated if the county is asking the City to pay on a contractual basis for 911 services then the county is taxing the citizens of Roxboro two times, further stating 911 is a county operation. Mayor Pro-Tem Spencer stated the center from which calls are dispatched is a different situation as the City agreed to assist with that expense. Mayor Pro-Tem asked the Fire Marshal to confirm the percentage of call from City residents. Mr. Gentry stated better than 50% of City generated calls through law enforcement, fire, public works, EMS are non-emergency calls. Ms. York interjected that the letter sent to the City was for the opportunity to review the contract, renegotiate for a more equitable distribution of costs. Ms. York noted the in both the 911 and fire services contracts, many other services other than emergency call dispatch are being provided that are not captured within the contract. Ms. York suggested a document to capture the level of service that each entity receives. October 11, 2010 18 Councilman Daniel asked about the tax on everyone’s phone bill for 911. Mr. Gentry responded a 60-cent charge per phone line is the surcharge funds (approximately $399,000) that can only be used for equipment for when a call is received (phone line, maintenance with the CAD, EMD dispatch) No operations costs can be paid with surcharge funds. Commissioner Jeffers confirmed that the county rents or leases space on the tower. Mr. Gentry stated all radio for City, Fire, Police, Sheriff, EMS, etc. is on the Piedmont Communications Tower (not currently under a contract). Councilman Stigall stated he felt the city has paid their fair share. Councilwoman Newell stated a communication issue in the initial letter noting the City is not paying its fair share. Councilwoman Newell noted the need of specifics of what comprises the costs, where the revenue comes from, what is the balance or imbalance of revenues, etc. for the level of services. Councilwoman Newell recommended a third-party consultant knowledgeable of such services to advise and negotiate an equitable distribution of services and costs. Chairman Lunsford asked for Board and Council agreement of the recommendation of Councilwoman Newell Mayor Pro-Tem Spencer recommended both managers and attorneys and staff that have worked well in the past to review and propose prior to seeking an outside consultant. It was the consensus of both governing bodies to allow the city and county manager along with the two attorneys and staff to review and propose the renegotiated contracts for fire and 911 services. Ms. York noted the first Economic Development Commission meeting was held just prior to this meeting in over two years. Mayor Pro-Tem Spencer stated the City would like to see a combination of large and small industry to add to each entity’s tax base. Commissioner Puryear encouraged City Council to be proactive to be involved in the efforts of the county economic development as well as the Strategic Plan for a continued partnership because without each other’s support, it will not work. Mayor Pro-Tem Spencer agreed working together for progress. Commissioner Jeffers commented on how well the City was represented by its citizens during the strategic plan development. Mayor Pro-Tem Spencer referenced the fact that Person County is noted in the Strategic Plan document and not so much City of Roxboro. October 11, 2010 19 PERSON FUTURES STRATEGIC PLAN: Commissioner Kennington recognized and thanked the Chief of Police, Todd Boycher, Councilwoman Newell and Mayor Brown as active members developing the Strategic Plan. The Strategic Plan consists of five broad priorities, twenty-one goals with 112 objectives. The City of Roxboro is a direct implementer of 38 of the objectives or 34% of the plan. Commissioner Kennington noted the importance to continue development of Uptown Roxboro and the county has continued to fund the Roxboro Development Group position. The Roxboro Development Group has expanded their mission to include much of the entire city. Commissioner Kennington noted the Strategic Plan is one of the main functions of the Community Development Coordinator position which will be vacated next week. Commissioner Kennington suggested incorporating the grant writer role into the Community Development Coordinator position and foresees a joint city/county grant writer position to be beneficial to both entities. Commissioner Clayton noted the high density, low impact development related to a large section of the City of Roxboro which is in the Upper Neuse River Basin watershed. Commissioner Clayton stated the attorney representing Person County related to the watershed rules is also considering Roxboro’s interest. Commissioner Clayton invited the group to hear an update on the Falls Lake Rules at the Board’s meeting on October 18. Councilwoman Newell desires Roxboro to assert the right to develop and have the necessary population densities to grow. Commissioner Clayton explained that Granville County realized early on that they were not able to do the same as Raleigh, Durham and the State of NC and the proposals were based on modeling with bad data. The attorney representing Granville and now Person and three others entities quickly educated himself on environmental issues. Commissioner Clayton stated the Division of Water Quality is now accepting monitoring data and decisions will be made based on the samplings. Commissioner Kennington stated he placed the one-stop user friendly unified City/County Planning, Zoning & Inspections Department on the agenda as it has been discussed during his short tenure on the Board. Commissioner Jeffers suggested asking the Managers to bring to the governing bodies advantages/disadvantages of consolidation of services. Mr. Barlow added the city and county had combined code enforcement and had proven to be successful. Ms. York noted the planning laws for the city and county are different. Ms. York stated should the two governing boards desire to consolidate planning, expert assistance may be needed to navigate such a transition. Councilwoman Newell stated the needs and issues are different for both entities with different issues. October 11, 2010 20 UTILITY RATES VERSUS PROPERTY TAXES: Chairman Lunsford stated the county has no control over utility rates. Utility rates are up to the City of Roxboro. The county does not have a water supply however partners with the City to extend water lines into the county. Once the lines are established, it is turned over to the City. Commissioner Jeffers noted he gets calls about trash pick and the county has nothing to do with trash pickup. Mr. Barlow stated utility rates cover the costs of operation and the rates are set based on the costs. Mr. Barlow stated it was not against the law to transfer from one fund to another but if property taxation is used to sustain utilities then utilities are not supporting itself. Mr. Barlow noted water quality standards are requiring new systems at the water plant and waste water plant and these costs are built into the rates. Mr. Barlow stated a consultant is brought in every couple years to assess any capital investments which is also built into the rate. QUARTER-CENT SALES TAX REFERENDUM: Chairman Lunsford stated his support of the quarter-cent sales tax referendum that will be on the November 2, 2010 ballot and requested the support of Roxboro City Council. Chairman Lunsford passed out informational brochures with facts related to the proposed sales tax referendum. Mayor Pro-Tem Spencer asked if the proposed sales tax could be used for the facility and operational expenses that was voted favorably in the last general election by the citizens. Chairman Lunsford confirmed. Ms. York pointed out in the brochure stating the operating costs could be funded with the proposed sales tax, noting the facility would be constructed using the general obligation bonds up to $6 million. Councilman Daniel stated the merchants within the City have stated opposition to the proposed referendum. Commissioner Jeffers stated the Board has already passed a Resolution dedicating the funds to the operation of such facility if approved by the voters. Commissioner Jeffers went on the record in support of such facility and the proposed sales tax referendum. Councilman Stigall stated opposition to the referendum noting the timing is wrong and there is not a need at this time for a new senior center. Commissioner Puryear stated the record that he and Commissioner Kennington voted in opposition to placing the sales tax referendum on the ballot. October 11, 2010 21 Chairman Lunsford stated the senior center is cramped and can not expand where it is located and he would like to offer the citizens more. Chairman Lunsford stated the county is taking advantage of the economic times to save the county funds in construction costs to renovate the Courthouse and put people to work. Councilman Allen stated the views heard at this meeting are not the views of the total Council. Chairman Lunsford commented on the joint efforts and projects accomplished by the City of Roxboro and Person County. RECESS: A motion was made by Commissioner Jeffers, seconded by Commissioner Clayton, and carried 5-0 to recess the meeting at 1:56 p.m. The Board reconvened at 2:14 p.m. for the purpose of meeting with Kerr-Tar Regional Council of Government (COG) staff, Mr. Timmy Baynes, COG Executive Director and Ms. Diane Cox, Area Aging Director as well as the Director of the Senior Center, Ms. Kelly Foti to discuss the future of the Person County Senior Center. FUTURE OF PERSON COUNTY SENIOR CENTER: County Manager, Heidi York noted this meeting was set up to overview general options for the Senior Center after the initial agreement with the COG ends June 30, 2011. Ms. York commended the COG staff for the transition and job well done at the Senior Center. Ms. Foti and Ms. Cox gave the Board the following presentation: October 11, 2010 22 October 11, 2010 23 October 11, 2010 24 October 11, 2010 25 October 11, 2010 26 October 11, 2010 27 October 11, 2010 28 October 11, 2010 29 October 11, 2010 30 October 11, 2010 31 October 11, 2010 32 Mr. Baynes offered to obtain any additional the Board may need to make decisions related to the Senior Center. Commissioner Clayton inquired if any of the previous Board members would be interested in working toward creating a non-profit. Mr. Baynes stated a possibility of previous Board members serving in an advisory role should the Board move for the Senior Center to become a county department. Ms. Cox told the Board of a group called Friends of the Senior Center who organized and applied for 501c3 status during the last fiscal year that are interested with assisting with fundraising and programs on a case by case basis however noting Friends of the Senior Center is not interested in running the Senior Center. Mr. Baynes noted their staff has not been able to identify an existing non-profit whose mission could operate the senior center. Ms. Cox confirmed for the Board that all services offered prior to the COG taking over the Senior Center are still in place noting the In Home Aide services that were once provided in-house are now contracted out with local providers. Mr. Baynes further noted that the Council on Aging had an extensive private-pay version of In Home Aide that was separate from the Home and Community Care Block Grant and the COG was not able to manage and has not continued such. The majority of all the services provided are the same and scaled back in some cases to operate within budget. Ms. Cox noted the Title 5 workers (a program through the Department of Labor funded under Administration on Aging) consists of three staff working with Housekeeping and Meals on Wheels are still on-site and will continue to be regardless of county decisions. Ms. Cox spoke of the very dedicated group of volunteers that have worked and assisted during the transition, highlighting the previous Board of Directors as ones that have stepped up to move things forward. Commissioner Kennington inquired about the present building and needed repairs. Commissioner Jeffers asked about the building related to the aging population. Mr. Baynes stated several issues have been identified including plumbing, HVAC, leaks in the roof, electrical, structural concerns, and needed equipment repairs. Mr. Baynes noted there is not enough space to handle the expected growth in Person County, further noting the fitness room could now double in size and equipment and still be very crowded. Commissioner Kennington asked if the programs had to be on-site at the senior center. Mr. Baynes stated programs could be off-site however issues associated increasing transportation costs to bus participants to an alternate location as well as liabilities should be considered. October 11, 2010 33 Mr. Baynes stated presently there are four full time staff and no part-time staff. Ms. Cox noted there is currently one vacancy however they are considering contracting out versus hiring a staff on a part-time basis. When asked about estimated annual operating costs, Mr. Baynes stated it was very difficult due to variations of facilities. Mr. Baynes and Ms. Cox offered a guess of $500,000 with staffing being included in that number at $150,000 to $200,000. Ms. Cox estimated the Home and Community Care Block Grant and other state and federal funding streams are at $325,000 to $350,000 as well as local county funds. Ms. Cox stated the county funded this fiscal year approximately $75,000 in matching funds but have contributed as much $120,000 to $125,000. Ms. Cox noted some transportation funds come in through the Department of Transportation. Ms. Cox further noted the fee structure currently in practice is that anyone over the age of 65 is free, with monthly fee charges to those under age 65. Ms. Foti stated private pay clients are also an option. Commissioner Jeffers inquired if any other senior centers are consolidated with Recreation Departments. Mr. Baynes nor Ms. Cox could not give such an example as centers vary greatly with a myriad of funding source choices. Ms. Foti added the average state-wide senior center staff is at 8.5 employees including 5.6 full time employees. Chairman Lunsford called on Mr. Hodges to share information related to the proposed sales tax referendum. Mr. Hodges stated there is no restriction on the use and could be used for debt service, issuance of bonds as well as construction of the facility. Ms. Cox offered to the Board an opportunity to schedule a day trip to look at other senior centers that has multiple programs. Chairman Lunsford requested to coordinate such trip so Mr. John Hill could attend as well. Ms. York suggested a next step to review benchmarks and operating costs of other senior centers whether a non-profit or a county department. Ms. York stated a review is needed for operating costs versus what the local contribution has been in the past, a staffing requirements, a percentage of budget by revenue source. Mr. Baynes stated from the non-profit side, 80 to 85% is government based funding if not higher with little reliance on other funding sources. Commissioner Clayton added another issue with non-profit is personal liability upon board members. Ms. York requested a time frame for when decisions need to be made. Mr. Baynes stated the 501c3 IRS process would take at a minimum six months for approval noting in order to do the 501c3 application, the Board of Directors has to be set up, a mission and by-laws in place. October 11, 2010 34 Commissioner Kennington stated if the Board is entertaining adding employment to the Person County roles, he encourage the Board to be cautious and recommended to review positions to eliminate as well. Commissioner Kennington stated in the last ten years, Person County has increased from 351 employees in 2001 to 442 this past year realizing a 25.9% growth comparing to 7.9% county growth. It was the consensus of the Board to schedule a day trip. Ms. Cox stated she would submit dates for consideration for the day trip. Chairman Lunsford requested the additional information to be submitted to the County Manager as soon as possible. ADJOURNMENT: A motion was made by Commissioner Kennington, seconded by Commissioner Jeffers, and carried 5-0 to adjourn the meeting at 3:06 p.m. _____________________________ ______________________________ Brenda B. Reaves Johnny Myrl Lunsford Clerk to the Board Chairman