April 20
April 20, 2009
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PERSON COUNTY BOARD OF COMMISSIONERS April 20, 2009
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
regular session on Monday, April 20, 2009 at 9:00 a.m. in the Commissioners’ meeting
room in the Person County Office Building.
Chairman Lunsford called the meeting to order and asked Commissioner Clayton
to lead in prayer and Commissioner Kennington to lead the Pledge of Allegiance.
PUBLIC HEARING FOR NONPROFIT FUNDING APPLICANTS:
A motion was made by Commissioner Puryear, seconded by Commissioner Jeffers,
and carried to open the public hearing for nonprofit funding applicants to appear before
the Board to advocate for local funding for a specific nonprofit agency.
1. Beth Livingston, Executive Director of AnimalKind (Person County Animal
Coalition for the $20 Fix), PO Box 156, Leasburg, NC 27291 advocated for
the $20 Fix program that provides financial assistance to low income eligible
citizens for pet spay/neuter surgery which includes rabies vaccinations.
AnimalKind proposes to sterilize 75 animals in Person County with the
requested county funding.
2. Jo Hancock, representative of the Animal Protection Society of Person
County, PO Box 291, Roxboro, NC 27573 thanked the Board for their support
in the past and in the future.
3. Teresa Johnson, HEALED, Inc., a faith based organization of 2850 Virgilina
Road, Roxboro, NC 27573 spoke on the mission to help equip, advance,
liberate, educate and develop the needs of individuals in the community.
4. Brenda Faye Harris, Executive Director of Outreaching with Helping Hands
(OWHH) of 11920 Burlington Road, Hurdle Mills, NC 27541 addressed the
Board for funding so to collaborate with government agencies to help those in
need.
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5. Sandra Hicks, Director of Person County Council on Aging of 121 Depot
Street, NC Roxboro, NC 27573 spoke of the services provided for older
adults in Person County. The Council on Agency has been recognized for
meeting and exceeding goals of a senior center of excellence all the while
serving over 150 participants daily in various programs. Requested funding
will provide nutrition, in-home aide services, transportation, fitness center,
exercise programs, health education programs and other activities.
6. April M. Krause, Director of the Person County Museum of History, a six
building campus located at 309 N. Main Street, Roxboro, NC 27573 stated
requested funding equals one-third of the total budget and is vital to maintain
exhibits, create and print educational workbooks and procure funds for
museum expansion, building and grounds maintenance as well as for salaries
for staff.
7. Judy R. Batten, Executive Director of Person County Partnership for Children
of 111 South Main Street, Roxboro, NC 27573 requested county funding to
assist the approximately 2,350 preschool children birth to 5 years to be ready
for kindergarten. The requested county funding would be utilized to address
the following areas of need in Person County: child and family literacy,
childhood obesity, kindergarten readiness, outreach to the Latino community
and car seat safety.
8. Candynce Gravitte, represented the Volunteer Center of Person County, PO
Box 764, Roxboro, NC 27573 who recruits volunteers for agencies as well as
individuals in need for services reducing paid staff hours thereby reducing the
cost of the service.
9. Steve Joyner, Executive Director of the Roxboro Development Group, 105
North Main Street, Roxboro, NC 27573 which is a public/private partnership
whose mission is to plan and implement the continued revitalization of the
Uptown and the Dept. of Commerce’s Main Street Program through building
reuse, citizen education, entrepreneurial development as well as encouraging
economic development.
10. David Forsythe, Executive Director of Person County Group Homes, Inc.
(Generations Adult Day Services), PO Box 721, Roxboro, NC 27573
advocated supporting adults with disabilities as well as elderly citizens in an
adult day care setting, currently serving people ages 18-93.
11. Marcia O’Neil, Executive Director of Roxboro Area Chamber of Commerce
of 211 North Main Street, Roxboro, NC 27573 requested sponsorship of the
Personality Festival which is one of their economic resources that brings
20,000 plus people to the area exposing to local businesses.
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12. Leslie Hoagland, board member of Roots and Wings of 1200 North Main
Street, Roxboro, NC 27573 attested to the need of family advocacy, tutoring
services, parenting classes, summer camps, mentoring programs in the Person
County community noting they are currently serving over 160 at risk youth
and families this fiscal year. The requested local funding is critical to keep
Roots and Wings programs functioning due to lack of funding and possible
risk of losing grant funds because the local match is not funded.
13. Anthony Smith of Person County Re-Entry Partnership (PCRP), PO Box
1907, Roxboro, NC 27573 stated PCRP assists individuals in Person County
to rebuild their lives after being incarcerated while accessing educational and
work goals. The requested funds would be used to assist with the costs of
health services for clients.
Commissioner Lunsford thanked the non profits agency representatives for their
attendance and for their work in Person County. Commissioner Lunsford noted that
any lack of funding in no way a reflection of their belief in each agency but due to the
budget constraints due as a result of the crucial state of the economy.
A motion was made by Commissioner Puryear, seconded by Commissioner Jeffers
and carried to close the public hearing.
DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA:
A motion was made by Commissioner Jeffers, seconded by Commissioner
Clayton and carried to approve the agenda.
INFORMAL COMMENTS:
There were no comments from the public.
APPROVAL OF MINUTES:
A motion was made by Commissioner Jeffers, seconded by Commissioner
Lunsford, and carried to approve the minutes of the. April 6, 2009 Board of Equalization
& Review Meeting as well as the April 6, 2009 Regular Scheduled Session Board
Meeting.
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ADMINISTRATIVE REPORTS:
Commissioner Kennington pointed out the Building Total Value as listed on the
Inspection Department report was at one-half the value from one year ago.
A motion was made by Commissioner Kennington, seconded by Commissioner
Puryear, and carried to approve the Administrative Reports for the Airport, Detention
Center, Emergency Medical Services, Inspections, Public Library, Surplus Vehicles and
Surplus Other Items.
REQUEST FOR APPROVAL OF A RESOLUTION REGARDING OPC
MENTAL HEALTH AREA BOARD APPOINTMENTS:
OPC Director, Judy Truitt stated the NC General Statute 122C-118.1 established
area mental health authorities and defines how area authorities are governed by creation
an area board appointed by the board of county commissioners in each of the counties
that participate in the alliance, i.e. for OPC, Orange, Person and Chatham counties. The
Statute states the full board of commissioners from each county will appoint one
commissioner representative to the area mental health board, and that in turn, that
commissioner will appoint the other members. Ms. Truitt commented that the three
commissioners on the OPC Area Mental Health board believed their full boards expected
to participate in the appointment of citizen representatives to the mental health area board
as have been practiced in all three counties for many years. The OPC Board approved
revisions to the by-laws to permit the full boards to appoint citizen representatives but
had not moved forward with the necessary resolutions. Ms. Truitt requested Board
consideration to adopt a Resolution regarding OPC Mental Health Area Board
Appointments.
Commissioner Clayton commended Ms. Truitt on her effort to lead OPC as
mental health reform continues to change. Ms. Truitt made the board aware of legislation
pending in current session that allows the Governor of NC to have the authority to sign
off on appointments of area directors in local mental health centers, as well as a request
for a gubernatorial selection of board members at the local level to appoint one-third of
the board members for each area authority which if passed, would impact the number of
seats the local boards of commissioners will be able to appoint. Commissioner Clayton
noted the Association of County Commissioner is opposed to this particular legislation.
A motion was made by Commissioner Clayton, seconded by Commissioner
Jeffers, and carried to adopt the Resolution of the Boards of Commissioners of Person
County regarding OPC Mental Health Area Board Appointments.
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REQUEST APPROVAL OF LEASE WITH WAGSTAFF ASSOCIATES AND
AUTHORIZATION FOR COUNTY MANAGER TO SIGN LEASE AGREEMENT
FOR PROPERTY AT 741 LEASBURG ROAD (LOCATION OF NEW
MATERIAL RECOVERY FACILITY) :
Assistant County Manager, Paul Bailey and Person Industries Director Wanda
Rogers appeared before the Board to request approval of the concept of lease presented
by and between Wagstaff Associates and Person County, for the building located at 741
Leasburg Road, as well as authorize the county manager to sign when the lease details are
finalized. One-half of the building will be used for the new Material Recovery Facility
and the other half by other programs within Person Industries. Ms. Rogers stated that
Wagstaff Associates has agreed to the improvements as outlined in the letter presented
with the lease dated April 7, 2009.
County Attorney, Ron Aycock confirmed the proposed changes by the owners are
technical and will not make any substance changes to the lease. Mr. Aycock stated
should there be any substantial changes; he would recommend bringing before the Board.
Mr. Aycock noted the lease would be contingent upon improved changes as outlined in
the letter and execution of the lease would be delayed until the improvements are in place
or scheduled to be in place in time for the intended use for startup at July 1, 2009. Mr.
Bailey and Ms. Rogers confirmed the 50,000 square footage lease cost is comparable to
others in Person County.
A motion was made by Commissioner Jeffers, seconded by Commissioner
Clayton, and carried to approve the concept of the lease as presented as well as authorize
the County Manager to sign the lease when finalized.
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DRAFT
April 7, 2009
Wagstaff Associates
031 Reams Avenue
Roxboro, NC 27573
Dear Sirs:
It is my understanding that Wagstaff Associates agrees to make the following improvements/additions at
741 Leasburg Road:
• Install a 30’ X 30’ concrete pad with an “A-frame shelter” at west end of building. The shelter will
be 12’ eave height with gutters and lights. The shelter will be enclosed on the west end.
• Install a new 8’ X 8’ roll up door at west end of building.
• Replace existing personnel door at west end with windows (tempered glass).
• Pave driveway off Thomas Road and pave from building out approximately 80’ west of building
(includes installation of storm drainage).
• Repair all existing roll up doors.
• Install two new water supplies suitable for garden hose along west wall of building.
• Repair all roof leaks especially at foot of new MRF conveyor.
• Repair all existing outside lights.
• Replace handrails at entrance.
• Some grading of front parking lot adding gravel as needed.
If the above improvements are not your understanding, please contact me. This letter will be used in the
development of the lease of the property. The lease should be ready for review by the end of this week.
Sincerely,
Wanda Rogers
Director
Wagstaff Associates agrees to the above improvements:
_________________________________________________
Wagstaff Associates, Lindsay T. Wagstaff, Jr. (Partner)
April 20, 2009
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Commercial Lease
This Lease made and entered into this the 20th day of April, 2009 by and between Wagstaff Associates, a
North Carolina General Partnership with office and place of business in Person County, North Carolina as
“Lessor,” and the Person County referred to as “Lessee”.
WITNESSETH
1. Premises
The demised premises are 4 acres upon which is situated a 50,000 square foot building which is
designated by the United States Post Office as 741 Leasburg Road Roxboro, North Carolina and is
more particularly described in the attached exhibit A.
2. Term
The term of this lease shall begin at 12:01 AM on May 1, 2009 and shall terminate five (5) years
thereafter on April 30, 2014 unless sooner terminated as provided herein or extended as provided
for herein.
3. Payment of Rent
Lessee shall pay Lessor an amount of rent according to the schedule set out below
Year 1- $75,000 at the rate of $6250 per month
Year 2- $94,500 at the rate of $7875 per month
Year 3- $107,000 at the rate of $8917 per month
Year 4- $107,000 at the rate of $8917 per month
Year 5- $107,000 at the rate of $8917 per month
All rental payments shall be made by the fifth business day of each month without
notice or demand thereof. All rent payments shall be delivered in person or by U.S.
mail to the address of the Lessor:
Wagstaff Associates
031 Reams Avenue
Roxboro, NC 27573
or at such other place as Lessor may from time to time designate.
4. Utilities
Lessee shall be responsible for and shall pay all costs and charges for all utilities including
electrical service, water, sewer and telecommunication services.
5. Taxes
Lessor shall be responsible for Ad Valorem taxes and assessments imposed by any lawful
authority upon the premises during the term of this lease.
6. Property Insurance
Lessor shall keep the premises insured at not less than 100% of its full insurable value against loss
or damage by fire, smoke or water, with extended coverage. Each such policy shall be purchased
from an insurance company licensed to do business in North Carolina, and a copy of each such
policy or certificate of insurance shall be provided to Lessee upon written request.
7. Liability Insurance
Lessee shall secure a policy or policies of liability insurance and it shall provide evidence of such
insurance to Lessor upon request.
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8. Repairs by Lessor
Lessor agrees to keep in good repair the roof, foundation and exterior walls of the Premises and
underground utility and sewer pipes inside and outside the exterior walls of the building, except
repairs rendered necessary by the negligence or intentional wrongful acts of Lessee, its agents,
employees or invitees. Lessor shall, throughout the term of this Lease, and any extension or
renewal thereof, at its expense, maintain in good order and repair the premises, including the
building or repair of broken water or sewer lines and heating equipment and other improvements
located thereon.
9. Repairs by Lessee
Lessee accepts the Premises in their present condition subject only to the list of agreed
improvements and repairs attached hereto. Lessee agrees to return the Premises to
Lessor at the expiration or prior termination of this Lease, in as good condition and
repair as when first received, natural wear and tear, damage by storm, fire, lightning,
earthquake or other casualty alone excepted. Lessee will be responsible for ice and
snow removal on sidewalks around the building and for repairing water or sewer line
blockages. Lessee will change the heating and air filters on a schedule recommended
by the HVAC company. Lessee will take care of general maintenance including the
grounds and any maintenance or repairs to the air conditioning.
10. Use
Lessee shall use the Premises to carry out its activities of providing, arranging and
managing treatment for individuals with mental illness, developmental disabilities or
substance abuse problems for a material recovery facility or for any other lawful
purpose. Lessee shall maintain the Premises in a clean, orderly and neat condition at
all times.
11. Advertising and Signs
Lessee shall have the right to install exterior signs.
12. Damage or Destruction
If the demised premises shall be damaged or destroyed by fire, the elements or other event so as to
render the premises unfit for Lessee’s use, Lessor shall have the option to terminate the lease or to
restore the premises as nearly as possible to its condition immediately prior to such damage or
destruction. Lessee will not be required to pay rent at any time during which the premises are
unfit for Lessee’s use. Should the period of time required to restore the premises exceed six (6)
months, the Lessee shall have the option to terminate immediately this Lease. In the event of any
lesser damage or destruction, Lessor shall have the obligation to repair, replace or restore the
premises following any such damage or destruction.
13. Condemnation
If all or any part of the premises shall be taken by any kind of condemnation
proceeding for any public or quasi-public purpose, this lease shall immediately terminate on the
date possession thereof shall be obtained by the condemning authority and the Lessor shall refund
to the Lessee any rent prepaid by the Lessee hereunder pro-rated to the date of possession by the
condemning authority.
14. Default
Lessor and Lessee agree that should either party fail to comply with the terms of
this lease, the lease may be terminated by the complaining party giving thirty (30)
days written notice to the defaulting party, provided that the defaulting party may void
the termination by correcting the default within the thirty (30) day notice period.
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15. Quiet Enjoyment
Lessor warrants and represents to Lessee that Lessor has full right and power to execute this lease
and that Lessee, upon payment of the rent and performance of the terms and conditions contained
in this lease, shall peaceably and quietly have, hold and enjoy the premises during the term of this
lease, free of interference from the Lessor, save and expect for the acts and duties necessary to
fulfill the obligations, rights and responsibilities of the Lessor pursuant to the terms and conditions
of this lease.
16. Right of Entry
Lessor shall have the right to enter the premises during reasonable hours in order to examine the
premises and to insure that all maintenance, repair or replacement required of Lessor hereunder is
completed properly. Lessor shall have the right to enter the premises to perform maintenance such
as painting, etc., providing it be done in a reasonable and timely fashion. Lessor acknowledges
that Lessee maintains upon its premises confidential medical records and other confidential
documents, the disclosure of which is governed by state and federal law. Lessor’s right of entry
shall be exercised in such a way that Lessor does not violate any such law. Lessor shall require
any agent of Lessor entering the premises, including but not limited to maintenance personnel, to
safeguard and respect the confidential nature of materials in Lessor’s premises.
17. Notice
Any notice between Lessor and Lessee hereunder shall be in writing and shall be delivered in
person or by the US Postal Service at the address specified in this paragraph. Any such notice
delivered by the US Postal Service shall be deemed given and sufficient upon receipt, refusal, or
non-delivery after five (5) days if addressed to:
Lessor: Wagstaff Associates
Lindsay T. Wagstaff, Jr.
031 Reams Avenue
Roxboro, NC 27573
Lessee: County Manager
Person County Local Government
304 South Morgan Street
Roxboro, NC 27573
The addresses set forth herein may be changed from time to time by written notice as
provided.
18. Interest
The execution of this lease or the performance of any act or acts pursuant to the provisions
hereof shall not be deemed to have the effect of creating between Lessor and Lessee any
relationship of principal and agent, partnership, or relationship other than that of Lessor and
Lessee.
19. Severability
In the event that any term or condition of this shall be deemed invalid or unenforceable in
whole or in part, the remainder shall not be affected and each remaining term and condition of
this lease shall be valid and enforceable to the fullest extent permitted by law.
20. Governing Law
This lease shall be performed in the State of North Carolina and Lessor and Lessee agree,
notwithstanding the principles of conflicts of law, that the laws of the State of North Carolina
shall govern and control the validity, interpretation, performance and enforcement of this
lease. Further Lessor and Lessee agree that the venue for any action relating to this lease shall
be the County of Person, State of North Carolina.
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21. Entire Agreement
This lease and any addendum hereto constitute the entire agreement and understanding
between the Lessor and the Lessee and there are no oral understandings, terms or conditions.
22. Amendment
This lease may be modified or amended only by written agreement signed by both parties.
23. Recording of Lease
Lessor and Lessee agree that this lease shall not be recorded and the parties shall
execute a memorandum of lease in the usual short form to be utilized for purposes of
recordation. In the event of termination of this lease prior to the termination date indicated in
the memorandum of lease, Lessee shall make, execute and deliver to the Lessor an instrument
in proper form for recording in the office where the aforesaid memorandum of lease is
recorded, evidencing such termination.
24. Renewal
This lease may be renewed by agreement of both parties for an additional five year term at a
rental rate of the last year of this lease adjusted by the rate of increase of the Consumer price
index.
IN TESTIMONY WHEREOF, Lessor and Lesser have executed this instrument by authority duly
granted in legal and binding form, all effective the day and year first above written.
Lessor: Wagstaff Associates
A General North Carolina Partnership
Lessee:Person County Local Government
Lindsay T. Wagstaff, Jr. (Partner) Heidi York
County Manager
Date: Date:
__________________________________
John H. Wagstaff (Partner)
__________________________________
Date
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CONSIDERATION FOR THE JULY 4, 2009 FIREWORKS SHOW:
Mitch Pergerson, Director of Recreation, Arts and Parks stated no contract has
been executed for the July 4, 2009 fireworks show due to uncertainty of available funds
by both the City of Roxboro and Person County. Mr. Pergerson noted the July 4, 2009
date has been reserved with the vendor for the fireworks show. The cost for the fireworks
program has been negotiated from $10,000.00 to $9,000.00 to be shared equally between
the City of Roxboro and Person County. Person County provides clean up after the
program and the Police Department provides law enforcement during the event. Mr.
Pergerson noted he had not received a commitment from the City of Roxboro for their
$4,500.00 share in the costs. Mr. Pergerson stated $4,500.00 is budgeted for Person
County’s share of the costs in this fiscal year’s budget, however, he had not budgeted any
additional funds to cover the costs of entertainment which is approximately $1,000.00. In
light of projected budget cuts, Mr. Pergerson felt it was inappropriate to proceed with this
program and asked the Board for direction on how to proceed.
A motion was made by Commissioner Kennington, seconded by Commissioner
Puryear, and carried to request Mr. Pergerson to explore the possibility of corporate
sponsorships or other creative ways to fund the fireworks program and bring back to the
Board an update at the next Board meeting on May 4, 2009.
SET PUBLIC HEARING DATE FOR UPDATE TO TEN YEAR SOLID WASTE
MANAGEMENT PLAN:
Assistant County Manager, Paul Bailey stated NC General Statute 130A-309A(b)
dictates Person County and the City of Roxboro to prepare an update the Comprehensive
Solid Waste Management Plan for the Person County Planning Area. Jointly the City of
Roxboro and Person County prepared an original plan in 1997, and have updated in years
2000, 2003, 2006 with another three-year update due this year. Mr. Bailey noted a public
hearing is a requirement of the General Statute to be held jointly or independently of the
two governing bodies as well as adoption of the plan and submitted by the end of June,
2009. In addition, Mr. Bailey told the Board that a bill was recently passed in the last
legislative session that each county shall consider whether to implement a program for
the management of abandoned manufactured homes. Mr. Bailey noted if after
consideration, the County decides not to implement a program, the County must state in
the Comprehensive Solid Waste Management Plan that it is required to develop that the
County considered the program but decided against implementation. A county may at
any time reconsider its decision, however, if a program is implemented, there are a
number of guidelines that must be followed, i.e. who will decide the mobile home is
abandoned, how will property owner be notified, what action will take place if the
property owner does not sufficiently take care of the abandoned unit, how disposal of the
manufactured home will take place once dismantled, disposal of mercury, etc., if present.
Due to the time constraints of the effective date of July 1, 2009, Mr. Bailey recommended
to the Board that Person County’s update include a statement noting at this time that no
plan will be developed. Mr. Bailey informed the Board of a $2500 grant to assist with
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the development of a plan. If Person County applies and accepts the grant funds, a plan
absolutely must be implemented.
Mr. Bailey stated a draft copy of the Solid Waste Management Plan for the Person
County Planning Area (Three-Year Update) will be available in the County Manager’s
Office, City Hall and at the Person County Public Library on Wednesday, April 22, 2009.
Mr. Bailey requested the Board to set a public hearing for an update to the Ten
Year Solid Waste Management Plan at the next scheduled Board meeting on May 4, 2009
as well as recommended to note in the update plan that Person County will not consider
implementing a program for the abandonment of manufactured mobile homes at this
time.
A motion was made by Commissioner Clayton, seconded by Commissioner
Jeffers, and carried to set a public hearing for an update to the Ten Year Solid Waste
Management Plan at the next scheduled Board meeting on May 4, 2009.
A motion was made by Commissioner Kennington, seconded by Commissioner
Puryear, to instruct Mr. Bailey to proceed with the policy for the abandonment of
manufactured mobile homes as well as apply for the $2500 grant funds to aid in the
development of the program. After Board discussion Commissioner Kennington
withdrew his motion and Commissioner Puryear seconded the motion to withdraw.
Commissioner Kennington requested Mr. Bailey to report to the Board at the next
scheduled Board meeting on May 4, 2009 information and obligations connected to the
$2500 grant funds as well as provide a draft policy, if possible.
REQUEST APPROVAL FOR A COUNTY WIDE RECORDS RETENTION AND
DISPOSITION SCHEDULE:
County Manager, Heidi York stated the Records and Disposition Schedules from
the state Department of Cultural Resources is a tool for managing records in county
government and dictates how public records are retained, disposed and assesses the
records value.
A motion was made by Commissioner Clayton, seconded by Commissioner
Kennington, and carried to adopt a Countywide Records Retention and Disposition
Schedule
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CONSIDERATION OF PERSON COUNTY IDENTITY THEFT RED FLAGS
POLICY:
County Attorney, Ron Aycock presented to the Board for consideration a policy
outlining Identity Theft Red Flags based a new Federal Trade Commission rules to
protect identify theft. The initial rules protect citizens against identity theft in the
traditional kinds of theft (checking account intrusion, credit card fraud, social security
number theft), but recent interpretation apply to certain credit transactions of local
government. Upon Mr. Aycock’s review of Person County’s operations, there are not
transitions subject to coverage of the policy but out of abundance of caution and in order
to meet the May 1, 2009 deadline, Mr. Aycock recommended that the Board adopt the
policy presented to cover Person County, including its Boards and Committees. Mr.
Aycock further noted that if Person County Department’s operations in the future become
subject to the rules, the Board can implement Person County rules for compliance.
Responsibility for developing, implementing and updating this program would be
through the creation of an Identity Theft Committee for the County. This Committee
would be headed by the Finance Officer with two or more other individuals to be
appointed by the County Manager, one of whom shall be the County Attorney, all
responsible appropriate training of County staff, reviewing staff reports, determining
steps of prevention and considering updates to the rules.
Mr. Aycock believes that Archives and History would take into account any
conflict with the Identity Theft Policy in coordination with the Records and Retentions
policy stating federal rules would trump state rules.
A motion was made by Commissioner Clayton, seconded by Commissioner
Jeffers, and carried to adopt the Person County Identify Theft Red Flags Policy
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CONSIDERATION OF A RESOLUTION SUPPORTING LOCAL CONTROL OF
LOCAL ABC BOARDS AND OPPOSING FORCED MERGERS OF LOCAL ABC
BOARDS:
Dale Norris, Manager of the Person County ABC Stores, presented the Resolution
Supporting Local Control Of Local ABC Boards And Opposing Forced Mergers Of
Local ABC Boards on behalf of the ABC Board. Mr. Norris stated there are two bills in
legislation currently aim at boards with less than five percent profits and counties that
have multiple boards designed to improving efficiency and profits. The local ABC Board
feels they are provides a service as well as turning over profits to the county and wants to
retain the local control to make decisions, especially on the issues of allowing ABC store
to open and make sales on Sundays and requests the Board of Commissioners to adopt
the Resolution as presented. Mr. Norris told the Board that ABC profits appropriated
$28,000 for one law enforcement position and $195,000 distribution to the County.
A motion was made by Commissioner Jeffers, seconded by Commissioner
Clayton, and carried to approve the Resolution Supporting Local Control Of Local ABC
Boards And Opposing Forced Mergers Of Local ABC Boards.
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A Resolution Supporting Local Control Of Local ABC Boards
And Opposing Forced Mergers Of Local ABC Boards
WHEREAS, the citizens of Person County voted to permit the sale of spirituous liquor through the
establishment of the Person County ABC Board, which is a part of the North Carolina’s state control
system;
WHEREAS, SB 839/HB 768 -- Modernization of the ABC System would require all ABC boards in a
county to merge, allow the state ABC Commission to merge county-wide boards into regional boards,
require the ABC Commission to develop performance standards, allow the ABC Commission to close or
merge ABC boards, close ABC stores with low profitability, contract directly with agency stores for the
sale of spirits where ABC stores are authorized but not in operation, and require an ABC board to contract
with an agency store;
WHEREAS, it is a local decision to establish and operate an ABC store, and any decision to merge an ABC
Board should be made by the local government based on local circumstances, and not by the state.
WHEREAS, a local government balances control, profits and availability of spirits in operating ABC
stores;
WHEREAS, the decision by a local government to operate with a low profit margin does not reduce the
amount of liquor excise tax received by the state, so the state does not have a financial interest in the
profitability of ABC stores;
WHEREAS, an “agency store” is a private retail seller, and the citizens of Person County, when voting to
permit the operation of ABC stores, did not vote to allow liquor to be sold in such private off-premise retail
establishments;
WHEREAS, sales of liquor may not be well-regulated in agency stores, thereby potentially creating law
enforcement and other problems, Person County desires to retain North Carolina’s control system over the
sales of spirits and to continue to make spirits available to its citizens only through its ABC store(s);
NOW THEREFORE, BE IT RESOLVED BY THE Person County Board of Commissioners on this 20th
day of April, 2009, that the establishment and operation of the Person County ABC store(s) through the
control system should be a local decision and that the Board of Commissioners of Person County opposes
any state mandate to merge ABC Boards, mandate the merger or closing of ABC stores and opposes the
establishment of agency stores.
(signed)
By: ________________________________
Johnny Myrl Lunsford, Chairman
Person County Board of Commissioners
(signed)
Attest: _______________________________
Brenda B. Reaves, Clerk to the Board
(signed)
By:_________________________________
Bobby Brooks, ABC Board Chairman
April 20, 2009
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BUDGET AMENDMENT:
Finance Director, Amy Wehrenberg presented and explained the following
Budget Amendment.
Upon a motion by Commissioner Clayton, and a second by Commissioner Lunsford,
and majority vote, the Board of Commissioners of Person County does hereby amend
the Budget of the General Fund(s) on this, the 20th day of April 2009, as follows:
Dept./Acct No. Department Name Amount
EXPENDITURES General Fund
Public Safety (5,500)
Culture and Recreation (5,383)
Human Services (45,900)
Debt Service (319,142)
Transfers (323,997)
Roofing/Paving-Capital Project Fund
Roofing/Paving Capital Project (4,334,325)
REVENUES General Fund
Intergovernmental Revenues 18,262
Other Revenue 100
Fund Balance Appropriated (399,142)
Transfers (319,142)
Person Industries-Special Revenue Fund
Solid Waste Disposal Tax 4,855
Transfers (4,855)
Roofing/Paving-Capital Project Fund
Debt Financing Proceeds (4,050,000)
Fund Balance Appropriated (284,325)
Appropriate: Interfund transfers in EMS to cover shortage in BZPP Grant, reductions in the EMS Toolkit
Grant ($5,500), reductions in the State Library Grant (-$5,383), DSS adjustments for various programs
($34,100); to correctly account for the additional ADM monies received on April 1st by reducing fund
balance appropriated (-$319,142); and to correct a budget adjustment to Medicaid for the hold-harmless
provision against the ADM Fund (-$80,000).
Dept./Acct No. Department Name Amount
Incr / (Decr)
EXPENDITURES General Fund
Public Safety 8,200
REVENUES General Fund
Fund Balance Appropriated 8,200
Appropriate: Restricted Unauthroized Substance Tax for the purchase of a new K-9 ($8,200).
April 20, 2009
27
CHAIRMAN’S REPORT:
Commissioner Lunsford reminded the Board that this is the Week of the Young
Child, including the Good Morning Breakfast Hour to be held at Golden Corral on
Wednesday, April 22, 2009.
MANAGER’S REPORT:
County Manager Heidi York reminded the Board of the joint City of
Roxboro/County Board joint meeting at noon at the Library.
Ms. York noted if time allows between the conclusion of this meeting and before
the noon joint meeting, she requested for the Board to recess and reconvene for the
purpose of receiving Capital Improvement Plan information by the Finance Director.
Ms. York stated a joint meeting is scheduled for next Monday evening, April 27,
2009, at 6:00 pm with the School Board which includes dinner at the Library.
Ms. York informed the Board that she has a weekly conference call with the
association to discuss bills that are currently in the legislative for consideration.
COMMISSIONER REPORT/COMMENTS:
Commissioner Clayton reminded the group of a Board of Directors meeting at the
Association of County Commissioners is next Tuesday, April 28, 2009 and everyone is
welcome to attend.
Commissioner Clayton stated County Assembly Day is April 29, 2009, starting at
1:00 pm and ending with a reception for the legislators at 5:30 pm. Commissioners were
asked to please let the Clerk know if planning to attend.
Commissioner Clayton noted the Environmental Protection Agency announced up
to $5 million in new funding through the American Recovery and Reinvestment Act of
2009 would be available for constructing new water line and hazardous waste clean up at
the location where contaminated wells were identified in Person County. Mr. Bailey
stated he was notified the funding for the water line and clean up would be through
stimulus funds rather than Superfund funds and anticipates working on the contractual
piece this week.
Commissioner Jeffers referred to the E-NC Authority that was formed in 2000 for
tracking telecommunication infrastructure and adequate high speed internet in
underserved communities. The two bills in legislature to support funding is House Bill
532 noting Rep. Wilkins is a sponsor, and Senate Bill 697.
Commissioner Puryear had no report.
Commissioner Kennington was appreciative of the members of the School Board
and City Council present for the High Speed Internet Committee meeting and
April 20, 2009
28
commended Larry Yarborough as the Chair as well as Commissioner Puryear for setting
up the meeting.
Commissioner Kennington asked the Assistant County Manager for an update on
the Rolling Hills Bridge status. Mr. Bailey stated he would have an update by the next
Board meeting on May 4, 2009. Commissioner Kennington encouraged the group to let
officials in Raleigh know that Person County exists.
Commissioner Kennington encourages 11 of those 13 non profit agency
presenters of today to apply if not already done so to United Way.
Commissioner Kennington suggested that Board, by way of the Board Chair and
County Manager recognize people in Person County by way of letter, i.e. congratulating
Bullock Lumber Company for 100 years of service to Person, congratulating Krystal
Jensen as Person County Teacher of the Year. Chairman Lunsford noted his reluctance
in recognizing specific individuals as there are agencies set up such as the Board of
Education and the Chamber of Commerce unless it is by Proclamation or Resolution
approved by the Board because some individuals or groups could be overlooked.
Commissioner Kennington asked why the weight limit signs were covered on
158E. Mr. Bailey replied the Department of Transportation was responsible and county
staff did not know about it.
RECESS:
Chairman Lunsford recessed the meeting at 11:00 a.m. for a few minutes break
with plans to reconvene for the purpose of receiving information on Person County’s
Capital Improvement Plan information from the Finance Director.
The meeting was reconvened at 11:10 a.m. County Manager, Heidi York stated
during the Board Retreat the Capital Improvement Plan was proposed and this is an
opportunity to introduce the concept.
Finance Director, Amy Wehrenberg stated the CIP is a working document in
progress. Ms. Wehrenberg stated Person County adopted on June 21, 2004 a Resolution
for the Establishment and Maintenance of the County Capital Reserve Fund to encourage
the planning and implementation of capital funding as well as to provide a tool that
allows for the accumulation of funds for future capital needs. This resolution set a fund
balance target of 18% with the intention of any excess of fund balance over this target
would be a primary source of funds for capital needs. It further states that it is the
Board’s goal to fund capital needs annually from fund balance appropriated the amount
that exceeds 21% of the appropriations of the General Fund as it stands at the beginning
of the fiscal year. Due to budget constraints in past years, there really has not been a
commitment on past boards’ part to restrict future monies for capital needs. The
resolution allows flexibility for the board to forego transfers to this fund if the board
decides that restricting those funds may not be appropriate due to prevailing economic
April 20, 2009
29
and financial conditions, and that has been the case since the adoption of this resolution.
Therefore there have been no contributions to this fund since the year this resolution was
adoption.
The Finance Director and County Manager found the resolution to be in good
order, without need for any amendments. Ms. Wehrenberg feels there are projects that
have been delayed and recommends to move forward with the adoption of the CIP,
however, due to the current fiscal year conditions and the concern of the fund balance
level at current year end, she proposes adoption of CIP in June, 2009 with the condition
that projects approved for the budget year not become part of the budget until next year
after the fund balance is realized. This will allow the board to commit to a capital plan
now with the flexibility of not restricting funds before the fund balance condition is
known. If the fund balance is not sufficient to cover all the projects approved for fiscal
year 2010, then the priority list approved by the board would guide which projects would
be funded first. The projects would then be brought to the board in the form of a budget
amendment and fund balance would be appropriated at that time. The remaining projects
would be delayed and restructured in the CIP for the next year’s adoption. Ms.
Wehrenberg recommends this CIP adoption process for the next two years or until the
Board deems it appropriate. Ms. Wehrenberg asked the Board to proceed with caution if
it is the Board’s desire to adopt without the condition of the budget year’s projects
becoming part of the next year’s budget as the funds will be restricted to capital items
only, and not used for anything else. Once projects are budgeted in a capital reserve
fund, they cannot be spent on anything but capital items. Ms. Wehrenberg noted at the
end of fiscal year 2008, the county had 2.8 million available for capital projects however
she anticipates much less than this at the end of this fiscal year, and hesitated to make any
projection. Again, Ms. Wehrenberg recommended for the Board to make a budget
amendment to next year’s budget for capital projects funding once an assessment can be
done at year end.
Proposed CIP for 2009-10 are illustrated in the handouts by:
Department Priority list from county departments, Piedmont Community College
and Person County Schools requests listed in priority order as submitted.
County Manager’s Recommendation Priority listing of projects in priority marked
by the County Manager.
The last handout illustrates the County Manager’s funding scenario of the projects
outlined over the next five years including the sources of revenue that are projected to be
tied to the expenditures, the project costs in recommended order for the County,
Piedmont Community College and Person County Schools. The projects expected to
borrow funds to finance are the Courthouse Renovation project, the Recreation and
Senior Center as well as the Technical Education Center at Piedmont Community
College. The only project that is expected to have grant funds applied is the Recreation
and Senior Center.
April 20, 2009
30
April 20, 2009
31
April 20, 2009
32
DEPT
PROJECT
TITLE (by dept
priority) TOTAL COST PROJECT DESCRIPTION
Central
Services (CS)
Hot Water repair
at LEC (will
need to do
repiping) 110,000
Put in circulation pump and pipe to keep hot
water in cell blocks. The original design has
heat tape on the pipes, this tape is no longer
working inside some of the walls.
New roof-Library 250,000
Scheduled replacement-Roof continues to leak
in several areas. We have postponed as long
as possible.
New roof-Airport
Pump Building 25,000
Scheduled replacement-Roof continues to leak
in several areas, included in CIP even though
cost is under threshold to be included in with
other roof projects.
New roof-Olive
Hill Gym 160,000
Scheduled replacement-Roof continues to leak
in several areas. We have postponed as long
as possible.
Courthouse
Renovations 3,200,000
Improve conditions of courtrooms and offices
with upgrades on equipment, furnishings and
adequate space.
Paving-driveway
& parking lots-
Anim Ctrl & PW
maintenance 100,000
Constantly putting gravel on these drive and
parking lots. Also, having to grade and fill
holes regularly.
New roof-Kirby
Civic Auditorium 450,000
Scheduled replacement-some leaks have been
repatched.
Replace carpet
& tile (PCOB) 600,000
Department requests to do one floor per year
for three years. The tiles contain asbestos, and
an asbestos company would have to remove
the carpet, tile, and glue. This may require
complete relocation of offices during
replacement.
April 20, 2009
33
Remove 4000
Gallon UST
(diesel fuel tank)
@ EMS and
Replace with
above ground
tank-used for
the generator 60,000
Replace underground tank that is approx. 20
years old to bring up to regulation. Leaks could
be very costly if the current tank ruptures.
New roof-PCOB 400,000 Scheduled replacement
Demolition of
house & pave lot 220,000
Tear down house and pave lot for PATS
vehicles that are too large for present lots. The
house is located next to the PC Office Bldg.
New roof-EMS 200,000 Scheduled replacement
New roof at
Huck Sansbury
Gym 400,000 Scheduled replacement
Fire Marshal
(FM)
Mobile Air and
Light Vehicle 285,000
A custom built unit, with on board breathing
compressor system for filling SCBA bottles on
the emergency scene. Also, includes a 3-
phase PTO generator, single or multiple light
tower, portable scene lighting, electrical cord
reels and rehab on fire and emergency
incidents. This vehicle would provide
assistance for law enforcement, fire
departments, rescue squads, etc. Vehicle
would be utilized for 20-30 years and provide
better incident safety for emergency workers.
EMS
ECG Monitor
Replacement
Program 250,000
Current monitors are three years old, this would
keep the monitors up to date on technology in
the field. The current machines are reaching
their life span and will need to be replaced.
This will get the monitors onto a rotation
schedule.
Rec, Arts &
Parks (REC)
Rec
Center/Senior
Center Engineer
Fees 52,000
Hiring of engineering/architectural firm to
design site plans, floor plans, etc. for grant
application opportunities.
April 20, 2009
34
Helena gym
improvements 53,000
Phase two upgrade restrooms to meet ADA
requirements.
Office Rec
Center--old DSS
building 100,000
Convert old Social Services building into offices
for Recreation, Arts, & Parks. Presently using
back half of building for programs/meetings and
storage. PCC is using front half for classes.
Rec
Center/Senior
Center 5,950,000
Combined facility-indoor pool, elevated walking
track, 2 gyms, racquetball, exercise rooms,
meeting rooms, office space, outdoor skate
park.
Playground
improvements 150,000
Replace old equipment at various parks. We
schedule to replace/update equipment each
year to improve safety. Have not been
replaced in 3 years.
Paving-3
Walking tracks 130,000
Repave existing walking tracks-built in early
90's-many are cracking due to age, also
drainage will be repaired as needed.
Kirby--Renovate
second floor 500,000
Convert second floor of Kirby into meeting and
teaching rooms for art classes. PCC is looking
for additional space for Associate in Fine Arts
program. Grant opportunities are being
explored.
Mayo Park-
camping cabins
(2) and
restrooms for
camp area # 2 100,000
More cabins will increase revenues for Mayo
Park
Helena park
expansion 350,000
Includes parking, tennis courts, and additional
multi-purpose field. Growth in southern Person
County needs larger park area. Old school will
need to be demolished.
Olive Hill---
construct
outdoor
restrooms 75,000
Current restrooms are accessed through gym-
need availability for after hours use.
April 20, 2009
35
Pied Comm
College (PCC)
Tech Ed
Building 616,117
Current project underway in 08-09. Could be
included in financing options later.
New roof-F, G,
and I Buildings
($225K/ea.) 675,000
All 32 years old and beyond repair. Programs
would be closed down if roof fails for any of the
buildings. All are leaking and pose threat to
equipment and class disruption.
New Telephone
System (Voice
Over IP) 65,600
Replacement of 15 years old system that is
outdated. Difficult to expand system and locate
parts.
Paving and
Expansion-
Parking Lot 4 100,000
Additional parking spaces are needed due to
growth in number of students.
Renovate
Building F lower
level, Bldg G
lower level &
Bldg D 1,283,800
Renovations to these bldgs will provide
relocation and expansion of welding and
electrical/electronics programs. Also will
provide for new technology, lighting, HVAC,
seating/desks, etc.
Public Schools
(SCH)
PHS fire alarm &
security system
replacement 200,000
Current fire alarm system out of repair,
replacement parts can no longer be obtained.
This would improve system connectivity to the
phone system for better communication during
an emergency situation. They would also
implement a controlled access system to all
outside doors for added security.
New roof-
Northern Middle
School 1,500,000
Roof is currently 18-20 years old and
scheduled for replacement
Exterior wall
waterproofing
Person High 60,000
Water is penetrating the exterior walls causing
the paint not to adhere inside of the school and
causing bad odors.
April 20, 2009
36
Window
replacement-
Earl Bradsher 370,000
Scheduled replacement-starting to leak and to
make more energy efficient.
Window
replacement-
North Elem 450,000
Scheduled replacement-starting to leak and to
make more energy efficient.
New roof-SMS
Gym 100,000
Scheduled replacement-life expectancy will be
reached and starting to deteriorate.
Window
replacement-
North End Elem 500,000
Scheduled replacement-to make more energy
efficient.
Stadium
restrooms &
seating 500,000
Restrooms are not readily accessible to the
public. Handicap access is not available, in
addition, stadium seating needs to be added for
crowd control .
Window
replacement-
Woodland Elem 400,000
Scheduled replacement-to make more energy
efficient.
New roof-portion
of PHS 1,000,000
Roof section covers 1991 addition, this section
is 17 years old and is expected to last 18-20
years.
Window
replacement-
Oak Lane Elem 500,000
Scheduled replacement-to make more energy
efficient.
Window
replacement-
South Elem 600,000
Scheduled replacement-to make more energy
efficient.
New roof-Early
Intervention 125,000
Scheduled replacement-life expectancy will be
reached and starting to deteriorate.
Paving-PHS &
South Elem 100,000
Pavement is showing signs of deterioration and
will start breaking apart with continued traffic
and winter weather.
Window
replacement-
Person High 600,000
Windows are in poor condition, not energy
efficient and water and air easily enter bldg
through them.
VCT floor tile
replacement
Earl Bradsher 125,000
Floor tiles are original to the bldg from 1950
and are worn out. They also contain asbestos
hazards.
April 20, 2009
37
Paving-tracks at
PHS & SMS 200,000
Repairs have been made to these tracks in the
past, but the cracks reappear rapidly. The
tracks must be removed and a new base built
to adequately repair the facilities making them
safer for students.
Maintenance
Facility 1,500,000
Existing facility is 60 years old and in poor
condition. Also, not enough space for
operation or storage areas.
New roof-North
End 750,000
Scheduled replacement-life expectancy will be
reached and starting to deteriorate.
New roof-
Southern Middle 1,500,000
Scheduled replacement-life expectancy will be
reached and starting to deteriorate.
Chiller
replacement @
PHS 285,000
Chiller will be 23 years old and is at the end of
life for the unit.
April 20, 2009
38
DEPT PROJECT TYPE
CO. MGR'S
RECOM
PRIORITY PROJECT TITLE TOTAL COST
CS Roofing 1 New roof-Library 250,000
CS Roofing 2 New roof-Olive Hill Gym 160,000
CS Roofing 3
New roof-Airport Pump
Building 25,000
SCH Roofing 4
New roof-Northern
Middle School 1,500,000
SCH Bldg Improvement 5
Exterior wall
waterproofing Person High 60,000
PCC Roofing 6
New roof-F, G, and I
Buildings ($225K/ea.) 675,000
CS Bldg Improvement 7
Hot Water repair at LEC
(will need to do repiping) 110,000
CS Bldg Improvement 8 Courthouse Renovations 3,200,000
PCC
New Bldg
Construction 9 Tech Ed Building 616,117
SCH Equipment 10
PHS fire alarm &
security system
replacement 200,000
CS Roofing 11
New roof-Kirby Civic
Auditorium 450,000
CS Roofing 12 New roof-PCOB 400,000
CS Roofing 13 New roof-EMS 200,000
CS Roofing 14
New roof at Huck
Sansbury Gym 400,000
April 20, 2009
39
SCH Roofing 15 New roof-SMS Gym 100,000
SCH Roofing 16 New roof-portion of PHS 1,000,000
SCH Roofing 17
New roof-Early
Intervention 125,000
SCH Roofing 18 New roof-North End 750,000
SCH Roofing 19
New roof-Southern
Middle 1,500,000
SCH Equipment 20
Chiller replacement @
PHS 285,000
SCH Bldg Improvement 21
Window replacement-
Earl Bradsher 370,000
SCH Bldg Improvement 22
Window replacement-
North Elem 450,000
SCH Bldg Improvement 23
Window replacement-
North End Elem 500,000
SCH Bldg Improvement 24
Window replacement-
Woodland Elem 400,000
SCH Bldg Improvement 25
Window replacement-
Oak Lane Elem 500,000
SCH Bldg Improvement 26
Window replacement-
South Elem 600,000
SCH Bldg Improvement 27
Window replacement-
Person High 600,000
CS Bldg Improvement 28
Replace carpet & tile
(PCOB) 600,000
CS Equipment 29
Remove 4000 Gallon
UST (diesel fuel tank) @
EMS and Replace with
above ground tank-used
for the generator 60,000
April 20, 2009
40
REC Bldg Improvement 30
Rec Center/Senior
Center Engineer Fees 52,000
SCH Bldg Improvement 31
Stadium restrooms &
seating 500,000
CS Paving 32
Paving-driveway &
parking lots-Anim Ctrl &
PW maintenance 100,000
REC Bldg Improvement 33
Helena gym
improvements 53,000
PCC Equipment 34
New Telephone System
(Voice Over IP) 65,600
SCH Paving 35
Paving-PHS & South
Elem 100,000
SCH Bldg Improvement 36
VCT floor tile
replacement Earl Bradsher 125,000
SCH Paving 37
Paving-tracks at PHS &
SMS 200,000
SCH
New Bldg
Construction 38 Maintenance Facility 1,500,000
PCC Paving 39
Paving and Expansion-
Parking Lot 4 100,000
PCC Bldg Improvement 40
Renovate Building F
lower level, Bldg G lower
level & Bldg D 1,283,800
EMS Equipment 41
ECG Monitor
Replacement Program 250,000
REC
New Bldg
Construction 42
Rec Center/Senior
Center 5,950,000
REC Paving 43 Paving-3 Walking tracks 130,000
CS Paving 44
Demolition of house &
pave lot 220,000
REC Bldg Improvement 45
Office Rec Center--old
DSS building 100,000
April 20, 2009
41
REC Equipment 46
Playground
improvements 150,000
REC Bldg Improvement 47
Kirby--Renovate second
floor 500,000
REC
New Bldg
Construction 48
Mayo Park-camping
cabins (2) and restrooms
for camp area # 2 100,000
REC Paving 49 Helena park expansion 350,000
REC
New Bldg
Construction 50
Olive Hill---construct
outdoor restrooms 75,000
FM Equipment 51
Mobile Air and Light
Vehicle 285,000
April 20, 2009
42
Sources of
Revenue for
Project Costs:
Budget
Year
2009-10
Planning
Year
2010-11
Planning
Year
2011-12
Planning
Year
2012-13
Planning
Year
2013-14
Revenues:
Transfer from
General Fund
1,700,3
00
1,505,300 1,375,300
1,208,900
976,300
Transfer from
County Capital
Reserve Fund
54,700
114,700 479,700
484,700
660,700
Transfer from
County Capital
Reserve Fund
(Schools)
-
800,000 895,000
1,440,000
885,000
Grants
-
- -
-
500,000
Debt Service
Proceeds
-
3,817,000 -
-
5,500,000
Total Sources:
1,755,0
00 6,237,000 2,750,000 3,133,600 8,522,000
Project Costs: (in
recommended
order)
Budget
Year
2009-10
Planning
Year
2010-11
Planning
Year
2011-12
Planning
Year
2012-13
Planning
Year
2013-14
Public Buildings:
New roof-Library
250,000
- -
- -
New roof-Olive
Hill Gym
160,000
- -
- -
New roof-Airport
Pump Building
-
25,000 -
- -
Hot Water repair
at LEC (will need
to do re-piping)
60,000
50,000 -
- -
Courthouse
Renovations *
-
3,200,000 -
- -
New roof-Kirby
Civic Auditorium
-
225,000 225,000
- -
New Roof-
PCOB
-
200,000 200,000
- -
New Roof-EMS
-
- 150,000
50,000 -
New roof-Huck
Sansbury Gym
-
- 250,000
150,000 -
Replace carpet
& tile (PCOB)
-
- -
200,000
200,000
April 20, 2009
43
Remove 4000
Gallon UST (deisel
fuel tank) @
EMS and
Replace with
above ground
tank-
used for the
generator
-
- -
60,000 -
Paving-driveway
& parking lots-
Anim Ctrl & PW
maintenance
-
- -
50,000
50,000
Demolition of
house & pave lot
-
- -
- -
EMS:
ECG Monitor
Replacement
Program
-
- -
-
75,000
Fire Marshal:
Mobile Air and
Light Vehicle
-
- -
- -
Recreation, Arts
& Parks:
Rec
Center/Senior
Center Engineer
Fees
-
- -
52,000 -
Helena gym
improvements
-
- -
26,000
27,000
Recreation and
Senior Center **
-
- -
-
6,000,000
Paving-6
Walking tracks (3
per year)
-
- -
30,000
35,000
Office Rec
Center--old DSS
building
-
- -
25,000 -
Playground
improvements
-
- -
25,000 -
Kirby--Renovate
second floor
-
- -
250,000 -
Mayo Park-
camping cabins (2)
and restrooms for
camp area (2)
-
- -
50,000 -
Helena park
expansion
-
- -
- -
Olive Hill---
construct outside
restrooms
-
- -
- -
April 20, 2009
44
Total County
Projects
470,000
3,700,000 825,000
968,000
6,387,000
Piedmont
Community
College (PCC):
New roof-F, G,
and I Buildings
($225K/ea.)
225,000
225,000 225,000
- -
Technical
Education Building
***
-
617,000 -
- -
New Telephone
System (Voice
Over IP)
-
- 30,000
35,600 -
Paving and
Expansion-Parking
Lot 4
-
- -
50,000
50,000
Renovate
Building F lower
level, Bldg G lower
level & Bldg D
-
- -
100,000
100,000
Total PCC
225,000
842,000 255,000
185,600
150,000
Project Costs: (in
recommended
order)
Budget
Year
2009-10
Planning
Year
2010-11
Planning
Year
2011-12
Planning
Year
2012-13
Planning
Year
2013-14
Public Schools:
New roof-
Northern Middle
School
750,000
750,000 -
- -
Exterior wall
waterproofing
Person High
60,000
- -
- -
PHS fire alarm &
securtiy system
replacement
200,000
- -
- -
New roof-SMS
Gym
50,000
50,000 -
- -
New roof-portion
of PHS
-
500,000 500,000
- -
New roof-Early
Intervention
-
50,000 75,000
- -
New roof-North
End
-
250,000 250,000
250,000 -
New roof-
Southern Middle
-
- 750,000
750,000 -
Chiller
replacement @
PHS
-
95,000 95,000
95,000 -
Window
replacement-Earl
Bradsher
-
- -
185,000
185,000
April 20, 2009
45
Window
replacement-North
Elem
-
- -
125,000
325,000
Window
replacement-North
End Elem
-
- -
250,000
250,000
Window
replacement-
Woodland Elem
-
- -
200,000
200,000
Window
replacement-Oak
Lane Elem
-
- -
125,000
125,000
Window
replacement-South
Elem
-
- -
-
300,000
Window
replacement-
Person High
-
- -
-
300,000
Stadium
restrooms &
seating
-
- -
-
250,000
Paving-PHS &
South Elem
-
- -
-
50,000
VCT floor tile
replacement Earl
Bradsher
-
- -
- -
Paving-tracks at
PHS & SMS
-
- -
- -
Maintenance
Facility
-
- -
- -
Total Public
Schools
1,060,0
00
1,695,000 1,670,000
1,980,000
1,985,000
Total Uses:
1,755,0
00 6,237,000 2,750,000 3,133,600 8,522,000
Sources of
Revenue for
Operating Impact
Costs:
Budget
Year20
09-10
PlanningYe
ar2010-11
PlanningYear20
11-12
PlanningYea
r2012-13
PlanningYear2
013-14
Property Tax
132,115
287,115 437,115
437,115
802,115
Fees
Rec/Sr Center
user fees
-
- -
- -
Total Sources of
Revenue for
Operating Impact
Costs
132,115
287,115 437,115
437,115
802,115
April 20, 2009
46
Operating Impact
Costs:
Budget
Year
2009-10
Planning
Year
2010-11
Planning
Year
2011-12
Planning
Year
2012-13
Planning
Year
2013-14
Courthouse
Project
Operating
-
5,000 5,000
5,000
5,000
Personnel
94,768
94,768 94,768
94,768
9,768
Recreation and
Senior Center
Project
-
- -
- -
Personnel/Op
erating
-
- -
- -
Technical
Education Building
Project
Current
Expense
37,347
37,347 37,347
37,347
37,347
Debt Service
Payments:
Courthouse
Project
-
125,000 250,000
250,000
250,000
Recreation
and Senior Center
Project
-
- -
-
450,000
Technical
Education Building
Project
-
25,000 50,000
50,000
50,000
Total Operating
Impact Costs
132,115
287,115 437,115
437,115
802,115
Notes:
The items highlighted in orange represents the year that these projects are
proposed to be fully funded.
The remaining items are costs that could be budgeted in the Capital Reserve Fund that year to minimize the impact of the
full cost of the project in a future year. If it is decided that the funding capacity is not there to make this possible or that the
fund balance appropriation would be too high, these projects would be need to be reduced or moved across the year(s).
April 20, 2009
47
* Courthouse Renovation Project
We have 3 years to be able to finance this project and include the costs incurred in FY 2009 for architect fees & safety
equipment. If it is decided to delay this project beyond that time, these A&E fees and safety equipment costs would not be
eligible for reimbursement under the financing agreement. However, this should not dictate the timing on a financing if the
funding capacity is not available within that 3 year window.
** Rec and Senior Center
We have 7 years before we are required to issue obligation bonds for this project. The latest we could begin this project
would be FY 2016. However, the A&E fees ($52K) would need to be incurred in the year prior to the beginning date of project
construction to determine the total scope of this project.
*** PCC's Technical Education Center
We will complete the payment on this project in the current year for FY 2009. This project was approved with the intent of
doing a future borrowing. We have 3 years to finance this project. If it is decided not to include in a borrowing, then this
amount would just close to fund balance in FY 2009 and would come off of the CIP. We are currently showing a borrowing
for this project to be done in conjunction with the Courthouse project. The courthouse will more than likely serve as
collateral for this project if we couple it with the Courthouse Renovation project.
Ms. Wehrenberg noted the only revenue source for the CIP is property taxes.
The County Manager reiterated that once the CIP is adopted, it will be reviewed
annually for any needed changes.
When asked about lottery funds, Ms. Wehrenberg stated lottery funds are
deposited into public capital fund (ADM fund). The Board of Education applies to the
State for ADM funds, allocates the funds and notifies the county the funds are available.
The county draws down the funds once the project is complete. It is a revenue source
counties use for projects, but schools have control to apply for those funds. The county is
responsible for applying for ADM funds for school debt. Ms. Wehrenberg stated there is
a combination of the lottery funds and capital outlay funds to fund the school projects
requested in the budget. The County Manager stated the general statute around the
lottery funds does not allow the county to supplement local funding to offset the lottery
funds.
Mr. Bailey explained the bidding process to the Board. He stated the process
includes developing a set of plans, listing the project with the Dodge Group, contacting
various contractors, and advertising in the local newspaper or other specific papers of
interest. When plans are obtained from the engineer by people of interest, a fee is
generally charged, and a pre-bid conference is held to further describe the project as well
as field questions. Usually a cut off date is set for answering questions. A bid opening
April 20, 2009
48
date is set and once bids are opened, an engineer will study and evaluate bids for
completeness, errors, proper documentation, license requirement, and scope of criteria.
The engineer will usually recommend the low bidder of the project that meets all the
guidelines for the project to the Board for approval.
County Manager, Heidi York asked the Board to schedule a subsequent meeting
to further discuss the Capital Improvement Plan. The Board agreed to meet at 5:00 pm
on May 4, 2009 prior to the regular session meeting. Ms. York stated the budget will be
presented at May 18, 2009.
RECESS:
A motion was made by Commissioner Puryear , seconded by Commissioner
Jeffers, and carried at 11:50 a.m to recess the meeting until 12:00 noon at which time the
Board will be meeting jointly with the City of Roxboro in the Gallery Room at the Person
County Public Library.
_____________________________ ______________________________
Brenda B. Reaves Johnny Myrl Lunsford
Clerk to the Board Chairman
April 20, 2009
49
PERSON COUNTY BOARD OF COMMISSIONERS April 20, 2009
MEMBERS PRESENT OTHERS PRESENT
Johnny Myrl Lunsford Heidi York, County Manager
Jimmy B. Clayton
Kyle W. Puryear - ABSENT 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
recess session on Monday, April 20, 2009 at 12:00 noon in the Gallery Room at the
Person County Public Library for the purpose of meeting jointly with the City of Roxboro
Council.
Chairman Lunsford called the recessed meeting to order at 12:23 p.m.
Commissioner Puryear was not present for the joint meeting.
County Manager, Heidi York stated the joint meeting would begin with a
presentation from NC DOT. Mark Eatman, Transportation Engineer I and Travis
Marshall of NC DOT Transportation Planning Branch provided a Transportation
Planning presentation for Person County to the two governing boards stating the purpose
is to identify existing and future transportation deficiencies and to generate information
that decision makers can use to guide future transportation decisions. Primary objectives
are to reduce traffic congestion and improve safety. A Comprehensive Transportation
Plan will update the Thoroughfare Plans completed for Person County in 1996 and the
Roxboro Plan completed in 1999. A Comprehensive Transportation Plan (CTP) is a long
range multi-modal transportation plan, developed cooperatively with NC DOT, the local
Planning Organizations, and representatives from the County and its Municipalities. The
CTP emphasizes incorporating local land use plans and community goals. Projects
would be selected form a CTP for inclusion in the Transportation Improvement Plan
(TIP). Comparatively the TIP is a 7-year planning document and funding schedule where
the CTP has a 25-30 year time span and is not fiscally constrained. The DOT
representatives explained to the two governing boards that having a multimodal online
map and database driven list of projects is a way DOT works with counties and is the
new way projects to be ranked to move up or down on the TIP list to received funding,
when available. The new format allows the data for Peron County to illustrate need for a
project when reviewed by the Secretary of Transportation. Mr. Eatman noted a
Resolution of confirmation by the Board of Commissioners for participation in a
Multimodal Comprehensive Transportation Study took place on November 17, 2008.
Two CTP meetings have taken place and another meeting is scheduled for April 27,
2009. Mr. Eatman gave the governing boards the website for more information on the
Person County CTP; http;//ncdot.gov/doh/preconstruct/tpb/planning/PersonCTP.html.
Both governing boards questioned the representatives and stated their frustration over the
April 20, 2009
50
501 North project not being realized for over 18 years. Mr. Marshall stated he and Mr.
Eatman were there to assist in the planning and had no decision in which projects were
ranked to received funding. Mr. Marshall stated that Person County needs to gather data
for their plan to include traffic forecasting, the number of vehicles that travel a certain
road, how many accidents, where the road is going to, etc. that would justify moving a
project up the list based on need to receive funding, and not so much on politics. Mr.
Marshall noted a two-lane road should have 12,000 – 14,000 average traffic flow to be
considered at capacity and considered for widening. Mr. Marshall summarized stating
their office could dedicate staff to gather data and information to create the Person
County CTP that will enhance Person County’s chance to get a project ranked and
funded.
Commissioner Kennington asked the DOT representatives to give the County
Manager an update on the Rolling Hills Road bridge repair.
City Manager, Jon Barlow proceeded to give the two governing bodies an update
on the Dan River with a presentation of information compiled by the City of Roxboro and
Mr. Don Garbrick, PE, of Pease Associates. Mr. Barlow stated he, Mr. Tommy Warren
and Mr. Garbrick were recently invited to a Roanoke River Basin Bi-State Commission
meeting in Clarksville. The land served by the Dan River is Roxboro, Person County,
Yanceyville, Caswell County. Person County’s existing raw water facilities are City
Lake and Lake Roxboro with realistically 8 million gallons of water daily. Person
County’s long term plan (50 years down the road) is the Dan River as an alternative
source and a permit for Reclassification of the Dan River to IV waters is required. Mr.
Barlow presented the group with the Tentative Schedule for Reclassification. Mr. Barlow
stated they are presently working with the State of Virginia, awaiting text and documents
for the public hearing to be completed by the State. Once the text for the public hearing
is received, a public hearing will be conducted and held in Caswell County as this is the
site of the intake structure. Mr. Barlow noted that in November 2009 would be the
earliest a potential permit could be received.
Commissioner Kennington commended the City’s foresight on the issue for a
water alternative.
City Manager, Jon Barlow informed the group the Human Relations Commission
has not been successful in having a quorum to elect officers or having regular scheduled
meetings. Mr. Barlow noted a state consultant is and has been available to guide the
members of the commission. Chairman Lunsford stated the Human Relations
Commission was a resulted as part the settlement of a legal suit (Webster vs Board of
Education) to promote amicable relations and mutual respect among all groups within the
City of Roxboro and Person County representing ethnic groups. The group agreed the
commission should be left in tact and not abolished and suggested setting a schedule of
meetings to increase participation.
April 20, 2009
51
County Manager, Heidi York asked for feedback on possible joint partnerships for
the City of Roxboro and Person County to work together providing services to the
citizens. Ms. York stated one idea was to possibly merge the City and County
Inspections, to house under 1 roof to consolidate costs, increase customer service and a
seamless service for citizens. The City Inspections focuses mostly on housing and the
County has other functions in inspections. An interlocal agreement was formed and after
review by the attorneys, it was noted there would not be the cost savings as hoped. Ms.
York noted that both the City and County IT departments do function together and other
ideas to possibly review are joint ventures with Planning & Zoning, and/or Economic
Development.
County Manager, Heidi York offered the opportunity for the group to have open
dialogue on any issues of mutual concern. Ms. York stated that a citizen, Ms. Frances
Blalock had suggested for both boards to discuss how can we make the MRF a success?
Person Industries Director, Wanda Rogers gave the group a brief update noting
the equipment for the material recycling facility will be arriving the week of May 4, 2009
working toward an in operation date of July 1, 2009. Ms. Rogers stated the lease was
approved by the Board of Commissioners earlier this date. Projected hours of operation
would be 8:00 a.m. – 5:30 p.m. Monday – Saturday, with possible evening hours during
the summer. Recyclables include white goods, oil and oil filters, electronics, fluorescent
lights, and scrap metal. Ms. Rogers noted a $20,000 grant was been awarded to Person
Industries for this project. Ms. Rogers expects to employ 20-25 employees to work at the
recycling facility at start up.
Commissioner Kennington stated the present landfill contract will expire in 2017
and the efforts of recyclables at the new facility to reduce intake at the landfill.
Commissioner Kennington laid out options the county will have in 2017 including
continuing to contract out for the landfill, a county owned landfill, or ship waste out of
county and mentions the City needs a voice in the process with the waste pickup they are
currently doing. City representative note the costs are a big concern. Ms. Rogers stated
solid waste disposal taxes are used to clean up landfills.
Commissioner Jeffers stated education is a priority to make the recycling a
success. Ms. Frances Blalock gave credit to the Person County Retired School Personnel
for the project at South Elementary to educate and place bins into the schools. Ms.
Blalock further stated a plan is in the works to present to Dr. Cartner that provides for an
incentive program for students to recycle.
Commissioner Kennington suggested the two boards consider a joint use of a
grant writer.
April 20, 2009
52
Commissioner Kennington mentioned to the City Board that the County has
$4500 for use toward the July 4th fireworks show and the suggestions outline to Mitch
Pergerson earlier today to inquire for corporate sponsors or other creative ways to fund
the costs for this program.
Both governing boards agreed to meet jointly again on September 16, 2009 at
noon in the Gallery Room at the Person County Public Library.
ADJOURNMENT:
A motion was made by Commissioner Clayton, seconded by Commissioner
Jeffers, and carried to adjourn the meeting at 2:15 p.m.
_____________________________ ______________________________
Brenda B. Reaves Johnny Myrl Lunsford
Clerk to the Board Chairman