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December 7 December 7, 2009 1 PERSON COUNTY BOARD OF COMMISSIONERS DECEMBER 7, 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, December 7, 2009 at 7:00 p.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. Commissioner Kennington recognized boy scouts in the audience working on their citizenship and community merit badges and asked them to lead the Pledge of Allegiance. PUBLIC HEARING: REQUEST TO AMEND SECTION 77-3 OF THE ZONING ORDINANCE MINIMUM LOT SIZE WITHIN CLUSTER DEVELOPMENTS: A motion was made by Commissioner Puryear, seconded by Commissioner Jeffers and carried to open the Public Hearing to hear the request to amend Section 77-3 (Cluster Development) of the Zoning Ordinance Minimum to allow no minimum lot area for single-family and multi-family attached structures. Planning Director Paula Murphy told the Board that in 2005, Section 77, Cluster Development, was approved by the Board to allow developers to cluster residential lots while preserving thirty percent of the area for open space. The intent was to encourage the development of town home and condominium projects. Ms. Murphy stated the current language of Section 77-3 is as follows: All lots shall be a minimum of 6000 square feet of usable land (not to include any right of way or easements). The proposed change is to add: For singe-family or multi-family attached structures there shall be no minimum lot area. Ms. Murphy stated the reason for this proposed change is to allow condominium development within the County. The Planning Board held a public hearing on November 12, 2009 and voted unanimously to recommend approval of the proposed language to Section 77-3. No one spoke in favor or in opposition of the request to amend Section 77-3 of the Zoning Ordinance: A motion was made by Commissioner Jeffers, seconded by Commissioner Clayton and carried to close the Public Hearing for the request to amend Section 77-3 (Cluster Development) of the Zoning Ordinance Minimum to allow no minimum lot area for single-family and multi- family attached structures. December 7, 2009 2 A motion was made by Commissioner Puryear, seconded by Commissioner Kennington and carried to approve the request to amend Section 77-3 (Cluster Development) of the Zoning Ordinance Minimum to allow no minimum lot area for single-family and multi-family attached structures. DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA: A motion was made by Commissioner Puryear, seconded by Commissioner Kennington and carried to add to the agenda for Board consideration a Resolution Opposing Public Notice Filed by CenturyLink with National Telecommunications and Information Administration as well a letter of support from the Board to the Executive Director of e-NC Authority of the NC Rural Economic Development Center, both recommended by the High Speed Internet Committee. Commissioner Puryear requested this item be placed as the first item of new business. A motion was made by Commissioner Puryear, seconded by Commissioner Jeffers and carried to approve the agenda as adjusted. INFORMAL COMMENTS: There were no comments from the public. APPROVAL OF MINUTES: A motion was made by Commissioner Puryear, seconded by Commissioner Jeffers, and carried to approve the minutes of November 16, 2009. ADMINISTRATIVE REPORTS: A motion was made by Commissioner Jeffers, seconded by Commissioner Puryear, and carried to approve the Administrative Reports for the Airport, Emergency Services, Library, Administrative Department Record Retention Log, Tax Administration & Collections. OLD BUSINESS: ECONOMIC DEVELOPMENT DIRECTOR POSITION: County Manager, Heidi York stated at the Board’s November 16, 2009 meeting when the Economic Development Director job description was reviewed and approved, the Board asked for a timetable for filling the Economic Development Director vacancy as well as requested the County Manager to identify a funding source to be brought back to the Board for discussion. Ms. York estimated the funding needs for the Economic Development Director position for January through the end of the current fiscal year to be approximately $65,000. The rough estimate for six months include $35,000 to cover salary, $9,000 to cover benefits, and $20,000 to cover operating expenses noting there is no recruitment money included in this budget, so that will be an additional expense if the Board desires. Ms. York stated the only available funding source is the County’s fund balance. Because the expenditures are a recurring, operating expense, Ms. York did not recommend funding with the county fund balance. December 7, 2009 3 Commissioner Clayton stated he understood the important need of the economic development director position but considering the economic situation and the fact that the Board had cut that position out of the budget for this fiscal year, it was a funding issue and the county may have to do without some things it needed. Commissioner Kennington agreed with Commissioner Clayton and stated he was in favor of the County Manager to proceed with the process of recruiting, identifying and interviewing candidates for this position but preferred to make the start date effective July 1, 2010 due to the agreement of the Board not to fund this position for a year as well as considering the additional costs the State of NC has put on Person County. Commissioner Puryear spoke in favor to move forward with the hiring of the economic development director position. Commissioner Puryear felt this is a necessity for the economic development for the county and a priority of the Future’s project. Commissioner Jeffers agreed with Commissioner Puryear and stated Person County needed representation for economic development as noting the Strategic Planning process had made this more evident. Chairman Lunsford stated the hiring of a director needed to be done noting by the time advertising, interviews take place, and finding the right person, the new fiscal year will be close to that time. The County Manager, Heidi York stated the timeline for the advertising, interviewing was estimated at two-three months to have someone on board which would cut the six-month estimate in half. A motion was made by Commissioner Puryear, seconded by Commissioner Jeffers, and carried by majority vote 3/2 to move forward with the hiring of the Economic Development Director. Commissioners Clayton and Kennington cast the dissenting votes. CAPITAL IMPROVEMENT PLAN (CIP) FUNDING ALLOCATION: County Manager, Heidi York and Finance Director, Amy Wehrenberg presented the revised 5-year CIP for Person County to the Board. Ms. Wehrenberg highlighted a change to include a grouping of selected roofing projects as part of the borrowing already scheduled for the Courthouse Renovation in FY 2011 to accomplish three things: 1) by increasing the amount to be borrowed for the Courthouse when adding the roofing costs allows for this project to be more substantial and attractive to banks thereby increasing Person County’s chance of getting a better interest rate, 2) Person County can likely use the Courthouse as collateral for all the roofing project which simplifies other collateral issues and 3) Person County can reduce the dependency to fund balance in future years since debt proceeds will be the major source of revenue for these projects. Other changes from November’s discussion of the CIP encompass the movement of the most critical roofing to the current year to be paid from available fund balance. This includes the roofing for the Person Counseling Center, Library, Building G at the Community College and Northern Middle School. Ms. Wehrenberg also noted the reserve of additional funds in the current year to account for possible overages with the roofing and Courthouse bid due to the fact that Person County is not bidding these projects out until the fall of next year to cover the possibility of increasing costs and materials and costs associated with borrowing. The remaining December 7, 2009 4 changes from November’s discussion are the general shuffling of projects across the years in order to accomplish the completion of the majority of projects listed. The County Manager and the Finance Director felt this CIP is feasible however other options are available including two separate financings to the necessary timing of the projects outlined however the average issuance costs is approximately $50,000 per financing so it would be of benefit to group as many projects as possible when considering a financing. Ms. Wehrenberg requested discussion of the newest revisions and if acceptable, adoption of the 5 year (2010-2014) CIP as presented noting the Board would only be committing the funds listed in the current year. The next scheduled meeting to review and update the CIP will be in the spring of 2010 for adoption of the needs and priorities for the 2011-2015 Plan as well as to allocate funding for the projects in FY 2010-2011. Ms. Wehrenberg confirmed for the Board that Person County Schools lottery requests will not affect the CIP. County Manager, Heidi York stated all projects for the Person County Schools listed on the CIP would be paid for with county funding and none would be paid with lottery funding. Commissioner Kennington requested Larry King to speak to the affects of shuffling the window replacements to later years. Ms. York confirmed that she, the Finance Director, Public Works Director, David Rogers and Larry King, Person County Schools and a representative of the Community College met to discuss priority and if projects were moved to later years, the representative of each agency expressed consent. Mr. King stated the roofing work took precedence over the window replacements and wanted to work with the county on spreading out the funding. Commissioner Jeffers thanked the Finance Director and the County Manager for revising the CIP and confirmed the Board was only committing fund balance for this fiscal year (2009/10) only. Commissioner Puryear stated it was a good plan if there was support for the projects to be grouped to finance at a lower rate, however, noted his opposition to the $3.2 million project for the Courthouse and therefore could not support the CIP. Commissioner Clayton stated the county needed to maintain the buildings and are obligated to do so. Chairman Lunsford stated the Courthouse is at a critical point noting it is a good idea to lump projects together using the Courthouse as collateral. Commissioner Kennington requested an update from the County Manager regarding grants/stimulus funds for the Courthouse project. County Manager, Heidi York stated the Board had moved forward with design work which is in process but there have no opportunities presented to apply for federal funds to date. Ms. York recognized David Rogers, Public Works Director who noted Person County would be applying for funds through the State Energy Office for lighting/energy updates for county buildings which could be used at the Courthouse if awarded but was not construction funding. December 7, 2009 5 Commissioner Kennington inquired about the County Manager or the Chairman going to Washington, DC to talk with Senators or Congressman to advocate for stimulus funding for historic preservation projects to assist with the Courthouse project. The County Manager noted the Association of County Commissioners has done a good job keeping managers informed when funding is becoming available. Ms. York noted her willingness to correspond and meet if the Board felt it would help. Commissioner Kennington requested County Manager to write a letter to our Senators and Congressman as well as call each to identify anything Person County can do to be awarded any stimulus funding. The County Manager stated she would copy the Board on such letter. A motion was made by Commissioner Jeffers, seconded by Commissioner Clayton, and carried by majority vote to adopt the 5 year (2010-2014) CIP as presented committing only the allocation of funds listed in the current fiscal year (2009/2010). Commissioners Kennington and Puryear cast the dissenting votes. December 7, 2009 6 December 7, 2009 7 December 7, 2009 8 December 7, 2009 9 Chairman Lunsford stepped down as Chairman of the Board and turned the meeting over to the County Attorney, Ron Aycock to preside as the Board would reorganize. ORGANIZATIONAL MEETING: County Attorney, Ron Aycock stated State law required the Board to reorganize at the first meeting of December of each year. County Attorney, Ron Aycock presided over the election of the Chairman and Vice- Chairman. Mr. Aycock asked for nominations from the floor for the election of Chairman. Commissioner Puryear nominated Commissioner Lunsford for Chairman of the Board. There were no more nominations. A motion was made by Commissioner Kennington, seconded by Commissioner Puryear and carried to close the nominations. By acclamation, Commissioner Lunsford was elected as Chairman of the Board for one year effective immediately. County Attorney, Ron Aycock asked for nominations from the floor for Vice-Chairman of the Board of Commissioners. Chairman Lunsford nominated Commissioner Clayton. There were no more nominations. A motion was made by Commissioner Kennington, seconded by Commissioner Jeffers and carried to close the nominations. By acclamation, Commissioner Clayton was elected Vice-Chairman of the Board for one year effective immediately. Chairman Lunsford thanked the Board for their confidence in him to serve as Chairman another year. December 7, 2009 10 NEW BUSINESS: RESOLUTION OPPOSING PUBLIC NOTICE FILED BY CENTURYLINK WITH NATIONAL TELECOMMUNICATIONS AND INFORMATION ADMINISTRATION: Commissioner Puryear requested former Commissioners Roy Holler, Larry Yarborough and Larry Bowes, all members of the High Speed Internet Committee to report to the Board on the meeting held with CenturyLink at 6:00 p.m. this date as well as recommend adoption of the Resolution Opposing Public Notice Filed by CenturyLink with National Telecommunications and Information Administration and to endorse a letter of support from the Board to the Executive Director of e-NC Authority of the NC Rural Economic Development Center, as recommended by the High Speed Internet Committee. Mr. Yarborough stated the High Speed Internet Committee met with CenturyLink who voiced their concerns about competition in areas in which they already provide coverage. Mr. Yarborough noted a meeting would take place to discuss overlapping in coverage whereby Electronic Solutions will demonstrate there is not an overlap of coverage. Mr. Yarborough presented the Resolution Opposing Public Notice Filed by CenturyLink with National Telecommunications and Information Administration and a letter of support from the Board to the Executive Director of e-NC Authority of the NC Rural Economic Development Center to the Board. Commissioner Kennington confirmed that 90% would be the maximum coverage by CenturyLink when at capacity, leaving 10% Person County citizens unserved. Commissioner Puryear, on behalf of the High Speed Internet Committee, called the public to contact representatives to show support for this grant. Commissioner Puryear stated a meeting would be scheduled with the Executive Director of e-NC Authority of the NC Rural Economic Development Center on the 15th of December at 3:00 p.m. at the Rural Center in Raleigh noting Representative Wilkins would attend and encourage the group to attend. A motion was made by Commissioner Clayton, seconded by Commissioner Jeffers, and carried to adopt the Resolution Opposing Public Notice Filed by CenturyLink with National Telecommunications and Information Administration and to endorse a letter of support from the Board to the Executive Director of e-NC Authority of the NC Rural Economic Development Center, as recommended by the High Speed Internet Committee. Commissioner Puryear request copies of letter of support and Resolution be sent to Governor Purdue, Representative Brad Miller, Senator Hagan Senator Burr, Representative Wilkins, Senator Kinnaird and Ms. Jane Patterson, Executive Director of e-NC Authority. December 7, 2009 11 December 7, 2009 12 RETIREE RESOLUTION OF APPRECIATION: Chairman of the Board read and presented the following Resolution of Appreciation to Mr. Frank Monroe. RESOLUTION OF APPRECIATION WHEREAS, Frank Monroe has served the people of Person County during his tenure working for Person County as a Transportation Specialist with the Person Area Transportation System (PATS); and WHEREAS, Frank Monroe has served the citizens of Person County with honor, integrity, sincerity and dedication, providing accurate, concise services for five years, March, 2004 – November, 2009; and WHEREAS, Frank Monroe has earned the respect and admiration of all who have known him and worked with him throughout his career; and WHEREAS, the County of Person recognizes the many contributions Frank Monroe has made to the County and offers him sincere best wishes for his retirement. NOW, THEREFORE, I, Johnny Myrl Lunsford, Chairman of the Person County Board of Commissioners, do hereby extend this Resolution of Appreciation to Frank Monroe for continually striving to make Roxboro and Person County a better place to live and work. Adopted this the 7th day of December, 2009. (signed) ____________________________________ Johnny Myrl Lunsford, Chairman Person County Board of Commissioners Attest: (signed) _______________________ Brenda B. Reaves Clerk to the Board December 7, 2009 13 RECOGNITION OF STAFF ACCOMPLISHMENTS: Sheriff Dewey Jones recognized Capt. Mike Clayton and Capt. Kevin Crabtree for their completion of the Management Development Program which entailed one week each month for twelve months. Sheriff Jones recognized the great accomplishment on both of the Captains as well as Sheriff Office to have these seasoned officers in leadership roles. Additionally, Sheriff Jones recognized Capt. Crabtree for becoming a National GREAT Certified Training Instructor, and more notably being the only one in the State of North Carolina. REQUEST TO APPROVE A MAJOR SUBDIVISION CONCEPT PLAN FOR POPLAR LANE, LLC: Planning Director, Paula Murphy presented to the Board a request for a Major Subdivision Concept Plan (Grace Lane) for Poplar Lane, LLC off Chub Lake Road. The proposal is to develop four lots into 28 individual lots. The lots included are: Tax Map 140 Parcel 57 consisting of 3 acres; Tax Map 140 Parcel 32 consisting of 13.83 acres; Tax Map 140 Parcel 56 consisting of 3 acres and Tax Map 140 Parcel 58 consisting of 4.41 acres. These four tracts are a total of 24.24 acres. Poplar Lane, LLC is proposing to sell part of the property adjacent to the proposed lots 1, 28 and 27 to the adjoining property owners (see plat). This will change the total acreage of the subdivision. Ms. Murphy noted that at this time, the owner had not submitted an application to the Environmental Health Department to see if the individual lots will perk. The amount of land, if any, that will be sold to the adjoining property owners will be determined by the amount of land needed for septic systems. There is a stream located on the property which will require a thirty foot buffer. The property is mostly wooded and is not located within a designated watershed. All lots will be served by City water and septic systems and all roads are to be built to NCDOT standards. There is a 50 foot access easement shown between Lots 21 and 22 for the future development and/or use of the adjacent property owner. This will also need to meet NCDOT requirements for paving if it is developed. The subdivision ordinance does prefer two means of ingress/egress. The current traffic count for this portion of Chub Lake Road is 6200 vehicles per day. The expected volume per day for 2035 is 11,800. Due to the traffic volume, a right turn lane is required per the Person County Subdivision Ordinance Section 51-12. Planning Staff recommends that if this concept plan is approved, the following conditions be included: 1. The roads are to be constructed to NCDOT standards. Road construction plans are to be submitted to and approved by NCDOT. A copy of the approved road construction plans are to be submitted to the Planning Department. Subdivision entrance to be approved by NCDOT. Subdivision entrance to have one lane ingress and two lanes egress. Sight triangles will be needed, they are not shown on the plans. All lots to have access on the subdivision streets rather than Chub Lake Road. 2. An Erosion and Sedimentation Control Plan to be submitted to NCDHNR, Division of Land Resources, Land Quality Section and a copy of the approved plan to be submitted with the construction plan. 3. A Road Maintenance agreement is to be prepared, reviewed and approved by the County Attorney prior to approval of the final plat. 4. Per Section 51-2, a right turn lane is required. 5. All other requirements of the Subdivision Regulations of Person County, North Carolina are met prior to submittal of the final plat. December 7, 2009 14 Ms. Murphy stated the Planning Board reviewed this item at their November 12, 2009 meeting. The Planning Board discussed such issues as the fifty foot access easement, the drainage area and the right turn lane. The Planning Board decided that the fifty foot stub out easement would have to be built to NCDOT standards if developed and due to the traffic count of 6200 cars per day and the Ordinance stating that a right turn lane shall be required for all counts over 3000, a right turn was required. The Board voted 6 to 0 to forward with a favorable recommendation with staff comments. Assistant County Manager, Paul Bailey stated if the developer makes a request to the county to extend the water system and a water line is placed along those roads, any new construction would be required to tap onto the City waterline. A motion was made by Commissioner Puryear, seconded by Commissioner Clayton, and carried to approve a Major Subdivision Concept Plan (Grace Lane) for Poplar Lane, LLC off Chub Lake Road to develop four lots into 28 individual lots as presented by the Planning Director contingent upon the conditions recommended by the Planning Staff. RESOLUTION FOR REMOVAL OF BOOKS: Register of Deeds, Amanda Garrett presented the Board with a Resolution for temporary removal of Original Deed Books V, 16 & 25 for preservation measures as granted under General Statutes 132.7 with the costs to be borne by the Preservation and Technology Fund. Ms. Garrett stated the costs for preservation would be approximately $4,120.00. Ms. Garrett stated copies from archives in Raleigh could be obtained while the Original Deed Books are being preserved. A motion was made by Commissioner Puryear, seconded by Commissioner Clayton, and carried to approve the Resolution for temporary removal of Original Deeds Books as presented by the Register of Deeds. Ms. Garrett announced 17 years ago this date she was first installed as the Register of Deeds for Person County. December 7, 2009 15 December 7, 2009 16 PERSON COUNTY HEALTH DEPARTMENT’S (PCHD) REVISED FEE SCHEDULE: Health Director, Janet Clayton told the Board the Person County Board of Health conducted its annual review of the Person County Health Department’s Fee Schedule and approved the changes on November 23, 2009. Ms. Clayton explained that due to State budget reductions, the Universal Immunization Program has experienced many changes. The PCHD Fee Schedule has been amended to account for immunizations that will now require payment by individuals instead of being provided at no charge. A fee for 17P injections has also been included in order to be in compliance with maternity program guidelines. In accordance with the North Carolina General Statute 130A-39(g), the Board of Health requests the approval of the Board of Commissioners to implement the proposed fee schedule. Commissioner Kennington commended the Health Director and the Board of Health for only increasing three fees and staying the same on other fees. Commissioner Clayton inquired about the flu clinic. Ms. Clayton stated a webinar would take place on December 8, 2009 for a decision to officially offer the H1N1 vaccine to all citizens outside the target groups. Ms. Clayton state a clinic is planned for Saturday, December 12, 2009 in the FEMA room at the Human Services Building from 8:30 a.m. to 1:00 p.m. A motion was made by Commissioner Clayton, seconded by Commissioner Puryear, and carried to approve Person County Health Department’s Fee Schedule as recommended by the Board of Health. December 7, 2009 17 December 7, 2009 18 December 7, 2009 19 December 7, 2009 20 REQUEST FROM PERSON COUNTY SCHOOLS TO SET ASIDE LOTTERY FUNDS: County Manager, Heidi York stated the Person County Board of Education has requested the consideration of the County Commissioners to set aside the North Carolina Education Lottery Funds for the next three years. The Board of Education intends to spend the set aside funds to relocate the Person County Learning Academy to their property on Virgilina Road, previously known as the VFW property. The relocation would require a renovation of the existing facility at a projected cost of $1.8 million. Ms. York noted that setting aside the Lottery Funds will require the County to avoid using these funds as a revenue source for capital projects for the next three years. However, the Board of Education has the ultimate authority for the use of these funds, not the County. The County has only used the lottery funds as a revenue source for school capital improvements at the request of the Schools. The Schools have included a list of eligible capital projects annually with their budget request. They then choose to apply to draw down these funds with the Department of Public Instruction for these projects which requires a signature by the Chairman of both boards. The School Board initiates the process. Ms. York noted capital requests have been budgeted separately from operating requests and have been funded based on the County’s ability to pay, not based on the amount appropriated for lottery funds. Person County has funded capital through local funds or with debt proceeds. In fact, $8.8 million in debt service payments have been made over the last three years for various school capital improvements. Ms. York recommended the Board to grant the request to the Schools to set aside the Lottery Funds for three years and state that in turn, the County will pledge the future portion of sales tax against the school debt that we will be incurring for the upcoming roofing projects until the last payment is made on that debt. Given that the County is proposing to fund almost $2.2 million in capital for the current year, using all local money, and over $3.2 million to be funded with debt proceeds next fiscal year for the roofing, the County Manager recommended a formal agreement be made between the two Boards for this use of funding. Chairman Lunsford took exception to the statement in the Person County Schools’ Superintendent’s memo to the County Manager stated “Since the inception of the lottery in 2005, the Person County Board of County Commissioners has relied heavily on the Lottery Fund to fund various capital improvements for the Person County Schools.” Chairman Lunsford also disagreed with the statement “…the Commissioners have only assigned $598,890.00 in local funding for capital improvement projects for the school system.” County Manager, Heidi York stated according to county records, capital projects since fiscal year 2008 was $852,896.00. Commissioner Clayton stated Person County Schools decide where lottery funds are spent with both chairs of the Board of Education and County Commissioners signing for those funds. Commissioner Clayton indicated he was not opposed to the Schools setting aside the lottery funds for the project(s) of their choosing but stated the letter sent to the County Manager was concerning noting the accusation “This represents a decline in local funding of $957,718.00 or 62% from the three years before the inception of the lottery.” Commissioner Clayton feels the Board has not under funded the schools and have funded to the best of their ability. Commissioner Clayton was opposed to holding the sales tax strictly on the point that the Governor may choose to hold from the county. December 7, 2009 21 Commissioner Puryear suggested that County Commissioners meet jointly with the Board of Education. County Manager, Heidi York stated a joint session for both boards is scheduled for April 1, 2010. Commissioner Jeffers stated he was not opposed to the Schools’ request to set aside the lottery funds. Commissioner Kennington suggested a policy defining a representative of the governing board to be present when making a request to the other governing board. A motion was made by Commissioner Puryear, seconded by Commissioner Kennington, to approve the request by Person County Schools to set aside lottery funds for the next three years as well as the County pledge the future portion of sales tax against the school debt that will be incurred for the upcoming roofing projects until the last payment is made on that debt. The County Attorney requested the Board to allow him to research the legalities of binding future Boards’ funding three years out noting this board may not be able to obligate this source of funding for three years in the future. A substitute motion was made by Commissioner Clayton, seconded by Commissioner Puryear, and carried to table action on the request by Person County Schools to set aside lottery funds for the next three years until such time the County Attorney has advised the Board any legalities for this request. MID YEAR BUDGET UPDATE: County Manager, Heidi York stated this, the last meeting of the calendar year, presented an opportunity to assess spending levels for the current fiscal year as well as to forecast needs for the upcoming FY 10-11 budget noting several unfunded mandates from the State, incurring unexpected expenses requiring appropriations from the County’s contingency fund and fund balance. As of December 1, 2009 an additional $1,233,885 that was not budgeted, has been allocated, noting an additional $50,000 was added at this meeting for the economic development director position. The Manager highlighted some of the challenges identified as the budget process for the upcoming fiscal year is forthcoming noting the figures do not include any departmental requests. Commissioner Kennington suggested the County Manager to send a letter to Senator Kinnaird and Representative Wilkins explaining Person County’s dissatisfaction of the county reimbursing the Employer’s Retirement Contribution as well as explain how hard it is on Person County the when state cuts dictated after adoption of a fiscal year budget. County Manager, Heidi York summarized the budget challenges presented totaled $4 million in the red which equates to almost 11 cents tax increase. Commissioner Jeffers stated he would hate to see the county to once again balance the county budget on the backs of 400 county employees on behalf of over 37,000 citizens and would like to restore those cuts to county employees. December 7, 2009 22 December 7, 2009 23 ADOPTION OF THE FISCAL YEAR 2010-2011 BUDGET CALENDAR: County Manager, Heidi York presented the Board with a Fiscal Year 2010-2011 Budget Calendar for adoption, outlining a schedule of dates to provide a framework for and timing on the budget process. The dates outlined are subject to change if needed, but this will facilitate an organized budget process for staff and elected officials. PERSON COUNTY GOVERNMENT FISCAL YEAR 2010-2011 BUDGET CALENDAR Date Task Friday/January 8, 2010 Distribution of CIP Requests to Departments Friday/January 22, 2010 CIP Requests due to Finance Office Friday/January 29, 2010 Distribution of Budget Materials for Personnel to Departments (via email) Friday/February 5, 2010 Non-profit applications available to agencies (via PC website) Friday/February 12, 2010 Distribution of Budget Materials for Operating & Capital to Departments (via email) Friday/ February 12, 2010 Departmental Budget Requests For Personnel Due To Finance Office Friday/February 26, 2010 Departmental Budget Requests For Operating & Capital Due To Finance Friday/ March 5, 2010 Non-profit applications due to County Manager’s Office Monday/March 15, 2010 Finance Director presents FY 10-11 CIP to Board of Commissioners at regular BOCC Meeting at 9:00 a.m. Monday-Friday/ Departmental Budget Presentations with County March 15-March 26, 2010 Manager & Finance Office Wednesday/March 31, 2010 Board of County Commissioners Annual Retreat Wednesday, April 7, 2010 Notice of Public Hearing to be published for April 19 Public Hearing Monday/April 19, 2010 Public Hearing for Non-profit Funding Applicants & Board adopts CIP December 7, 2009 24 Monday/ May 17, 2010 County Manager delivers Recommended Budget To Board of County Commissioners at regular BOCC Meeting at 9:00a.m/ Monday-Friday/ Potential BOCC Budget work sessions (specific dates to be May 24-June 11, 2010 scheduled) Saturday, May 22, 2010 & Notice of Public Hearing to be published for June 7 Wednesday/May 26, 2010 Public Hearing Monday/June 7, 2010 Board holds Public Hearing on Recommended Budget Monday/June 21, 2010 Board Adoption of FY 10-11 Annual Budget Ordinance Tuesday/June 22 2010 Non-profit contracts sent out (due back to County Manager’s Office July 1, 2010) Thursday/July 8, 2010 FY 10-11 Budget available in Logics System A motion was made by Commissioner Puryear, seconded by Commissioner Kennington, and carried to direct the County Manager to use “zero based budgeting” for the Fiscal Year 2010-2011 budget preparations. A motion was made by Commissioner Jeffers, seconded by Commissioner Clayton, and carried to approve budget calendar as presented. PERSON COUNTY WATERLINE EXTENSION CONSTRUCTION GRANT PROJECT ORDINANCE: Finance Director, Amy Wehrenberg requested the adoption of a Grant Project Ordinance for the Waterline Extension Construction Project that will serve the GMH Electronics Site area at the intersection of Halifax Road and Virgilina Road. This project is funded through stimulus monies from the American Recovery and Reinvestment Act of 2009 for a total of $1,512,000. The Grant Project Ordinance gives the Finance Director permission to set up a capital project with the intent to fund with 100% grant proceeds and also establishes duties for the Project Direct, Paul Bailey, and the County Manager in relation to the project. No county match is required under the stipulations of the grant. A motion was made by Commissioner Clayton, seconded by Commissioner Puryear, and carried to approve the Person County Waterline Extension Construction Grant Project Ordinance. Commissioner Clayton thanked the Assistant County Manager, Paul Bailey, the City of Roxboro, and the Health Department for their efforts on this project. December 7, 2009 25 December 7, 2009 26 December 7, 2009 27 BUDGET AMENDMENTS: Finance Director, Amy Wehrenberg presented and explained Budget Amendment 7 and Budget Amendment 8. Upon a motion by Commissioner Clayton, and a second by Commissioner Jeffers and majority vote, the Board of Commissioners of Person County does hereby amend the Budget of the General Fund(s) on this, the 7th day of December 2009, as follows: Dept./Acct No. Department Name Amount Incr / (Decr) EXPENDITURES General Fund General Government 54,151 Public Buildings & Grounds 73,667 Public Safety 64,001 Transportation 12,190 Economic & Physical Development 68,570 Environmental Protection 10,766 Education 35,672 Cultural & Recreational 409,750 Human Services 804 Transfers 1,245 Reappraisal Special Revenue Fund 718 Water & Sewer Special Revenue Fund 13,997 REVENUES General Fund Intergovernmental Revenues 350,937 Fund Balance Appropriated 378,634 Transfers 1,245 Reappraisal Special Revenue Fund Fund Balance Appropriated 718 Water & Sewer Special Revenue Fund Fund Balance Appropriated 13,997 Explanation: Carryforward of purchase orders and commitments outstanding as of June 30, 2009 December 7, 2009 28 Upon a motion by Commissioner Clayton, and a second by Commissioner Jeffers and majority vote, the Board of Commissioners of Person County does hereby amend the Budget of the General Fund(s) on this, the 7th day of December 2009, as follows: Dept./Acct No. Department Name Amount Incr / (Decr) EXPENDITURES General Fund General Government 41,304 Public Buildings & Grounds 22,910 Public Safety 55,938 Transportation 6,908 Human Services 94,440 Economic & Physical Development 13,917 Culture and Recreation 46,726 Contingency (68,970) Transfers 100,714 Person Industries Fund-Special Revenue Fund 20,000 REVENUES General Fund Intergovernmental Revenues 24,812 Other Revenues 208,361 Transfers 80,714 Person Industries Fund-Special Revenue Fund Transfer from General Fund 20,000 Appropriate: Justice Assistance Grant awarded to Person County by the U.S. Department of Justice for the purchase of computers in the Sheriff's Department ($11,286); reimbursement of copier buyout costs for the departments that had leased copiers ($208,161); unemployment insurance for various departments ($68,970) to be funded from Contingency (-$68,970); and adjustments in programs for DSS ($13,726). MANAGER’S REPORT: County Manager, Heidi York reminded the Board of the County Employee Holiday Luncheon scheduled for December 9, 2009, 11:30 – 1:30 at the Armory noting a time to recognize county employees for years of service milestones. Ms. York stated the Mayo Education Center obtained their Certificate of Occupancy and she plans to have the Commissioner Retreat at this new facility. Ms. York asked Board members if anyone plans to attend the NACo Legislature Conference scheduled to be held March 6-10, 2010 in Washington, DC. December 7, 2009 29 CHAIRMAN’S REPORT: Commissioner Lunsford stated the Recreation Advisory Committee recently met at the Mayo Educational Center, a facility Person County can be proud of, a project that had been in the works since 1989. COMMISSIONER REPORT/COMMENTS: Commissioners Kennington and Puryear shared information with the Board from their experience attending the Greater Durham Chamber of Commerce Legislative Holiday Reception in Durham having the opportunity to meet the CEO and President of the Chamber, their present and past Chairman, Economic Development Coordinator, County Commissioners, newly appointed DOT State Commission Member, and the Mayor of Durham. Commissioner Kenning stated the universal dialogue was the need to partner with Person County. Commissioner Kennington volunteered to coordinate with the County Manager setting up a meeting to include the Chamber of Commerce, City, County and DOT of Durham as well as the City and County of Person to discuss any possible joint partnerships. The County Manager agreed to discuss with the Durham County Manager the possibilities of such a meeting. Commissioner Puryear requested a moment of silence to commemorate the 68th anniversary of the bombing of Pearl Harbor. Commissioner Puryear reported that the E-911 Committee had recently met and a 60 ft extension to the existing tower or possibly a brand new 400 ft. tower may be considered. The Chair of the Committee will be scheduling a meeting with the County and City Managers. Commissioner Puryear stated he will have a Futures Committee meeting next Wednesday, December 16, 2009. Commissioner Jeffers stated he had attended a recent NCACC Agriculture Steering Committee noting an important issue for upcoming discussion is water allocation. Commissioner Jeffers commended the Sheriff and staff for seeking out and receiving grants. Commissioner Jeffers wished everyone a Merry Christmas and a Happy New Year. Commissioner Clayton stated he will be meeting with the Future’s Committee soon as well as noting the Agriculture Districts will be set soon. Commissioner Clayton agreed that water allocations will be an important issue in legislature and counties. CLOSED SESSION: A motion was made by Commissioner Puryear, seconded by Commissioner Jeffers, and carried to go into Closed Session pursuant to G.S. 143-318.11(a)(5) to discuss land acquisition as well as to go into Closed Session pursuant to G.S. 143-318.11(a)(6) to discuss personnel at 9:14 p.m. Chairman Lunsford announced a five-minute recess prior going into Closed Session. December 7, 2009 30 A motion was made by Commissioner Puryear, seconded by Commissioner Jeffers, and carried to return to open session at 10:04 p.m. Chairman Lunsford announced the next Board meeting will convene at 6:15 p.m. on Jan. 4, 2010 for the purpose of conducting informal interviews prior to the regular scheduled meeting. ADJOURNMENT: A motion was made by Commissioner Puryear, seconded by Commissioner Jeffers, and carried to adjourn the meeting at 10:05 p.m. _____________________________ ______________________________ Brenda B. Reaves Johnny Myrl Lunsford Clerk to the Board Chairman