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February 2 February 2, 2009 1 PERSON COUNTY BOARD OF COMMISSIONERS February 2, 2009 MEMBERS PRESENT OTHERS PRESENT Johnny Myrl Lunsford ABSENT Heidi York, County Manager Jimmy B. Clayton C. Ronald Aycock, County Attorney Kyle W. Puryear Faye T. Fuller, Clerk to the Board B. Ray Jeffers Brenda B. Reaves, Deputy Clerk to the Board Samuel R. Kennington Paul L. Bailey, Assistant County Manager The Board of Commissioners for the County of Person, North Carolina, met in regular session on Monday, February 2, 2009 at 7:04 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. County Manager Heidi York is currently on maternity leave and Assistant County Manager Paul Bailey attended in Ms. York’s absence. DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA: A motion was made by Commissioner Kennington, seconded by Commissioner Puryear, and carried to add to the agenda a recommendation from the Airport Commission for Board consideration for approval of a Resolution Authorizing Publication of Intent to Lease Airport Property. A motion was made by Commissioner Jeffers, seconded by Commissioner Clayton and carried to approve the agenda as amended. INFORMAL COMMENTS: Chairman of the Solid Waste Committee, Ken Hill of 916 Mann Road, Rougemont appeared before the board to publicly thank the board for their support of the Material Recycling Facility program. Mr. Hill also thanked Paul Bailey and Wanda Rogers for their efforts. APPROVAL OF MINUTES: A motion was made by Commissioner Clayton, seconded by Commissioner Jeffers, and carried to approve the minutes of January 20, 2009. ADMINISTRATIVE REPORTS: A motion was made by Commissioner Puryear, seconded by Commissioner Jeffers, and carried to approve the Administrative Reports for the Airport, Tax Administration and Collections. February 2, 2009 2 PRESENTATION OF THE DEPARTMENT OF SOCIAL SERVICES 2007/2008 ANNUAL REPORT: Beverly Warren, Director of Person County Social Services presented to the Board its 2007/2008 Annual Report. The annual report includes brief descriptions of all the programs to which DSS is responsible with data to indicate the amount of activity in each program. Ms. Warren stated this report is a concise description of the agency’s contribution to and impact on the community. Ms. Warren noted the following highlights from the 2007/2008 Annual Report: • 520 reports received as suspected child abuse or neglect with 30% substantiated • 77 children in agency custody • 232% increase in the number of foster children over the last 5 years • 4 children legally cleared and placed for adoption • 23 legally blind individuals received independent living skills, training, general assistance, In-Home Services, and/or medical eye care • 49 citizens received community alternatives, a special Medicaid/Service program that allows individuals to remain in the community instead of being placed in nursing homes • $66,723 total community alternatives program revenues • $1,412,390 annual Medicaid savings • 13 legal guardianships • $1,219 average monthly cost per person for rest home care • $3.81 million total child support collections reflecting 10.4% increase in dollars collected in support and 10.2% increase in services • 83,473 days of care provided to 562 children served in day care services • $1,353,465 spent to provide day care based on a sliding scale fee • 2,093 average monthly households served in the food assistance program • 491 average number of children covered monthly in the North Carolina Health Choice for Children Ms. Warren gave the board the following updated information: • Food Stamp applications increased 25% • Reviews are up 24% • Change Requests are elevated 20% • Denials are at 51% • Day Care increased by 58 families due to parents’ unemployed status and going back to school Commissioner Jeffers asked Ms. Warren to explain Crisis Intervention. Ms. Warren explained Crisis Intervention is Federal funding that is allocated to individuals on a one-time basis at $200 assisting with issues such as heat and rent. Commissioner Kennington asked about the Person County helping agencies. Ms. Warren commented on the relationship DSS has with the Christian Help Center, Mental Health, Roots and Wings, Person County Schools’ counselors and nurses. Ms. Warren stated child and family team meetings are often held with these helping agencies. February 2, 2009 3 The Board accepted the Department of Social Services 2007/2008 Annual Report and thanked Ms. Warren and her staff for their hard work and efforts as they recognize the economy status will certainly increase the number of individuals requesting or needing services in Person County. REQUEST FOR APPROVAL OF SHERIFF DEPARTMENT RECORDS AND DISPOSITION SCHEDULE: Sheriff Dewey Jones requested Board approval of the County Sheriff’s Office Records Retention and Disposition Schedule issued by the North Carolina Department of Cultural Resources dated November 10, 2008. A motion was made by Commissioner Clayton, seconded by Commissioner Jeffers, and carried to approve the County Sheriff’s Office Records Retention and Disposition Schedule. February 2, 2009 4 February 2, 2009 5 REQUEST FOR APPROVAL OF SHERIFF DEPARTMENT APPLICATION FOR G.R.E.A.T. GRANT: Sheriff Dewey Jones requested Board approval of the Sheriff Department’s Application for the G.R.E.A.T. Grant. Sheriff Jones stated this is the third year in a row Person County is applying for this grant. The grant totals $65,784.00 noting the award is $37,292 with the county match in man hours at $28,492. A motion was made by Commissioner Clayton, seconded by Commissioner Jeffers, and carried to approve the Sheriff Department’s Application for the G.R.E.A.T. Grant. REQUEST FOR APPROVAL OF GRANT APPLICATION FROM THE DEPARTMENT OF JUSTICE FOR EQUIPMENT USED BETWEEN THE COURTHOUSE AND THE DETENTION CENTER FOR 96-HOUR HEARINGS: Sheriff Dewey Jones requested Board approval of the Grant Application from the Department of Justice for equipment to be used between the Courthouse and the Detention Center for 96-hour hearings. Sheriff Jones stated his office is working with the Clerk of Court office to apply for the grant to secure needed equipment to set up monitors, camera, audio, and other equipment in both the Courthouse and the Detention Center to hold hearings. Sheriff Jones further stated this set up in both locations would reduce manpower, decrease transporting of inmates thereby reducing the chance for injury and/or escape while saving time for both the Sheriff’s Office and the Court schedule. The grant is valued at $14,964 with the county match equaling $3,741. Sheriff Jones noted adequate funding for this match is in the Restricted Drug Use Tax Funds with some funding possible from the Court’s budget. A motion was made by Commissioner Kennington, seconded by Commissioner Jeffers, and carried to approve and support the funding for the Grant Application from the Department of Justice for equipment to be used between the Courthouse and the Detention Center for 96-hour hearings. REPORT OF UNPAID TAXES THAT ARE LIENS ON REAL PROPERTY: Tax Administrator Russell Jones presented the Board with the report of unpaid taxes that are liens on real property as required by G.S. 105-369(a). The 2008 unpaid real estate taxes as of February 2, 2009 are approximately 1.7 million comparatively to 1.3 million at the same time last year. This does not include any unpaid taxes owed for vehicles. A motion was made by Commissioner Puryear, seconded by Commissioner Lunsford, and carried to approve the report of unpaid taxes that are liens on real property. February 2, 2009 6 REQUEST APPROVAL TO ORDER THE ADVERTISEMENT AND SET THE ADVERTISEMENT DATE FOR DELINQUENT 2008 REAL PROPERTY TAXES: Tax Administrator Russell Jones requested the Board to order the advertisement and set the date for advertisement for delinquent 2008 real property taxes. Mr. Jones noted that the Tax Office have already sent out 10,440 delinquent notices to citizens informing the deadline to pay the owed taxes by February 23, 2009 in order to avoid publication of names in the paper. Mr. Jones recommended the advertisement date to be March 7, 2009. A motion was made by Commissioner Puryear, seconded by Commissioner Kennington, and carried to order the advertisement for delinquent 2008 real property taxes on March 7, 2009. BOARD OF EQUALIZATION AND REVIEW MEETING DATE: Tax Administrator Russell Jones stated the Board needed to set a date for the Board of Equalization and Review to meet in the month of April allowing 10 days to advertise the meeting as required by G.S. 105-322(f). Mr. Jones recommended the meeting to be held on April 6, 2009 commencing at 1:00 pm and adjourning no later than 4:30 pm. A motion was made by Commissioner Clayton, seconded by Commissioner Jeffers, and carried to schedule the meeting of the Board of Equalization and Review on April 6, 2009, commencing at 1:00 pm and adjourning no later than 4:30. Commissioner Kennington asked Mr. Jones about the public feedback regarding postponing the reevaluation for a year. Mr. Jones felt the County was very proactive and it was in the best interest for the citizens and from what he has heard from citizens, they agree. REQUEST FOR FUNDING FOR THE PREPARATION OF CONSTRUCTION DOCUMENTS FOR THE RENOVATION AND ALTERATION OF THE COURTHOUSE: Assistant County Manager Paul Bailey stated that during the September 15, 2008 Board of Commissioner’s meeting, MHA Works was authorized to proceed with preparation of construction documents for the renovation and alteration of the Courthouse. Mr. Bailey noted no funding source was approved at that time for the estimated $180,000 expenditure. Mr. Bailey told the Board that after the election, information was coming out about the economic stimulus package noting possible funding for renovation of government buildings. Mr. Bailey explained potential economic stimulus funds would require projects to be shovel-ready. Mr. Bailey and the County Manager transferred $90,000 from the Recycling Department budget to enable the architect to begin work on the construction drawings for this project. This was done February 2, 2009 7 in an effort funds become available; Person County would have a project shovel ready. Mr. Bailey requested the remaining $90,000 for the construction documents for this project be funded from contingency. Commissioner Kennington questioned the standard architectural fees. Mr. Bailey responded this project is estimated at over 3 million requiring very detailed plans to be submitted to the Department of Insurance for approval. Mr. Bailey felt the pricing was in line. A motion was made by Commissioner Clayton, seconded by Commissioner Jeffers, and carried to approve $90,000 to be funded from contingency for the preparation of the construction documents for the renovation and alteration of the Courthouse. ADJUSTMENT OF AGENDA: Commissioner Clayton made a motion, seconded by Commissioner Puryear, and carried to add an additional item to this agenda for consideration to adopt a Resolution Supporting the National Economic Stimulus Program to be sent to State and US Senators, Representatives and the Governor. BOARD CONSIDERATION OF APPLICATIONS RECEIVED FOR APPOINTMENT TO VARIOUS BOARDS AND COMMITTEES: Deputy Clerk Brenda Reaves presented the applications received from interested citizens for appointment to fill current vacancies on county boards and committees as advertised in The Courier Times on January 10, 2009. Margaret Bradsher volunteers for an initial one-year appointment representing a member of the business community on the Juvenile Crime Prevention Council. A motion was made by Commissioner Kennington, seconded by Commissioner Clayton, and carried to appoint Margaret Bradsher to the Juvenile Crime Prevention Council representing a member of the business community for an initial one-year term. Three applicants seeking to fill the one unexpired term to 6/30/09 are Gerrie O’Neil, Brenda Riley and Kenneth Hill. A motion was made by Commissioner Kennington, seconded by Commissioner Puryear to appoint Gerrie O’Neil to the Planning Board however the motion died 2/3 due to lack of majority. A motion was made by Commissioner Lunsford, seconded by Commissioner Jeffers, and carried to a 4/1 vote to appoint Brenda Riley to the Planning Board. Commissioner Puryear cast the dissenting vote. February 2, 2009 8 Janie Bradsher seeks a 3-year re-appointment on the Region K Aging Advisory Committee. A motion was made by Commissioner Kennington, seconded by Commissioner Puryear, and carried to reappoint Janie Bradsher to the Region K Aging Advisory Committee for a 3-year term. Dr. H. James Owen of Piedmont Community College through the Kerr-Tar Workforce Development Board nominated Derrick Sims for membership representing private industry for an initial one-year term. A motion was made by Commissioner Clayton, seconded by Commissioner Jeffers, and carried to appoint Derrick Sims to the Workforce Development Board for an initial one-year term. Board and Committees with current vacancies with no citizen response will be re- advertised. CONSIDERATION OF APPROVAL OF A RESOLUTION AUTHORIZING PUBLICATION OF INTENT TO LEASE AIRPORT PROPERTY: County Attorney, Ron Aycock stated the Resolution Creating the Airport Commission gives joint authority to the Airport Commission and the Board of County Commissions for contracting with a Fixed Based Operator. Person County has been contracting with an interim Fixed Based Operator, Red Mountain Aviation, since November 1, 2008, with current contract expiring February 28, 2009. The Airport Commission met this date and authorized a subcommittee comprised of county administration, staff and two members of the Airport Commission to interview potential Fixed Based Operators. The Airport Commission Subcommittee recommended awarding a contract to Red Mountain Aviation. The County Attorney confirmed that the Resolution for consideration complies with the law in that such a portion of the fixed based operation involves lease of county property including the hangar known as GTE. The County Attorney explained that the law requires the County to publish intent to enter into a contract involving leasing of airport property at least 10-days prior to actually authorizing the contract. The County Attorney noted that approval of the Resolution Authorizing Publication of Intent to Lease Airport Property is required to keep the process moving. After publication, consideration and approval of the actual Lease with the Fixed Based Operator could occur as early as the Board’s next meeting to be held on February 16, 2009. February 2, 2009 9 Assistant County Manager Paul Bailey told the Board that a Request for Proposal was developed and advertised locally as well as in Raleigh and in one national aviation publication noting the deadline for proposals by January 8, 2009. The County received four proposals, all of which were reviewed by the Airport Commission. The Airport Commission selected the top two for the Subcommittee to interview this date. Mr. Bailey stated the Airport Commission Subcommittee recommended Red Mountain Aviation to the Board as best qualified, possessing a comparable plan and goals as well as offering a much better financial package. Mr. Bailey reviewed the percentage for fuel is a step- function, i.e., the County would receive per month 6 cents per gallon up to 10,000 gallons, 10 cents per gallon for a quantity between 10,000-20,000 gallons, and 15 cents per gallon over 20,000 gallons. The County Attorney and Assistant County Manager stated Red Mountain Aviation advised a contract for 10 years would be required. Commissioner Jeffers asked Mr. Henry Newell in the audience his input regarding the operations since November. Mr. Newell stated the relationship of the Fixed Based Operator with the pilots at the Person County Airport has improved considerately noting lower fuel prices thereby increasing fuel flowage. He felt it is a good match. County Attorney, Ron Aycock requested the total annual lease amount (92,628) be added in item 3 of the Resolution Authorizing Publication of Intent to Lease Airport Property. A motion was made by Commissioner Kennington, seconded by Commissioner Lunsford, and carried to approve the Resolution Authorizing Publication of Intent to Lease Airport Property as amended. February 2, 2009 10 Commissioner Kennington stated he had learned the potential the County Airport has as an economic tool. He also thanked the Airport Commission members as well as the County Attorney and Assistant County Manager for their efforts. February 2, 2009 11 CONSIDERATION TO ADOPT A RESOLUTION SUPPORTING THE NATIONAL ECONOMIC STIMULUS PROGRAM: A motion was made by Commissioner Puryear, seconded by Commissioner Jeffers, and carried to adopt a Resolution Supporting the National Economic Stimulus Program requesting federal and state funding specific for Person County to be sent to our State Senators, State Representative, US House and US Representatives. The Board directed the County Attorney and the Assistant County Manager to write the Resolution. February 2, 2009 12 February 2, 2009 13 BUDGET AMENDMENT: Finance Director Amy Wehrenberg presented and explained the following Budget Amendments. 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 2nd day of February 2009, as follows: Dept./Acct No. Department Name Amount Incr / (Decr) EXPENDITURES General Fund General Government 13,818 Public Safety 5,626 Culture and Recreation (16,081) Human Services 52,583 Contingency (8,156) REVENUES General Fund Intergovernmental Revenues 57,595 Other Revenues 6,276 Fund Balance Appropriated (16,081) Appropriate: HAVA ("Help America Vote Act") Grant Reimbursement for the Board of Elections ($5,662); Property & Liability insurance payment for two claims filed with the NCACC ($8,156); insurance claims received for vehicle damage in the Sheriff's and EMS Departments ($5,626); reduction in Public Library as part of their 3% budget cut ($16,081) and DSS adjustments ($52,583). 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 2nd day of February 2009, as follows: Dept./Acct No. Department Name Amount Incr / (Decr) EXPENDITURES Person Industries-Special Revenue Fund 457,778 Airport Construction Capital Project Fund 222,222 REVENUES Person Industries-Special Revenue Fund Debt Financing Proceeds 457,778 Airport Construction Capital Project Fund Intergovernmental Revenues 222,222 Appropriate: Debt Proceeds from the closing of the financing on the Material Recovery Facility ($457,778); State ($200,000) and Local ($22,222) funds for the Approach Lighting System (ALS) Grant for the Airport. February 2, 2009 14 CHAIRMAN’S REPORT: Commissioner Lunsford announced that Person County had been awarded $400,000 in Community Development Block Grant funds to be used for housing rehabilitation, relocation, clearance, urgent repair, planning and administration for the next 3 years. February 2, 2009 15 Commissioner Lunsford gave the Board members a copy of the Annual Statement of Secondary Roads Improvements during the calendar year 2008 received from the North Carolina Department of Transportation. February 2, 2009 16 MANAGER’S REPORT: Assistant County Manager, Paul Bailey, let the Board know the City of Roxboro has requested a joint lunch or dinner meeting. The Board recommended February 12 or February 17 for a dinner meeting. COMMISSIONER REPORT/COMMENTS: Commissioner Kennington inquired about the Board Retreat date. The Board Retreat is scheduled for March 26 at the Homestead Steakhouse starting at 9:00 am. Commissioner Kennington noted he had received correspondence from Marcia McNally regarding the House Select Committee on High Speed Internet in Rural Areas Draft Findings and Recommendations and will forward to the Board. Commissioner Kennington discussed briefly the gentlemen who’ve been in contact with Commissioners regarding leash law due to his goats being killed. The group stated this may be a subject for further discussion at the Board Retreat Commissioner Kennington requested an update from the Economic Development Commission. Commissioner Puryear had no report or comments. Commissioner Jeffers thanked Mr. Kenneth Hill for applying for the Planning Board vacancy as well as for his work on both the Work Force Development Board and the Solid Waste Committee. Commissioner Clayton had no report or comments. ADJOURNMENT: A motion was made by Commissioner Puryear, seconded by Commissioner Jeffers, and carried to adjourn the meeting at 8:45 p.m. _____________________________ ______________________________ Brenda B. Reaves Johnny Myrl Lunsford Deputy Clerk to the Board Chairman