March 26 Retreat
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PERSON COUNTY BOARD OF COMMISSIONERS MARCH 26, 2009
MEMBERS PRESENT OTHERS PRESENT
Johnny Myrl Lunsford Heidi York, County Manager
Jimmy B. Clayton Paul Bailey, Assistant County Manager
Kyle W. Puryear Brenda B. Reaves, Clerk to the Board
B. Ray Jeffers Amy Wehrenberg, Finance Director
Samuel R. Kennington
The Board of Commissioners for the County of Person, North Carolina, met for a
retreat session on Thursday, March 26, 2009 at 9:00 a.m. in the Timberlake Room at the
Homestead Steakhouse Restaurant.
County Manager, Heidi York welcomed the group and introduced the retreat
facilitator, Marlo Goldstein Hode. Person County Department Heads were in attendance
and participated for the first half of the day.
Retreat facilitator, Marlo Goldstein Hode briefly reviewed the retreat agenda
explaining her role and the retreat guidelines/ground rules, as well as the retreat goals.
The Commissioners introduced themselves and outlined their top priorities, which
included but not limited to, updating a County Strategic Plan, an economic development
plan, keeping Person County safe and productive, committing to education and public
safety.
COUNTY FINANCIALS OVERVIEW:
Tax Administrator, Russell Jones presented to the group information on Person
County’s Tax Levy.
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Finance Director, Amy Wehrenberg presented to the group Fiscal and Budget
Issues.
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County Manager, Heidi York presented the Fiscal Year 2009-2010 previewing
some of the opportunities and challenges ahead of Person County.
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CAPITAL IMPROVEMENT PLAN:
Finance Director, Amy Wehrenberg presented the Person County Capital
Improvement Plan 2009-2014.
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DEPARTMENT REPORTS:
The facilitator read the departmental reports acknowledging the accomplishments
and challenges for each.
CURRENT ISSUES:
The Board discussed the following current issues:
Fire Protection Goals/Fire Tax
Fire Marshal, Johnny Gentry presented the vision to lower Insurance Services
Rating (ISO) across the county from 9s to a 7 rating within 5 years. The Fire Marshal
stated the Fire Chiefs Association does not support the fire tax, however wants
guaranteed county funding each year. Fire Services are currently funded through the
County General Fund. Volunteer fire districts are proposed to receive a 5% cut. The
Fire Marshal explained if a countywide 3 cents Fire Tax should be imposed that the
estimated savings could potentially be $150 - $250 annually for homeowners as a result
of the lower ISO rating. The Commissioners felt the Fire Districts would need to be in
favor of the fire tax and since that has not been indicated, this issue will be tabled for this
year’s budget.
Strategic Plan
The Board would like to revisit the last working document related to the Strategic
Plan. A copy of the October 15, 2007 document related to the Strategic Plan will be
distributed to Board members. Commissioners Puryear and Kennington will take the
lead to create a timeline and suggest a potential consultant to bring back to the Board for
further action.
Economic Development Goals
The Board would like the Economic Development Goals to be part of the
Strategic Plan. The current vacancy of the Economic Development Director will remain
open until decisions are made for the direction of Person County Economic
Development.
Landfill
The Board agreed that discussions related to the Landfill should begin after the
budget is adopted. Commissioner Puryear recommended that the costs of the Landfill
Study should be included in the new budget. Assistant County Manager reminded the
group that letters went out to agencies requesting quotes for the study which included
information to be gathered on two points, 1) waste alternatives and 2) the health effects.
The quotes Mr. Bailey received are now a year old, then approximately $30,000 in costs
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relative to the waste alternatives but agencies were unclear exactly what health effect
criteria to measure. Commissioner Kennington volunteered to send out an email to the
Board members, and other stakeholders requesting information defining the criteria to be
measured for the study, using the guidelines in the special use permit as a starting point.
Once Commissioner Kennington compiles the responses, the County Manager will then
request quotes for that specific scope or work and present to the Board for approval for
inclusion in the new fiscal year’s budget. Commissioner Puryear stated the purpose of
study is to obtain the facts and costs related to the three options for a county owned
landfill, landfill expansion and/or transfer sites.
Hwy 501 North
Assistant County Manager, Paul Bailey gave the group an update on this project
advising this project is now broken into three phases. The first phase, currently underway
is the land acquisition of the right of way from Roxboro to Halifax Road on 501 North.
Mr. Bailey stated this is not a shovel ready project.
Capital Improvement Plan (CIP)
The Finance Director and the County Manager will schedule a budget work
session to focus solely on CIP.
ROUNDTABLE DISCUSSION:
The Board and County Manager discussed briefly challenges they had
experienced including but not limited to, lack of time to discuss or study agenda items
prior to the meetings, scheduling difficulties, and communication differences. Advice
commissioners offered to each other included listening to all the facts, not making
promises, gather all information, being open minded, voting your principles, consistency,
respect and caring for the welfare of the citizens of the county.
BUDGET PRIORITIES
The Board agreed on the top four budget priorities:
• No tax increase
• No layoffs
• No cut in services
• No fund balance appropriation
Criteria for consideration of cuts /non cuts to balance the budget.
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Services:
Do not cut services that 1) generate revenue or 2) will create other
expenses (and social problems).
Programs: What programs can be cut from mandated programs?
What programs/services from Parks & Rec can/can’t be cut?
Other Ideas:
Furlough
Review non profits requests for use of funding and duplication of
services and program services
Appropriate Public Health or DSS fund balance
Fee Increases may fill gaps
The Board agreed that mandated services will receive funding first. The Board also felt
that the following were important funding issues:
Economic Development Reserve Fund – The Board would like a
proposal to put funds into a Economic Development Reserve Fund
each year.
Park and Recreation
Court Space
Commissioner Kennington shared a County Survey Study.
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SUMMARY OF RETREAT:
The Facilitator felt the Board had a very productive retreat.
CLOSING REMARKS:
Commissioner Lunsford thanked everyone for attending and for the work
prepared by all parties with special thanks to the County Manager, Finance Director and
the IT Dept.
EVALUATION OF PROGRAM:
Positives of the day include the financial reporting, the facilitator, department
reports, the department heads attending, having the department heads reporting their
budget requests directly to the County Manager as well as the early start on the budget
work.
Negatives of the day include not having all the department heads present and the
facilitator mentioned having a more user friendly survey to gather the departmental
reports data.
_____________________________ ______________________________
Brenda B. Reaves Johnny Myrl Lunsford
Clerk to the Board Chairman