Agenda Packet December 5 2016PERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
MEETING AGENDA
304 South Morgan Street, Room 215
Roxboro, NC 27573-5245
336-597-1720
Fax 336-599-1609
December 5, 2016 Organizational Meeting
6:00pm
CALL TO ORDER…………………………………………………... Chairman Newell
INVOCATION
PLEDGE OF ALLEGIANCE
ITEM #1
APPROVAL OF MINUTES OF NOVEMBER 21, 2016 …………. Chairman Newell
RECOGNITION OF DAVID NEWELL, SR. …………… Vice Chairman Kendrick
PRESIDING OVER BOARD ...……………………… County Attorney, Ron Aycock
SWEARING-IN CEREMONY …………………. The Honorable Deborah L. Barker
Commissioners Elect
Jimmy Clayton
Ray Jeffers
Gordon Powell
Soil & Water Conservation District Supervisors
John Gray
Hunter Thomas
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ORGANIZATION OF BOARD
Election of Chairman ...……………………… County Attorney, Ron Aycock
Election of Vice-Chairman ………………….. County Attorney, Ron Aycock
ITEM #2
APPROVAL OF BONDS …………………………….. County Attorney, Ron Aycock
The Finance Director, The Register of Deeds, The Sheriff, and The Tax Administrator
*********************
Recess until 7:00 pm or a brief recess if after 7:00 pm
7:00 pm
CALL TO ORDER…………………………………………. Newly Elected Chairman
DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA
ITEM #3
RECOGNITION:
Resolution of Appreciation for Retiree ……………………. Newly Elected Chairman
Amanda Garrett
INFORMAL COMMENTS
The Person County Board of Commissioners established a 10 minute segment
which is open for informal comments and/or questions from citizens of this
county on issues, other than those issues for which a public hearing has been
scheduled. The time will be divided equally among those wishing to comment.
It is requested that any person who wishes to address the Board, register with
the Clerk to the Board prior to the meeting.
ITEM #4
DISCUSSION/ADJUSTMENT/APPROVAL OF CONSENT AGENDA
A. Budget Amendment #11, and a
B. Resolution NC State Dept. of Transportation Request for Addition to State
Maintained Secondary Road System
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UNFINISHED BUSINESS:
NEW BUSINESS:
ITEM #5
Requested Improvements to the Future Senior Center …………………. Heidi York
& Ray Foushee
ITEM #6
Operation and Management of the Fitness Facility at the Future
Senior Center ……………………………………………………………….. Heidi York
ITEM #7
Broadband RFP Results …………………………………………………….. Sybil Tate
ITEM #8
Funding for PCRC Improvements …………………………………………. Sybil Tate
ITEM #9
Board of Commissioners 2017 Schedule of Meetings ……………….......... Heidi York
ITEM #10
Adoption of the Fiscal Year 2017-2018 Budget Calendar ………………. Heidi York
ITEM #11
Voting Delegate Designation for the NC Association of
County Commissioners Legislative Goals Conference ………………. Brenda Reaves
CHAIRMAN’S REPORT
MANAGER’S REPORT
COMMISSIONER REPORTS/COMMENTS
CLOSED SESSION#1
A motion to enter Closed Session per General Statute 143-318.11(a) (3) to consult with an
attorney with the following individuals permitted to attend: County Manager, Heidi York,
Clerk to the Board, Brenda Reaves, County Attorney, Ron Aycock, and Assistant County
Manager, Sybil Tate.
CLOSED SESSION #2
Closed Session per General Statute 143-318.11(a)(5) for the purpose to consider the
acquisition or lease of real property with the following individuals permitted to attend:
County Manager, Heidi York, Clerk to the Board, Brenda Reaves, and County Attorney,
Ron Aycock.
RECESS the meeting until 9:00am on December 6, 2016
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December 6, 2016
9:00am
CALL TO ORDER…………………………………………. Newly Elected Chairman
ITEM #12
Group Employee Benefit Plan Request for Proposal ……….. Commissioner Clayton
A. Scott Insurance
B. Mark III Brokerage, Inc.
C. Pierce Group Benefits
Note: All Items on the Agenda are for Discussion and Action as deemed appropriate
by the Board.
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November 21, 2016
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PERSON COUNTY BOARD OF COMMISSIONERS NOVEMBER 21, 2016
MEMBERS PRESENT OTHERS PRESENT
David Newell, Sr. Heidi York, County Manager
Tracey L. Kendrick C. Ronald Aycock, County Attorney
Jimmy B. Clayton Brenda B. Reaves, Clerk to the Board
Kyle W. Puryear
B. Ray Jeffers
The Board of Commissioners for the County of Person, North Carolina, met in
regular session on Monday, November 21, 2016 at 9:00am in the Commissioners’ meeting
room in the Person County Office Building.
Chairman Newell called the meeting to order. Vice Chairman Kendrick gave an
invocation and Commissioner Jeffers led the group in the Pledge of Allegiance.
DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA:
Chairman Newell requested consideration for the addition of a Closed Session for
economic development.
A motion was made by Commissioner Puryear to add the Closed Session for
economic development to the agenda and carried 5-0 to approve the agenda as adjusted.
RECOGNITION OF LOCAL GOVERNMENT DAY:
Chairman Newell welcomed the Person High School students enrolled in civics and
economics participating in Local Government Day to observe the Board of County
Commissioners in session. Chairman Newell, Vice Chairman Kendrick and
Commissioners Clayton, Jeffers and Puryear proceeded to introduce themselves and shared
general information about the office of a commissioner and general government. County
Manager, Heidi York and Clerk to the Board, Brenda Reaves also introduced themselves.
INFORMAL COMMENTS:
The following individuals appeared before the Board to make informal comments:
Mr. David Solomon of 340 Historic Village Road, Roxboro stated he resided in a
Hurdle Mills’ subdivision called Flat River Plantation. Mr. Solomon stated his concerns
related to a neighbor within the subdivision that has placed items, i.e. old AC units in the
roadway causing the roadway to be blocked providing hardship for residents, emergency
vehicles and service providers to travel in and out of the subdivision. Mr. Solomon noted
he had tried unsuccessfully to resolve his concerns with county departments. Mr. Solomon
further noted that some residents are afraid of confrontation with the particular neighbor
and he therefore asked for help from the Board. County Manager, Heidi York stated she
would follow up on Mr. Solomon’s complaint.
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Ms. Betty Blalock of 144 Tirzah Ridge, Rougemont provided an update to the
Board related to two more individuals in her community that have been diagnosed with
cancer. Ms. Blalock referred to a recent article in the local paper stating it was safe to drink
water from the wells located near the power plants but stated it was presented differently
in a larger periodical.
DISCUSSION/ADJUSTMENT/APPROVAL OF CONSENT AGENDA:
A motion was made by Commissioner Puryear and carried 5-0 to approve the
Consent Agenda with the following items:
A. Approval of Minutes of October 17, 2016,
B. Budget Amendment #10,
C. Tax Adjustments for November 2016,
D. Consideration of Approval of Late Exemption Applications, and
E. Resolution appointing Review Officers
UNFINISHED BUSINESS:
WATER SAMPLE FEE REVIEW BY THE PERSON COUNTY BOARD OF
HEALTH AS REQUESTED BY THE BOARD OF COMMISSIONERS RELATED
TO EXTENSION OF THE HALF-MILE BOUNDARY FROM COAL ASH BASINS
AND LANDFILL:
Health Director, Janet Clayton stated the Board of Commissioners had tasked the
Person County Board of Health to review the Environmental Health water sample fees for
the possibility of a reduction of fees for certain portions of the county. Ms. Clayton noted
after consultation with both the county attorney and the North Carolina Division of Public
Health’s attorney, the Board of Health did not have the authority to reduce fees within a
portion of the county. After comparison with other benchmark counties, the Board of
Health decided to maintain the current water sample fee schedule.
Commissioner Clayton advocated for the ability for additional testing noting his
desire for the state of NC to review the areas within Person County near environmental
hazards further noting that for no other reason but to create a baseline of information for
the additional mile radius from the coal ash basins and the landfill.
Commissioner Jeffers proposed for Board discussion the idea to lower the water
sample fees by half the value of the fee during one specific month, i.e. January to assist the
citizens with the costs for such testing. Commissioner Jeffers said it could be understood
that the work may have to be completed the following month, if needed.
County Manager, Heidi York noted such action would have implications on the
budget through expenses and revenues as well as staff time. Ms. Clayton stated there was
$17,000 in revenue generated in water sample fees the last fiscal year.
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November 21, 2016
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A motion was made by Commissioner Jeffers and failed 2-3 to lower the water
sample fees county-wide for the month of January 2017. Commissioners Jeffers and
Clayton voted in favor of the motion. Chairman Newell, Vice Chairman Kendrick and
Commissioner Puryear voted against the motion.
NEW BUSINESS:
REQUEST BY THE REGISTER OF DEEDS FOR A RESOLUTION TO BE
ADOPTED FOR A SEPARATE AND INCLUSIVE INDEX OF THE HISTORICAL
RECORDS OF THE SLAVES OF PERSON COUNTY TO BE ADDED TO THE
INVENTORY OF THE OFFICE OF THE REGISTER OF DEEDS:
Person County’s Register of Deeds for the last 24 years, Amanda Garrett said that
when she made the decision not to seek re-election, she wanted to leave behind some
memento that would benefit Person County. As one of the final projects as Person
County’s registrar, Ms. Garrett wanted to find and document references to slave records in
older indexes. Ms. Garrett noted that in March of 2016, she envisioned having a concise
and detailed record of slave information for Person County from its birth until the
Emancipation Proclamation in 1863. Ms. Garrett said that Buncombe County had
previously accomplished this fete, and thought, this would be a great benefit to the
genealogists searching their roots. Ms. Garrett said the Archives Division in Raleigh sent
out a request in April regarding the very information to which she was collecting.
Ms. Garrett stated that when she began going through the grantor and grantee
indexes from 1789 to 1863, she found that the older index records were somewhat
incomplete. So, in order to capture all references of the slaves of Person County, she went
back and read each document for any reference made to a slave noting that these old
documents had much more information than the older indexes.
On September 24, 2016 President Obama, according to the Washington Post, spoke
at the opening ceremony at the National Museum of African American History and Culture.
He stated that the museum not only helps to “better understand the lives of the president,
but also the slaves.” In a speech filled with reminders of America’s dark and not-so-distant
past, President Obama helped to inaugurate the Museum in Washington.
Ms. Garrett requested permission to place a new book into the inventory of the
Office of the Register of Deeds not only for genealogical research, but as a reference
volume to be maintained for future generations. Ms. Garrett also asked that she be allowed
to share the digital index with the Archives in Raleigh to be placed in their statewide digital
library on American slavery housed at UNC Greensboro. Ms. Garrett presented a
Resolution for adoption to the Board.
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November 21, 2016
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A motion was made by Commissioner Jeffers and carried 5-0 to adopt the
following Resolution granting that the new index be made a part of the public records of
Person County.
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November 21, 2016
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PURCHASE AGREEMENT FOR PROPERTY AT 87 SEMORA ROAD FOR USE
AS A SENIOR CENTER:
The Board of Commissioners met in closed session on August 1, 2016 to discuss
the acquisition of the property located at 87 Semora Road to be used for the operation of a
senior center. The Board authorized the Chairman and Vice Chairman to extend a verbal
offer to purchase the property within certain price parameters. A verbal agreement was
reached with the property owners with the contingency that the appropriate zoning was
obtained through the City.
County Manager, Heidi York stated on October 27, 2016 the City’s Board of
Adjustment voted 6-0 to grant the Conditional Use Permit to the County for the use of this
property as a senior center.
Ms. York requested the Board to approve the amount of $2,050,000 to purchase the
property contingent on a clean title search and to authorize the Chairman to sign a purchase
agreement. Ms. York said the owners of the property has requested the closing to occur
prior to the end of the calendar year. Ms. York recommended to fund the acquisition from
the County’s Fund Balance with the intention to finance in the spring of 2017 at which
time reimbursement could be done.
A motion was made by Commissioner Puryear and carried 5-0 to approve the
acquisition of 87 Semora Road for use as a senior center at a purchase price of $2,050,000
and to authorize the Chairman to execute the Purchase Agreement contingent upon a clean
title search.
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POLICY FOR ARCHITECTURAL SERVICES:
Chairman Newell proposed discussion by the Board to have the County Attorney
prepare standard procedures for the County to contract for architectural services outlining
the steps of the scope so to place the responsibility and liability on the architect to minimize
the loss of taxpayer dollars and wasteful spending of county funds. Chairman Newell
opined that the County had been misrepresented in the past giving examples of funding
expensed prior to receiving the permit or knowing the condition of the soil for new
construction.
County Manager, Heidi York stated the structure was set by the Board with the last
architecture firm for authorization by the Board prior to performing the work to go forward.
It was the consensus of the Board to have the County Attorney bring back to the
Board in early 2017 a policy with guidelines for contracting for architectural services for
consideration.
SUBSTANCE ABUSE AND MENTAL HEALTH SERVICES ADMINISTRATION
GRANT:
Assistant County Manager, Sybil Tate stated in September, Freedom House hosted
a Substance Abuse Summit to discuss the county’s substance abuse issues and generate
ideas for addressing them. As a result, Ms. Tate noted that Person County was applying for
a Substance Abuse and Mental Health Services Administration grant to improve substance
abuse treatment in the county’s jail, hospital and court system.
Ms. Tate said the grant would fund two new positions in the jail to provide
treatment for inmates, a new position in the Department of Social Services to provide
family counseling, expand the part-time Drug Court counselor to full-time, and outfit a
“safe room” at Person County Memorial Hospital. The grant can last up to three years and
fund up to $325,000 per year. Ms. Tate confirmed there was no county match required.
Ms. Tate requested approval for staff to continue the application process that was
due to be submitted on December 12, 2016.
A motion was made by Commissioner Jeffers and carried 5-0 to approve the
application for a Substance Abuse and Mental Health Services Administration grant as
presented.
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November 21, 2016
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CHAIRMAN’S REPORT:
Chairman Newell had no report.
MANAGER’S REPORT:
County Manager, Heidi York reported the need for an additional meeting for the
Board of Commissioners after the December 5, 2016 meeting to hear presentations from
the top three insurance brokers as selected by the review committee. Ms. York stated she
would email the commissioners to poll dates and times.
COMMISSIONER REPORT/COMMENTS:
Vice Chairman Kendrick reported the following:
Volunteers are needed at the Senior Center,
Becky Schneider, Reference Librarian at the Person County Public Library
has been sending out emails for many opportunities to attend programs and
events, and the Library offers check out services for Wi-Fi and teacher book
kits.
Commissioner Jeffers commended county employees for their work with the
Substance Abuse and Mental Health Services Administration grant. He also noted that
Person County has over 90 children in foster care with direct or indirect relation to drug
abuse situations.
Commissioner Clayton reminded citizens and businesses of the small business loan
program offered through Kerr Tar Regional Council of Governments for a low interest
loan.
Commissioner Puryear had no report.
Chairman Newell stated a brief recess at 10:09am at which time the Board would
reconvene in the Board room 215 for the scheduled Closed Sessions.
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CLOSED SESSION #1
A motion was made by Vice Chairman Kendrick and carried 5-0 to enter into
Closed Session per General Statute 143-318.11(a)(3) for the purpose to consult with the
county attorney in order to preserve the attorney-client privilege at 10:21am with the
following individuals permitted to attend: County Attorney, Ron Aycock, County
Manager, Heidi York, Clerk to the Board, Brenda Reaves, Planning Director, Mike Ciriello
and Economic Development Director, Stuart Gilbert.
A motion was made by Vice Chairman Kendrick and carried 5-0 to return to open
session at 10:51am.
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CLOSED SESSION #2
A motion was made by Vice Chairman Kendrick and carried 5-0 to enter into
Closed Session per General Statute 143-318.11(a)(4) for the purpose of discussion of
matters relating to the location or expansion of industries or other businesses in the county
(economic development) at 10:51am with the following individuals permitted to attend:
County Attorney, Ron Aycock, County Manager, Heidi York, Clerk to the Board, Brenda
Reaves, and Economic Development Director, Stuart Gilbert.
A motion was made by Vice Chairman Kendrick and carried 5-0 to return to open
session at 10:58am.
ADJOURNMENT:
A motion was made by Vice Chairman Kendrick and carried 5-0 to adjourn the
meeting at 10:58am.
_____________________________ ______________________________
Brenda B. Reaves David Newell, Sr.
Clerk to the Board Chairman
(Draft Board minutes are subject to Board approval).
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AGENDA ABSTRACT
Meeting Date: December 5, 2016
Agenda Title: Approval of Bonds of the Finance Director, the Register of Deeds, the Tax
Administrator and the Sheriff
Summary of Information: Chapter 161(Register of Deeds) and 162 (Sheriff) of the North
Carolina General Statutes requires the Board of County Commissioners to approve the official bonds
at the first meeting in December. The Bonds are a continuation of existing bonds and were secured
by the County Human Resources Director, who also serves as Insurance Liaison. The Human
Resources Director provided information that the Sheriff’s bond, in the amount of $25,000, is for the
length of his term. The Bonds of the Register of Deeds in the amount of $50,000 and $100,000 each
for the Tax Administrator and Finance Director (amount of each Bond is dictated by legislature).
Recommended Action: Approve the Bonds of the Finance Director, the Register of Deeds, the Tax
Administrator and the Sheriff
Submitted By: Ron Aycock, County Attorney
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RESOLUTION OF APPRECIATION
WHEREAS, Amanda Garrett has served the people of Person County
during her tenure elected as its Register of Deeds; and
WHEREAS, Amanda Garrett has served the citizens of Person County
with honor, integrity, sincerity and dedication, providing
accurate, concise services for twenty-four years,
December 1992 – November 2016; and
WHEREAS, Amanda Garrett has earned the respect and admiration of
all who have known her and worked with her throughout
her career; and
WHEREAS, the County of Person recognizes the many contributions
Amanda Garrett has made to the County and offers her
sincere best wishes for her retirement.
NOW, THEREFORE, I, _______________, Chairman of the Person County
Board of Commissioners, do hereby extend this Resolution of Appreciation
to Amanda Garrett for continually striving to make Roxboro and Person
County a better place to live and work.
Adopted this, the 5th day of December, 2016.
____________________________________
_______________, Chairman
Person County Board of Commissioners
Attest:
____________________________________
Brenda B. Reaves, NCCCC, CMC
Clerk to the Board
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12/5/2016
Dept./Acct No.Department Name Amount
Incr / (Decr)
EXPENDITURES General Fund
General Government 12,750
Contingency (12,750)
Explanation:
BUDGET AMENDMENT
Transfer funds from contingency for unemployment insurance (-$12,750) for unemployment tax payment
($12,750).
BA‐1121
AGENDA ABSTRACT
Meeting Date: December 5, 2016
Agenda Title: Resolution to Permit NCDOT Permission to Assume
Responsibility for State‐Maintained Roads
Background: NCDOT in the past has required County’s approve their
assumption of maintenance
Summary Information: Resolution removes one step from the process for developers
that could be considered unnecessary since the County plays no role in the maintenance of
state roads. This would give NCDOT the ability to complete the development process
without having to wait for County action. While the County Planning and Zoning Department
requires NCDOT engineering review and approval of subdivision roads to issue zoning and
building permits; this resolution addresses the last phase of development after zoning and
building permits have been issued. Therefore, staff sees no conflicts in this request and no
unintended consequences since ultimately the engineering review, engineering approval and
implementation is does not otherwise involve the County.
Recommended Action: Vote to approve or deny the Resolution
Submitted By: Michael Ciriello, Planning Director
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RESOLUTION
North Carolina State Department of Transportation
Request for Addition to State Maintained Secondary Road System
WHEREAS, petitions are being filed with the Person County Board of Commissioners for
addition to the North Carolina State Department of Transportation Secondary Road System; and
WHEREAS, the Person County Board of Commissioners is of the opinion that the County of
Person does not investigate these petitioned roads for addition; and
WHEREAS, the Person County Board of Commissioners relies on the North Carolina State
Department of Transportation to investigate these petitioned roads and determine if they meet the
established standards and criteria for addition to the State Maintenance System.
THEREFORE, BE IT RESOLVED by the Board of County Commissioners of the County of
Person that the Division of Highways is hereby requested to process all road additions without the
further approval of the Person County Board of Commissioners.
Adopted, this 5th day of December 2016.
PERSON COUNTY BOARD OF COMMISSIONERS
__________________________________________
, Chairman
Attest:
__________________________________________
Brenda B. Reaves, NCCCC, CMC
Clerk to the Board of County Commissioners
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AGENDA ABSTRACT
Meeting Date: December 5, 2016
Agenda Title: Requested Improvements to the Future Senior Center
Summary of Information: After the purchase agreement was signed and approved by the
County Commissioners, county staff along with the Kerr-Tar Council of Government Director,
Diane Cox, and the Director of the Person County Senior Center, Maynell Harper, toured the
facility and discussed up-fits and improvements that the senior center would like made prior to
occupancy of the facilities. These improvements include the following:
Install chair lift between hair salon and photography studio
Install folding partition through hair salon
Remove one wall between the offices in the real estate office space
Construct covered walkway between real estate office space and church building
Extend covered drop-off area at church and at real estate entrances
Install additional sink in church kitchen
Remove half of wall to open the kitchen in the church building
Add office space in the church building
County staff is working on obtaining some cost estimates which will be shared during the Board
meeting. Staff is seeking direction from the Commissioners on whether these improvements shall
be made by the County on behalf of the Senior Center and whether to include these costs in the
future financing.
Recommended Action: Receive the information and direct staff as appropriate
Submitted By: Heidi York, County Manager and Ray Foushee, General Services Director
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Heidi and Ray,
This is the list of upfits / modifications that we know are needed at this time. As we figure out where our
programs will fit into the new space there possibly will be additional changes required. While most of
the space is very adaptable there are some areas which must be modified in order to meet the needs of
our participants, the community and our programming. We are very appreciative that you both were
able to join Diane Cox and I for a walk‐through of the buildings.
Gym – Space 1
Photography Studio – Space 2
Salon – Space 3
Office Suite – Space 4
Church – Space 5
Between Space 2 and 3, a “box lift” for safe and easy access between the two spaces. Per our discussion,
we want participants to be able to check in at the main lobby (between spaces 3 and 4) and then
traverse throughout the main building areas.
Space 3 –
Remove salon station (cubicle) walls and all cabinetry within those work spaces (repaint).
Remove check out space in salon
Add folding wall to divide space (1/3 and 2/3)
Space 4
Additional electrical / internet outlets in right front area of office suite (enough for 5‐6
computers)
Remove wall between first two office spaces
Space 5
Create a “pass through” at end of kitchen into large space
Add a third sink (health code requirement)
Create a half wall 3’ around water heater in storage room (storage room will be converted into a
combination office / storage space)
** Create a covered entrance where PATS can drop off participants at main entrance (Space 3 and 4)
with a covered sidewalk to space 5. Paint as needed in any areas that have wall modifications
completed. Doors in Space 2 should be exit only as we want participants to check in at the lobby
location (between spaces 3 and 4).
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AGENDA ABSTRACT
Meeting Date: December 5, 2016
Agenda Title: Operation and Management of the Fitness Facility at the Future Senior
Center
Summary of Information: When the acquisition of the Total Fitness facility was discussed,
there was interest among Commissioners in continuing the operation of a public fitness facility.
Part of this interest was the possibility of a continued revenue source to help off-set the purchase
costs. There are a few considerations for the Board in deciding how the fitness facility will be
run including who will have access to it, who will manage it, and what liabilities will be
incurred.
1. Access: Will the facility be open to the public? Will everyone pay a membership fee?
2. Management: will the county operate the facility? Will the management be contracted out
or staffed by the county?
3. Liability: what is the county’s liability exposure under the various management options?
How can we minimize our risks and what financial costs will the county incur?
Recommended Action: Discuss the future operation of the fitness facility and direct staff
Submitted By: Heidi York, County Manager and Ron Aycock, County Attorney
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AGENDA ABSTRACT
Meeting Date: December 5, 2016
Agenda Title: Broadband RFP Results
Background information:
On August 25, 2016, Person County released an RFP asking vendors to submit proposals to provide
broadband service to unserved areas of the county, economic corridors, and install fiber to
government facilities.
Summary of Information: Broadband proposals were due Nov. 28th, 2016. Staff has reviewed all
proposals and will provide a recommendation for moving forward.
Recommended Action: Direct staff and consultant whether or not to proceed with potential
vendor(s).
Submitted By: Assistant County Manager, Sybil Tate
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AGENDA ABSTRACT
Meeting Date: Dec 5, 2016
Agenda Title: Funding for PCRC Improvements
Background:
As part of the FY16 CIP, the BOC financed $2.36M for roofing (Earl Bradsher, Kirby and PCRC)
and the MRF (Materials Recycling Facility) acquisition and improvements. Approximately $1.1M of
the $2.36M was allocated to purchase the MRF and make improvements to it.
The roofing projects are complete and came in under budget, creating a surplus of $342K. In
addition, $178K remains from the funds allocated to make improvements to the MRF and $30K was
set aside for contingency, for a total of $550K.
The deadline for spending these funds has passed; however, the Finance Director was able to secure
a one year extension. These funds must now be spent by Nov. 6, 2017.
Summary of Information:
In March, the BOC requested that staff delay completion of the MRF improvements in the event that
negotiations with the landfill provider reduced the MRF’s recycling services. Regardless of PI’s role
in recycling, the first three upgrades listed below must be made for life safety purposes, if PI is to
continue to use the MRF facility. In addition, the lease at the current PI facility on Madison Blvd
ends in 2025 (9 years), at which point the building becomes the property of the land owner. If the
MRF facility will continue to function as a recycling center, a new covered storage area must be
constructed in order to meet code.
The total cost of these projects is $558,000. Below is a breakdown:
Project Cost
Emergency/Exit signs and lighting $5,000
Connect City water lines across property $40,000
Install sprinkler system $200,000
Add metal building on concrete pad for storage $185,000
Renovate restrooms $65,000
ADA parking, sidewalk, handicap ramp $63,000
TOTAL $558,000
In addition, due to the end of the Madison Blvd facility lease and potential cost savings, the BOC
has included the cost of moving all of PI’s operations to the MRF facility in the Capital
Improvement Plan (FY18).
The cost of merging PI and PCRC would be $758,560. Below are the estimated project costs of the
merger:
Project Cost
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Remodel/Office construction $390,200
Move Equipment $69,400
New Liquid Storage Building $230,000
Contingency $68,960
TOTAL $758,560
The additional costs of the merger are estimated to be recouped from operating savings and
additional revenues in 7 years.
Estimated Operating Savings/Revenues from PI/PCRC Merger
Savings Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Year 7
Full time salary $36,500 $37,230 $37,975 $38,734 $39,509 $40,299 $41,105
Part-time salary $0 $21,959 $21,959 $21,959 $21,959 $21,959 $21,959
Operating $0 $18,314 $18,614 $18,614 $18,614 $18,614 $18,614
Annual total $36,500 $77,503 $78,548 $79,307 $80,082 $80,872 $81,678
Revenues
Recycling Sales $0 $11,168 $11,168 $11,168 $11,168 $11,168 $11,168
Program
Services $0 $17,920 $44,800 $44,800 $44,800 $44,800 $44,800
Annual total $0 $29,088 $55,968 $55,968 $55,968 $55,968 $55,968
Cumulative $36,500 $143,091 277,607 $412,882 $548,931 $685,771 $823,417
The annual rent at the existing PI facility is $6,500. This amount is not included in the savings, since
there is no guarantee that we would be able to find a tenant to cover this cost.
Recommended Action: Direct staff whether or not to begin implementation of life safety
improvements and other improvements to the PCRC facility.
Submitted By: Sybil Tate, Assistant County Manager
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AGENDA ABSTRACT
Meeting Date: December 5, 2016
Agenda Title: Board of Commissioners 2017 Schedule of Meetings
Summary of Information:
NC General Statute 153A-40 requires the Board of Commissioners to hold a regular meeting at
least once a month. Before the Board is a proposed schedule of 2017 meeting dates.
Note: the Board will hold its regular scheduled meetings in its usual Boardroom, Room 215 in the
County Office Building unless otherwise posted. As recommended on the Schedule of Meetings,
to accommodate attendance, Local Government Day Board meetings will be scheduled to be held
in the County Office Building Auditorium as the same is done for the Budget Public Hearing.
There is no conflict with the proposed schedule related to the following conferences:
NACo Legislative Conference February 25-March 1 in Washington, DC
NACo Annual Conference July 21-24 in Columbus, OH
NCACC Conference August 10-13 in Durham, NC
Recommended Action:
Consider the proposed dates and take action to set the 2017 Schedule of Meetings so to cause copy
of such to be distributed and posted on the bulletin board and county website.
Submitted By: Heidi York, County Manager
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Person County Board of Commissioners
PROPOSED 2017 Schedule of Meetings
To be held in Room 215 at the Person County Office Building unless otherwise noted
January 9, 2017 7:00 p.m.
January 23, 2017 9:00 a.m.
February 6, 2017 (Board Retreat) 9:00 a.m. PC Senior Center
February 21, 2017 (Tuesday) 9:00 a.m.
March 6, 2017 7:00 p.m.
March 20, 2017 (Local Gov’t. Day) 9:00 a.m. Co. Auditorium
April 3, 2017 7:00 p.m.
April 17, 2017 9:00 a.m.
May 1, 2017 7:00 p.m.
May 15, 2017 9:00 a.m.
June 5, 2017 7:00 p.m. Co. Auditorium
June 19, 2017 9:00 a.m.
July 17, 2017 9:00 a.m.
August 7, 2017 7:00 p.m.
August 21, 2017 9:00 a.m.
September 5, 2017 (Tuesday) 7:00 p.m.
September 18, 2017 9:00 a.m.
October 2, 2017 7:00 p.m.
October 16, 2017 9:00 a.m.
November 13, 2017 (Local Gov’t. Day) 9:00 a.m. Co. Auditorium
December 4, 2017 7:00 p.m.
Presented for ADOPTION by The Board of Commissioners on December 5, 2016.
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AGENDA ABSTRACT
Meeting Date: December 5, 2016
Agenda Title: Adoption of the Fiscal Year 2017-2018 Budget Calendar
Summary of Information: A budget calendar has been developed for the Board’s adoption,
outlining a schedule for the timing of the budget process. A Board Retreat is proposed for February
6th, along with the Capital Improvement Plan adoption in April, Presentation of the Recommended
Budget in May, a required Public Hearing on June 5th and Adoption of the FY16-17 Annual Budget
for June 19th. The dates outlined are subject to change if needed, but this will facilitate an organized
budget process for staff and elected officials.
Recommended Action: Adopt the budget calendar for FY17-18 and provide feedback and changes
to staff as needed.
Submitted By: Heidi York, County Manager
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PERSON COUNTY GOVERNMENT
FISCAL YEAR 2017-2018 BUDGET CALENDAR
Date Task
Tues/Jan. 3, 2017 Distribution of CIP Requests to Departments
Tues/Jan. 17, 2017 CIP Requests due to Asst. County Manager
Fri/Feb. 3, 2017 Final insurance costs due
Mon/Feb. 6, 2017* Board of County Commissioners Annual Retreat
Mon/Feb. 13, 2017 Distribution of budget training manual to departments and fee schedule requests
Mon/Feb. 13, 2017 Personnel requests due to Human Resources
Thurs/Feb. 23, 2017 Departmental budget requests for operating & capital due to Finance and fee
schedule requests due to Assistant County Manager
Mon-Fri/Mar. 13-24, 2017 Departmental Budget Presentations with County Manager
Mon/April 3, 2017* FY 17-18 CIP presented to Board of Commissioners at regular BOCC Meeting at
7:00 p.m.
Mon/April 17, 2017* Adoption of FY 17-18 CIP
Mon/ May 15, 2017* County Manager presents Recommended Budget to Board of County
Commissioners
Tues-Fri/May 16-June 9, 2017 Potential BOCC Budget work sessions (specific dates to be scheduled)
Mon/June 5, 2017* Board of Commissioners holds Public Hearing on Recommended Budget
Mon/June 19, 2017* Adoption of FY 17-18 Annual Budget Ordinance
Mon/July 3, 2017 FY 17-18 Budget available in Accounting System
Mon/July 17, 2017 Adopted budget document finalized and available online
* denotes a Board of Commissioners meeting date.
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AGENDA ABSTRACT
Meeting Date: December 5, 2016
Agenda Title: Voting Delegate Designation for the NC Association of
County Commissioners Legislative Goals Conference
Summary of Information: Voting Credentials for Legislative Goals Conference which will
be held January 12-13, 2017, at the Raleigh Marriott Crabtree Valley in Wake County is due by
January 6, 2017.
Recommended Action: Designate a Commissioner to attend the Conference as Person County’s
voting delegate.
Submitted By: Brenda Reaves, Clerk to the Board
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215 N. Dawson St., Raleigh, NC 27603 * Phone: (919) 715-2893 * Fax: (919) 733-1065 * www.ncacc.org
VOTING DELEGATE DESIGNATION FORM
LEGISLATIVE GOALS CONFERENCE
January 12-13, 2017 (Thursday – Friday)
Raleigh Marriott Crabtree Valley – Wake County
NOTE: Please place this action on your board meeting agenda.
Each Board of County Commissioners is hereby requested to designate a commissioner or other
official as a voting delegate for the 2017 Legislative Goals Conference. Each voting delegate
should complete and sign the following statement and RETURN IT TO THE ASSOCIATION
NO LATER THAN FRIDAY, JANUARY 6, 2017.
PLEASE Return Form to Alisa Cobb, Clerk to the Board by E-Mail: alisa.cobb@ncacc.org
OR Fax: 919-733-1065.
I, ____________________________________________, hereby certify that I am the duly
designated voting delegate for Person County at the North Carolina Association of County
Commissioners 2017 Legislative Goals Conference.
Signed:______________________________________
Title: Commissioner
Article VI, Section of the Association’s Constitution provides:
“On all questions, including the election of officers, each county represented shall be entitled to
one vote, which shall be the majority expression of the delegates of that county. The vote of any
county in good standing may be cast by any one of its County Commissioners who is present at
the time the vote is taken; provided, if no commissioner be present, such vote may be cast by
another county official, elected or appointed, who holds elective office or an appointed position
in the county whose vote is being cast and who is formally designated by the Board of County
Commissioners. These provisions shall likewise govern district meetings of the Association. A
county in good standing is defined as one which has paid the current year’s dues.”
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VENDORCOSTANNUAL COSTSERVICES INCLUDED IN FEES * info from question 20 in booksSCOTT INSURANCE8.50 per person43,350 3 YEAR AGREEMENTMAY RECEIVE CONTINGENT COMMISSION FROM INSURANCE COMPANIES INVOLVED WITH PLACEMENT OF COVERAGE.IF SELECTED TO MANAGE THE WORKSITE BENEFITS PROGRAM (CANCER, ACCIDENT, ETC) WE WILL REDUCE PROPOSED MEDICAL CONSULTING FEEMARK III25,00025,000 MARK III WILL ACCEPT $25,000 PER YEAR FOR HEALTHCARE CONSULTING. WE ACCEPT STANDARDCOMMISSION IN ALL ANCILLARY AND VOLUNTARY PRODUCTS PIERCE GROUP33,15033,150 BENEFIT COMMUNICATION/ADMINISTRATIONON SITE ANNUAL ENROLLMENTBENEFIT STATEMENTS, BOOKLETS, WEBSITE, VIDEOWELLNESS COMMUNICATION/NEWSLETTERSHEALTH FAIR ATTENDANCECOMPLIANCE UPDATESNEW HIRE ENROLLMENT/ORIENTATIONMARKET RESEARCHCLIENT EDUCATION SERVICESCOMPLIANCE ATTORNEY ASSISTANCECLAIMS ANALYSISMYWAVE PORTAL ‐ HR RESOURCES PLUS SERVICES IDENTIFIED IN SCOPE OF SERVICESRETAINS THE VOLUNTARY /SUPPLEMENTAL CARRIER COMMISSIONS36
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