Agenda Packet September 8 2015PERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
MEETING AGENDA
304 South Morgan Street, Room 215
Roxboro, NC 27573-5245
336-597-1720
Fax 336-599-1609
September 8, 2015
7:00pm
CALL TO ORDER…………………………………………………. Chairman Puryear
INVOCATION
PLEDGE OF ALLEGIANCE
DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA
PUBLIC HEARING
ITEM #1
Consideration of Extending Order Authorizing $6,000,000
Recreation Facilities Bonds from seven (7) to ten (10) years …….. Amy Wehrenberg
ITEM #2
Consideration to Grant or Deny Request to Extend Order
Authorizing $6,000,000 Recreation Facilities Bonds from
seven (7) to ten (10) years ………………………………………….. Chairman Puryear
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.
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ITEM #3
DISCUSSION/ADJUSTMENT/APPROVAL OF CONSENT AGENDA
A. Approval of Minutes of August 17, 2015
B. Budget Amendment # 3
UNFINISHED BUSINESS:
NEW BUSINESS:
ITEM #4
Review of the Solid Waste Study Contract ……………………Vice Chairman Newell
ITEM #5
Appointments to the Juvenile Crime Prevention Council …………… Brenda Reaves
CHAIRMAN’S REPORT
MANAGER’S REPORT
COMMISSIONER REPORTS/COMMENTS
CLOSED SESSION #1
Closed Session per General Statute 143-318.11(a)(6) for the purpose to discuss
personnel with the following individuals permitted to attend: County Manager, Heidi
York and Clerk to the Board, Brenda Reaves.
Note: All Items on the Agenda are for Discussion and Action as deemed appropriate
by the Board.
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ORDER AUTHORIZING
$6,000,000 RECREATION FACILITIES BONDS
BE IT ORDERED by the Board of Commissioners for the County of Person:
1. That, pursuant to The Local Government Bond Act, as amended, the County of
Person, North Carolina is hereby authorized to contract a debt, in addition to any and all other
debt which said County may now or hereafter have power or authority to contract, and in
evidence thereof to issue Recreation Facilities Bonds in an aggregate principal amount not
exceeding $6,000,000 for the purpose of providing funds, with any other available funds, for
providing additional recreation facilities of said County, including the construction of a
recreation and senior center to provide recreation opportunities to persons of all ages and the
acquisition of necessary land, rights of way, furnishings and equipment.
2. That taxes shall be levied in an amount sufficient to pay the principal of and the
interest on said bonds.
3. That a sworn statement of the debt of said County has been filed with the Clerk to
the Board of Commissioners for said County and is open to public inspection.
4. That this order shall take effect when approved by the voters of said County at a
referendum as provided in said Act.
The foregoing order took effect on November 4, 2008. Anyone who wishes to be heard
on the question of whether the maximum time period for issuing bonds under such order should
be extended from seven years to 10 years after such date may appear at a public hearing or an
adjournment thereof to be held at 7:00 P.M. on September 8, 2015 in the Commissioners’ Room
(Room 215) in the Person County Office Building at 304 Morgan Street, in Roxboro, North
Carolina.
Brenda Reaves, Clerk to the Board of Commissioners
for the County of Person, North Carolina
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AGENDA ABSTRACT
Meeting date:
September 8, 2015
Agenda Title:
Request to Extend Order Authorizing $6,000,000 Recreation Facilities Bonds from
seven (7) to ten (10) years
Summary of Information:
Finance Director requests approval of action to extend the maximum time period for
issuing bonds under an order adopted by said Board of Commissioners on September
12, 2008 for $6,000,000 Recreational Facilities Bonds that took effect on November 4,
2008, to be extended from seven (7) to ten (10) years.
Recommended Action:
To approve the extension of Recreational Facilities Bonds from seven (7) to ten (10)
years.
Submitted By:
Amy Wehrenberg, Finance Director
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ORDER EXTENDING THE MAXIMUM TIME PERIOD FOR ISSUING
BONDS UNDER AN ORDER ADOPTED BY THE BOARD OF
COMMISSIONERS FOR THE COUNTY OF PERSON, NORTH
CAROLINA ON SEPTEMBER 12, 2008 AND ENTITLED: “ORDER
AUTHORIZING $6,000,000 RECREATIONAL FACILITIES BONDS”
WHEREAS, the Board of Commissioners for the County of Person, North Carolina filed
an application with the Local Government Commission of North Carolina (the “Commission”)
requesting that the Commission approve an extension of the maximum time period for issuing
bonds under an order adopted by said Board of Commissioners on September 12, 2008 and
entitled: “ORDER AUTHORIZING $6,000,000 RECREATIONAL FACILITIES BONDS”,
which order took effect on November 4, 2008, from seven years to 10 years from November 4,
2008; and
WHEREAS, the Commission has entered an order approving said proposed extension;
and
WHEREAS, said Board of Commissioners has held a public hearing on said proposed
extension as required by G.S. § 159-64;
NOW, THEREFORE, BE IT ORDERED by said Board of Commissioners, as follows:
Section 1. The maximum time period for issuing bonds under the order adopted by said
Board of Commissioners on September 12, 2008 and entitled: “ORDER AUTHORIZING
$6,000,000 RECREATIONAL FACILITIES BONDS”, which order took effect on November 4,
2008, shall be extended from seven years to 10 years from November 4, 2008.
Section 2. This order shall take effect 30 days after its publication following adoption as
provided by G.S. § 159-64.
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PERSON COUNTY BOARD OF COMMISSIONERS AUGUST 17, 2015
MEMBERS PRESENT OTHERS PRESENT
Kyle W. Puryear Heidi York, County Manager
David Newell, Sr. C. Ronald Aycock, County Attorney
B. Ray Jeffers Brenda B. Reaves, Clerk to the Board
Jimmy B. Clayton
Tracey L. Kendrick
The Board of Commissioners for the County of Person, North Carolina, met in
regular session on Monday, August 17, 2015 at 9:00 am in the Commissioners’ meeting
room in the Person County Office Building.
Chairman Puryear called the meeting to order. Commissioner Kendrick gave an
invocation and Vice Chairman Newell led the group in the Pledge of Allegiance.
DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA:
A motion was made by Commissioner Jeffers and carried 5-0 to move item #8 up
to item #4 on the agenda and to approve the agenda.
INFORMAL COMMENTS:
The following individual appeared before the Board to make informal comments:
Ms. Frances Blalock of 1504 Surl Mt. Tirzah, Timberlake requested the Board to
consider 1) seek input from PC PRIDE on the RFP for the Waste Study, and 2) establish a
3-minute minimum public comment period.
DISCUSSION/ADJUSTMENT/APPROVAL OF CONSENT AGENDA:
A motion was made by Commissioner Kendrick and carried 5-0 to approve the
Consent Agenda with the following items:
A. Approval of Minutes of August 3, 2015,
B. Budget Amendment #2, and
C. Tax Adjustments for the month of August 2015
a. Tax Releases
b. NC Vehicle Tax System pending refunds
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UNFINISHED BUSINESS:
APPOINTMENT TO LIBRARY ADVISORY BOARD:
Clerk to the Board, Brenda Reaves stated at the Board’s August 3, 2015 meeting,
the Board held informal interviews and considered citizen applications (Margaret
McMann, Robert Bridges, Riley Oakley, Jr., and Charles Harvey) for appointment to the
Library Advisory Board for a 3-year term. Ms. Reaves noted there were two positions
available to which the Board took action to appoint Riley Oakley, Jr. to one position. There
were nominations for both Margaret McMann and Charles Harvey to which a majority vote
was not reached; there were no nomination for Robert Bridges.
Ms. Reaves requested the Board to offer a new motion for nomination to fill the
remaining position on the Library Advisory Board.
A motion was made by Commissioner Jeffers and carried 4-1 to appoint Charles
Harvey to the Library Advisory Board for a 3-year term. Chairman Puryear cast the lone
dissenting vote.
NEW BUSINESS:
REQUEST FROM THE DISTRICT ATTORNEY FOR FUNDING OF A HEAD
ADMINSTRATIVE LIAISON OFFICER POSITION:
Wallace Bradsher, District Attorney requested the Board’s consideration for
funding a new full time Head Administrative Liaison Officer (HALO) position in his
office. Mr. Bradsher stated his request was for the position to be a state employee paid with
county funds. Mr. Bradsher asked the Board to consider funding an annual cost of $60,000
with a two year commitment.
Mr. Bradsher noted in the last four years, through partnership with Sheriff Dewey
Jones and Police Chief Todd Boycher, there has been a 23% reduction in crime. Mr.
Bradsher proposed to the Board a greater efficiency in criminal cases through early
assessment by establishing a dedicated position to digitally relay discovery in an expedited
manner that will, in turn, shorten inmates’ jail time from 90 to 150 days to 30 days. Mr.
Bradsher stated the shortened jail term will result in significant savings in jail fees and
associated costs. Mr. Bradsher told the Board he expected the county to realize a savings
of $100,000 in the first year and possibly double in the second year should the county
support his plan to create a HALO position. Of the 10,000-11,000 district cases, Mr.
Bradsher estimated only 200-300 cases are dependent upon state lab results. Mr. Bradsher
stated the state lab results are out of his control however he has initiatives in place to have
the results close to the same time as when the charges take place. Mr. Bradsher stated he
would monitor the jail population and the status of discovery noting this process would be
a top priority in his office.
Commissioner Kendrick noted his preference to tie the funding across fiscal years.
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Commissioner Jeffers asked the county attorney if the current Board could tie a
new board of commissioners by committing two years of funding. County Attorney, Ron
Aycock confirmed that the current Board of Commissioners could not legally bind a new
board.
Sheriff Jones told the group the jail capacity is 136 and the average number of
inmates per day is 120. Sheriff Jones stated the state reimbursed fee for the misdemeanant
confinement program is $45 for each inmate noting the current commitment is to house 15
inmates at a time. Each inmate’s food and medical expenses cost the Sheriff’s Office $22
per day.
County Manager, Heidi York stated the jail budget for the current fiscal year is
$2.7M which reflected an increase of $95,000 over the last budget.
A motion was made by Commissioner Kendrick and to fund the request from the
District Attorney for a HALO position through June 30, 2017.
A substitute motion was made by Commissioner Clayton and failed 2-3 to fund
the request from the District Attorney for a HALO position through June 30, 2017 and
reinstate the Environmental Health Specialist and the Building Inspector positions.
Commissioners Clayton and Jeffers voted in favor of the substitute motion. Chairman
Puryear, Vice Chairman Newell and Commissioner Kendrick voted in opposition to the
substitute motion.
The original motion carried 4-1 with Commissioner Jeffers casting the lone
dissenting vote. Commissioner Jeffers stated his opposition was not against the DA’s
proposal but in lieu of the eight county positions being eliminated in the budget saving over
$300,000, he could not commit $120,000.
County Manager, Heidi York stated the appropriation for the HALO position would
be funded from the County Fund Balance.
FOLLOW-UP ON IMPACTS OF POSITION REDUCTIONS:
County Manager, Heidi York stated that during the Fiscal Year 2015-2016 budget
process, eight full-time positions were eliminated, resulting in a cost reduction of $356,629
in FY16. Two positions: Building Inspector and Environmental Health Specialist were
discussed at length by the Board. The manager was asked to bring back data to demonstrate
the impact that these vacancies were having on service delivery as well as contingency
plans for continuing to provide services with less employees.
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Ms. York stated the Environmental Health Specialist has been vacant since April.
The overall impact to the Environmental Health Department has been an increased
turnaround time for site evaluations and some other services. When fully staffed, site
evaluations were conducted within one to two weeks. With the vacancy, the turnaround
time is now two weeks, sometimes longer. Staff has prioritized services to respond to
complaints and septic system repairs first, and has maintained a same day response turn
around for these. Site evaluations are the lowest priority with the 2 week turnaround.
Another impact is that staff has been unable to maintain the septic maintenance evaluations
which generated approximately $17,000 in revenue annually.
Ms. York noted the Building Inspector position has been vacant since March. In
addition, the Fire Inspector position has been vacant since June. As a result, the turnaround
time for scheduling inspections has dropped from 100% of inspections scheduled for the
next day to 91% scheduled for the next day. Since May, 53 of the 613 inspection requests
were unable to be scheduled for the next day. However, April through August is typically
the busiest time for the inspections department, with inspections expected to decrease
November through March. Additionally, inspectors have less time to respond to contractor
and citizen phone calls and the Director conducts fewer quality control inspections.
Ms. York reminded the Board of the costs associated with the two positions:
• Environmental Health Specialist:
salary & benefits: $57,922; associated costs: $30,881; Total: $88,803
• Building Inspector:
salary & benefits: $50,453; associated costs: $33,685; Total: $84,138
The combined total for the above two positions is $172,941.
Mr. Sam Hobgood, Director of Inspections reported the number of inspections per
day has consistently exceeded the Department of Insurance’s threshold of 12-15 per day
with 15-20 requests per month being delayed from the usual 24-hour turnaround since May
2015. Mr. Hobgood noted the revenues over a period of 2011-2015 compared to 2005-
2010 resulted in $1,000 less. Mr. Hobgood stated he and his staff also review plans in
addition to field inspections.
Ms. Janet Clayton, Public Health Director noted the environmental staff also review
plans in addition to inspections. Ms. Clayton stated reprioritization of duties has been
necessary with septic inspections at the lowest priority which will affect revenues and
reaccreditation as this service is required by general statutes.
A motion was made by Commissioner Clayton and failed 2-3 to reinstate the
Environmental Health Specialist and the Building Inspector positions. Commissioners
Clayton and Jeffers voted in favor of the motion. Chairman Puryear, Vice Chairman
Newell and Commissioner Kendrick voted in opposition to the motion.
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PERSON VETERANS COUNCIL MEMORANDUM OF AGREEMENT UPDATE:
Mr. Richard Vining President of the Person Veterans Council noted that on August
8, 2014 Person County and the Persons Veterans Council (PVC) entered into a
Memorandum of Agreement (MOA) regarding the property located adjacent to the Person
County Office Building and the current site of the Person County Veteran’s Park.
Since the approval of the MOA in August 2014, the PVC has decided to become a
501(c)(3) organization. In order to do so, the PVC must create a charter that describes the
actions the PVC will take in the event of dissolution. The PVC has requested that all
remaining assets be turned over to the Person County Government to be retained in an
endowment fund to be utilized for perpetual maintenance of the Person County Veterans
Park.
Mr. Vining presented an updated MOA that includes language stating that Person
County will accept any remaining assets in the event of the PVC’s dissolution. County
Attorney, Ron Aycock added that the Internal Revenue Service requires nonprofits, as part
of the certification process, to have a plan should dissolution take place to which a local
government or another nonprofit would be eligible to take over any such assets.
A motion was made by Commissioner Kendrick and carried 5-0 to approve the
Person Veterans Council Memorandum of Agreement as presented.
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TOURISM DEVELOPMENT AUTHORITY ANNUAL REPORT:
Tourism Development Authority (TDA) Director, Margaret McMann presented the
2014-2015 TDA Annual Report which included the following highlights:
Overview of Tourism for Person County:
Ms. McMann stated in 2014, domestic travelers spent a record $21.3 billion across
the state showing a 5.5% increase over 2013. In 2014, tourism expenditures directly
supported more than 200,000 jobs. Person County showed a 4.67% increase in tourism
revenue and the tourism industry directly employs more than 500 people in Person County.
State tax revenue generated in Person County totaled $1.9M through state sales and excise
taxes, and taxes on personal and corporate income.
Tourism Impact for Person County:
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Budget Allocation for Fiscal Year 2014-2015:
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Budget Allocation for Fiscal Year 2015-2016:
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Highlights of 2014-2015 and upcoming projects for 2015-2016:
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Ms. McMann explained the TDA board’s grant application process noting they
have a form to complete and submit for consideration. Should the request be in excess of
$10,000, Ms. McMann stated a presentation was recommended.
Commissioner Clayton asked Ms. McMann and the TDA board to access the
County Attorney or the UNC School of Government for legal advice noting the Smith Law
Firm that recently gave advice to the TDA is a lobbyist firm. Commissioner Clayton stated
the desire of the Board of Commissioners when the additional 1% occupancy tax was
levied was for TDA to appropriate those additional funds to support the Museum. Ms.
McMann stated the legislation could not designate funding to specific entities noting she
had obtained legal rulings related to the disbursement of funding from former county
attorney, Jamie Long and Alan Hicks, attorney at law.
Chairman Puryear encouraged interested entities to submit an application to TDA
for consideration of grant funding.
SOLID WASTE STUDY CONTRACT:
Assistant County Manager, Sybil Tate stated the Solid Waste Study Selection
Committee, which included Vice Chairman Newell, reviewed three proposals received in
response to the RFP and recommended to the Board the firm of Smith & Gardner.
Ms. Tate presented Smith & Gardner’s draft of the contract and scope to the Board.
The total cost of the contract is $77,680 and the estimated completion date is March 31,
2016.
Ms. Tate stated the scope included the following:
1. Data collection; includes meeting with citizen stakeholders
2. Kick-off meeting
3. Initial screening of 7 solid waste management options
4. Site analysis for selected options
5. Cost-benefit analysis of up to three options
6. Waste stream audit and recommendations for improving recycling
7. Recommendations for improving the Recycling Facility layout
8. Final report and presentation to the Board
Optional items that could be added to the scope include:
1. Contract renewal negotiations - $10,600
2. RFP for transfer station - $6,230
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Ms. Tate asked the Board to review the scope of the study and make any necessary
changes as well as to approve the contract, if desired. Ms. Tate stated Ms. Joan Smyth,
Senior Hydrogeologist and Mr. Mike Brinchek, Senior Project Manager, with Smith &
Gardner, were available for questions.
Commissioner Kendrick asked about Smith & Gardner’s experience in contract
negotiation. Ms. Smyth stated Smith & Gardner has experience of evaluating contracts,
optimization with negotiation of contracts with haulers as well as disposal firms as they
assist their clients in reaching the most appropriate, effective contract. Ms. Smyth added
that the contract and scope has had reiterations of different tasks and the option for contract
renewal will be dependent upon the direction of the Board.
County Manager, Heidi York reminded the Board that $100,000 was budgeted for
the Solid Waste Study and the quoted contract including the options are within the
budgeted amount.
Commissioner Jeffers asked if the Solid Waste Chair could be included in the kick-
off meeting to which staff agreed.
Commissioner Kendrick asked if Ms. Frances Blalock’s request for PC PRIDE to
have input is included in the plan. Ms. Tate stated the contractor will be asked to attend a
PC PRIDE meeting.
Commissioner Jeffers asked if the option of transferring trash to Granville County
was one of the 7 solid waste management options included in the scope to which Ms. Tate
confirmed affirmatively.
Vice Chairman Newell asked Smith & Gardner to elaborate on the scope related to
data collection. Ms. Smyth stated Smith & Gardner would review Person County’s current
solid waste operations, fiscal analysis, management and transfer of solid waste and would
make a recommendation for improved efficiency whether it would be transfer within the
county, transfer by the county to a county-owned facility, transfer by direct haul to another
county or another option. Ms. Smyth confirmed the analysis does not include any
environmental assessment.
A motion was made by Commissioner Kendrick and carried 4-1 to approve the
Solid Waste Contract and Scope of Work with Smith & Gardner as presented.
Commissioner Clayton cast the lone dissenting vote.
Ms. Tate requested two members of the Board to attend the kick-off meeting to
which she asked for the County Manager to assist with coordinating with two board
members as well as setting the date for the kick-off meeting.
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TRANSPORTATION PLANNING AND FUNDING UPDATE:
Planning Director, Mike Ciriello stated the Person County Planning Department is
currently working with NCDOT, the Airport Commission, Kerr-Tar Regional
Transportation Planning Organization (KTRPO) and others over the next several months
as the state and KTRPO work to distribute funding for transportation projects.
Mr. Ciriello told the group that Person County is located in NCDOT’s Division 5
and the Kerr-Tar Regional Transportation Planning area. Mr. Ciriello stated he serves as
Chair on the KTRPO with other Person County representatives which include
Commissioner Clayton, Leigh Woodall, Kathy Adcock, and Stuart Gilbert. Mr. Ciriello
noted the KTRPO is currently working with the state on Prioritization 4.0 which will
establish the criteria for ranking and scoring projects.
Mr. Ciriello noted that Granville and Franklin counties each have planning staff
and time dedicated to pursuing and planning for transportation and the results have been
impressive. Granville County alone has secured over $10 million in transportation
improvement project funding in just the last 5 years and Franklin County’s planning
department provides staff support to the County’s US401 Commission that has
successfully kept the project on the front page of the infrastructure funding agenda.
Mr. Ciriello shared the following presentation to update the Board of
Commissioners on the factors impacting local and regional transportation funding and
planning, the current funding landscape, and mechanisms and methodology for the
distribution of funding. The presentation included a review of transportation projects that
are eligible for funding and the strategies being considered to secure funding; among these,
dedicated funding for our region from the Congestion Mitigation Air Quality (CMAQ)
fund.
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State transportation revenues come from user fees in the form of the Motor Fuel
Tax, driver and vehicles fees collected by the North Carolina Division of Motor Vehicles
and a Highway Use Tax on vehicle title transfers.
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Mr. Ciriello told the group that federal transportation revenues come from a federal
motor vehicle tax and vehicle fees. North Carolina's transportation funding comprises
approximately 75% state revenues and 25% federal.
Mr. Ciriello explained the spending total was approximately $36 billion over 9
years from 5 public sources. The biggest funding source is the State Transportation
Improvement Plan (STIP). Mr. Ciriello noted $19 billion for new construction and
maintenance projects including bridge replacement, highways, roads, airports, freight rail,
public transportation, ferries, bicycle and pedestrian facilities is anticipated for FY2016-
FY2025.
Mr. Ciriello further noted the Transportation Improvement Plan (TIP) includes
funding for Congestion Mitigation Air Quality (CMAQ) projects in air quality non-
attainment counties (just 24 counties in NC). The Kerr-Tar eligible counties are Franklin,
Granville, and Person. Mr. Ciriello stated approximately $500,000 is available per fiscal
year to these eligible counties. In the past five years, almost all of it has been appropriated
to Granville County and its towns.
Other pots of money include:
1. NCDOT Operations Funding: Aviation; Bike-Pedestrian; Ferry; Rail; and, Transit
(including JARC); regular maintenance (pothole patching, roadside environmental,
etc.) - $15B: $1 billion in administrative expenses) – these are funds over which
there is local input – for example, asking NCDOT to stripe crosswalks when they
repave Madison Boulevard.
2. LOCAL FUNDS (in the past five years, Granville County has contributed
approximately $1.7 million toward securing funding.
3. OTHER STATE DEPARTMENT FUNDS (i.e. COMMERCE, CULTURAL
RESOURCES, DENR). Clean Fields Advanced Technology (CFAT) funding for
the purchase for more fuel-efficient vehicles.
4. MISC. FUNDING SOURCES AND GRANTS FROM PRIVATE AND NON-
PROFIT SOURCES.
5. BOARD OF TRANSPORTATION / DIVISION SAFETY FUNDS (About
$100,000 a year each division).
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Mr. Ciriello stated projects emerge from state and locally-approved long-range
plans, including planning documents like the Person County Comprehensive
Transportation Plan, local and regional pedestrian and bike plans, airport master plans,
freight rail and trucking plans and public transportation plans, etc. The maps illustrate the
projects – more than 1,780 projects statewide – competing for funding at the state, regional
and division levels. The projects include:
• 824 Highway Projects
• 251 Bridge Replacements,
• 138 Interstate Maintenance projects,
• 418 Roadway Capacity Improvement,
• 17 road Safety projects
• 70 Bike/Pedestrian Projects
• 55 Aviation Projects
• 10 Public Transit Projects
• 5 statewide Rail Projects
• 1 Ferry Boat Replacement
Mr. Ciriello addressed the Person County State Transportation Improvement Plan
(STIP) projects:
• US 501 North: Completing the project to the VA border has a very low chance of
completion without major contribution of local funds.
• US 158: This project is slated to be removed from the STIP because it didn’t score
high enough for local points. Mr. Ciriello indicated the project can be resubmitted
if the Board desires. Mr. Ciriello stated Person County is working with Granville
County’s Planning Department to look at smaller, less costly, segments that could
be improved. For example, straightening out the horizontal and vertical curves at
the Tar River crossing could increase speeds to 55 MPH and improve safety.
• Younger Road extension (>1 mile) from Chub Lake Road to Carver Drive: This
project is slated to be removed from the STIP because it didn’t score high enough
for local points. Mr. Ciriello indicated the project can be resubmitted if the Board
desires.
• Airport: STIP ranking was good; needs minor tweaking. Airport Commission will
also pursue funding directly from DOA in addition to STIP funds.
• Madison Boulevard: The strongest (highest scoring) project in the County for
funding: highest congestion, most accidents, most cost efficient to enhance and
eligible for CMAQ
• Person County has no bike, pedestrian or public transit infrastructure requests in
the STIP.
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Mr. Ciriello stated that Planning staff will continue to work locally with the Airport
Commission, PATS, Parks and Recreation, Person County Transportation Advisory Board
and at the regional level with KTRPO, DCHC MPO, Granville, Caswell, southern VA and
NCDOT to refine existing STIP projects to make them more competitive. Mr. Ciriello
noted the following are projects that are in consideration:
• Working with Granville and Durham counties to improve access to I-85 and the
new East End Connector from southern Person County, i.e. realigning intersections,
straightening curves, repairing bridges to carry heavier trucks.
• Working with PATS to ensure that residents can access employment, education, and
training opportunities and its strategic planning goals are being met by the resources
at the RPO and NCDOT.
• Working with Parks and Recreation to ensure that road maintenance projects, when
possible, can incorporate bike / pedestrian recreation goals.
• Working with Parks and Recreation to pursue an NCDOT grant that the county
could use to create a bike and/or pedestrian plan when deemed appropriate.
• Working with the Airport Commission to ensure that airport funding requests are
completed and that land use and development around the airport enhances the
economic development potential of the facility without distracting from the quality
of life of homeowners.
• Meeting with NCDOT to discuss how to ensure Person County projects are more
competitive. The KTRPO has dedicated no-match required funding to help us
complete a plan for Madison Boulevard which had to be postponed because of
constraints on both city and county staff time.
• Pursue submitting an application for funding through the CMAQ program for
improvements to Madison Boulevard.
Mr. Ciriello further discussed Person County as eligible for CMAQ funding. There
is approximately $500,000 in CMAQ funding available annually for the Kerr Tar eligible
counties. Mr. Ciriello noted it is not enough funding to finish 501 to VA, but it’s enough
to make incremental improvement in some critical locations. CMAQ directs funding to
projects that contribute to meeting national air quality standards. CMAQ funds generally
may not be used for projects that result in the construction of new capacity available to
single occupancy vehicles.
Mr. Ciriello further noted that CMAQ funding may be used in NC for: bike and
pedestrian improvements, transit shelters and enhancements for vans, traffic signalization.
Mr. Ciriello proposed that Person County coordinates some improvements to
Madison Boulevard that will improve safety, job access and enhance PATS’ service. In
addition to improving job access; pedestrian improvements would also help to reconnect
the West Side of Roxboro with Uptown. Mr. Ciriello recommended that Person County
and the City of Roxboro partner for both project management and for the 20% matching
funds required.
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Mr. Ciriello stated the funding available would be about $630,720 including the
20% match. Mr. Ciriello requested Board approval to submit an application for CMAQ
funding. The application deadline for FY 2016 is October 8, 2015.
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Commissioner Jeffers asked Mr. Ciriello about any funding to assist with the lack
of sidewalks near Southern Middle School. Mr. Ciriello stated the CMAQ funds could be
used for a project for sidewalks.
A motion was made by Commissioner Clayton and carried 5-0 to approve staff
pursuing Congestion Mitigation Air Quality funds as well as the County’s 20% matching
funds required.
ROXPLEX PROPERTY, VARIOUS BUILDING AND EQUIPMENT
IMPROVEMENTS CAPITAL PROJECT ORDINANCE:
Finance Director, Amy Wehrenberg presented to the Board for approval the
Roxplex Property, Various Building and Equipment Improvements Capital Project
Ordinance. Ms. Wehrenberg stated the Capital Project Ordinance sets out the purchase and
renovation of new property, currently known as Roxplex, re-roofing construction for Huck
Sansbury, South Elementary, Woodland Elementary, and Oak Lane Elementary, window
replacements at North End Elementary, and the replacement of a chiller unit at Southern
Middle School. The approval of the Capital Project Ordinance allows for the creation of
this Project on the County's books and lists the revenues and expenditures that would be
part of this project. Ms. Wehrenberg noted the Board has given direction as part of their
adopted Capital Improvement Plan in April 2015 to fund the expenditures associated with
this project with debt proceeds.
Ms. Wehrenberg explained Contingency funds in the amount of $30,000 from the
General Fund is part of the request in the Capital Project Ordinance to cover possible
project bid overages and any other unforeseen costs. It is anticipated that advanced funds
will be transferred to cover related payments as they become due, such as engineering costs
and the acquisition expense for Roxplex. As stated in Section 6 of the ordinance, “Any
such advances made prior to the securing of adequate financing is intended to be
reimbursed from the financing proceeds.” The total loan financing for this Project is
estimated to be $2,164,000. Construction bids are anticipated by December 2, 2015.
Ms. Wehrenberg referenced a financing calendar included in the materials for the
Board’s review. Ms. Wehrenberg stated this financing was not USDA eligible and the
rates when last reviewed were under 4%.
A motion was made by Commissioner Jeffers and carried 4-1 to approve the
Roxplex Property, Various Building and Equipment Improvements Capital Project
Ordinance as presented. Commissioner Kendrick cast the lone dissenting vote noting his
opposition for the County to purchase the Roxplex property.
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August 17, 2015
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August 17, 2015
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RESOLUTION TO CALL FOR PUBLIC HEARING - CONSIDERATION OF
EXTENDING ORDER FOR RECREATION FACILITIES BONDS FROM SEVEN
(7) TO TEN (10) YEARS:
Finance Director, Amy Wehrenberg requested Board consideration to approve a
resolution to call for a public hearing for September 8, 2015 on whether the maximum time
period for issuing bonds under an order adopted by said Board of Commissioners on
September 12, 2008 for $6,000,000 Recreational Facilities Bonds that took effect on
November 4, 2008, should be extended from seven (7) to ten (10) years.
Ms. Wehrenberg noted the Resolution sets forth the following:
Preamble
Call for a public hearing for consideration of extending order for
$6,000,000 Recreation Facilities Bonds from seven (7) to ten (10) years
1. The call for a public hearing to facilitate receiving public input on
extending the bond order from seven (7) to ten (10) years as required by
North Carolina General Statutes,
2. Directions to the Clerk of the Board to publish the notice of the public
hearing, and
3. The Resolution is effective upon its passage by the Board.
A motion was made by Commissioner Jeffers and carried 5-0 to call for a public
hearing upon the question of whether the maximum time period for issuing bonds under an
order adopted by said Board of Commissioners on September 12, 2008 and entitled:
“ORDER AUTHORIZING $6,000,000 RECREATIONAL FACILITIES BONDS”, which
order took effect on November 4, 2008, should be extended from seven (7) years to ten
(10) years from November 4, 2008 and directed the Clerk to said Board of Commissioners
to publish said order, together with the appended statement as required by The Local
Government Bond Act, as amended, once in The Courier-Times not later than the sixth day
before the date of said public hearing.
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August 17, 2015
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CHAIRMAN’S REPORT:
Chairman Puryear reported the following upcoming meetings:
• Homeowners Association August 18, 2015 at 6:30pm at the Roxboro Country Club
• Economic Development Commission August 20, 2015 at 8:00am
MANAGER’S REPORT:
County Manager, Heidi York reported she would follow up with each Board
member for feedback related to holding two half-day retreats, one each in the fall and
spring.
COMMISSIONER REPORT/COMMENTS:
Commissioner Jeffers commented that the National Night Out event was very well
attended.
Commissioner Kendrick thanked the Courier Times for providing data in a recent
editorial.
There was no report from Vice Chairman Newell or Commissioner Clayton.
ADJOURNMENT:
A motion was made by Commissioner Kendrick and carried 5-0 to adjourn the
meeting at 11:10am.
_____________________________ ______________________________
Brenda B. Reaves Kyle W. Puryear
Clerk to the Board Chairman
(Draft Board minutes are subject to Board approval).
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9/8/2015
Dept./Acct No.Department Name Amount
Incr / (Decr)
EXPENDITURES General Fund
Human Services 6,000
Public Safety 2,500
Economic and Physical Development 210
REVENUES General Fund
Other Revenues 8,710
EXPENDITURES Person Industries & MRF Fund
Community Rehab Prog Services 898
REVENUES Person Industries & MRF Fund
Other Revenues 898
EXPENDITURES Airport Capital Construction Fund
FAA NPE-2015 166,667
REVENUES Airport Capital Construction Fund
Federal funds: FAA-NPE-2015 150,000
Local funds: FAA-NPE-2015 16,667
Explanation:
BUDGET AMENDMENT
Receipt of ABC grant for the Drug Court ($6,000); Receipt of Walmart grant for EMS ($2,500); receipt of
donation for Cooperative Extension ($210); Receipt of vehicle insurance claim check for Person Industries
($898); receipt of FY 2016 non-primary entitlement ("NPE") funds from the Federal Airport Aviation that has
been allocated under the State Block Grant Program for future airport projects ($150,000) which require a 10%
local match ($16,667)
BA 342
AGENDA ABSTRACT
Meeting Date: September 8, 2015
Agenda Title: Review of the Solid Waste Study Contract
Summary of Information:
At the Board’s August 17th meeting, the Solid Waste Study contract and scope of work was
discussed and approved. Vice Chairman Newell is requesting further discussion of the Solid Waste
Study scope, particularly whether to pursue further study of water quality concerns around the
landfill as well as potentially narrowing the options studied to include 1) re-negotiation of the landfill
contract and 2) opening a privately-managed transfer station.
Recommended Action: Review the scope of the study and make any necessary changes and
amendments to the contract.
Submitted By: Vice Chairman David Newell
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August 11, 2015
Ms. Sybil Tate
Person County - Assistant County Manager
304 S. Morgan Street
Roxboro, North Carolina 27573
RE: Person County, North Carolina
Solid Waste Management Study
Scope of Work
Dear Ms. Tate:
Smith Gardner, Inc. (S+G) is pleased to submit the following Scope of Work to Person County
(County) to review and evaluate the current solid waste program; identify long-term solid
waste management options; develop a cost-benefit analysis of feasible options and identify a
long-term option that provides the County with a high level of service that is cost competitive
and minimizes the impact on the City of Roxboro.
SCOPE OF WORK
The scope of work includes the following tasks, which are further described below:
Task 1 - -- Data Acquisition and Research
Task 2 - -- Project Kick-Off Meeting
Task 3 - -- Options Analysis
Task 4 - -- Waste Stream and Recycling Analysis
Task 5 - -- Final Report
Task 6 - -- Board Presentation
Task 7 - -- Franchise Agreement Development and Negotiations (Optional)
Task 8 - -- Request for Proposal for Waste Disposal and/or Transfer (Optional)
Optional tasks are included under this contract for an additional fee with written
authorization from the County.
Task 1 -- Data Acquisition and Research
At the outset of the project, S+G will identify, acquire and review available data provided by
the County and the City of Roxboro to develop an understanding of the County and City solid
waste system, including previous reviews conducted by the County for solid waste
management system options. S+G will also obtain and review the County GIS database files,
which will be necessary during the initial site screenings. This task includes one (1) meeting
with the County and community stakeholders.
Task 2 -- Project Kick-Off Meeting
S+G will conduct a half-day project kick-off meeting with County staff, City of Roxboro staff
and key project team members at the County’s facilities. Prior to the meeting, S+G will
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August 11, 2015
Page 2 of 7
submit to the County a draft agenda along with data needs as a result of Task 1. The
anticipated outcome of the project kick-off meeting is to:
Achieve consensus on the options to be evaluated;
Develop qualitative and quantitative evaluation criteria that represent Person
County’s goals and objectives;
Develop siting criteria for new facilities beyond prescribed NCDENR Division of Waste
Management, Solid Waste Section rules and regulations; and
Develop goals and identify desired outcomes for the waste stream and recycling
analysis.
The project kick-off meeting will also be used to define:
Communication between the County and S+G;
Project schedule; and
Project Stakeholders.
Task 3.1 -- Options Analysis -- Initial Screening
Building upon the work already completed by the County, S+G will qualitatively review the
County’s solid waste options based on criteria developed during Task 1 and 2 to determine
the most favorable options for conducting a cost-benefit analysis. It is anticipated that the
following options would be included in this analysis:
Renegotiate the current franchise agreement with Republic Services;
County owned, County operated transfer station to transfer waste to an out-of-county
facility ;
County owned, private operated transfer station to transfer waste to an out-of-county
facility;
Private owned and operated transfer station to transfer waste to an out-of-county
facility;
Direct haul to Granville County without developing a transfer station;
County owned, County operated landfill for County only waste; and
County owned, private operated landfill for County only waste.
At the completion of the task S+G will provide the County with a technical memorandum
summarizing the qualitative review of the options and meet with the County to review and
develop a consensus of the options for further investigation.
Task 3.2 -- Options Analysis -- Site Screening
S+G will conduct a preliminary desktop site screening using GIS for options identified in Task
3.1. The preliminary desktop screening will review regulatory, industry and County
requirements to locate regions of the County appropriately suited for the option(s).
Identifying regions where facilities are most reasonable will allow the project team to
consider development and transportation costs, which may be significant to the long-term
viability of these options.
In addition, S+G will develop facility layouts for options requiring construction, to determine
the approximate parcel size needed to construct and operate the option(s). The layouts will
be conceptual, but will provide sufficient detail to develop budgetary costs expected for a
facility handling the County’s solid waste.
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Ms. Sybil Tate
August 11, 2015
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Task 3.3 -- Options Analysis -- Cost-Benefit Evaluation of Final Options
Working with the County and City of Roxboro, S+G will develop baseline costs for the current
operations of each entity, which will be used as the baseline costs for comparing up to three
(3) options identified in Task 3.1 and 3.2.
S+G will develop a preliminary estimate of the capital and operating costs for each option.
This will include estimates of land acquisition costs, permitting/design costs, construction
costs, disposal operations equipment and labor costs and transportation costs (from transfer
station only).
S+G will develop a spreadsheet analysis for each option that accounts for the initial
development costs, initial capital equipment costs plus replacement costs, construction
costs and operation costs based upon assumed daily tonnages. The analysis will evaluate
each option for 30 years and compare each option to the baseline costs of the County’s
current system, which will include the City of Roxboro.
Upon completion of the draft cost-benefit evaluation of the final options, S+G will meet with
the County to review the evaluation. Following the meeting S+G will incorporate the County’s
comments into the final evaluation, which will be included within the Final Report. This task
assumes one (1) meeting with the County and community stakeholders at the completion of
the task.
Task 4.1 -- Waste Stream and Recycling Analysis -- Recommendation for Increasing
Recycling
S+G will partner with RRS and work with Person County and the City of Roxboro to review
current collection, processing, education and policy to identify program gaps and key best
practice recommendations the County and City should evaluate for increasing the recovery
within their waste management system.
Task 4.2 -- Waste Stream and Recycling Analysis -- Recommendations for Improving the
Recycling Center
Person Industries is in the process of moving all recycling operations to the Person County
Recycling Center. As a result, Person County is looking to update the Recycling Center with
additional process equipment to increase recycling, while maintaining a safe work
environment for Person Industries staff. S+G will partner with MetalTech Solutions, which
specializes in recycling process design, to develop a conceptual design that will efficiently
use the Recycling Center’s warehouse space to process recyclables meeting Person
Industries’ requirements for staffing. This task will yield the following:
• Proposed system layout;
• Building upgrades;
• Material flow; and
• Material storage requirements.
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Task 4.3 -- Waste Stream and Recycling Analysis - Waste Stream and Recycling
Assessment
S+G and RRS will conduct a pre-waste sort meeting with Person County and City of Roxboro
staff to outline the goals of the waste stream and recycling assessment and review to the
methodology for completion of the assessment. Our Team will review the sample size and
sampling technique to ensure adequate samples are made available prior to the
assessment. We will also finalize the material needs while onsite for the assessment. Lastly,
our Team will review the data analysis and reporting mechanisms we intend to use as we
collect, analyze and report our findings. Our Team will provide the County with the plan and
it is assumed that the County will meet with private haulers and City of Roxboro to arrange
the logistics for delivery of waste materials to be sorted and to convey the general sort plan.
At the conclusion of the pre-waste sort meeting, our Team will review the site locations
where the sorts will take place with Person County staff. It is assumed that assessment will
take place at the Upper Piedmont Environmental Landfill or at Person Industries. The
County will work with Republic Services and/or Person Industries to provide a covered site at
the sorting location.
After our Team reviews the County’s data and has an understanding of the total waste
generated, a sample size will be developed to be collected from each of the sample areas
(Person County commercial waste and City of Roxboro waste). Materials will be collected in
advance (and placed in a sheltered location) from selected routes and areas.
Our Team will provide all personal protective equipment (PPE) and the following materials
for the sort:
Heavy-duty puncture resistant gloves and reflective safety vests;
Protective coveralls, ear plugs and air-filter safety masks;
Leak-proof containers for sorting and weighing materials;
First-aid kit;
Platform scale capable of measuring up to 300 pounds (with 0.1 resolution);
Sort table with screen for fine material; and
Other items necessary to complete the sort (e.g. tarps, broom, dustpan, etc.).
Our Team intends to conduct the material assessment over two days. It is assumed that the
County will be responsible for set-up. Our Team will provide a team leader and one staff
member to assist in directing the sort and the County will provide labor for sorting the
material. The team leader and staff member will verify and record each of the sample
weights and photograph each of the samples as the sort is completed. Currently we plan to
sort to the following categories: news, mixed paper, OCC, AL cans, steel cans, PET bottles,
NHDPE, CHDPE, mixed plastics (#3 - #7), bulky mixed rigid plastics, glass, organics (food,
wood, yard wastes, etc.), construction and demolition (C&D), bulky waste and residue.
Modification of this planned material characterization can be discussed. Our Team will
complete data analysis to determine the composition of all sorted materials.
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At the completion of the assessment, S+G will provide Person County a technical
memorandum summarizing the study including material sort and assessment methodology,
findings and conclusions, along with the complete data results.
Task 5 -- Final Report
S+G will prepare two (2) final reports. One report will present the results of Tasks 1-3 along
with our recommendation for long-term solid waste management service for Person County
and the City of Roxboro. The second report will summarize our evaluation of the County’s
current recycling system and the Person County Recycling Center along with
recommendations and cost estimates for incorporating identified recommendations.
Drafts of each report will be submitted to the County electronically for review and comment.
Upon receipt of comments, S+G will finalize the reports and provide the County with an
electronic copy and up to five (5) hard copies of the final report.
Task 6-- Board Presentation
Concurrent with drafting the final report, S+G will develop a PowerPoint® presentation
summarizing the results of the project for the Board of Commissioners and other project
stakeholders. Prior to the presentation, S+G will meet with the County’s project team to
review the presentation and address the County’s comments.
The following tasks are considered optional and will be provided under this contract
following written authorization from the County.
Task 7 -- Contract Renewal Development and Negotiations (Optional)
S+G will review the County’s current agreement and in a meeting with the County will review
the success of the current agreement and operation. S+G will also review and compare the
County’s current contract with up to three (3) other publically available waste disposal
contract documents for host Counties across North Carolina. During our review, S+G will
conduct interviews with management overseeing the agreements to discuss limitations and
successes of the programs.
Following our review of publically available agreements, S+G will meet with the County to
discuss our findings; review the existing agreement; discuss potential agreement revisions
based the County’s current and future solid waste and recycling program needs; and discuss
and prioritize agreement conditions understanding that each added provision may affect the
contract and fee.
Based on the initial tasks S+G will assist the County Attorney in preparing a draft agreement,
which will serve as the base agreement to begin negotiations with Republic Services. S+G
has included additional time within the fee to include up to two meetings between the County
and Republic Services and time to make general revisions to the agreement following final
negotiations. It is anticipated that the final agreement will be reviewed by the County attorney
prior to being fully accepted.
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Ms. Sybil Tate
August 11, 2015
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Task 8 -- Request for Proposal for Waste Disposal and/or Transfer (Optional)
Person County will provide S+G with a draft Request for Proposal (RFP) for waste collection,
disposal and/or transfer. S+G will review the draft RFP for the County and provide
recommended revisions. It is expected that Person County will finalize the RFP, advertise
and be the primary contact during the solicitation process. S+G will assist the County with
questions that may arise during the RFP and in evaluating the proposals received.
BUDGET
For tasks 1 through 6, S+G recommends a not-to-exceed budget of $77,680 to be billed on a
time and materials basis in accordance with the current standard fee schedule as agreed to
between Person County and S+G. The not-to-exceed budgets for the project tasks along with
optional tasks as defined herein are as follows:
Tasks Budget
TASK 1. Data Acquisition and Research $2,760
TASK 2. Project Kick-Off Meeting $3,810
TASK 3.1 Options Analysis -- Initial Screening $6,500
TASK 3.2 Options Analysis -- Site Screening $9,620
TASK 3.3 Options Analysis - Cost Benefit Analysis $9,400
TASK 4.1 Recycling Analysis - Optimization Review $6,200
TASK 4.2 Recycling Analysis -- Recycling Center Design $8,760
TASK 4.3. Waste Stream and Recycling Assessment $11,500
TASK 5 Final Report $12,020
TASK 6 BOCC Presentation $7,110
Optional Tasks Budget
TASK 7. Contract Agreement Development and Negotiations $10,600
TASK 8. Request for Proposal for Waste Disposal and/or Transfer $6,230
SCHEDULE
S+G is prepared to implement this scope of work upon authorization by Person County. A
schedule for the optional tasks will be provided upon County’s approval to complete the
tasks. Should additional optional tasks be added, the schedule may be modified to
accommodate them.
Task Start Date Completion Date
TASK 1. Data Acquisition and Research Aug 10, 2015 Aug 31, 2015
TASK 2. Project Kick-Off Meeting Sep 1, 2015
TASK 3. Options Analysis Sep 1, 2015 Nov 30, 2015
TASK 4. Waste Stream and Recycling Analysis Sep 1, 2015 Nov 30, 2015
TASK 5. Final Report Dec 1, 2015 Dec 31, 2015
TASK 6. Board Presentation TBD
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Ms. Sybil Tate
August 11, 2015
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AUTHORIZATION
S+G is prepared to perform the above referenced scope of work upon your authorization and
execution of a contract. Please contact us at 919-828-0577 or by e-mail (below) if you have
any questions or require any additional information.
Sincerely,
Smith Gardner, Inc.
W. Michael Brinchek, P.E. Joan A. Smyth, P.G.
Senior Project Manager, ext. 128 Senior Hydrogeologist, ext. 221
mike@smithgardnerinc.com joan@smithgardnerinc.com
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AGENDA ABSTRACT
Meeting Date: September 8, 2015
Agenda Title: Appointments to the Juvenile Crime Prevention Council
Summary of Information:
- Juvenile Crime Prevention Council
1 position for an unexpired term for a substance abuse professional;
(No applications received)
Term to December 31, 2017:
1 citizen-at-large position;
1) Louise Wright-Oliver requests appointment
1 position for the Chief of Police or his designee;
1) Chief of Police, David L. Hess requests appointment
1 position for the District Attorney or his designee;
1) Assistant District Attorney, Alisa Mitchell Black requests appointment
1 position for a representative from the Department of Social Services;
1) Ashley Pleasant requests appointment
Recommended Action:
Board nomination for appointment as deemed appropriate.
Submitted By: Brenda B. Reaves, Clerk to the Board
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