Agenda Packet September 8 2014PERSON 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, 2014
7:00 pm
CALL TO ORDER…………………………………………………. Chairman Clayton
INVOCATION
PLEDGE OF ALLEGIANCE
DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA
PUBLIC HEARING:
ITEM #1
A Financial Grant Incentive in the amount of $30,000 disbursed to
Roxboro Development Group over 3-years for an Economic
Project for Public Improvements benefiting the Uptown area and
Hall’s Agribusiness ……………………………………………………… Stuart Gilbert
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 #2
DISCUSSION/ADJUSTMENT/APPROVAL OF CONSENT AGENDA
A. Approval of Minutes of August 18, 2014,
B. Budget Amendment #3
UNFINISHED BUSINESS:
ITEM #3
Research Triangle Regional Partnership
FY 2014-2015 Representatives ……………............................................. Stuart Gilbert
NEW BUSINESS:
ITEM #4
Kirby Rebirth: Upstairs – Naming Advisory
Committee Appointments and Fee Schedule ……... Sybil Tate & Dr. Walter Bartlett
ITEM #5
Person County Health Department Water Sample Fee Schedule …..... Janet Clayton
ITEM #6
NCACC Legislative Goal Proposal ……………………………………. Christy Bondy
ITEM #7
Resolution Calling a Public Hearing on whether the Board of
Commissioners for the County of Person, NC should approve a
Proposed Installment Financing Agreement to finance a portion
of the costs of various projects and whether said County should
acquire certain School Property included in such projects
(Consideration of Financing of Person County Recycling Center
Acquisition and Improvements, and Earl Bradsher Preschool
and Kirby Civic Auditorium Re-roofing Construction) ………….. Amy Wehrenberg
ITEM #8
Audit Contract with Winston, Williams, Creech and
Evans for State Mandated Pension Testing ……………………….. Amy Wehrenberg
CHAIRMAN’S REPORT
MANAGER’S REPORT
COMMISSIONER REPORTS/COMMENTS
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CLOSED SESSION #1:
Closed Session per General Statute 143-318.11(a)(5) to consider the acquisition or
lease of real property with the following individuals permitted to attend: Clerk to
the Board, Brenda Reaves, County Attorney, Ron Aycock, Assistant County
Manager, Sybil Tate, General Services Director, Ray Foushee and Recreation
Director, John Hill.
Note: All Items on the Agenda are for Discussion and Action as deemed
appropriate by the Board.
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PUBLIC HEARING NOTICE
The Person County Board of Commissioners will hold a Public Hearing on Monday,
September 8, 2014 at 7:00 pm in the Board of Commissioners’ meeting room, Room
215, Person County Office Building, 304 S. Morgan Street, Roxboro, NC 27573.
The Board will consider the appropriation of county general funds to be made available
to the Roxboro Development Group in compliance with applicable law, to assist in public
bathrooms, public street lighting and public sidewalks at Hall’s Agribusiness. The project
will include development of 13,000 sq. ft. of new development space and over 55 new
jobs in the Uptown Roxboro Area. Such assistance shall include, but not limited to:
1. A financial grant incentive over a 3 year period of time at a total cost of $30,000
or $10,000 per fiscal year with the disbursement of the first payment of $10,000
to be released after the construction of the new uptown development project.
The project will be adjacent to Merritt Commons and support future community
wide events located in the Uptown Roxboro Area. This grant will be disbursed to
the Roxboro Development Group and the Roxboro Development Group will
oversee the release of county public improvement funds over a 3 year period
based on new capital investment of over $1.2 million and up to 55 new jobs over
5 years.
The consideration provided for public improvements that will benefit residents that shop
in Uptown Roxboro referenced in Item 1 above includes a verifiable commitment to (i)
specified levels of capital investment and new employment within the County and (ii) and
no financial grant requiring to be repaid to the County in connection with said project
based on the completion of the project and the fact that the project owner will pay
property taxes and be reimbursed over a 3 year period for the public improvements they
developed that will be a public benefit to the Uptown area and citizens doing business in
Uptown and a private benefit to the Hall’s Agribusiness new developed space.
The public benefits to be derived from this economic development project are increases
in the property tax base, employment opportunities, tax revenues, over $80,000 dollars
of new public improvements in the Uptown Roxboro Area in the form of new public
restrooms, new public street lighting and new public sidewalks and business prospects
in the County.
Brenda B. Reaves, NCCCC, CMC
Clerk to the Board
Person County Board of Commissioners
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PERSON COUNTY BOARD OF COMMISSIONERS AUGUST 18, 2014
MEMBERS PRESENT OTHERS PRESENT
Jimmy B. Clayton Sybil Tate, Assistant County Manager
Kyle W. Puryear C. Ronald Aycock, County Attorney
B. Ray Jeffers Brenda B. Reaves, Clerk to the Board
Frances P. Blalock
David Newell, Sr.
The Board of Commissioners for the County of Person, North Carolina, met in regular
session on Monday, August 18, 2014 at 9:00 am in the Commissioners’ meeting room in the
Person County Office Building.
Chairman Clayton called the meeting to order, led invocation and asked Vice
Chairman Jeffers to lead the Pledge of Allegiance.
DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA:
Chairman Clayton presented to the Board for consideration the following items as
adjustments to the agenda:
A request to add to the agenda an item for Farmland Protection Plan, and an item for
an economic update regarding an Uptown public improvement project as well as a request to
remove from the agenda the item listed as Closed Session #1.
A motion was made by Commissioner Blalock and carried 5-0 to add an item to the
agenda for Farmland Protection Plan.
A motion was made by Commissioner Puryear and carried 5-0 to add an item to the
agenda for an economic update for an Uptown public improvement project as well as remove
from the agenda the item noted for Closed Session #1.
A motion was made by Vice Chairman Jeffers and carried 5-0 to approve the agenda
as adjusted.
INFORMAL COMMENTS:
There were no comments from the public.
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DISCUSSION/ADJUSTMENT/APPROVAL OF CONSENT AGENDA:
A motion was made by Vice Chairman Jeffers and carried 5-0 to approve the Consent
Agenda with the following items:
A. Approval of Minutes of July 21, 2014,
B. Approval of Minutes of August 4, 2014,
C. Budget Amendment #2,
D. Tax Adjustments for the month of July 2014,
a. July 2014 tax releases,
b. July 2014 NC Vehicle Tax System pending refunds, and
E. DSS Attorney Contracts with Tom Fitzgerald, Walter Cates, Julie Ramsey and Joe
Weinberger
NEW BUSINESS:
NAMING POLICY, GIFT AGREEMENT AND MEMORANDUM OF
UNDERSTANDING BETWEEN PERSON COUNTY AND PIEDMONT
COMMUNITY COLLEGE:
Dr. Walter Bartlett, Piedmont Community College President, presented a naming
policy, gift agreement and Memorandum of Understanding (MOU) between Person County
and Piedmont Community College (PCC) in an effort to move forward with raising funds by
way of offering naming opportunities for the Kirby Rebirth: Upstairs-Uptown project at the
Kirby Cultural Arts Complex. Dr. Bartlett said that PCC had generated a naming policy for
its use and had prepared a similar policy for Person County to use for its facilities noting the
documents had been reviewed and modified by the County Attorney and the Assistant County
Manager. Dr. Bartlett noted the gift agreement outlines the donor’s commitment with Person
County for a pledge amount outlining a due date to fulfill the pledge noting three years is the
timeframe for which a pledge should be fulfilled. Dr. Bartlett told the group that $50,000 is
the recommended minimum pledge for consideration for naming rights.
Assistant County Manager, Sybil Tate stated that the next steps, should the Board
approved the naming policy, gift agreement and MOU between Person County and PCC,
would be to establish the Naming Advisory Committee and set a fee schedule to identify the
county space usage as well as the set the donation amount schedule for consideration for
naming rights for each space.
Dr. Walter Bartlett requested that the County Commissioners accept the naming
policy, gift agreement and MOU thus allowing Piedmont Community College representatives
to proceed with offering naming opportunities at the Kirby Cultural Arts Complex.
A motion was made by Commissioner Newell and carried 5-0 to approve the naming
policy, gift agreement and Memorandum of Understanding between Person County and
Piedmont Community College as presented.
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PERSON COUNTY TOURISM DEVELOPMENT AUTHORITY ANNUAL REPORT:
Person County Tourism Development Authority (TDA) Director, Margaret McMann
presented to the Board an Annual Report highlighting the statistics and overall review of the
activities for July 2013 – June 2014 noting the year had been very good. Ms. McMann stated
the need arose to revise the Fiscal Year 2013-2014 budget to reflect the increased occupancy
collections. Ms. McMann noted the original budget was $170,000 and in June had to revise
the budget to $201,000. Monies that are not expended are put in the county Fund Balance and
that affords TDA the ability to give money to major worthwhile projects such as the Kirby
Rebirth project; other years TDA gave $20,000 for The Pavilion on Main Street at Merritt
Commons, and assisted with the amphitheater at Mayo along with the Mayo Education
Center.
Ms. McMann told the group that tourism remains a strong industry in North Carolina,
which is the sixth most visited state in the United States. Visitors to NC spent $20.2 billion
dollars in North Carolina, up 2.2 percent from 2012.
Ms. McMann stated that Person County had an increase of 4.4 percent in domestic
visitors to and within Person County with visitors spending $32.8 million dollars. Due to
tourism money in North Carolina each tax payer saves $435 in taxes. And, on a local level it
saved each tax payer $66.35 in local taxes.
Ms. McMann noted this past year’s marketing was specific to markets for outdoor
activities and this year’s marketing plan will see an increase in electronic marketing (website
and social media) and development of a new Destination Guide for area visitor centers. Ms.
McMann further noted the new community calendar website: EXPLOREROXBORO.COM
has had very good success with organizations adding their events to the calendar.
Ms. McMann stated family reunions, weddings, and high school reunions are still big
weekend business for Person County, while business travel continues to be the major weekday
market. Ms. McMann said that both the Hampton Inn and the Innkeeper have undergone
major renovations. Ms. McMann stated that TDA continues to help support festivals, special
events, outdoor events such as the 5k run/walks, the triathalon, beach music festivals,
bluegrass music festivals as well as other activities happening throughout Person County.
Ms. McMann informed the Board that TDA partnerships with other organizations
continue to work well and monetary support is awarded through grants. Ms. McMann noted
that TDA gave out over $33,000 in grants for about 18 different events with funding to just
the Museum at $33,000. This is due to the request by the County Commissioners that the
Museum get 1% of the occupancy tax collected. Ms. McMann stated the TDA supports Mayo
Lake monetarily as they continue to have high numbers of visitors from out of the area as well
as Personians enjoying their programs and the lake. Ms. McMann stated TDA is very happy to
include Hyco Lake on a regular quarterly basis this year as revenue is generated from Hyco’s
seven cabins. Ms. McMann stated the Lakes, Mayo and Hyco, continue to be Person
County’s major attractor.
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Ms. McMann noted the strong partnerships that are being formed between
Roxboro, Person County and Roxboro Development Group that has led to some new
events Uptown that are very successful. Ms. McMann further noted the good partnership
with Piedmont Community College through the Kirby Cultural Complex and the special
public events they have been offering, i.e., Pickin’ by the Lake, as well as the strong
partnership with the Roxboro Area Chamber of Commerce.
Ms. McMann stated TDA is looking forward to working on a new branding
program and assisting in attracting not only more visitors to the area but new businesses
that will enhance the quality of life for the resident and the visitor.
Vice Chairman Jeffers asked Ms. McMann to clarify how the six-member TDA
board deals with a tie vote. Ms. McMann stated the TDA chair does not vote unless there
is an absence by a member.
Commissioner Puryear commented on the recent success of the cruisin’ events.
Ms. McMann added that all owners of older model cars are invited and that they do not
need to be a member of a car club.
A motion was made by Commissioner Newell and carried 5-0 to accept the
Tourism Development Authority Annual Report for July 2013-June 2014 as presented.
The 2013-2014 Person County Tourism Development Authority Annual Report
presented to the Person County Board of Commissioners on August 18, 2014 is hereby
incorporated into the minutes by reference.
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SMART GROWTH WORKSHOP MEMORANDUM OF UNDERSTANDING:
Assistant County Manager, Sybil Tate announced that the County applied for and
received an EPA funded Smart Growth community workshop grant. Ms. Tate noted that
the title of the workshop is “Planning for Economic and Fiscal Health” and teaches
participants how their community can save money, reduce fiscal liabilities and spur
economic development. Ms. Tate further noted that the workshop will be held on
December 2nd – 3rd, 2014 with the public, staff and elected officials invited to attend. Ms.
Tate clarified that a community workshop will be held on Tuesday evening, Dec. 2nd and
an all-day economic development stakeholder workshop will be held on Wednesday,
Dec. 3rd. Both sessions will be held in the S-100 room at Piedmont Community College.
Ms. Tate presented the Board with the Memorandum of Understanding for the
grant outlining expectations for both Person County and Smart Growth America (SGA).
SGA will provide training and guidance at no cost to Person County in exchange for
requiring staff attendance, adequate event facility space, and a minimum of three progress
reports describing the implementation of any strategies or programs arising from SGA’s
technical assistance.
Ms. Tate requested the Board to authorize staff to sign the Memorandum of
Understanding.
A motion was made by Commissioner Blalock and carried 5-0 to authorize staff
to sign the Memorandum of Understanding between Person County and Smart Growth
America.
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LIBRARY GRANTS:
Library Director, Christy Bondy announced the Library has applied for four
grants this fiscal year; two State Library Services Technology Act (LSTA) grants, a Food
Lion grant to sponsor the Feed to Read program that will be held this fall, and a grant
from Georgia Pacific for Handicap accessible doors.
Ms. Bondy stated the Library has been awarded both of the LSTA grants; the first
grant to fund two AWE Early Literacy stations for the Children’s Area. The AWE Early
Literacy Stations provide 16 programs for children ages 2-8 to learn from, including
numbers, letters, and book activities. Ms. Bondy noted the total project cost is $6,832.
The State Library awarded Person County $5,466. The grant requires a 20% match of
$1,366 from Person County. Ms. Bondy stated the second LSTA grant is the Raising the
Bar scholarship awarded to the Library Director to attend the Association of Small and
Rural Libraries conference in Tacoma, WA on September 3-6, 2014. The conference will
provide workshops on current library trends to implement in Person County. Ms. Bondy
noted there is no match requirement.
Ms. Bondy noted the Georgia Pacific grant request is $5,391 with no match
required. Ms. Bondy the Library expects to be notified by the end of August, if the
County is awarded the grant funding.
Ms. Bondy said the Food Lion grant request is $2,500 whereby no match is
required noting the Library will be notified in October of any such grant award.
Ms. Bondy requested the Board to approve matching grant funds request in the
amount of $1,366.
A motion was made by Vice Chairman Jeffers and carried 5-0 to approve the
grant awards as presented including the 20% match of $1,366 to be funded from the
Contingency Fund. Vice Chairman Jeffers amended the funding source to be the Library
Fund Balance once the Finance Director told the group that this is a more appropriate
funding source.
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CONSIDERATION TO IMPLEMENT A HIRING FREEZE:
Commissioner Newell stated his concerns related to the Board having to balance
the budget next year coupled with the capital projects and spending of the County’s fund
balance as reasons to recommend attrition to downsize the County’s payroll.
Commissioner Newell noted his main purpose for this recommendation is to avoid a tax
increase next year as 80% of taxpayers cannot afford a tax increase. Commissioner
Newell recommended eliminating ten positions while recognizing that some departments
may need more staff. Commissioner Newell told the group that once efficiency is
achieved, a possibility for employees to receive a pay increase may exist.
A motion was made by Commissioner Newell to implement an immediate hiring
freeze.
Commissioner Blalock asked staff if the County had received the state appraised
values. Assistant County Manager stated the state appraised values would not be
available until September and the fiscal year 2014 audit would not be completed until
December and without these two pieces of information, it would be difficult to estimate
where the County stands fiscally. Commissioner Blalock suggested tabling action on the
motion before the Board until a later time.
Commissioner Puryear stated agreement with Commissioner Newell that
spending need to be decreased and the efforts should be now versus later.
Vice Chairman Jeffers stated without facts and figures in front of the Board, he
did not agree with the motion on the floor to balance the budget on the backs of the
employees. Vice Chairman Jeffers noted during the County Manager’s first two years
over $7M was cut from the budget. Vice Chairman Jeffers stated he and Commissioners
Puryear and Newell voted for the budget passed in June that gave school teachers and
staff supplement salary increases, more funding appropriated to Piedmont Community
College, funding to the Chamber and the Veterans Council and suggested Commissioners
Puryear and Newell consider a reversion of funding in lieu of cutting staff.
Chairman Clayton stated the County Manager had given the Board a zero-based
budget, balanced prior to the Board making adjustments. Chairman Clayton stated the
hiring freeze, in his opinion, was premature and suggested January 2015 as a better time
to evaluate the need for such.
A substitute motion was made by Commissioner Blalock to table action on
implementing a hiring freeze until January 2015. The substitute motion failed for a
lack of majority 2-3. Chairman Clayton and Commissioner Blalock voted in favor of
the substitute motion; Vice Chairman Jeffers and Commissioners Puryear and Newell
voted in opposition to the substitute motion.
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The original motion failed for a lack of majority 2-3 with Commissioners
Newell and Puryear voting in support of the original motion; Chairman Clayton, Vice
Chairman Jeffers and Commissioner Blalock voted in opposition to the original motion.
County Attorney, Ron Aycock clarified for members of the Board that a substitute
motion is ruled out of order if the substitute motion is the exact opposite of the proposed
motion; however, if the substitute motion changes the context of the motion, it is
permissible.
RESEARCH TRIANGLE REGIONAL PARTNERSHIP FISCAL YEAR 2014-2015
REPRESENTATIVES:
Economic Development Director, Stuart Gilbert told the Board that Person
County partners with the Research Triangle Regional Partnership (RTRP) to market the
Research Triangle Region of North Carolina to create new investments, jobs, and
strategic plans to ensure that this region remains globally competitive.
Mr. Gilbert stated that the RTRP recently changed its bylaws to have the lead
funding agency of each county nominate three candidates to represent the county on the
RTRP board of Directors.
Person County’s representatives for 2013-2014 were:
o Stuart Gilbert, Person County Economic Development Director,
o Randy Reynolds, Chairman of the Economic Development Commission; and
o Abby Gentry, Uptown Development Director.
As the Person County Board of Commissioners is the leading funding agency for
RTRP, Mr. Gilbert stated the Board may select any three candidates to represent the
County on the RTRP board of directors.
Commissioner Newell asked Mr. Gilbert to find out if there would be any conflict
of interest should a nominated representative actively participate in economic ventures
within Person County.
It was the consensus of the Board for Mr. Gilbert to report back to the Board at a
future meeting.
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FIXED ROUTE TRANSIT SERVICE IN THE CITY OF ROXBORO:
Person Area Transportation System (PATS) Manager, Kathy Adcock and Kerr-
Tar Regional Planning Director, Will Brooks informed the Board that the Community
Transportation Association of America (CTAA) is providing technical assistance to the
Region K Community Assistance Corporation in initiating a new public transit service in
Roxboro. Beginning in late May 2014, the CTAA, in cooperation with Person Area
Transportation System (PATS) and Kerr-Tar Regional Council of Governments, began
collecting and analyzing data to provide documentation of the benefits of a fixed route
service in Roxboro, and to design a transit service and route which meets the mobility
needs of the various stakeholders, accommodating employment and task related trips. A
primary goal is to establish a sustainable fixed route service for areas of Roxboro to
augment the current on-demand transportation and provide regular service where none
currently exists.
Data collected to date that supports the Roxboro Shuttle Service Area included:
• Approximately 28% of the household incomes were below $15,000.00 in 2013.
The projection for 2018 remains nearly the same.
• The projected household incomes for 2018 have significant reductions in the
following categories.
o $15,000 to $24,999
2013 – 15.5%
2018 – 11.5%
o $25,000 to $34,999
2013 – 12.5%
2018 – 10.1%
• The projected household incomes for 2018 have significant increase in the
following categories.
o $50,000 to $74,999
2013 – 14.7%
2018 – 18.1%
o 75,000 to $99,999
2013 – 6.9%
2018 – 9.6%
• Approximately 7.8% of the housing units are occupied by the owners in 2013.
That number drops to 6.4% in 2018.
• Minor fluctuations of average age are expected to happen between 2013 and
2018. Of note however is the decrease in the average age of 45 to 54 from 14.3%
in 2013 to 13.0% in 2018, and the increase in average age of 55 to 64 from 12.8%
in 2013 to 13.5% in 2018, and 65 to 74 from 9.1% in 2013 to 10.5% in 2018.
• Spending patterns from 2013 indicate the significant categories (other than
shelter) include:
o Retail goods
o Health care
o Entertainment
o Food away from home
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Mr. Brooks stated the statistics indicate that the typically transit-dependent
populations of lower income, which represents nearly 30% of the population (earning less
than $15,000 per family) in the proposed service area, and the elderly ( ages 65 to 74)
which represents another 10% of the proposed service area, makes up a large portion of
the Roxboro Transit service area. Based on a large, typically transit-dependent
population, and the spending patterns of the residents within the Roxboro city limits, an
appropriately designed fixed-route transit system could serve the community’s needs.
Ms. Adcock stated the current fixed-route proposal would serve Wal-Mart and
Golden Corral; housing developments in the Brookstone/Sandstone area on the south end
of town; Person County Community College; housing developments in the Red Oak/Pine
Ridge areas on the north end of town; and the following community destinations in-
between.
• Farmers Market
• Food Bank
• Court House
• Department of Health & Human Services
• Person Area Transit headquarters
• Hospital
• Doctors’ Offices
• Rose’s/Food Lion
• Lowe’s
• Peebles Drug Store
• Tractor Supply
Ms. Adcock stated the purpose of addressing the Board was to introduce the
concept of the Round Town Shuttle in Roxboro as CTAA, NC DOT and PATS continue
moving forward with preparing the necessary information to support a successful fixed-
route transit service in the City of Roxboro; develop an implementation plan; and secure
the appropriate approval to proceed with operating the fixed-route service. Ms. Adcock
told the Board of her plan to have the fixed-route service promoted free of charge at the
beginning with a nominal fee, such as .50 cents or $1.00 per ride thereafter noting input
would be sought from CTAA and NC DOT prior to any fee schedule implementation.
Ms. Adcock noted she does not anticipate any requests from the county for funding;
however, a request to operate on Saturday morning may be in the plan. Mr. Brooks added
the CTAA contract is expected to be in place by October 31, 2014 and PATS will be back
before the Board in November 2014.
A motion was made by Commissioner Blalock and carried 5-0 to proceed with
preparing the necessary information to support a successful fixed-route transit service in
the City of Roxboro; develop an implementation plan; and secure the appropriate
approval to proceed with operating the fixed-route service.
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FARMLAND PROTECTION PLAN:
Assistant County Manager, Sybil Tate reminded the Board that Person County,
through the Piedmont Conservation Council, applied for funds from North Carolina’s
Department of Agriculture and Consumer Sciences (NCDACS) to develop a Farmland
Protection Plan. Ms. Tate announced that Person County has been awarded $14,000 from
the NCDACS to begin its Farmland Protect Plan.
Ms. Tate stated the Board allocated $2,000 from contingency last November to
serve as a match for this grant; as the funds were not spent in FY2014, the Board must re-
allocate the funds. Ms. Tate requested the Board to allocate $2,000 from the county
contingency fund.
Ms. Tate noted the NCDACS has requested a letter signed by the Chairman that
allows Piedmont Conservation Council to manage the grant on behalf of Person County
as well as confirm the Board of Commissioners intention to adopt a Farmland Protection
Plan by March 31, 2016.
A motion was made by Vice Chairman Jeffers and carried 5-0 to allocate $2,000
from the county contingency fund for the grant match requirement and to approve a letter
to NCDACS allowing Piedmont Conservation Council to manage the grant on behalf of
Person County as well as confirm the Board of Commissioners intention to adopt a
Farmland Protection Plan by March 31, 2016.
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ECONOMIC DEVELOPMENT UPDATE RELATED TO AN UPTOWN PUBLIC
IMPROVEMENT PROJECT:
Economic Development Director, Stuart C. Gilbert provided the Board with an
update related to an Uptown public improvement project. Mr. Gilbert stated the project
public improvements include primarily public bathrooms, street lighting and public
sidewalks. The recommended project incentive is $30,000 to serve as a match to the City
of Roxboro’s contribution, with $10,000.00, beginning when the construction of the
public bathrooms start, and the two additional financial grants following in the next two
consecutive fiscal years in the amount of $10,000 per year . Mr. Gilbert noted the
Roxboro Development Group (RDG) is appropriating $5,000. Mr. Gilbert told the group
the attorney for RDG is in process of preparing the financial incentive agreement. Mr.
Gilbert requested that the Board authorize publication of a public hearing notice, setting
the public hearing to be held at 7:00 pm at the Board’s regularly scheduled meeting on
September 8, 2014 for the purpose of $30,000.00 to support public bathrooms, public
street lighting and public sidewalks for the proposed development in Uptown Roxboro.
A motion was made by Commissioner Newell, and carried 5-0 to call for a
public hearing to be held at 7:00 pm on September 8, 2014 to hear public comments
related to a financial grant of $30,000 over three years for an Uptown public
improvement project and to authorize publication of a public hearing notice.
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CHAIRMAN’S REPORT:
Chairman Clayton had no report.
ASSISTANT MANAGER’S REPORT:
Assistant County Manager, Sybil Tate reported the following:
• The next Board meeting is scheduled for September 8, 2014 at 7:00 pm.
• County Manager, Heidi York will attend the next Board meeting.
• Asked the Board member to complete the audit questionnaire at their seats and
mail in the envelope provided or submit to the Clerk to the Board.
• A Person County Human Service Provider Directory will be posted on the county
web site; a copy of which was passed out to the Board members.
COMMISSIONER REPORT/COMMENTS:
Commissioners Newell and Puryear had no report or comments.
Commissioner Blalock reported she had recently attend an Re-Entry Pathway for
Success meeting, the Planning Department’s Open House and the Person Family Medical
and Dental’s celebration for National Health Center Week.
Vice Chairman Jeffers and the NC Association of County Commissioners past
president, offered congratulations as he announced that Chairman Clayton was awarded
statewide Outstanding County Commissioner of the Year at the Association’s annual
conference.
CLOSED SESSION #1:
A motion was made by Vice Chairman Jeffers and carried 5-0 to enter Closed
Session per General Statute 143-318.11(a)(5) to consider the acquisition or lease of real
property at 10:13 am with the following individuals permitted to attend: Clerk to the
Board, Brenda Reaves, County Attorney, Ron Aycock, Assistant County Manager, Sybil
Tate, General Services Director, Ray Foushee and Recreation Director, John Hill.
A motion was made by Vice Chairman Jeffers and carried 5-0 to return to open
session at 10:21 am.
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ADJOURNMENT:
A motion was made by Commissioner Blalock, and carried 5-0 to adjourn the
meeting at 10:22 am.
_____________________________ ______________________________
Brenda B. Reaves Jimmy B. Clayton
Clerk to the Board Chairman
(Draft Board minutes are subject to Board approval).
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Dept./Acct No.Department NameAmountIncr / (Decr)EXPENDITURESGeneral FundGeneral Government$100,000Transportation$10,127Public Safety($100,000)REVENUESGeneral FundIntergovernmental Revenues$8,675Fund Balance Appropriation$1,452EXPENDITURESAirport Capital Construction Fund2014 FAA NPE Airport Projects$166,667REVENUESAirport Capital Construction FundFederal funds: 2014 FAA NPE$150,000Local funds: 2014 FAA NPE$16,667Explanation:BUDGET AMENDMENTIncrease PATS capital grant to agree with DOT's final budget approval for FY 2015 ($10,127); elimination of veterans services state grant (-$1,452); transfer budget for environmental study associated with the Public Safety Towers Project to be managed by the General Services Director ($100,000); and receipt FY 2014 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 329
AGENDA ABSTRACT
Meeting Date: September 8, 2014
Agenda Title: Research Triangle Regional Partnership FY 2014-2015 representatives
Summary of Information:
At the August 18, 2014 Board of Commissioners’ meeting, the Board requested that staff provide
information regarding the Research Triangle Regional Partnership’s (RTRP) conflict of interest
policy. Attached is RTRP’s Code of Ethics. A conflict of interest occurs when an individual stands
to benefit directly from a certain decision. Individuals generally involved in economic development
do not necessarily have a conflict of interest.
The RTRP bylaws provide for the lead funding agency of each county to nominate three candidates
to represent Person County on RTRP’s Board of Directors.
Person County’s representatives for 2013-2014 were:
Stuart Gilbert, Person County Economic Development Director,
Randy Reynolds, Chairman of the Person County Economic Development Commission, and
Abby Gentry, Uptown Development Director.
Recommended Action:
The Person County Board of Commissioners is the leading funding agency for RTRP and as such
may select any three candidates to represent the County on the RTRP Board of Directors. The
responsibility to vote is solely that of the Person County Board of Commissioners.
Submitted By: Stuart Gilbert, Economic Development Director
30
The Research Triangle Regional Partnership
Board of Directors Code of Ethics
The Board of Directors are expected to conduct themselves in a fair and
honest manner, acting in good faith to avoid conflicts of interest, respecting
the confidentiality of clients, maintaining personal integrity in all
professional relationships, and acting as good financial stewards of the
investments made in the organization and good regional stewards to achieve
the goals of the Research Triangle Regional Partnership.
A Board of Director having a conflict of interest or merely the strong
appearance of a potential conflict of interest, on any matter involving the
Corporation and any other business or person shall disclose the conflict,
refrain from voting on such matters, and shall avoid exercising influence or
pressure on other Directors qualified to vote. No Director or officer shall use
his or her position as a director or officer for his or her own direct or indirect
financial gain.
I understand the Research Triangle Regional Partnership Board
of Directors Code of Ethics and will abide by it.
Print Name
Signature Date
31
AGENDA ABSTRACT
Meeting Date: September 8, 2014
Agenda Title: Kirby Rebirth: Upstairs – Naming Advisory Committee appointments and fee
schedule
Background: At the Aug. 18th meeting, the BOC adopted the Person County Naming Policy. The
BOC then requested that staff and Piedmont Community College present information regarding
appointing members to the Naming Advisory Committee and the fee schedule for the Kirby Re-birth
project at the next meeting. Attached is a copy of the Naming Policy.
Summary of Information:
Naming Advisory Committee appointments
Staff recommends that each Commissioner appoint a person to serve on the Naming Advisory
Committee, since this committee is a temporary committee that will sunset when fundraising for the
Kirby Re-birth project is complete.
Fee Schedule
As the PCC Foundation staff members approach potential donors, the attached marketing material
will be utilized. This material lists, but does not limit, naming opportunities as:
• Main Hall, Rehearsal Hall A & B, Terrace and Upper Gallery: $60,000 each
• Studios A, B, C and D: $50,000 each
Recommended Action: Appoint 5 members to the Naming Advisory Committee and adopt the fee
schedule for the Kirby Re-birth project naming opportunities.
Submitted By: Sybil Tate, Assistant County Manager
Walter Bartlett, President PCC
32
1
Subject: Naming Policy Effective Date: August 2014
Approved by: # of Pages: 4
Table of Contents
Page No.
1.0 Purpose 2
2.0 Applicability 2
3.0 Naming Policy 2
4.0 Naming Advisory Committee
5.0 Procedure 2
6.0 Naming Strategy
6.1 Naming Criteria 2
6.2 General Provisions Related to Naming 3
6.3 Gift Pledge 3
6.4 Methods of Recognizing Naming Commitment 4
7.0 Conclusion 4
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2
1.0 PURPOSE
The purpose of this Naming Policy is to assure that appropriate reflection, consistency, and
fairness are given to major naming opportunities and that the history of Person County is taken
into account during such consideration. Naming decisions and the associated honor should be
fitting and of value for all parties involved. Because these considerations can encourage others
to give, this policy is intended as a guide and encourages flexibility on a case-by-case basis.
2.0 APPLICABILITY
This policy applies to all major naming opportunities for properties and locations owned by
Person County.
3.0 POLICY
Person County will:
• Encourage private support through naming opportunities
• Show appropriate recognition to donors for their generosity
4.0 NAMING ADVISORY COMMITTEE
The Person County Board of Commissioners shall appoint five members to the Naming
Advisory Committee. The members shall serve on the Naming Advisory Committee on a per
project basis and shall be relieved of their duties when a project is deemed complete by the
Person County Board of Commissioners.
The Naming Advisory Committee shall convene on an as needed basis.
5.0 PROCEDURE
The Naming Advisory Committee may solicit gifts for naming and consider naming requests.
Requests for naming will be submitted to the Naming Advisory Committee via a Gift
Agreement document (Appendix A). The Naming Advisory Committee shall consider each
request and make recommendations to the Person County Board of Commissioners. The
Naming Advisory Committee shall present all naming requests to the Person County Board
of Commissioners and explain which requests are recommended and which are not.
The Naming Advisory Committee shall be responsible for recommending the location, format
and name of county-owned properties and locations in accordance with this policy.
6.0 NAMING STRATEGY
6.1 NAMING CRITERIA
• Major naming opportunities may reflect the names of individuals, families,
organizations, foundations, corporations, or memorials requested by
donors.
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3
• Naming a county property shall be considered for exceptional
achievement, significant community contribution or a gift of monetary
value.
6.2 GENERAL PROVISIONS RELATED TO NAMING
• Naming recognition should enhance the reputation and prestige of
the County of Person and the donor.
• It is the responsibility of individuals negotiating on behalf of Person
County to advise potential benefactors that their gift may be
recognized by naming, subject to the approval of the Person County
Board of Commissioners.
• The naming of a property or location is intended to be in place for the life
of the space. If, in the determination of the Person County
Commissioners, circumstances change so that the purpose for which the
physical entity was established is significantly altered or if the physical
entity is no longer needed or habitable, the Person County
Commissioners and the donor(s)/honoree(s), if possible, will determine an
appropriate way to recognize the donor/honoree’s name in perpetuity.
• In the unlikely event the Person County Commissioners determines in its
sole reasonable and good faith opinion that circumstances have changed
such that the donor/honoree's naming rights would adversely impact the
reputation, image, mission or integrity of Person County, the Person
County Commissioners may, without recourse and without obligation to
return any gifts received, exercise its right to remove the name from the
property or location.
• Floors, auditoriums, lobbies, and outdoor areas are also available for
donor/honoree recognition. Contribution levels will be determined on a
case-by-case basis and are based on size, location, and function.
• All naming gifts must be documented in a formal Gift Agreement
(appendix A).
6.3 GIFT PLEDGE
• Naming will go into effect immediately with a clear and documented
understanding that the naming will be altered or removed if the full
pledge is not paid in a mutually agreed upon time frame (maximum of
three (3) years).
• If Person County receives only partial funding from the donor and that
amount is less than the required naming threshold, yet sufficient
enough for an alternative naming opportunity, Person County may
renegotiate the gift agreement with the donor to agree on a suitable
naming opportunity.
35
4
6.4 METHODS OF RECOGNIZING NAMING COMMITMENT
• No person from Person County will announce the naming of any
physical entity prior to the final approval by the Person County Board of
Commissioners.
• The Person County Board of Commissioners, in consultation with the
donor and the Naming Advisory Committee, will make arrangements
related to methods of recognizing major naming contributions
including, but not limited to the following:
o Public announcements: the right to determine content, timing,
location and frequency of any announcements associated with the
gift.
o Physical markers: the right to approve the color, design, and size of
any physical marker that provides information about the designee,
donor and/or the nature of the gift or honor.
7.0 CONCLUSION
Person County has in place a clear strategy for naming county-owned property and
locations. This policy should keep pace with any future techniques in improving naming
opportunities.
36
37
38
AGENDA ABSTRACT
Meeting Date: September 8, 2014
Agenda Title: Person County Health Department Water Sample Fee Schedule
Summary of Information: On August 13, 2014, the Person County Health Department
received notification from the North Carolina State Laboratory of Public Health (NCSLPH)
of an increase in fees for water samples processed by the NCSLPH. In order to cover the
expenses associated with the collection and analysis of private well water testing, the
Person County Board of Health approved the Person County Health Department’s
amended fee schedule on August 25, 2014. The Board of Health requests the Board of
the County Commissioners to approve the amended fee schedule.
Recommended Action: Approve the proposed fee schedule effective 9/9/2014.
Submitted By: Janet Clayton, Health Director
39
August 26, 2014
To: Person County Board of Commissioners
From: Janet O. Clayton, MPH, REHS
Health Director
Re: Person County Health Department Water Sample Fee Schedule
In accordance with the North Carolina General Statute 130A-39(g), the Board of Health
requests the approval of the Board of Commissioners to implement the proposed new fees.
On August 13, 2014, the North Carolina State Laboratory of Public Health (NCSLPH) notified
local health departments of increases to the Well Water Testing Fee Schedule which will
become effective September 1, 2014. On August 25, 2014, the Person County Board of Health
approved the following water sample fee schedule due to an increase in costs associated with
the NCSLPH water testing.
If you have any questions, please contact me at 336-597-2204, ext. 2241.
Thank you for your consideration.
40
Person County Health Department Water Sample Fees
Category NCSLPH
New FY15
($)
NCSLPH
Current
FY13/14
($)
NCSLPH
Increase
($)
Person
County
Current
Fee ($)
Person
County
Proposed
Fee ($)
Microbiology:
Total Coliform P/A 23 3.09 19.91 50 50
Total Coliform MPN 26 3.09 22.91 NA 55
Fecal Coliform 26 3.09 22.91 NA 55
Fecal
Coliform/Streptococcus
45 3.09 41.91 NA 75
Enterococcus, MPN 26 3.09 22.91 NA 55
Iron Bacteria 28 3.09 24.91 NA 55
Sulfur/Sulfate ‐ Reducing 35 3.09 31.91 NA 65
Pseudomonas – MTF or
MPN
26 3.09 22.91 NA 55
Heterotrophic Plate
Count
20 3.09 16.91 NA 50
Inorganic Chemistry:
Full Inorganic Panel 65 3.15 61.85 40 100
Metals Panel 55 3.15 51.85 NA 85
Individual Metals 40 3.15 36.85 NA 70
Anions – Fl, Cl, Sulf 25 3.15 21.85 NA 55
Disinfection By‐products 25 3.15 21.85 NA 55
Fluoride – Physician,
Dentist request
25 2.80 22.20 NA 55
Nitrate/Nitrite 25 7.55 17.45 40 55
Arsenic Speciation 25 3.15 21.85 NA 55
Organic Chemistry:
Pesticides 74 23.99 50.01 50 110
Herbicides 74 NA 110
Petroleum products 74 28.26 45.74 55 110
Volatile Organic
Chemicals
74 26.91 47.09 NA 110
New Well Sample kit 74
73.95 0.05
NA Included
in permit fee
110
41
42
AGENDA ABSTRACT
Meeting Date: September 8, 2014
Agenda Title: NCACC legislative goal proposal
Summary of Information:
Since 2011, State Aid to public libraries has been reduced by $3,568,972 (-23%). The state’s FY
2015 budget reduced State Aid by $465,353 (-3.7%), but stipulated that most of the reduction be
taken from two counties (Wake and Mecklenburg).
The North Carolina Public Library Directors Association (NCPLDA) met in August and is
requesting county Boards’ of Commissioners across the State to act in support of State Aid to
public libraries.
In FY15, the Person County Library received $90,000 in State Aid. On behalf of the NCPLDA,
staff is requesting that the Person County Board of Commissioners submit the following item as
a legislative goal for the NCACC:
Restore funding to State Aid to Public Libraries Fund to the pre-2011 level of $15.7
million; and eliminate special provisions that distribute State Aid outside of the equitable
formula developed by the State Library Commission.
In order to submit a goal, the NCACC requires a letter signed by the Chairman. Attached is a
draft of the letter.
Recommended Action: Sign the letter and submit this goal to the NCACC.
Submitted By: Christy Bondy, Library Director
43
PERSON COUNTY
PERSON COUNTY BOARD OF COMMISSIONERS
304 South Morgan Street, Room 212
Roxboro, NC 27573-5245
336-597-1720
Fax 336-599-1609
Sept. 8, 2014
To Whom It May Concern:
At the Sept. 8th meeting, the Person County Board of Commissioners voted to submit the
following goal to the NCACC’s legislative goals process:
LIBRARY GOAL - Restore funding to State Aid to Public Libraries Fund to the
pre-2011 level of $15.7 million; and eliminate special provisions that distribute State
Aid outside of the equitable formula developed by the State Library Commission.
Public libraries are critical contributors to local workforce development by providing
access to computers, job search assistance, small business support, and help with
educational goals. Free early literacy programs and materials ensure that all children can
attain the skills needed for success in the formal classroom. Summer activities counter
the “summer slide” during which school-age children lose reading skills. Public libraries
are integral to our communities as centers of lifelong learning accessible to all citizens.
Support for public libraries is a matter of state policy as described in GS 125-7. The State
Aid Fund supplements, but does not replace, local funding and is distributed to the 80
library systems by a population and per capita income based formula developed by the
State Library Commission. As such, State Aid is a critical component of each library’s
operating budget, especially for regional library systems that serve multi-county areas.
Sincerely,
Jimmy Clayton
Chairman, Person County Board of Commissioners
44
AGENDA ABSTRACT
Meeting date:
September 8, 2014
Agenda Title:
Resolution to Call for Public Hearing – Consideration of Financing of Person County
Recycling Center Acquisition and Improvements, and Earl Bradsher Preschool and
Kirby Civic Auditorium Re-roofing Construction (the "Project").
Summary of Information:
Finance Director requests action on:
“RESOLUTION CALLING A PUBLIC HEARING ON WHETHER THE
BOARD OF COMMISSIONERS FOR THE COUNTY OF PERSON,
NORTH CAROLINA SHOULD APPROVE A PROPOSED INSTALLMENT
FINANCING AGREEMENT TO FINANCE A PORTION OF THE COST OF
VARIOUS PROJECTS AND WHETHER SAID COUNTY SHOULD
ACQUIRE CERTAIN SCHOOL PROPERTY INCLUDED IN SUCH
PROJECTS.”
This Resolution is set forth by sections in the following:
Preamble
Call for a public hearing for consideration of approving an installment
financing agreement related to the acquisition and construction of
improvements to the Person County Recycling Center, Earl Bradsher
Preschool, and Kirby Civic Auditorium, with the conveyance of Earl Bradsher
to the County as collateral
1. The call for a public hearing to facilitate receiving public input on the proposed
financing as required by North Carolina General Statutes
2. Directions to the Clerk of the Board to publish the notice of the public hearing
3. The resolution is effective upon its passage by the Board
Recommended Action:
To approve the resolution as presented.
Submitted By:
Amy Wehrenberg, Finance Director
45
5527173v1 14038.00022
A regular meeting of the Board of Commissioners for the County of Person, North
Carolina, was held in Room 215 in the Person County Office Building, in Roxboro, North
Carolina, the regular place of meeting, on September 8, 2014 at 7:00 P.M.
Present: Chairman Jimmy B. Clayton, presiding, and Vice Chairman B. Ray Jeffers and
Commissioners Kyle W. Puryear, Frances P. Blalock and David Newell, Sr.
Absent: None.
* * * * *
Chairman Clayton introduced the following resolution, a copy of which had been
provided to each Commissioner:
RESOLUTION CALLING A PUBLIC HEARING ON WHETHER THE
BOARD OF COMMISSIONERS FOR THE COUNTY OF PERSON, NORTH
CAROLINA SHOULD APPROVE A PROPOSED INSTALLMENT
FINANCING AGREEMENT TO FINANCE A PORTION OF THE COST OF
VARIOUS PROJECTS AND WHETHER SAID COUNTY SHOULD
ACQUIRE CERTAIN SCHOOL PROPERTY INCLUDED IN SUCH
PROJECTS.
WHEREAS, the County of Person, North Carolina (the “County”) has determined to
finance a portion of the cost of (a) repairing or replacing the roof on Earl Bradsher Preschool (the
“School Project”), (b) repairing or replacing the roof on the Kirby Civic Auditorium and
(c) acquiring and improving a building and related property to house the Person County
Recycling Center (collectively, the “Project”); and
WHEREAS, the County is considering entering into an installment financing agreement
and certain related documents pursuant to G.S. §160A-20, as amended, for the purpose of
providing funds in an amount not to exceed $2,500,000, with other available funds, for the
construction and other accomplishment of the Project, and the County is authorized to do so only
after a public hearing on such proposed agreement; and
46
5527173v1 14038.00022
2
WHEREAS, in connection with such proposed agreement the County would acquire from
The Person County Board of Education (the “Board of Education”) the fee or any lesser interest
in the real and personal property included in the School Project, including specifically the site of
Earl Bradsher Preschool and the improvements thereon, for use by the Person County Schools,
and the County is authorized to do so only upon the request of the Board of Education and after a
public hearing on such proposed acquisition; and
WHEREAS, the Board of Education has made such request of the County; and
WHEREAS, it is necessary to call a public hearing on such proposed agreement and such
proposed acquisition;
NOW, THEREFORE, BE IT RESOLVED by the Board of Commissioners for the
County as follows:
Section 1. A public hearing shall be held at 9:00 A.M. on September 22, 2014 in
Room 215 in the Person County Office Building, in Roxboro, North Carolina, for the purpose of
considering (a) whether the Board of Commissioners for the County (the “Board”) should
approve such proposed agreement and certain related documents pursuant to G.S. §160A-20, as
amended, for the purpose of providing funds in an amount not to exceed $2,500,000, with other
available funds, for the construction and other accomplishment of the Project and (b) whether in
connection with such proposed agreement the County should acquire from the Board of
Education the fee or any lesser interest in the real and personal property included in the School
Project, including specifically the site of Earl Bradsher Preschool and the improvements thereon,
for use by the Person County Schools. The County would secure the repayment by it of moneys
advanced pursuant to such proposed agreement by granting a security interest in a portion of the
Project and certain related property.
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5527173v1 14038.00022
3
Section 2. The Clerk to the Board shall cause a notice of such public hearing to be
published in The Courier-Times once at least 10 days before September 22, 2014, such notice to
read substantially as follows:
NOTICE OF PUBLIC HEARING ON WHETHER THE BOARD OF
COMMISSIONERS FOR THE COUNTY OF PERSON, NORTH CAROLINA
SHOULD APPROVE A PROPOSED INSTALLMENT FINANCING
AGREEMENT TO FINANCE A PORTION OF THE COST OF VARIOUS
PROJECTS AND WHETHER SAID COUNTY SHOULD ACQUIRE CERTAIN
SCHOOL PROPERTY INCLUDED IN SUCH PROJECTS.
NOTICE IS HEREBY GIVEN of a public hearing to be held 9:00 A.M. on September
22, 2014, in Room 215 in the Person County Office Building, in Roxboro, North Carolina, for
the purpose of considering (a) whether the Board of Commissioners for the County of Person,
North Carolina (the “County”) should approve a proposed installment financing agreement and
certain related documents pursuant to G.S. §160A-20, as amended, for the purpose of providing
funds in an amount not to exceed $2,500,000, with other available funds, for the construction and
other accomplishment of the Project hereinafter described and (b) whether in connection with
such proposed agreement the County should acquire from The Person County Board of
Education an interest in the real and personal property included in the School Project hereinafter
described, including specifically the site of Earl Bradsher Preschool and the improvements
thereon, for use by the Person County Schools. The County would secure the repayment by it of
moneys advanced pursuant to such proposed agreement by granting a security interest in a
portion of the Project and certain related property.
The Project consists of (a) repairing or replacing the roof on Earl Bradsher Preschool (the
“School Project”), (b) repairing or replacing the roof on the Kirby Civic Auditorium and
(c) acquiring and improving a building and related property to house the Person County
Recycling Center.
48
5527173v1 14038.00022
4
Brenda B. Reaves
Clerk to the Board of Commissioners
for the County of Person, North Carolina
Section 3. This resolution shall take effect immediately upon its passage.
Upon motion of Commissioner ______________, the foregoing resolution was passed by
the following vote:
Ayes: Commissioners:___________________________________________________.
Noes: Commissioners:___________________________________________________.
* * * *
I, Brenda B. Reaves, Clerk to the Board of Commissioners for the County of Person,
North Carolina, DO HEREBY CERTIFY that the foregoing is a true copy of so much of the
proceedings of said Board at a regular meeting held on September 8, 2014 as relates in any way
to the matters described therein.
I HEREBY FURTHER CERTIFY that notice of said meeting was duly given in
accordance with G.S. §143-318.12.
WITNESS my hand and the corporate seal of said County, this ______ day of September
2014.
_______________________________________
Brenda B. Reaves
Clerk to the Board of Commissioners
49
AGENDA ABSTRACT
Meeting date:
September 8, 2014
Agenda Title:
Audit Contract with Winston, Williams, Creech and Evans for State Mandated
Pension Testing
Summary of Information:
The Finance Director requests action on contract to engage our current financial
auditor to perform pension testing as recently mandated by the Office of State Auditor.
The auditors will be collecting census data for the State’s purposes of calculating net
pension liability (estimated total pension cost minus employer contributions) as part of
their efforts to comply with new accounting reporting requirements established by the
Governmental Accounting Standards Board effective for the Comprehensive Annual
Financial Report (CAFR) ending June 30, 2014. There are 1100 reporting
governmental units in North Carolina and Person County was 1 of 54 units that were
randomly selected to participate in this audit process. This process will be ongoing.
The County may not be selected next year to be audited again, but the State will select
entities each year to be audited in order for them to be assured the pension financials
are materially correct.
Because the local auditors are performing the employer financial statement audit, we
believe it would be more efficient to have our current auditors perform this pension
audit. Selecting our current auditors that are already familiar with our account
structure may also help to minimize any timing issues that may impact our financial
audit schedule. The State Auditor requires that this contract be approved as a separate
engagement from the regular financial audit. Therefore, we are presenting a contract
for the Board’s consideration to engage the current auditors to perform this required
pension audit for a cost of $5,000. Staff recommends that this expenditure be sourced
from undesignated contingency funds (leaving a remaining balance of $38,000 for
future unanticipated costs).
Note: The contract for the required pension audit is not available at the release of the
Board packet but will be sent to the Board electronically for review prior to the
September 8th Board meeting. A hard copy will be available at the Board’s seats at the
meeting as well.
Recommended Action:
Approve the contract as presented and recommended.
Submitted By:
Amy Wehrenberg, Finance Director
50