Agenda Packet June 17 2013PERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
MEETING AGENDA
304 South Morgan Street, Room 215
Roxboro, NC 27573-5245
336-597-1720
Fax 336-599-1609
June 17, 2013
9:00 am
CALL TO ORDER…………………………………………………. Chairman Clayton
INVOCATION
PLEDGE OF ALLEGIANCE
DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA
PUBLIC HEARING:
ITEM #1
Financial Grant Incentive for Project P90X estimated at
$531,385 over six years ………………………………………………….. Stuart Gilbert
PUBLIC HEARING:
ITEM #2
Financial Grant Incentive for Project Line5 estimated at
$1,074,290 over ten years ……………………………………………….. 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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APPROVAL OF MINUTES:
ITEM #3
May 28, 2013
June 3, 2013
OLD BUSINESS:
NEW BUSINESS:
ITEM #4
Kerr-Tar Locally Coordinated Human Service
Transportation Plan Adoption ……………………….. Mike Cirello & Kathy Adcock
ITEM #5
Renewal of CDBG Debarment Certification …………………………… Karen Foster
ITEM #6
Request for Special Use Permitting at specific Recreation,
Arts, and Parks Facilities and Person County Museum Grounds
Including a Special Use Alcohol Permit and Policy for specific
County recreation facilities and an Ordinance Regulating Possession
Or Consumption of Malt Beverages or Unfortified Wine on
County property ………………………………………………………………. John Hill
ITEM #7
Funding Person County’s Pay for Performance Program ………………. Heidi York
ITEM #8
Boards and Committees Appointments ……………………………….. Brenda Reaves
ITEM #9
Designate NACo Voting Delegate for the 2013
Annual Conference ………………………………………………… Chairman Clayton
ITEM #10
Resolution Supporting the NC Rural Center Vacant
Building Grant Application for Project P90X …..…………………….. Stuart Gilbert
ITEM #11
Fiscal Year 2013-2014 Annual Budget Ordinance …………………….. Heidi York &
Amy Wehrenberg
ITEM #12
Budget Amendment ……………………………………………...…. Amy Wehrenberg
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CHAIRMAN’S REPORT
MANAGER’S REPORT
COMMISSIONER REPORTS/COMMENTS
CLOSED SESSIONS:
CLOSED SESSION #1
Closed Session per General Statute 143-318.11(a)(4) for the purpose of discussion of
matters relating to the location or expansion of industries or other businesses in the
county (economic development)
ITEM #13
Consideration to Grant or Deny approval of a
Financial Grant Incentive for Project P90X estimated at
$531,385 over six years …………………………………………….. Chairman Clayton
CLOSED SESSION #2
Closed Session per General Statute 143-318.11(a)(5) to consider the acquisition or lease
of real property
Note: All Items on the Agenda are for Discussion and Action as deemed
appropriate by the Board.
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AGENDA ABSTRACT
Meeting Date: June 17, 2013
Agenda Title: Public Hearing for Person County Financial Grant Incentive for
Project P90X
Summary Information:
At the Board’s May 20, 2013 meeting, action by the Board recessed the public hearing for the financial
grant incentive for Project P90X estimated at $531,385 over six years until June 17, 2013 at 9:00 am.
Person County Economic Development Director presents at a public hearing a request to obtain
financial cash grants over a six year period of time estimated in the amount of $523,000 in
financial cash grants, $480,000 in Vacant Building Grant with the NC Rural Center, $150,000
Economic Infrastructure Grant with the NC Rural Center to induce Project P90X to bring an
advanced manufacturing facility, new jobs and new investments to Person County.
Recommended Action:
Conduct a public hearing for providing financial cash grant incentives for Project P90X to create
up to 250 new jobs over six years and bring up at least $22 million in new investment to Person
County over the next six years.
After public comments, please close the public hearing and upon conclusion of the planned
Closed Session for economic development I recommend the Board to authorize the Person
County Board of Commissioners Chairman to sign written documents with PCBIC and Project
P90X in conformance with the financial grant public hearing.
Submitted by: Stuart C. Gilbert, Economic Development Director
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AGENDA ABSTRACT
Meeting Date: June 17, 2013
Agenda Title: Public Hearing Financial Grant Incentive for Project Line5
Summary of Information: Project Line5 is a code name of a business that is interested in
establishing a new operation in Person County. A public hearing notice has already been provided
and a public hearing was scheduled for May 20, 2013. At the Board’s May 20, 2013 meeting, action
was taken to recess the public hearing for the financial grant incentive for Project Line5 estimated at
$1,074,290 over ten years to June 17, 2013 at 9:00 am.
Recommended Action: Request the Board of Commissioners to recess the public hearing until
July 15, 2013 at 9:00 am per the request of company representatives for Project Line5.
Submitted By: Stuart C. Gilbert, Person County Economic Development Director
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May 28, 2013
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PERSON COUNTY BOARD OF COMMISSIONERS MAY 28, 2013
MEMBERS PRESENT OTHERS PRESENT
Jimmy B. Clayton Heidi York, County Manager
Kyle W. Puryear
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
recessed session on Tuesday, May 28, 2013 at 6:00 pm in the Commissioners’ meeting
room in the Person County Office Building for the purpose of a budget work session.
Chairman Clayton called the meeting to order. Commissioner Puryear was absent
until 6:58 pm.
DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA:
A motion was made by Vice Chairman Jeffers, and carried 4-0 to approve the
agenda.
County Manager, Heidi York informed the Board that a folder was added to their
Drop Box named Budget 2013-14 which contains a file with on-going follow-up
questions from commissioners regarding the FY13-14 proposed budget.
Ms. York stated at each commissioner’s seat are handouts with slides related to
Tax Revenues that will be presented by Russell Jones, Employee Insurance Costs as will
be presented by Amy Wehrenberg and New Position Requests outlining the positions
recommended and not recommended in the Manager’s proposed budget.
TAX REVENUES:
County Manager, Heidi York along with Tax Administrator, Russell Jones led the
group in the discussion about the County’s tax revenue noting impacts to the revenues
included the recent revaluation and the proposed new DMV system projected to go live
September 1, 2013 as well as the adjustments made by the Board of Equalization and
Review.
Mr. Jones presented the following information:
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May 28, 2013
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May 28, 2013
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Mr. Jones stated, in his opinion, the best revenue neutral rate would be the
.6934 which allowed growth but did not include the four months of additional DMV
revenues.
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Mr. Jones stated confidence that the DMV program would not be delayed
again noting there are proponents still in active debate for such action. Mr. Jones noted
the extra four months bonus DMV revenue equates to $775,000 for the County; he
further noted should the program be delayed the entire fiscal year, the County would be
$400,000 to the negative. Ms. York stated funds are set aside to account for a further
delay by DMV as well as to counter any negative impact should the state appraised
properties values come in lower than anticipated which will not be known until
September 2013.
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EMPLOYEE INSURANCE COSTS:
Finance Director, Amy Wehrenberg presented the following information related
to group health insurance impact to the County Manager’s recommended budget:
Current Year’s Cost FY 13: $2,268,700
Manager’s Recommended FY 14: $2,380,803
WellPath Group Insurance FY 14: $2,412,624
Changes in amounts & %’s:
Manager’s Recommended over FY 2013: $112,103 or a 4.9% increase
Wellpath Grp Insur. over Manager’s Recom: $31,821 or a 1.3% increase
Wellpath Grp Insurance over FY 2013: $143,924
County Manager, Heidi York confirmed an additional $31,821 in funding is
required to balance the Manager’s recommended budget.
POSITION REQUESTS:
County Manager, Heidi York stated the handout presented related to
recommended 9.2 new positions includes the additional costs of the new insurance
benefit plan which totaled $2,951.
Ms. York explained the Telecommunications new position recommended for a
911 Shift Supervisor has approximately $27,500 funding available from the 911
surcharge/restricted fund to offset the County’s portion.
Ms. York noted the two new positions recommended for the Department of Social
Services (DSS) are funded 50% by the State and 50% by the County.
Ms. York stated the new positions recommended for the Human Resources (HR)
and the Info Technology (IT) to begin in January 2014 are tied to the new Munis (HR
and Finance) software package which will be implemented over the summer and fall.
Ms. York added the IT position(s) will also support the Laser fiche software program for
all county departments.
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*Cost includes salary and benefits
**Positions will begin in January 2014 with full year costs estimated at $41,388 for
the HR position and $58,886 for the IT position.
*** 100% grant funded position
It was the consensus of the Board to approve the 2.2 new positions recommended
for the Cooperative Extension department for the Social Worker/Parent Educator and the
Sr. Admin Support Specialist, both of which are 100% grant funded. Ms. York noted the
grant is for a three-year period and the County will not have any obligations currently or
in the future.
Positions Recommended
FTE DEPT POSITION TITLE COST*
1 Info Technology** IT System Administrator $29,443
1 Info Technology IT User Support Specialist $53,467
1 Human Resources** Human Resources Technician $20,694
1.6 Coop. Ext.*** Social Worker/Parent Educator $82,739
0.6 Coop. Ext.*** Sr. Admin Support Specialist $28,296
1 Telecommunications 911 Shift Supervisor $46,008
1 EMS Compliance Officer $51,320
1 DSS
Processing Assistant IV-Service
Intake $36,510
1 DSS
Income Maintenance Caseworker
II - Adult Medicaid $42,292
Offsetting revenues or reductions $185,988
TOTAL $204,781
Positions Not Recommended
FTE DEPT POSITION TITLE COST*
8 Sheriff Deputy Sheriff/SRO $351,412
1 Animal Control
Animal Services Compliance
Officer $41,260
1 DSS
Caseworker II – Children’s
Medicaid $42,292
1 DSS Processing Assistant III - Clerical $34,154
.4 Coop. Ext. Social Worker/Parent Educator $17,681
.4 Coop. Ext. Sr. Admin Support Specialist $14,859
TOTAL $501,658
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Commissioner Blalock requested the Board of Commissioners to hear from the
department directors for the justification as to why the new positions are being requested.
The following department directors appeared before the Board to describe the
roles projected for the new positions requested:
IT Director, Gary Latta, HR Director, Angie Warren, Emergency Management
Director, Wes Lail along with Telecommunications Director, Tommy Cole and
Emergency Medical Services (EMS) Operations Manager Greg White, and Interim DSS
Director, Carlton Paylor.
Vice Chairman Jeffers requested the County Manager to review the feasibility to
transfer current Person Industries’ employee to HR due to HR taking over the PI related
duties.
Vice Chairman Jeffers asked for additional information related to the EMS debt
set off amount and the ability to garnish wages with the assistance of the Tax Office.
Commissioners Blalock and Newell were interested in more information related to the
outstanding EMS debt, annual billing/collection totals and the period of time debt is
carried on the books before being written off.
Commissioner Newell requested a copy of the EMS contract with the third party
bill collector, NRG as well as more information about transport fees.
Vice Chairman Jeffers told the group the DSS position not recommended related
to the Children’s Medicaid will be affected with a 30% increase of applicants just as the
recommended position for Adult Medicaid as both are impacted by the Affordable Care
Act.
Commissioner Newell had questions related to the fee schedule, one of which
related to the Kirby rental. County Manager, Heidi York noted she would ask the
Recreation, Arts and Parks Director, John Hill to come to the next scheduled budget work
session prepared to speak to the rental fees of the Kirby as well as to provide a contract
for such services for the Board to review and with an overview of the operating costs and
revenues for the Kirby.
Vice Chairman Jeffers requested options related to 911 dispatchers being put on
the same schedule to accommodate the Munis software program.
Vice Chairman Jeffers advocated for the volunteer fire departments to be funded
at the pre-recession levels before adding the additional funding based on call volume.
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Commissioner Puryear asked if there was potential to earn more revenues on the
fees related to the Jail concessions and phone cards. Sheriff Dewey Jones commented the
County received 13% of concession sales and 25% of phone cards purchased by inmates
which are comparable to other jurisdictions based on a review of such last year.
Commissioner Puryear asked how much revenue had been taken in for concealed weapon
fees. Ms. York stated $47,805 to date has been collected by the Sheriff’s Office for
concealed weapon fees noting over one-half of the fee in revenue will be submitted to the
State noting the fees for such are regulated by the State.
Ms. York asked Commissioner Puryear if he wanted the Tax Administrator to
review the Tax Revenue discussion which took place in his absence. Commissioner
Puryear stated he would follow up with the County Manager on the discussion he missed.
Ms. York reminded the Board the Budget Public Hearing is scheduled to be held
at the Board’s next regular scheduled meeting on June 3, 2013 at 7:00 pm in the County
Auditorium. Ms. York noted the next scheduled budget work session is scheduled for
June 10, 2013 at 6:00 pm in the Commissioners’ meeting room and asked that the Board
members would direct any agenda items to her attention for the June 10th work session.
ADJOURNMENT:
A motion was made by Vice Chairman Jeffers, carried 5-0 to adjourn the
meeting at 8:22 pm.
_____________________________ ______________________________
Brenda B. Reaves Jimmy B. Clayton
Clerk to the Board Chairman
(Draft Board minutes are subject to Board approval).
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June 3, 2013
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PERSON COUNTY BOARD OF COMMISSIONERS JUNE 3, 2013
MEMBERS PRESENT OTHERS PRESENT
Jimmy B. Clayton Heidi York, 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, June 3, 2013 at 7:00 pm in the Person County Office
Building Auditorium.
Chairman Clayton called the meeting to order, led invocation and the Pledge of
Allegiance. Vice Chairman Jeffers attended the meeting via telephone conference call as
he was in Washington, DC.
DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA:
A motion was made by Commissioner Newell, and carried 5-0 to add an item to
the agenda related to compensation for the Board of Equalization and Review.
Chairman Clayton requested the Closed Session #3 on the agenda be moved up to
be held as the first Closed Session.
A motion was made by Commissioner Blalock, and carried 5-0 to approve the
agenda as adjusted.
PUBLIC HEARING:
FISCAL YEAR 2013-2014 BUDGET:
A motion was made by Commissioner Puryear, and carried 5-0 to open the duly
advertised public hearing related to the Fiscal Year 2013-2014 budget.
The following individual spoke in favor of the Fiscal Year 2013-2014 Budget:
Mr. Chris Chandler of 5754 Burlington Road, Roxboro advocated for the Board to
create a focus group and implement a survey related to improvements/enhancements at
the Kirby and requested consideration to dedicate funding for such improvements and
delay renovation of the second floor and replacing seating until other items were
addressed. Mr. Chandler suggested the Board consider including Kirby improvements in
any new loans.
The following individuals spoke in opposition to the Fiscal Year 2013-2014
Budget:
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Ms. Pat Hill of 916 Mann Oakley Road, Rougemont and Ms. JoAnne Howerton
of 191 Lewis Winstead Loop Road, Roxboro both addressed the Board for recycling
center funding absent from the budget for expansion and consolidation of the Person
Industries main facility and the recycling center into one facility.
A motion was made by Commissioner Puryear, and carried 5-0 to close the
public hearing for the Fiscal Year 2013-2014 budget.
PUBLIC HEARING:
REQUEST BY STRATA SOLAR, LLC FOR A SPECIAL USE PERMIT FOR A
SOLAR ENERGY GENERATOR ON 30 ACRES OF A 595 ACRE TRACT ON
WOODSDALE ROAD (TAX MAP A58 PARCEL 12) WOODSDALE TOWNSHIP,
OWNED BY LINDSAY AND JOHN WAGSTAFF:
A motion was made by Commissioner Blalock, and carried 5-0 to open the duly
advertised public hearing for a request by Strata Solar, LLC for a Special Use Permit for
a Solar Energy Generator on 30 acres of a 595 acre tract on Woodsdale Road (Tax Map
A58 Parcel 12) Woodsdale Township, owned by Lindsay and John Wagstaff.
The public hearing set to hear a request by Strata Solar, LLC for a Special Use
Permit for a Solar Energy Generator on 30 acres of a 595 acre tract on Woodsdale Road
(Tax Map A58 Parcel 12) Woodsdale Township, owned by Lindsay and John Wagstaff
required a quasi-judicial zoning decision whereby witnesses are to be sworn in and
subject to cross examination, no ex parte communication and requires findings of fact.
County Attorney, Ron Aycock explained to the group the quasi-judicial process requires
witnesses to the sworn to provide testimony whereby the Board sits as a judge and listens
to the testimony with no discussions on the topic outside the Board. Chairman Clayton
administered the Oath of Sworn Testimony to the following individuals who would offer
testimony during the public hearing:
Paula Murphy
Lance S. Williams
Brent Niemann
Richard Kirkland
Ben Owen
Planning Director, Paula Murphy stated the County has received a Special Use
Permit request from Strata Solar, LLC, for a solar energy generator on Woodsdale Road
(SR 1326). The company will lease thirty plus acres of a 595 acre tract. Electrical
Generating Facilities are allowed with a Special Use Permit in the Rural Conservation
District.
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Ms. Murphy stated the site plan shows the proposed solar panels with up to
27,000 PV solar panels (approximately 62’ x 14.5’), six 750 kw inverters and access to
the site. The construction of the project includes erecting erosion control measures, pile
driving metal racking (not set in concrete), and installing rows of stationary, silicon based
PV solar panels. These are solid state panels with an estimated useful life of more than
thirty years. The panels create Direct Current Power which is created onsite through the
referenced inverters. Both the panels and inverters are commonly used equipment
available through many manufacturers. The power is then sold through a Power Purchase
Agreement to Progress Energy. Most aspects of the financial contract are regulated
through the North Carolina Utilities Commission. This site is not equipped to store power
and does not involve known hazardous materials.
Ms. Murphy noted this site will not require a well or septic system. The use will
be unmanned and only visited periodically for routine maintenance. Due to the
construction of the solar panels, water is able to flow through, therefore, the panels are
not considered in impervious calculations for the site.
Ms. Murphy further noted the plan shows access to the site off of Woodsdale
Road. The drive is shown as 24 feet in width. The Ordinance requires 20 feet for two
way travel. The Ordinance also requires that travelways and driveways to be paved which
includes a turnaround for emergency vehicles. A driveway permit will have to be
obtained from NCDOT. A six foot chain link fence with barbed wire will enclose the
facility.
PHYSICAL CHARACTERISTICS:
Watershed: This property is located in the Roanoke Basin. Flood Hazard: There
are no one hundred flood areas on the leased area per FEMA Firm Panel Number
3720090800J. There are numerous streams located on the property. Any streams
classified as WS-IV or above will have development restrictions.
CHARACTER OF THE SURROUNDING AREA:
The property in question consists of 30 acres of a 595 acre tract on Woodsdale
Road and is used as farmland with farm buildings and a tenant house. The parcel is
predominantly pasture land with some wooded areas. The surrounding uses consist of
doublewides, singlewides, large vacant tracts, Georgia Pacific and Piedmont Maintenance
Service.
ORDINANCE PROVISIONS:
Article VII, Section 74-4:
Ms. Murphy stated on receiving the recommendation of the Planning Board, the
County Commissioners shall consider the application and said recommendation to which
the Board may grant or deny the Special Use Permit requested. The Special Use Permit,
if granted, shall include such approved plans as may be required. In granting the permit,
the County Commissioners shall find:
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1. that the use will not materially endanger the public health or safety if located where
proposed and developed according to the plan as submitted and approved.
2. that the use meets all required conditions and specifications.
3. that the use will not substantially injure the value of adjoining or abutting property, or
that the use is a public necessity, and
4. that the location and character of the use if developed according to the plan as
submitted and approved will be in harmony with the area in which it is to be located
and in general conformity with the comprehensive plan.
Ms. Murphy outlined Section 160-5(B) of the Zoning Ordinance which states:
“The Planning Board shall provide a written recommendation to the Board of County
Commissioners that addresses that the proposed amendment is consistent with the
comprehensive plan, but a comment by the Planning Board that a proposed amendment is
inconsistent with the comprehensive plan shall not preclude consideration or approval of
the proposed amendment by the Board of County Commissioners. Prior to adopting or
rejecting any zoning amendment, the Board of County Commissioners shall adopt a
statement describing whether its action is consistent with an adopted comprehensive plan
and why such action is reasonable and in the public interest. The land in question is listed
as Suburban Residential which states “Residential land uses including subdivisions and
manufactured home parks at densities of 1-3 dwelling units per acre; commercial, office,
industrial, public/institutional uses meeting locational criteria. Locational criteria for non-
residential uses within this land use category would include frontage and access to a
major State highway or secondary road, proximity to similar uses and spatial separation
from non-compatible uses such as existing residential development. Land uses within this
category could develop with or without public sewer.” The Land Use Plan in Section 2.1
states “Promote continued economic investment through retention and expansion of
existing industrial concerns and the recruitment of new industries and commercial
businesses.”
Ms. Murphy recommended the Board to include the following conditions should
the Board decide to grant approval of the Special Use Permit:
1. Applicant to obtain a driveway permit from NCDOT. A copy of the permit to be
given to Planning and Zoning prior to issuance of a zoning permit
2. Applicant to obtain Erosion and Sedimentation Control Plan. A copy of the
approved plan and approval letter to be given to Planning and Zoning prior to
issuance of Zoning Permit.
3. A final “as built” to be submitted to Planning and Zoning prior to issuance of a
Certificate of Occupancy.
4. Access to the site to be minimum of 20 feet in width, parking to accommodate
two vehicles (each 9’ x 18’) and turnaround minimum of seventy feet (driving
surface) for emergency vehicles.
5. Applicant to obtain all Federal, State and Local permits that are required.
6. Applicant to meet all conditions of the Person County Zoning Ordinance.
7. Applicant will need to obtain a Zoning Permit and Building Permit from Person
County prior to any construction.
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Ms. Murphy reminded the Board to address the findings of fact in Section 74-4
and whether the plan is in keeping with the comprehensive plan. Ms. Murphy stated
should the Board find that the request is not in keeping with the comprehensive plan, the
Board may approve the request but to state such.
PLANNING BOARD REVIEW:
The Planning Board held a Public Hearing on May 9, 2013 and voted 4 to 0 to
recommend approval with the conditions outlined above and that it met the findings of
fact in Section 74-4 and was in keeping with the comprehensive plan.
Commissioner Newell asked Ms. Murphy’s recommendation. Ms. Murphy
recommend the Board approve the request with the conditions noting she has been told
that some of the land owned by Mr. Wagstaff would not perk which would be difficult in
the future unless water and sewer is extended.
Vice Chairman Jeffers asked if the barbed wire fence is a requirement by the
Planning Board or if the applicant requested such. Ms. Murphy noted zoning does not
have a requirement on the type of fence, further noting the Board can set requirement
and/or conditions related to the fence since it is a special use permit request. County
Manager, Heidi York asked Ms. Murphy if the fence would be the same fence as located
at the 501 solar farm. Ms. Murphy and Chairman Clayton stated the fence on the 501
solar farm has a woven wire with barbed wire at the top. Ms. Murphy stated the Strata
Solar farm will include a chain link fence with barbed wire. Mr. Lance Williams
interjected that the 501 solar farm is not owned by Strata Solar. Vice Chairman Jeffers
added he would like the Board to be consistent on what is being approved with the solar
farms.
Commissioner Blalock asked if the community was made aware of the solar farm.
Ms. Murphy stated at the Planning Board Public Hearing in May, the room was full of
people. Ms. Murphy illustrated through a large drawing in the room that in the area
proposed, there are a lot of large parcels in the area. Commissioner Blalock asked what
the community response was at the Planning Board Public Hearing. Ms. Murphy stated
residents did not think the solar farms are pretty and would be ugly to look at.
Commissioner Blalock asked if there would be any type of buffer. Ms. Murphy stated a
buffer is not required.
Speaking to the Board as a proponent of the request by Strata Solar, LLC for a
Special Use Permit for a Solar Energy Generator on 30 acres of a 595 acre tract on
Woodsdale Road (Tax Map A58 Parcel 12) Woodsdale Township, owned by Lindsay and
John Wagstaff included the following:
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Mr. Lance S. Williams of 1119 S. US 15-501 Highway, Chapel Hill and Manager
of Site Development for Strata Solar presented to the Clerk to the Board and any
commissioners that wished to have copy of affidavits of testimony for himself, Brent
Niemann and Richard Kirkland along with an Appraisal Report prepared by Mr.
Kirkland. The affidavits include written responses for findings of fact. A copy of such
Appraisal Report is incorporated in these minutes by reference and will be on file in the
office of the Clerk to the Board. Mr. Williams told the Board that Strata Solar looks for a
solar farm to be located in a rural, light residential area, in keeping with rural character
noting most company projects are in rural areas. Mr. Williams noted the developed site
generally has 2% of impervious surface so there is no effect to the way the water runs off
the land. Mr. Williams noted solar farms are a much lesser intensive- use than green
houses, barns, houses and subdivisions and compatible in rural areas. Mr. Williams
stated the site would be unmanned and maintenance would on a weekly or infrequent
basis which would create less traffic on the road than one house. No noises should be
heard off-site. Mr. Williams noted the only noise on-site is a hum-noise from the inverter
creating current which is not heard more than 150 feet away noting there are no property
owners very close in general and not within 150 feet. Mr. Williams noted there would be
no odor from the site and also lesser intensive use than the general industrial uses in the
area, i.e. Georgia Pacific or as compared to the permitted agricultural uses. Mr. Williams
stated that the solar farm use is in compliance with the characteristics of the Person
County Land Use Plan.
Mr. Williams stated the land uses are typical of a mix of landlord uses with the
solar farm allowing for diversification of income with a stable supply of income to
supplement more seasonable businesses, for instance, forestry as well as stabilizing the
landowner’s ability to hold onto their land.
Mr. Williams stated Strata Solar will pay taxes on the equipment although not
sure of the exact amount in Person County noted similar projects generally comes to
about $30,000. Mr. Williams noted there would not be any requests for county services
with a low impact on neighbors noting a $12-$14 million investment.
Mr. Williams noted the fence will be a six foot in height with barbed wire further
noting solar farms are safe but to defer vandalism and their incumbent duty to keep it safe
due to the solar panels will create power for 2,000 houses.
Commissioner Blalock asked Mr. Williams the length of the lease. Mr. Williams
stated the lease period is for 20-years with two additional 5-year period options. Mr.
Williams noted a solar panel has a warranty at the end of 25-years to produce at 85% of
its original intended use which could extend the lease period up to 50-years.
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Mr. Williams noted the posts are ground mounted, not in concrete, and the
receiving area would be set up on logging mats that would be picked up when the
company finished with the structure. At the end of the lease period, Mr. Williams stated
the land could revert back to original uses or other uses. Mr. Williams stated minor
grading will be done only in the area for the inverters so to raise the inverters on gravel so
the electrical equipment does not get wet in rain.
Commissioner Blalock asked Mr. Williams asked how the grass will be
maintained. Mr. Williams stated sheep cannot always keep the growth down so Strata
Solar will be using an internal maintenance crew as well as outside landscape contractors
to maintain solar farms. Mr. Williams noted while employees are not on site, Strata Solar
will have electrical first responders and landscape contractors and other people with
businesses in the community to earn income on a periodic basis at the solar farms. Mr.
Williams commented Strata Solar will work with the local agricultural extension office
and NC State for the best grass option so not to grow high and keep the weeds down
noting fescue turns to hay and not the proper appearance.
Mr. Williams’ affidavit of record is below:
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Mr. Brent Niemann of 1119 S. US 15-501 Highway, Chapel Hill and a licensed
NC professional engineer employed by Strata Solar who prepared the plan as submitted
stated construction techniques include an evaluation of every site for wetlands and
streams. Mr. Niemann noted a couple of features identified on the western side of the site
which will not be impacted at all. Mr. Niemann stated plans have been prepared and
approval received from DENR for the erosion control permit as well as received approval
from NCDOT for the driveway permit noting he will be providing such to Ms. Murphy.
Mr. Niemann stated the proposed site was perfect with nice rolling topography, heavily
covered with grass currently noting Strata Solar does not like to cut trees. Mr. Niemann
noted he met with Mr. Wagstaff and his rancher this past week to discuss opportunities to
connect his fence with Strata Solar’s fence to enable Mr. Wagstaff’s cattle to graze
around the external area of the solar farm site. Mr. Niemann stated Mr. Wagstaff does
raise sheep so Strata Solar will have the opportunity to introduce sheep in a couple of
years once the stand of grass is ready for sheep. Mr. Niemann stated the posts would be
driven into the ground in about three days using an apparatus that NCDOT uses to drive
posts. Attached to the posts will be aluminum racking to which the black panels are
installed and wired together underground in tubing for the energy to be transferred from
direct current to alternating current overhead to the grid according to Mr. Niemann. Mr.
Niemann confirmed the minor grading at the inverter areas to divert the surface drainage.
Mr. Niemann noted a turn-around area plus two parking places is included on the plan as
Ms. Murphy referred.
Mr. Niemann’s affidavit of record is below:
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Mr. Richard Kirkland of 3540 Layton Ridge Drive, Apex and a licensed NC real
estate appraiser with an MAI Designation hired by Strata Solar to review the impact of a
solar farm to adjacent properties. Mr. Kirkland stated he has been a commercial
appraiser for sixteen years in NC who has worked with residential, rural and commercial
properties and very familiar with the Person County area. In looking at the proposed
property, Mr. Kirkland reviewed other solar farms across NC noting solar farms as the
proposed are still a fairly new product, breaking out into the market in the last three years
to which coincides with the downturn of the residential market with very few land sales
which has made the traditional answer for addressing value by matched pair analysis
completely ineffectual. Mr. Kirkland stated he reviewed over 25 solar farms to match
pairs to which he could not find sales which is not uncommon to residential and rural
land which is also hard to find sales the last few years. Mr. Kirkland stated the second
step involved reviewing the conditions that would impact the value, i.e., appearance,
noise, odor, traffic, things that would trigger an effect on value. Mr. Kirkland noted
appearance was a concern at the Planning Board Public Hearing to which he addressed
noting the appearance is similar to that of a greenhouse, in fact, a cleaner look because
there is less going on around it. Mr. Kirkland noted the blue panels have a glossy look,
less than ten feet tall, similarly to the look of a greenhouse (pictures of each are noted in
the report).
Mr. Kirkland stated the property is located on the west side of Woodsdale Road
and is currently used for agriculture and proposed to be developed as a solar farm on
roughly 5% of the overall 600-acre tract. Mr. Kirkland noted the property has 41 parcels
that adjoin the parent tract of the subject property but only four are located at the
proposed solar farm section of the property and are all located across Woodsdale Road to
which the appearance condition would be a factor. Mr. Kirkland stated there was no
basis for noise or odor coming from the solar farm. Mr. Kirkland commented traffic
would be at a minimum and on an infrequent basis for landscaping and such. Mr.
Kirkland noted there would be no hazardous material stored on site.
Mr. Kirkland concluded that the proposed solar farm is in harmony with the area
and will not substantially injure the value of the adjoining properties. Mr. Kirkland
identified nothing that would suggest a negative impact and found the use to be
compatible with the existing farmland and residential uses.
Mr. Kirkland’s affidavit of record is below:
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Speaking to the Board as an opponent of the request by Strata Solar, LLC for a
Special Use Permit for a Solar Energy Generator on 30 acres of a 595 acre tract on
Woodsdale Road (Tax Map A58 Parcel 12) Woodsdale Township, owned by Lindsay and
John Wagstaff was Mr. Ben Owen of 1168 Woodsdale Road, Roxboro.
Mr. Owen stated he was born and raised across the road from the property where
the solar farm would be located noting he has always enjoyed sitting on the porch looking
at the cows and Hagar’s Mountain in the background. Mr. Owen stated it would not be
fun to look at the proposed solar farm. Mr. Owen stated he believed the value of his
house might come down. Mr. Clint Lloyd, attorney for the applicant, Strata Solar,
interrupted Mr. Owen stating that in a hearing in NC only a real estate appraiser is
allowed to speak to the value of land. County Attorney, Ron Aycock stated the attorney
is substantially correct but felt the landowner can testify as to his opinion as to the value
noting the attorney and the applicant is free to appeal, further noting should the Board of
Commissioners grant approval of the request, it would be a moot point. Mr. Lloyd
apologized to Mr. Owen for the interruption. Mr. Owen continued to state if he needed to
go to a rest home, he believed his property would be hard to sell.
Commissioner Puryear asked about a potential glare from the solar panels near
Woodsdale Road that could present a safety issue for drivers. Mr. Williams responded the
solar panels are designed to absorb light and not deflect light and is viewed more
similarly as a body of water noting there are solar farms built around airports across the
United States noting corn from a grain field has higher amount of glare than a solar farm.
Commissioner Blalock asked Mr. Williams how many acres will the solar farm
panels actually cover. Mr. Williams stated the lease is for a little more than 35 acres and
the solar panels will cover 28-30 acres of the 600-acre parcel.
A motion was made by Commissioner Puryear, and carried 5-0 to close the
public hearing for a request by Strata Solar, LLC for a Special Use Permit for a Solar
Energy Generator on 30 acres of a 595 acre tract on Woodsdale Road (Tax Map A58
Parcel 12) Woodsdale Township, owned by Lindsay and John Wagstaff.
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CONSIDERATION TO GRANT OR DENY THE REQUEST BY STRATA
SOLAR, LLC FOR A SPECIAL USE PERMIT FOR A SOLAR ENERGY
GENERATOR ON 30 ACRES OF A 595 ACRE TRACTON WOODSDALE
ROAD (TAX MAP A58 PARCEL 12) WOODSDALE TOWNSHIP, OWNED BY
LINDSAY AND JOHN WAGSTAFF:
A motion was made by Vice Chairman Jeffers, and carried 5-0 to approve the
request by Strata Solar, LLC for a Special Use Permit for a Solar Energy Generator on 30
acres of a 595 acre tract on Woodsdale Road (Tax Map A58 Parcel 12) Woodsdale
Township, owned by Lindsay and John Wagstaff as recommended by the Planning Board
including the conditions as outlined below and agreeing that the request met the findings
of fact in Section 74-4 and was in keeping with the comprehensive plan:
1. Applicant to obtain a driveway permit from NCDOT. A copy of the permit to
be given to Planning and Zoning prior to issuance of a zoning permit.
2. Applicant to obtain Erosion and Sedimentation Control Plan. A copy of the
approved plan and approval letter to be given to Planning and Zoning prior to
issuance of Zoning Permit.
3. A final “as built” to be submitted to Planning and Zoning prior to issuance of
a Certificate of Occupancy.
4. Access to the site to be minimum of 20 feet in width, parking to accommodate
two vehicles (each 9’ x 18’) and turnaround minimum of seventy feet (driving
surface) for emergency vehicles.
5. Applicant to obtain all Federal, State and Local permits that are required.
6. Applicant to meet all conditions of the Person County Zoning Ordinance.
7. Applicant will need to obtain a Zoning Permit and Building Permit from
Person County prior to any construction.
Commissioner Blalock suggested consideration for the company to maybe plant
trees across from Mr. Owen’s driveway to possibly block the view of the solar farm.
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PUBLIC HEARING:
REQUEST BY STRATA SOLAR, LLC FOR A SPECIAL USE PERMIT FOR A
SOLAR ENERGY GENERATOR ON 34+ ACRES OF A 479 ACRE TRACT (TAX
MAP A68 PARCEL 9) ON BOSTON ROAD, HOLLOWAY TOWNSHIP, OWNED
BY MARY WINSTEAD MERRITT:
A motion was made by Commissioner Blalock, and carried 5-0 to open the duly
advertised public hearing for a request by Strata Solar, LLC for a Special Use Permit for
a Solar Energy Generator on 34+ acres of a 479 acre tract on Boston Road (Tax Map A68
Parcel 9) Holloway Township, owned by Mary Winstead Merritt.
The public hearing set to hear a request by Strata Solar, LLC for a Special Use
Permit for a Solar Energy Generator on 34+ acres of a 479 acre tract on Boston Road
(Tax Map A68 Parcel 9) Holloway Township, owned by Mary Winstead Merritt required
a quasi-judicial zoning decision whereby witnesses are to be sworn in and subject to cross
examination, no ex parte communication and requires findings of fact. Chairman Clayton
administered the Oath of Sworn Testimony to the following individuals who would offer
testimony during the public hearing:
Paula Murphy
Lance S. Williams
Brent Niemann
Richard Kirkland
Planning Director, Paula Murphy stated the County has received a Special Use
Permit request from Strata Solar, LLC, for a solar energy generator on Boston Road (US
501). The company will lease 34.83 acres of a 479 acre tract owned by Mary Winstead
Merritt. Electrical Generating Facilities are allowed with a Special Use Permit in the
Rural Conservation District. The property is currently used as farmland.
Ms. Murphy noted the site plan shows the proposed solar panels with up to 27,000
PV solar panels (approximately 62’ x 14.5’), ten 500 kw inverters and access to the site.
The construction of the project includes erecting erosion control measures, pile driving
metal racking (not set in concrete), and installing rows of stationary, silicon based PV
solar panels. These are solid state panels with an estimated useful life of more than thirty
years. The panels create Direct Current Power which is created onsite through the
referenced inverters. Both the panels and inverters are commonly used equipment
available through many manufacturers. The power is then sold through a Power Purchase
Agreement to Progress Energy. Most aspects of the financial contract are regulated
through the North Carolina Utilities Commission. This site is not equipped to store power
and does not involve known hazardous materials.
Ms. Murphy stated this site will not require a well or septic system. The use will
be unmanned and only visited periodically for routine maintenance. Due to the
construction of the solar panels, water is able to flow through, therefore, the panels are
not considered in impervious calculations for the site.
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Ms. Murphy stated the plan shows access to the site by an existing gravel drive
off US 501 with a parking area and a turnaround area for emergency vehicles. The drive
is shown as 24 feet in width. The Ordinance requires 20 feet for two way travel. The
Ordinance also requires that the entranceway and driving areas to be paved. A driveway
permit will have to be obtained from NCDOT. A six foot chain link fence with barbed
wire will enclose the facility. Ms. Murphy stated the solar farm as shown on the site plan
meets all conditions of the Zoning Ordinance.
PHYSICAL CHARACTERISTICS:
Watershed: Located in the Roanoke River Basin. Flood Hazard: There are no one
hundred flood areas on the leased area per FEMA Firm Panel Number 3720092900J.
There are numerous streams located on the property. Any streams classified as WS-IV or
above has development restrictions.
CHARACTER OF THE SURROUNDING AREA:
Ms. Murphy noted the property in question consists of 34.83 acres of a 479 acre
tract on Boston Road and is used as farmland. The parcel is predominantly pasture land
with some wooded areas. The surrounding uses consist of single family dwellings,
farmland and an old Truck Service Building.
ORDINANCE PROVISIONS:
Article VII, Section 74-4:
Ms. Murphy told the Board that on receiving the recommendation of the Planning
Board, the County Commissioners shall consider the application and said
recommendation to which the Board may grant or deny the Special Use Permit requested.
The Special Use Permit, if granted, shall include such approved plans as may be required.
In granting the permit, the County Commissioners shall find:
1. that the use will not materially endanger the public health or safety if located
where proposed and developed according to the plan as submitted and approved.
2. that the use meets all required conditions and specifications.
3. that the use will not substantially injure the value of adjoining or abutting
property, or that the use is a public necessity, and
4. that the location and character of the use if developed according to the plan as
submitted and approved will be in harmony with the area in which it is to be
located and in general conformity with the comprehensive plan.
Ms. Murphy stated Section 160-5(B) of the Zoning Ordinance states: “The
Planning Board shall provide a written recommendation to the Board of County
Commissioners that addresses that the proposed amendment is consistent with the
comprehensive plan, but a comment by the Planning Board that a proposed amendment is
inconsistent with the comprehensive plan shall not preclude consideration or approval of
the proposed amendment by the Board of County Commissioners. Prior to adopting or
rejecting any zoning amendment, the Board of County Commissioners shall adopt a
statement describing whether its action is consistent with an adopted comprehensive plan
and why such action is reasonable and in the public interest. The land in question is listed
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as Suburban Residential which states “Residential land uses including subdivisions and
manufactured home parks at densities of 1-3 dwelling units per acre; commercial, office,
industrial, public/institutional uses meeting locational criteria. Locational criteria for non-
residential uses within this land use category would include frontage and access to a
major State highway or secondary road, proximity to similar uses and spatial separation
from non-compatible uses such as existing residential development. Land uses within this
category could develop with or without public sewer.” The Land Use Plan in Section 2.1
states “Promote continued economic investment through retention and expansion of
existing industrial concerns and the recruitment of new industries and commercial
businesses.”
Ms. Murphy stated that should the Board decide to grant approval of the Special
Use Permit, the following conditions should be included:
1. Applicant to obtain a driveway permit from NCDOT. A copy of the permit to be
given to Planning and Zoning prior to issuance of a zoning permit.
2. Applicant to obtain Erosion and Sedimentation Control Plan. A copy of the
approved plan and approval letter to be given to Planning and Zoning prior to
issuance of Zoning Permit.
3. A final “as built” to be submitted to Planning and Zoning prior to issuance of a
Certificate of Occupancy.
4. Access to the site to be minimum of 20 feet in width, parking to accommodate
two vehicles (each 9’ x 18’) and turnaround minimum of seventy feet (driving
surface) for emergency vehicles.
5. Applicant to obtain all Federal, State and Local permits that are required.
6. Applicant to meet all conditions of the Person County Zoning Ordinance.
7. Applicant will need to obtain a Zoning Permit and Building Permit from Person
County prior to any construction.
Ms. Murphy reminded the Board to address the findings of fact in Section 74-4
and whether the plan is consistent with the comprehensive plan.
PLANNING BOARD REVIEW:
Ms. Murphy stated the Planning Board held a Public Hearing on May 9, 2013 and
voted 4 to 0 to recommend approval with the conditions outlined above, that it was in
keeping with Section 74-4 and consistent with the comprehensive plan.
Ms. Murphy told the group the technology is basically the same for this solar park
as presented for the previous request.
Commissioner Blalock asked Ms. Murphy if there were any residents to speak at
the Planning Board Public Hearing. Ms. Murphy stated there were none to speak noting
there were two individuals that attended that were in support of the solar farm. Ms.
Murphy showed on a map in the room the footprint is a large parcel to which only a
portion will be used with the farm as the majority of surrounding property. Ms. Murphy
noted property owners bordering the large parcel were notified.
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Commissioner Newell added there are a lot of trees to be moved. It was
confirmed that trees will have to be moved by the Site Development Manager, Mr. Lance
Williams.
Ms. Murphy stated Strata Solar has done a thorough job as the Board can see from
the information in the packet to cover items, i.e., endangered species, streams and
wetlands.
Speaking to the Board as a proponent of the request by Strata Solar, LLC for a
Special Use Permit for a Solar Energy Generator on 34+ acres of a 479 acre tract on
Boston Road (Tax Map A68 Parcel 9) Holloway Township, owned by Mary Winstead
Merritt included the following:
Mr. Lance S. Williams of 1119 S. US 15-501 Highway, Chapel Hill and Manager
of Site Development for Strata Solar presented to the Clerk to the Board and any
commissioners that wished to have copy of affidavits of testimony for himself, Brent
Niemann and Richard Kirkland along with an Appraisal Report prepared by Mr.
Kirkland. A copy of such Appraisal Report is incorporated in these minutes by reference
and will be on file in the office of the Clerk to the Board. The affidavits include written
responses for findings of fact.
Mr. Williams stated this request is very similar to the previous request whereby he
spoke to the rural character of the solar farm as well as diversifying the income for large
landowners to stabilize landholding. Mr. Williams noted this landowner has a historical
site just north of the solar farm site and is looking for ways to make income to maintain
ownership to prevent further dividing of the parcel and to keep the historical land there.
Mr. Williams reminded the Board of the added tax base without the addition of expenses
for services.
Mr. Williams stated, as Commissioner Newell pointed out, the proposed site is an
atypical site for Strata Solar in that a lot of trees will have to be harvested. Mr. Williams
explained the main reason related to a pond with a dam behind it with a separate owned
property near the pond. Mr. Williams pointed to the large map to show where the house
is located near the pond noting the intent was to keep the farm on one side of the
driveway instead of the solar farm being on both sides of the driveway and not to locate
the solar farm behind the dam to risk it giving way. Mr. Williams stated Mr. Niemann
will point out that Strata Solar is held to a higher standard than normal timber operations
noting they will get all the DENR permits as required. Mr. Williams stated initially
Strata Solar thought they would locate the solar farm on both sides of Boston Road as one
side had fields, but upon learning of the long range road plans of Person County and the
State to build a 501 bypass that would come through a portion of that property, it only
made sense to develop the solar farm on the side with the trees based on the future usage
of the other side of the road. Commissioner Blalock stated she had wondered why Strata
Solar would take down trees when there was open land available, but she understood
after his explanation.
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Mr. Williams noted there is a substation north of the site that Progress put
in not too long ago with a significant electrical infrastructure that runs from there back to
Roxboro that will support the solar farm project.
Mr. Williams’ affidavit of record is below:
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Mr. Brent Niemann of 1119 S. US 15-501 Highway, Chapel Hill and a licensed
NC professional engineer employed by Strata Solar stated the solar farm site on Boston
Road was not the preferred site due to the amount of trees. Mr. Niemann stated Strata
Solar has not yet completed the plans for DENR but will prior to construction as that time
gets closer noting a driveway permit has been received. Mr. Niemann noted the only
main difference from this request to the previous is that a stream is present that will have
to be permitted with the Army Corp and DWQ noting good experience with the nation-
wide permit.
Mr. Niemann’s affidavit of record is below:
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Mr. Richard Kirkland of 3540 Layton Ridge Drive, Apex and a licensed NC real
estate appraiser with an MAI Designation stated as the previous request, he was asked to
review the impact of the solar farm which involved the same process as outlined in the
last hearing noting first for matched pairs, then the breakout that would cause any impact
on value. Mr. Kirkland stated it was his conclusion that the proposed solar farm would
not have any impact on value nor any negative impact on the adjoining properties and is
consistent with the neighborhood. Mr. Kirkland noted this project is 35 acres of a 479
acre tract, around 7% of the overall tract with the primary adjoining user being the owner
of the property.
Mr. Kirkland’s affidavit of record is below:
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There were no individuals appearing before the Board to speak in opposition to
the request by Strata Solar, LLC for a Special Use Permit for a Solar Energy Generator
on 34+ acres of a 479 acre tract on Boston Road (Tax Map A68 Parcel 9) Holloway
Township, owned by Mary Winstead Merritt.
A motion was made by Commissioner Blalock, and carried 5-0 to close the
public hearing for a request by Strata Solar, LLC for a Special Use Permit for a Solar
Energy Generator on 34+ acres of a 479 acre tract on Boston Road (Tax Map A68 Parcel
9) Holloway Township, owned by Mary Winstead Merritt.
CONSIDERATION TO GRANT OR DENY THE REQUEST BY STRATA
SOLAR, LLC FOR A SPECIAL USE PERMIT FOR A SOLAR ENERGY
GENERATOR ON 34+ ACRES OF A 479 ACRE TRACT (TAX MAP A68
PARCEL 9) ON BOSTON ROAD, HOLLOWAY TOWNSHIP, OWNED BY
MARY WINSTEAD MERRITT:
A motion was made by Commissioner Newell, and carried 5-0 to approve the
request by Strata Solar, LLC for a Special Use Permit for a Solar Energy Generator on
34+ acres of a 479 acre tract on Boston Road (Tax Map A68 Parcel 9) Holloway
Township, owned by Mary Winstead Merritt as recommended by the Planning Board
including the following conditions and agreeing that the request was in keeping with
Section 74-4 and consistent with the comprehensive plan:
1. Applicant to obtain a driveway permit from NCDOT. A copy of the permit to be
given to Planning and Zoning prior to issuance of a zoning permit
2. Applicant to obtain Erosion and Sedimentation Control Plan. A copy of the
approved plan and approval letter to be given to Planning and Zoning prior to
issuance of Zoning Permit.
3. A final “as built” to be submitted to Planning and Zoning prior to issuance of a
Certificate of Occupancy.
4. Access to the site to be minimum of 20 feet in width, parking to accommodate
two vehicles (each 9’ x 18’) and turnaround minimum of seventy feet (driving
surface) for emergency vehicles.
5. Applicant to obtain all Federal, State and Local permits that are required.
6. Applicant to meet all conditions of the Person County Zoning Ordinance.
7. Applicant will need to obtain a Zoning Permit and Building Permit from Person
County prior to any construction.
INFORMAL COMMENTS:
There were no comments from the public.
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APPROVAL OF MINUTES:
A motion was made by Commissioner Blalock, and carried 5-0 to approve the
minutes of May 20, 2013.
TAX ADMINISTRATIVE REPORT:
A motion was made by Commissioner Newell, and carried 5-0 to approve the
Tax Administrative Report noting the Releases for the month of April, 2013.
OLD BUSINESS:
ZONING ORDINANCE PERTAINING TO NONCONFORMING AND
ACCESSORY USES:
Assistant County Manager, Sybil Tate reminded the Board of Commissioners had
originally requested that the Planning Board provide recommendations for amending the
nonconforming use and accessory use sections of the Zoning Ordinance.
Recommendations from the Planning Board were presented to the Commissioners
in October. A public hearing on the recommended changes was conducted at the
Commissioners’ January 7, 2013 meeting at which time the Board asked to further
discuss sections 101-2, 102-1, 60-5 and 60-6 of the current Zoning Ordinance. At the
Board’s April 1, 2013 meeting, the Board approved changes to section 101-2 and decided
to make no changes to section 102-1 and instructed staff to gather information from other
counties regarding zoning regulations of accessory units related to sections 60-5 and 60-6
to be discussed further at the May 20, 2013 meeting. At the May 20, 2013 meeting, the
Board amended section 60-5, deleted section 60-6, added section 60-6A and amended
section 101-7b and asked staff to provide language for grandfathering-in existing
accessory structures, such as old tobacco barns.
Ms. Tate presented to the Board the changes to the zoning ordinance that have
been recommended by the Planning Board and approved by the BOC thus far as well
recommended the following language to allow grandfathering-in of certain accessory
structures:
60-6C 60-6A and 60-6B shall not apply to any barns, hay sheds, or similar
structures existing prior to the adoption of this amendment;
however, this Ordinance shall apply to any new construction of
these structures.
Ms. Tate noted Commissioner Blalock, upon review, requested to amend section
101-6 to delete reference to a certain time period for repair or restoration to begin within
six months and completed within twelve months as follows:
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ACTION: Amend section 101-6
If a nonconforming structure or a conforming structure devoted to a nonconforming
activity is destroyed or damaged in any manner, to the extent that the cost of restoration
to its condition before the occurrence shall not exceed 60 percent of the cost of
reconstructing the entire structure based on the assessed structure value, as recorded by
the County Tax Assessor., it may be repaired or restored, provided such repair or
restoration is started within six months of the damage and completed within twelve
months. However, any nonconforming building which is damaged may only be replaced
by a structure of equal or smaller size and square footage as that of the previous structure.
Relief to the time limits may be granted by the Board of Adjustment.
Ms. Tate confirmed for Vice Chairman Jeffers that the amendments reflect the
least restrictive option for accessory structures without any reference to a certain number
of such structures.
A motion was made by Blalock, and carried 5-0 to adopt the Zoning Ordinance
text amendments as presented incorporating the amendment to section 101-6.
Listed below are the Zoning Ordinance text amendments adopted by the Board of
Commissioners:
ACTION: Add
DEFINITIONS:
Nonconforming Building – A building or structure that is not in conformance with the
provisions (Section 75-Table of Dimensional Requirements) of the district in which it is
located.
Nonconforming Lot – Surveyed and recorded lots that met existing zoning regulations
when created but no longer conform with the adopted regulations.
Nonconforming Use – A lawful use of land that does not comply with the use regulations
for its zoning district but which complied with applicable regulations before adoption of
this Ordinance or the predecessor Person County Zoning Ordinance.
ACTION: No change
101-1 Nonconforming uses may not be changed to another
nonconforming use unless the Board of Adjustment determines
that such change shall be no more detrimental to the neighborhood
than the existing use; however, no change of title or possession, or
right to possession of property shall be construed to prevent the
continuance of a nonconforming use.
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ACTION: Amend
101-2 Any structure existing at the time of adoption of this Ordinance
which does not comply with setback or yard requirements, or
which exceeds height requirements, may be continued in use but
shall not be enlarged or extended unless such extensions or
enlargements comply with all the provisions of this ordinance. No
enclosed portion of a building may be enclosed if the setback or
height requirements are not met.
ACTION: No change
101-3 Nothing in this ordinance shall be construed to prevent the
reconstruction of any building, conforming or nonconforming,
damaged by any means. However, any nonconforming building
which is damaged may only be replaced by a structure of equal or
smaller size and square footage as that of the previous structure.
No reconstruction or new construction shall be allowed which
creates any new or additional nonconformity than that which
existed at the time of damage.
ACTION: No change
101-4 If a nonconforming use is discontinued for a period of 180 days or
for more than eighteen months in any three year period, the future
use of the building or land must be a conforming use.
ACTION: No change
101-5 A nonconforming use may be changed to a use of higher
classification and whenever the use is changed to a higher or
conforming classification then it shall not be allowed to change to
the original use or to a lower use. For the purposes of this section,
the order of classification of use, form the highest to the lowest
shall be as follows: R, B-1, B-2, GI and RC.
ACTION: Amend
101-6 If a nonconforming structure or a conforming structure devoted to
a nonconforming activity is destroyed or damaged in any manner,
to the extent that the cost of restoration to its condition before the
occurrence shall not exceed 60 percent of the cost of
reconstructing the entire structure based on the assessed structure
value, as recorded by the County Tax Assessor. However, any
nonconforming building which is damaged may only be replaced
by a structure of equal or smaller size and square footage as that of
the previous structure. Relief to the time limits may be granted by
the Board of Adjustment.
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Action: Amend
101-7 A nonconforming structure or a conforming structure devoted to a
nonconforming activity that is damaged by any casualty to an
extent more than 60 percent of its assessed value, based on County
Tax Assessor records, shall not be restored except as follows:
a. As a conforming use.
b. If the use is a one-family dwelling, restoration shall be
permitted.
c. For structures except a one family dwelling, restoration of a
nonconforming structure shall require approval by the Board of
Adjustment. A site plan according to Section 80 will be
required. In approving such permit, the Board will consider the
stated purpose for establishing the zoning district in which the
structure is located, the uses in the area immediately
surrounding the structure in question, particularly the other
nonconforming uses, and the hardship which would result from
a denial of the Conditional Use Permit. The permit shall
include conditions as to time for repair to be completed and
any other conditions deemed necessary to carry out the intent
of this section of the ordinance.
ACTION: Delete
101-8 A nonconforming use may be extended or enlarged with a Special
Use Permit provided that the addition is no more than fifty percent
of the original structure and a landscape buffer is provided to
buffer the new portion from adjacent land owners and all setbacks,
height, and area requirements of the Planning Ordinance are met.
Single family dwellings are exempt from Section 101-6.
ACTION: Add
101-9 Nonconforming lots of record: Permitted Structures may be
erected upon any single lot of record at the time of adoption of this
Ordinance, provided the minimum yard requirements are met. A
variance to the zoning ordinance is required if the yard width or
setback requirements can not be met.
ACTION: Add
101-10 The creation of a lot with a width or area smaller than allowed by
existing zoning requirements is prohibited, except by
governmental action, such as a road widening. Any lot, which, by
reason of realignment of a public street or highway or by reason of
condemnation proceedings, has been reduced in size to an area less
than that required by law, shall be considered a nonconforming lot
of record subject to the provisions set forth in this section; and any
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June 3, 2013
39
lawful use or structure existing at the time of such highway
realignment or condemnation proceedings which would thereafter
no longer be permitted under the terms of this ordinance shall be
considered a nonconforming use or structure as that term is used in
this ordinance.
ACTION: Add
101-11 When any nonconforming use is superseded by a permitted use,
the use shall thereafter conform to the regulations for this district,
and no nonconforming use shall thereafter be resumed.
ACTION: No change
102-1 Nothing in this ordinance shall prevent the restoring or
strengthening of a nonconforming structure to a safe condition,
provided that the square feet of the structure shall not be increased.
ACTION: No change
102-2 Should any nonconforming structure be moved for any reason
within the Zoning Jurisdiction of Person County, it shall conform
to the regulations for the district in which it is to be located.
ACTION: Delete
103-1 In any district, notwithstanding the dimensional requirements for
the district in regards to lot width and minimum area, buildings,
may be erected on any legally created lot of record existing at the
effective date of adoption to this ordinance.
Accessory Structures
ACTION: Amend
An accessory building - An accessory building, structure or use is a building or structure
or use on the same lot or site with, of a nature customarily incidental or subordinate to,
and of a character related to the principal use or structure. Accessory buildings are, but
not limited to: sheds, garages, lean to, storage buildings, carports, pool, but not to include
well houses (not to exceed 6’ x 6’), gazebo or pool house if attached to footprint of pool.
Pools - Pools are considered accessory uses if they are above ground or in ground if not
attached by either a deck or solid material such as brick, stone, concrete, etc. to the
principal structure.
ACTION: Amend
60-5 Unless otherwise specified in this ordinance, accessory buildings
may be allowed within five feet of rear and side yard lot lines.
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June 3, 2013
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ACTION: Delete
60-6 Unless otherwise specified in this ordinance, every principal
building hereafter erected or moved shall be located on a separate
lot and in no case shall there be more than one principal building
and three permitted accessory buildings on all lots under three
acres. There shall be allowed one additional accessory building for
every acre over three acres. Industrial operations located in the GI
district shall be exempted from this provision.
ACTION: Add
60-6A Accessory structures may be placed in the front yard, if at least 25ft
from the front property line. For lots located on NC and US
highways, accessory structures may be placed in the front yard, if
at least 40ft from the front property line.
ACTION: Add
60-6B Accessory buildings shall only be allowed on a lot upon which a
primary dwelling, multifamily dwelling, business use or industrial
use exists.
ACTION: Add
60-6C 60-6A and 60-6B shall not apply to any barns, hay sheds, or similar
structures existing prior to the adoption of this amendment;
however, this Ordinance shall apply to any new construction of
these structures.
NEW BUSINESS:
CDBG MONTHLY REPORTING:
County Manager, Heidi York presented to the Board the CDBG monthly activities
report and a Monthly Performance Status Report for May 2013 that is due to be
submitted to the Division of Community Assistance.
A motion was made by Commissioner Blalock, and carried 5-0 to accept the
monthly report as presented.
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41
BUDGET AMENDMENT:
Finance Director, Amy Wehrenberg presented and explained the following
Budget Amendment.
Upon a motion by Chairman Clayton, and majority vote (5-0), the Board of
Commissioners of Person County does hereby amend the Budget of the Fund(s) listed
below on this, the 3rd day of June 2013, as follows:
Dept./Acct No. Department Name Amount
Incr / (Decr)
EXPENDITURES General Fund
Public Safety 58,524
Human Services 201,677
Culture & Recreation 7,597
REVENUES General Fund
Intergovernmental Revenues 206,527
Other Revenues 4,654
Charge for Services 56,617
EXPENDITURES Airport Capital Projects Fund
Vis100-2010 (7,200)
RW-6&24 PAPI Survey 7,200
REVENUES Airport Capital Projects Fund
Federal-Vis100-2010 (6,480)
Federal-RW-6&24 PAPI Survey 6,480
Local-Vis100-2010 (720)
Local-6&24 PAPI Survey 720
EXPENDITURES Capital Improvements Projects Fund
Transfer to Courthouse Renov & Roofing Project 136,655
REVENUES Capital Improvements Projects Fund
Fund Balance Appropriation 136,655
EXPENDITURES Courthouse Renovation & Roofing Project Fund
Courthouse Renovation Construction 145,000
REVENUES Courthouse Renovation & Roofing Project Fund
Interest Earnings 8,345
Transfer from CIP Project 136,655
Explanation:
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June 3, 2013
42
Appropriating additional revenue received for Concealed Weapons Fees ($1,180);
Judicial Transports ($1,640); Jail Fees and Concessions ($3,257); Commissions and
Sales on Inmate Phone Cards ($2,844); Past Due EMS Fee Collections ($46,311);
Animal Fees, Rabies Vaccinations and Animal Services Donations ($2,117); Spay and
Neuter Program and Reimbursement Revenues ($1,175); Adjustments in Health
Department Grants including the Health Communities Grant ($12,480), Medical
Reserve Corps ($4,000), Community Transformation Grant ($150,000), Breast &
Cervical Grant ($4,700), and Environmental Health Grant ($5,000); Public Library
received a new grant from the Rural Economic Development Center ($5,000) to cover
an internship program and related costs; various program adjustments ($25,154) and a
donation ($150) in DSS; utilizing a portion of 2010 Vision 100 Funds (-$7,200) in the
Airport Construction Fund to cover additional work for Runways 6 & 24 ($7,200); and
using available and applicable funds in the CIP Fund ($136,655) and accrued interest
($8,345) in the Courthouse Renovation Project Fund to cover remaining project
expenditures in the Courthouse Renovation Project Fund.
Commissioner Blalock asked Ms. Wehrenberg what areas are due to be completed
with the Courthouse Renovation Project Fund. Ms. Wehrenberg stated all the roofing
associated with that project has been completed and it will cover any remaining items due
to be complete by the end of this month.
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June 3, 2013
43
COMPENSATION FOR THE BOARD OF EQUALIZATION AND REVIEW:
Commissioner Newell stated he was asked to address the Board concerning the
time to fulfill the Board of Equalization and Review appeal process related to the $50
compensation rate to be increased to $250 however; he felt in all fairness a rate of $150 is
more in order. Commissioner Newell stated the shortest meeting has been 3 hours with
the longest 5 ½ hours. Commissioner Newell requested consideration to raise the Board
of Equalization and Review member stipend from $50 to $150.
County Manager, Heidi York stated prior to the creation of a special Board of
Equalization and Review, there was no compensation. Ms. York noted the intention was
to keep the session to a 3 hour block to which $10,000 was budgeted for the remainder of
the current fiscal year. Ms. York further noted if an increase in compensation is
approved, additional funds would need to be allocated.
Tax Administrator, Russell Jones stated there has been a push by the Tax Office
and the budget process to get the appeals completed by June 30, 2013. Mr. Jones noted
eight more meeting days are scheduled and there is a need to add an extra day or to
extend the meetings longer than the 3 hour sessions. Mr. Jones told the group that the
Board of Equalization and Review has been meeting three days per week. Mr. Jones
noted the budget for next fiscal year will be impacted as well with an increase in the
stipend.
Mr. Jones stated 17 meetings have been scheduled not including the training
meetings. Mr. Jones requested clarification if the training meetings would be subject to
the stipend as well as it was his understanding that Commissioner Newell would like the
increase in the rate to be retroactive. Commissioner Newell stated he did not think the
training meetings should be subject to the stipend.
Commissioner Blalock summed up that 17 meetings with 5 members at $150 per
meeting would total $12,750. Mr. Jones stated he would be able to stay within the budget
with the increase set at $100 per meeting but anything higher would dictate additional
funding. Again, Mr. Jones commented on the need for additional budgeted funds for next
fiscal year, even though it will not be a revaluation year noting that once citizens get their
tax bill this year, they may want to appeal next year. Commissioner Newell stated the
watershed requirements will be more known and its effect on the value of property next
fiscal year as well.
A motion was made by Commissioner Blalock, to double the current
compensation rate for the Board of Equalization and Review to $100 per meeting
retroactive but not to include the training meetings so to stay within the budget.
Vice Chairman Jeffers asked Commissioner Newell is his request was a
recommendation of the Board of Equalization and Review. Commissioner Newell
confirmed such.
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June 3, 2013
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Commissioner Puryear asked Mr. Jones if any other Board of Equalization and
Review members have declined compensation for serving. Mr. Jones confirmed that
Commissioner Puryear was the only member to decline noting there is a member that was
willing to decline compensation for a portion of the meetings. Mr. Jones added he
initially polled other counties to compare Board of Equalization and Review
compensation for its members and the results noted a stipend of $100 or less other than
one case whereby a Chairman was compensated at a higher rate. Ms. York stated staff
had recommended the average of $50 initially based on the poll provided to the Board of
Commissioners during the appointment process.
A substitute motion was made by Vice Chairman Jeffers to raise the Board of
Equalization and Review compensation rate to $150 per meeting retroactive not to
include the training meetings.
Commissioner Puryear stated his support for the $150 rate for the appointed
members noting his preference for the commissioner representatives to only receive the
$50 compensation rate. Commissioner Puryear did not want the commissioners
participating on the Board of Equalization and Review to in effect give themselves a raise
as he views the task as a duty/responsibility of an elected official. Commissioner Puryear
asked Vice Chairman Jeffers to amend the motion to such prior to the vote. Vice
Chairman Jeffers stated his motion stands based on Commissioner Newell and the Board
of Equalization and Review’s recommendation.
The substitute motion carried by majority vote 3-2. Vice Chairman Jeffers,
Commissioner Newell and Chairman Clayton voted in favor of the substitute motion.
Commissioners Blalock and Puryear cast the dissenting votes.
CHAIRMAN’S REPORT:
Chairman Clayton had no report
MANAGER’S REPORT:
County Manager, Heidi York reminded the Board of the next scheduled budget
work session is June 10, 2013 at 6:00 pm in the Board’s usual meeting room and asked
the Board members to send along any topics for the agenda to her.
COMMISSIONER REPORT/COMMENTS:
There were no reports/comments from the commissioners.
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CLOSED SESSION #1
A motion was made by Chairman Clayton, and carried 5-0 to enter Closed
Session per General Statute 143-318.11(a)(4) for the purpose of discussion of matters
relating to the location or expansion of industries or other businesses in the county
(economic development) at 8:39 pm and to permit the following individuals to attend:
County Manager, Heidi York, Clerk to the Board, Brenda Reaves, Economic
Development Director, Stuart Gilbert, County Attorney, Ron Aycock Assistant County
Manager, Sybil Tate and Homestead Steakhouse owners, Randy and Debby Cash. IT
Staff member, Chris Puryear was allowed to attend to facilitate the telephone conference
call with Vice Chairman Jeffers.
A motion was made by Commissioner Newell, and carried 5-0 to return to open
session at 9:10 pm.
A motion was made by Commissioner Newell, and carried 5-0 to approve a
Resolution Supporting Person County submitting economic development infrastructure
grants totaling up to $35,000 to the NC Rural Center to assist local businesses in gas line
extensions with such uses of funds granted to be in compliance with the NC Economic
Development law.
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CLOSED SESSION #2
A motion was made by Chairman Clayton, 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 9:12 pm and to permit the following individuals to attend: County Manager,
Heidi York, Clerk to the Board, Brenda Reaves, County Attorney, Ron Aycock, Assistant
County Manager, Sybil Tate, General Services Director, Ray Foushee, Person Industries
Director, Wanda Rogers, Person Industries and Assistant Director, Becky Clayton. IT
Staff member, Chris Puryear was allowed to attend to facilitate the telephone conference
call with Vice Chairman Jeffers.
A motion was made by Commissioner Blalock, and carried 5-0 to return to open
session at 9:26 pm.
CLOSED SESSION #3
A motion was made by Chairman Clayton, 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 9:27 pm and to permit the following individuals to attend: County Manager,
Heidi York, Clerk to the Board, Brenda Reaves, County Attorney, Ron Aycock, Assistant
County Manager, Sybil Tate, IT Director, Gary Latta, and IT Staff, Chris Puryear.
A motion was made by Commissioner Blalock, and carried 5-0 to return to open
session at 9:30 pm.
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RECESS:
A motion was made by Chairman Clayton, and carried 5-0 to recess the meeting
at 9:30 pm until June 10, 2013 at 6:00 pm in the Board’s usual meeting room for the
purpose of holding a budget work session.
_____________________________ ______________________________
Brenda B. Reaves Jimmy B. Clayton
Clerk to the Board Chairman
(Draft Board minutes are subject to Board approval).
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AGENDA ABSTRACT
Meeting Date: June 17, 2013
Agenda Title: Kerr-Tar Locally Coordinated Human Service Transportation Plan (LCP)
Adoption
Summary of Information:
For federal funding to continue for Person Area Transportation Service (PATS), an LCP must be
completed and updated every 3 years. The Kerr-Tar Regional Transportation Planning Organization
(RPO) has recently completed the update of the LCP. The governing Board of each transportation
provider must endorse the plan to avoid disruptions in funding received. (Plan attached)
Recommended Action: Resolution to adopt
Submitted By: Michael Ciriello, Planning Director, Kerr-Tar Regional Council of
Governments & Kathy Adcock, Executive Director, PATS
62
RESOLUTION ADOPTING
THE LOCALLY-COORDINATED HUMAN SERVICES TRANSPORTATION PLAN FOR THE
KERR-TAR COG PLANNING REGION
A motion was made by Commissioner __________ for the adoption of the following
resolution, and upon being put to a vote was duly adopted.
WHEREAS, the federal MAP-21 transportation authorization passed by Congress in 2012
requires a “locally developed, coordinated public transit-human services transportation
plan” intended to improve transportation services for persons with disabilities, individuals
who are elderly, and individuals with lower incomes; and
WHEREAS, a coordinated public transit-human services transportation plan is required of
in the Kerr-Tar COG region; and
WHEREAS, The Kerr-Tar COG held a workshop on April 5, 2013 that included
representatives from human service providers and advocates, special transportation
providers, and others concerned with transportation in the region; and
WHEREAS, The Kerr-Tar COG has created inventories of special transportation needs, and
of the various existing transportation programs, services, and other assets for
transportation disadvantaged groups necessary for development of The Kerr-Tar COG’s
Locally-Coordinated Human Service Transportation Plan;
NOW, THEREFORE, BE IT RESOLVED that the Person County Board of Commissioners
hereby adopts The Kerr-Tar COG’s Locally-Coordinated Human Service Transportation Plan.
This resolution adopted this 17th day of June, 2013.
Person County Board of Commissioners
____________________________________________
Jimmy B. Clayton, Chairman
Attest:
____________________________________________
Brenda B. Reaves, NCCCC, CMC
Clerk to the Board of Commissioners
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AGENDA ABSTRACT
Meeting Date: June 17, 2013
Agenda Title: Renewal of CDBG Debarment Certification
Summary of Information: Attached is a debarment certification for Person County for the 2011
CDBG Scattered Site Housing Rehabilitation Project. The debarment certification is a document
that certifies that the County is not presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from covered transactions by a Federal department or agency. See
the attached debarment certification for further details.
The debarment certification must be renewed annually. The existing certification expires June 30,
2013. We were informed by the Division of Community Assistance that a new debarment
certification for this fiscal year should be adopted by the Board of Commissioners and signed by the
Chairman. The signed copy should be submitted to Kerr-Tar Regional COG and the COG will
submit it to the Division of Community Assistance (DCA).
Recommended Action: The Board should carefully read the attached debarment certification. If
they concur with the information contained, then the Board should adopt the debarment certification
and have the Chairman of the Board sign the certification on behalf of the Board.
Submitted By: Karen Foster, Community Development Planner, Kerr-Tar Regional COG
138
CERTIFICATIONS REGARDING DEBARMENT, SUSPENSION AND OTHER
RESPONSIBILITY MATTERS
Applicants should refer to the regulations cited below. Applicants should also review the instructions for
certification included in the regulations before completing this form, signature on this form provides for
compliance with certification requirements implementing Federal Executive Order 12549 and guidance
issued in the Federal Register, Volume 70, No. 168, pages 51863 through 51880 for “Government wide
Debarment and Suspension (Nonprocurement).” The certification shall be treated as a material
representation of fact upon which reliance will be placed when the Department of Commerce
determines to award the covered transaction, grant or cooperative agreement.
DEBARMENT, SUSPENSION AND OTHER RESPONSIBILITY MATTERS
As required by Executive Order 12549, Debarment and Suspension, for prospective participants in
primary covered transactions:
1) The prospective primary participant certifies to the best of its knowledge and belief, that it and
its principals:
a. Are not presently debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded from covered transactions by a Federal
department or agency;
b. Have not within a three-year period preceding this proposal been convicted of or
had a civil judgment rendered against them for commission of fraud or a criminal
offense in connection with obtaining, attempting to obtain, or performing a public
(Federal, State or local) transaction or contract under a public transaction; violation
of Federal or State antitrust statutes or commission of embezzlement, theft,
forgery, bribery, falsification or destruction or records, making false statements, or
receiving stolen property:
c. Are not presently indicted for or otherwise criminally or civilly charged by a
governmental entity (Federal, State or local) with commission of any of the offenses
enumerated in paragraph (1)(b) of this certification; and
d. Have not within a three-year period preceding this application/proposal had one or
more public transactions (Federal, State, or local) terminated for cause or default.
2) Where the prospective primary participant is unable to certify to any of the statements in this
certification, such prospective participant shall attach an explanation to this proposal.
As the duly authorized representative of the applicant, I hereby certify that the applicant will comply
with the above applicable certification(s).
Name of Applicant/Grantee
Person County
Grant Number and Project Name
11-C-2322 SSR/UR
Printed Name and Title of Authorized Representative
Jimmy B. Clayton
Signature
Date
139
Instructions for Debarment Certifications
1. By signing and submitting this form, the prospective participant is providing the certification set
out on the “Certification Regarding Debarment, Suspension and Other Responsibility Matters” in
accordance with these instructions.
2. Consequences of False Certification - The certification is a material representation of fact upon
which reliance was placed when this transaction was entered into. If it is later determined that
the prospective participant knowingly rendered an erroneous certification, in addition to other
remedies available to the Federal Government, the department or agency with which this
transaction originated may pursue available remedies, including suspension and/or debarment.
3. Errors in Certifying. - The prospective participant shall provide immediate written notice to the
person to which this proposal is submitted if, at any time, the prospective participant learns that
its certification was erroneous when submitted or has become erroneous by reason of changed
circumstances.
4. Definitions and Further Guidance - The terms “covered transaction,” “debarred,” “suspended,”
“ineligible,” ”lower tier covered transaction,” “participant,” “person,” “primary covered
transaction,” ”principal,” “proposal,” and “voluntarily excluded,” as used in this clause have the
meanings set out in the Definitions and Coverage section of rules implementing Executive Order
12549. You may contact the person to which this proposal is submitted for assistance in
obtaining a copy of those regulations or you may refer to the Federal Register, Vol. 70, No. 168,
pages 51863 –51880.
5. Certification Extends to Subcontractors - The prospective participant agrees by submitting this
form that, should the proposed covered transaction be entered into, it shall not knowingly enter
into any lower tier covered transaction with a person who is debarred, suspended, declared
ineligible, or voluntarily excluded from participation in this covered transaction, unless
authorized by the department or agency with which this transaction originated.
6. Certification Included in Subcontracts - The prospective participant further agrees by submitting
this form that it will include this clause titled “Certification Regarding Debarment, Suspension,
Ineligibility and Voluntary Exclusion-Lower Tier Covered Transaction,” without modification in all
lower tier covered transactions and in all solicitations for lower tier covered transactions.
7. Reliance on Certification - A participant in a covered transaction may rely upon a certification of
a prospective participant in a lower tier covered transaction that is not debarred, suspended,
ineligible, or voluntarily excluded from the covered transition, unless it knows that the
certification is erroneous. A participant may decide the method and frequency by which it
140
determines the eligibility of its principals. Each participant may, but is not required to, check the
Nonprocurement List.
8. New System of Records Not Required - Nothing contained in the foregoing should be construed
to require establishment of a system of records in order to render in good faith the certification
required by this clause. The knowledge and information of a participant is not required to
exceed that which is normally possessed by a prudent person in the ordinary course of business
dealings.
9. Consequences for Use of Ineligible Subgrantees - Except for transactions authorized under
paragraph 5 of these instructions, if a participant in a covered transaction knowingly enters into
a lower tier covered transaction with a person who is suspended, debarred, ineligible, or
voluntarily excluded from participation in this transaction, in addition to other remedies
available to the Federal Government, the department or agency with which this transaction
originated may pursue available remedies including suspension and/or debarment
141
AGENDA ABSTRACT
Meeting Date: June 17, 2013
Agenda Title: Request for Special Use Permitting at specific Recreation, Arts, and Parks
Facilities and Person County Museum Grounds
Summary of Information:
The Recreation Advisory Board is requesting consideration for Special Use Permitting of Alcohol
Beverages for specific rental facilities and performance venues. At their June 5, 2013 meeting, the
Recreation Advisory Board voted unanimously to adopt the proposed Special Use Permit/Policy and
Revised Person County Ordinance Regulating Possession or Consumption of Malt Beverages or
Fortified Wine on County Property. The Recreation Advisory Board is requesting consideration
from the Board of Commissioners to adopt the Special Use Alcohol Permit/Policy and the revised
Person County Ordinance Regulating Possession or Consumption of Malt Beverages or Fortified
Wine on County Property for specific facilities including:
DESIGNATED BOUNDARIES:
1. Mayo Park Amphitheater in the concrete seating areas directly in front of the stage, the
grass seating area directly in front of the stage in an area 200 feet long by 130 feet wide and
in the stage area within 50 feet from the left, right and back of the stage.
2. Mayo Park Environmental Community Center within the center and within 50 feet from
all sides of the building.
3. Kirby Cultural Arts Complex within Gallery front room (main gallery), Community
Gallery (Hallway) and main theatre seating area (both upstairs and downstairs).
4. Person County Museum Grounds within the museum and no closer than 50 feet from the
property line.
Recommended Action:
Review and discuss the following policies and ordinance:
1. Special Use Alcohol Permit and Policy for Specific County Recreation Facilities
2. Person County Ordinance Regulating Possession or Consumption of Malt Beverages or
Fortified Wine on County Property (Revised)
Note: A Public Hearing is not required for adoption of the proposed ordinance. The Board of
Commissioners may call for a public hearing to be scheduled, if desired. If a public hearing is not
held for public comments, adoption at first reading must be by unanimous vote. If not unanimous, a
second reading will take place at the Board’s next regular scheduled meeting to which a majority
vote will rule.
Submitted By: John Hill, Director of the Recreation, Arts, and Parks &
Donald Long, Chairman of the Recreation Advisory Board
142
Page 1 of 2
An Ordinance RegulatingAn Ordinance RegulatingAn Ordinance RegulatingAn Ordinance Regulating
Possession Possession Possession Possession OOOOr r r r Consumption Of Consumption Of Consumption Of Consumption Of Malt Beverages OMalt Beverages OMalt Beverages OMalt Beverages Or Ur Ur Ur Unfonfonfonfortified Wine rtified Wine rtified Wine rtified Wine
OOOOn County Propertyn County Propertyn County Propertyn County Property
WhereasWhereasWhereasWhereas, North Carolina General Statute 18B-300 authorizes a county to regulate
or prohibit the possession or consumption of malt beverages or unfortified wine on
property owned, occupied or controlled by that county; and
WheWheWheWhereas, reas, reas, reas, in May of 2008 the Person County Board of County Commissioners
enacted an ordinance which prohibited use or consumption of malt beverages or
unfortified wine on all property owned, occupied or controlled by Person County;
and
WhereasWhereasWhereasWhereas, the Person County Board of County Commissioners desires to prohibit the
possession or consumption of such malt beverages or unfortified wine on most
property owned, occupied or controlled by the County and to regulate the use of
such beverages on other property.
NowNowNowNow, Therefore B, Therefore B, Therefore B, Therefore Be e e e It OIt OIt OIt Ordained by the Person County Board of County rdained by the Person County Board of County rdained by the Person County Board of County rdained by the Person County Board of County
CommissionersCommissionersCommissionersCommissioners:
SSSSection 1ection 1ection 1ection 1:::: The ordinance adopted on May 19th 2008 prohibiting the
possession or consumption of malt beverages and unfortified
wine on County property is hereby repealed.
Section Section Section Section 2222:::: No person shall possess open containers or consume malt
beverages or unfortified wine on property owned, occupied or
controlled by Person County except in those locations
specified below and in accordance with an approved Person
County Permit and a North Carolina State Alcohol Beverage
Permit:
143
Page 2 of 2
· Mayo Park AmphitheMayo Park AmphitheMayo Park AmphitheMayo Park Amphitheaterateraterater in the concrete seating areas
directly in front of the stage, the grass seating area directly in
front of the stage in an area 200 feet long by 130 feet wide and
in the stage area within 50 feet from the left, right and back of
the stage, and
· Mayo Park EnvironmentalMayo Park EnvironmentalMayo Park EnvironmentalMayo Park Environmental Community Community Community Community CenterCenterCenterCenter within the
center and within 50 feet from all sides of the building, and
· Kirby Cultural Arts ComplexKirby Cultural Arts ComplexKirby Cultural Arts ComplexKirby Cultural Arts Complex within Gallery front room (main
gallery), Community gallery (Hallway) and main theatre
seating area (both upstairs and downstairs), and
· Person County Museum GroundsPerson County Museum GroundsPerson County Museum GroundsPerson County Museum Grounds within the museum and no
closer than 50 feet from the property line
SectionSectionSectionSection 3333:::: Definitions. The definitions of “malt beverages”, “unfortified
wine” and “open containers” shall be as defined in Chapter
18B of the North Carolina General Statutes.
Section Section Section Section 4444:::: Penalties. Violations of this ordinance shall be a misdemeanor
as provided for in North Carolina General Statute 14-4.
Adopted this the Adopted this the Adopted this the Adopted this the __________ day of __ day of __ day of __ day of _________________________, 2013_____, 2013_____, 2013_____, 2013....
Person Person Person Person County BoaCounty BoaCounty BoaCounty Board rd rd rd ofofofof CommissionersCommissionersCommissionersCommissioners
________________________________________________________________________________________________________________________________
Jimmy B. Clayton, Jimmy B. Clayton, Jimmy B. Clayton, Jimmy B. Clayton, ChairmanChairmanChairmanChairman
Attest:Attest:Attest:Attest:
________________________________
Brenda B. Reaves, Brenda B. Reaves, Brenda B. Reaves, Brenda B. Reaves, NCCCC, CMCNCCCC, CMCNCCCC, CMCNCCCC, CMC
Clerk to the BoardClerk to the BoardClerk to the BoardClerk to the Board of Commissionersof Commissionersof Commissionersof Commissioners
144
PARKS AND RECREATION FACILITIES
SPECIAL USE ALCOHOL PERMIT
The consumption of malt beverages and unfortified wines is ONLY allowed at the
following locations with approved Person County Permit and North Carolina State
Alcohol Beverage Permit:
1. Mayo Park Amphitheater (See Designated Boundaries)
2. Mayo Park Environmental Community Center (See Designated Boundaries),
3. Kirby Cultural Arts Complex
4. Person County Museum Grounds
Facilities as evidenced by a permit approved by the Recreation, Arts, and Parks Director.
If permitted to serve malt beverages and/or unfortified wines, certain activity/space
restrictions may be enforced.
Person signing as the “Responsible Party” is responsible for any and all types of liability
related to this event.
NAME OF APPLICANT / RESPONSIBLE PARTY
________________________________________________________________________
NAME OF GROUP (IF APPLICABLE)
________________________________________________________________________
STREET
ADDRESS:______________________________________________________
CITY____________________ STATE:_____________ ZIP CODE:_____________
DAY TELEPHONE:________________________________
EVENING TELEPHONE:___________________________
CELL PHONE:____________________________________
REQUESTED PARK FACILTY:__________________________________________
FROM: ________________________________ TO:___________________________
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DATE REQUESTED:__________________ HOURS OF USE:_____________
DESCRIPTION OF RENTAL: (In detail, attach additional information if needed):
________________________________________________________________________
________________________________________________________________________
TYPE(S) OF ALCOHOL TO BE SERVED (Beer or Wine): _____________________
HOW DO YOU PROPOSE TO SERVE THE ALCOHOL? (i.e. plastics cups, glass,
bottle, cans, keg, etc.)
______________________________________________________________________
Quantities of Alcohol to be served (see regulations 5, 6, 7, 8)
______________________________________________________________
Will bartenders be used / employed?
Yes ☐ No ☐ If “yes”, are they certified? ______________________________________
Yes ☐ No ☐ If “yes”, attach a copy of certificate
b. If “yes”, are they from an agency? Yes ☐ No ☐
AGENCY NAME: _______________________________________________________
AGENCY CONTACT PERSON: ___________________________________________
AGENCY ADDRESS: ____________________________________________________
AGENCY PHONE NUMBER: _____________________________________________
Will alcohol be sold?
Yes ☐ No ☐
Will donations be taken to defray costs?
Yes ☐ No ☐
Will there be a fee paid to purchase a ticket to this event?
Yes ☐ No ☐
IF YES TO ANY OR ALL, a copy of the ABC Board permit will be required no later
than 7 calendar days in advance of the event’s beginning time. (According to ABC
Regulations, to “sell” by one of the above methods, you must be a non-profit group
[501 c(3)]. Individuals may not obtain one.) The cost is $50 and the ABC
Board must have their application at least three weeks prior to the event.
Certificate of 501(c) must be provided with this application.
ABC Board phone number: 1-336-599-8294. http://abc.nc.gov/permits/special.aspx
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EXPECTED NUMBER OF ATTENDANTS / GUESTS AGE 21 OR OLDER:
________________________________________________________________
EXPECTED NUMBER OF ATTENDANTS UNDER 21:___________________
PERSON COUNTY RESERVES THE RIGHT TO REQUIRE OFFICIALLY
SWORN CITY OF ROXBORO POLICE OFFICERS OR PERSON COUNTY
SHERIFF DEPUTY TO BE ON DEPUTIES FOR EVENTS
EXPECTING 150 OR MORE GUESTS. It is the responsibility of the rental group
to pay for the sworn officers cost in addition to the rental fee. The number of officers
required will be determined by the Person County Recreation, Arts and Parks Department
along with the advisement of the Roxboro Police Department and/or Person County
Sheriff Department is based on the rental description and event (generally 1:150 persons).
Officers are not allowed to be in the room where alcohol is being served. They will
remain in close proximity just outside the area where the alcohol is being served. Officers
will take no part in the serving of alcohol, including determination of intoxication.
Should their services be needed because of a disturbance or the like, the officer’s
presence must be requested. Please make sure the information above is as accurate as
possible, as providing incorrect information will cause this permit to be null and void.
The names and correct phone numbers of the officer(s) will be required no later than 7
calendar days in advance of the event’s beginning time.
ACKNOWLEDGMENTS: Carefully read and initial each statement below:
________ I am familiar with and hereby agree to abide by all state, county and city
regulations governing the transport, sale, and distribution of alcoholic beverages while
using Person County owned property and/or premises.
________ I hereby acknowledge that no Person County Government employee, while on
duty/work time will engage in the serving of alcohol in connection with this permit.
________ I hereby acknowledge that no guest or attendee of the function to which this
permit applies will be served alcohol while intoxicated.
________ I hereby acknowledge that adequate precaution has been taken to insure that
intoxicated guests or attendees will be identified and prohibited from operating motor
vehicles.
EQUAL OPPORTUNITY: Person County Recreation, Arts, and Parks Department does
not discriminate on the basis of race, color, national origin, sex, religion, age, sexual
orientation or disability in employment opportunities or the provision of service,
programs or activities. A participant alleging discrimination on the basis of any of the
aforementioned areas may file a complaint with the Director of the Person County
Recreation, Arts, and Parks Department or the Office of Equal Opportunity, US
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Department of the Interior, Washington, D.C. 20240. Failure to provide full disclosure of
the requested information may be grounds for denial of an activity permit. The Applicant
/ Responsible Party herein affirms that he/she has read and understands the statements
and disclosures made in this form, that the information disclosed herein is true and
correct to the best of his/her knowledge and belief, and that all acknowledgments herein,
including the attached Release and Indemnification Agreement, were provided by the
undersigned while under oath.
This the ________________ day of _____________________, 20_______.
__________________________________(SEAL)
Signature of Applicant / Responsible Party
______________________________________________________________________
Printed Name
______________________________________________________________________
Title / Position
Sworn to and subscribed before me this the
________________________ day of ________________, 20____________________
Notary Public
My Commission Expires: ________________________________________________
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RELEASE AND INDEMNITY AGREEMENT
WHEREAS, the undersigned has requested the use of services, equipment, or facilities
belonging to or under the auspices of Person County Government, North Carolina, and do
engage in activities for the exclusive benefit of the undersigned; and WHEREAS, the
Person County Government is not liable for any damages arising from personal injury or
property damage sustained thereby; NOW, THEREFORE, In consideration of the mutual
promises and other good and valuable consideration, the undersigned does hereby for
himself, his heirs, executor, employers, successors or administrator, and personal
representatives:
A. Assume full responsibility for any personal injury or any damage to his/her personal
property which may occur directly or indirectly in the course of (fully describe the
activity/rental and date of occurrence)
B. Fully and forever release and discharge Person County Government, its agents,
officials, and employees, from any and all claims, demands, damages, rights or action, or
causes of action, present or future, whether the same be known, anticipated or
unanticipated, resulting from or arising out of the above described activity/rental.
C. Agree to fully indemnify Person County Government for any costs, expenses or
damages incurred as a result of any personal injury or property damage resulting from or
arising out of the above described activity/rental, such costs to include reasonable
attorney fees.
D. Agree that it is the intent of the undersigned that this RELEASE AND INDEMNITY
AGREEMENT shall be in full force and effect any time after the execution hereof.
Approval for this alcohol permit is at multiple levels. Three (3) weeks will be required by
Person County Government to route it for signature. Not adhering to this timetable may
result in the inability to serve alcohol at your event, and the facility reservation will not
be refunded. I have read and understand the above information and agree that it is true
and accurate. I accept the responsibility of the actions of the persons attending this rental.
Responsible Party Signature:________________________________________________
Date:________________________________
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PERSON COUNTY EXECUTION:
All signatures are by the position listed or his/her designee.
Facility Manager:________________________________________Date:____________
Superintendent of Parks:___________________________________Date:____________
Approve ☐ Deny ☐
Parks and Recreation Director:______________________________Date____________
Approve ☐ Deny ☐
Person County Manager:__________________________________ Date:____________
Approve ☐ Deny ☐
If denied, state reason for
denial___________________________________________________________________
APPROVED AS TO FORM PERSON COUNTY ATTORNEY
BY:_____________________________________________
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SPECIAL USE PERMIT RULES AND REGULATIONS
1. Requesting person must provide proof that he/she is at least 21 years of age.
2. Only beer and/or wine is permitted in the boundaries of the special use permit areas
with approval. All other Person County grounds and facilities are prohibited from
possession or consumption of alcoholic beverages.
3. Requesting person is personally responsible for monitoring all activities relating to
alcohol and for bringing all approved alcohol to the designated County facilities.
4. Requesting person must sign and hold harmless Agreement with Person County
government.
5. The Amounts of alcoholic beverages to be served at each event shall fall within the legal limits
of North Carolina State Law as defined by the North Carolina Alcoholic Beverage Control Laws
and Regulations.
6. Permit will not be granted to college fraternities or sororities, unless a letter of support
from the college or university president or designee accompanies the request for
special use permit.
7. Individuals, organizations, companies, or family reunions that fail to abide to County
facility and parks rules and regulation or cause problems due to alcohol will have
their permit revoked and run the risk of future permit denials and/or harsher
legal penalties.
8. Sign must be posted stating “NO ALCOHOLIC BEVERAGES WILL BE SERVED TO
ANYONE BORN AFTER ____________”
9. No Alcohol shall be served or consumed within one hour of event or rental end time.
This does not apply to events that are not scheduled to exceed two hours.
10. Person County Government reserves that right to refuse permits to any County owned
recreation facility at the discretion of the Director of Recreation, Arts, and Parks
Department based on, nature of the event/performance, failure to disclose all details
of the event, disregard of the rules, laws, and policies, or any related reason that will
have to potential to negatively effect the quality of the facilities, public safety,
image/perception of the facilities, and/or any other negative effect toward Person
County Recreation, Arts, and Parks Department.
I have read and agree to the rules and regulations of this special use permit policy and application.
I have proved accurate information in my application for special use permit.
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Print Name:___________________________ Signature: ________________________
Date: ________________________________
DESIGNATED BOUNDARIES.
1. Mayo Park Amphitheater in the concrete seating areas directly in front of the
stage, the grass seating area directly in front of the stage in an area 200 feet long
by 130 feet wide and in the stage area within 50 feet from the left, right and back
of the stage.
2. Mayo Park Environmental Community Center within the center and within 50
feet from all sides of the building.
3. Kirby Cultural Arts Complex within Gallery front room (main gallery),
Community gallery (Hallway) and main theatre seating area (both upstairs and
downstairs).
4. Person County Museum Grounds within the museum and no closer than 50 feet
from the property line.
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AGENDA ABSTRACT
Meeting Date: June 17, 2013
Agenda Title: Funding Person County’s Pay for Performance Program
Summary of Information:
With almost 400 fulltime employees, Person County Government’s most valuable asset and the
largest component of the County’s annual operating budget lies in personnel. There are two main
issues concerning the County’s personnel: pay compression and turnover. Pay compression is
occurring because once an employee is hired at a certain rate, there is no movement through the
pay range. Turnover is predicted to escalate (currently at 8.3%) as the economy improves, which
is very costly for an organization. We estimate that turnover costs between 66%-125% of an
employee’s salary. Funding a merit pay or performance pay program will address both
compression and turnover.
Over the last four years, the County has been committed to establishing a standardized
performance review system. In April 2010, the Board of Commissioners adopted the
Performance Review and Development System for Person County as well as the Performance
Pay Program. From July 2010 through June 2011, the County piloted the performance review
system with the Board intending to provide funding beginning in July 2011. The program has
never been funded, although the performance review process is well engrained in county
operations.
The purposes of the Performance Pay Program are:
1. To provide a systematic program to reward employees based on job performance,
accomplishments, and contributions to the organization;
2. To provide recognition and demonstrate appreciation for job performance; and
3. To provide incentive for improved performance and productivity and to maintain
a high level of employee performance and morale.
There are established performance standards for which employees are held accountable.
Supervisors then review employees’ performance based on those agreed upon standards at the
employee’s annual anniversary date. Performance is categorized as: exceeds standards; achieves
standards; or fails to achieve standards.
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The Manager is recommending the removal of the Market Adjustment portion and narrowing the
implementation to simply the performance pay: either 2% salary increase for ‘achieves
standards;’ or 3% salary increase for ‘exceeds standards.’
Funding the Performance Pay Program will not require a new appropriation, as I am
recommending using lapsed salaries from current year (FY13). Lapsed salaries are the money
saved during the time when an employee leaves Person County and a new employee is hired.
Lapsed salaries usually roll into fund balance. Instead of rolling into fund balance, I recommend
setting aside these funds each year to fund a merit pay program. In FY11, $518,834 in lapsed
salaries was accrued and in FY12 $404,028 in lapsed salaries was accrued (average over the last
two years is $461,432).
A performance pay program will cost approximately $376,248 for FY14. Based on the data we
have tracked over the last two years the distribution may be:
· 31.21% of employees receive “exceeds” 3% increase: $154,492
· 67.21% of employees receive “achieves” 2% increase: $221,756
· 1.59% of employees receive “fails to achieve” 0% increase: $0
Employees must have two years of service with the County before they are eligible for merit pay.
These costs estimates do not include individuals hired after 7/1/12. Any leftover funds in the
merit pay set- aside will be rolled to the next year.
Recommended Action: Receive the proposed funding for Performance Pay and approve if
appropriate.
Submitted By: Heidi York, County Manager
Below Midpoint
Above Midpoint
Fails to Achieve
Standards
No increase
No increase
Achieves Standards
Market adjustment
plus 2%
Market adjustment
Exceeds Standards
Market adjustment
plus 3%
Market adjustment
plus 2.5%
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Performance Review and Development System
Person County
I. Purpose
To establish and maintain a performance review and development system that contributes to
the organization achieving its mission and goals and focuses on continuous performance
improvement and recognition for all employees of the County.
II. Objectives
1. Communications: To create and nurture an atmosphere for open and direct two-way
communications between supervisors and employees concerning job performance and
expectations, to ensure that performance is discussed on a regular, on-going basis between
supervisors and employees so that there are no surprises in the annual performance review. To
build a partnership based on mutual respect and increase trust in the relationship between
employees and supervisors. To provide a format for supervisors, when they choose, to request
and receive feedback from employees. To enable employees to establish clear, challenging
and achievable goals in consultation with their supervisors. To ensure that employees know
how their jobs and their goals fit into overall organizational and departmental mission, vision,
and goals.
2. Continuous Performance Improvement: To regularly discuss the performance of all county
employees based on job-related criteria; to provide performance coaching, encouragement,
and exploration of optional approaches where needed; to identify during discussions both
accomplishments and areas for performance development for each employee; to discuss
specific plans to bring about continuous improvement for each employee and the organization
as a whole that translates into increasing service excellence for our customers and citizens.
3. Employee Development: To develop information which can be used jointly by supervisors and
employees to determine appropriate training needs and resources including on-the-job training.
To discuss and identify how employees can prepare for potential advancement opportunities
where appropriate.
4. Motivation: To hold performance review meetings that develop encouragement, a sense of
purpose in the job, and help employees increase their motivation to achieve important results
for the County.
5. Personnel Actions: To provide background information and documentation for consideration
in conjunction with any personnel actions that may occur, including performance pay and
promotions.
6. Recognition: To establish a system of on-going feedback whereby employees receive
recognition and appreciation for their good performance, accomplishments and achievements
and feel affirmed for the contributions they make to the organization.
III. System
1. Work Planning. Many employees in professional and managerial jobs will, depending on
supervisory discretion, develop an annual work plan to use as a tool to establish job related
performance objectives with measurable and observable standards. Each employee covered
by this approach to performance evaluation will participate in a workshop designed to help the
employee prepare a first draft of the work plan.
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Performance Review and Development System
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The work plan will be negotiated with the employee’s supervisor as a method of communicating
supervisory expectations and agreeing on a program of work for the year including
benchmarks, time frames and outcomes.
2. Occupational Groups. All position classifications of the County whose incumbents are not
using work planning have been assigned to an occupational group to allow for more specific
performance criteria. These occupational groups are found in the Appendix to this document.
3. Performance Standards. Performance standards will be used for all positions. The
performance standards are developed for each job classification by the employees in that
classification and their supervisors. The forms cover all employees of the County.
Performance standards are based on the following criteria:
a. Clearly job-related
b. Stated in terms of behavior that can be observed
c. Specific and descriptive of the behavior
d. Focused on results/outputs, not inputs, effort, etc.
e. Measurable when possible and feasible
4. Supervisory Supplement. A supplemental form is available to help focus on the supervisory
aspects of an employee's job. Where employees have significant responsibility for supervising
other employees (including conducting performance evaluations), this form should be used
along with the appropriate occupational forms.
5. Lead Worker Supplement. A supplemental form is available to help discuss the lead worker
performance for employees who have such responsibilities. Lead worker tasks are those
involved in training, assigning and reviewing the work of co-workers when the employee is not
the direct supervisor, and therefore, many of the Supervisory Supplement elements are not
applicable.
6. Weights. Weights should be established in a conference jointly with the employee(s) and
supervisor(s) at the beginning of the performance review period as part of communicating and
understanding job expectations and requirements. All weights should add up to 100%.
IV. Responsibilities
Each person or group identified below has a very important role to play in the Performance Review and
Development Program to ensure the overall system's success. Because this program has a significant
interdependence component, the effectiveness of each person in performing each aspect of his/her
role may substantially affect the overall effectiveness of the program for the County.
1. Board of County Commissioners: The Board of County Commissioners responsibilities include:
- supporting the system when the public and employees inquire about it;
- adopting policies to govern the system;
- respecting the County Manager’s role as program administrator; and
- providing consistent resources (funding) to support the program.
2. County Manager. The County Manager's responsibilities include:
- ensuring a mechanism to evaluate effectiveness of the Performance Review and
Development System;
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Performance Review and Development System
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- helping establish and communicate organizational goals and objectives with all
department heads regularly and working with departments and the Board on changing
priorities;
- jointly developing management performance standards with department heads;
- monitoring the progress and success of the implementation and administration of the
performance review program;
- educating, promoting, and keeping the Board informed of program status;
- working with department heads to make any needed improvements and approving
changes to the administrative procedures in the system;
- monitoring the system for the degree to which the program is meeting its purpose;
- communicating expectations and giving feedback to department heads on their
individual performance throughout the year and coaching them in the effective use of
the system;
- keeping department heads informed of relevant Board activities;
- fairly and objectively conducting employee appeals of performance ratings; and
- conducting performance review conferences with department heads.
3. Department Heads. The responsibilities of department heads include:
- helping develop and communicate organizational goals and objectives to their
employees;
- educating, promoting, and involving employees in program development,
implementation, use, monitoring, and ensuring that new employees are oriented to the
system;
- providing on-going feedback to their employees, including identifying specific ways
employees can improve performance;
- identifying employee development and advancement needs and interests and
recommending appropriate training opportunities;
- supporting the training activities of the program;
- ensuring that Performance Review and Development conferences are conducted in a
timely fashion;
- ensuring that interim performance reviews are completed when supervision changes
occur;
- keeping management informed on the effectiveness of the system and monitoring the
performance ratings in their departments for logical documentation and consistency
among divisions, sections, and different supervisors to ensure departmental fairness;
- conducting Performance Review and Development conferences with employees
answering directly to the department head; and
- conducting any employee appeals fairly and objectively and making decisions based on
valid performance ratings.
Department heads are accountable for the quality and effectiveness of the program in their
departments.
4. Supervisors. The responsibilities of supervisors are:
- communicating department goals and expectations regularly, as well as the benefits of
the performance review system;
- clarifying specific job expectations, communicating them to employees, and providing
on-going performance feedback to their employees including identifying specific ways
employees can improve their performance;
- conducting thorough Performance Review and Development conferences in a timely
fashion, including making performance rating recommendations;
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- keeping department heads informed on the effectiveness of the system including the
contents of the performance review forms and recommending changes necessary to
maintain an accurate and fair system following the chain of command;
- following the policies and procedures established for the system and applying them
fairly and consistently;
- identifying employee development and advancement needs and interests and
recommending appropriate training opportunities;
- fairly and objectively considering all performance rating appeals; and
- training new employees in the performance review and development program purpose,
objectives, procedures and expectations of employees as well as reviewing forms and
performance standards and relating them specifically to the job and setting weights as
appropriate.
Supervisors are accountable for the Performance Review and Development forms they
complete and the recommendations regarding employee performance that they make.
5. Lead Workers. Lead workers are employees who make work assignments, monitor work
quality and provide on-the-job training and coaching to co-workers. Lead workers may
participate in performance review and development conferences or provide input for them.
Lead workers are responsible for:
- providing accurate, thorough input regarding the performance of employees on their
team including accomplishments/strengths and areas for improvement;
- respecting and maintaining the confidentiality of all personnel matters in which they
are involved;
- assisting supervisors with documentation of performance, both positive and “needs
improvement” when assigned;
- participating in performance review and development conferences fully and honestly
when assigned; and
- assisting supervisors with communicating performance expectations and providing on-
going feedback and coaching throughout the year.
6. Employees. Each employee is responsible for:
- knowing his/her job description, duties and responsibilities;
- keeping the mission and goals of the department and job in mind;
- working with his/her supervisor on a mutual understanding of work expectations;
- providing input and feedback into the Performance Review and Development
conference including identifying accomplishments and areas for improvement and
performing periodic self assessments regarding own performance;
- following the policies and procedures established for the program;
- following the chain of command to express concerns and make appeals;
- providing candid open feedback to supervisors concerning their satisfaction with the
performance review program; and
- making suggestions regarding any needed changes in the performance dimensions
related to their jobs.
7. Human Resources Department. The Human Resources Department is responsible for:
- continuing to provide training and information on implementing the system to Manager,
department heads, supervisors, and employees;
- working with department heads to make recommendations for any needed
improvements to the system;
- keeping materials and resources up to date and communicating changes;
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Performance Review and Development System
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- facilitating/mediating performance review system appeals and processes;
- monitoring the system for a) county-wide consistency from department to department;
b) adherence to policies and procedures; c) training needs; d) consistency with other
personnel actions; e) legality; and f) overall effectiveness, progress, and success of
implementation and administration;
- providing feedback where needed to manager and departments regarding timeliness,
thoroughness, legal issues, fairness, consistency, and system statistical data;
- processing personnel transactions and ensuring appropriate documentation;
- providing internal consultation on the use of the system to employees, supervisors, and
management;
- being a resource on information regarding training programs for skills enhancement and
continuous improvement as well as identifying trends that lead to training needs for the
organization;
- notifying departments of upcoming review dates one month in advance; and
- tracking the status of reviews that are due.
8. Other Boards and Elected Officials. Members of other boards including Social Services, Health,
Soil and Water and Elections and elected officials have the following responsibilities:
- Evaluate their appointees or staff;
- Have at least one board member participate in training in use of the system; and
- Understand the concepts of the Performance Evaluation and Development Program.
V. Performance Categories
The overall performance of all employees will be rated in one of three categories initially with
the possibility of adding a fourth category two to three years after implementation and after the
organization has gained skill in using the system:
Important Note: The purpose of the Performance Review and Development form is not to
dictate a performance rating to the supervisor, but rather to help the supervisor 1) focus on job-
related criteria; 2) review the whole period (three months, six months, or a year), not just most
recent months; 3) give feedback on relevant aspects of the employee's performance; 4) help
document performance, and 5) think through a logical decision on the overall performance
rating. The performance standards are not necessarily the only indication of performance; some
categories or standards are more important than others; other important aspects for
consideration, such as disciplinary actions, may only be found in the summary comments. The
supervisor is expected to use reasoned logic and good judgment in determining the overall
rating of performance. Documentation is available to support the rating level. Employees
should be rated against performance expectations, not against each other.
Exceeds Standards. Fully meets all major job requirements identified for the position. In
addition, performance frequently exceeds job requirements in several areas. Supervision is
required only for special or unusual assignments or problems. (Rating of 2)
Achieves Standards. Meets all major job requirements in a competent manner. The employee
may occasionally exceed some job requirements. Accomplishes duties in a reasonable and
consistent manner demonstrating full proficiency in the job. If there are occasional lapses in
performance, they do not create any substantial problems for the organization, nor have any
major impact on service delivery. Normal supervision is required. (Rating of 1)
Performance Review and Development System
159
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Fails to Achieve Standards. Performance is inconsistent and one or more major job
requirements are not met. Work tasks are not performed or must be repeated due to low
quality. Remedial attention and close supervision are required. Failure to correct performance
deficiencies in an appropriate amount of time may result in suspension, demotion, or dismissal.
A rating at this level should be coordinated with the progressive disciplinary process. (Rating of
0).
VI. Procedures
1. Performance Review and Development Conferences and Dates. Performance Review and
Development conferences with all County employees will be conducted by the employee's review
date. Performance Review and Development conferences will be conducted by the employee's
supervisor who may also be accompanied by the next level of supervision. The conference will
encompass one year. Informal interim Performance Review and Development conferences may
be conducted when needed or according to departmental policies. Performance Review dates will
be the anniversary date of the employee’s initial hire or rehire. Performance Review dates will
remain unchanged by promotion, reclassification or salary range reassignment.
2. Performance Coaching. (A No Surprises Approach to performance review) An integral part of the
Performance Review and Development System is on-going performance feedback and coaching.
Whenever a supervisor observes good performance or performance needing improvement, the
supervisor should provide specific, timely feedback to the employee. Performance improvement
feedback should be designed to help the employee become more successful. Other coaching
activities include helping employees identify optional approaches and develop problem-solving skills,
planning projects, providing encouragement for difficult tasks, identifying training and resource
possibilities, and general problem-solving discussions designed to help employees learn, develop
their capacities, and develop their careers. The No Surprises Approach also includes keeping
documentation on both positive and improvement feedback provided to employees throughout the
year to ensure accurate details at performance review time.
3. Probationary Performance Review and Development Conferences. Probationary
Performance Review conferences with new or promoted employees will be conducted before the
end of the probationary period. Additional/interim conferences may be held at the employee's or
supervisor's request. An employee must receive a rating of no less than "Achieves Standards" in
order to move from probationary to regular status. An employee whose performance fails to meet
expectations but shows clear promise of successful performance may have the probationary
period extended for three months and up to a maximum of an additional six months. This
provision in no way restricts the County from dismissing an employee whose performance or
conduct is considered unsatisfactory at any point in the probationary period.
4. Performance Review and Development Forms. Departments/divisions may update and revise
Performance Review and Development forms as needed to maintain current and accurate
performance criteria. The reviewing supervisor shall be responsible for notifying the department
head through appropriate channels when updates are needed. Department heads are responsible
for initiating changes due to changes in position classifications. All revisions must be reviewed
and approved by the Human Resources Director. Revisions will be reviewed for the degree to
which they are objective, observable, and job-related performance criteria.
5. Coordination with Discipline. Overall performance ratings of “Fails to Achieve Standards” will
be coordinated with the County’s graduated disciplinary policies and procedures. Such a rating
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may be followed by a written warning. When such a rating is earned, additional counseling
sessions and performance review sessions will be conducted in six to 12 weeks and careful
performance monitoring and coaching will occur. In no case should an employee’s performance
remain in the “Fails to Achieve Standards” level for more than six months.
7. Changes in Supervision. Upon the decision of the department head or Human Resources
Director, when a change in supervision is imminent due to promotion, transfer or other action
involving the employee or supervisor, the current supervisor should conduct an interim Performance
Review and Development conference including meeting with the employee and completing all
necessary forms. The interim Performance Review and Development information should be
considered by the new supervisor, along with performance observed and documented by the new
supervisor in determining the employee's overall rating for the performance period. In addition,
when there is a change in supervision, the new supervisor and employee should jointly review the
employee's performance standards, discuss meanings of words and expectations, and set weights.
8. Documentation. All Performance Review and Development forms will be signed by the employee,
supervisor, intermediate levels of supervision, and department head and forwarded to the Human
Resources Department no later than 10 working days following the anniversary date of the
employee. The employee shall be given a copy of the forms and other documents to keep after all
signatures and comments have been completed. All relevant sections of Performance Review and
Development forms, including all signatures, will be completed by the appropriate person prior to
processing the forms. A personnel action form should accompany all forms.
9. Appeals. Any employee who believes that the application of this policy or his or her
performance rating is unfair or inaccurate may make a formal appeal by writing the specific
disagreement(s) and filing it with the evaluating supervisor within ten calendar days. The
supervisor will provide a written response within seven calendar days after investigation of the
appeal. If the employee is dissatisfied with the response from the supervisor, the employee
may follow the chain of command to continue to appeal the decision using the County’s
Complaint Resolution Procedures, a copy of which is available from the supervisor or Human
Resources Department.
10. Training. Department heads are responsible for identifying training needs of supervisors and
ensuring that these are met to ensure that Performance Review and Development conferences are
conducted effectively. New supervisors will participate in some form of training in the County's
policies and procedures as well as effective techniques for conducting performance and
development conferences prior to performing them. The Human Resources Department will
coordinate this training.
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Performance Pay Program
Person County
I. Purposes
The purposes of the Performance Pay Program are:
1. To provide a systematic program to reward employees based on job performance,
accomplishments, and contributions to the organization;
2. To provide recognition and demonstrate appreciation for job performance; and
3. To provide incentive for improved performance and productivity and to maintain a high
level of employee performance and morale.
II. Definitions The pay table will be designed with the following rates for each grade:
Hiring - the entry level rate for the pay grade. Employees meeting the requirements on their
respective class specification should be hired at the Hiring Rate. Applicants who significantly
exceed the education and experience requirements on their respective class specification may
be considered for hiring above the hiring rate.
Minimum - the probation completion position for employees who are hired at the hiring rate.
This rate is 5% above the hiring rate.
Midpoint - a rate that is half way between the Hiring Rate and the Maximum Rate. The midpoint
represents the average salary for the job. The County’s Performance Pay philosophy includes
a belief that employees should not be compensated above the Midpoint (average pay) unless
their performance is above average (Exceeds Standards).
Maximum - a rate that is 55% greater than the Hiring Rate. No employee should be
compensated above the maximum rate for his/her job.
Definitions for performance levels are found in the Performance Review and Development
Policy.
III. Responsibilities
1. County Manager. The County Manager will recommend to the Board sufficient funding to
ensure an effective Performance Pay program. The County Manager will make decisions
regarding Performance Pay awards to department heads. The County Manager will monitor the
Performance Pay program in the organization for consistency, fairness, and accurate and
complete information. The County Manager may overturn the decision of department
managers to award performance pay increases where inconsistencies, failure to follow
established policies and procedures, funding availability, or other circumstances dictate. The
County Manager will make periodic reports to the Board and Department Heads on the
effectiveness of the Performance Pay Program.
2. Department Heads. Department heads will make performance pay decisions in the
department, subject to the review and approval of the County Manager, assisted by the
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Performance Pay Program
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Human Resources Director, based on completing and/or reviewing the Performance Review
and Development forms completed by immediate supervisors and upon any other information
that is needed. Department Heads will make performance pay decisions regarding increases
for their direct subordinates. They will communicate their recommendations to employees,
explaining that the recommendation is subject to the review and approval of the County
Manager. Department Heads are accountable to the County Manager for the pay decisions
they make.
3. Human Resources Department. The Human Resources Department will monitor the
Performance Pay Program in the organization for consistency, fairness, adherence to policies,
and accurate and complete information. The Human Resources Director will periodically report
to the County Manager on the effectiveness of the Performance Pay Program.
IV. Performance Pay Amounts
Performance pay amounts (includes performance bonus) will be awarded based on the overall
performance rating the employee receives for the full year on the final performance review form.
Performance pay amounts will include both the market adjustment (cost of living) and
performance (merit) increases. These amounts may vary from year to year depending on
budget availability and market adjustment amount. Unless a different schedule is published by
the County Manager by July 15 of any given year, the following schedule will apply:
Below Midpoint
Above Midpoint
Fails to Achieve
Standards
No increase
No increase
Achieves Standards
Market adjustment
plus 2%
Market adjustment
Exceeds Standards
Market adjustment
plus 3%
Market adjustment
plus 2.5%
An employee whose performance fails to meet expectations will have the performance review
scheduled again in six weeks to three months. If the employee’s performance is rated
“Achieves Standards” at that time, the employee will receive a market adjustment only at that
time. If the employee’s performance is rated “Fails to Achieve Standards” the disciplinary
process will continue.
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Performance Pay Program
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V. Performance Pay Bonus. Employees who are at the top of the salary range for their position
classification are eligible to be considered for a Performance Pay Bonus. These bonuses shall
be awarded based upon the performance of the employee as described in the Performance
Review and Development forms. They shall be awarded in lump sum amounts and not built into
base pay.
If an employee’s current salary is below the maximum of the salary range but awarding the full
performance pay amount places an employee above the maximum, then the employee will
have the amount that would place him or her above the maximum awarded in a lump sum
amount.
VI. Probationary Pay Amounts
Employees whose salary is at the hiring rate or below the minimum rate for their salary grade
shall move to the minimum rate of the established salary range upon successful completion of
probation.
VII. Promotions
The review date for employees will not change because of a promotion. All promoted
employees will serve a probationary period and have a probationary review. If the employee is
promoted to the hiring rate of the new salary range, and is eligible to receive a 5% probationary
increase, the amount received during that fiscal year for Performance Pay will be the market
adjustment as long as performance “Achieves Standards”. This means that within a period of
12 months, the employee will have received a promotion increase, a probationary increase and
a market adjustment. If the employee is promoted above the hiring rate of the new salary
range, the employee is eligible to receive the amount earned based on his/her level of
performance in the performance pay system.
VIII. Procedure
1. Performance Pay Eligibility Dates. Employees will be considered for a performance pay
increase on their anniversary date. Performance pay begins on the first day of the payroll
period immediately following the anniversary review date.
2. Documentation. All Performance Review and Development forms will be signed by the
employee, supervisor and department head and forwarded to the Human Resources
Department with any accompanying memoranda or other documentation for review and filing,
along with the Personnel Action Form (PAF). The employee shall be given a copy of the forms
and other documents to keep.
3. Appeals. Any employee who believes that his or her performance pay decision is unfair or
inaccurate may make a formal appeal by following the appeals procedure described in the
appeals section of the Performance Review and Development Policy.
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Person County Occupational Groups
Administrative / Administrative Support
4 - H Yes Program Assistant
Accounting Specialist
Accounting Technician
**Accounting Supervisor
Administrative Support Specialist
Administrative Assistant
Animal Shelter Assistant
Clerk to the Board - Executive Assistant
Deputy Register of Deeds
Desk Officer
EMS Billing and Insurance Specialist
Finance Technician
Library Technician
Appraisal Technician
Business Personal Property Appraiser
Data Entry Operator
Deputy Elections Director
Deputy Register of Deeds
Deputy Tax Collector
Desk Officer
Detention Administrative Officer
Land Records Technician
Office Assistant
Office Deputy
Permits Technician
Planning Technician
Processing Assistant
Public Works Safety Officer
Senior Administrative Support Specialist
Senior Office Deputy
Senior Finance Technician
Senior Appraisal Technician
Senior Tax Customer Service Representative
Tax Customer Service Representative
Veterans Services Officer
Public Safety
Animal Control Officer
Deputy Sheriff
**Deputy Sheriff - Division Supervisor
*Deputy Sheriff - Special Assignment
**Deputy Sheriff - Unit Supervisor
Detention Administrative Officer
**Detention Shift Supervisor
Detention Officer
*EMT Assistant Shift Supervisor
EMT-Intermediate
EMT – Paramedic
**EMT-Shift Supervisor
*Senior Detention Officer
*Senior Telecommunicator
Telecommunicator
Labor and Trades
Building Maintenance Mechanic
Building Maintenance Technician
**Building Maintenance Supervisor
**Grounds Maintenance Supervisor
Custodian
Grounds Maintenance Worker
Facility Technician
Heavy Equipment Operator
Human Services
After School Program Coordinator
Child Support Agent
Community Health Technician
Community Social Services Assistant
Foreign Language Interpreter
Transit Monitor
Transit Specialist
Family Connections Social Worker
Income Maintenance Caseworker (*III)
Income Maintenance Investigator
**Income Maintenance Supervisor
Human Resources Technician
Physical Therapy Assistant
Practical Nurse
Public Health Nurse
Public Health Educator
Social Worker
Technical and Professional
Environmental Health Program Specialist
Environmental Health Specialist
Code Enforcement Officer
Fire Code Enforcement Officer
GIS Technician
Medical Laboratory Technician
Medical Laboratory Technologist
Network Administrator
Park Ranger
Recreation Specialist
Senior Code Enforcement Officer
SOS / One-on-One Program Coordinator
Work Planning
Adult Medicaid Supervisor
Adult Service Supervisor
Animal Control Manager
Assistant County Manager
Assistant Finance Director
Assistant to the Library Director
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March 2010
Athletic Program Supervisor
Building Codes Administrator
Building Maintenance Supervisor
Chief Deputy Sheriff
Child Protective Services Supervisor
Child Support Supervisor
County Engineer
County Planner
Cultural Arts Program Supervisor
Deputy Sheriff - Investigations Commander
Deputy Sheriff - Operations Commander
Detention Center Administrator
Detention Center Operations Manager
District Technician
DSS Clerical Supervisors
DSS Administrative & Accounting Supervisors
Elections Director
Emergency Services Director
Emergency Medical Services Manager
EMT Paramedic Training Officer
Environmental Health Supervisor
Facility Maintenance Program Supervisor
Finance Director
Fire Marshal
Food Assistance Supervisor
Foster Care Supervisor
GIS Analyst
Grounds Maintenance Supervisor
Human Resources Director
Income Maintenance Program Manager
Information Technology Director
Library Director
Nutritionist
Parks and Recreation Director
Park Supervisor
Person Industries Director
Physical Therapist
PI Program Manager
PI Production Manager
PI Job Coaches
PI Productions Assistants
PI Habilitation Assistants
PI Program Specialist
PI Field Supervisors
PI Vocational Evaluator
PI Business Officer
PI Production/Maintenance Technician
Property Revaluation Manager
Public Health Accounting Technician III
Public Health Director
Public Health Education Specialist
Public Health Nursing Supervisor
Public Transit Director
Public Works Director
Recreation Program Supervisor
Register of Deeds
Self Sufficiency Unit Supervisor
Sheriff
Social Services Director
Social Services Program Manager
Social Work Supervisor
Tax Administrator
Telecommunications Supervisor
Telecommunications Technology Specialist
* Lead Worker Supplement
** Supervisory Supplement
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March 2010
Performance Review and Development System
Development and Training Schedule
I. Focus Groups for Occupational Group Standards
Tuesday March 23, 2010 – FEMA Space
9:30 – 11:30 Administrative Support Occupational Group
Up to 3 employees in jobs in the occupational group and 1 supervisor who supervises one or
more employees from the occupational group from each of the following:
Tax Department
Register of Deeds Department
Social Services Department
Public Health Department
Sheriff
Plus 1 employee from any other department that has employees in this occupational group
1:00 – 3:00 Labor and Trades Occupational Group
One employee from each classification in the occupational group, plus to two supervisors
from each department that has employees in the occupational group
3:00 – 5:00 Public Safety Occupational Group
One employee from each classification plus up to three supervisors from each department
represented in the occupational group
Wednesday, March 31, 2010 - Person County Office Building Auditorium
9:30 – 11:30 Technical and Professional Occupational Group
One employee from each classification plus one supervisor from each department represented
in the occupational group
1:00 – 3:00 Human Services Occupational Group
One employee from each classification plus one to two supervisors from each department
in the occupational group
3:00 – 5:00 Lead Worker Supplement (these are the single asterisks)
One to two employees from each classification plus one supervisor of each classification
Thursday, April 1, 2010 – Annex (old Social Service Building)
9:30 – 11:30 Supervisory Supplement – (these are the double asterisks)
One to two employees from each classification plus one supervisor of each classification
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March 2010
II. Work Planning Training Workshops
There are three possible times for employees in the classifications that will be developing work plans to
attend a workshop. They are as follows:
Wednesday, March 24, 2010: either 9:00 – 12:00 or 1:30 – 4:30 – Annex (old Social Services building)
Thursday April 1 1:30 – 3:30 - Annex – (Old Social Services building)
III. Supervisory Training
Each supervisor who will conduct performance evaluations should participate in 2 days of training, one
Session I and one Session II. It appears there are approximately 90 supervisors who will be conducting
performance evaluations. Each session is limited to 30 participants. Possible dates are as follows:
Session I: all sessions at FEMA space
April 13 9:00 – 4:30
April 14 9:00 – 4:30
April 20 9:00 – 4:30
Session II:
April 21 9:00 – 4:30
April 28 9:00 – 4:30
April 29 9:00 – 4:30
IV. Employee Orientation
Each employee who did not attend supervisory training will attend a one half day employee orientation
session for the new Performance Review and Development System.
The MAPS Group will conduct the first two sessions (MAY 11) and then the Human Resources Director
will conduct the remaining sessions.
Employee Orientation Sessions: There are a maximum of 40 employees in each – Email Gladys who
will attend which sessions
Date Location Times
May 11 FEMA space - 9:30 – 12:00 and 1:30 – 4:00
May 12 Person County Office Building Auditorium 9:30 – 12:00 and 1:30 – 4:00
May 13 Person County Office Building Auditorium 9:30 – 12:00 and 1:30 – 4:00
May 14 Person County Office Building Auditorium 9:30 – 12:00 and 1:30 – 4:00
***** IT needed May 11 – 14 for PowerPoint presentation setup
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AGENDA ABSTRACT
Meeting Date: June 17, 2013
Agenda Title: Boards and Committees Appointments
Summary of Information:
Attached are citizen applications for consideration for appointment in response to Person County’s ad soliciting
volunteers published in the Courier Times on May 15, 2013 with a deadline to submit application by noon on
June 4, 2013.
The highlighted boards denote a competitive board and are eligible for the informal interview process if the
Board so desires. Please direct the Clerk to organize and inform the applicants of the informal interviews date
as set by the Board or consider waiving the process. I would ask the Board to nominate the applicants for
appointment if appropriate.
- ABC Board
3-Year Term: 1 position available
1) Norman Carden requests appointment
2) Michael Laws requests reappointment
- Adult Care Home Community Advisory Committee
1-Year Initial Term; 3-Year Reappointment: 2 positions available and 1 unexpired term to 6/30/14
1) Cornelia W. Jay requests reappointment
2) Lydia Royster requests reappointment
- Board of Adjustment
3-Year Term: 2 positions available
1) Leon Martin requests reappointment
- Board of Health
3-Year Term:
1 position representing a dentist
1) Dr. Jeff Noblett requests reappointment
1 position representing the general public
1) Dr. Stephen Saunders requests reappointment
- Home Health and Hospice Advisory Committee
3-Year Term: 1 position each representing the local hospital and a nurse
1) Janine Wall requests reappointment representing as a nurse
- Industrial Facilities and Pollution Control Financing Authority
6-Year Term; 4 positions available
1) Alan Hicks requests reappointment
2) John R. Bradsher requests reappointment
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- Juvenile Crime Prevention Council
1-Year Initial Term; 2-Year Reappointment each for:
a member of the faith community – no applications received,
a member of the business community – no applications received,
a person under the age of 21
1) Anderson Breeze Clayton requests appointment
a representative of United Way or other non-profit agency.
1) Jayne Bremer requests reappointment
2-Year Term:
3 citizens-at- large positions – no applications received,
an unexpired term to 12/31/13 representing Mental Health – no applications received,
the Chief of Police or designee – no applications received,
the District Attorney or designee – no applications received,
a representative of the Department of Social Services – no applications received
an unexpired term to 12/31/13 representing Juvenile Defense Attorney
1) Brent Groce requests appointment
- Jury Commission
2-Year Term; 1 position available – no applications received
- Library Advisory Board
3-Year Term; 1 position available
1) Eva Arcuni requests reappointment
- Mayo Lake Advisory Committee
2-Year Term; 5 positions available
1) James E. Poindexter, Jr. requests reappointment
2) Dudley Dawson requests appointment
- Nursing Home Advisory Committee
1-Year Initial Term; 3-Year Reappointment; 1 position available – no applications received
- Person Area Transportation System Board
3-Year Term; 1 position for a citizen that can represent or is affiliated with:
economic development
1) Stuart Gilbert requests appointment
2 citizens-at- large positions – no applications received
- Person-Caswell Lake Authority
3-Year Term: 1 position available
1) Lindsay T Wagstaff, Jr. requests reappointment
- Piedmont Community College Board of Trustees
4-Year Term; 1 position available
1) Tim Gilliam requests reappointment
170
- Planning Board
3 positions available for a 3-Year Term and 1 position with an unexpired term to 6/30/15
1) Steve Carpenter requests appointment
2) Barry Walker requests reappointment
- Recreation Advisory Board
3 Year Terms: 2 positions available
1) Donald Long requests reappointment
2) Arnold Ashley requests reappointment
- Region K Aging Advisory
3-Year Term: 1 position available – no applications received
- Roxboro/Person County Human Relations Commission
3-Year Term; 3 positions available for county residents – no applications received
- Social Services Board
3 Year Term: 1 position available
1) Barbara Blackwell requests appointment
- Work Force Development Board
1-Year Initial Term; 2-Year Reappointment: 2 positions available representing private industry and 1 position
available representing organized labor
1) Tonya Wilson requests reappointment representing private industry
- Research Triangle Regional Partnership
Randy Reynolds term expires 6/30/13 (this seat is held by the EDC Chairman)
By virtue of the position, the recommendation is for appointment for another two years to 6/30/15
- Kerr Tar Regional Council of Government (COG)
Board nomination/recruitment to represent private sector
Recommended Action: Board nomination for appointment as deemed appropriate.
Submitted By: Brenda B. Reaves, Clerk to the Board
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AGENDA ABSTRACT
Meeting Date: June 17, 2013
Agenda Title: Designate NACo Voting Delegate for the 2013 Annual Conference
Summary of Information: Voting Credentials for the 2013 Annual Conference to be held
July 19-22, 2013, in Tarrant County, Texas, must be submitted by June 28, 2013 in order
for Person County’s delegate to participate in the association’s annual election of officers
and policy adoption.
Recommended Action: Designate Chairman Clayton or Vice Chairman Jeffers as Person
County’s delegate with the other designated as the alternate.
Submitted By: Chairman Clayton
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AGENDA ABSTRACT
Meeting Date: June 17, 2013
Agenda Title: Resolution Supporting the NC Rural Center Vacant Building Grant
Application for Project P90X
Summary Information: Person County Economic Development Director seeks to submit a
Vacant Building grant to the North Carolina Rural Center ($480,000) to support Project P90X
new facility in Roxboro, NC and create 80 new jobs within the next 18 months. According to NC
Rural Center grant guidelines, a local government needs to be the applicant for the grant. The
Resolution is supporting Person County providing up to $25,000 for the Project P90X as part of
the financial cash grant.
Recommended Action: Motion to approve Resolution and authorize County Commission
Chair to sign resolution and send resolution to North Carolina Rural Center.
Submitted by: Stuart C. Gilbert, Economic Development Director
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RESOLUTION SUPPORTING THE NC RURAL CENTER VACANT BUILDING
GRANT APPLICATION FOR PROJECT P90X
WHEREAS, while Project P90X has expressed their desire to locate a manufacturing plant in Person
County to the Economic Development Director and others, Project P90X has not yet announced this
project in Person County, this is a competitive economic development project and therefore the name of
this manufacturer is confidential at this time; and
WHEREAS, Project P90X has expressed their desire to locate a manufacturing plant in Person County
and plans to hire up to 250 employees in the next six years and create additional new capital investments
of $22 million dollars; and
WHEREAS, to stimulate/encourage economic development and job creation, Person County partners
with other organizations to provide financial incentives to induce such new economic development in
Person County; and
WHEREAS, Person County has held a public hearing on June 17, 2013 in support of providing financial
incentives for Project P90X; and
WHEREAS, The North Carolina Rural Center has a Vacant Building Grant and an Economic
Development Infrastructure Grant and Project P 90X has requested Person County’s support in applying
for these grants that could be available through the North Carolina Rural Center.
THEREFORE, BE IT RESOLVED that the Person County Board of Commissioners authorizes the
County Manager and Economic Development Director to work with and submit to the NC Rural Center
all building reuse grants/loans available and to furthermore authorize the Person County Manager and/or
Person County Chair of the Board of Commissioners to sign appropriate agreements that may need to be
signed with Project P90X and with the NC Rural Center to induce Project P90X to bring a manufacturing
facility to Person County.
This resolution shall be effective upon adoption.
Adopted, this 17th day of June 2013.
PERSON COUNTY BOARD OF COMMISSIONERS
__________________________________________
Jimmy B. Clayton, Chairman
Attest:
__________________________________________
Brenda B. Reaves, NCCCC, CMC
Clerk to the Board of County Commissioners
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AGENDA ABSTRACT
Meeting date: June 17, 2013
Agenda Title: Fiscal Year 2013-2014 Annual Budget Ordinance
Summary of Information: General Statute 159-13(a) directs that the annual budget must
be adopted by July 1. The budget ordinance may be adopted at any regular or special
meeting at which a quorum is present, by a majority of those present and voting. The
Ordinance for FY 13-14 is before the Board for adoption having fulfilled the legal
requirements including the conducting of a public hearing.
Recommended Action: Adopt the Fiscal Year 13-14 Budget Ordinance
Submitted By: Heidi York, County Manager and Amy Wehrenberg, Finance Director
205
Upon a motion by Commissioner __________________________, and a second by Commissioner
_____________________________ and majority vote, the Board of Commissioners of Person County does
hereby amend the Budget of the Fund(s) listed below on this, the 17th day of June 2013, as follows:
Dept./Acct No.Department Name Amount
Incr / (Decr)
EXPENDITURES General Fund
Public Safety 14,400
Culture & Recreation 6,497
REVENUES General Fund
Charge for Services 19,889
Other Revenues 1,008
Explanation:
BUDGET AMENDMENT
Appropriating additional revenue received for Concealed Weapons Fees ($2,945); Sheriff's Fees ($1,832); Past
Due EMS Fee Collections ($8,577); Animal Fees, Rabies Vaccinations and Animal Services Donations ($1,046);
and Recreation Fees for Mayo Park ($3,384) and the Kirby ($2,152), as well as some additional concessions
revenue generated from various recreational events ($961).
Budget Amendment 18
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