Board Agenda Packet Feb 4 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
February 4, 2013 (held in County Auditorium)
5:30 pm
CALL TO ORDER…………………………………………………. Chairman Clayton
COMMUNITY CONVERATIONS MEETING
RECESS
7:00 pm
CALL TO ORDER…………………………………………………. Chairman Clayton
INVOCATION
PLEDGE OF ALLEGIANCE
DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA
ITEM #1
A Memorial Tribute to Samuel B. Spencer ………………………. Chairman Clayton
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 #2
January 22, 2013
OLD BUSINESS:
ITEM #3
Exchange of Property with Spuntech (North Park Drive LLC) ……….. Ron Aycock
& Stuart Gilbert
NEW BUSINESS:
ITEM #4
Presentation of Comprehensive Annual Financial Report for
Fiscal Year Ending June 30, 2012 …………………………………….. Tara Roberson
ITEM #5
Report of Unpaid Taxes ………………………………………………….. Russell Jones
ITEM #6
Advertisement of Unpaid Real Estate Taxes …………………………… Russell Jones
ITEM #7
Consideration of Joint City-County Planning Department ………………. Sybil Tate
ITEM #8
Budget Amendment ……………………………………………...…. Amy Wehrenberg
CHAIRMAN’S REPORT
MANAGER’S REPORT
COMMISSIONER REPORTS/COMMENTS
CLOSED SESSION (if desired by the Board)
RECESS
RECONVENE COMMUNITY CONVERSATIONS MEETING
ADJOURN
Note: All Items on the Agenda are for Discussion and Action as deemed
appropriate by the Board.
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A Memorial Tribute toA Memorial Tribute toA Memorial Tribute toA Memorial Tribute to
Samuel B. SpencerSamuel B. SpencerSamuel B. SpencerSamuel B. Spencer
***************************
WWWW HEREASHEREASHEREASHEREAS, the Person County Board of Commissioners is saddened by the death
of former Mayor of the City of Roxboro and longtime Roxboro City Councilman Samuel
“Sam” B. Spencer; and
WWWW HERHERHERHEREASEASEASEAS, Sam Spencer’s death is a great loss to Person County, his family, and
community; and
WWWW HEREASHEREASHEREASHEREAS, Sam Spencer’s service to his community during his eighty-five years
of life was given with such devotion that it won the respect of all with whom he was
associated as a former career educator, mayor and councilman.
NNNN OWOWOWOW ,,,, TTTT HEREFORE H EREFORE HEREFORE HEREFORE BBBB E E E E IIIIT T T T DDDD ECLAREDECLAREDECLAREDECLARED that I, Jimmy B. Clayton, as
Chairman, and speaking on behalf of the entire Board of Commissioners and our county,
do hereby urge all our citizens to pause for a moment of silent prayer as we reflect back on
the life of Samuel B. SpencerSamuel B. SpencerSamuel B. SpencerSamuel B. Spencer during this memorial tribute to one of our outstanding
citizens.
ADOPTED THIS, THE 4TH DAY OF FEBRUARY, 2013.
___________________________________
Jimmy B. Clayton, Chairman
Person County Board of Commissioners
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January 22, 2013
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PERSON COUNTY BOARD OF COMMISSIONERS JANUARY 22, 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 Tuesday, January 22, 2013 at 9:00 am in the Commissioners’ meeting
room in the Person County Office Building.
Chairman Clayton called the meeting to order, led invocation and asked Vice
Chairman Jeffers to lead the Pledge of Allegiance. Commissioner Newell was absent
until 9:03 am.
DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA:
Chairman Clayton requested Board consideration to add the following items to
the agenda:
· An item for a presentation from Piedmont Community College President Dr.
Walter Bartlett for information on the Kirby Rebirth: Upstairs-Uptown (to follow
the Budget Amendment).
· A Resolution appointing Review Officers for the Register of Deeds, Amanda
Garrett (to follow the Person County Safety Award).
· A Closed Session per General Statute 143-318,11(a)(5) to consider the
acquisition or lease of real property.
· A 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).
(Closed Sessions to follow Commissioner reports).
· An item to discuss a Community Conversations Meeting (to be added to the end
of the agenda).
It was the consensus of the Board to add the noted items to the agenda and to
approve the agenda as adjusted.
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RESOLUTION OF APPRECIATION:
Chairman Clayton read and presented a Resolution of Appreciation to Person
County retiree Debra Clayton.
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PERSON COUNTY GOVERNMENT SAFETY AWARD:
County Manager, Heidi York reminded the group that the Person County Safety
Committee implemented a new safety recognition program whereby each quarter, a
county department will be awarded a Certificate of Safety and Health Achievement for
exemplifying dedication to the health and safety of employees at the work site. Ms. York
noted this is a competitive award based on established criteria including: attendance at
county trainings, reporting accidents in a timely manner, submitting accident
investigation forms, reporting hazards, performance on facility inspections, and
emergency procedures testing and other outstanding safety acts.
Ms. York recognized the General Services Department, the second recipient and
county department to earn the Person County Government Safety Award. Ms. York
highlighted that the General Services Department which includes 20 full and part-time
staff maintains all county buildings and grounds and was recently recognized by the State
of NC Department of Labor with the STAR award. Ms. York thanked the General
Services Department for all their efforts and dedication and recognized the General
Services Director, Mr. Ray Foushee. Mr. Foushee asked that Safety Committee members
Debra Davis, Keith Daye and Phil Long come forward to receive the certificate and
plaque. Ms. York presented a certificate and plaque with their department’s name listed
to Ms. Debra Davis, Mr. Keith Daye and Mr. Phil Long on behalf of the General Services
staff. The plaque will be located in the hallway outside the Commissioners’ Meeting
Room. A newsletter article will be in the county newsletter and submitted to the local
paper to highlight the outstanding measures of the county department.
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RESOLUTION APPOINTING REVIEW OFFICERS:
Amanda Garrett, Person County Register of Deeds requested the Board to adopt a
new Resolution appointing Review Officers noting the last Resolution recorded 2001
included the names of Julie A. Kelly, Paula P. Murphy, Lenora M. Debnam, Paul L.
Bailey and Thomas S. Warren, Jr. Since that time personnel have changed with new City
planner being hired and others have left positions or retired therefore Ms. Garrett
recommended the appointment of Paula P. Murphy, Aaron Holland and Thomas S.
Warren, Jr. as Review Officers. Ms. Garrett stated there would be no fees for recording
as this will be an administrative notice by Registrar.
A motion was made by Vice Chairman Jeffers, and carried 5-0 to adopt a
Resolution appointing Review Officers.
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PUBLIC HEARING:
NC DEPT. OF TRANSPORTATION’S (DOT) PROPOSED SECONDARY ROAD
CONSTRUCTION PROGRAM FOR PERSON COUNTY (2012-2013):
A motion was made by Commissioner Puryear, and carried 5-0 to open the duly
advertised Public Hearing for the NC Dept. of Transportation’s (DOT) Proposed
Secondary Road Construction Program 2012-20103 for Person County.
Mr. Cadmus Capehart, P.E., District Engineer for the NC Dept. of Transportation
(DOT) Division 5, District 2 Office, presented the Board with the annual Secondary Road
Construction Program 2012-2013 for Person County. Also in attendance representing
DOT was Division Engineer Wally Bowman, P.E., Deputy Division Engineer, Joey
Hopkins, P.E., Division Maintenance Engineer, Brandon Jones, P.E., Person County
Maintenance Engineer, Anthony Talley and Assistant District Engineer, Mike Goodwin.
Mr. Capehart stated the 2012-2013 annual Secondary Road Construction Program
allocations were funded $241,114.88 from the Highway Fund and $319,886.32 for a total
of $561,001.20 for paved road improvements including resurfacing on Wrenn Crumpton
from NC49 to NC 157, Charlie Tapp Road from Roby Barton Road to Cates Mill Road
and Walnut Grove Church Road from Hurdle Mills Road to the Orange County line.
Mr. Capehart noted the roads list with unavailable right of way includes five rural
roads and three subdivision roads representing 4.29 miles. Mr. Capehart stated should
the right of way become available for any of the eight roads, the road(s) would be re-
entered into the program.
Mr. Capehart gave the Board an update on the construction schedule of previously
funded Secondary Roads as outlined on the chart below.
Mr. Capehart told the Board that roads are determined for paving based on
funding and the priority system. Mr. Capehart noted the paving is asphalt.
Commissioner Newell asked if there were any primary roads were due to be
paved. Mr. Hopkikns stated the Old Durham Road at 158 to Ivey Day was due to be
paved during the current calendar year.
Commissioner Newell asked about the plans for redesigning the landscape of the
Boulevard. County Manager, Heidi York and DOT staff confirmed the Boulevard
redesign concept is unfunded and the Kerr Tar COG is working on securing funding.
Commissioner Puryear asked DOT staff about the process used to repave existing
roads. Mr. Jones explained the process known as BST which is a gravel/stone
preservation treatment that is less than one-half of the costs of asphalt.
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Commissioner Puryear asked if there were plans to repave the remaining portion
of 49 North and Mr. Talley stated there were no current plans to repave 49 North.
Commissioner Blalock asked how often roads are evaluated. Mr. Hopkins stated
a pave and condition survey is conducted every two years.
Commissioner Blalock inquired about road markings and reflectors. Mr.
Capehart stated the Division Traffic Services Unit review pavement markings. Mr.
Hopkins stated the less expensive reflectors are more cost effective for replacement
purposes. Mr. Hopkins suggested Mr. Talley as the local contact could be a good
resource for the county’s concerns and he could forward such to the appropriate office.
Commissioner Newell asked DOT staff about new construction on 501. Mr.
Capehart and staff noted bids will be open for the TIP project referred to as Section A
that begins a four-lane at the four-way intersection, crosses the train tracks, pass the bus
garage and merges left and proceeds to tie back into 501 at the end of Halifax Road (near
the General Dynamics facility). Section B and C of the TIP project are currently
unfunded to extend the four-lane to the Virginia line.
There were no individuals appearing before the Board to speak in favor or in
opposition to the NC Dept. of Transportation’s (DOT) Proposed Secondary Road
Construction Program 2012-20103 for Person County.
A motion was made by Commissioner Puryear, and carried 5-0 to close the
Public Hearing for the NC Dept. of Transportation’s (DOT) Proposed Secondary Road
Construction Program 2012-20103 for Person County.
ACCEPT THE NC DOT SECONDARY ROAD CONSTRUCTION PROGRAM
FOR PERSON COUNTY (2012-2013):
A motion was made by Vice Chairman Jeffers, and carried 5-0 to accept the NC
DOT Secondary Road Construction Program 2012-2013 for Person County.
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PUBLIC HEARING:
FISCAL YEAR 2014 COMMUNITY TRANSPORTATION PROGRAM
APPLICATION:
A motion was made by Commissioner Blalock, and carried 5-0 to open the duly
advertised Public Hearing for the Fiscal Year 2014 Community Transportation Program
Application.
Person Area Transportation System (PATS) Director, Kathy Adcock requested
Board approval of the Fiscal Year 2014 Community Transportation Program Application.
Ms. Adcock stated the Community Transportation Program application contains
administrative and capital grant funds. Ms. Adcock noted the grant provides assistance
with Person Area Transportation System administrative support along with lease
agreements and assistance with capital purchases. Ms. Adcock stated the application
includes a request for the grant funds from NC Dept. of Transportation (DOT) as follows:
Administrative $197,667 $29,651 local share 15% match
Capital (two vehicles) $105,500 $10,550 local share 10% match
The $40,201local share is a required match that would be budgeted for the Fiscal
Year 2014 designated for the Community Transportation Program.
Ms. Adcock requested Board approval of the Fiscal Year 2014 Community
Transportation Program Resolution as well as the Local Share Certification for Funding.
There were no individuals appearing before the Board to speak in favor or in
opposition to the Fiscal Year 2014 Community Transportation Program Application.
A motion was made by Vice Chairman Jeffers, and carried 5-0 to close the
Public Hearing for the Fiscal Year 2014 Community Transportation Program
Application.
FISCAL YEAR 2014 COMMUNITY TRANSPORTATION PROGRAM
RESOLUTION AND LOCAL SHARE CERTIFICATION FOR FUNDING:
A motion was made by Vice Chairman Jeffers, and carried 5-0 to approve the
Fiscal Year 2014 Community Transportation Program Resolution as well as the Local
Share Certification for Funding.
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INFORMAL COMMENTS:
The following individuals appeared before the Board to make informal comments:
Mr. William Sergeant of 541 S. Landing Drive, Leasburg, and property owner at
Hyco Lake addressed the Board related to the recent tax revaluation and his surprise of
the value increasing at a time when the economy is slow. Mr. Sergeant gave an example
of one of his property’s value went from approximately $49,000 to $95,000.
Mr. Tom Huntebrinker of 195 Black Angus Road, Leasburg and a resident at
Hyco Lake. Mr. Huntebrinker stated his shock of the property value increases and his
concerns that value is based on the lot and not the structure. Mr. Huntebrinker stated
interest in public hearings be held to explain the process and answer questions, i.e., how
much increase did Progress Energy’s value increase. Mr. Huntebrinker wanted to know
the overall revenue increase through the reassessment versus last year and the detail of
how the revaluation was performed as well as the major impact to the entire county
versus what the residents at Hyco are experiencing. Mr. Huntebrinker stated his property
value increased 212%.
Chairman Clayton told the group that if citizens do not feel the tax value is correct
to be sure to file an appeal with the Tax Office.
At Commissioner Puryear’s request, it was the consensus of the Board to move
the discussion related to a Community Conversations Meeting to follow Informal
Comments.
COMMUNITY CONVERSATIONS MEETING:
Commissioner Puryear requested Board consideration to schedule a Community
Conversations Meeting for public comments addressing property revaluation and to get
answers to questions. Commissioner Puryear noted $800,000 was an estimate on how
much additional revenue the county will receive due to revaluation.
Commissioner Newell asked who set the new values. Tax Administrator, Russell
Jones stated he and his appraisal staff set the new values. Chairman Clayton asked Mr.
Jones to explain the process for citizens to appeal their property values. Mr. Jones stated
the informal appeal process is not governed by state law noting citizens do not have to
appeal informally with the Tax Office in order to appeal before the Board of Equalization
and Review. Mr. Jones confirmed citizens can just show up at the Board of Equalization
and Review. Following the appeal process with the Board of Equalization and Review,
citizens will receive a letter explaining the outcome of the Board of Equalization and
Review decision as well as notification of a 30-day to appeal with the state through the
Property Tax Commission. Mr. Jones stressed an appeal to the state level can not take
place unless an appeal has occurred with the Board of Equalization and Review.
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Mr. Jones stated the county is required by law to issue a revenue neutral rate
which means an advertisement of the rate and its impact of revenues as a result of
revaluation. Mr. Jones noted all values are based on 100% market value.
Mr. Jones stated land and lot values are driving the values up unlike the
construction costs. Mr. Jones explained large tract sales of raw land throughout the
county are selling for more per acre than in 2005.
Mr. Jones told the group that all state utilities including power companies, public
gas, telephone companies and railroads are appraised annually by the state. Mr. Jones
noted that non system property (property utilities own that have nothing to do with
operations) is appraised by the state using local schedule of values during revaluation
years. Mr. Jones stated the state appraisal reports are not available until September of
each year.
Commissioner Newell asked the County Attorney the guidelines for the Board of
Equalization and Review for granting a variance. County Attorney, Ron Aycock stated
the first consideration is the standard required by state law in valuing every piece of
property and what a willing buyer and a willing seller each not under any constraints
would pay for what is the value of the property. Mr. Aycock stated the Tax Office is
charged with setting values throughout the county based upon the evidence of sales,
improvements, and characteristics of the structure. Mr. Aycock proceeded to explain the
appeal process as outlined above by the Tax Administrator noting utility system property
is excluded from the tax base; the state makes an annual determination for utility system
property based on statewide value of the system which is allocated back to individual
counties. Mr. Aycock stated the utilities have a right to challenge the county during the
first, fourth and seventh year of the revaluation cycle to receive the same assessment ratio
if the county’s sales ratio drops below 90%.
Mr. Jones stated the revaluation cycle from 2001 to 2005 saw a 16% increase with
the 2005 to 2013 cycle resulting in less than 5% increase. Vice Chairman Jeffers asked
Mr. Jones with each year decision to delay revaluation was due to the values being very
close to the same value. Mr. Jones explained in 2009 the values would have been set at a
higher value on most properties than in 2013 which seemed unfair to set for four years
thereby a decision was made to delay. Mr. Jones summarized that the values were
increased in 2005 to a peak in 2009 with a decrease but not yet lower than the 2005
values.
Commissioner Puryear stated his opinion of raw land being hard to sale. Mr.
Jones noted he has sales for raw land that sold for high money. Commissioner Puryear
requested a copy of the raw land data.
Mr. Jones stated the total properties assessed were in excess of 27,500 with 1,835
showing an increase in value of more than 75%.
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Commissioner Puryear advocated for a Community Conversations Meeting and
requested the Board to set a date for such meeting for public comments on the recent
property tax revaluation.
Mr. Jones clarified that appeals would need to be heard through the process as
outlined above with the only exception is that a clerical error or an appraisal error is
realized. An example of an appraisal error is the structure being measured incorrectly
which does not allow for a refund. An example of a clerical error is where the appraisal
measured the structure correctly; however clerical staff entered the data incorrectly which
is a situation whereby a refund is given to the taxpayer. Commissioner Puryear
suggested that if the Board deemed there was an overwhelming appraisal error, an appeal
could be made to the General Assembly for a tax amnesty for the values to be reverted to
2005 values.
A motion was made by Commissioner Puryear, and carried by majority vote 3-
2 to instruct the County Manager to consult with the Board to find an appropriate date
and venue for a Community Conversations Meeting to focus on revaluation.
Commissioners Puryear, Blalock and Newell voted in favor of the motion. Chairman
Clayton and Vice Chairman Jeffers cast the dissenting votes.
Vice Chairman Jeffers stated he would make a motion if the Board has a
Community Conversations Meeting that Commissioner Puryear serves on the Board of
Equalization and Review.
APPROVAL OF MINUTES:
A motion was made by Vice Chairman Jeffers, and carried 5-0 to approve the
minutes of December 10, 2012 and January 7, 2013.
TAX ADMINISTRATIVE REPORT:
A motion was made by Vice Chairman Jeffers, and carried 5-0 to approve the
Tax Administrative Report noting the Releases for the month of December, 2012 which
totaled $108,749.28. Tax Administrator, Russell Jones noted this report was higher due
to an adjustment for CertainTeed.
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OLD BUSINESS:
APPOINTMENTS TO THE BOARD’S NEWLY ESTABLISHED BOARD OF
EQUALIZATION AND REVIEW:
Tax Administrator, Russell Jones stated the Resolution Establishing a Special
Board of Equalization and Review for Person County as adopted at the Board’s January
7, 2013 meeting outlined the function of the Board of Equalization and Review to hear
appeals from taxpayers regarding tax values for property taxes. Mr. Jones clarified that
appeals from the Board of Equalization and Review would be heard at the state level at
the Property Tax Commission. Mr. Jones explained that special state legislation is
required to authorize a county to have more that one Board of Equalization and Review
to operate simultaneously. The adopted Resolution provides for the membership of five
individuals, qualifications, a term of four years, and the filling of vacancies on this board.
Mr. Jones noted the members as well as a chairman are to be appointed by the Board of
Commissioners who may also determine a compensation rate for their appointees.
Chairman Clayton requested Board nominations for appointment.
Vice Chairman Jeffers nominated former commissioner Curtis Bradsher.
Commissioner Puryear nominated former commissioner Larry Yarborough.
Commissioner Blalock nominated former commissioner Samuel Kennington.
Commissioner Newell nominated former commissioner Edwin Knott as well as
volunteered to serve as a member. Chairman Clayton nominated former commissioner
Margaret Bradsher.
The group discussed adding alternates to ensure a quorum will be present due to
the number of appeals that is anticipated by the Tax Administrator. Mr. Jones anticipated
approximately 270 appeals to be heard by the Board of Equalization and Review,
estimating about three weeks dedicating four-hours per day. Mr. Jones stated the
Department of Revenue would conduct an orientation session with the new board, and at
that time, the board could discuss the meeting schedule.
Commissioner Puryear nominated former commissioner Leigh Woodall as an
alternate and he volunteered to serve as an alternate too.
It was the consensus of the Board to appoint Commissioner Newell and former
commissioners Curtis Bradsher, Larry Yarborough, Samuel Kennington and Margaret
Bradsher to the special Board of Equalization and Review, each for a four-year term as
well as appoint Commissioner Puryear and former commissioners Edwin Knott and
Leigh Woodall to serve as alternates when called upon by the chairman of the Board of
Equalization and Review.
A motion was made by Vice Chairman Jeffers, and carried 5-0 to nominate and
appoint Margaret Bradsher to serve as the Chairman of the Board of Equalization and
Review.
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Mr. Jones recommended the Board consider a compensation rate of $50 per four-
hour meeting for each of the attending members.
A motion was made by Vice Chairman Jeffers, and carried 5-0 to set the
compensation rate to $50 per four-hour meeting for each of the attending members of the
Board of Equalization and Review. Commissioner Puryear requested exclusion from the
compensation rate in his capacity serving as an alternate if called upon to serve.
County Attorney, Ron Aycock recommended that a revised Resolution
establishing a Special Board of Equalization and Review for Person County be submitted
to the Department of Revenue that would include language in item #2 as follows: In
addition, three additional members shall be appointed as alternatives. The alternative
members will serve as full voting members if called upon to participate by the chairman
of the special Board of Equalization and Review.
A motion was made by Vice Chairman Jeffers, and carried 5-0 to adopt a
Revised Resolution establishing a special Board of Equalization and Review for Person
County to include the language added to item #2 as follows: In addition, three additional
members shall be appointed as alternatives. The alternative members will serve as full
voting members if called upon to participate by the chairman of the special Board of
Equalization and Review.
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NEW BUSINESS:
2012 STATE OF THE COUNTY HEALTH REPORT:
Health Department Educator, Leigh Ann Creson presented to the Board the 2012
State of the County Health Report. The report provides current mortality and morbidity
data for the county as well as lists health priorities identified through the 2011
Community Health Assessment process and reveals progress made towards addressing
those priorities in the past year. Ms. Creson noted new and emerging issues in public
health are addressed as well as other changes in the county that have the potential to
impact the health of Personians.
As part of the assessment process, Ms. Creson stated the following health
priorities were identified and will remain in place until the next assessment which will be
completed in 2014:
· Chronic Disease (cancer, heart disease, stroke)
· Unhealthy Behaviors (lack of exercise; having unsafe sex; poor eating
habits; substance abuse – tobacco, drugs, and alcohol; lack of parenting
skills)
· Overweight/Obesity
· Teen Pregnancy
· Alzheimer’s Disease/Problems with Aging
· Community Health: Access to and Awareness to Services (prevention,
education, and mental helath)
The 2012 State of the County Health Report is as follows:
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Commissioner Blalock asked Ms. Creson about the Health Department accepting
applications for the Medical Reserve Corps (MRC). Ms. Creson confirmed applications
are being accepted and individuals do not need a medical background to be considered as
volunteers to assist with education, outreach and shelter activities. Ms. Creson stated an
orientation for MRC members takes place quarterly with the next session scheduled in
May 2013.
Ms. Creson stated the 2012 State of the County Health Report is available on the
county website.
SALE OF PROPERTY DONATED BY THE FAMILY OF FORMER
COMMISSIONER STONY STONBRAKER:
County Attorney, Ron Aycock and Health Director, Janet Clayton presented for
Board consideration and adoption a Resolution authorizing a negotiated sale of county
owned property to William Berth Sherman and Linda Gates Sherman.
Ms. Clayton stated the family of former county commissioner Stony Stonbraker
has donated a piece of property to the County in appreciation for the care received by Mr.
Stonbraker from the Person County Hospice Program noting it is the family’s desire that
proceeds from the sale of the property be used for the benefit of the Hospice Program.
Ms. Clayton noted donations to the Hospice Program are used to cover respite care days
in the hospital or pain management days which can not be reimbursed by any other
source as well as other personal hygiene items needed by a patient.
Mr. Aycock told the Board that a revised resolution was provided to each board
member from the resolution in the Board packet noting that the changes reflect the
Board’s authorization of a private sale to a private person, the Board must proceed under
the upset bid provision. Mr. Aycock stated that Mr. William Bert Sherman and wife,
Linda Gates Sherman have indicated a desire to purchase the property from Person
County at a price of $4,000. Mr. Aycock confirmed a notice of the resolution would be
published in the local newspaper giving other individuals the opportunity to give an upset
bid in the amount at least 10% more that $4,000. Mr. Aycock stated if no upset bids are
received within the ten day period, the resolution authorizes execution of the necessary
documents to effectuate the sale.
Ms. Clayton told the group the tax value of the donated property located on
Younger Road is $6,900 (.56 acre) noting Environmental Health conducted an evaluation
concluding the property is served by City water with no access to sewer due to no
suitable location for a septic system. Ms. Clayton explained the evaluation resulted in the
fair market rate of $4,000.
A motion was made by Commissioner Puryear, and carried 5-0 to adopt a
Resolution authorizing a negotiated sale of county owned property to William Bert
Sherman and Linda Gates Sherman.
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A RESOLUTION AUTHORIZING PUBLICATION OF INTENT TO EXCHANGE
PROPERTY OWNED BY THE COUNTY FOR PROPERTY OWNED BY
NORTH PARK DRIVE, LLC:
County Attorney, Ron Aycock presented for Board consideration and adoption a
Resolution authorizing publication of Intent to Exchange Property owned by the county
for property owned by North Park Drive, LLC.
Mr. Aycock stated Person County owns a .04 acre tract of land contiguous to
property owned by Spuntech which is disconnected from other county owned property.
Spuntech owns a .04 acre tract of land contiguous to property owned by the county which
is disconnected from other Spuntech owned property. Mr. Aycock confirmed an
exchange of the tracts would benefit both parties noting state law authorizes counties to
engage in such exchanges subject to procedural and notice compliance. Mr. Aycock
stated the proposed resolution complies with those requirements with execution of legal
documents to be a part of the Board’s next meeting on February 4, 2013.
A motion was made by Commissioner Newell, and carried 5-0 to adopt a
Resolution authorizing publication of Intent to Exchange Property owned by the county
for property owned by North Park Drive, LLC.
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STRATEGIC PLAN UPDATE:
Assistant County Manager, Sybil Tate told the group the 2010-2015 Strategic
Plan was adopted in 2010 and based on county-wide input from stakeholders. Ms. Tate
stated the five categories of the Strategic Plan are:
· Encourage Learning for Life and Lifelong Learning
· Foster a Sense of Community
· Prosper by Developing the New Economy Locally
· Protect our Land
· Re-Imagine Our County for a Better Future
Ms. Tate noted each category was broken down into goals to which were further
subdivided into objectives or strategies. Ms. Tate stated there are a total of 112 strategies
with 33% being completed or in progress.
The Executive Committee reconvened in November and agreed that all five
subcommittees each representing a Strategic Plan category should also reconvene. The
Executive Committee also asked staff to present an update on the strategic plan to various
community groups to share the progress that has been made thus far. Ms. Tate stated
staff created a webpage (http://www.personcounty.net/index.aspx?page=902) that
provides information about the status of each objective. The webpage acts as a report
card for our strategic plan. At this time, approximately 37 of the 112 objectives have been
achieved or are in progress with three years left to achieve the remaining seventy-five.
Thus far, staff has presented or will present this webpage to Rotary, JCPC, Kiwanis, and
the United Way. In addition, a press release was sent to the Courier-Times and posted on
the county website. The press release cites a few of the plan’s success stories, such as
creating the one-stop shop for city-county permitting services, and asks residents to
participate in the plan by attending a subcommittee meeting.
Ms. Tate noted three of the five subcommittees have already met with the
remaining two scheduled to meet soon. Ms. Tate stated she has asked that each
subcommittee submit its top five priorities to be presented to the Board at its upcoming
budget retreat on February 18, 2013.
Ms. Tate requested Board feedback about how the strategic plan top priorities
should be used during the budget retreat.
County Manager, Heidi York added that the top priorities will enable the Board to
craft a vision statement at the Board Retreat.
Vice Chairman Jeffers stated his preference for the Board to review the priorities
and select objectives to start implementation with the appropriate funding.
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January 22, 2013
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BUDGET AMENDMENT:
Finance Director, Amy Wehrenberg presented and explained the following
Budget Amendment.
Upon a motion by Vice Chairman Jeffers, 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 22nd day of January 2013, as follows:
Dept./Acct No. Department Name Amount
Incr / (Decr)
EXPENDITURES General Fund
Public Safety 13,132
Culture & Recreation 2,173
Human Services 201,632
REVENUES General Fund
Other Revenues 7,913
Intergovernmental Revenues 204,532
Fund Balance Appropriation 4,492
Explanation:
Received insurance claims for repair to the Huck Sansbury Gym floor ($2,173) and for
some EMS equipment ($4,895) that was damaged during a vehicle accident; received a
matching grant in the Sheriff's Department for the purchase of Bulletproof vests ($3,745)
which requires a fund balance appropriation in the Law Enforcement Restricted Fund for
the local portion ($4,492); and allocating revenues received in DSS for various
assistance programs ($201,632).
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January 22, 2013
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KIRBY REBIRTH: UPSTAIRS-UPTOWN:
Dr. Walter Bartlett, Piedmont Community College (PCC) President, along with
Beth Townsend, Executive Director of the PCC Foundation and Erin Gainey, Director of
the Cultural Arts Program presented to the Board an initiative to renovate the second
floor of the Kirby Cultural Arts Complex for use as meeting and classroom spaces and art
studios. Dr. Bartlett stated the space is an untapped resource for the citizens of Roxboro
and Person County and could be a factor in both the cultural and economic viability of
our community. The presentation is as follows:
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Dr. Bartlett stated the preferred renovation option to achieve access to the second
floor meeting minimum code will cost $236,500 to which he has presented to civic
groups requesting donors. To date Dr. Bartlett announced he has commitments in cash of
$105,000 and $5,000 in-kind donated. Vice Chairman Jeffers asked Dr. Bartlett what
part of the second floor would be renovated for the 1000 sq feet. Dr. Bartlett stated the
large room and hallway would be renovated and in fact, one of the donors has committed
to renovate the large room space.
Commissioner Newell asked about the location of the elevator. Dr. Bartlett the
location of the elevator is to be determined by the engineers and county staff.
Dr. Bartlett credited Roxboro Savings Bank for getting the project started. Other
donors include Kiwanis, the PCC Foundation, Tourism Development Authority, Home
Builders Association and Wells Fargo.
County Manager, Heidi York stated the purpose of the presentation was to make
the Board aware of the campaign to use the Kirby second floor space. Vice Chairman
Jeffers felt it would be a good use and asked if the Kirby was on or fit the criteria for the
historical registry. Ms. York was not sure the Kirby met the criteria.
Dr. Bartlett offered a tour by Ms. Gainey if any of the Board was interested in
seeing the second floor space.
CHAIRMAN’S REPORT:
Chairman Clayton had no report.
MANAGER’S REPORT:
County Manager, Heidi York asked the Board’s preference for a joint meeting
date with the City of Roxboro of either February 25 or February 26. It was the consensus
of the Board that both dates presented would work well with their schedules. Ms. York
stated she would confirm with the City of Roxboro and let the Board know if the date
selected. The meeting would begin at 6:00 pm and will be held in the FEMA room.
Ms. York stated she would select a date sooner versus later for the Community
Conversations Meeting and confirm such with the Board.
County Attorney, Ron Aycock requested the Board to provide an update. Mr.
Aycock stated he and the Tax Administrator recently attended a Property Tax
Commission appeal from a decision made by the Board related to the Kim Duncan
Family noting the Property Tax Commission upheld the Board’s decision to not treat
their subdivision property as raw land.
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January 22, 2013
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COMMISSIONER REPORT/COMMENTS:
Commissioner Newell confirmed with the County Manager that the Board had a
ribbon cutting on Friday, January 25, 2013 at 10:00 am at GKN.
Commissioner Blalock stated her concern of the budget being impacted by the
state’s proposal that is being considered for legislation for counties to be required to
make an allocation to debt related to unemployment insurance. Chairman Clayton added
the impact could be an additional $200 per employee over the current budget.
Commissioner Puryear asked the County Manager if there was a request coming
before the Board related to serving alcoholic beverages at the Kirby. County Manager,
Heidi York stated the Recreation Advisory Board (RAB) has been discussing that topic.
Vice Chairman Jeffers added a draft policy seeking a special use permit was reviewed by
the RAB. Recreation, Arts and Parks Director, John Hill stated the recommendations by
the RAB would be sent to the County Manager and the County Attorney for review.
Following that review a formal draft would be submitted to the Board of Commissioners.
Mr. Hill stated there is interest in special permitting for receptions and private Arts
Council venues.
Vice Chairman Jeffers commented on the following:
· County Assembly Day has been changed to be held on May 22, 2013.
· Requested Board consideration for a Resolution for former Mayor Sam Spencer.
· Noted there were no concerns from the Fire Chiefs.
· Requested Wes Lail to address the issue related to repeaters losing a signal maybe
at the upcoming Retreat.
· Asked the County Manager to advise the City of Roxboro and the Board of
Education that the Association will be meeting with the Speaker, Senate Pro Tem
and the Governor on February 19, 2013 to which he is willing to take any
concerns from the county, school board or the city level.
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January 22, 2013
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CLOSED SESSIONS:
A motion was made by Commissioner Newell, 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 12:00 noon with the following permitted to attend: County Manager, Heidi
York, Clerk to the Board, Brenda Reaves, County Attorney, Ron Aycock, Economic
Development Director, Stuart Gilbert and General Services Director, Ray Foushee.
A motion was made by Vice Chairman Jeffers, and carried 5-0 to return to open
session at 12:19 pm.
A motion was made by Commissioner Blalock, 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 12:19 pm with the following permitted to attend: County
Manager, Heidi York, Clerk to the Board, Brenda Reaves, County Attorney, Ron
Aycock, and Economic Development Director, Stuart Gilbert.
A motion was made by Commissioner Newell, and carried 5-0 to return to open
session at 12:28 pm.
A motion was made by Commissioner Blalock, and carried 5-0 to adopt a
Resolution authorizing a private negotiated sale of county owned property to Person
County Business and Industrialization Council.
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ADJOURNMENT:
A motion was made by Commissioner Newell, and carried 5-0 to adjourn the
meeting at 12:29 pm.
_____________________________ ______________________________
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: February 4, 2013
Agenda Title: Exchange of property with Spuntech (North Park Drive LLC)
Summary of Information: At its last meeting the Board authorized publication of intent to
exchange like kind property with Spuntech. The required statutory notice time (10 days) will have
expired by February 4, 2013. The Board is now authorized to order the execution of the deed in
return for a deed from Spuntech.
Recommended Action: Authorize execution of the necessary documents to effectuate the exchange
Submitted By: Ron Aycock, County Attorney and Stuart Gilbert, Economic Developer
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AGENDA ABSTRACT
Meeting date: February 4, 2013
Agenda Title: Presentation of Comprehensive Annual Financial Report for Fiscal
Year Ending June 30, 2012
Summary of Information: Mrs. Tara H. Roberson, CPA (Winston, Williams, Creech,
Evans & Company, LLP) will be presenting to the Board the Comprehensive Annual
Financial Report (CAFR) for Person County for Fiscal Year ending June 30, 2012.
Recommended Action: Receive the information.
Submitted By: Amy Wehrenberg, Finance Director
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1Person County June 30, 2012Audit PresentationWinston, Williams, Creech, Evans & Co. LLP61
2Overview Person County has received an unqualified opinion on their June 30, 2012 financial statements. Person County again received the Certificate of Excellence in Financial Reporting for fiscal year 06/30/11 and submitted the 6/30/12 report to GFOA. There were no findings for fiscal year 6/30/12.62
3GASB # 34 HighlightsManagement’s Discussion and AnalysisStatement of Net Assets2011 2012Total Assets $ 51,523,277 $ 52,334,049Total Liabilities 21,895,657 18,767,509Net Assets $ 29,627,620 $ 33,566,54063
4Statement of Activities2011 2012Revenues $ 50,953,317 $ 53,278,799Expenditures 49,567,386 49,339,879Increase in Net Assets $ 1,385,931 $ 3,938,920Beginning Net Assets 28,241,689 29,627,620Ending Net Assets $ 29,627,620 $ 33,566,54064
Governmental Revenues565
6Governmental Fund Expenditures66
7Unassigned Fund Balance- General Fund67
8General Fund Total Fund Balance- as a % of Expenditures35.5036.0036.502011201235.9536.1568
9General Fund Unassigned Fund Balance- as a % of Expenditures69
Cash1070
11General Fund Revenues71
12General Fund Expenditures72
13Appropriated Fund Balance73
14Adjusted Tax Levy74
15Tax Collection Percentages75
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AGENDA ABSTRACT
Meeting Date: February 4, 2013
Agenda Title: Report of Unpaid Taxes
Summary of Information: General Statute 105-369(a) requires that the Tax Collector report to
the Board the amount of unpaid 2012 taxes that are a lien on real property as of February 4th. This is
simply a check point for the Board as to the progress that the Tax Office is making on collections
and a way to alert the Board if collections are down.
As of January 24, 2013, our collection rate was 91.74%. The unpaid real estate tax on 2012 real
property was $1,680,863.
Current collection numbers will be provided on the meeting date.
Recommended Action: Accept the report. No motion needed.
Submitted By: Russell Jones, Tax Administrator
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AGENDA ABSTRACT
Meeting Date: February 4, 2013
Agenda Title: Advertisement of Unpaid Real Estate Taxes
Summary of Information: A motion is required to order the advertisement and set the
advertisement date for delinquent 2012 real property taxes. The Tax Office would like for the
date to be March 2, 2013.
The newspaper advertisement is required under General Statute 105-369(c) and can be placed
anytime between March 1st and June 30th. This is a great collection tool and the sooner we
advertise, the better our ending collection rate will be. The cost of the advertisement is charged to
the delinquent real estate bills.
Recommended Action: A motion is needed to set the Advertisement date for March 2, 2013.
Submitted By: Russell Jones, Tax Administrator
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AGENDA ABSTRACT
Meeting Date: February 4, 2013
Agenda Title: Consideration of Joint City-County Planning Department
Summary of Information: Continuing efforts to create a one-stop shop for development
among city and county services, staff is presenting the creation of a joint, City-County
Department. Thus far, county and city staffs have worked together on aligning
permitting and inspections. Administrative staff has cross-trained duties, merged city and
county forms and are now utilizing the same software. Person County and the City of
Roxboro have made great strides towards streamlining the city and county permitting
process.
Previously, a proposal was made to create a development services director. While there
was not support for that and in light of a current County planning technician vacancy,
consideration is being sought for a merged City and County Planning department. This
would allow for cross-training of planning staff and would advance the opportunity for
the development of a Unified Development Ordinance (UDO). A UDO would allow the
city and the county to combine their ordinances into a single document, reducing
redundancies and conflicting information and ultimately, making planning regulations
easier for residents to understand.
Merging the city and county planning departments would also create the opportunity for a
single Joint Planning Board that could provide recommendations for both the city and the
county on planning issues.
This item is being discussed separately with both governing bodies with the intention of
gathering additional information for presentation and discussion at the Joint City-County
meeting scheduled for February 26, 2013 at 6:00 pm in the FEMA Room.
Recommended Action: Provide staff with feedback about creating a City-County
Planning Department.
Submitted by: Sybil Tate, Assistant County Manager
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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 4th day of February 2013, as follows:
Dept./Acct No.Department Name Amount
Incr / (Decr)
EXPENDITURES General Fund
General Government 19,802
Economic Development 11,469
Transfers to Other Funds 2,943
REVENUES General Fund
Other Revenues 34,214
EXPENDITURES Airport Construction Project Fund
2009 Vision 100 Projects (35,800)
Runway 6 & 24 Improvements 35,800
REVENUES Airport Construction Project Fund
Federal Funds-Vision 100 Funds (32,220)
Local Funds-Vision 100 Funds (3,580)
Federal Funds-Runway 6 & 24 Grant 32,220
Local Funds-Runway 6 & 24-County Match 3,580
Explanation:
BUDGET AMENDMENT
Received insurance claims for repair to vehicles damaged from July 2012 hail storm ($29,744); received
insurance claim for repair to the Morgan Street Complex building also damaged from the hail storm ($4,470);
and received approval from DOT to utilize 2009 Vision 100 Grant funds (-$35,800) for improvements to
Runways 6 and 24 ($35,800) at the Person County Airport.
Budget Amentment 1280