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Agenda Packet September 25 2012 AGENDA PERSON COUNTY BOARD OF COMMISSIONERS ROXBORO CITY COUNCIL TUESDAY SEPTEMBER 25, 2012, 6:00 P.M. TRAINING ROOM, ROXBORO POLICE DEPARTMENT CALL TO ORDER Mayor Merilyn P. Newell Chairman Jimmy Clayton AGENDA ADOPTION Mayor Merilyn P. Newell Chairman Jimmy Clayton INTRODUCTIONS: Winkie Wilkins and Michael Woodard ITEMS FOR DISCUSSION: 1. Economic Development a. Economic Development Partnership Agreement between the City and the County b. Update on the Potential Joint Business Park between Person and Durham Counties 2. Coordination of Services a. Planning/Zoning/Permitting/Inspections One Stop Shop 3. Update on the Proposed Recreation & Senior Center CLOSED SESSION Economic Development pursuant to NCGS 143.318.11(a)(4) ADJOURNMENT: Motion Second Economic Development Partnership Agreement Between Person County and the City of Roxboro THIS CONTRACTUAL AGREEMENT, made and effective as of the ____ day of __________, 2012, by and between the City of Roxboro, a municipal corporation of the State of North Carolina (hereinafter called “the CITY”), and Person County, North Carolina, a body corporation and politic (hereinafter called “the COUNTY”) WITNESSETH: That for and in consideration of the mutual covenants hereinafter contained, and pursuant to approval by the Council for the City of Roxboro and The Board of Commissioners for Person County, both parties do hereby covenant and agree as follows: 1. Both the City and County agree to partner in the endeavor of Economic Development through a mutual funding partnership related to the County’s Economic Development Director, and the City’s Uptown Development Director. 2. The City agrees in principle to the following: a. To establish, hire, and maintain an Uptown Development Director position for the duration of this contract; including any extensions. This position will report to the City Manager and will receive all benefits granted to all City employees. The City agrees to provide office space for this position and to cover all expenses related to this position. This position will serve as the City and County’s representative to the Roxboro Development Group, and will coordinate all funding provided to this organization. b. To require the Uptown Development Director to provide updates on events and projects as requested by the County, but at no interval less than quarterly. c. To provide twenty thousand dollars ($20,000) in annual funding, to be provided in five thousand dollar ($5,000) quarterly payments, towards the County’s Economic Development Director’s position. 3. The County agrees in principle to the following: a. To hire and maintain an Economic Development Director position for the duration of this contract; including any extensions. This position will report to the County Manager and will receive all benefits granted to all County employees. The County agrees to provide office space for this position and to cover all expenses related to this position. b. To require the Economic Development Director to provide updates on activities and projects as requested by the City, but at no interval less than quarterly. c. To provide twenty thousand dollars ($20,000) in annual funding, to be provided in five thousand dollar ($5,000) quarterly payments, towards the City’s Uptown Development Director’s position 4. The appointment, evaluation, and termination of the Uptown Development Director shall be coordinated as outlined in this agreement. a. Appointment of the Uptown Development Director shall be done by the City Manager with input from the County Manager, and any other parties deemed necessary. b. Evaluation of the Uptown Development Director shall be completed by the City Manager on an annual basis. The City Manager, County Manager, and designees of RDG shall meet at least annually to discuss the performance of the Director. The performance evaluation system of the City shall apply to the extent it is applicable. c. Termination of the Uptown Development Director shall be at the discretion of the City Manager. The Director shall be considered an employee “at will” and is subject to the personnel policies of the City. 5. The appointment, evaluation, and termination of the Economic Development Director shall be coordinated as outlined in this agreement. a. Appointment of the Economic Development Director shall be done by the County Manager, with input from the City Manager, and any other parties deemed necessary. b. Evaluation of the Economic Development Director shall be completed by the County Manager on an annual basis. The County Manager, City Manager, and designees of the EDC shall meet at least annually to discuss the performance of the Director. The performance evaluation system of the County shall apply to the extent it is applicable. c. Termination of the Economic Development Director shall be at the discretion of the County Manager. The Director shall be subject to the personnel policies of the County. 6. The term of this agreement shall be for a period of three (3) years from the effective date of this agreement. Nothing in this paragraph prevents any party from proposing a modification to this agreement, which modification shall become effective only upon mutual consent of both parties as evidenced by appropriate resolutions adopted by both parties. 7. This agreement may be terminated early through mutual consent of both parties as evidenced by appropriate resolutions adopted by both parties, or through an adopted resolution from either party providing six (6) months’ notice through proper service of such resolution to the other party. IN WITNESS WHEREOF the parties hereto have caused this instrument to be executed by their properly designated officials by authority validly and duly given and their respective seals to be hereunto affixed on the day and year first above written. This instrument is executed in duplicate originals. ATTESTED TO BY: CITY OF ROXBORO _________________________ _________________________ City Clerk Mayor ATTESTED TO BY: PERSON COUNTY _________________________ _________________________ County Clerk Chairman This instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal Control Act. _________________________ _________________________ City Finance Director County Finance Officer UPTOWN DEVELOPMENT DIRECTOR General Statement of Duties This position is responsible for the overall implementation of event, programs, and development in Uptown Roxboro. Reports to the City Manager. Distinguishing Features of the Class This position works closely with the Roxboro Development Group (RDG) Board of Directors. Performs various related duties such as coordinating special events, designing marketing programs for Uptown, maintaining various databases, and implementing the adopted RDG Budget. Assists in development and implementation of Uptown programs and initiatives. Works with Person County Economic Development Director to assist in economic development activities in the Uptown area. Duties and Responsibilities Essential Duties and Tasks Plans, coordinates, markets, and directs various special events in Uptown Roxboro. Works closely with other City Departments to ensure that all events are coordinated properly and that safety of event participants and spectator is ensured. May require the individual to work varied hours in order to supervise special events. Develop, in conjunction with the RDG program’s Board of Directors, uptown economic development strategies that are based on historic preservation and utilize the community’s human and economic resources. Become familiar with all persons and groups directly and indirectly involved in the Uptown. Mindful of the roles of various Uptown interest groups, assist the RDG Board of Directors and committees in developing an annual action plan for implementing an Uptown revitalization program focused on four areas: design/historic preservation; promotion and marketing; organization/management; and economic development. Coordinate all requirements of the City of Roxboro’s Main Street program. Meets monthly with the RDG Board of Directors and other committees as needed. Distributes meeting agendas, maintains meeting minutes, and maintains other related Board records. Drafts annual Uptown Roxboro Budget and other necessary event budgets with the assistance of the City of Roxboro Finance Director and City Manager for the approval of the RDG Board. Maintains a current database of Uptown Roxboro merchants and property Owners; as well as buildings available for rent. Oversees and coordinates the Façade Grant Program for RDG. Maintains and updates the RDG website and any social media accounts. Page 2 Works in partnership with the County’s Economic Development Director and keeps them informed of all uptown activities. Drafts, submits, and administers various grants on behalf of RDG and the City of Roxboro. Works closely with other agencies to promote tourism in the area to include the Roxboro Chamber of Commerce, Roxboro Tourism Development Authority, and other organizations. Serves on numerous community boards in an appointed or ex-facto role. Additional Job Duties Performs special projects related to the Uptown area. Performs related duties as required. Recruitment and Selection Guidelines Knowledge, Skills and Abilities Ability to interpret and analyze technical and statistical information and prepare and present technical oral and written reports. Ability to work effectively with developers, engineers, contractors, property owners, employees, and the general public and answer questions related to the Uptown and RDG. Ability to communicate effectively in oral and written forms. Ability to coordinate special work efforts and projects for the City. Physical Requirements Must be able to physically perform the basic life operational functions of climbing, balancing, stooping, crouching, kneeling, crawling, reaching, standing, walking, fingering, talking, grasping, feeling, hearing, and repetitive motions. Must be able to perform light work exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. Must possess the visual acuity to prepare and analyze data and figures and maintain records of fees collected, to read extensively, to operate a computer, to use measurement devices, to perform visual inspection of land areas for compliance purposes, and to determine the accuracy, neatness and thoroughness of work assigned. Desirable Education and Experience Graduation from a four year college or university with a major in planning, public administration, economics, business, or related field and experience in marketing, planning, or economic development; or an equivalent combination of education and experience. Special Requirements Possession of a valid North Carolina’s driver license. Roxboro - 1997, 2003, Updated 2007 Development Services DirectorCity Planning Director (reports to City Manager) County Planning DirectorBuilding Inspections DirectorEnvironmental Health Director (reports to Health Director) Permitting Technicians/Admins (3)Building/Fire Inspectors (4)City/County Development Services DepartmentOrg ChartPre‐app meeting (for businesses and developers, managed by the Development Services )Tech/ Admin Tech/ Admin Tech/Admin County Planning Staff City Planning Staff Building Inspections Staff Environmental Health Staff City/County Development Services DepartmentProcess Chart General Statement of Duties The Development Services Director is responsible for overseeing the operations of the Development Services Department ensuring that the highest‐quality communication, coordination and customer service is provided to residents and businesses. This position directs the application of laws, ordinances and other applicable regulations to planning, permitting and building code enforcement; coordinates with city planning staff and environmental health staff; and interacts regularly with individuals, the business community and the development/construction community. Distinguishing Characteristics The Development Services Director must have thorough knowledge of best‐practices in city/county permitting regulations and processes, with a particular emphasis on planning procedures. This position provides oversight in the coordination of the permitting and plan review process of all business and development construction projects in Person County and Roxboro. Work is performed under the general supervision of the County Manager or her designee and is evaluated through conferences, review of reports and records, and contractor and citizen feedback. Duties and Responsibilities Essential Duties Manages full‐time staff to include prioritizing and assigning work; conducting performance evaluations; ensuring staff is trained; and making hiring, termination, and disciplinary recommendations. Collaborates with County and City departments and other agencies and jurisdictions related to the development community and develops policies and procedures for the permitting process for all of these departments, agencies, and services. Ensures staff is trained and enforces the North Carolina building administration and enforcement codes, general statutes, licensing laws, and local ordinances related to the development community, and to provide information to other departmental staff and the public. Manages the Planning Board and presents planning, inspections issues to the Person County Board of Commissioners. Prepares and oversees the department’s annual budget which includes evaluating and reporting on departmental needs and calculating revenues and expenses. Supervises permitting technicians in the issuance of a variety of permits and approval of plans in a centralized customer service setting. Development Services Director Liaises with departments and agencies of the development community to ensure accurate communication of code requirements, processes, and procedures. Prepares and oversees the department’s annual budget which includes evaluating and reporting on departmental needs and calculating revenues and expenses. Conducts research and makes recommendations of permit fee schedules. Recommends judicial actions and may be required to testify in court against violators of the State building code and local ordinances. Performs work during emergency/disaster situations. Performs related duties as required. Recruitment and Selection Guidelines Knowledge Thorough knowledge of city and county planning processes and regulations. Thorough knowledge of North Carolina building codes, general statutes, and licensing laws for the development/construction community; local construction/development community ordinances; and accounting/budgetary principles. Considerable knowledge of office management functions including personnel management, record keeping, and computer operations. Skills Conducting research on planning and building topics; using applicable computer software applications; delivering customer services; preparing/delivering presentations; and communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive direction. Skilled in reading and interpreting plans and specifications; ability to enforce regulations tactfully and firmly. Physical Requirements Must be able to physically perform the basic life operational functions of climbing, balancing, stopping, kneeling, crouching, crawling, reaching, standing, walking, fingering, grasping, talking, hearing, and repetitive motions. Must be able to perform light work exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or negligible amount of force constantly to move objects. Must possess the visual acuity to inspect details of construction, prepare reports, operate computer terminals, and do extensive reading. Desirable Education and Experience Bachelor’s Degree in Planning, Construction Management, Engineering, or related field and five years of city/county planning, inspections or related experience, including supervisory or lead experience; or equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above. Special Requirement A valid North Carolina driver’s license. Person County / City of Roxboro Pre-application Meetings Pre-application meetings offer prospective/existing business owners or someone considering a major subdivision an opportunity to meet informally with permitting staff. Meetings are not required, but are offered in an effort to make the permitting process as seamless as possible and provide feedback on preliminary proposals prior to document submittal. Staff is available to discuss site plans, rezoning, conditional use permit applications, major subdivisions, etc. You may want to bring maps, sketches, and any other information that will help staff understand your project. Meeting Times: Wednesday afternoons, excluding holidays, at 1:00, 2:00, or 3:00 pm (the deadline to schedule a pre-application meeting is Friday, 4:00pm of the previous week). Location: Morgan Street Government Center, 325 S. Morgan St., Roxboro, NC To schedule a meeting, contact Sam Hobgood (336-597-0570, shobgood@personcounty.net). Below is a list of permitting process staff who may attend the pre-application meeting: Aaron Holland City of Roxboro Planning Dir. 336-599-3116 aholland@cityofroxboro.com Sam Hobgood Building Codes Administrator 336-597-0570 shobgood@personcounty.net Paula Murphy Person County Planning Director 336-597-1750 pmurphy@personcounty.net Andy Oakley Public Services Director 336-503-0489 aoakley@cityofroxboro.com Dale Tillman Senior Code Enforcement Officer 336-597-0570 dtillman@personcounty.net Harold Kelly Environmental Health Supervisor 336-597-1790 hkelly@personcounty.net Tommy Warren Roxboro Asst. City Manger. 336-599-3116 twarren@cityofroxboro.com Sybil Tate Person Co. Asst. County Manager 336-597-1720 state@personcounty.net Lyn Wilkins Central Permitting Technician 336-597-0570 lwilkins@personcounty.net Kenneth Torain City of Roxboro Fire Chief 336-599-9222 ktorain@cityofroxboro.com Mark Jones Person County Fire Inspector 336-597-0570 mjones@personcounty.net Stuart Gilbert Person Co. Economic Dev. Dir. 336-330-2206 sgilbert@personcounty.net