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Home My WebLink About09-08-2026 Agenda Packet BOCPERSON COUNTY BOARD OF COUNTY COMMISSIONERS MEETING AGENDA 304 South Morgan Street, Room 215 Roxboro, NC 27573-5245 336-597-1720 Fax 336-599-1609 September 8, 2026 6:00 p.m. This meeting will convene in Room 215 of the County Office Building. 1.CALL TO ORDER..........................................................................Chairman Puryear 2. INVOCATION 3.PLEDGE OF ALLEGIANCE 4.DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA 5.RECOGNITION A.Bushy Fork Grange Recognition.................................................Vice-Chair Wilborn B.Building Better Futures Resolution (pgs.3-4).........................Commissioner Royster 6.INFORMAL COMMENTS The Person County Board of Commissioners has established a 10-minute period for informal comments, excluding matters scheduled for a public hearing. Time will be divided equally among those wishing to speak. Individuals must sign up with the Clerk to the Board; registration opens 30 minutes prior to the start of the meeting. 7.DISCUSSION/ADJUSTMENT/APPROVAL OF CONSENT AGENDA A.August 17, 2026, Minutes (pgs.5-21) B.Budget Amendment #5 (pgs.22-23) 1 8.NEW BUSINESS A.America 250 Quarterly Update (pgs.24-31)..................................................Kim Strickland B.Public Property Naming Request – John Eggleston Gym (pgs.32-40) ...................John Hill C.Caswell/Person Boundary Update (pg.41)......................................................Sallie Vaughn D.Advisory Board Policy (pgs.42-66) ........................................................... Katherine Cathey 9.CHAIRMAN’S REPORT 10.MANAGER’S REPORT 11.COMMISSIONERS’ REPORTS/COMMENTS 12.CLOSED SESSION A.Closed Session #1 per General Statute 143-318.11(a)(6) for the purpose to discuss personnel with the following individuals permitted to attend: County Manager Katherine Cathey, Clerk to the Board Michele Solomon, and County Attorney T.C. Morphis, Jr. Note: All Items on the Agenda are for Discussion and Action as deemed appropriate by the Board. 2 RESOLUTION "BUILDING BETTER FUTURES" SPOTLIGHT WHEREAS, counties contribute to the wellbeing of young people through a range of services, programs and partnerships that vary according to each county’s structure, authority and local needs; and WHEREAS, 14.3% of children under 18 live in poverty in the United States, posing significant barriers to educational attainment, health and long-term economic opportunity; and WHEREAS, youth homelessness and housing instability remain significant challenges, with sources estimating that approximately 1 in 30 youth ages 13–17 experience some form of homelessness over the course of a year; and WHEREAS, the nation is experiencing a decline in academic readiness, as indicated by reports of lower math and reading proficiency and a drop-off in preschool attendance compared to pre-pandemic levels, which may significantly reduce long-term academic potential and increase the need for out-of-school support; and WHEREAS, research consistently demonstrates that young people thrive when they have access to safe environments, stable relationships with caring adults, positive community connections and behavioral and physical health supports; and WHEREAS, counties are well-positioned to convene local partners—including schools, families, employers, nonprofit organizations, civic groups and community providers—to expand opportunities for young people; and WHEREAS, depending on state and local legal structures and authorities, counties may support after- school programming, tutoring and homework assistance, mentorship, recreation and summer programs, workforce and career-readiness opportunities, and programs that serve youth who are at risk of or involved in the juvenile justice system, and may collaborate with schools, nonprofits and community providers to expand access to behavioral and physical health services; and WHEREAS, counties make local decisions about direct investments in youth development, sports, education, recreation and housing stability through budget appropriations, funding partnerships and resource allocation decisions that reflect local priorities and community needs; and WHEREAS, strengthening opportunities and prosocial support systems for young people can improve long-term outcomes and reduce risk factors that contribute to justice system involvement; and WHEREAS, Person County takes pride in its responsibility to protect and enhance the health, welfare and safety of our youth in efficient, outcome-based and cost-effective ways; and 3 WHEREAS, in Person County, data shows that 29% of children under 18 live in poverty; juvenile delinquent complaints increased from 66 in 2022 to 190 in 2025; the teen pregnancy rate is 20.3%, which is 6% higher than the state rate; and approximately 70 school-aged children and 47 children ages 0–5 are experiencing homelessness; and WHEREAS, through the Building Better Futures Spotlight, the National Association of Counties is mobilizing counties across the country to assess their youth investments, strengthen upstream supports and take concrete action to improve outcomes for young people; and NOW, THEREFORE, BE IT RESOLVED that Person County commits to the Building Better Futures Spotlight principles to improve outcomes and opportunities for young people in our community. Person County pledges to share what we learn with other counties and encourages all county officials, employees and residents to join in this effort. In keeping with this commitment, Person County resolves to: • Assess our county’s current investments, programs and partnerships that support youth and identify opportunities to strengthen and build on what is already working. • Take at least one concrete action to strengthen opportunities and outcomes for young people in our community, which may include: o Expanding or enhancing after-school, mentorship or youth development programming; o Improving access to behavioral health services for youth; o Supporting youth who are at risk of or involved in the juvenile justice system; o Assessing and addressing youth housing instability and homelessness; o Strengthening connections between youth and educational or workforce opportunities; o Pursuing other locally identified priorities that improve outcomes for young people. • Share our progress and lessons learned with NACo and peer counties to contribute to a national network of policy and practice. Adopted this the 8th day of September 2026. ______________________________ Kyle Puryear, Chairman Person County Board of Commissioners ATTEST: ______________________________ Michele Solomon, NCCCC Clerk to the Board 4 August 17, 2026 1 PERSON COUNTY BOARD OF COMMISSIONERS August 17, 2026 MEMBERS PRESENT OTHERS PRESENT Kyle Puryear Katherine M. Cathey, County Manager Sherry Wilborn Michele Solomon, Clerk to the Board Jason Thomas T.C. Morphis, Jr., County Attorney Antoinetta Royster Donald Long The Board of Commissioners for the County of Person, North Carolina, met in Regular session on Monday, August 17, 2026 at 9:00 a.m. in the Commissioners’ Boardroom 215 in the Person County Office Building located at 304 S. Morgan Street, Roxboro, NC. Chairman Puryear called the meeting to order and recognized a quorum was present. Commissioner Thomas offered an invocation, and Commissioner Long led the group in the Pledge of Allegiance. DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA: A motion was made by Vice-Chair Wilborn and carried 5-0 to approve the agenda. LIBRARY CARD SIGN-UP MONTH PROCLAMATION Library Director Von Yeager read a Proclamation recognizing September 2026 as Library Card Sign-Up Month, highlighting libraries’ role in literacy, community-building, and access to statewide materials through the NC Cardinal system. A motion was made by Commissioner Royster and carried 5-0 to approve a Proclamation recognizing September 2026 as Library Card Sign-Up Month in Person County. Chairman Puryear presented the Proclamation to Yeager. 5 August 17, 2026 2 6 August 17, 2026 3 SENIOR CITIZEN DAY PROCLAMATION Cooperative Extension Director Jennifer Brown, alongside Senior Center Aging Services Director Maynell Harper, read a Proclamation recognizing August 21, 2026 as National Senior Citizen Day and highlighted seniors’ contributions, demographic trends, and health considerations. A motion was made by Commissioner Long and carried 5-0 to approve a Proclamation recognizing August 21, 2026 as National Senior Citizen Day in Person County. Chairman Puryear presented the Proclamation to Brown and Harper. 7 August 17, 2026 4 8 August 17, 2026 5 CHILD SUPPORT AWARENESS MONTH PROCLAMATION DSS Director Adonica Hampton read a Proclamation recognizing the month of August as Child Support Awareness Month. The proclamation outlined fiscal year collections statewide and in Person County, the importance of paternity establishment, and the role of child support professionals. A motion was made by Commissioner Royster and carried 5-0 to approve a Proclamation recognizing August as Child Support Awareness Month in Person County. Chairman Puryear presented the Proclamation to Hampton. Chairman Puryear and Commissioner Long expressed thanks to the Child Support staff that were in attendance for the work that they do to assist families and children in Person County. 9 August 17, 2026 6 10 August 17, 2026 7 INFORMAL COMMENTS: The following individual appeared before the Board to speak during informal comment period: Charlie Jay of 1567 Peed Road, Rougemont expressed concerns regarding the Upper Piedmont Landfill, which is directly located behind his family’s 12-acre farm. He highlighted the following issues:  Early-morning noise from bulldozers and trucks  Gas pump noise without suppressors  Odors, especially in rain  Vultures  Property value and tax increases  Mental and physical health impacts  Request for clarity on air, soil, and water quality testing  Desire for “peace” and better quality of life He asked Commissioners for assistance and for any possible solutions. DISCUSSION/ADJUSTMENT/APPROVAL OF CONSENT AGENDA: A motion was made by Vice-Chair Wilborn and carried 5-0 to approve the Consent Agenda with the following items: A. August 3, 2026, Minutes B. Budget Amendment #4 C. Contract for School Nursing Services between Person County and Person County Schools D. Joint Use Agreement Renewal: Person County Recreation, Arts, and Parks Department and the Person County Board of Education E. Home and Community Care Block Grant (HCCBG) Revised/Final Allocations (PC SC/PC DSS) FY2025-2026 F. Veterans Council First Responder Memorial Funding Agreement 11 August 17, 2026 8 NEW BUSINESS: STRATEGIC PLAN QUARTERLY UPDATE County Manager Katherine Cathey presented the FY ending June 30, 2026 departmental progress report. Highlights included: Broadband Improvements  17,056 locations now served with reliable broadband  212 remaining unserved locations  Ongoing federally, state, and locally funded projects Airport Runway Extension  Environmental assessment completed and approved  Entering land acquisition phase FY27 Budget & CIP  Adopted with a one-cent tax rate reduction Emergency Services & 911 CAD Project  CAD modernization underway with expected completion in early 2027 Opioid Settlement Funding  Projects approved for schools, recovery housing, and post-overdose response HR Public Safety Pay Study  Phase one implemented; early success in filling critical vacancies in EMS and the detention center GIS Enterprise Transition  Completed; staff training underway Library  Summer Reading Program opened with over 300 participants  America 250 programming ongoing Register of Deeds  Framework established for issuing out-of-county birth/death certificates 12 August 17, 2026 9 Commissioner Long inquired about staffing for EMS and was advised by Human Resources Director Sonya Carver that there are two vacancies. County Manager Katherine Cathey stated that within the Sheriff’s office they were briefly staffed at 100%. She stated that the salary adjustments definitely had a positive impact. Long requested that the Board get updates to all EDC projects coming to Person County and the outcome of each. Vice-Chair Wilborn had questions and concerns about the following:  Item 2.2: Timeline on Interlocal Water/Sewer Agreement  Timeline for Draft Contract-City of Roxboro  Item 2.4: Trail Feasibility Study and Land Acquisition  Acquisition expected in August-status/update  Item 2.5: US 158 Widening Regional Collaboration  No Regional Support  Item 6.3: County Facility Assessment RFP and Cost of Services Analysis  RFP status  Page 84: Service Excellence--Billboard Messaging by the Health Department  Should stick to services the County provides and not promoting ideologies Commissioner Long asked related to the water agreement, if water is still being taken out of the Dan River, and if the City of Roxboro was still pursuing this. County Manager Katherine Cathey advised that there is still an agreement in place; however, there is no current demand to put that infrastructure in place. Long asked if the County/City be in jeopardy of losing that draw out of the Dan River if infrastructure’s not in place. Vice- Chair Wilborn stated that is a tremendously expensive endeavor, and that grant funding is not available, since there is no demand for it. Commissioner Royster stated that the Health Director is here and could offer an explanation on the billboard issue raised by Wilborn. Health Director Janet Clayton responded to concerns about adolescent-friendly billboard messaging and clarified the intent behind it. She explained that while the Health Department is mindful of the messages it shares, it is not able to enter school systems to discuss family planning and other options available to teens. For that reason, the department relies on social media and billboards to convey these resources. She emphasized that the intent of the billboard’s message was not to suggest that having children early in life prevents individuals from achieving their goals. She stated that this was definitely not the intended message. 13 August 17, 2026 10 Vice-Chair Wilborn asked Clayton whether this was a local decision. Clayton confirmed that yes, it was a local decision and that the Health Department worked with the billboard company to develop it. Wilborn then asked if the ad could use the same picture and simply change the wording to “Family Planning Services.” Clayton responded that they could use that specific wording; however, they need to be cautious because some individuals associate that phrase with Planned Parenthood, which the Health Department is not. PERSON COUNTY ADVISORY BOARD POLICY County Manager Katherine Cathey noted that the Board recently approved the Ethical Responsibilities Resolution and directed staff to prepare an Advisory Board Policy for review and consideration. She informed the Board that the agenda packet includes a draft Advisory Board Policy, developed using policies from other counties along with provisions already established for Person County. She explained that the policy is intentionally comprehensive and designed to set clear expectations for advisory boards and committees. She stated that all advisory boards and committees currently have bylaws, some of which have been in place for many years. Some were approved by the Board of Commissioners, while others were adopted at the advisory board level. She explained that the purpose of this new policy is to establish consistent language that will no longer need to be repeated across various bylaws, as it will now be contained within the policy itself. She stated that staff’s approach moving forward would be to spend the next few months working with advisory boards and staff liaisons to draft a policy and procedures document tailored to each advisory board. She noted that a template for this work is included in the agenda packet. She indicated that these individualized documents would define a clear charge for each advisory board, outline expectations in writing, reference relevant general statutes, and attach or refer to authorizing documents such as ordinances or state statutes. She advised that the draft policy has been reviewed by department heads and revised based on their feedback. She stated that her request today is for the Board to provide feedback, ask questions, and identify any sections needing further review so that staff can finalize the draft and return it for approval at the Board’s next meeting on September 8, should the Board so desire. Commissioner Long referenced Section D, Item 8 regarding immediate family members and asked who is responsible for tracking such information, noting that the Board may not always be aware of these relationships. Cathey responded that the Clerk to the Board, Michele Solomon, reviews applicants and that some connections will be clear while others may not. She added that including this requirement in the policy establishes the expectation. 14 Chairman Puryear asked whether applicants would sign an agreement confirming their compliance with the policy. Cathey stated that they would do so upon appointment, but that adding a similar acknowledgment to the application itself may need to be considered. She noted that the application could include a provision indicating that the applicant has reviewed the policy and attests to that when applying for an advisory board or committee. Vice-Chair Wilborn expressed that this is being done because of issues with one advisory board instead of addressing that board. She stated that applying this across all boards—some of which were recently updated, doesn’t make sense. She stated that the Environmental Issues Advisory Committee has already demonstrated they want to operate outside County guidance. She stated that the Commissioner representative and staff was treated rudely; emails excluded the Commissioner representative; there were decisions made via email violating open meetings laws. She stated that she does not know what the hardship is to dissolving that committee. Chairman Puryear stated that he is not in favor of dissolving the Environmental Issues Advisory Committee. He stated that some of Wilborn’s comments have merit. County Attorney T.C. Morphis, Jr. advised that email exchanges with a majority of a board quickly become a gray area. He stated that he advises boards not to do business by email. He stated that it is unclear if the committee was in violation of the Open Meetings Law. Commissioner Long stated that he had been intentionally excluded from emails from the Environmental Issues Advisory Committee and was informed at their recent meeting that he is not a voting member, which was given as the reason for his omission from certain communications. Chairman Puryear stated that the issue reflects the committee’s leadership. He noted that both the Commissioner representative and staff were disrespected at the most recent meeting and that one member had recently resigned. He stated that he is not in favor of dissolving the Environmental Issues Advisory Committee and that some of Vice- Chair Wilborn’s concerns have merit. He added that the committee’s original intent was good, and he had not anticipated that it would be weaponized, but he believes it has been. A motion was made by Chairman Puryear to remove Bob Brauer from the Environmental Issues Advisory Committee. August 17, 2026 11 15 August 17, 2026 12 Vice-Chair Wilborn revisited the email matter, stating that excluding Commissioner Long demonstrates that the committee believed it was conducting official business and that, because they claimed he could not vote, they did not include him in email correspondence. She noted that the bylaws do not indicate that the Commissioner representative is a non-voting member. She stated that significant staff time has been spent addressing issues with this committee and offered a substitute motion to dissolve the Environmental Issues Advisory Committee. A substitute motion was made by Vice-Chair Wilborn and failed to carry 3-2 to dissolve the Environmental Issues Advisory Committee. Chairman Puryear, Commissioner Thomas, and Commissioner Royster voted in opposition. Commissioner Royster stated that she was absent from the meeting where some of these issues were previously discussed and requested any additional information she may have missed. Chairman Puryear advised that Royster had all the information available to the Board. He stated that the Board has made considerable efforts to clarify to the committee that certain matters are not within its scope. He stated that the committee has disrespected Commissioners and staff and has operated at times as a “rogue committee,” which he attributed to leadership. Clerk to the Board Michele Solomon clarified that because the committee was created by the Board, the Board has full authority to dissolve it, modify its membership, or replace all members if desired. If the Board chose that option, vacancies would be advertised, applications accepted, and new appointments made. Chairman Puryear stated that such action may be considered in the future, but the immediate issue relates to leadership. The original motion was then called. A motion was made by Chairman Puryear and carried 4-1 to remove Bob Brauer from the Environmental Issues Advisory Committee. Commissioner Royster voted in opposition. 16 Vice-Chair Wilborn and Commissioner Long requested additional clarification regarding “ex-officio” positions and voting rights. Cathey advised that the proposed policy language would address this moving forward. She noted that when the Environmental Issues Advisory Committee was created, the minutes reflected that the Commissioner representative would be nonvoting. She stated that the proposed policy establishes that the Board of Commissioners’ representative would serve as an ex-officio, nonvoting member unless a specific board or committee provides otherwise. County Attorney T.C. Morphis, Jr. stated that Cathey’s intent is for the policy to serve as a default framework. Vice-Chair Wilborn expressed her preference that the Commissioner representative be a voting member by default unless circumstances require abstention. Vice-Chair Wilborn also raised questions regarding eligibility for board and committee appointments. She referenced the proposed policy provision stating that no member may currently be a party to, or an actual representative in, litigation against Person County. She noted that meeting minutes from the prior meeting indicated that Bernhard Lampert, a current member of the Board of Adjustment, is a plaintiff in the Clayton v. Person County lawsuit regarding the MEC. Morphis confirmed this and acknowledged that the Board of Adjustment makes quasi-judicial land use decisions while Lampert is engaged in litigation involving land use and zoning matters. He stated that the Board would be establishing a clear standard that individuals may be removed by the Board of Commissioners at any time, with or without cause. A motion was made by Vice-Chair Wilborn and carried 5-0 to remove Bernhard Lampert from the Board of Adjustment. County Manager Katherine Cathey stated that a staff liaison had requested clarity regarding elected officials serving on boards. Commissioners agreed the issue had merit and should be added to the proposed policy. The proposed policy, incorporating edits and feedback, will be brought back to the Board for consideration at its next meeting on September 8, 2026. August 17, 2026 13 17 August 17, 2026 14 CHAIRMAN’S REPORT Chairman Puryear had no report. MANAGER’S REPORT County Manager Katherine Cathey announced that Bryan Eatmon, Existing Industry Specialist, has been appointed Interim Economic Development Director. She also shared that Assistant County Manager Brian Hart recently completed the Public Executive Leadership Academy through the UNC School of Government. In addition, she noted that the next Board meeting will be held on Tuesday, September 8, 2026, due to the Labor Day holiday on Monday, September 7. COMMISSIONER REPORTS/COMMENTS Vice-Chair Wilborn reported the following: Wished everyone a good, safe, and fruitful school year, noting that PCC starts today and charter schools have already begun. She stated that a large portion of the county is now transitioning into the new school year. Shared that she will attend the NCACC Board meeting followed by the annual meeting this week, noting that these will be her final commitments as a member of that board. Congratulated Bryan Eatman on being named interim Economic Development Director, stating that he is doing a great job and is consistently praised by industry partners. Existing Industry Updates: CertainTeed is adding a third shift, creating additional job opportunities. Voltage held a hiring event with approximately 150 participants. North American Aerodynamics is hiring. Zachary is hiring. She emphasized that there are significant job opportunities countywide. Noted that EDC project information is available on the organization’s website. Shared that she had an hour-long visit with John Tayloe from Senator Budd’s office and attended a meeting with Congressman Knott. She provided updates on the Duke Energy/landowner meetings and stated that stakeholders appear close to presenting information to the Army Corps. 18 August 17, 2026 15 Western Sewer Project: Reported that she watched the City Council meeting last Tuesday, where the council discussed the need for approval to close a funding gap. She noted their reference to county funds they believe remain available. Clarified for the public that the county’s pledge for the Western Sewer Project has always been tied to economic development and the EDC’s strategic plan. She explained that in 2021, the county funded engineering at the EDC’s request. Stated that the project was originally estimated at $10 million, later received $27 million in state funding, and that costs have continued to evolve. She noted that change orders have been modest relative to the project scope. Explained that the county’s role is now largely historical—funds previously approved in the CIP—but emphasized the importance of public understanding regarding the project’s purpose and origin. Commissioner Thomas expressed congratulations to Bryan Eatmon for a job well done. He wished everyone a great school year and emphasized safety with buses on the road. Commissioner Royster reported the following: Wished all students a wonderful back-to-school season. Visited South Elementary School this morning to welcome students. Attended the prayer vigil yesterday hosted by the Person County Ministerial Alliance. Expressed appreciation to all organizations that provided school supplies and free haircuts to students over the past weekend. Attended the ribbon cutting for New Horizons Academy, a day-treatment program created through a partnership between Youth Haven and PCS, noting its importance for youth with behavioral and mental health needs. Attended the National Health Center Week event at Person Family Medical, where representatives from Senators Tillis and Budd’s offices, Senator Jonah Garson, and Mayor Petty were present, and participated in discussions about community needs and future plans. Will attend the NCACC annual meeting on Friday with Camille Clay, where Ms. Clay will officially receive her scholarship from the NC Association of Black County Officials. 19 August 17, 2026 16 Commissioner Long reported the following: Recognized Ronnie Epps (“Little Brother”), Person County People’s Champ, and Mr. Richardson from Chick-fil-A for providing free breakfast to students and teachers this morning. August 4: Attended the Recreation Board meeting where Katie Ann Brann was elected chair. August 5: Attended the Mayo Lake and Duke Energy group meeting; noted that a tentative agreement is pending Army Corp of Engineers approval. August 6: Attended the Environmental Issues Advisory Committee meeting. August 7: Attended the Person Veteran Council Purple Heart Memorial Dedication. August 13: Attended the Fire Chiefs Meeting. County Attorney T.C. Morphis, Jr. advised the Board that he would like to add an additional closed session for attorney-client privilege. A motion was made by Vice-Chair Wilborn and carried 5-0 to add an additional closed session for attorney-client privilege. A motion was made by Vice-Chair Wilborn and carried 5-0 to enter into Closed Session at 10:24 a.m. Chairman Puryear called the closed session to order at 10:25 a.m. CLOSED SESSION #1 A motion to enter into Closed Session #1 per General Statute 143-318.11(a)(6) for the purpose to discuss personnel with the following individuals permitted to attend: County Manager Katherine Cathey, Clerk to the Board Michele Solomon, and County Attorney T.C. Morphis, Jr. CLOSED SESSION #2 A motion to enter into Closed Session #2 per General Statute 143-318.11(a)(3) for attorney-client privilege with the following individuals permitted to attend: County Manager Katherine Cathey, Clerk to the Board Michele Solomon, and County Attorney T.C. Morphis, Jr. 20 August 17, 2026 17 A motion was made by Vice-Chair Wilborn and carried 5-0 to return to open session at 10:45 a.m. A motion was made by Vice-Chair Wilborn and carried 5-0 to appoint Ralph Clark as the interim County Manager effective October 1, 2026. ADJOURNMENT A motion was made by Commissioner Royster and carried 5-0 to adjourn the meeting at 10:46 a.m. ____________________________ ______________________________ Michele Solomon Kyle Puryear Clerk to the Board Chairman (Draft Board minutes are subject to Board approval). 21 9/8/2026 Dept./Acct No.Department Name Amount EXPENDITURES General Fund Human Services 119,109 Public Safety 249,250 Transfer to Other Funds 964,172 REVENUES General Fund Other Revenue 3,700 Intergovernmental Revenues 364,659 Fund Balance Appropriation 964,172 EXPENDITURES Capital Improvement Plan Fund County Projects 1,080,000 Schools Projects (1,080,000) REVENUES Capital Improvement Plan Fund Transfer from Other Funds 964,173 Fund Balance Appropriation (964,173) EXPENDITURES ARPA Special Revenue Fund Broadband Expansion (1) Transfer to Other Funds 1 Explanation: Account Number Account Description $Revenues incr. (decr.) $Expenditures incr. (decr.) 100-389890 Misc Revs: Insurance Proceeds 1004310-435300 Sheriff: Maint & Repair/Vehicles 10025-334550 Rural Health Transformation Grant 1004370-428550 Rural Health Transformation Expense 12050-366330 Health Dept-State Aid To Counties 1205110-430000 Health Dept-Contracted Services 4104260-561790 CIP Fund: Human Services Building Improvements 4105911-558660 CIP Fund: Contingency-2023 LOBs 10090-399991 General Fund: FBA 1009821-401041 GF: Transfer to Fund CIP Fund BUDGET AMENDMENT #5 Recognize insurance proceeds for vehicle damage repairs in the Sheriff's Department ($3,700); Receive Rural Health Transformation Program grant ($245,550) federal funding with no local match to Person County EMS to develop and expand Mobile Integrated Health/Community Paramedicine services; recognize additional State funding of ($119,109) for the Health Department; redirecting budgeted funds from the set-aside contingency funding related to the 2023 LOBs Project (-$1,080,000) to support the Human Services Building Improvements Project ($1,080,000) in the Capital Improvement Plan Fund; appropriating the remaining ARPA fund balance reserves held in the General Fund ($964,172) and in the ARPA Special BUDGET ADJUSTMENT DETAIL 22 41070-398010 CIP Fund: Transfer from General Fund 964,172 41090-399991 CIP Fund: Fund Balance Approp 4504290-549810 ARPA Fund: GREAT Grant-Brightspeed Exp 4509821-401041 ARPA Fund: Transfer to CIP Fund 41070-398045 CIP Fund: Transfer from ARPA Fund 41090-399991 CIP Fund: Fund Balance Approp Totals 1,332,531 1,332,531 23 AGENDA ABSTRACT Meeting Date: Agenda Title: Summary of Information: activities for Fall 2026, focusing on the September 12 Early America Living History Fair. America 250 is a nationwide initiative commemorating the 250th Anniversary of the signing of the Declaration of Independence, highlighting American history, heritage, and community Financial Impact: Recommended Action: Submitted By: 24 America 250 Update PERSON COUNTY AMERICA 250 COMMITTEE 25 26 Special Exhibit Opening September 12, 2026 27 Our Feature Event 28 Feature Event -Museum •Early America Living History Fair (September 12) •Co-Sponsored by NC Cooperative Extension –Person County •Liberty Tree Dedication •“Personalizing the Past” Exhibit Opens •Declaration of Independence “Signing” •Constitution Week Bell Ringing •Funded by Grants, Staffed by Volunteers •A250 State Representatives Expected “It will serve as a community gathering to inform residents about the people who came before us and encourage pride in the people we have become.” 29 Person County Committee Members •Dana Blackwell, Chamber of Commerce •Rev. Clevie Brandon, Faith Community •Teresa Burch, Person Veterans Council •Lynda Clayton, City of Roxboro •Carrie Currie,Person County Museum of History •Brian Hart,Person County Government •Julie Maybee,Tourism Development Authority •Kelly Snow, The Courier-Times •Kara Stewart, Sappony Tribe •Kim Strickland, Person County Government •Alan Whitlow, Person Veterans Council •Von Yeager, Person County Public Library 30 This year-long commemoration is supported through a grant from America 250 NC,a program of the NC Department of Natural and Cultural Resources. 31 AGENDA ABSTRACT Meeting Date: Sept. 8, 2026 Agenda Title: Public Property Naming Request – John Eggleston Gym Summary of Information: On Aug. 27, 2026, Mr. Phillip Allen, a citizen of Person County, submitted the attached request to the County Manager. Per the Person County Public Property Naming Policy, “A County citizen or group of County citizens who wish to recommend the naming of a park, building, public open space or a particular area within a County facility to the Board of Commissioners may make a request in writing to the County Manager for consideration by the Board of Commissioners.” Mr. Allen’s request is to rename the original Roxboro High School gymnasium off of Morgan Street located at the Huck Sansbury Complex in honor of John Eggleston. His letter outlines Mr. Eggleston’s exceptional contributions to Person County and the entire community at-large in the form of overall service to the community. Mr. Eggleston retired with Person County Government on Dec. 31, 1999, after approximately 34 years of service in multiple departments. County staff is researching the history of the Huck Sansbury Recreation Complex that houses the gymnasium. The attached article provides details regarding the dedication of the complex in 1991 following the completion of $225,000 in park improvements. Staff will continue to look for minutes that document the original naming of recreational facilities prior to the dedication ceremony. 32 Upon receipt of a recommendation during an open meeting, the Board of Commissioners shall state its intent to consider the adoption of a resolution for the naming or renaming of a public building, facility or land at the next or some subsequent meeting as determined by the board; and may call for a public hearing with proper public notice to hear comments on the proposal. The County Commissioners may determine that the public building, facility or land is significant enough to require holding community meetings in the targeted area to solicit additional public input. Financial Impact: Updating signage, including the exterior wall and the gym floor, is estimated at approximately $6,000. Recommended Action: Receive the presentation by Mr. Phillip Allen and county staff and provide direction regarding the Board’s intent to consider a resolution, call a public hearing, and/or solicit additional public input. Submitted By: John Hill, Recreation, Arts and Parks Director 33 DATE: 8-27-26 TO: Katherine Cathey FROM: Phillip Allen RE: John Eggleston Good Morning Katherine: Please consider this letter to serve as a detailed request as requested that outlines the exceptional contributions to Person County and the entire community at large in the form of overall service to the community. The request is to rename the original Roxboro High School gymnasium oﬀ of Morgan Street located at the Huck Sansbury Complex in honor of John Eggleston. John Eggleston literally and ﬁguratively opened the doors of recreation to the citizens of Person County. John understood the importance of team work and the importance of young people working together. He understood the importance of competition and the discipline to be your best self and to always work hard and to never give up. He understood that sports helped young people develop character and self discipline. John particularly recruited young people of all backgrounds and skills to be apart of something much bigger than themselves simply called being a teammate on a team! Back in the Sixties, John went around Person County assisting booster clubs in every community to put together youth teams that ranged from Bethel Hill, to Allensville to Cavel to Longhurst to Olive Hill, to Bushy Fork to Helena and to the Southside and Northside teams in Roxboro. John found a way to get uniforms, gloves, balls and shoes to many kids that could not aﬀord them. He encouraged young people to participate in recreation and sports all across Person County. He later developed Adult League sports including a vibrant Adult Softball League that brought great fun and fellowship to the community. Hundreds and hundreds of people would either participate or spectate during the tournaments held over the 4TH of July week, He started adult league basketball teams, adult league volleyball teams, a summer youth traveling tennis team and an end of the season All Star youth traveling basketball team. John simply was the Champion for all of us. There is no question that there has never been an individual in Person County that had a more positive impact on recreation and recreational activities for Personians of all ages than John Eggleston . There is no question that there has never been an individual in Person County that had a more positive impact on recreation and the lives of young for a period longer than John Eggleston. His impact extended over a period of over 40 years. I have received testimonials from people who were born in the 1930s all the way up to people who were born in the 1980s on the impact that John Eggleston had on their lives. John worked for Person County for over 34 years and he retired in 1999 having served is numerous capacities from Recreation Director, 34 Assistant Recreation Director, Public Works Director and Facilities Director. Prior to his employment with the Recreation Department, he started coaching midget football, midget basketball and midget baseball around 1955. John spent most every Saturday morning, Saturday afternoon and Saturday night at the Roxboro Rocket gym on Morgan Street opening up early for anybody and everybody regardless of whether that were on a team or just wanted to show up. The young people knew if they showed up and behaved that would have a chance to play basketball on the full courts of an indoor regulation sized gym!!! . He served as the referee, the coach, the score keeper, the clock operator, the custodian, the snack bar operator as well as anything else that needed to be done. It was always orderly and organized and John insisted and demanded that everyone had a task to keep the gym in top shape condition. So not only was John teaching us about competition, he was also instilling a sense of responsibility, a sense of not only keeping our bodies in good physical condition but also the gymnasium in excellent physical condition. John taught us the diﬀerence between what was the right way and the wrong way and how to give it 110 percent all the time. He demanded that we do our very best always. He created a real sense of “Community” and we felt like that gym was for all of us not just a special elite few. You see John believed in giving everybody a chance and everybody an opportunity. John was also the Champion of the underdog because he strongly believed every child deserved the opportunity to participate and to experience the thrill of competition regardless of their experience or ability!!. Many of my neighborhood friends were lucky to grow up close to that gym oﬀ of Morgan Street and most of our Saturdays and Sunday afternoons were spent there. I have been so blessed to have lived my entire life physically and spitually close to that gym and so fortunate to enjoy many happy moments there as both and an adult and a young boy. I pass that gym now most everyday and rarely do I go by there without thinking of John Eggleston and how lucky we were to have John in our lives, Everybody should be so lucky to have a John Eggelston in their life!! Some buildings are just building and nothing else but this gym building came to life for all of us because of John Eggleston. Without question there have been thousands and thousands of folks over the years who had a chance to compete and participate in large measure because of the impact from John Eggleston. I have approached over 30 people and shared our plan to hopefully have this special gym being named after this special person. Nobody turned me down and their endorsements and testimonials of this property being name for John were all moving and enthusiastic. I could have asked hundreds and hundreds for their support and feel conﬁdent there would have been unanimous support. Absolutely everybody in their own way indicated that his impact and inﬂuence was substantial and that their life is much fuller and richer because of John. John was simply a tremendous center of inﬂuence for all of us and this special gym was the center of our lives that had an enormous inﬂuence on us. THE GYM AND JOHN EGGELSTON GO HAND AND HAND AND IT IS MOST APPROPRIATE THAT THIS GYM BE NAMED IN HONOR OF JOHN EGGLESTON!!!! . Best Regards, Phillip Allen 35 Listed below are just a few comments from over 20 people. This group were once young children who grew up to be solid and successful citizens and they all have a special place in their heart and soul for John Eggleston!! : “If Person County erected a Mount Rushmore of iconic people who contributed to recreation opportunities John would be on it” “John loved sport and gave of his time like no other and naming the gym for him would be a wonderful testament to a man who enabled others to learn the game and paly by the rules” “John coached many of the youth in Person County and taught them how to be FAIR in sports and in life” “John made growing up in Roxboro a much better pace and fun place to grow up” “John had the ﬁrst profound and meaningful inﬂuence as a young athlete and young boy” “John challenged us individually to better ourselves” “John made me a better person” “John had an inﬂuence on me as team co captain of the Rockets and later successful college basketball career” “John was instrumental in our athletic growth” “I owe a great deal to Jon and he truly cared about the youth in Person County” “John coached our 1958 Southside basketball team to an undefeated championship” “One of the highlights of growing up in Roxboro was being coached by John Eggleston and winning the championship. “I believe the encouragement from John and his leadership especially during these pre-teen years taught me the value of work ethic and the love of sports” “John was the supporter of the youth in the county with encouraging words about participating and playing sports and also life in general” “John constantly encouraged all of us to become great teammates and enjoy competition” “John was a mentor to so many regardless of race or circumstances of the person” 36 “If Person County had a Mt Rushmore to athletics those honored would include John Eggleston” ”The lasting impression to me of John was his inclusion of many not just the good players but all players” “John was so much more tha a ref. He taught us about life and cared for us” “John helped me develop my tennis skills and he later put me in charge of giving tennis lessons and running tennis tournaments” “John and his commitment and his loyalty to us was a big part of the experience as a youth and it stuck with me during my career” “My ﬁrst memory of John was in 1960 and he was one of the four coaches of the ﬁrst Roxboro Rebels Midget Football team that traveled To Philadelphia play the Little Quakers” “I do not know of anyone who has aﬀected so many young people in Person County than John has” “John deserves to have the old high school gym named after him” “John made a lasting impression that started over sixties years ago that live on today on all recreation in Person County” 37 38 39 40 AGENDA ABSTRACT Sept. 8, 2026 Caswell/Person Boundary Update On Dec. 1, 2025, the Person County Board of Commissioners voted to allow adoption of the recently surveyed Caswell and Person County line one year after the establishment of that line by the North Carolina Geodetic Survey. This item serves as an update to the progress towards the adoption of the new line on Sept. 12, 2026. Both Caswell and Person County tax departments are taking the opportunity to redraw land parcels to ensure proper and legal taxation. Other map information that is dependent upon county boundaries, such as zoning, is also being updated. Emergency Services and GIS staff are taking this opportunity to codify Financial Impact: the scope of the project and all impacted parcels in each County. This fee will likely not Recommended Action: Submitted By: 41 AGENDA ABSTRACT Sept. 8, 2026 Person County Advisory Board Policy On July 20, 2026, the Board of Commissioners directed staff to begin work on a unified advisory board policy, and on Aug. 17, the Board provided feedback on the draft policy. The attached policy sets clear, consistent expectations for all advisory boards, covering things like definitions, attendance, meeting types (including remote meetings), notices and minutes, roles and responsibilities, quorum and voting rules, and ethics. The new policy would replace the resolutions that currently prescribe the advisory board appointment process and ethical responsibilities. The red-lined version of the draft policy tracks changes made since the Board’s initial review. Based on Board feedback, an acknowledgement statement (highlighted) has been added to the Application for Appointment. Upon approval of the attached resolution, the new policy would become effective Jan. 1, 2027, giving each advisory board time to develop its own short (3–5 page) set of policies and procedures subject to Board of Commissioners approval. These documents would include the advisory board’s specific charge and any rules unique to that board. Once approved, any previously adopted bylaws would no longer apply. This approach would give the Board of Commissioners a structured way to review each advisory board in the coming months, make sure each advisory board’s charge supports the Financial Impact: Recommended Action: •Adopt the Person County Advisory Board Policy, effective January 1, 2027. •Require all existing advisory boards to submit aligned Policies and Procedures within the timeframe set by County administration. •Repeal any previously adopted resolutions or policies that conflict with the new 42 •Direct County staff to implement, maintain, periodically review, and recommend updates to the Advisory Board Policy to support best practices and community Submitted By: 43 1 Person County Advisory Board Policy Section 1. Scope A. Purpose 1. The Person County Advisory Board Policy establishes a consistent framework for the formation, operation, and oversight of Person County advisory boards, committees, commissions, and councils (hereinafter “advisory boards”). It defines the structure for advisory board appointments, membership terms, responsibilities, and reporting requirements to ensure transparency, accountability, and effective community engagement. By formalizing these guidelines, the policy supports advisory boards in providing informed recommendations to the Board of Commissioners on matters affecting the County. B. Authority 1. North Carolina General Statute 153A-76 grants boards of county commissioners the authority to establish advisory boards and to appoint members to and remove members from those advisory boards. 2. The Board of Commissioners may establish rules and regulations in reference to managing the interest and business of the County. 3. The Board of Commissioners has the responsibility to appoint individuals to serve as members of advisory boards established by the Board of Commissioners. 4. Person County department heads and staff are responsible for providing support to the advisory boards. 5. Advisory boards serve in a consultative capacity, offering recommendations, research, analysis, and community feedback to inform county policies and decisions. C. Applicability 1. To the extent it does not conflict with the statute or ordinance creating a specific advisory board, where applicable, this Advisory Board Policy applies to the following Person County advisory boards:  Agricultural Advisory Board  Airport Commission  Animal Services Advisory Committee  Board of Adjustment  Board of Equalization and Review  Board of Health  Child Fatality Local Team  Economic Development Commission  Environmental Issues Advisory Committee  Human Services Advisory Committee  Industrial Facilities & Pollution Control Financing Authority  Juvenile Crime Prevention Council  Library Advisory Board  Local Emergency Planning Committee 44 2  Opioid Settlement Advisory Committee  PATS Transportation Advisory Board  Planning Board  Recreation Advisory Board 2. This Advisory Board Policy shall also apply to any new boards, commissions, councils, committees, work groups, or task forces upon creation by the Board of Commissioners when the approved composition includes positions to be filled by Person County residents. 3. Except as otherwise provided herein or through a specific advisory board policies and procedures document as approved by the Board of Commissioners, this Advisory Board Policy shall control the appointment, reporting, operation, and other requirements of the advisory boards listed above, except to the extent the same are controlled by a specific statute or ordinance. In those cases, as noted above, where a statute or ordinance controls the requirements of the advisory board and the terms of this Advisory Board Policy conflict with the terms of the statute or ordinance, the statute or ordinance shall prevail. D. Definitions 1. Advisory Board – A group appointed by the Board of Commissioners to provide recommendations on specific policy areas, programs, or community needs. Advisory boards do not have legislative or regulatory authority but serve in an advisory capacity. 2. Advisory Board Chair – A member of an advisory board elected or appointed to lead meetings, set agendas, and ensure the advisory board operates efficiently. 3. Advisory Board Member – An individual appointed by the Board of Commissioners to serve on an advisory board, to provide input on matters within the advisory board’s purview. 4. Advisory Board Vice-Chair – A member of an advisory board elected or appointed to assist the chair and assume leadership responsibilities in the chair’s absence. 5. Agenda – A written outline of the items to be discussed, presented, or acted upon during a meeting of an advisory board. 6. Board of Commissioners (BOC) – The elected governing body of Person County responsible for establishing policies, appointing advisory board members, and overseeing advisory board activities. 7. Designated Seats – Seats on advisory boards that are designated for specific appointments as outlined in each advisory board’s policies and procedures. 8. Ex-officio – Ex-officio members serve on an advisory board by virtue of their position or office. These members are appointed to an advisory board based on the role they hold within the County or a partner organization. 8.9. Immediate Family Member - A person’s spouse, parent, guardian, child, sister, brother, grandparent, grandchild plus the various combinations of half, step, in-law, and adopted relationships that can be derived from those named. 9.10. Meeting Minutes – Full and accurate official written record of discussions, decisions, and actions taken during an advisory board meeting. Minutes must be maintained as part of the public record according to North Carolina General Statute §143-318.10. 10.11. Meeting Notice – Official notice of any advisory board meeting. 11.12. Public Record – Records in any form, including meeting minutes, reports, emails, text message, that are received or created while conducting business according to Chapter 132 of the North Carolina General Statutes and the Person County Records Retention Schedule. 45 3 12.13. Quorum – The minimum number of members required to be present for an advisory board to conduct official business, as defined by this Advisory Board Policy. 13.14. Staff Liaison – A designated staff member who supports an advisory board by providing guidance, administration, and ensuring alignment with Board of Commissioners’ directives while taking direction from their department leadership. 14.15. Statutory Requirement – A legal obligation imposed by federal, state, or local law that takes precedence over provisions in this policy when applicable. Section 2: Establishment of Advisory Boards A. Appointment Eligibility 1. All members of standing, statutory boards must meet the qualifications for the specific statutory requirements for an appointed position. 2. All members must be eighteen (18) years of age or older unless applying for a youth- designated position. 3. Except as otherwise provided in advisory board policies and procedures, all members shall be residents of Person County and shall maintain their residence in Person County. 4. All members shall have a good reputation for integrity and an interest in community service. 5. No member shall be currently employed by Person County government and serve on a board that directly affects their work, with the exception of Ex-officio positions. 6. No member shall have an immediate family member serving concurrently on the same advisory board. 7. No member may currently be a party to or be the actual legal representative in litigation against Person County. 8. Each member must be prepared and committed to participating in advisory board work in a manner that enhances relationships between the county and the community. 9. All members are representatives of the Board of Commissioners and shall conduct themselves, both in their official actions and personal actions so as to be above reproach in their conduct and shall not bring disrepute to either the County or the Board of Commissioners. 10. No person appointed to an advisory board may concurrently serve in any publicly elected office. *(Does not apply where the appointment is required by law, intergovernmental agreement, or approved Person County board-specific policy. Applies to all boards, committees, and quasi-judicial boards.) 11. No person may concurrently hold more than two (2) positions appointed by the Board of Commissioners. This restriction does not impact an individual’s service on the Board of Equalization and Review or short-term task forces or work groups. 12. The Board of Commissioners may waive any of the conditions within this section, with the exception of statutorily imposed conditions. B. Composition 1. The Board of Commissioners shall appoint all voting and nonvoting ex-officio members to advisory boards. The Board of Commissioners shall endeavor to appoint members who represent the ethnic, racial, cultural, demographic, and geographic diversity of the community. 46 4 2. The Board of Commissioners shall appoint sitting county commissioners to advisory boards according to the following procedures: a. All appointments shall be made by the Chair of the Board of Commissioners. b. All appointments shall be in an official meeting. c. All appointments shall be and are designated as ex-officio appointments of the Board of Commissioners except as otherwise provided in advisory board policies and procedures. C. Selection Criteria 1. Appointed members, except for ex-officio members, shall be qualified by the Clerk to the Board. 2. Members shall be appointed from applicants who have properly filed and submitted applications to the Clerk to the Board. 3. Advisory board recommendations regarding appointments may be solicited but are not binding. Final appointment authority rests solely with the Board of Commissioners. D. Application, Nomination, and Appointment Procedures 1. All members of advisory boards serve at the pleasure of the Board of Commissioners. 2. Appointments to advisory boards will be initiated with a public application process. 3. The Clerk to the Board will keep all applications from interested residents for one year from the date of application. After the one-year period, a new application is required. 4. All appointments to advisory boards will be made by the Board of Commissioners. E. Terms 1. Lengths of Terms – Unless otherwise specified by the Board of Commissioners or required by statute, all appointments to advisory boards shall be for a term of three (3) years. Terms shall begin on July 1 and end on June 30 of the third calendar year following the beginning of the term. 2. Staggered Terms – Terms of advisory board members shall be staggered such that approximately one-third of the membership’s terms expire each year. For newly established advisory boards or major restructurings, initial appointments may include 1-, 2-, and 3-year terms to establish the rotation. 3. Appointment Timing – Regular appointments will occur prior to July 1, with terms commencing on July 1 to align with the annual appointment cycle. 4. Reappointment and Term Limits – Members may be reappointed to consecutive terms. There are no formal term limits; individuals may continue serving if they are reappointed by the Board of Commissioners. All members seeking reappointment are required to complete an application as established by this policy before reappointment consideration. F. Resignation 1. A member of an advisory board may resign at any time by providing written notice to the chair and the assigned staff liaison. The staff liaison shall promptly forward the resignation notice to the Clerk to the Board. The resignation shall be effective as of the date specified in the notice, or immediately if no date is provided. Once a resignation becomes effective, the 47 5 member shall no longer participate in advisory board meetings or activities in any official capacity. 2.An announcement of the open seat will be made after the resignation notice is received by the Clerk to the Board. G.Vacancies 1.Upon the expiration of the term of service of members or should a vacancy otherwise occur, the Board of Commissioners shall have the responsibility of selecting and appointing new members to the advisory board. 2.Should any vacancy for which there is a board-specific requirement that such vacancy be filled by a nominee of a municipality or a resident of a specific Person County township remain unfilled for six (6) consecutive months the board-specific requirements may be set aside and the Board of Commissioners may fill the vacancy with any applicant otherwise qualified to serve. H.Removal 1.Advisory board members serve at the pleasure of the Board of Commissioners and may be removed at any time by majority vote of the Board of Commissioners, with or without cause. Grounds for removal include, but are not limited to, the following: a.Failure to Attend Meetings – Repeated absences from scheduled advisory board meetings without prior notice or valid cause. As a general guideline, a member who misses three (3) consecutive regular meetings or more than 25% of scheduled meetings in a 12-month period may be considered for removal due to non-participation. b.Neglect of Duties – Failure to actively engage in advisory board business, including review of materials, participation in discussions, or completion of assigned tasks as determined by the Board of Commissioners. c.Violation of Policies or Conduct Expectations – Conduct inconsistent with County policies, including but not limited to this policy, ethics standards, or conflict of interest provisions. d.Loss of Eligibility – A change in status that renders the member ineligible, such as relocation outside of Person County, assumption of an incompatible public office, or involvement in active litigation against the County. Prior to removal, the chair or staff liaison may provide notice to the member regarding the concern, though formal notice is not required. The Board of Commissioners reserves sole authority to determine whether removal is warranted. I.Release from Service 1.When it is deemed necessary by the Board of Commissioners to release a member from their term of appointment on an advisory board, the affected individual shall be notified by the Clerk to the Board by letter and/or electronic mail. 2.When an advisory board has completed its function, the members shall be informed of the completion of their service and the termination of the advisory board by letter and/or electronic mail. J.End of Term 48 6 1. A member’s term shall conclude on the official expiration date as established at the time of appointment, typically June 30 of the applicable year. Members may continue to serve beyond their term expiration until a successor is appointed: a. Reappointment – Members who remain eligible may request consideration for reappointment. Reappointment is not automatic and shall be determined by the Board of Commissioners based on the member’s performance, attendance, participation, and the needs of the advisory board. A member seeking reappointment must submit a completed application using the official form provided by the County Manager's Office. b. Conclusion of Service – If a member does not seek reappointment or is not reappointed, their service shall conclude on the expiration date of their term or upon appointment of a successor, whichever occurs later. c. Vacancy and Transition – The Clerk to the Board shall coordinate the application and appointment process to avoid disruption to advisory board operations and to maintain quorum. K. Dissolution of Advisory Boards 1. The Board of Commissioners retains the right to dissolve an advisory board at its discretion. In the event of dissolution, all records, reports, and meeting minutes will be archived in accordance with Chapter 132 of the North Carolina General Statutes (Public Records Law) and Person County Records Retention Schedule. Dissolution may occur under any of the following conditions, including but not limited to: a. The advisory board has fulfilled its intended purpose and is no longer needed. b. The advisory board has been inactive for a specified period as determined by the Board of Commissioners. c. The advisory board is deemed redundant due to changes in county priorities, policies, or governance structures. d. The advisory board fails to meet compliance requirements, such as maintaining a quorum or fulfilling reporting obligations. Section 3. Roles and Responsibilities A. Advisory Board 1. Scope of Responsibilities – Each advisory board shall fulfill its responsibilities as outlined in its policies and procedures document. Responsibilities may include but are not limited to: a. Reviewing and assessing policies, programs, or operations within the advisory board’s subject matter area; b. Engaging with community members and stakeholders to gather feedback and identify needs; c. Preparing written recommendations, reports, or policy options for Board of Commissioners consideration; d. Assisting County staff in planning, program evaluation, or public engagement efforts, as requested. B. Members 49 7 1. Members shall attend and actively participate in meetings of the advisory board, serve on subcommittees, and perform other functions as assigned by the chair with the approval of the advisory board. 2. If a member is unable to attend a meeting, the member shall contact the chair or staff liaison as soon as possible, and at least forty-eight (48) hours before the scheduled meeting. 3. Ex-officio members may be appointed by the Board of Commissioners for the purpose of meeting subject matter expertise needs. C. Advisory Board Leadership 1. Chair – Each advisory board shall elect a chair from among its voting members on an annual basis, unless otherwise specified. The chair shall: a. Preside over all meetings of the advisory board; b. Serve as the primary point of contact with the staff liaison and the Board of Commissioners when needed; c. Assist staff in developing the advisory board meeting agenda; d. Carry out advisory board assignments as required by the Board of Commissioners; e. Review all advisory board minutes and propose recommendations or assign another member of the advisory board to do so; f. Coordinate the preparation and presentation of advisory board recommendations and reports; g. Assist staff in preparing the annual report and work plan of the advisory board each year; h. Sign correspondence and represent the board before the Board of Commissioners with the formal approval of the advisory board by motion and vote; i. Perform other duties necessary or customary to the office. 2. Vice-Chair – Advisory boards may elect annually a vice-chair to support the chair and assume leadership responsibilities in the chair’s absence. The vice-chair shall perform all duties delegated by the chair and assist in facilitating advisory board operations. 3. Secretary – Each advisory board may designate annually a secretary from among its voting members or may rely on the assigned staff liaison to fulfill secretarial duties if no member is designated. The role of the secretary is to support meeting documentation and communication functions to ensure the advisory board’s records are accurate and complete. The secretary’s responsibilities may include: a. Assisting with the preparation or review of meeting agendas and minutes, in coordination with the chair and staff liaison; b. Recording motions and votes during meetings when a staff member is not present to do so; c. Maintaining a record of attendance and quorum for the advisory board; d. Ensuring that meeting minutes are reviewed and approved at subsequent meetings; e. Notifying the chair or staff liaison of any corrections needed in the record; f. Helping track follow-up actions or assignments from meetings. 4. Removal a. The Chair, Vice-Chair and/or member Secretary may be replaced at any time by the Board of Commissioners. 50 8 D. County Staff Liaison 1. Each advisory board shall be assigned a staff liaison who is responsible for: a. Coordinating meeting logistics, agenda development, public notice, and minute-taking; b. Monitoring and recording attendance in the official minutes; c. Providing technical assistance, subject matter expertise, and administrative support; d. Ensuring compliance with County policies, public records law, and open meetings law; e. Coordinating onboarding and training for advisory board members; f. Managing the advisory board’s budget; and g. Serving as a communication link between the advisory board and County departments or leadership. E. Subcommittees 1. Formation of Subcommittees – Advisory boards may establish subcommittees or working groups to address specific issues or projects, provided the full advisory board, with a quorum present, authorizes such groups by majority vote. These subcommittees must comply with open meetings law requirements if a quorum of the subcommittee is present. 2. Role of Subcommittees – Subcommittees serve as extensions of the advisory board and are established to examine specific issues, conduct research, or develop recommendations on focused topics. They operate under the direction of the full advisory board and shall report their findings for discussion and approval before any action or recommendation is advanced to the Board of Commissioners. Section 4. Organization A. Orientation and Training 1. Person County will make available for advisory board members and department staff training on state and/or county goals and priorities as well as relevant statutes and policies, including open meetings, public records, conflicts of interest, and ethics. 2. Each member shall complete an orientation to familiarize the advisory board members with the operation of County government, applicable department rules, and the operating procedures of the advisory board. 3. Advisory board members will be issued a manual and should become familiar with its contents. B. Operating Expenses 1. Members, when in service on a board, are not employees of Person County. 2. Members serve in a voluntary capacity and shall receive monetary compensation or reimbursement only per standard county policy and with Board of Commissioners’ approval. 3. The County will provide office supplies and assume responsibility for other reasonable expenses necessary for the operation of the advisory board. Section 5. Meetings A. Regular Meetings 51 9 1. All meetings are to be open to the public as required by the applicable North Carolina General Statutes. 2. Advisory boards may meet remotely, as needed, pursuant to the remote meeting rules set out herein. 3. The date, time, and place for regular advisory board and subcommittee meetings shall be consistent with the guidelines below. a. The advisory board meets on schedule as established by its policies and procedures. b. Subcommittee meeting dates shall be set by the subcommittee chairs. c. A schedule of all meeting dates, times, and places shall be properly posted in accordance with North Carolina law and delivered to the Clerk to the Board. B. Special Meetings 1. A majority of advisory board members or the chair may call special meetings at any time for any specific business. Special meetings shall be convened at a location selected by the chair. 2. All called special meetings shall be noticed in accordance with North Carolina law and delivered to the Clerk to the Board. C. Emergency Meetings 1. A majority of advisory board members or the chair may call a meeting in emergency circumstances by providing telephone notice to media outlets at least one hour prior to the meeting. 2. An emergency situation includes a disaster that severely impairs the public’s health or safety. In the event telephone services are not working, notice that the meeting occurred must be given as soon as possible after the meeting in accordance with North Carolina law and by delivery to the Clerk to the Board. D. Remote meetings 1. Advisory boards subject to this policy may meet remotely, except the Planning Board, Board of Adjustment, and Board of Equalization and Review. 2. A remote meeting is an official meeting, or any part thereof, with a majority or all of the members of the advisory board participating by simultaneous communication. Simultaneous communication is any communication by conference telephone, conference video, or other electronic means. 3. Advisory boards shall coordinate with the staff liaison to notify the public of the means by which the public may access the remote meetings. 4. If at any time during a remote meeting the number of members needed for a quorum is disrupted by a loss of simultaneous communication, the meeting will not continue until simultaneous communication is restored and if simultaneous communication cannot be restored, the meeting will be adjourned without further action. E. Notice of Meetings Generally 1. Advisory board meeting agendas shall be made available to all members and interested parties, and to any person who requests such notice, at least seven (7) days in advance of the meeting by e-mail and by posting on the County website. 52 10 2. Prior to January 5th of each calendar year, advisory boards shall submit their meeting schedules to the Clerk to the Board for posting to a readily accessible location. F. Meeting Cancelations 1. The chair or staff liaison may cancel an advisory board meeting if there is no pending business or expected quorum. 2. Procedure for canceling an advisory board meeting: a. Notify Members – Alert all advisory board members and the advisory board’s sunshine list, including the Clerk to the Board and Public Information Officer, as early as possible via email. b. Post Public Notice – Post a cancelation notice on the County website immediately following notification of member. c. Rescheduling – If rescheduling, follow statutory requirements for regular or special meeting notices under open meetings law. G. Agendas 1. Advisory board members and/or staff members shall submit agenda items to the chair and staff liaison for consideration at least fourteen (14) days prior to a scheduled meeting. 2. The agenda must provide a description of each item of business to be transacted or discussed so that interested members of the public will be capable of understanding the nature of each agenda item. 3. Advisory boards may allow public comment during meetings but are not required to do so. If public comment is permitted, the opportunity, process, and any time limits shall be communicated in advance and conducted in accordance with North Carolina General Statutes Chapter 143, Article 33C (Open Meetings Law). 4. As a general rule, only those items appearing on the agenda will be discussed or voted on. However, if an item is raised by a member of the public, the advisory board may accept public comment and discuss the item so long as no action is taken until a subsequent meeting. 5. With the chair’s agreement, the staff liaison will develop and distribute to each member an agenda listing the matters to be considered at upcoming advisory board meetings. Also, so far as practicable, copies of all written reports that are to be presented to the advisory board for members’ review will be included in this package at least seven (7) days before the meeting. 6. All recommendations and reports of the advisory board, approved in the form of motions, shall be conveyed exclusively to the Board of Commissioners for consideration, approval or denial. Outcomes are reported back to the advisory board. H. Minutes 1. Minutes shall be taken of all advisory board meetings and posted on the County website. Section 6. Subcommittees A. Purpose and Formation 53 11 1. Subcommittees may be formed by a majority vote of the advisory board to research and make special recommendations on special issues or areas in order to carry out the duties of the advisory board. 2. Members of the subcommittees shall be from the advisory board and appointed by the advisory board. 3. Subcommittee members will elect a chair by majority vote. 4. Subcommittees shall operate as directed by the advisory board. 5. Subcommittees must have documented goals, deliverables, and a timeline. The subcommittee will cease to meet when these are satisfied. 6. Subcommittees shall be reviewed by the advisory board on an annual basis to determine continued need and realignment with the priorities of the advisory board. B. Procedure and Membership 1. A member of the subcommittee shall take responsibility for taking minutes of subcommittee meetings and shall report to the advisory board the subcommittee’s progress toward its stated objectives, including dissenting viewpoints. 2. Subcommittees shall operate by majority vote. 3. Subcommittees may request that a technical representative be approved by the County Manager. 4. Subcommittees shall operate openly as defined by applicable North Carolina State law and local ordinances and policies. 5. Membership on subcommittees shall be voluntary unless the advisory board policies and procedures document dictates otherwise. Section 7. Quorum and Voting A. Quorum 1. A quorum for a meeting of an advisory board and any subcommittee thereof shall consist of a majority of the number of currently appointed voting members. Vacant positions are not counted when determining if a quorum is present. 2. Members who remotely attend a meeting may be counted present for purposes of a quorum. 3. If a quorum is not present, the advisory board may not take official action but may hold informal discussion. The lack of quorum should be noted in the meeting minutes. B. Voting 1. No issues can be voted upon unless a quorum is present. 2. Unless otherwise required by law, all decisions shall be reached by a simple majority vote. 3. In the event of a tie vote, the motion shall fail. 4. All voting will be conducted in open meetings, except when in closed session where such closed session is permitted by North Carolina law. 5. Voting by email or other asynchronous method is prohibited. 6. Only appointed members can vote at advisory board meetings. 7. The chair may participate and vote on all issues. 8. Proxy voting is not permitted. 54 12 9. Members may not abstain from voting, but where a member has a conflict of interest, the member may be excused by a majority vote of the advisory board. 10. Members of advisory boards must be present to vote. Presence may be accomplished through remote attendance or physical attendance. 11. Individuals appointed as ex-officio members of the advisory board are not authorized to vote on any issue before the advisory board. C. Abstentions and Excusals In situations involving a potential or actual conflict of interest, the following procedure shall apply: 1. Disclosure of Conflict – A member shall disclose the nature of the conflict of interest to the advisory board prior to discussion of the agenda item. The disclosure must be verbal during the meeting and must occur before any deliberation or vote on the item. 2. Request to be Excused – After disclosure, the member may formally request to be excused from participating in the discussion and vote on the matter. 3. Vote on Excusal – The advisory board shall vote to approve or deny the request to be excused. Approval requires a majority vote of the members present, excluding the excused member. 4. Effect of Approved Excusal – If the request to be excused is approved by the advisory board: a. The member excused shall not participate in any discussion or vote related to the item. b. The following shall be recorded in the official meeting minutes: i. The nature of the disclosed conflict; ii. The member’s request for to be excused; iii. The outcome of the advisory board’s vote; iv. Notation of the member’s excusal from the vote. Section 8: Reporting and Accountability A. Communication with the Board of Commissioners 1. Formal Reporting Relationship – Advisory boards operate under the authority of the Board of Commissioners and shall maintain a clear and consistent reporting relationship with the Board of Commissioners. Advisory boards shall direct all official recommendations, reports, and correspondence to the Board of Commissioners through the assigned staff liaison. 2. Board Requests and Referrals – The Board of Commissioners may request that advisory boards review specific issues or provide input on policy matters. Advisory boards are expected to prioritize and respond to such requests in a timely and organized manner. Advisory boards may also propose items for Board of Commissioners consideration through formal written communication submitted by the chair, with staff liaison support as needed. B. Annual Reports 1. Purpose and Content – By March 31st, each advisory board must prepare an annual report summarizing its activities, recommendations, and areas of focus for the past calendar year. 2. Submission and Presentation – Annual reports must be submitted to the County Manager’s Office by March 31st and may be presented in person to the Board of Commissioners. 55 13 Advisory boards shall prepare a written handout, developed using a template provided by the County Manager’s Office, and the chair (or designee) will formally present the report at a scheduled Board of Commissioners meeting. C. Review of Advisory Board Effectiveness 1. Performance Review – The Board of Commissioners reserves the right to review the performance and continued relevance of any advisory board. Advisory boards may be evaluated based on criteria such as attendance, output, responsiveness to Board of Commissioners’ directives, public engagement, and alignment with County goals. 2. Advisory Board Self-Evaluation – Advisory boards may be asked to conduct periodic self- assessments to reflect on their operations, identify areas for improvement, and ensure they are effectively fulfilling their charge. Staff liaisons may assist with developing evaluation tools or templates. 3. Recommendations for Improvement or Dissolution – If an advisory board is found to be inactive, duplicative, or no longer aligned with County priorities, the Board of Commissioners may act to restructure, suspend, or dissolve the advisory board in accordance with this policy. Section 9. Ethics and Conduct This section also applies to the Board of Adjustment and Board of Equalization and Review. A. General Expectations 1. Commitment to Ethical Service – Members of advisory boards are expected to uphold the highest standards of ethical conduct, integrity, and accountability in all matters related to their service. Advisory service is a public trust, and members shall perform their duties in a manner that promotes public confidence in Person County government. 2. Respectful and Inclusive Environment – Advisory board members shall treat fellow members, County staff, and members of the public with courtesy, professionalism, and respect at all times. Harassment, discrimination, or abusive behavior will not be tolerated. Person County is committed to maintaining an inclusive, equitable, and harassment-free environment in all public meetings and civic processes. 3. Use of Position for Public Good – Members shall not use their position for personal gain. No advisory board member shall use their role to secure special privileges, services, contracts, or benefits for themselves, their immediate family members, business associates, or affiliated organizations. 4. Representation of the Advisory Board or County – Individual members may not represent the advisory board or the County in any public forum, media engagement, or formal communication unless expressly authorized to do so by the Board of Commissioners. Members must clearly distinguish personal opinions from official positions of the advisory board. 5. Conflicts of Commitment – Members shall ensure that other personal, professional, or volunteer obligations do not interfere with their ability to effectively participate in advisory board activities. If a member’s availability or capacity to serve meaningfully becomes 56 14 compromised, they should notify the chair and staff liaison to determine whether continued service is appropriate. B. Conflict of Interest 1. Avoidance of Conflicts – Members shall avoid actual, potential, or perceived conflicts of interest. A conflict arises when a member’s personal or financial interests, or the interests of a close family member or business associate, could influence or appear to influence the member’s judgment or actions in advisory board matters. 2. Guidance on Conflict Determination – When a potential conflict is unclear, the member should consult with the staff liaison and may request guidance from the County Attorney. Members are encouraged to err on the side of disclosure and excusal to maintain transparency and trust. C. Confidentiality 1. No member of an advisory board shall make any written or oral statement of any confidential county matter to any individual, business, or agency. A violation of this section will result in that member’s immediate removal from the advisory board. This prohibition does not apply to communications with county staff, officials, or their agents conducting official county investigations. 2. Members of the advisory board may receive information regarding personnel matters and other information of a sensitive or confidential nature. It shall be the duty and responsibility of each member to respect and maintain the confidentiality of county issues presented before the board. Neither the advisory board nor any individual member shall disseminate confidential information received during advisory board meetings. 3. Advisory board members may be required to sign confidentiality statements as necessary and will be removed from the advisory board upon violation of the confidentiality agreement. D. Gifts 1. No advisory board member or member of their immediate household shall directly or indirectly solicit, accept or receive any gift having a value exceeding $50 whether in the form of money, services, loan, travel, entertainment, hospitality, thing or promise, or any other form, under circumstances in which it could reasonably be inferred that the gift was intended to influence them or could reasonably be expected to influence them in the performance of their official duties, or was intended as a reward for an official action on their part. Legitimate political contributions shall not be considered as gifts under the provisions of this paragraph. This section is not intended to prohibit customary gifts or favors between advisory board members or the friends and relatives of their spouses, minor children, or members of their household where it is clear that it is that relationship rather than the business of the individual concerned which is the motivating factor for the gift or favor. This section does not prohibit meals consumed at a function which involves the responsibilities of the advisory board member. North Carolina General Statute § 133-32 provides additional guidance concerning gifts and favors. 2. An advisory board member shall not directly or indirectly ask, accept, demand, exact, solicit, seek, assign, receive, or agree to receive any gift or honorarium for the advisory board 57 15 member, or for another person, in return for being influenced in the discharge of the advisory board member’s official responsibilities. 3. This section shall not apply to gifts or awards authorized by Person County Policies, Resolutions, or Ordinances. E. Compliance and Training 1. Mandatory Ethics Training – All advisory board members shall complete any ethics or conduct training required by Person County within ninety (90) days of appointment. The County may also require periodic refresher training on topics such as open meetings law, public records, conflict of interest, and inclusive community engagement. 2. Policy Acknowledgment – Upon appointment, members shall be provided with a copy of this policy and any other applicable materials. Members shall sign an acknowledgment indicating that they have received, read, and agree to comply with the policy’s provisions. F. Members of the Planning Board, Board of Adjustment, Economic Development Commission, and Board of Equalization and Review shall, upon initial appointment, and prior to December 31 annually thereafter, disclose: 1. Any interest they or their spouse has in real property situated in whole or in part in Person County and the general description of that property. 2. Any legal, equitable, beneficial or contractual interest they or their spouse has in any business, firm or corporation, which is currently doing business with Person County pursuant to contracts awarded by Person County, or which is attempting, or has attempted in the past calendar year, to secure the award of a bid from Person County or the approval of any board or agency of Person County. 3. Failure to file a disclosure statement setting out the above required information shall result in immediate removal of the member from the applicable board. G. Standards Enforcement 1. Violations of this policy may result in removal from the advisory board. 2. The chair or staff liaison shall document and report concerns regarding ethics, conduct, or performance to the County Manager’s Office. Section 10. Compensation A. Compensation 1. As a general rule, advisory board service is voluntary, and appointed members shall receive no form of compensation for their services. 2. However, should the Board of Commissioners determine, in its sole discretion, that an advisory board’s members should be compensated, such compensation shall be addressed in that advisory board’s policies and procedures as adopted by the Board of Commissioners. Section 11: Administration and Policy Updates A. Record Keeping 58 16 1. Official Records – Advisory board shall maintain accurate and complete records of all meetings, including agendas, minutes, attendance, reports, recommendations, and other relevant documentation. The staff liaison shall be responsible for ensuring that such records are prepared, retained, and submitted to the appropriate County departments in accordance with Person County’s public records retention schedule. 2. Public Access – All records of advisory board meetings and proceedings, unless legally exempt, shall be made available to the public upon request and posted on the County website. Minutes shall be approved by the advisory board and archived by the staff liaison. 3. Roster Maintenance – The County Manager's Office shall maintain an up-to-date roster of each advisory board, including member names, appointment dates, term expiration dates, geographic representation (if applicable), and contact information. Advisory board rosters shall be reviewed and updated at least annually and made available to the public via the County website or other media. B. Oversight and Policy Management 1. Policy Oversight – The County Manager’s Office shall be responsible for the administration and oversight of this Advisory Board Policy. This includes ensuring compliance with application process, training requirements, and recordkeeping practices across all advisory boards. 2. Staff Liaison Coordination – County staff assigned as liaisons to advisory boards shall serve as the primary point of contact for policy questions and operational guidance. Liaisons are responsible for supporting compliance with open meetings and public records laws, coordinating onboarding and training, and assisting with the preparation of reports, agendas, and meeting logistics. 3. Onboarding Materials – Newly appointed advisory board members shall receive an onboarding packet from the staff liaison. This packet shall include a copy of this policy, the advisory board’s policies and procedures, the current meeting schedule, a roster of members, relevant statutes or ordinances, and contact information for the chair and County staff support. Members are required to review these materials and sign an acknowledgment form confirming receipt and understanding as a condition of active service on the advisory board. C. Policy Review and Updates 1. Review Cycle – This Advisory Board Policy should be subject to a periodic review no less than once every four (4) years to ensure continued relevance, legal compliance, and alignment with County goals and public engagement practices. 2. Inactive Advisory Board Review – The County Manager's Office shall monitor the activity of all advisory boards. Advisory boards that have not convened a meeting for twelve (12) consecutive months or more may be referred to the Board of Commissioners for evaluation. The Board of Commissioners may determine whether such advisory boards should be restructured, reactivated, merged, or dissolved in accordance with this policy. 3. Amendments – The Board of Commissioners reserves the right to amend this policy at any time. All amendments shall be adopted by majority vote of the Board of Commissioners during a public meeting and shall take effect upon approval unless otherwise specified. 59 17 4. Notification of Changes – In the event of a policy update or amendment, all advisory board members and staff liaisons shall be notified in writing and provided with a revised version of this policy. Members may be asked to re-acknowledge receipt and understanding of the policy following significant changes. Section 12. Limitation of Power and Authority A. Nothing contained in this Advisory Board Policy shall be construed to conflict with any North Carolina law or Person County ordinance. Should there be an appearance of conflict, the appropriate North Carolina law or Person County ordinance shall prevail. B. The activities of the advisory board shall, at all times, be conducted in accord with applicable Federal law, North Carolina law, and Person County ordinances. C. Advisory Boards, the Board of Adjustment, the Board of Equalization and Review, and any members thereof shall not (and shall not have the express or implied authority to): 1. Incur expenses or obligate Person County in any manner. a. Any expense incurred must have been pre-approved either through the department head overseeing the advisory board’s budget, the Board of Commissioners, or the County Manager. b. It is specifically acknowledged that no member of an advisory board has the authority, express or implied, to, contractually or otherwise, bind Person County. 2. Identify or release any draft document that has not been approved for release by the Board of Commissioners or County Manager. 3. Take positions, in their capacity as an advisory board member, on any political issue or support or oppose any candidate for public office. 4. Independently investigate resident complaints against Person County, any department, or any employee of a department. 5. Conduct any activity that might constitute or be construed as an official governmental review of departmental or employee actions. 6. Conduct any activity that might constitute or be construed as the establishment of Person County or departmental policy. 7. Violate the confidentiality of any information related to matters involving pending or forthcoming civil or criminal litigation. 8. Engage in any act to impose or attempt to impose discipline on any advisory board member, department, or employee. 9. Interfere, attempt to interfere, or involve themselves in any way in staff personnel matters, regardless of the nature of the matter. 60 18 Policy Acknowledgement I acknowledge that I have received and read the Person County Advisory Board Policy. I understand the expectations outlined in the policy and agree to abide by them during my service on the advisory board. Name (Print): Signature: Date: 61 1 [Advisory Board Name] Policies and Procedures Section 1: Scope A.Purpose 1.To establish a policy and procedure by which the Person County Board of Commissioners (“BOC”) will set the specific policies and procedures governing the [Advisory Board Name]. B.Authority 1.The Person County Advisory Board Policy serves as the underlying policy document to which the [Advisory Board Name], in addition to this Policies and Procedures document, is subject. 2.In the event that there is a conflict between the Person County Advisory Board Policy and this Policies and Procedures document this Policies and Procedures document shall control. C.Charge The charge of the [Advisory Board Name] is as follows: 1.To advise the BOC on matters of concern regarding [Subject] in Person County. 2.To work with the [Department] Director (or designee) on various policy concerns and issues regarding [Subject]. Section 2. Goals and Objectives A.Goals The [Advisory Board Name] shall work to: 1.[Goal 1] 2.[Goal 2] 3.[Goal 3] B.Objectives The [Advisory Board Name] shall undertake the following objectives toward these goals: 1.[Objective 1] 2.[Objective 2] 3.[Objective 3] Section 3. Membership A.Authority 1.North Carolina General Statute §153A-76 grants boards of county commissioners the authority to establish advisory boards and to appoint members to and remove members from those advisory boards. 2.North Carolina General Statute §[Statute Number] provides for the [establishment, appointment of members, the composition of members, etc.] for [Advisory Board Type]. B.Composition 1.The [Advisory Board Name] is composed of [Number] voting members. 2.Members shall consist of: a.[1] b.[2] 62 2 c. [3] 3. Terms [IF NEEDED] a. Each advisory board member shall serve [Details]. 4. The elected officers of the [Advisory Board Name] shall consist of Chair, [Vice-Chair, and Secretary]. Section 4. Staffing A. Person County staff from the [Department] shall serve as staff support to the [Advisory Board Name], contingent upon the approval of the County Manager. Section 5. Meetings A. Regular meetings shall be held on the [Day] of each [Frequency] at [Time] in [Location] unless stated otherwise in the adopted meeting schedule. B. The order of business at regular meetings shall be as follows: [Edit the Order of Business for the specific advisory board.] 1. Call to Order 2. Consideration of additions or changes to the agenda 3. Call for approval of minutes of previous meeting 4. Public Hearings 5. Items for Decision 6. Informational Items 7. Reports 8. Closed Session(s) (if applicable) 9. Adjournment Section 6. Subcommittees A. Committees shall consist of no fewer than [Number] members. Section 7. Orientation and Training A. Within [Number] months of their appointment to the [Advisory Board Name], each member shall attend an orientation presented by the [Advisory Board Name] Chair (or another officer) and the [Department] Director (or designated staff) to familiarize the advisory board member with the operation of County government, the department organization and policies, and the operating procedures of the [Advisory Board Name]. Section 8. Bylaws A. Any bylaws previously adopted by the [Advisory Board Name] are void. Procedure shall be governed solely by this Policies and Procedures document and the Person County Advisory Board Policy. B. Should the [Advisory Board Name] determine modifications to policies and procedures are advisable the [Advisory Board Name] may petition the BOC for modifications. Approved by the Board of Commissioners [Date]. 63 APPLICATION FOR APPOINTMENT TO PERSON COUNTY AUTHORITIES, BOARDS, COMMISSIONS, AND COMMITTEES Mail to: Fax to: County Manager’s Office 304 South Morgan Street, Room 212 Roxboro, North Carolina 27573-5245 (336) 599-1609 *Any information submitted in this application is subject to N.C. Public Record Law (General Statute Chapter 132). All applications from interested residents will be kept on file for one year from the date of application. Date: Full Name: Address: City: NC Zip: Primary Phone: Email Address: Educational Background: Employer: Job Title: Name(s) of Authority, Board, Commission, or Committee you are applying for: List any Authorities, Boards, Commissions, or Committees you are presently serving on: INTERESTS AND EXPERIENCES List any relevant qualifications that you possess (Areas of Expertise, Interests, and Skills) Briefly explain any anticipated conflict of interest you may have if appointed: FLIP TO BACK 64 Briefly describe any civic involvement and organizations you serve: Why do you wish to serve Person County in this capacity? ☐ I acknowledge that I have read the Person County Advisory Board Policy. I understand the expectations outlined in the policy and agree to abide by them if appointed to an advisory board. SIGNATURE: Any questions, please call County Manager’s Office at (336) 597-1720 End of Application 65 RESOLUTION TO ADOPT THE PERSON COUNTY ADVISORY BOARD POLICY WHEREAS, the Person County Board of Commissioners recognizes the value of advisory boards and committees in supporting transparent, informed, and community‑driven decision‑making; and WHEREAS, advisory boards serve as an important conduit for resident input, subject‑matter expertise, and civic engagement in matters affecting Person County; and WHEREAS, the Board of Commissioners finds it necessary to establish a consistent, clear, and comprehensive policy governing the creation, structure, operation, and dissolution of advisory boards to ensure accountability, efficiency, and alignment with County priorities; and WHEREAS, County staff have prepared a new Person County Advisory Board Policy that outlines standard practices regarding membership requirements, appointment and reappointment procedures, attendance expectations, reporting obligations, and operational guidelines for all County advisory boards; and WHEREAS, the Board of Commissioners has reviewed the proposed Advisory Board Policy and finds that its provisions will enhance the effectiveness of advisory boards and improve coordination between the Board of Commissioners, County departments, and participating volunteers. NOW, THEREFORE, BE IT RESOLVED that the Person County Board of Commissioners hereby adopts the Person County Advisory Board Policy as presented, to be effective January 1, 2027; and BE IT FURTHER RESOLVED that all existing advisory boards shall propose Policies and Procedures that align with the adopted policy within the timeframe directed by County administration; and BE IT FURTHER RESOLVED that any and all resolutions, policies, or portions thereof previously adopted by the Person County Board of Commissioners that conflict with the newly adopted Advisory Board Policy are hereby repealed and rendered null and void, effective January 1, 2027; and BE IT FINALLY RESOLVED that County staff are directed to implement, maintain, and periodically review the Advisory Board Policy and recommend updates to the Board of Commissioners as needed to support best practices and community engagement. Adopted this, the ___ day of ____________, 2026. Kyle Puryear, Chairman Person County Board of Commissioners Attest: Michele Solomon, NCCCC Clerk to the Board 66