CALL TO ORDER... Chairman Newell

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1 PERSON COUNTY BOARD OF COUNTY COMMISSIONERS MEETING AGENDA 304 South Morgan Street, Room 215 Roxboro, NC Fax June 20, :00am CALL TO ORDER... Chairman Newell INVOCATION PLEDGE OF ALLEGIANCE DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA INFORMAL COMMENTS The Person County Board of Commissioners established a 10 minute segment which is open for informal comments and/or questions from citizens of this county on issues, other than those issues for which a public hearing has been scheduled. The time will be divided equally among those wishing to comment. It is requested that any person who wishes to address the Board, register with the Clerk to the Board prior to the meeting. ITEM #1 DISCUSSION/ADJUSTMENT/APPROVAL OF CONSENT AGENDA A. Approval of Minutes of May 23, 2016, B. Approval of Minutes of June 6, 2016, C. Budget Amendment #20, D. Timberlake Firefighters Relief Fund Board of Trustees Appointments, E. United Way Grant for FY Sherriff s G.R.E.A.T. Summer Camp, F. Renewal of Joint Use Agreements between Person County and the Board of Education, G. Tax Adjustments for the month of June 2016 a. Tax Releases, and b. NC Vehicle Tax System pending refunds 1

2 UNFINISHED BUSINESS: NEW BUSINESS: ITEM #2 Senior Center Design Development Update. Heidi York ITEM #3 Person County Juvenile Crime Prevention Council Funding Recommendations for FY John Hill ITEM #4 Fiscal Year Budget Ordinance Heidi York & Amy Wehrenberg ITEM #5 Mt. Tirzah Tower Exemption.. Sybil Tate ITEM #6 Designate NACo Voting Delegate for the 2016 Annual Conf.. Chairman Newell ITEM #7 Appointments to Boards and Committees. Brenda Reaves ITEM #8 EMS Operational Medical Director Contract... Doug Young ITEM #9 911 CAD Product Procurement Public Notice.. Doug Young ITEM #10 Call for Public Hearing to Amend Person County s Ambulance Franchise Ordinance... Doug Young CHAIRMAN S REPORT MANAGER S REPORT COMMISSIONER REPORTS/COMMENTS CLOSED SESSION#1 Closed Session per General Statute (a)(6) for the purpose to discuss personnel with the following individuals permitted to attend: County Manager, Heidi York and Clerk to the Board, Brenda Reaves. Note: All Items on the Agenda are for Discussion and Action as deemed appropriate by the Board. 2

3 PERSON COUNTY BOARD OF COMMISSIONERS MAY 23, 2016 MEMBERS PRESENT OTHERS PRESENT David Newell, Sr. Tracey L. Kendrick Jimmy B. Clayton Kyle W. Puryear B. Ray Jeffers Heidi York, County Manager Brenda B. Reaves, Clerk to the Board The Board of Commissioners for the County of Person, North Carolina, met in recessed session on Monday, May 23, 2016 at 6:00pm in the Commissioners meeting room in the Person County Office Building for the purpose of a budget work session. Chairman Newell called the recessed meeting to order. County Manager, Heidi York presented the following items for discussion which were identified during the individual commissioner budget briefings. 1. Personnel Positions Ms. York presented the following handout related to County personnel positions for Board discussion and consideration. Ms. York said she did not consider any requests for new full-time positions and had evaluated every vacancy to determine a restructure. Ms. York s proposed budget requested the Board to consider reducing six full-time positions; these included three vacant positions in Tax, General Services and Person Area Transportation System (PATS), two transitional positions in the Register of Deeds (ROD) and Person Industries and one grant funded position in the 4-H YES program due to reallocation of funding. Ms. York stated that the ROD Amanda Garrett and the PATS Director, Kathy Adcock were not in agreement with the Manager s proposed budget and both were available in the audience to answer questions. They both wanted to provide the Board with justification to keep the positons in the budget. Ms. York stated the handout included ridership data for PATS and workload data comparing real estate documents only for the ROD office. May 23,

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5 ROD Amanda Garrett and ROD Elect Tonya Wilson both appeared before the Board to advocate the need for the position proposed to cut. Person County is a Race to the Courthouse County. Race to the courthouse is an informal name used to describe the rule in some jurisdictions that the first conveyance instrument, mortgage, lien or judgment to be filed with the appropriate recorder's office, will have priority and prevail over documents filed subsequently, irrespective of the date of execution of the documents at issue. Ms. Garrett conveyed that in her almost 24 years of service, there has been a need for the ROD plus three staff. Currently the ROD has an Assistant Register of Deeds and two deputies. Through discussion, it was determined that the proposed cut position would be filled with a lesser grade of 61 therefore the remaining FY funding needed would be $24,543 and recurring cost for 12 months for FY would equate to $42,074 per the Finance Director, Amy Wehrenberg. Vice Chairman Kendrick stated his preference to leave the ROD position out of the budget as proposed, noting it could be added back in later, if proved to be needed, noting the economic climate of Person County he was inclined to cut more from the budget and was against adding anything back into the budget. Commissioner Jeffers advocated that the positon was workload justified. A motion was made by Commissioner Jeffers to fund a Register of Deeds Deputy position at a grade 61, funding $24,543 for seven months using undesignated contingency. Commissioner Puryear respectively asked Commissioner Jeffers to table his motion until the Board s scheduled work session on June 7, 2016 at which time the Board would have heard all comments related to the budget for consideration. Commissioner Jeffers agreed to table the motion until June 7, PATS Director, Kathy Adcock told the Board her department lost a position in the last budget process. Ms. Adcock said she currently has seven full-time and eight part-time positions. Ms. Adcock confirmed the proposed cut position was funded 100% with local funds in the amount of $39,113. PATS currently transports individuals on approximately 4,000 trips per month. Commissioner Clayton asked consideration from the Board to reinstate the cut Environmental Health position. Economic Development Director, Stuart Gilbert requested Board consideration to move his part-time Administrative Assistant position to full-time status. To increase to full-time status in FY the cost would be $28,975 with a recurring cost of $44,948. May 23,

6 Ms. York corrected an oversight in the Manager s proposed budget noting she had not included $56,633 for the District Attorney (DA), Wallace Bradsher s Head Administrative Liaison Officer (HALO) position when in fact the County entered into an agreement for two years. DA Bradsher stated a full-year with the HALO staff in place was coming up in September 2016, at which time, he wanted to come before the Board to give an annual report. His preliminary report noted a reduction in average daily inmates from 115 to 75; he further noted that approximately inmates of the 75 daily average are participants in the state misdemeanant program. DA Bradsher stated this reduced average daily inmates results in a savings to the County due to the HALO position expediting the process for the inmates getting the needed services. 2. Education Funding Person County Schools Superintendent Danny Holloman requested the Board for additional funding over the current fiscal year. Total funding recommended by the Manager included the following: $9,376,614 for current expense, $159,000 for capital, $419,014 for technology capital, $1,048,925 for CIP, and $795,722 for debt service The recommended budget totaled $11,799,275 as compared to $10,371,003 in the current fiscal year. Mr. Holloman noted the growth of the two charter schools in the county has impacted the number of students attending the traditional schools; approximately 700 students currently attend the two charter schools in Person County. According to projections from the Department of Public Instruction, 1,100 Person County students will enroll in charters, both located inside and outside the county. Mr. Holloman noted he uses the ADM formula to determine the cost-per-student funding. Approximately $1.7M to $1.9M of the district s current expense followed the students to the charter schools. Mr. Holloman indicated his personnel was already lean noting his custodians were individually cleaning 30,000 sq. ft. or more and that he only had two landscaping staff to maintain all grounds maintenance. Mr. Holloman thanked the Board for their previous support noting if the Board could increase the school s funding it would be much appreciated and if not, he would do the best he could with what he had. May 23,

7 3. Volunteer Fire Department Funding Commissioner Jeffers noted the updated radio equipment was increasing the budget but he felt all volunteer fire departments are not created equal, i.e. Timberlake Volunteer Fire Department has significant higher call volume. Commissioner Jeffers suggested the Board to review other criteria to set the funding. Chairman Newell added that each station should be evaluated individually. County Manager, Heidi York gave the Board the following handout: May 23,

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9 4. Vehicles County Manager, Heidi York shared the following handout related to the County s Vehicle Replacement Policy. Doug Young, Emergency Management Director and Greg White, EMS Operations Manager answered questions related to the larger or smaller version of the ambulances used. The smaller van type was not recommended by staff due to the confined working space, but was viewed a good fit for transports only. The larger international truck was purchased under previous management and thought to have a longer life however, Mr. Young noted maintenance costs are double the other trucks used. Mr. Young told the group that the County has refurbished a truck with new wiring and chassis. May 23,

10 Chairman Newell inquired if staff knew how many calls each truck answered. Vice Chairman Kendrick asked if staff knew how many calls were transport only versus used for an emergency call. Both Mr. Young and Mr. White stated the trucks were rotated in use based on availability. Transports have increased due to the situation with WASS. Mr. Young stated he would be bringing two applicants for franchises before the Board soon. Commissioner Clayton described the fleet rotation program that the County tried to implement but due to the recession was not able to do so. The plan was to buy new vehicles on the state pricing scale and before the warranty expired, rotate the vehicle to surplus to sale, so to have a good return on investment. 5. Summary of Adjustments to the Recommended Budget The only change to the Recommended Budget was to add $56,633 to the budget that was left out for the HALO position. ADJOURNMENT: A motion was made by Commissioner Jeffers and carried 5-0 to adjourn the meeting at 8:18pm. Brenda B. Reaves Clerk to the Board David Newell, Sr. Chairman (Draft Board minutes are subject to Board approval). May 23,

11 PERSON COUNTY BOARD OF COMMISSIONERS JUNE 6, 2016 MEMBERS PRESENT OTHERS PRESENT David Newell, Sr. Tracey L. Kendrick Jimmy B. Clayton Kyle W. Puryear B. Ray Jeffers Heidi York, County Manager C. Ronald Aycock, County Attorney Brenda B. Reaves, Clerk to the Board The Board of Commissioners for the County of Person, North Carolina, met in regular session on Monday, June 6, 2016 at 7:00pm in the Commissioners meeting room in the Person County Office Building. Chairman Newell called the meeting to order. Vice Chairman Kendrick gave an invocation and Judge Mark Galloway led the group in the Pledge of Allegiance. DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA: Chairman Newell requested a Closed Session related to economic development be added to the agenda. A motion was made by Commissioner Puryear and carried 5-0 to add a Closed Session to the agenda and to approve the agenda as adjusted. RECOGNITION: RESOLUTION OF APPRECIATION: Chairman Newell read and presented a Resolution of Appreciation to Person County Retiree, Judith Shepard. June 6,

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13 PUBLIC HEARING: FISCAL YEAR RECOMMENDED BUDGET: A motion was made by Commissioner Jeffers and carried 5-0 to open the duly advertised public hearing for the Fiscal Year Recommended Budget. There were no individuals from the public appearing to speaking in favor of the Fiscal Year Recommended Budget. Speaking in opposition to Fiscal Year Recommended Budget were: Mr. Doug Mabe of 400 Oakland Lane, Roxboro, and President of the Person County Museum Board of Directors requested the Board to consider adding the Museum s contracted service for lawn maintenance in the amount of $11,000 to the County s budget due to the Tourism Development Authority funding to the Museum being reduced thereby making the operations budget of the Museum difficult to sustain. Mr. Mabe commended General Services staff on excellent response to maintain the seven county buildings on the property. Mr. Joe Parrish of 165 Crystal Springs Drive, Timberlake stated concerns related to the County s funding to education noting older textbooks and improper equipment affect student s performance. Mr. Derrick Sims of 2409 Flat Woods Road, Timberlake and the Chairman for the Roxboro Area Chamber of Commerce requested Board support through funding its upcoming 37 th annual Personality event. The Board was given a handout with a letter penned by Mr. Sims requesting funding of $2,500 to support the 2-day family festival. Ms. Estella Poteat of 611 Thaxton Road, Roxboro and a teacher with Person County Schools for 17 years asked the Board to consider additional funding to be appropriated to the Person County Schools budget. Register of Deeds, Amanda Garrett of 50 Jessica Lane, Roxboro restated her plea to the Board to reinstate the proposed cut position in her office. Ms. Garrett stated her knowledge of land and vital records coupled with the proposed less personnel costs through staff transitions and use of her technology fund provided an avenue for the Board to fund a deputy register of deeds positon for seven months so not to diminish services to the public. Judge Mark Galloway of 215 Crestwood, Roxboro advocated for additional funding for the Drug Court Program. Judge Galloway stated a total of $15,000 was needed from the county to sustain the program. The manager had recommended in the budget $10,000 therefore, he was requesting the additional $5,000 be added to the budget. June 6,

14 Ms. Paulina Lopez of 8499 Durham Road, Timberlake addressed the need for updated textbooks that include the Common Core curriculum, the need for more funding for supplies, i.e. copy paper is rationed and by the end there is not enough paper to send home needed copies of homework. Ms. Lopez asked the Board to consider additional funding to Person County Schools to assist with the reductions. A motion was made by Vice Chairman Kendrick and carried 5-0 to close the public hearing for the Fiscal Year Recommended Budget. INFORMAL COMMENTS: There were no comments from the public. DISCUSSION/ADJUSTMENT/APPROVAL OF CONSENT AGENDA: A motion was made by Commissioner Puryear and carried 5-0 to approve the Consent Agenda with the following items: A. Approval of Minutes of May 16, 2016 UNFINISHED BUSINESS: DECISION ON ROADWAY NAME FOR R-2241A: At the Board s May 16, 2016 meeting, Ms. Sallie Vaughn, GIS Manager, appeared before the Board to further discuss the Board s decision on Roadway name for R-2241A (US 501 from NC 49 in Roxboro to South of SR 1502/Mill Creek Rd) and confirmed to the Board that the roadway name of Veterans Memorial Highway was unavailable for Person County s use. Ms. Vaughn noted the roadway name honoring professional golfer and Roxboro native, Jim Thorpe was a viable option. The Board tabled action on this item to this date so that the Thorpe family could be contacted. Commissioner Jeffers stated he had spoken with Mr. Jim Thorpe who was honored to have the roadway named after him. A motion was made by Commissioner Jeffers and carried 5-0 to submit to NC DOT the roadway name of Jim Thorpe Highway for R-2241A. June 6,

15 NEW BUSINESS: HOME & COMMUNITY CARE BLOCK GRANT FUNDING : Maynell Harper, Aging Services Director for the Person County Senior Center requested Board approval of the Home & Community Care Block Grant (HCCBG) Committee s funding allocation recommendation for Fiscal Year Ms. Harper stated the Person County HCCBG Committee recommended Person County s allotment of $333,975 to be appropriated as follows: o $297,238 to the lead agency, Person County Senior Center for mandated services including Congregate and Home Delivered Nutrition, Transportation, In-Home Aide II and III, Home Care, Consumer Directed Services and Operations. o $36,737 to Person County Department of Social Services for In-Home Aide services. A motion was made by Commissioner Jeffers and carried 5-0 to approve the Home & Community Care Block Grant Funding for Fiscal Year as presented. June 6,

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19 LEASE BETWEEN PIEDMONT COMMUNITY COLLEGE AND PERSON COUNTY GOVERNMENT FOR THE WORKFORCE DEVELOPMENT CENTER SPACE: County Manager, Heidi York stated at the May 2, 2016 Board meeting, staff was directed to develop a lease agreement between the County and Piedmont Community College (PCC) for the Workforce Development Center, located at the Huck Sansbury Complex. Ms. York presented a proposed lease to formalize PCC s use of the space for workforce development training needs as well as authorizes PCC to sublease and collect rental fees for the space to other workforce development entities. Ms. York noted the proposed lease was for a five year period with a termination clause by either party with a 90-day notice. Vice Chairman Kendrick noted his opposition to PCC receiving $250 per month rental fees because it is a county facility paid for by the taxpayers of Person County. A motion was made by Vice Chairman Kendrick and carried 5-0 to accept the Lease Agreement between Piedmont Community College and Person County Government with one change that the $250 per month rent collected be given to the Person County s General Fund. June 6,

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22 FARMLAND PRESERVATION PLAN: Cooperative Extension Director, Paul Westfall presented the Farmland Preservation Plan to the Board for approval. In FY2015, the Board approved a grant request to apply for funding to create a Farmland Preservation Plan (FPP). The State awarded Person County $14,000 to create the plan (an additional $2,000 was provided by the County and community groups provided another $4,000). A stakeholder group was appointed to oversee the development of the plan. Mr. Westfall stated since its first meeting, the FPP stakeholder group has focused on the economic impact of agriculture in Person County. The plan presented to the Board reflected that focus and suggested ways to continue to grow the agricultural economy in the county. According to 2012 Census of Agriculture, there were 395 farms encompassing 92,521 acres in Person County. Cash receipts to farms exceeded $41M and, according to the Department of Agricultural and Resource Economics at NC State University, the calculated value-added impact of agriculture and forestry on the Person County economy was $90.7M. That report also showed that Person County agriculture and agribusiness accounted for 11.2% of employment (848 hired workers) with a $6.5M payroll in the county. With more than three million potential customers within a 2-hour drive, Person County is positioned to be a major agricultural destination and supplier of agricultural commodities. Mr. Westfall noted challenges to ag economic development include start-up costs, competing land uses, labor availability and costs, changing markets, and farm transition. Mr. Westfall stated the data for the FPP was collected through interviews and survey from over 200 farmers, foresters, agribusiness owners/operators, and agriculture related individuals in the county. Based on the collected data and input from the stakeholder group, the following list details top priorities for promoting agricultural economic development: 1. Incorporate the FPP Action Plan into the regular work of the Person County Agricultural Advisory Board, 2. Hire a full-time Ag Economic Development Officer through grant funds, 3. Present the state of Person County Agriculture report to the Board on an annual basis, 4. Offer an annual farm transition workshop, labor issues forum, networking event for existing farmers, 5. Work with Piedmont Community College to offer classes such as a sustainable ag, crop diversification, and farm equipment repair for new farmers, 6. Plan for expansion of agribusiness and agritourism using planning tools, 7. Develop a funding mechanism for new ag business ventures, 8. Invest in ag infrastructure, such as a refrigeration facility, value-added processing facility, or a large equipment co-op, and 9. Launch a Person County Foods marking campaign. A motion was made by Commissioner Jeffers and carried 5-0 to approve the Farmland Preservation Plan as presented. June 6,

23 CHAIRMAN S REPORT: Chairman Newell had no report. MANAGER S REPORT: County Manager, Heidi York reported the Board s next scheduled budget work session would be held on June 7, 2016 at 9:00am. Ms. York reported a budget transfer in the amount of $4,452 from General Services to Planning & Zoning to remedy a chronic violator of the County s ordinance whereby the County would purchase and install a fence to properly screen the nuisance; the property owner has agreed to reimburse the county on a payment schedule prior to a lien being enforced. COMMISSIONER REPORT/COMMENTS: Commissioner Jeffers had no report. Commissioner Clayton commented that Congressman Mark Walker presented the Distinguished Service Cross to the family of World War I veteran Jessie Lunsford at the Person County Museum. Commissioner Puryear commented that on June 11, 2016 S. P. Gentry s Store would be recognized for its 100 th anniversary in business from 12:00noon to 4:00pm. Vice Chairman Kendrick had no report. CLOSED SESSION #1 A motion was made by Vice Chairman Kendrick and carried 5-0 to enter Closed Session per General Statute (a)(4) for the purpose of discussion of matters relating to the location or expansion of industries or other businesses in the county (economic development) at 8:03pm with the following individuals permitted to attend: County Manager, Heidi York, Clerk to the Board, Brenda Reaves, County Attorney, Ron Aycock, Summer Intern, Ellis Johnson and Economic Development Director, Stuart Gilbert. Chairman Newell called the Closed Session to order at 8:07pm. A motion was made by Vice Chairman Kendrick and carried 5-0 to return to open session at 8:21pm. June 6,

24 Vice Chairman Kendrick stated that he, Chairman Newell and County Manager, Heidi York met with Jason Simmons, an Intergovernmental Affairs representative for Person County on behalf of Governor McCrory, whereby the group discussed topics including the Falls Watershed rules, coal ash, and economic development. Vice Chairman Kendrick noted Mr. Simmons had set up a meeting with the Secretary of the Division of Environmental Quality for June 16, 2016 at 10:00am in Raleigh and he invited the other board members to consider attending. RECESS: A motion was made by Vice Chairman Kendrick and carried 5-0 to recess the meeting at 8:28pm until June 7, 2016 at 9:00am. Brenda B. Reaves Clerk to the Board David Newell, Sr. Chairman (Draft Board minutes are subject to Board approval). June 6,

25 BUDGET AMENDMENT 6/20/2016 Dept./Acct No. Department Name Amount EXPENDITURES Incr / (Decr) General Fund Public Safety 41,485 REVENUES General Fund Intergovernmental 31,392 Charges for Services 9,082 Other Revenues 1,011 Explanation: Adjust for overtime and fringe benefit overages in the Sheriff's department ($6,732); adjust for part-time and fringe benefit overages in the Judicial department ($5,593); increase 4H YES budget for employee annual and sick leave payout ($17,375); increase in Animal Services Spay and Neuter reimbursement funds ($1,874); increase in JCPC grant funding for Roots and Wings parenting and mentoring programs ($8,900); receipt of vehicle insurance claim check for the EMS department ($1,011). BA-2025

26 AGENDA ABSTRACT Meeting Date: June 20, 2016 Agenda Title: Timberlake Firefighters Relief Fund Board of Trustees Appointments Summary of Information: The Firefighters Relief Fund and Rescue Relief Fund programs are designed to financially assist firefighter and rescue personnel in the event of In-Line of Duty injury or death. It may also be used for supplemental retirements, educational benefits and to purchase other insurance/pension plans. A local Firefighters' Relief Fund Board of Trustee's shall be elected/appointed to control the local funds. The Firefighters' Relief Fund Board of Trustee's is comprised of five (5) people: two shall be elected by the fire department and shall either be a resident of the fire district or an active or retired member of the fire department; two shall be elected by the County governing body (or by the City governing body, if located inside the City), and members appointed pursuant to this section shall be residents of the fire district; and one shall be appointed by the Insurance Commissioner. The member appointed pursuant to this section shall be either a resident of the fire district or an active or retired member of the fire department. One of the local relief fund board members will be chosen to serve as the Firefighters' Relief Fund Treasurer. The state provides a bond to cover Treasurers of local Firefighters' Relief Funds. Timberlake Volunteer Fire Department Chief, Jason Fletcher and Deputy Chief/President Timberlake Fire & Rescue Relief Fund, Todd Lane request the Board of Commissioners to appoint the following residents of their fire district to their Firefighters Relief Fund Board of Trustees: 1) Billy Timberlake for 1-year term (2016) 2) Thomas Drumwright for 2-year term ( ) Recommended Action: Appoint Billy Timberlake for a 1-year term (2016) and Thomas Drumwright for a 2-year term ( ) to the Timberlake Firefighters Relief Fund Board of Trustees Submitted By: County Manager, Heidi York 26

27 AGENDA ABSTRACT Meeting Date: June 20, 2016 Agenda Title: United Way Grant for Fiscal Year Sheriff s G.R.E.A.T. Summer Camp Summary of Information: $10,000 Grant has been awarded with a 0% match to run 4 weeks of G.R.E.A.T. camp that serves 220 youth. Recommended Action: approve and accept grant from United Way Submitted By: Captain Kevin Crabtree 27

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33 AGENDA ABSTRACT Meeting Date: June 20, 2016 Agenda Title: Renewal of Joint Use Agreements between Person County and the Board of Education Summary of Information: Renewal of the facility Joint Use Agreement between the Person County Recreation, Arts, and Parks Department and the Person County Board of Education. The only change in the attached document is the location of the Person County Learning Academy. The Person County Learning academy is no longer operated from the Old Helena School Park site and is now located at 361 Virgilina Road, Roxboro, NC This Joint Use Agreement has been in place since 2006 and is very beneficial to both the Person County School System and the Person County Parks and Recreation Department by allowing additional program and recreational space to our citizens. Recommended Action: Chairman. Approval from the Board of Commissioners and signature from the Submitted By: John A. Hill, Director of Parks and Recreation 33

34 NORTH CAROLINA PERSON COUNTY LEASE AND JOINT USE AGREEMENT THE LEASE AND JOINT USE AGREEMENT, made and entered into this First day of July, 2016, by and between the Person County Board of Commissioners (hereinafter the County ), and the Person County Board of Education, a body corporate of the State of North Carolina (hereinafter referred to as the Board ): WITNESSETH: WHEREAS, the County and Board wish to work together to develop joint school/park facilities for the recreational use of the residents of the community; and WHEREAS, the County has requested that the Board grant it permissive use of the recreation areas located on the Earl Bradsher Pre-School Center campus, the Person County Learning Academy campus, the Northern Middle School campus, the Person High School campus, and the Southern Middle School campus, described in Exhibits A through E attached; (collectively, the Joint Use Property ); and WHEREAS, the Board finds that the use of the Joint Use Property is not necessary for public school purposes during the term of the Agreement and that the use of the Joint Use Property by the County is in furtherance of the principles of the Community Schools Act; and WHEREAS, the parties hereto have mutually agreed to the terms of this Agreement as hereinafter set out; NOW, THEREFORE, pursuant to N.C.G.S. Sec. 115C, Article 13; Sec. 115C-518; Sec. 115C-524 and Sec. 160A-274 and in consideration of such other mutual promises and covenants as hereinafter are contained, the Board and the County do hereby agree as follows: 1. The Board leases to the County the recreation areas on the Earl Bradsher Pre-School Center campus, Person County Learning Academy campus, the Northern Middle 34 Lease and Joint Use Agreement RA&P/Lease Agreements 1

35 School campus, the Person High School campus, and the Southern Middle School campus, being the Joint Use Property, as described above. 2. This Agreement shall be for a period of five (5) years from and shall terminate on June 30, County shall be responsible for the following items of maintenance and repair of the Joint Use Property: maintaining the ball playing field during times of use for County Parks and Recreation Department league games which is approximately from March 15 through August 15 of each year and maintenance and clean-up of the concession stands, bleacher areas, and field areas during this period. Board shall be responsible for all other maintenance or repair, including replacement lights at Person High School and Southern Middle School. Board agrees to inspect for safety the lights, bleachers, and concession stands at least annually. 4. The County shall be responsible for the cost of all utilities for the ball fields at Person County Learning Academy, Person High, and Southern Middle Schools. The Board shall be responsible for the cost of all other utilities necessary for the use of the Joint Use Property. 5. The County shall maintain at all times during the term of this Agreement, at its sole expense, liability insurance in the minimum amounts of $500, in the case of injury to one person, $1,000, in the case of injury to more than one person in the same occurrence, and $250, in the case of damage to property caused by the negligence or tort of any agent or employee of the County when acting within the scope of his authority or the course of his employment in performing the activities encompassed within this agreement or about the Joint Use Property. To the extent permitted by law The County shall indemnify, protect and save harmless the Board from and against loss or damage to any equipment or improvements placed by it on the Joint Use Property when said loss or damage does not result from the Board s maintenance or use of the property. In accordance with G.S. 115C-524, the Board 35 Lease and Joint Use Agreement RA&P/Lease Agreements 2

36 shall not be liable for injuries or death of any persons suffered by reason of the County s use or maintenance of the Joint Use Property. 6. The County shall furnish the Board with evidence of all insurance policies required by this Agreement by July 1. The policies shall provide that the insurance shall not be canceled or coverage reduced without the insurance carrier giving thirty (30) days written notice to the Board. The Board shall be named as additional insured to all insurance policies required by the Agreement. 7. The County agrees to plan and coordinate with the Board the construction of any improvements or structures on the Joint Use Property. The Board reserves the right to disapprove such plans, but approval of such plans shall not unreasonably be withheld. Any such plans disapproved by the Board shall not be implemented by the County. 8. The County agrees that the use of the Joint Use Property by the County or under its auspices shall be governed by all relevant Board policies relating to the use of school facilities, including, but not limited to, Board policies prohibiting the use or possession of alcohol or other controlled substances on school grounds. 9. All improvements of the property shall be the property of the Board; however, if the Board decides to dispose of the Joint Use Property, the County shall be entitled to remove improvements placed thereon by the County. 10. The Board and the County hereby agree that during school hours the Superintendent of the Person County Schools System or his designee shall have administrative control of the use of the Joint Use Property and the scheduling of events thereon and that schoolrelated uses shall have first priority, provided, however, that the Superintendent or his designee shall coordinate with the appropriate agent of the County in scheduling school-related activities after school hours. 36 Lease and Joint Use Agreement RA&P/Lease Agreements 3

37 11. The Board hereby agrees that when Joint Use Properties are not being used and are not needed for school purposes, Joint Use Properties may be used for non-school community activities by the County. By way of illustration such times may be during summer vacation, during school holidays, during weekends, in the afternoons and evenings and at such other times when used by a non-school group would not interfere with the maintenance or use of the Joint Use Property for school purposes. All nonschool community use of said facilities by the County must be approved by the Board, provided, however, the Board hereby delegates the right of such approval to the Superintendent or his designee. 12. The Board or its designated agent shall plan with the County and its designated agent(s) to ensure maximum recreational use of Joint Use Property during those times when they are not used and not needed for school purposes. 13. The County agrees to pay the Board the sum of One Dollar ($1.00) per year for the rental of Joint Use Property, the first year s rent payable upon the execution of this instrument and each subsequent year s rent payable in advance on or before July 1 of each subsequent year. 14. The parties reserve the right to terminate this agreement upon thirty (30) days written notice to the other party or for substantial violation of the terms and conditions herein provided. 15. Any holding over after the expiration of the term hereof, without the consent of the Board, shall be construed to be a tenancy at will at the rents herein specified, so far as applicable. However, no holding over shall result in the waiver, loss or diminution of any of the Board s rights either under the terms of this Agreement or under applicable law. 37 Lease and Joint Use Agreement RA&P/Lease Agreements 4

38 IN WITHESS THEREOF, the Person County Board of Education has caused this agreement to be signed in its name by its Chairman, attested by its Secretary, and sealed with its corporate seal, and the County has caused this Agreement to be singed in its name by its Chairman, attested by its Clerk and sealed with its official seal, and all authority duly given, the day and year first above written. PERSON COUNTY BOARD OF EDUCATION PERSON COUNTY BOARD OF COMMISSIONERS BY: Gordon Powell, Chairman BY: David Newell, Sr., Chairman ATTEST ATTEST Dan Holloman, Secretary Brenda Reaves, Clerk to the Board 38 Lease and Joint Use Agreement RA&P/Lease Agreements 5

39 LEASE AND JOINT USE AGREEMENT EXHIBITS EXHIBIT A Person County Learning Academy located at 361 Virgilina Road, Roxboro NC, EXHIBIT B EXHIBIT C EXHIBIT D EXHIBIT E Northern Middle School recreation area includes the baseball/softball field, gym, and football field. Southern Middle School recreation area includes the baseball/softball field, gym, and football field. Person High School recreation area includes only the football stadium, the baseball field, the softball field, gyms, and the tennis courts. Earl Bradsher Pre-School Center recreation area includes the soccer field, and gym/auditorium 39 Lease and Joint Use Agreement RA&P/Lease Agreements 6

40 NORTH CAROLINA PERSON COUNTY LEASE AND JOINT USE AGREEMENT THIS LEASE AND JOINT USE AGREEMENT, made and entered into this first day of July, 2016, by and between the Person County Board of Commissioners (hereinafter the County ), and the Person County Board of Education, a body corporate of the State of North Carolina, (hereinafter referred to as the Board ). WITNESSETH: WHEREAS, the County and the Board wish to work together to develop joint school/park facilities for the recreational use of the residents of the community; and WHEREAS, the Board has requested that the County grant it permissive use of the recreation areas located at Olive Hill Park, Longhurst Park, Allensville Park, Hurdle Mills Park, Mt. Tirzah Park, Huck Sansbury Recreation Complex and Annex, Mayo Park Facilities including the Environmental Education and Community Center and Amphitheater and the Kirby Civic Auditorium and Gallery in Person County, North Carolina, (collectively, including any improvements or facility located thereon, the Joint Use Property). WHEREAS, the parties hereto have mutually agreed to the terms of this Agreement as hereinafter set out; NOW, THEREFORE, in consideration of the mutual promises and covenants as hereinafter are contained, the Board and the County do hereby agree as follows: 1. The County leases to the Board the Joint Use Properties for use by the Board such times and for such durations as said facilities are not required for County use. 2. This Agreement shall terminate on June 30, County shall be responsible for basic maintenance and repair of the Joint Use Properties; however, Board agrees to provide adequate repairs for damages caused to the Joint Use properties as a direct result of their use by the Board. The Board shall be responsible for providing lines as needed for Board use on the various playing fields. 4. The Board shall maintain at all times during the term of this Agreement, at its sole expense, liability insurance in the minimum amounts of $500, in case of injury to one 40

41 person, $1,000, in the case of injury to more than one person in the same occurrence, and $250, in the case damage to property caused by the negligence or tort of any agent or employee of the Board when acting within the scope of his authority or the course of his employment in performing the activities on or about the Joint Use Property. The Board shall indemnify the County from and against any claims for injury or loss to person or property arising out of the Board s use, supervision, or maintenance of the Joint Use Property. To the extent permitted by law The Board shall indemnify, protect and save harmless the County from and against loss or damage to any equipment or improvements placed by the Board on the Joint Use Property when said loss or damage does not result from the County s maintenance or use thereof. The County shall not be liable for injuries to death of any persons suffered by reason of the Board s use or maintenance of the Joint Use Property. 5. The Board shall furnish the County with evidence of all insurance policies required by the Agreement by July 1. The policies shall provide that the insurance shall not be canceled or coverage reduced without the insurance carrier giving thirty (30) days written notice to the County. The County shall be named as additional insured on all insurance policies required by this agreement. 6. The Board agrees to plan and coordinate with the County the construction of any improvements or structures on the Joint Use Property. The county reserves the right to disapprove any such plans, but approval of such plans shall not unreasonably be withheld. Any such plans disapproved by the County shall not be implemented by the Board. 7. The Board agrees that the use of the Joint Use Property by the Board or under its auspices shall be governed by all relevant County policies relating to the use of County property. 8. All improvements on or to Joint Use Property shall be the property of the County; however, if the County decides to dispose of the Joint Use Property the Board shall be entitled to remove improvements placed thereon by the Board. 9. The Board and the County hereby agree that the Person County Director of Parks and Recreation or his designee shall have administrative control of the use of the Joint Use Property and the scheduling of events thereon and that County Recreation Department uses shall have first priority, provided, however, that the Parks and Recreation Director or his designee shall coordinate with the appropriate agent of the Board in scheduling school-related activities. 10. The County hereby agrees that when Joint Use Properties are not being used and are 41

42 not needed for County recreation purposes, they may be used for school activities by the Board. All school use of said facilities by the Board must be approved by the County, the County Manager, County Parks and Recreation Director or his designee. 11. The Board agrees to pay to the County the sum of One Dollar ($1.00) per year for the rental of the Joint Use Property, all rent shall be paid upon the execution of this instrument and each subsequent year s rent payable on or before July 1st of each subsequent year. 12. Each party reserves the right to terminate this Agreement upon thirty (30) days written notice to the other party, or for a substantial violation of the terms and conditions herein provided. 13. Any holding over after the expiration of the term hereof, without the consent of the County, shall be construed to be a tenancy at will at the rents herein specified, so far as applicable. However, no holding over shall result in the waiver, loss or diminution of any of the County s rights either under the terms of this Agreement or under applicable law. IN WITNESS THEREOF, the Person County Board of Education has caused this agreement to be signed in its name by its Chairman, attested by its Secretary, and sealed with its corporate seal, and the County has caused this Agreement to be signed in its name by its Chairman, attested by its Clerk and sealed with its official seal, and by all authority duly given, the day and year first above written. PERSON COUNTY BOARD OF EDUCATION PERSON COUNTY BOARD OF COMMISSIONERS BY: Gordon Powell, Chairman BY: David Newell, Sr., Chairman ATTEST: ATTEST: Dan Holloman, Secretary Brenda Reaves, Clerk to the Board 42

43 AGENDA ABSTRACT Meeting Date: June 20, 2016 Agenda Title: Tax Adjustments for the month of June 2016 Summary of Information: Attached please find the tax releases and NCVTS motor vehicle pending refunds: 1. June 2016 tax releases. 2. June 2016 North Carolina Vehicle Tax System (NCVTS) pending refunds. Recommended Action: Motion to accept reports and authorize refunds. Submitted By: Russell Jones, Tax Administrator 43

44 COSSYS PERSON COUNTY TAX OFFICE COLLECTION SCROLL-12:LEVY ADJUSTMENTS ALL TAX YEARS PAGE: 1 ACCOUNT # COLREC COUNTY-TAX DISTRICT DISTRICT DOG PENALTY INT/DISC LIEN-COST TOTAL NUMBER TRNREC CLRK DATE DISTRICT-" MOORE MELVIN & GWENDOLYN P DW/ON MATTIE MOORE R 1945 RH REASON:MOVED F2015 PER LETTER VANDERBUILT STIGALL MICHAEL LAWRENCE PERSONAL/JET SKI R 1952 RH REASON:BOAT SOLD IN SHARKS BILLIARDS BUSINESS PERSONAL R 1953 RH REASON:BUSINESS SOLD PICKETT TWANDA PER/SW/LT32/1269 N MAIN R 1954 MP REASON:DID NOT OWN CAMARILLO JOEL ANGEL CASTILLO SEVILLE TOURING SEDAN 4S R 1955 SRJ REASON:UNDER ONE DOLLAR GENTRY BERNARD G & MARY 53/100 ACRE R 1956 SRJ REASON:UNDER ONE DOLLAR BURTON DARRIE & SOPHIE B 1 ACRE/DW R 1957 SRJ REASON:UNDER ONE DOLLAR CALLICUTT JERRY C & JULIA R ROCK POINTE LNDG/VL R 1958 SRJ REASON:UNDER ONE DOLLAR CARROLL JOHN P & RENEE B GRAYSTONE/LT9/VL R 1959 SRJ REASON:UNDER ONE DOLLAR EVERGREEN TRAILS INC DBA HORIZ STATE APPRAISED R 1960 SRJ REASON:UNDER ONE DOLLAR FIRST DATA MERCHANT SERV/CITY BUSINESS PERSONAL R 1961 SRJ REASON:UNDER ONE DOLLAR FIRST DATA MERCHANT SVCS CORP BUSINESS PERSONAL R 1962 SRJ REASON:UNDER ONE DOLLAR FOX SHAWN T & STEPHANIE ANN H CRYSTAL SPNGS/P6/L42/DW R 1963 SRJ REASON:UNDER ONE DOLLAR FRANKLIN WILLARD LENTZ CARVERDAILE/PH5/LT1/H&L R 1964 SRJ REASON:UNDER ONE DOLLAR GENTRY THOMAS A HIDDEN HILLS/L13E/DW&L R 1965 SRJ REASON:UNDER ONE DOLLAR HAYDEN RICHARD V & BRENDA D TIMBERLAKE AC/LT21/SWR R 1966 SRJ REASON:UNDER ONE DOLLAR HALL CAMERON ANDERSON ACCORD EX COUPE CP R 1967 SRJ REASON:UNDER ONE DOLLAR

45 COSSYS PERSON COUNTY TAX OFFICE COLLECTION SCROLL-12:LEVY ADJUSTMENTS ALL TAX YEARS PAGE: 2 TRANSACTION TOTALS PAGE TRANSACTIONS FROM 1 THROUGH 1970 IN SY0:TAX.MOD AMOUNTS FROM THROUGH TRANSACTION TYPES:R TRANSACTIONS > PAYMENTS 0 DISC/CORR 17 RELEASES TOTAL CREDIT NET CREDIT (PAYMENT+RELEASE) (TOTAL-DISC/CORR) PERSON COUNTY TAX OFFICE LATE LISTING DOG CODE DISTRICT NAME 30 STORMWATER FEE SUB-TOTAL STATE 3PCT INTEREST DISCOUNT INTEREST LIEN SALE COST TOTAL CITY OF ROXBORO LATE LISTING SUB-TOTAL DISCOUNT INTEREST TOTAL TOTAL TAXES TOTAL LIEN COST TOTAL DISCOUNT TOTAL INTEREST TOTAL STATE 3PCT INTEREST =============== =============== =============== =============== =============== GRAND TOTAL

46 Payee Name Address 3 Refund Type Refund Reason Create Date ABSALOM, LORI DIXON ROUGEMONT, NC Proration Vehicle Totalled 05/27/2016 BARLEY, CLYDE WAYNE JR TIMBERLAKE, NC Proration Vehicle Sold 06/10/2016 BARLEY, CLYDE WAYNE JR TIMBERLAKE, NC Adjustment < $100 Over Assessment 06/10/2016 BLANKS, CYNTHIA CLAYTON ROXBORO, NC Proration Vehicle Sold 05/17/2016 BRANDON, MICHAEL TODD ROXBORO, NC Adjustment < $100 Over Assessment 06/01/2016 BREMER, KATHERINE ALLYN ROXBORO, NC Proration Vehicle Sold 06/06/2016 CARROLL, TAMMY WHITFIELD HURDLE MILLS, NC Proration Vehicle Totalled 05/20/2016 CARVER, PAIGE TESSA ROXBORO, NC Proration Vehicle Sold 05/24/2016 CAVES, RONALD LEE ROXBORO, NC Proration Vehicle Sold 06/02/2016 CAVES, RONALD LEE ROXBORO, NC Proration Vehicle Sold 06/02/2016 CHAMBERS, HEIDI LANG TIMBERLAKE, NC Proration Vehicle Sold 05/12/2016 CLAYTON, NANCY CASSIDY ROXBORO, NC Proration Vehicle Sold 05/27/2016 COLEMAN, WILLIAM ALBERT ROXBORO, NC Proration Vehicle Sold 06/06/2016 CONWAY, DELLA ADKINS TIMBERLAKE, NC Adjustment < $100 Mileage 06/10/2016 COUTURE, PATRICK EDWARD ROXBORO, NC Proration Vehicle Sold 05/31/2016 COUTURE, PATRICK EDWARD ROXBORO, NC Proration Vehicle Sold 05/31/2016 CRAFT, KELLY SATTERFIELD TIMBERLAKE, NC Proration Vehicle Sold 05/13/2016 Tax Levy Type Change Total Change Jurisdiction 01 Tax ($13.67) ($13.67) $ Tax ($127.18) ($127.18) $ Tax ($51.94) ($51.94) $ Tax ($2.87) ($2.87) $ Tax ($55.42) ($55.42) $ Tax ($40.06) ($40.06) $ Tax ($9.99) ($10.49) $ Tax ($22.12) ($22.12) $ Tax ($6.53) ($6.53) $ Tax ($11.13) ($11.13) $ Tax ($19.21) ($19.21) $ Tax ($5.13) ($5.13) 50 Tax ($4.84) ($4.84) 50 Vehicle Fee $0.00 $0.00 $ Tax ($2.62) ($2.62) $ Tax ($7.08) ($7.08) $ Tax ($18.90) ($18.90) $ Tax ($16.45) ($16.45) $ Tax ($82.88) ($82.88) $

47 CREASY, BARRY JAMES ROXBORO, NC Proration Vehicle Sold 06/03/2016 DANIEL, ROBERT EDWARD JR ROXBORO, NC Proration Vehicle Totalled 05/11/2016 FARMAN, DAVID EUGENE SEMORA, NC Proration Vehicle Sold 05/11/2016 FARMAN, JANIE WILLIAMSON SEMORA, NC Proration Vehicle Sold 05/11/2016 FERGUSON, OREN WILLIAM ROXBORO, NC Proration Vehicle Sold 05/17/2016 FOUSHEE, JASON RAY HURDLE MILLS, NC Proration Vehicle Sold 05/20/2016 GORDON, MISTY REED ROXBORO, NC Proration Vehicle Totalled 05/19/2016 GSELL, FREDERICK RICHARD ROXBORO, NC Proration Vehicle Sold 06/01/2016 HAILEY, VICTOR STANLEY HURDLE MILLS, NC Proration Vehicle Sold 06/01/2016 HARRIS, VIRGINIA JONES ROXBORO, NC Proration Vehicle Sold 06/10/2016 IVEY, HAROLD STEPHEN SEMORA, NC Proration Vehicle Sold 06/01/2016 KERR, JOHN DANIEL SEMORA, NC Proration Vehicle Sold 05/11/2016 KUEHN, KRISTOPHER PAUL ROXBORO, NC Proration Vehicle Sold 05/16/2016 LAGRONE, LUTHER EDWARD JR TIMBERLAKE, NC Adjustment < $100 Over Assessment 06/01/2016 MALONE, CLARA LOUISE ROXBORO, NC Proration Vehicle Totalled 05/16/2016 MILLER, CLEMETH BLAIR JR TIMBERLAKE, NC Proration Vehicle Totalled 06/06/ Tax ($13.60) ($13.60) 50 Tax ($12.82) ($12.82) 50 Vehicle Fee $0.00 $0.00 $ Tax ($2.36) ($2.36) $ Tax ($13.36) ($13.36) $ Tax ($10.48) ($10.48) $ Tax ($5.60) ($5.60) 50 Tax ($5.28) ($5.28) 50 Vehicle Fee ($10.00) ($10.00) $ Tax ($4.37) ($4.37) $ Tax ($5.19) ($5.19) $ Tax ($5.42) ($5.42) $ Tax ($8.61) ($8.61) $ Tax ($43.29) ($43.29) $ Tax ($60.20) ($60.20) $ Tax ($14.95) ($14.95) $ Tax ($70.65) ($70.65) $ Tax ($69.37) ($69.37) $ Tax ($15.75) ($15.75) 50 Tax ($14.85) ($14.85) 50 Vehicle Fee $0.00 $0.00 $ Tax ($12.32) ($12.93) $

48 MORGAN, PATRICIA KUYKENDALL ROXBORO, NC Proration Vehicle Sold 05/12/2016 OBRIANT, LINWOOD LOVE SR ROXBORO, NC Proration Vehicle Sold 05/31/2016 PATTERSON, SAMUEL HALFORD HURDLE MILLS, NC Proration Vehicle Totalled 05/16/2016 PEED, FLORA OAKLEY ROUGEMONT, NC Proration Vehicle Sold 05/10/2016 PRICE, JANICE RYAN WINTERVILLE, NC Proration Vehicle Sold 06/01/2016 RIMMER, JONSIE EGGLESTON ROXBORO, NC Proration Vehicle Sold 05/10/2016 RUSSELL, CHELSEA MONIQUE ROXBORO, NC Proration Vehicle Sold 05/27/2016 RUSSELL, RONNIE WALLACE ROXBORO, NC Proration Vehicle Sold 06/10/2016 SANFORD, DEBORAH MICHELE ROXBORO, NC Proration Vehicle Sold 05/16/2016 SEVER, CHARLES THOMAS ROXBORO, NC Proration Vehicle Sold 05/16/2016 SHARLOW, CONNIE CANADA DURHAM, NC Proration Vehicle Sold 06/03/2016 SHAW, DONNIE RAY HURDLE MILLS, NC Proration Vehicle Sold 05/27/2016 SHERMAN, PATTI RICH ROXBORO, NC Proration Vehicle Sold 05/25/2016 STRICKLAND, RHONDA BRANN HURDLE MILLS, NC Proration Vehicle Totalled 06/06/2016 TAYLOR, VICTOR MCNEIL II ROXBORO, NC Proration Vehicle Sold 05/11/2016 TINKHAM, GEORGE RALPH ROXBORO, NC Proration Vehicle Sold 05/11/ Tax ($22.19) ($22.19) $ Tax ($71.66) ($71.66) $ Tax ($38.43) ($38.43) $ Tax ($50.33) ($50.33) $ Tax ($51.10) ($51.10) $ Tax ($18.18) ($18.18) 50 Tax ($17.14) ($17.14) 50 Vehicle Fee $0.00 $0.00 $ Tax ($38.36) ($40.28) 50 Tax ($36.17) ($37.98) 50 Vehicle Fee $0.00 ($0.50) $ Tax ($5.56) ($5.56) $ Tax ($104.37) ($104.37) $ Tax ($168.58) ($168.58) $ Tax ($10.06) ($10.56) $ Tax ($5.84) ($5.84) $ Tax ($29.75) ($29.75) $ Tax ($25.16) ($25.16) $ Tax ($104.74) ($104.74) $ Tax ($9.48) ($9.95) 50 Tax ($8.53) ($8.96) 50 Vehicle Fee $0.00 ($0.50) $

49 TOMMY LAWRENCE ELECTRICALCONTRACTORS ROXBORO, NC Proration Vehicle Sold 05/11/2016 WALKER, DORI LANDIS ROXBORO, NC Proration Vehicle Sold 06/07/2016 WEAVER, BRADSHER COY ROXBORO, NC Proration Vehicle Sold 06/03/2016 WILLETT, MARK TODD II ROUGEMONT, NC Proration Vehicle Sold 05/24/2016 WINSTEAD, CLYDE HENRY ROXBORO, NC Proration Vehicle Sold 05/27/2016 WINTER, CAROLYN COBB ROXBORO, NC Proration Vehicle Sold 06/10/2016 WOLFE, KENNETH WAYNE HURDLE MILLS, NC Proration Vehicle Sold 05/11/2016 WOLFE, KENNETH WAYNE HURDLE MILLS, NC Proration Vehicle Sold 05/11/2016 WOLFE, KENNETH WAYNE HURDLE MILLS, NC Proration Vehicle Sold 05/11/ Tax ($36.35) ($36.35) $ Tax ($94.13) ($94.13) $ Tax ($37.51) ($37.51) $ Tax ($12.07) ($12.07) $ Tax ($128.20) ($128.20) $ Tax ($3.73) ($3.73) $ Tax ($0.58) ($0.58) $ Tax ($13.92) ($13.92) $ Tax ($39.34) ($39.34) $

50 AGENDA ABSTRACT Meeting Date: June 20, 2016 Agenda Title: Senior Center Design Development Update Summary of Information: Kristen Hess, of HH Architecture, is providing an update to the Board on the progress of the design development for the Senior Center. She will report on the results of the Geotechnical Exploration that has been completed for the site, provide updated drawings of the site plans for both the Senior Center and the Public Park as well as the floor plan. Since the last update to the Board, a second public input meeting was conducted on May 11 th as well as a discussion with the Roxboro City Council on May 10 th. Ms. Hess will recap the feedback received at those two events and will also update the Board on the project schedule and budget. Recommended Action: Receive the information and provide input on design proposals. Submitted By: Heidi York, County Manager 50

51 Person County Senior Center Design Development Update Date: June 13, 2016 Project: Person County Senior Center HH Project #: Design Development Drawings & Specifications will be submitted to the County for review on June 15 th, The following selection of drawings are included in this packet: Site Plan Senior Center Site Plan Public Park Floor Plan 3D Perspective View Tai & Associates performed a Geotechnical Exploration of the site of the new Person County Senior Center. The design team will be addressing the following issues discovered on the site: The natural soils under the location of the existing building are suitable for handling the loads of the new fill and new building The soils in the area of the site that is currently open are comprised of unsuitable fill. Additional work will need to be done in order for the ground to be able to handle the new loads to prevent differential settlement between the two areas of the new building. A wrapped face wall or segmental wall is recommended in the area between the building directly north of the property (currently Rock City Guns) and the new building. It is desirable to have any work in this area be structurally separate from the party wall so that any future work to the adjacent building does not affect the Senior Center building. A sister retaining wall will be built adjacent to the historic retaining wall for the length of the walkway that runs parallel to the building in order to avoid any disturbance of the historic wall, and to accommodate the height difference between the parking lot and the walkway. 51

52 Kristen Hess talked at the Roxboro City Council meeting on May 10 th to discuss the following items: The historic retaining wall Including a small portion of the parking lot in the scope of work so that it can be regraded in order to avoid having any steps leading up to the building entries Designating parking spaces for Senior Center use Permission from the City to extend the covered walkway canopy onto City property Project Schedule Based on the current project schedule, the design portion will be complete by the end of 2016, and projected construction ending just after the first of the year The 2 nd Public Input Meeting was held on May 11 th. The following items have been addressed by the design team: As the design continues to move forward, the team will look at historic detailing in the surrounding area as the detailing on the exterior of the new building begins to take shape. A cost analysis was done to evaluate the possibility of replacing the two walls between classroom areas with operable partitions. This appears to be cost prohibitive, with an upcharge of approximately $18,000 to install operable partitions as opposed to standard metal stud and drywall partitions. Sound will also travel more between the operable partitions as compared to a standard wall. The Group Fitness Room was made larger to accommodate more individuals in an exercise class. The room can be used as an alternative to the Social Hall for other groups in need of a large room. Classrooms were made larger to provide adequate room for students. 52 2

53 DATE TP D1 TP TP TP TP TP TP TP TP TP TREE PROTECTION FENCE AND TREE PROTECTION ZONE; LOCATION DURING DEMOLITION PHASE ONLY EXISTING SIDEWALK TP TP TP TP TP DEMOLITION PHASE ONLY TREE PROTECTION FENCE STAGING SCALE: 1" = 20'-0" TP TP TREE PROTECTION FENCE AND TREE PROTECTION ZONE; LOCATION DURING AFTER DEMOLITION FENCE; FENCE TO BE RE-ISNTALLED AFTER DEMOLITION IS COMPLETE TP TP TP TP TP TP TP TP TP TP POST-DEMOLITION PHASES TP TP EXISTING SIDEWALK N TREE PROTECTION FENCE FOR DEMOLITION PHASE; REFER TO D1/L121 FOR TREE PROTECTION FENCE PHASING EXISTING PARKING EXISTING BUILDING EXISTING BUILDING PARK SITE REFER TO L122 DEPOT STREET EXISTING BUILDING Job Title HH ARCHITECTURE 520 S. HARRINGTON STREET RALEIGH, NORTH CAROLINA PHONE FAX OFFICE@HH-ARCH.COM EXISTING FENCE TO BE REMOVED EXISTING SHED TO BE REMOVED EXISTING CONCRETE PAVING TO BE REMOVED EXISTING CONCRETE PAVING TO BE REMOVED EXISTING (2) BENCHES TO BE REMOVED, PROTECTED, AND RELOCATED; REFER TO L132 FOR NEW LOCATION EXISTING SHELTER TO BE REMOVED, PROTECTED, AND RELOCATED; REFER TO L132 FOR NEW LOCATION EXISTING (3) TABLES TO BE REMOVED, PROTECTED, AND RELOCATED; REFER TO L132 FOR NEW LOCATION TREE PROTECTION FENCE L501 D1 EXISTING TREE TO REMAIN AND BE PROTECTED EXISTING STEPS TO BE REMOVED EXISTING RETAINING WALL TO BE REMOVED EXISTING RETAINING WALL TO REMAIN AND BE PROTECTED EXISTING CONCRETE RAMP AND RETAINING WALL TO BE REMOVED TP TP TP TP EXISTING BUILDING TP TP TP TP TP TP TP TP TP TP TP TP TP TP EXISTING BUILDING SOUTH FOUSHEE STREET PERSON COUNTY SENIOR CENTER PERSON COUNTY ROXBORO, NC TP Client TP PERSON COUNTY EXISTING PARKING TP TP DEMOLITION LEGEND EXISTING CONCRETE DEMOLITION Job Number TP TP EXISTING BUILDING DEMOLITION Project Manager MATTHEW BIESECKER EXISTING (2) WOODEN SWINGS AND (4) CONCRETE BASES TO BE REMOVED EXISTING (3) BENCHES TO BE REMOVED, PROTECTED, AND RELOCATED; REFER TO L131 FOR NEW LOCATION APPROXIMATE LOCATION OF CEMETERY; TO REMAIN AND BE PROTECTED AND NOT DISTURBED; CONTRACTOR TO VERIFY LOCATION PRIOR TO CONSTRUCTION; CONSTRUCTION STAGING TO NOT OCCUR WITHIN THIS AREA TP TP TP TP TP TP TP TP TP TP TP TP TP TP TP TP EXISTING RETAINING WALL DEMOLITION PREP FOR NEW WORK DEMOLITION NOTES 1. EXISTING UTILITIES SHOWN ARE APPROXIMATE AND SHALL BE VERIFIED IN THE FIELD PRIOR TO BEGINNING WORK. CONTRACTOR SHALL CONTACT NC ONE CALL CENTER AT FOR LOCATION OF EXISTING UTILITIES PRIOR TO BEGINNING CONSTRUCTION. Date Issued 06/15/2016 DESIGN DEVELOPMENT No. Disc. Date Seals TP 2. THE CONTRACTOR SHALL EXERCISE CAUTION WHEN WORKING AROUND EXISTING UTILITIES TO REMAIN. SATTERFIELD STREET 3. THE CONTRACTOR SHALL BE RESPONSIBLE FOR REPAIR OF DAMAGED PAVEMENTS OR UTILITIES ON AND OFFSITE DURING CONSTRUCTION DUE TO CONSTRUCTION ACTIVITY. 4. INSTALL TEMPORARY TREE PROTECTION AND INSTALL TEMPORARY EROSION CONTROLS PROTECTION PRIOR TO CONSTRUCTION. 5. NO GRADING, STAGING, PARKING, STORAGE OR OTHER CONTRACTOR USAGE WITHIN THE TREE PROTECTION FENCE. BARRIERS SHALL BE MAINTAINED THROUGHOUT THE PROJECT AND REMOVED AFTER SUBSTANTIAL COMPLETION. DOCUMENT FOR REVIEW - NOT FOR CONSTRUCTION DOCUMENT FOR REVIEW - NOT FOR CONSTRUCTION These drawings are the property of HH Architecture, P.A. They may not be used for any purpose without written permission. Copyright 2015 by HH Architecture, P.A. All rights reserved. N Plot Time: 2/26/2016 Drawn By: MATTHEW BIESECKER / LIZ BROYLES Checked By: ERIC DAVIS / MATTHEW BIESECKER Current Version: SHEET SENIOR CENTER SITE DEMOLITION PLAN A1 53 SENIOR CENTER SITE DEMOLITION PLAN SCALE: 1" = 20'-0" L-121

54 DATE X C L C L EXTERIOR PAVING EDGE CONSISTENT ON ALL COURT TYPES DIMENSIONS TO CENTER OF PAINTED LINES ON COURT SURFACE; TYP. GOAL / BASKET; NO PAINTED ON COURT SURFACE NEEDED REFER TO OPPOSITE SIDE FOR COURT LINE LAYOUT HH ARCHITECTURE 520 S. HARRINGTON STREET RALEIGH, NORTH CAROLINA PHONE FAX OFFICE@HH-ARCH.COM Job Title X X X X X X X X X X X X X X X X X X X X X X X X X BASKETBALL COURT ONLY DIMENSIONS TO CENTER OF PAINTED LINES ON COURT SURFACE; TYP. TENNIS COURT NET AND POST EXTERIOR PAVING EDGE CONSISTENT ON ALL COURT TYPES PERSON COUNTY SENIOR CENTER PERSON COUNTY ROXBORO, NC Client PERSON COUNTY Job Number Project Manager X X X X X X TENNIS COURT ONLY MATTHEW BIESECKER Date Issued 06/15/2016 DESIGN DEVELOPMENT No. Disc. Date X X X X X X X X X X X X X X X X X X Seals EXTERIOR PAVING EDGE CONSISTENT ON ALL COURT TYPES DIMENSIONS TO CENTER OF PAINTED LINES ON COURT SURFACE; TYP. VOLLEYBALL COURT NET AND POST DOCUMENT FOR REVIEW - NOT FOR CONSTRUCTION DOCUMENT FOR REVIEW - NOT FOR CONSTRUCTION VOLLEYBALL COURT ONLY These drawings are the property of HH Architecture, P.A. They may not be used for any purpose without written permission. Copyright 2015 by HH Architecture, P.A. All rights reserved. Plot Time: 2/26/2016 Drawn By: MATTHEW BIESECKER / LIZ BROYLES Checked By: ERIC DAVIS / MATTHEW BIESECKER Current Version: SHEET PARK SITE LAYOUT PLAN N A1 54 PARK SITE LAYOUT PLAN SCALE: 1" = 10'-0" A3 PARK SITE COURT LAYOUT PLAN SCALE: 1" = 10'-0" N L-142

55 MECH IT ACTIVITIES STORAGE SECURE STORAGE LOBBY ACTIVITIES OFFICE IHA OFFICE WAITING AREA RECEPTION/ INFORMATION DESK SERVICES OFFICE MULTI-PURPOSE STORAGE BREAK ROOM FOLDING PARTITION MEDICAL OFFICE MAIL/ COPY SOCIAL HALL STOR. DIRECTOR'S OFFICE TOILET JANITOR KITCHEN PANTRY ENSURE STORAGE MEN WOMEN KITCHEN OFFICE COMPUTER LAB GAMEROOM FITNESS CENTER STORAGE CLASSROOM ART CLASSROOM GROUP FITNESS PERSON COUNTY SENIOR CENTER FLOOR PLAN - DESIGN DEVELOPMENT 55 06/15/2016 1/8" = 1'-0" C 2015 HH ARCHITECTURE

56 56