CALL TO ORDER. Chairman Clayton

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1 PERSON COUNTY BOARD OF COUNTY COMMISSIONERS MEETING AGENDA 304 South Morgan Street, Room 215 Roxboro, NC Fax October 21, :00 am CALL TO ORDER. Chairman Clayton INVOCATION PLEDGE OF ALLEGIANCE DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA ITEM #1 Excellence in Innovation Award for Person County s Revaluation Communication and Education Efforts.. Heidi York 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. APPROVAL OF MINUTES: ITEM #2 October 7,

2 OLD BUSINESS: NEW BUSINESS: ITEM #3 Appointment of Deputy Tax Collector.. Russell Jones ITEM #4 Consideration of Approval of Late Exemption Applications.. Russell Jones ITEM #5 Public Safety Communication/Broadband Update... Sybil Tate ITEM #6 Appointment to the Board of Adjustment. Brenda Reaves ITEM #7 Person County Airport Transportation Improvement Program... Heidi York ITEM #8 James Edward Ramsey Day Proclamation Chairman Clayton ITEM #9 Budget Amendment.... Amy Wehrenberg ITEM #10 Federal Shutdown Impacts (to be added if needed) Heidi York CHAIRMAN S REPORT MANAGER S REPORT COMMISSIONER REPORTS/COMMENTS CLOSED SESSION per General Statute (a)(6) to review personnel performance. RECESS until October 28, 2013 at 6:30 pm for the Community Conversations meeting at Ceffo Volunteer Fire Department located at 1291 Concord-Ceffo Road, Roxboro Note: All Items on the Agenda are for Discussion and Action as deemed appropriate by the Board. 2

3 AGENDA ABSTRACT Meeting Date: October 21, 2013 Agenda Title: Excellence in Innovation Award for Person County s Revaluation Communication and Education Efforts Summary of Information: Person County has been recognized for educating its citizens about the revaluation process with a Local Government Federal Credit Union Excellence in Innovation Award for The awards program is sponsored by the North Carolina Association of County Commissioners. In an effort to educate citizens about the revaluation process, Person County made a concerted effort to improve its communication with citizens. Staff re-designed forms to be clearer about the process and more user-friendly. The Tax Office hosted two public meetings, both before and after the tax bills were mailed, specifically designed to allow for discussion about the revaluation process. Staff designed a frequently asked questions page for the county website, as well as created informational fliers. Additionally, the Board of Commissioners invited a representative from the N.C. Department of Revenue to their annual budget retreat to discuss the property revaluation process. The Excellence in Innovation Awards program provides a total of $8,000 in rewards to county employees who develop successful programs that help counties improve services to citizens. Cash awards of $1,000 each are given to two programs in each of four categories - general government, health and human services, public information/participation and intergovernmental collaboration. Person County s Revaluation Communication Efforts won for the category of public information/participation. Mr. Neil Emory, Outreach Associate from the NCACC will be presenting the Award to the employees of the Tax Office. Recommended Action: Allow Mr. Neil Emory to present the 2013 Excellence in Innovation Award to the Employees of the Person County Tax Office Submitted By: Heidi York, County Manager 3

4 PERSON COUNTY BOARD OF COMMISSIONERS OCTOBER 7, 2013 MEMBERS PRESENT OTHERS PRESENT Jimmy B. Clayton Heidi York, County Manager Kyle W. Puryear C. Ronald Aycock, County Attorney B. Ray Jeffers Brenda B. Reaves, Clerk to the Board Frances P. Blalock David Newell, Sr. The Board of Commissioners for the County of Person, North Carolina, met in regular session on Monday, October 7, 2013 at 7:00 pm in the Commissioners meeting room in the Person County Office Building. Chairman Clayton called the meeting to order, led invocation and asked Vice Chairman Jeffers to lead the Pledge of Allegiance. DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA: A motion was made by Commissioner Blalock and carried 5-0 to add an item to the agenda for a Dan River update from the County Attorney. A motion was made by Vice Chairman Jeffers and carried 5-0 to approve the agenda as adjusted. INFORMAL COMMENTS: There were no comments from the public. APPROVAL OF MINUTES: A motion was made by Vice Chairman Jeffers, and carried 5-0 to approve the minutes of September 23, NEW BUSINESS: PERSON VETERANS COUNCIL: Person Veterans Council President, Richard Vining reported to the Board of Commissioners on the recently formed Person Veterans Council whose mission is to give a consolidated voice for the American Legion, Disabled American Veterans (DAV) and the AMVETS organizations in representing veterans interests within the county. 4 October 7,

5 Mr. Vining stated the Person Veterans Council was formed on August 21, 2013, at which time, by-laws were approved and officers were elected. The stated purpose of the organization is to gather, consolidate, and promote the aims, interests, and efforts of the veterans of Person County. Mr. Vining stated one of the Council s goals is to establish a veteran s memorial park noting a location and a concept design is yet to be determined. The following veterans, present in the audience, represented the Person Veterans Council along with other AMVETS organizations: Mr. Johnny Langford, Mr. Ronald Epps, Mr. Timothy Carter, Mr. Doug Robinson and Mr. Reggie Horton. Mr. Vining requested the Board to officially recognize the Person Veterans Council as a representative voice of veterans across Person County. Mr. Vining clarified his role as the County s Veterans Officer is separate and unconnected to his service on the Council. Mr. Vining is currently serving as the President of the Veterans Council. Mr. Ronald Epps is the Vice President and William Jurkiewicz is the Secretary-Treasurer. Board members commended the veterans for efforts to structure an organization to service our community veterans as well as extended appreciation for their service to the armed forces. Commissioner Blalock stated the Bushy Fork Grange has an annual dinner in May to honor veterans. A motion was made by Commissioner Puryear, and carried 5-0 to recognize the Person Veterans Council as a representative voice of Person County veterans. PERSON COUNTY PUBLIC LIBRARY STRATEGIC PLAN: Library Director, Christy Bondy told the Board that the Person County Public Library was chosen to be included in a pilot program as well as invited to participate in a planning grant from the State Library to craft a three-year Strategic Plan. A steering committee was developed and over a ten-month period with the assistance of consultant, Bill Millett produced a plan that aligns with the County s Futures Plan. The Person County Library Futures Initiative for strategic implementation highlights the go to place for excitement and enlightenment to which Ms. Bondy noted staff has been tasked with responsibility to implement goals to which will be reviewed in their annual performance evaluation. 5 October 7,

6 PERSON COUNTY HEALTH DEPARTMENT FEE REQUESTS: Health Director, Janet Clayton noted in accordance with the North Carolina General Statute 130A-39(g), the Board of Health requests the approval of the Board of Commissioners to implement the proposed new fees. Ms. Clayton stated on September 23, 2013 the Person County Board of Health approved the increase in the Rabies Titer (CPT code 86382) from $45.00 to $60.00 and the implementation of the Postpartum Care Only (CPT code 59430) fee of $ Ms. Clayton told the group the Health Department has elected to utilize a different vendor to process rabies titers. By using a different vendor, the Health Department will save on shipping costs, and the specimens will only be handled by one staff member instead of three. The test cost increased $15.00; however, due to the change in shipping methods, the overall cost to the patient will be reduced, and efficiencies will be realized within the department. The chart below illustrates the proposed savings: CPT Description Current Price/Process Proposed Change Collection by Venipuncture $ $ Rabies Titer $ $ LU K State Overnight Fee (1 specimen) $ LU K State Overnight Fee (1+ specimen) $ Handling Fee $ Total Charge $ $ Ms. Clayton stated the health department requests the implementation of the Postpartum Care Only fee of $ A clinic procedural change will require the department to provide an existing service in a different program. This change will allow the department as a Pregnancy Medical Home provider to bill for and receive an incentive for postpartum visits. A motion was made by Vice Chairman Jeffers and carried 5-0 to approve the increase in the Rabies Titer (CPT code 86382) from $45.00 to $60.00 and the implementation of the Postpartum Care Only (CPT code 59430) fee of $ TAX ADJUSTMENTS FOR SEPTEMBER 2013: Tax Administrator, Russell Jones presented to the Board the following three tax adjustments for September 2013: 1. September 2013 tax releases. 2. The motor vehicle pending refund report shows the releases for motor vehicle taxes from the new North Carolina Vehicle Tax System (NCVTS) for September Mr. Jones stated that in the next few months, this report will contain more releases and the tax releases from the Tax Office system should go down. 6 October 7,

7 3. A request for refund under General Statute was made by Ms. Margaret LaRoe and has been reviewed by the County Attorney, Ron Aycock. Mr. Jones noted the statute for allowing a refund is very restrictive (limited to a staff clerical error or illegal tax), and staff agreed that the request for refund qualifies for a refund. Mr. Jones stated the taxpayer was overcharged for a full-finished basement, when in fact; only 12% of the basement was finished. This resulted in an over-assessment of $42,864 ($ in county property taxes) per year for four years. Mr. Jones recommended the Board to approve a refund in the amount of $1, ($ x 4 years of an overcharge). Mr. Jones requested a Board motion to accept the reports presented as well as to authorize the requested refund. A motion was made by Commissioner Puryear, and carried 5-0 to approve the Tax Administrative Report noting the Releases for the month of September 2013, the NC Vehicle Tax System Refund Report for September 2013 and a request by Margaret LaRoe for a tax refund in the amount of $1, for an over-assessment in county property taxes for the last four years. Commissioner Newell asked Mr. Jones how many property tax appeals have been taken to the NC Property Tax Commission. Mr. Jones noted 44 parcels have been confirmed with 4 pending a decision to be heard by the NC Property Tax Commission representing 24 tax payers. Mr. Jones further noted only two of the parcels are commercial (Wal-Mart and the hospital) with the majority being lake properties. Mr. Jones confirmed for Commissioner Newell the Board of Equalization and Review would reconvene in early April BRANDING/MARKETING RFP: Assistant County Manager, Sybil Tate stated during the economic development summit meetings and strategic plan meetings, the idea of having a community branding and marketing campaign has been discussed often. Ms. Tate noted as part of the recent summer internship program, Brittany Bennett conducted research about community branding campaigns and presented a branding presentation to individuals from Piedmont Community College, Roxboro Development Group, charter schools, Person County Schools, tourism, the hospital, Ag extension and the Chamber with the feedback being positive. Ms. Tate told the group a community branding process would entail gathering public input on what residents think about Person County. The result would be a consistent identity and message that various organizations can use to attract clientele. In general, the process for gathering community input requires focus group meetings and a comment period. Ms. Tate stated the process takes approximately ten weeks and estimated the cost ranging from $20,000 to $100, October 7,

8 Ms. Tate highlighted a few of the slides of the branding presentation titled A Look at Community Branding and Marketing Strategies by Brittany Bennett which included examples of branding campaign images from Chatham County, Cleveland County, Durham County and the City of Hickory noting many other local governments in NC and across the country have engaged in branding campaigns. In order to move forward with a community branding campaign, Ms. Tate stated Person County would release a Request for Proposals requiring an outline of process, cost, deliverables, etc. Ms. Tate requested the Board to review the Request for Proposal for Community Branding Initiative and direct staff whether or not to release the Request for Proposals. Commissioner Blalock suggested obtaining buy-in and input from the Person Future s committee members. Commissioner Puryear stated his preference for the County to partner with community organizations, citizens as well as the local college to develop any such branding. Vice Chairman Jeffers asked to also open up the opportunity to brand Person County to the high schools and suggested to make it like a contest with a potential prize for the end result. STORM WATER UPDATE: Assistant County Manager, Sybil Tate stated in an effort to keep the Board of Commissioners informed about the implementation of stormwater fees and other stormwater related items, an update was provided on the condition of the stormwater enterprise fund and a recent request from the Upper Neuse River Basin Association (UNRBA) to provide $7,500 to fund the credits toolbox. Stormwater fees Ms. Tate anticipated approximately $259,000 in stormwater revenues to be collected which is approximately $20,000 more than what was budgeted. Ms. Tate noted twelve appeals have been filed with eleven records received a full or partial fee release totaling $204. In addition, Ms. Tate estimated approximately $5,275 in fund balance from the previous year. Ms. Tate noted the stormwater hotline received approximately 165 calls during August and September. Most callers did not understand why the fee was being charged and what stormwater services they are receiving; Ms. Tate agreed no one is happy to pay a fee, however staff did an excellent job responding to inquiries and explaining the stormwater fee. 8 October 7,

9 Other Stormwater news Stormwater application: Ms. Tate noted the stormwater utility has created a new stormwater application that will be used by all jurisdictions participating in the utility. The application is for residential and commercial properties that go over the stormwater thresholds. The application is based on the steps required to comply with stormwater regulations and includes a checklist for property owners to use. Built Upon Area definition change: The General Assembly has changed the definition of Built Upon Area to exclude gravel. Previously, gravel was considered an impervious surface. This change is a benefit for new development as it allows developers to have a gravel parking area and exclude it from the Built Upon Area calculation. However, existing developments will suffer. Existing developments previously included gravel as built upon area; therefore, any building on a gravel area did not count as additional Built Upon Area. Toolbox Request: The UNRBA is requesting money from each member government to fund the creation of a credits toolbox. Person County s requested allocation is $7,500 for Fiscal Year 2014 and $7,500 for Fiscal Year The toolbox will be complete in September Ms. Tate stated funds are available for this appropriation from the Wastewater Remediation Assistance line, reducing it from $26,010 to $18,510. Ms. Tate requested input from the Board whether or not to provide funds for the credits toolbox. Ms. Tate asked Ms. Henrietta Locklear from Raftelis Consulting to further describe the purpose of the tool box. Ms. Locklear stated the purpose of the toolbox is to quantify the means for achieving the jurisdictional loading reductions as required by the Falls Lake rules. Ms. Locklear stated that only a limited number of practices are credited practices recognized by the state. Ms. Locklear noted the credits tool box will expand the list of practices and include more inexpensive practices. In addition, Ms. Locklear noted the state has not differentiated the credit amounts or the areas within the watershed with implemented practices and the credits tool box would help quantify the differences in the portions of the watershed. Ms. Locklear informed the group the state has requested EMC to delay implementation of the existing development rules while the model program is being developed during the next two years. Vice Chairman Jeffers asked Ms. Locklear to explain the difference in the General Assembly mandating watershed rules for the Falls Lakes and the reprieve that delayed the rules for Jordan Lake. Ms. Locklear noted the same rules for existing development for Jordan Lake is what is being delayed by legislative action. Commissioner Puryear asked Ms. Locklear what is being done to eliminate restrictions from Person County. Ms. Locklear stated the UNRBA is funding the monitoring studies to demonstrate how the lake responds when pollutants are reduced. Ms. Locklear stated the monitoring project for collection of data is scheduled to begin in January 2014 lasting approximately two years. Currently, there is not adequate data to 9 October 7,

10 illustrate to the state the impacts of the loading on the Falls Lake. Chairman Clayton added that legislation was passed for the Division of Water Quality to determine which labs would accept samplings as well as set the procedures noting the City of Raleigh gathered data to illustrate to the state however it was not accepted due to the labs used. Commissioner Puryear asked what is stopping Person County from going against the state with legal action to have an injunction to stop imposing fees until such data is available. Chairman Clayton stated the Clean Water Act is federal law. County Attorney, Ron Aycock stated federal water laws drives the rules imposed for the Falls Lake. Mr. Aycock stated if a lawsuit were to be filed, it would be problematic due to the ability to have legislation introduced and passed is unknown. A motion was made by Commissioner Blalock to appropriate $7,500 from the Wastewater Remediation Assistance budget line for the credits toolbox. Commissioner Puryear asked if the appropriation was funded through fees collected or from the General Fund. Chairman Clayton confirmed the budget for the appropriation is funded by the fees collected for the purpose of the Environmental Health wastewater remediation for repairs to septic systems. A substitute motion was made by Commissioner Puryear to appropriate $7,500 for the credits toolbox from the General Fund Balance. The substitute motion failed 1/4 with Commissioner Puryear casting the only vote of support. The original motion made by Commissioner Blalock prevailed 4/1 with Commissioner Puryear casting the lone dissenting vote. CDBG MONTHLY REPORTING: County Manager, Heidi York presented to the Board the CDBG monthly activities report and a Monthly Performance Status Report for September 2013 that is due to be submitted to the Division of Community Assistance. A motion was made by Vice Chairman Jeffers and carried 5-0 to accept the monthly report as presented. NC ASSOCIATION OF COUNTY COMMISSIONERS VIDEO UPDATE: County Manager, Heidi York told the Board a video has been provided by the NC Association of County Commissioners (NCACC) noting the video includes an introduction from NCACC President Ray Jeffers and features NCACC staff updating commissioners on Steering Committees and how commissioners can participate. It also gives an overview of an upcoming seminar on the Affordable Care Act and how it affects counties as well as the Association s Risk Management Services. 10 October 7,

11 DAN RIVER UPDATE: County Attorney, Ron Aycock gave the Board the following summary of events related to the Dan River and Caswell County s attempt to overturn the Environmental Management Commission (EMC) rules with a petition to change a portion of the Dan River WS-IV reclassification back to a Class C classification. (1) On March 1, 2002, Roxboro submitted an application to the State to request reclassification of the Dan River to allow it to be used as a water supply source. (2) On March 25, 2003, Roxboro, Person County, and Yanceyville (not then including Caswell County) entered into an Interlocal Agreement regarding the use of the Dan River water source. (The main features of this Agreement are identical to those contained in the current 2008 Interlocal Agreement to which Caswell County is also a party, see paragraphs (6) and (7) below). (3) Pursuant to the 2003 Agreement, Yanceyville acquired the land in Caswell County necessary for the in-take site on the Dan River; and Caswell County filed a declaratory judgment action, contending that this property acquisition was unlawful. (4) The trial court granted summary judgment against Caswell County, and the Court of Appeals affirmed the trial court s ruling in a decision filed on May 3, (5) The Court of Appeals decision expressly rejected Caswell County s contention that the acquisition of the in-take site was unjustified by any water-supply need. (6) In July 2008, a new Interlocal Agreement was entered into that was essentially identical to the 2003 Agreement, except that Caswell County joined the new Agreement. It obligated Caswell County to (a) cooperate with and support all other parties in the acquisition of all permits for the project, (b) enact a water supply watershed management protection ordinance as required by the EMC and N.C. Gen. Stat , and (c) cooperate and supply to the State such documents requested or needed to show support for the project. This new Agreement provided that, if Caswell County breached the Agreement, Caswell County would pay to Roxboro and Person County essentially all costs and other expenses or damages associated with obtaining regulatory approval for the project. (7) The 2008 Interlocal Agreement, which is a 40-year Agreement, recited as its purpose the establishment of a public enterprise for an interconnected and regional water supply and distribution system that will (1) serve the current and long-term water supply needs of Yanceyville, Caswell County, Roxboro and Person County; (2) accommodate industrial, commercial, and residential development within the jurisdiction of those units of local government; and (3) provide Yanceyville with the revenue to operate, maintain, and repair a water supply system and for the benefit of uses in Caswell County. 11 October 7,

12 (8) The Interlocal Agreement calls for Roxboro to construct a raw water intake, pump station, pretreatment facility, and meter vault at the Dan River (the Point of Connection ), along with a raw water line across Caswell County and through Person County to Roxboro s Water Treatment Plant at Lake Isaac Walton in Person County. The Agreement calls for Yanceyville to construct a raw water line in Caswell County from the Point of Connection to Yanceyville s existing Water Treatment Plant in Yanceyville, along with a water treatment unit and high service pump station at the raw water intake site with a finish water line from the water treatment unit to the water distribution system of the Town of Milton in Caswell County. These water lines are specifically designed to be interconnected to serve Caswell County and Person County, and no party to the Agreement envisions selling any water to any unit of local government or other entity or person outside of Person and/or Caswell County. Under the Agreement, all financial responsibility for the construction of this water system will be borne by Roxboro, Person County, and Yanceyville; and the Agreement places no financial responsibility upon Caswell County in connection with any of these watersystem facilities. (9) At the time of the Court of Appeals decision referred to in paragraph (5) above, the costs to Roxboro and Person County for the Project under the Interlocal Agreement were approximately $500,000. Today, those costs exceed $895,000, including Fiscal Year (10) On May 10, 2012, the Caswell County Commissioners passed a Resolution to oppose The Reclassification of the Dan River and also oppose any local bill or Administrative Rule supporting the Reclassification. (11) On May 15, 2012, the Caswell County Commissioners passed a Resolution to petition the State to get the Dan River Reclassification delayed, notwithstanding Sections 7.3 and 7.5 of the Interlocal Agreement that mandated Caswell County s cooperation and support for all permits necessary for using the Dan River as a future water source for the benefit of the parties. On May 18, 2012 (pursuant to the May 15, 2012 Resolution), the Chairman of the Caswell County Board of Commissioners sent a letter to Representative Bill Faison, Senator Rick Gunn, the North Carolina House of Representatives and North Carolina Senate requesting legislation to oppose the reclassification. (12) The North Carolina Legislature took no action on the request to delay or oppose the reclassification. (13) On July 3, 2012, the EMC reclassified the Dan River in Caswell County from Class C to Class WS-IV; and the County was ordered by DENR to enact an appropriate ordinance to protect this water supply under the water Supply Watershed Protection Act (G.S ) by March 30, October 7,

13 (14) On April 15, 2013, Caswell County held a public hearing about the need to amend the County s Water Supply Watershed Protection ordinance as required by DENR. Comments by citizens at the public hearing reflected the following: (a) Roxboro was taking land away from the County; (b) there is no immediate need for a new water supply; (c) Roxboro intends to sell Dan River water to Durham and Wake County; (d) Caswell County s water and future industry are being stolen; and (e) future State regulations may restrict even further land uses along the Dan River. (15) On June 3, 2013, the Caswell County Commissioners (by a 4-3 vote) approved a resolution to petition the EMC to change the WS-IV reclassification back to a Class C classification. (16) NCDENR gave Caswell County an extension of time to enact a Water Supply Watershed Protection ordinance by June 17, No ordinance has been enacted to date, pending consideration of the County s instant petition. (17) On July 9, 2013 the City of Roxboro, pursuant to its commitments under the Interlocal Agreement, passed a Resolution to Authorize the Design of the Intake at the Dan River at a cost of $110,000, and that design work is currently underway. (18) On August 19, 2013, Caswell County filed its instant Petition for Reclassification of a Portion of the Dan River. (19) From 2002 to date, Caswell County has consistently adhered to two propositions: (a) the Dan River water source is essentially owned by or is exclusively reserved to Caswell County use, and (b) the enactment of a Water Supply Watershed Protection Ordinance would unduly disrupt (now or in the future) private land activity in the County along the Dan River. Mr. Aycock requested Board approval for him as the County Attorney to join with attorneys representing Roxboro and Yanceyville to object to the action of Caswell County and authorize the filing of the actions against the process. Mr. Aycock noted the expectation of EMC to take up this matter during the month of November. Mr. Aycock told the group as Roxboro has the primary interest and operates the water system; therefore the lead attorney in the process is the Roxboro attorney. A motion was made by Commissioner Newell, and carried 5-0 for Person County to join the City of Roxboro and the Town of Yanceyville to oppose Caswell s County s petition for reclassification of a portion of the Dan River from WS-IV back to a Class C classification 13 October 7,

14 CHAIRMAN S REPORT: Chairman Clayton noted he had several meetings in Raleigh this week. MANAGER S REPORT: County Manager, Heidi York announced an Airport Commission meeting is scheduled to be held on Thursday. October 10, 2013 at 10:00 am at the Person County Airport as well as a Helena Steering Committee will be held on Friday, October 11, 2013 at 1:30 pm in the old Helena site cafeteria. COMMISSIONER REPORT/COMMENTS: Commissioner Newell asked when the Person-Caswell Lake Authority cookout is scheduled. Ms. York confirmed the Lake Authority cookout is scheduled for October 10, 2013 starting at 6:00 pm. Commissioner Blalock reported the following: Helena Steering Committee is currently meeting every two weeks. A Re-Entry group meeting will be held on Tuesday, October 8, Four applications were submitted for consideration for the School Recycling Grant noting an announcement will be forthcoming by Person Industries staff. Commissioner Puryear had no report. Vice Chairman Jeffers stated the Department of Social Services (DSS) Board has not met since the federal government shutdown occurred noting as the US Farm Agency services has been affected, so was any DSS employees salaries that are partially or fully federally funded. Vice Chairman Jeffers noted an investigation is taking place by the state s Department of Health and Human Services to identify impacts to counties. Vice Chairman Jeffers noted the following DSS programs are funded by the county with partial federal funding: Child Protective Services, Foster Care, Adult Protective Services, and Guardianship. County Manager, Heidi York stated there have not been any furloughs implemented noting there are no assurances or expectations that counties will be reimbursed should counties decide to fund any such shortfalls. Ms. York confirmed DSS does not have fund balance. 14 October 7,

15 ADJOURNMENT: A motion was made by Vice Chairman Jeffers, and carried 5-0 to adjourn the meeting at 8:17 pm. Brenda B. Reaves Clerk to the Board Jimmy B. Clayton Chairman (Draft Board minutes are subject to Board approval). 15 October 7,

16 AGENDA ABSTRACT Meeting Date: October 21, 2013 Agenda Title: Appointment of Deputy Tax Collector-Teresa Phillips Summary of Information: G.S (f) allows the appointment of deputy tax collectors by the Board to assist the tax collector in forced collections. We have three other employees that are currently sworn in as deputies. If approved, Teresa will need to be sworn in as a deputy and take the tax collector s oath under G.S (g). Teresa has worked for the tax office since July 19, This employee has completed the Fundamentals of Property Tax Collection, Property Tax Listing & Assessing, Personal Property Appraisal & Assessment, and the Advanced Personal Property Seminar. Recommended Action: Motion to appoint Teresa Phillips as a Deputy Tax Collector and Chairman Clayton to administer the Oath for Deputy Tax Collector. Submitted By: Russell Jones, Tax Administrator 16

17 PERSON COUNTY OFFICE OF THE TAX ADMINISTRATOR Person County Tax Office P.O. Box Abbitt St Roxboro, North Carolina (336) Fax No. (336) Person County Oath for Deputy Tax Collector I, Teresa Phillips, do solemnly swear (or affirm) that I will support and maintain the Constitution and laws of the United States, and the Constitution and laws of North Carolina not inconsistent therewith, and that I will faithfully discharge the duties of my office as Deputy Tax Collector, and that I will not allow my actions as Deputy Tax Collector to be influenced by personal or political friendship or obligations, so help me God. Teresa Phillips Deputy Tax Collector Jimmy B. Clayton Chairman, Board of Commissioners of Person County Attest: Brenda B. Reaves, Clerk to the Board 17

18 AGENDA ABSTRACT Meeting Date: October 21, 2013 Agenda Title: Consideration of Approval of Late Exemption Applications Summary of Information: Every year, the tax office receives applications for the Senior, Disabled, Veteran, and Circuit Breaker exemptions that fail to meet the June 1 st deadline. In an effort to help inform the public of these exemptions, the tax office mailed information along with our listing forms to 6,000 citizens. We also developed brochures for all three exemption programs which made these programs easier to understand, and passed out over 500 copies. We also included information about these exemptions on the revaluation notice of value forms. These efforts resulted in 86 new applications, with 76 approved applications, 10 denied applications (over the income limit) and 7 late applications. The 7 late applications would have been approved if they had been received by the tax office by June 1 st. These applications met all requirements, however since these were late, they could not be approved by the tax office. The Board of Commissioners may approve late applications if they are received by December 31 st. Since these applications met all guidelines (other than the application deadline) I would recommend approval. I have included a spreadsheet that outlines the tax impact and the reasons for the late applications. I have not included the applications since they include social security numbers and income information. Currently, we have 702 properties that are receiving benefit from these exemptions, which does not include the 7 applications that are submitted for approval today. Recommended Action: Approve applications if appropriate Submitted By: Russell Jones, Tax Administrator 18

19 Before Exemption After Exemption Taxpayer Application Type Application Date Reason for Late Application Map Number Tax Value County Bill City Bill Total Bill Tax Value County Bill City Bill New Bill Savings Carver, Martha Elderly 9/3/2013 Did not know deadline , , Chandler, Mary L Elderly 7/15/2013 Did not know deadline , , , Clayton, Elbert B Elderly 6/25/2013 Did not know deadline A , , Cook, Patricia B Elderly 6/11/2013 Forgot to mail in ,345 1, , , Garrett, Earl T Veteran 6/18/2013 Waiting on VA A ,371 1, , , Holloway, Annette Disabled 7/28/2013 Did not know deadline A , , Smithers, Carolyn Elderly 8/23/2013 Did not know deadline A , , , , , , , , , Total County Tax Saving to Taxpayer 2, Total City Tax Saving to Taxpayer 1, Total Saving To Taxpayer 3,

20 AGENDA ABSTRACT Meeting Date: October 21, 2013 Agenda Title: Public Safety Communication/Broadband update Summary of Information: Staff provided an update about the broadband project at the Sept. 19 th meeting. At that meeting, the BOC directed staff to move forward with both the broadband project and the public safety communications project. The report from the public safety communication analysis is attached. It provides three options for improving Person County s public safety communication system. OPTION #1: Fix existing listening towers - $12,000 OPTION #2: Build a Simulcast Repeater System (include building 5 tower sites) - $3M OPTION #3: Utilize State Viper System - $1-2M The results of the public safety communication study are under review by a public safety focus group, which includes representatives from the Fire Chief s Association, Roxboro Fire, Roxboro Police, Sheriff, EMS, Emergency Management and 911. A final recommendation has not been made; however, it was noted that OPTION#1 is a short term solution and that OPTION#2 was the preferred long-term solution. The focus group expressed concern about joining the State Viper System since it does not perform well inside of buildings. OPTION#2 can be combined with the broadband project, but the State s Viper System does not allow commercial applications, such as broadband. Staff is meeting with the public safety focus group again on Thursday, Oct. 17 th at 4:30pm. It may be necessary to implement OPTION#1 immediately and include a long-term solution in the FY15 CIP. Recommended Action: Provide staff with feedback about how to move forward with this project. Submitted By: Assistant County Manager, Sybil Tate 20

21 Person County Emergency Services 911 Communications Division 301 Hill Street Roxboro, NC September 30, 2013 Wes Lail Emergency Services Director Administrative Staff Tommy Cole 911 Operations Manager Denise Drumwright 911 Training/QA Supervisor Hal Oakley 911 Technology Specialist Eithiel Estes Supervisor / E-911 Addressing Coordinator Brett Wrenn Supervisor / Asst. 911 Technology Specialist This report is designed to provide recommendations for the repair and/or enhancements to our public safety radio system. In 2004, a Radio Assessment Report was provided to the County by Kimball and Associates which provided detailed information on the public safety radio system infrastructure and provided recommendations for enhancements. Many of the recommendations were addressed and enhancements were made to the radio system over the next several years. Over the last couple of years we have begun to experience many issues that have resulted in an unreliable radio system. After many reoccurring issues emerged it was decided that we would have our radio vendor begin a preliminary study to evaluate the issues and make recommendations to upgrade the system. The preliminary work has been completed and the results are included in this report. The report will list three (3) options that have been identified with supporting information such as cost, equipment needs, etc. As part of the preliminary study, the following assessments were made: The current condition of the radio and network infrastructure Surveys with major stakeholders to determine system issues Interoperability issues within the county and adjoining counties and jurisdictions The current radio infrastructure consists of: Piedmont Communications Tower Site (Located at 301 Hill Street / 911 Center) Barden Street Tower Site (Located at 216 Barden Street / Person County ES) Commonwealth Tower (Located on Hill Street / City of Roxboro Property) Moriah Fire Station Tower (1879 Mt Harmony Church Road) Ceffo Fire Station Tower (1291 Concord Ceffo Road) Bethel Hill Charter School Water Tank (401 Bethel Hill School Road) The Barden Street Tower Site is the only site owned by the county. The Piedmont Communications Tower Site, located at the 911 Center, is part of a lease agreement with the City of Roxboro and PC911 pays a monthly rental fee to have equipment located on the tower. The Commonwealth Tower is owned by Commonwealth Radio Services located in Blairs, VA and it is located on City of Roxboro Property. The Moriah, Ceffo, 21

22 Person County Emergency Services 911 Communications Division 301 Hill Street Roxboro, NC and Bethel Hill sites are solely owned by the fire departments and charter school respectfully. Wes Lail Emergency Services Director Administrative Staff Tommy Cole 911 Operations Manager Denise Drumwright 911 Training/QA Supervisor Hal Oakley 911 Technology Specialist Eithiel Estes Supervisor / E-911 Addressing Coordinator Brett Wrenn Supervisor / Asst. 911 Technology Specialist The following three (3) options have been provided by our radio vendor as to possible solutions to enhance our radio system and network infrastructure to ensure a more reliable system-wide communications network. OPTION # 1 The county currently has three (3) Voting Receiver Sites (aka: listening towers) located at: Moriah Fire Sub-Station (located at 1879 Mt. Harmony Church Road) Ceffo Fire Station (located at 1291 Concord Ceffo Road) Bethel Hill Charter School (located at 401 Bethel Hill School Road) The voting receiver interprets signal from outlying receivers that is routed to the main site via microwave link. This link gives us a tremendous amount of problems during routine weather events and is considered unreliable. In the 2004 report, there were issues identified that continue to be issues today. Some of the issues included the use of non-public safety grade equipment which is not licensed and DOES NOT prevent other commercial microwave paths from penetrating ours causing interference. It also identified that the remote sites are using a three-way splitter in the antenna line which decreases the signal received by 1/3 percent. Pros: Existing System already in place Cons: Moriah Site Tower is not in good condition and needs to be replaced Bethel Hill Site Antennas are located on a water tank which does not allow for 360 coverage Ceffo Site Antenna is located on a wooden pole between the 70 and 90 mark. The report in 2004 indicated that the line of site at this height was a potential issue that was 9 years ago Equipment is housed in cabinets subject to fluctuating temperatures Unreliable Does not address the issues with poor reception and transmitting problems in outlying areas around the county lines. 22

23 Person County Emergency Services 911 Communications Division 301 Hill Street Roxboro, NC Cost: $12,000 Price includes aligning dishes, tighten tension lines and cutting trees at Moriah site, repair all issues with coax and equipment boxes at all locations, and installing meter base at Bethel Hill site. Wes Lail Emergency Services Director Administrative Staff Tommy Cole 911 Operations Manager Denise Drumwright 911 Training/QA Supervisor Hal Oakley 911 Technology Specialist Eithiel Estes Supervisor / E-911 Addressing Coordinator Brett Wrenn Supervisor / Asst. 911 Technology Specialist If line of sight is an issue at Ceffo this location may need to be moved to another location or a tower built to move the site higher in elevation. Neither option is included in this cost for Option # 1. OPTION # 2 Building a Simulcast Repeater System throughout the county using our existing VHF Frequencies. The primary reason for implementing a simulcast system is for wide area coverage with minimum frequencies. This is also an advantage for the user since all radio traffic is on a single frequency. Preliminary coverage maps indicate that a five (5) site simulcast repeater system would provide coverage throughout Person County and would reach beyond the county boundaries to assist local resources responding into adjoining counties providing mutual aid assistance. Pros: County-wide coverage Enhanced transmitting and receiving capabilities for portable radios and pagers Radio traffic is heard by all responding units preventing the need for telecommunicators to repeat information Infrastructure for additional county services (i.e. Broadband) Partnership with County Fire Departments for tower locations Partnership with State Highway Patrol for microwave links Cons: Land purchase for tower locations if fire station locations are not adequate Expensive equipment Cost: $3,000,000 23

24 Person County Emergency Services 911 Communications Division 301 Hill Street Roxboro, NC Price includes: Five Tower Sites: Bethel Hill (Woodsdale), Ceffo, Hurdle Mills, Moriah, Timberlake Wes Lail Emergency Services Director Administrati ve Staff Tommy Cole 911 Operations Manager Denise Drumwright 911 Training/QA Supervisor Hal Oakley 911 Technology Specialist Eithiel Estes Supervisor / E-911 Addressing Coordinator Brett Wrenn Supervisor / Asst. 911 Technology Specialist $1,250,000 ($250,000 each site): 250 Self-supporting tower Soil Testing Ground preparation for equipment shelter * Does not include land purchase if needed $850,000 ($170,000 each site): Equipment Shelter w/ climate control designed for sensitive radio/computer equipment Generator UPS (battery back-up) $900,000 ($180,000 each site): Repeaters Radios Microwave Coax OPTION # 3 Utilizing the State VIPER 800 MHz Radio System The VIPER radio system was established because of the interoperability issues in communications across the state of NC. The NC State Highway Patrol serves as the management agency for VIPER. When completed there will be 241 sites across North Carolina including the current tower under construction in Person County on Critcher Wilkerson Road in Roxboro. Pros: State owns and maintains the system Increased channel capacity Emergency notification options on radios Interoperability with State and Federal Agencies Redundant loop 24

25 Person County Emergency Services 911 Communications Division 301 Hill Street Roxboro, NC Wes Lail Emergency Services Director Administrative Staff Tommy Cole 911 Operations Manager Denise Drumwright 911 Training/QA Supervisor Hal Oakley 911 Technology Specialist Eithiel Estes Supervisor / E-911 Addressing Coordinator Cons: Need for a site in northern Person County (Bethel Hill Area) State owns and maintains the system Potential for future user fees New radios would have to be purchased Designed for in-street use No guarantee of in-building coverage Cost: $1,000,000 $2,000,000 Price is based on: $3,000 per radio times number of radios system wide Public safety radio estimates = 1.2 million Tower site for northern Person County = $420,000 County funds - $250,000 / NCSHP funds - $170,000 Conclusion: It is the goal of the Person County 911 Communications Division to provide the best options available to be evaluated by our stakeholders. We recognize that our current system lacks reliability and survivability in today s environment. The safety of our responders is the # 1 priority for our department. The funding amounts in this report are only estimates based on information provided from our radio vendor. Amounts are based on similar projects that have been implemented within the last 5 years. Brett Wrenn Supervisor / Asst. 911 Technology Specialist 25

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34 AGENDA ABSTRACT Meeting Date: October 21, 2013 Agenda Title: Person County Airport Transportation Improvement Program (TIP) Summary of Information: Talbert & Bright, Inc., Person County s Consultant Engineer for the Person County Airport, along with the members of the Airport Commission have submitted a list of proposed projects for the Airport to be undertaken for the year period. This is much like a capital improvement plan for the Airport with funding coming through state and local sources. The Airport Commission reviewed and approved these projects at their meeting held on October 10, Recommended Action: Review the proposed projects and approve the submission of these requests for State aid to Airports. Submitted By: Heidi York, County Manager 34

35 PERSON COUNTY EXECUTIVE AIRPORT TRANSPORTATION IMPROVEMENT PROGRAM (TIP) PROJECT LISTING Priority FISCAL TOTAL EST. PROJECT DESCRIPTION Number YEAR COST 1 Emergency Taxiway Lighting Rehabilitation Replace damaged taxiway lights, provide new regulator 2014 $ 25, Fuel Farm Improvements Improvements to Existing Fuel Farm 2014 $40, Airport Development Study, Update ALP Drawing and Terminal Area Plan to Digital Version/Current Extension Airport Development Study, RSA Alternatives Analysis Conditions (most recent 1987 Master Plan and ALP is hard copy only), Update Exhibit A Property Map, and ALP Drawing Set Develop and Evaluate Land Acquisition Options for extending the Runway 24 Safety Area and Runway 2014 $304, Perimeter Fencing - Phase II Installation of perimeter fencing for security and wildlife deterrant with wetland delineation and farm pond removal 2014 $347, Taxiway Lights Replace quartz MITL with LED MITL from west of Taxiway 'B' to end of Runway $170, T-Hangar and Box Hangar Combination 8 Unit T-Hangar with 60' Box Hangar and associated pavement 2015 $840, Runway 24 RPZ/Approach Land Acquisition Property acquisition for approach clearing and RPZ for Runway $370, Perimeter Fencing - Phase III Installation of perimeter fencing for security and wildlife deterrant 2015 $429, Airfield Signage Replace airfield directional and mandatory lighted signs with LED signs 2016 $189, Runway Lighting System High intensity runway lighting system - LED 2016 $516, RSA Environmental Assessment/Preliminary Environmental assessment and preliminary engineering for RSA widening, extension, and Engineering improvements $150, Runway Safety Area Extension Phase 1 - Relocate SR 1131 for RSA Extension 2016 $1,012, Runway Safety Area Extension Phase 2 - Extend RSA Ruway 24 and Relocate Localizer $4,474, Relocation of Runway 6 Threshold Relocation of Runway 6 threshold (6,000 ft runway), including land acquisition, easement acquisition, relocation of SR 1129, glide slope, and PAPI, and clearing and grading $2,486, Access Road and Parking Rehabilitation Rehabilitate terminal access road and parking lot $267, Terminal Expansion Expand terminal building to ±3,300 ft² (1,500 ft² expansion) $487, Terminal Area Auto and Parking Expansion Expand terminal auto parking $231, Unit Box Hangar and Taxiway 2-Unit Box Hangar and Taxiway 2018 $500, Waterline Extension for Terminal Facilities Extend 6" waterline from SR 1131 to terminal area $132, Runway Extension to 6,500 ft Extend runway to 6,500 ft (takeoff length) $2,612, Terminal Area Apron Expansion Expand the terminal area apron (±9,000 yd²) $838, Runway Safety Area Widening Widen runway safety area $1,737, Taxiway Turnaround for Runway 24 Extend parallel taxiway approximately 300' to complete taxiway on Runway 24 end $1,090, Extend Runway to 7000' Extend Runway to 7,000 ft (takeoff length) 2020 $3,929, T-Hangar, Executive Hangar, & Taxiway 10-unit T-Hangar, 5-Unit executive hangar with hangar taxiway $1,958, Color Code Division of Aviation Minimums Division of Aviation Recommended Additional Airport Requested Projects Signed *Project catagories based upon 2006 NCACP Catagories Total all improvements $25,141, GOVERNING BOARD OF THE SPONSOR RESPONSIBLE FOR FUNDING THE LOCAL SHARE OF THE PROJECT AND THAT SAID BOARD HAS FORMALLY APPROVED THE SUBMISSION OF THESE REQUESTS FOR STATE AID TO AIRPORTS (AND THE STATE BLOCK GRANT PROGRAM WHERE APPLICABLE) Date Name & Title (print) 35