PERSON COUNTY. CALL TO ORDER. Chairman Kendrick

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1 PERSON COUNTY BOARD OF COUNTY COMMISSIONERS MEETING AGENDA 304 South Morgan Street, Room 215 Roxboro, NC Fax February 21, :00am CALL TO ORDER. Chairman Kendrick INVOCATION PLEDGE OF ALLEGIANCE DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA PUBLIC HEARING: ITEM #1 Request to add new roadway name, Lick Creek Ln, to the Database of roadway names used for E-911 dispatching.. Sallie Vaughn ITEM #2 Consideration to grant or deny request to add new roadway Name of Lick Creek Ln. Chairman Kendrick 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. 1

2 ITEM #3 DISCUSSION/ADJUSTMENT/APPROVAL OF CONSENT AGENDA A. Approval of Minutes of January 12, 2017, B. Approval of Minutes of January 23, 2017, C. Approval of Minutes of February 6, 2017, D. Budget Amendment 14, E. Tax Adjustments for the month of February 2017 a. Tax Releases b. NC Vehicle Tax System pending refunds UNFINISHED BUSINESS: NEW BUSINESS: ITEM #4 Broadband update Sybil Tate ITEM #5 Remediate Methane Gas at Closed County Landfill Ray Foushee ITEM #6 Re-appointments to Person County Board of Equalization and Review Russell Jones ITEM #7 Board and Committee Appointments. Brenda Reaves A. Board of Adjustment B. Person Area Transportation Board ITEM #8 Consideration to change the Board of Commissioners July 17, 2017 meeting to a new date at 9:00am... Commissioner Clayton CHAIRMAN S REPORT MANAGER S REPORT COMMISSIONER REPORTS/COMMENTS CLOSED SESSION #1 A motion to enter Closed Session per General Statute (a) (3) to consult with an attorney with the following individuals permitted to attend: County Manager, Heidi York, Clerk to the Board, Brenda Reaves, County Attorney, Ron Aycock, and Assistant County Manager, Sybil Tate. Note: All Items on the Agenda are for Discussion and Action as deemed appropriate by the Board. 2

3 The Person County Board of County Commissioners will hold a public hearing on Tuesday, February 21, 2017 at 9:00am in Room 215 of the Person County Office Building at 304 S Morgan St, Roxboro, North Carolina to hear the following: Request by the Person County Address Coordinator to add Lick Creek Ln to the database of roadway names used for E 911 dispatching. The proposed private roadway will be located off Gray Rd and begins in Orange County, and terminates in Person County. Due to impending changes in E 911 dispatching software, two addresses along this private road will become out of compliance with the Addressing Ordinance and may jeopardize public health, safety, and general welfare. Citizens will have an opportunity to speak regarding the above request. Specific information about the request can be obtained from the Person County GIS Department, 325 S Morgan St, Suite D. Sallie Vaughn, GIS Manager 3

4 AGENDA ABSTRACT Meeting Date: February 21, 2017 Agenda Title: Public Hearing for a new roadway name, Lick Creek Ln Summary Information: Two private residences are located on a private driveway which is accessible off Gray Rd in Orange County. Due to impending changes in E 911 dispatching software, these addresses will become out of compliance with the Addressing Ordinance and may jeopardize public health, safety, and general welfare. Adding a new roadway along the private driveway and re addressing the two private residences will reduce ambiguity caused when 911 calls are dispatched and first responders are routed to a road outside Person County. Property owners have been kept informed of these impending changes via certified mail. Recommended Action: Motion to approve the recommended roadway name. Submitted By: Sallie Vaughn, GIS Manager 4

5 PERSON COUNTY BOARD OF COMMISSIONERS JANUARY 12, 2017 MEMBERS PRESENT OTHERS PRESENT Tracey L. Kendrick Gordon Powell 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 regular meeting scheduled for Monday, January 9, 2017 was cancelled due to inclement weather and was properly noticed and rescheduled to be held on January 12, 2017 at 7:00pm. The Board of Commissioners met in regular session in the Commissioners meeting room in the Person County Office Building. Chairman Kendrick called the meeting to order. Vice Chairman Powell gave an invocation and Commissioner Puryear led the group in the Pledge of Allegiance. DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA: A motion was made by Commissioner Jeffers and carried 5-0 to approve the agenda. INFORMAL COMMENTS: The following individual appeared before the Board to make informal comments: Ms. Arbony Cooper, Program Coordinator of Telamon Corporation, a non-profit agency housed in the workforce center building as the community action agency designated for submission of Fiscal Year Community Services Block Grant (CSBG) Plan for Rockingham, Caswell and Person Counties. The State of North Carolina Administrative Code requires that the CSBG be presented for review and comment to each county board of commissioners within 30 days of submission to the NC Department of Health and Human Services Division of Social Services Office of Economic Opportunity. The proposal for Person County was included in the board agenda as part of the Consent Agenda and will be due for submission on February 13, Ms. Cooper stated the CSBG was in its first full year of operation (Fiscal Year ) and requested an elected official and/or an appointee to fill a vacancy on the tri-parte advisory board for the three counties. Commissioner Jeffers volunteered to serve, and asked for consensus of the board, to which the Board confirmed. Ms. Cooper provided the Board with a brochure detailing Project PRIDE (Personal Responsibility In Daily Endeavors) focusing on creating self-sufficiency within the community, assisting individuals and families with obtaining the tools for basic living skills. The Case Manager assigned to Person County provides education and training services, employment services and resources for transportation, child care, fees, and more to lower income eligible participants. Ms. Cooper asked that the Board leave any comments related to the CSBG Plan with the Clerk to the Board for submission to Telamon. January 12,

6 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 December 5, 2016, B. Approval of Minutes of December 6, 2016, C. Approval of Minutes of December 14, 2016, D. Budget Amendment #12, E. Person County Sheriff s Office Grants: 1) Governor s Crime Commission Grant in the amount of $24,500 with no local funding match, 2) Bullet Proof Vests Grant in the amount of $12,000 with a 50% match, 3) United Way Grant in the amount of $16,000 for G.R.E.A.T. camp with no local funding matching, and 4) JCPC Grant in the amount of $6,000 with no local funding match F. Telamon Community Services Block Grant , G. Tax Adjustments for the month of January 2017, a. Tax Releases, b. NC Vehicle Tax System pending refunds, and c. Request for refund for Ms. Gloria Oakley on shelter/bulk barns NEW BUSINESS: VOLUNTEER FIRE AND RESCUE FUNDING PROPOSAL: Commissioner Jeffers asked the Board of Commissioners to hear from the Volunteer Fire and Rescue Departments (VFDs) Chiefs Association related to their request for more funding. Commissioner Jeffers noted the importance of the fire and rescue entities to know what funding they would receive each year. A committee of the VFDs Chiefs Association developed two funding proposals for the Board of Commissioners consideration for Fiscal Year Their proposals are presented on a spreadsheet titled, Proposed Funding from Volunteer Fire Departments. County Manager, Heidi York stated the County has been appropriating operating funding to the VFDs that increases every other year. Initially the funding formula that was adopted was to distribute the increase based on call volume but was later changed to a flat 2% increase to cover inflationary costs for all VFDs. This enabled the VFDs to know the funding without the variability of the call volume. Ms. York noted that since that time, the County has also created a capital funding program, allocating $90,000 annually, over the last two years, in addition to the operating funding. For the current Fiscal Year , the County has allocated a total of $1,182,977 for VFDs through operating, capital, audit, and VIPER radios costs. January 12,

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8 Person County s Analysis of Volunteer Fire Department Funding FY17 Funding District Operating Capital Funding TOTAL FY17 Funding Woodsdale $87,547 $14,500 $102,047 Allensville $44,403 $7,250 $51,653 Triple Springs $47,922 $7,250 $55,172 Moriah $88,695 $14,500 $103,195 Semora $15,737 $3,625 $19,362 Hurdle Mills $88,814 $14,500 $103,314 Timberlake $61,009 $7,250 $68,259 Ceffo $88,787 $14,500 $103,287 Rescue $44,988 $7,250 $52,238 TOTAL $567,902 $90,625 $658,527 $499,500 for VIPER radios for all VFDs $24,950 for audit costs TOTAL funding for FY17=$1,182,977 Estimated FY18 Funding Using existing formula (2% increase every other year- evenly distributed) District Operating Capital Funding Funding Woodsdale $89,298? Allensville $45,291? Triple Springs $48,880? Moriah $90,469? Semora $16,052? Hurdle Mills $90,590? Timberlake $62,229? Ceffo $90,563? Rescue $45,888? TOTAL $579,260? No audit costs this year No funds left in the VFD Capital Fund o Remaining funds: Rescue Squad $7,250, Ceffo $27,100, Timberlake $5,800, Triple Springs $7,250 January 12,

9 NOTE: VFDs that have a budget of $50,000 or greater are ineligible for a 75/25% State grant, instead they must apply for a 50/50% grant. Due to the grant restrictions, the capital funds are paid directly to vendors, so these funds are not counted against them for State grant eligibility. Funding Comparison District Operating Capital Audits Other TOTAL FY17 $567,902 $90,625 $24,950 $499,500 $1,182,977 FY18 $579,260 $? $0 $579,260+? Option 1 (call volume) $990,625 $990,625 Option 2 (tax value) $951,045 $951,045 NOTES: Option1: Call Volume - uses a call volume multiplier to add to the funding currently allocated. The formula uses the number of calls for each VFD for the period and multiplies by $170 per call. In FY16, the county distributed the 2% increase based on call volume. Feedback from the VFDs was that they preferred that the 2% increase be distributed evenly, so that their revenue would be predictable. Option 2: Tax Value - proposes a 2% fire tax based on taxable property in the district. Power producing companies are exempt from fire tax. 20% of county value is from power producing companies. Using General Fund money allows the county to collect $ from power companies and spend on fire protection. Parcels are split between multiple fire districts. Districts need to be redrawn in order to charge a single tax to each parcel. Redrawing of fire districts would take up to one year with approval by the state. Many counties are moving away from charging multiple rates within one county due to equity issues among VFDs. January 12,

10 Mr. Wayne Wrenn, President of the Fire Chiefs Association stated their main purpose was life safety. He said for a state certified station, each unit was required to have two trucks, standard operating equipment, a heated building with all firefighters completing the mandated training, and having the required turnout gear. Mr. Wrenn noted a signed contract with the county was necessary with the grant funding. He noted the benefit to the homeowners who reside within a six mile radius to a fire station who are eligible for a reduced insurance premium amounting to $100 in savings per $100,000 value. Mr. Martin Rimmer, Hurdle Mills Volunteer Fire Department Chief addressed the costs associated with each firefighters turnout gear, air pack and the departmental tankers. Mr. Rimmer noted that March 15 th was a key date related to application for state grant funds to which a match is required. For VFDs receiving over $50,000 in funding, the state grant is a 50/50% up to $60,000 and for those VFDs that has funding less than $50,000, the state grant is a 10/30% grant funding up to $40,000. Mr. Jason Fletcher, Timberlake Volunteer Fire Department Chief stated the need for additional funding to help sustain the VFDs. Commissioner Jeffers asked the VFDs to cite the age of their oldest vehicles: Hurdle Mills: Timberlake: Ceffo: Allensville: Moriah: Triple Springs: Woodsdale: Semora: Rescue: 1994 Tahoe and 1995 pumper 1988 pumper and 1995 truck 1979 pumper and 1994 truck 1989 pumper and 2000 truck 1989 pumper and 1999 pumper 1974 pumper and 2004 truck 1992 truck and 2000 truck 1972 truck and 1999 pumper 1998 truck Assistant County Manager, Sybil Tate told the VFDs that the capital funding for the radios are tied to the financing which will take place soon and staff intends to purchase the radio equipment by the end of the current fiscal year. Commissioner Jeffers requested staff to place the Volunteer Fire and Rescue Funding on the Board s Retreat agenda. Vice Chairman Powell extended appreciation to the Volunteer Fire and Rescue entities. January 12,

11 EMS BILLING SERVICES CONTRACT: Director of Emergency Services, Douglas Young and Emergency Services Manager, Greg White presented to the Board its request for a change for its EMS Billing Services contract. Last year the County s EMS billing service National Reimbursement Group consolidated with Ambulance Medical Billing Inc. During the past months the Department s EMS Division records shows that the County did not reach the projected revenue as provided by the billing company and the County s bad debt (non-collected fees) had risen to an amount unacceptable by staff. Additional administrative services have not been met by the billing company, which has been discussed with them without any improvements. With this sequence of events, the Department s staff conducted research of other EMS billing services to better provide these services to increase revenue and noncollections from non-payments. As well, staff desired a better administration of services. During the past couple of months, Emergency Services staff assisted by the County s Finance Director and County Manager interviewed different EMS billing service providers. EMS Management and Consultants (EMS M/C) of Winston Salem, NC presented information and documentation that show they will meet or exceed staff s expectation of services as well as accountability and collections of revenue. Mr. Young stated the fee for collection service will slightly reduce to 5.9% with EMS M/C from our current fee of 6%. Mr. Young noted additional services in the EMS M/C contract provide a needed system interface between the units, the County s reporting system and the new CAD system at 911 that will increase quality of care to patients. In turn, this will result in better data collection for reporting, billing and auditing. Also, the contract will allow EMS to purchase new mobile data terminals for each unit through EMS M/C for better service maintenance and possible lower financing, a service that the current provider has not offered. It was recommended by Emergency Services staff that the Board of Commissioners allow the County Manager to terminate the contract with Ambulance Medical Billing and begin a new five (5) year contact with EMS M/C and that the new contact will take effect on or about March 1, The EMS M/C representative was present to answer questions to which she noted there was a 90-day out in the contract without cause or a 10-day out with cause. Each termination option included an option to buy-out the hardware at a prorated rate. The proposed EMS M/C contract also included their acquisition of the hardware, on-site training with a projected revenue lift from the current collection rate. A motion was made by Commissioner Jeffers and carried 5-0 to approve the request to terminate the contract with Ambulance Medical Billing and begin a five (5) year contact with EMS Management and Consultants and that the new contact will take effect on or about March 1, January 12,

12 2017 COMMITTEE ASSIGNMENTS: Chairman Kendrick assigned the Board of Commissioners to the following committees as outlined below: Person County Board of Commissioners COMMITTEE ASSIGNMENTS Chairman Tracey L. Kendrick Animal Control Advisory Committee Economic Development Commission Health Board Library Board Person Area Transportation System Board Person County Senior Center Advisory Council Vice Chairman Gordon Powell Airport Commission Juvenile Crime Prevention Council Region K Workforce Development Board Research Triangle Regional Partnership Commissioner Jimmy B. Clayton COG Board Kerr Tar RPO - TAC NCACC District Director OPC Community Operations Board Upper Neuse River Basin Association Commissioner Kyle W. Puryear E-911 Committee High Speed Internet Committee Local Emergency Planning Committee Commissioner B. Ray Jeffers Community Services Block Grant Advisory Council Extension Advisory Committee Environmental Issues Advisory Committee Fire Chief s Association Home Health & Hospice Advisory Committee Home & Community Care Block Grant Adv. Committee NACo Board of Director Person County Partnership for Children Recreation Advisory Board Social Services Board January 12,

13 APPOINTMENTS TO BOARDS AND COMMITTEES: Clerk to the Board, Brenda Reaves stated that the Person County Board of Commissioners solicited volunteers to fill positions on the following boards, commissions, authorities, and committees through advertisement in the Courier-Times edition dated November 16, 2016 with notice to submit applications by the deadline of December 13, The yellow highlighted boards denote a competitive board and are eligible for the informal interview process should the number of applications received outnumber the available position(s). This process aids the Board in making appointments on competitive boards and committees. Should the Board desire to hold the informal interview process for those that meet the criteria, please direct the Clerk to organize and inform the applicants of the informal interview date as set by the Board. Should the Board waive this process, Ms. Reaves requested that the Board nominate and appoint as deemed appropriate and proceeded to present the interested citizen applications for consideration for appointments. Those applications highlighted in red are those that were submitted for consideration after the advertised deadline. The Board of Commissioners are encouraged to recruit citizens to fill the current vacancies for those which no applications have been received. - Adult Care Home Community Advisory Committee 1-Year Initial Term; 3-Year Reappointment: 2 positions available No applications received. - Airport Commission 3-Year Term: 1 position for a licensed pilot 1) Steven Watkins requested reappointment 2 at-large positions available 1) John Dustin Wall requested reappointment 2) Commissioner Puryear advocated for the Board to consider reappointing Brantley Burnett even as he did not submit his application for reappointment. Vice Chairman Powell asked for consideration to name Mr. Burnett as board member emeritus based solely on his service as one of the founding members of the Airport. Following discussion the Board decided to research the affect designating a seat on the commission as emeritus would have prior to taking such action. A motion was made by Commissioner Puryear and carried 5-0 to reappoint Steven Watkins as the licensed pilot representative and to reappoint John Dustin Wall and Brantley Burnett as at-large representatives to the Airport Commission, each for a 3-year term. January 12,

14 - Board of Adjustment 3-Year Term: 1 positon available 1) Patricia PJ Gentry requested appointment 1 position for an alternate for an unspecified term No applications received. A motion was made by Commissioner Jeffers and failed 2-3 to re-advertise for additional interest due to being a competitive board and one that action sometimes leads to litigation. Commissioners Jeffers and Clayton voted in favor of the motion. Chairman Kendrick, Vice Chairman Powell and Commissioner Puryear opposed the motion and voted it down. A motion was made by Commissioner Puryear and carried 3-2 to appoint Patricia PJ Gentry to the Board of Adjustment for a 3-year term. Commissioner Puryear, Chairman Kendrick and Vice Chairman Powell voted in support of the motion. Commissioners Clayton and Jeffers cast the dissenting votes. - Environmental Issues Advisory Committee 3-Year Term: 1 position each representing the following townships: Bushy Fork and Flat River No applications received. - Home Health and Hospice Advisory Committee 3-Year Term: 1 position representing a consumer No applications received. 1 position for a representative from the Dept. of Social Services 1) Barbie Hepler requested reappointment A motion was made by Commissioner Jeffers and carried 5-0 to reappoint Barbie Hepler as the representative from the Dept. of Social Services to the Home Health and Hospice Advisory Committee for a 3-year term. - Industrial Facilities and Pollution Control Financing Authority 6-Year Term: 3 positions available No applications received. January 12,

15 - Juvenile Crime Prevention Council Action to Rescind JCPC Appointment: The Board appointed Melinda Fife, Juvenile Court Counselor on August 1, 2016 to fill a current vacancy for a juvenile defense attorney representative. Mr. David Carter, Chief Court Counselor and Chairman of the JCPC informed the County that her application was submitted to be placed on hold for consideration when there are vacancies for citizens-at-large and was not submitted to serve as the juvenile defense attorney rep as she was not qualified to serve as the juvenile defense attorney rep. The Clerk spoke with Ms. Fife in August about this misunderstanding and the intent to rescind the appointment. Ms. Fife s application was included herewith for consideration for a citizen-at-large appointment. 1-Year Initial Term: 2-Year Reappointment 1 position for a person under the age of 21 No applications received. 1 position representing the faith community No applications received. 2-Year Term: Chief District Court Judge 1) Judge Mark Galloway requested reappointment Juvenile Defense Attorney No Applications received Health Department 1) Harold Kelly requested reappointment 3 positions for citizens-at-large 1) Melinda Fife requested appointment 2) Alisa Gentry Clayton requested reappointment 3) Treco Lea-Jeffers requested reappointment A motion was made by Chairman Kendrick and carried 5-0 to rescind appointment of Melinda Fife to serve as the Juvenile Defense Attorney representative on the Juvenile Crime Prevention Council, and to reappoint Judge Mark Galloway, Chief District Court Judge representative, Harold Kelly, Health Department representative and three citizen-atlarge representatives, Melinda Fife, Alisa Gentry Clayton and Treco Lea-Jeffers, to the Juvenile Crime Prevention Council, each for a 2-year term. January 12,

16 - Kerr Tar Regional Council of Government Board 2 citizens-at-large positions to serve as an alternate with an affiliation to represent the private sector business, minority or the retired community for an unspecified term. No applications received - Nursing Home Advisory Committee 1-Year Initial Term: 3-Year Reappointment; 3 positions available No applications received - Person Area Transportation System Board 3-Year Term: 1 position available for a representative of private industry No applications received 1 position available for a representative of economic development No applications received 2 positions available for citizens-at-large No applications received - Region K Aging Advisory 3-Year Term: 2 positions available 1) Angela Jones requested reappointment A motion was made by Chairman Kendrick and carried 5-0 to reappoint Angela Jones to the Region K Aging Advisory Committee for a 3-year term. - Tourism Development Authority 3-Year Term: 1 position representing a Motel/Hotel/Bed & Breakfast 1) Denise Hallett requested reappointment 2) Dr. Claudia Berryhill requested appointment 1 position from the general public available 1) Norwood Walker requested reappointment 2) Angela King requested appointment 3) Eldridge Meeler requested appointment 4) Doug Mabe requested appointment 5) Katherine Love requested appointment 6) Larry Cole requests appointment January 12,

17 It was the consensus of the Board to schedule the informal interviews with the applicants listed above on January 23, 2017 starting at 8:00am and by such action, directed the Clerk to inform the applicants of the date/time set by the Board. - Workforce Development Board 1-Year Initial Term; 2-Year Reappointment 1 position available for a representative of a registered apprenticeship program No applications received 1 position available for a member or an officer of organized labor No applications received Commissioner Clayton urged individuals attending and watching the meeting to get involved with county government through its boards and committees noting there are vacancies available. CHAIRMAN S REPORT: Chairman Kendrick had no report. MANAGER S REPORT: County Manager, Heidi York reported that the Economic Development Commission would be meeting on January 19, 2017 at 8:00am and that the Roxboro Area Chamber of Commerce Annual Banquet would take place on January 19, 2017 at 6:30pm. January 12,

18 COMMISSIONER REPORT/COMMENTS: Commissioner Jeffers gave kudos to the Department of Social Services (DSS) for meeting the Medicaid deadline, unlike many DSS offices across the state. Commissioner Clayton thanked the Volunteer Fire and Rescues noting he had sent in his dues. Commissioner Puryear asked the Board for consensus to have a Proclamation read at the Annual Chamber Banquet recognizing Person County s 225 th year anniversary to which the group consented. Vice Chairman Powell had no report. CLOSED SESSION #1 A motion was made by Commissioner Jeffers and carried 5-0 to enter Closed Session per General Statute (a) (3) to consult with an attorney and General Statute (a) (5) to establish, or to instruct the public body's staff or negotiating agents concerning the position to be taken by or on behalf of the public body in negotiating the price and other material terms of a contract at 8:11pm with the following individuals permitted to attend: County Manager, Heidi York, Clerk to the Board, Brenda Reaves, County Attorney, Ron Aycock, Assistant County Manager, Sybil Tate and Joe Freddoso via telephone. A motion was made by Chairman Kendrick and carried 5-0 to return to open session at 8:57pm. January 12,

19 CLOSED SESSION #2 A motion was made by Chairman Kendrick and carried 5-0 to enter into Closed Session per General Statute (a)(3) for the purpose to consult with the county attorney in order to preserve the attorney-client privilege at 8:58pm with the following individuals permitted to attend: County Attorney, Ron Aycock, County Manager, Heidi York, Clerk to the Board, Brenda Reaves, and Economic Development Director, Stuart Gilbert. A motion was made by Commissioner Jeffers and carried 5-0 to return to open session at 9:16pm. CLOSED SESSION #3 A motion was made by Chairman Kendrick and carried 5-0 to enter Closed Session per General Statute (a) (3) to consult with an attorney at 9:16pm with the following individuals permitted to attend: County Manager, Heidi York, Clerk to the Board, Brenda Reaves, County Attorney, Ron Aycock, and Assistant County Manager, Sybil Tate. A motion was made by Chairman Kendrick and carried 5-0 to return to open session at 9:43pm. January 12,

20 RECESS: A motion was made by Chairman Kendrick and carried 5-0 to recess the meeting at 9:43pm until January 23, 2017 at 8:00am. Brenda B. Reaves Clerk to the Board Tracey L. Kendrick Chairman (Draft Board minutes are subject to Board approval). January 12,

21 PERSON COUNTY BOARD OF COMMISSIONERS JANUARY 23, 2017 MEMBERS PRESENT OTHERS PRESENT Tracey L. Kendrick Gordon Powell 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 recessed session on Monday, January 23, 2017 at 8:00am in the Commissioners meeting room in the Person County Office Building. The purpose of the meeting was to enter Closed Session for the purpose of considering appointment of individuals through an informal interview process with applicants of competitive committee, boards, and commissions per General Statute (a)(6) as well as take action for appointment to such boards and committees. Chairman Kendrick asked for a motion to call the recessed meeting to order. A motion was made by Commissioner Puryear and carried 5-0 to move the meeting from recess to order. CLOSED SESSION #1 A motion was made by Commissioner Jeffers and carried 5-0 to enter Closed Session at 8:01am for the purpose of considering appointment of individuals through an informal interview process with applicants of boards and committees per General Statutes (a)(6). A motion was made by Commissioner Jeffers and carried 5-0 to return to open session at 8:59am. Due to the time constraints, it was the consensus of the Board to add to the regular meeting agenda action to make appointments to the Tourism Development Authority. ************ The Board of Commissioners for the County of Person, North Carolina, met in regular session on Monday, January 23, 2017 at 9:00am in the Commissioners meeting room in the Person County Office Building. Chairman Kendrick called the meeting to order. Commissioner Clayton gave an invocation and Commissioner Puryear led the group in the Pledge of Allegiance. January 23,

22 DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA: Chairman Kendrick asked the Board to add to the agenda an item for appointments to the Tourism Development Authority. A motion was made by Commissioner Jeffers and carried 5-0 to add appointments to the Tourism Development Authority to the agenda, and to approve the agenda as adjusted. APPOINTMENT TO TOURISM DEVELOPMENT AUTHORITY: Chairman Kendrick presented the following applicants to the Board for nomination for appointment for a 3-Year Term: 1 position representing a Motel/Hotel/Bed & Breakfast/Inn 1) Denise Hallett requested reappointment 2) Dr. Claudia Berryhill requested appointment A motion was made by Commissioner Jeffers and carried 5-0 to appoint Dr. Claudia Berryhill to the Tourism Development Authority for a 3-year term. 1 position from the general public available 1) Norwood Walker requested reappointment 2) Angela King requested appointment 3) Eldridge Meeler requested appointment 4) Doug Mabe requested appointment 5) Katherine Love requested appointment 6) Larry Cole requests appointment A motion was made by Commissioner Puryear to reappoint Norwood Walker to the Tourism Development Authority for a 3-year term. A substitute motion was made by Commissioner Jeffers and failed 2-3 to appoint Larry Cole to the Tourism Development Authority for a 3-year term. Commissioners Jeffers and Clayton voted for the failed motion while Chairman Kendrick, Vice Chairman Powell and Commissioner Puryear cast the dissenting votes. The original motion was voted on and carried unanimously. January 23,

23 RECOGNITION: RESOLUTION OF APPRECIATION: Chairman Kendrick read and presented a Resolution of Appreciation to Person County Retiree, Al Rhew. January 23,

24 Sheriff Dewey Jones thanked the former Chief Deputy Rhew for his ten years of service to the Sheriff s Office and presented to him a plaque commemorating his badge and service to the citizens of Person County. INFORMAL COMMENTS: The following individual appeared before the Board to make informal comments: Ms. Susan Naylor of 481 Valhalla Drive, Timberlake, and a volunteer at the Person County Senior Center, advocated for the proposed renovations of the newly acquired Senior Center site stating there was a necessity for the upgrades to improve accessibility throughout the facility for a safe experience by the seniors. Ms. Naylor thanked the Board for purchasing a facility for the senior programming and urged them to outfit the facility for its best use by the citizens of the County. 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. Budget Amendment #13, B. Public Transportation Consolidated Capital Call for Projects Program Resolution NEW BUSINESS: PRESENTATION OF COMPREHENSIVE ANNUAL FINANCIAL REPORT FOR FISCAL YEAR ENDING JUNE 30, 2016: Mr. James Winston, II, CPA of Winston, Williams, Creech, Evans & Company, LLP presented to the Board the Comprehensive Annual Financial Report (CAFR) for Person County for the Fiscal Year ending June 30, Mr. Winston s presentation follows: January 23,

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33 TECHNOLOGY FUNDING REQUEST BY BETHEL HILL CHARTER SCHOOL: Mr. Stephen Hester, Principal of Bethel Hill Charter School, and on behalf of Mr. Joe Berryhill, Bethel Hill Charter School Chair, appeared before the Board of Commissioners to request a special appropriation for instructional technology funding to purchase 240 student laptops. This special appropriation would allow a laptop to be assigned to every 3 rd -5 th grade student and a laptop for every two students in grades 1 st and 2 nd. The total cost of this project was projected to be $96,000. Mr. Hester noted these laptops are instructional tools that will used directly by students to enhance student learning and develop students as 21 st century learners. Mr. Hester further noted that any funding approved will be serving students who come from all locations of Person County. UPTOWN DEVELOPMENT REPORT FOR 2016: Ms. Lauren Wrenn, Uptown Development Director gave the Board the following report summarizing new developments, projects, expansions and events that took place in the Uptown Roxboro during Special Year-End Report from the Office of the Uptown Development Director 2016 was an exciting year in Uptown Roxboro. With a record number of private and public supporters, the Roxboro Development Group and Uptown Development Department successfully accomplished more than three-fourths of their goals for the year. The following are some highlights of this year s notable achievements for Uptown Roxboro. Nearly $2 million in public and private investments in the fiscal year 11 new businesses opened, creating multiple new jobs Record setting attendance at joint Personality/Alive After 5 concert event Received $94,340 in grant money from the State for Downtown Revitalization Maintained National Accreditation status for the second year in a row Erected new Welcome and parking signage for visitor accommodation Witnessed the opening of 5 new residential units in a newly renovated building In addition to the major accomplishments of the Uptown district, the Roxboro Development Group also saw notable growth in The following are highlights of Roxboro Development Group successes over the calendar year. Issued $5,000 in Façade Grant monies to local property owners in Uptown Hosted an Open House of Available Properties, which resulted in numerous inquiries regarding the vacant buildings Continued to draw large crowds to the popular Rox N Roll Cruise-In event, despite many dates of inclement weather Logged nearly 1,000 hours of volunteer service hours from community members January 23,

34 Received recognition at the NC Main Street Conference for an award-winning completion of the Kirby Rebirth Project As one can see from this list, Uptown Roxboro continues to grow with new businesses, activities, and residents. The Uptown Development office is proud of the partnerships created with more than 50 local business, who believe in the importance of Uptown revitalization, and donate time and money towards our projects. Equally as important to the success of local revitalization efforts is the support of the public. From the increase in social media followers, to the sheer number of requests to become a part of the Roxboro Development Group, it is obvious that the people of Person County are happy to see these changes taking place. Looking forward to 2017, the Roxboro Development Group and Uptown Development office plan to find ways to further engage members of the community in projects and events Uptown. The 2017 Plan of Work will be available for public view very soon, and it is our hope that you will find excitement in many of our planned projects. We look forward to the continued support of the Commissioners, staff, and people of beautiful Person County. Thank you. RESOLUTION FOR ADOPTION OF THE NC LAKES DISTRICT REGIONAL BIKE PLAN: Ms. Diane Cox, Executive Director, Kerr-Tar Regional Council of Governments and Mr. Michael Kelly, Regional Planning Director, Kerr-Tar Regional Council of Governments shared the following presentation summarizing the North Carolina Lakes District Regional Bike Plan as well as introduced a resolution for the Board s consideration to adopt the plan. Ms. Cox noted that the NC Department of Transportation contracted with the Kerr- Tar Regional Council of Governments (COG) in 2012 to develop and write a comprehensive regional bike plan for the Kerr-Tar region. The plan was conceived as an economic development tool to spur recreational tourism in the region using the Rural Regional Transportation Planning Organizations (RPO) boundary as the planning area boundary. The planning area includes the RPO portions of Franklin and Granville Counties, as well as Person, Vance and Warren Counties. Mr. Kelly stated the project was in the final phase of completion, the adoption phase. As of January 4, 2017, Mr. Kelly noted resolutions have been adopted by the Kerr- Tar Regional COG Board, the RPO Transportation Advisory Committee and Technical Coordinating Committee, Franklin County and Vance County. Ms. Cox added that staff would be presenting the request to Warren and Granville Counties in February. The final plan can be accessed on the Kerr-Tar Regional COG website. January 23,

35 35 January 23,

36 36 January 23,

37 37 January 23,

38 38 January 23,

39 A motion was made by Commissioner Clayton and carried 5-0 to approve a Resolution for Adoption of the NC Lakes District Regional Bike Plan. January 23,

40 40 January 23,

41 NEW SENIOR CENTER RENOVATIONS: General Services Director, Ray Foushee presented to the Board the low bidder quote from Kevin Oakley Builders related to the renovations/modifications requested by the Senior Center staff for the recently purchased facility. Mr. Foushee outlined the quotes for each space as listed below: 1. Space 1 Fitness area no modifications requested 2. Space 2 Photography Studio install a chair/pedestrian lift between spaces 2 & 3 $19, Space 3 Salon A)remove cubicle walls/cabinets and check out station $8,214, and B) to add folding wall $11, Space 4 Office Suite add electrical/data outlets for 6 computers and remove wall between to offices $3, Space 5 Church add sink, make serving window, create office in storage area $3, Canopy create a covered entrance/canopy for client drop off and a covered walkway to Space 5 $59,928 Mr. Foushee stated that in a previous meeting, the Board had authorized staff to move forward with renovations to Space 5 as soon as a low bid was secured. Mr. Foushee noted the grand total for all renovations proposed with the low bidder quote was $105,853. He requested the Board to direct staff on how to proceed. A motion was made by Commissioner Clayton to approve the low bid quotes for all spaces as presented and to reimburse the County by including the expenses in the financing. When asked by Commissioner Jeffers of the impact of the renovations costs on the annual debt payment, Finance Director, Amy Wehrenberg stated the renovations would be a minimal adjustment to the $2,050,000 acquisition costs. She projected the annual debt payment to be between $200,000 and $300,000 dependent upon the terms of the financing. A substitute motion was made by Chairman Kendrick and carried 3-2 to approve the low bid quotes for all spaces with the exception of the folding wall for $11,300 and the canopy for $59,928 and to reimburse the County by including the expenses in the financing. Chairman Kendrick, Vice Chairman Powell and Commissioner Kendrick voted in favor of the substitute motion. Commissioners Clayton and Jeffers voted in opposition to the substitute motion. The total expenditures for the renovations/modifications approved by the Board was $34,625. January 23,

42 RESOLUTION AMENDING THE PERSON COUNTY ECONOMIC DEVELOPMENT COMMISSION FOR A CHANGE IN MEMBERSHIP: Chairman Kendrick presented to the Board a Resolution amending the Person County Economic Development Commission for a change in membership. The changes reflected in the amended Resolution included the addition of the final Whereas statement and the insertion of or alternate in Section 2, A. These changes allow for the Elected Chair or alternate of the Person County Board of Commissioners to serve on the Economic Development Commission with full right to vote. Chairman Kendrick stated that the amendment would allow for the Chairman to assign an alternate (a member of the Board of Commissioners) in his stead should the Chairman of the Board of Commissioners deem appropriate to serve for the annual term of the Chairman. Commissioners Clayton and Jeffers noted their opposition to the change noting the duty was a responsibility of the Board s Chairman. Chairman Kendrick countered that an alternate would be appropriate should another member have a passion and interest in economic development. A motion was made by Commissioner Puryear and carried 3-2 to adopt a Resolution Amending the Person County Economic Development for a change in membership. Chairman Kendrick, Vice Chairman Powell and Commissioner Puryear voted in support of the motion. Commissioners Clayton and Jeffers cast the dissenting votes. Chairman Kendrick assigned Vice Chairman Powell to serve as the alternate representative of the Person County Board of Commissioners on the Economic Development Commission. January 23,

43 43 January 23,

44 44 January 23,

45 CHAIRMAN S REPORT: Chairman Kendrick reported that Ms. Brozy from Roxboro Community School extended an invitation to the Board for lunch and a tour of the high school. He asked the Board members to consider dates available. MANAGER S REPORT: County Manager, Heidi York reported the Board s next meeting would be its Retreat scheduled on February 6, 2017 at 9:00am at the newly acquired Senior Center site. She stated she would be calling each of the commissioners for input for the retreat agenda. COMMISSIONER REPORT/COMMENTS: Commissioner Jeffers had no report. Commissioner Clayton had no report. Commissioner Puryear had no report. Vice Chairman Powell reported that a request would be forthcoming to the Board related to naming a roadway or a portion thereof in honor of veterans. CLOSED SESSION #2 A motion was made by Commissioner Puryear and carried 5-0 to enter Closed Session per General Statute (a) (3) to consult with an attorney at 9:49am with the following individuals permitted to attend: County Manager, Heidi York, Clerk to the Board, Brenda Reaves, County Attorney, Ron Aycock, and Assistant County Manager, Sybil Tate. A motion was made by Vice Chairman Powell and carried 5-0 to return to open session at 10:15am. Chairman Kendrick asked the Board if they would like to tour the Roxboro Community School. There was no consensus of the Board to set a date with Roxboro Community School for a tour. Commissioner Puryear suggested individual tours, as needed. January 23,

46 ADJOURNMENT: A motion was made by Chairman Kendrick and carried 5-0 to adjourn the meeting at 10:19am. Brenda B. Reaves Clerk to the Board Tracey L. Kendrick Chairman (Draft Board minutes are subject to Board approval). January 23,

47 PERSON COUNTY BOARD OF COMMISSIONERS FEBRUARY 6, 2017 MEMBERS PRESENT OTHERS PRESENT Tracey L. Kendrick Gordon Powell 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 regular session on Monday, February 6, 2017 at 9:00am in the County s newly acquired property (future site of the Senior Center) located at 87 Semora Road, Roxboro, NC. This meeting was designated for the annual board retreat for the Person County Board of Commissioners. Chairman Kendrick called the meeting to order and welcomed the group to the annual Board retreat noting the retreat provides an opportunity to give direction to the County Manager for the upcoming recommended budget. County Manager, Heidi York told the Board the retreat was a time for staff to share relevant information related to fiscal projections. Ms. York encouraged the Board to participate and feel free to ask questions in an informal manner throughout the day. DISCUSSION/ADJUSTMENT/APPROVAL OF AGENDA: A motion was made by Commissioner Jeffers and carried 5-0 to approve the agenda. COUNTY SNAPSHOT AND TRENDS: Assistant County Manager, Sybil Tate set the stage with the following presentation titled Community Snapshot and Trends. February 6,

48 48 February 6,

49 49 February 6,

50 50 February 6,

51 Definition of poverty: $1,000/month per person. Ms. Tate noted there was 19.9 % of all people in Person County live in poverty, slightly less than 2/3 of households earn less than $50,000/year. February 6,

52 There are 15,383 households in the County. Person County s median income is $42,105, which has not caught up with pre-recession median income of $45,321. The county lags behind the State in median household income of $46,000. The mean household income is $52,167. The mean income gives an indication that more households are above the median, than not. February 6,

53 Building permits are estimated to increase this year. Most of the growth projection is in the Timberlake area near the Durham County line and around Hyco Lake. February 6,

54 All age groups are essentially flat, except the 65+ group. Over the next 13 years, the 65+ group will increase by 2,600 individuals. February 6,

55 COUNTY SERVICES: County Manager, Heidi York presented to the group slides based on NC General Statutes illustrating County Services: Mandated and Optional/Discretionary. February 6,

56 Ms. York stated the Board had no discretion with the items listed in the first column; the second column listed services that are mandated however, the Board retains discretion on the spending levels. The third column consisted of quality of life services that are not mandated to which the Board had full discretion. February 6,

57 Ms. York illustrated the County s estimate of spending for mandated versus discretionary. February 6,

58 AD VALOREM AND VEHICLE TAX REVENUES: Tax Administrator, Russell Jones stated prior to the presentation on Ad Valorem and Vehicle Tax Revenues, he requested consideration on the following two items. February 6,

59 Acceptance of the Report of Unpaid Taxes Mr. Jones told the Board that General Statute (a) requires that the Tax Collector report to the Board the amount of unpaid 2016 taxes that are a lien on real property as of the first Monday of February noting this was simply a check point for the Board as to the progress that the Tax Office was making on collections and a way to alert the Board if collections are down. Mr. Jones stated as of February 3, 2017, the Tax Office s collection rate was just under 95% and the unpaid real estate tax on 2016 real property was just over $1.4M. Mr. Jones stated no motion was required. The Board of Commissioners accepted the Tax Administrator s Report of Unpaid Taxes. Advertisement of Unpaid Real Estate Taxes Tax Administrator, Russell Jones stated a motion was required to order the advertisement and set the advertisement date for delinquent 2016 real property taxes. Mr. Jones stated the Tax Office would like for the date to be March 4, Mr. Jones noted the newspaper advertisement was required under General Statute (c) and can be placed anytime between March 1 st and June 30 th, further noting the newspaper advertisement has been a great collection tool and the sooner the advertisement, the better the ending collection rate will be. The cost of the advertisement is charged to the delinquent real estate bills. Mr. Jones requested the Board to make a motion to set the advertisement date for March 4, A motion was made by Commissioner Puryear, and carried 5-0 to order the advertisement of unpaid real estate taxes and set the advertisement date for March 4, 2017 for delinquent 2016 real property taxes. February 6,

60 Mr. Jones stated the 2017 appointed members of the Special Board of Equalization and Review would serve through February 2021; the term would expire prior to the next scheduled revaluation. February 6,

61 Mr. Jones confirmed the Board of Commissioners could abolish its Special Board of Equalization and Review. However he noted the NC Dept. of Revenue s new Appraisal Standards, which will take effect for 2018, requires a special board. There are over 60 counties in NC with a special board. Chairman Kendrick asked each commissioner to bring to the Board s February 21, 2017 meeting a recommendation for the special board and asked Mr. Jones to informally poll the previous members for availability to continue to serve in this capacity. February 6,

62 Mr. Jones noted for the current Fiscal Year , the biggest players are, of course, real property (land and buildings) for 66%, then state appraised property (Duke Energy) at just over 21%, then machinery(business equipment) at almost 11%. DMV has transitioned to the new NCVTS system, and it now collected by NCDMV local tag offices. February 6,

63 Mr. Jones noted his projections were based on good information for real and vehicles, but State appraised would not be available until September, and the equipment numbers sometime in late April. February 6,

64 Minimal new construction projected at $17 million. Total value for Fiscal Year was based on actual, not budgeted. Mr. Jones projected.60% growth for Fiscal Year February 6,

65 This shows continued growth in the real property values, from $2.779B to $2.795B. February 6,

66 These are mainly place-holder numbers for now. Other increases here will not be known until late April. No new major projects for this year, however there are new projects in the works for FY2019 (GKN for example at $38M) Spuntech was a big new major project for last year. 9% loss mostly due to depreciation. February 6,

67 There may be additional equipment that has been added by other companies, but this will not be known until late April. With the -$49M and limited new investments, this is projected to be slightly down from the previous year. In 2016 $451M, 2017 estimated at $402M. February 6,

68 21% of the County s base will not be known until September. The state will not see any of these numbers until late May at which time there will be estimates. Estimated $800M for , but came in at $849M, or $49M over. Estimated $815M for , but came in at $865M. Conservative budgeting (normally hold between $25 and $35M); estimating $853M for (holding $35M based on last year value). February 6,

69 69 February 6,

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72 72 February 6,

73 For the past 10 years, Person County s tax rate has remained unchanged at $.70 per $ ,000 house = $700 in county property taxes annually Revaluation year in green. February 6,

74 While the tax rate has remained unchanged, the revenue per penny has grown as the county continues to experience some growth. Any change in the tax rate will only affect vehicles from October-June, due to renewal notices already mailed for preceding months. Takes into account all projections and budgeting conservatively. February 6,

75 Mr. Jones stated these were the total four options that were discussed two years ago. To implement a fire tax option for Fiscal Year 2018, only options 1 and 2 can be considered. February 6,

76 No new rules apply. Person County is currently spending 2.4 cents of the general levy in the current fiscal year to support fire/rescue services. February 6,

77 77 February 6,

78 Mr. Jones noted the term fire service district may need to be changed to fire/rescue district to more accurately reflect that the rescue is included. Mr. Jones confirmed that state appraised property would be eligible to be taxed although previously reported they would not. He outlined the process below: 1. Requires demonstrated need, 2. 4 weeks prior to public hearing, must provide maps and plan, 3. Conduct public hearing to hear public comments, 4. adopt by resolution, 5. must start July 1, and 6. may include the City of Roxboro, if agreed by City Council. Should the City of Roxboro agree, one penny still provides less funding in first year due to DMV at 9 months (-$ 14,528). February 6,

79 At 97.25%, one penny (without City and only 9 months of County DMV) would be less by $76,995. Even if City was included in fire district, one penny would still be affected by 9 months of DMV, so one penny with City would be $421,582 (not $ 436,110, less by $14,528). February 6,

80 Must be distributed based on need and desire of the Board due to fire service lines not matching parcel lines. City can be included if they desire. County decides rate and funding. Money must go into a restricted fund, to be used in current/future years by fire/rescue. A fire service tax that includes all monies distributed would better demonstrate their funding level (fire to City for mutual aid, VIPER radios, capital, etc.). A decrease in the general tax rate of 2 cents would roughly need a 3 cents fire tax. February 6,

81 This chart compares annual insurance premiums for a new wood frame home valued at $100,000 with smoke detectors to illustrate how the ISO ratings affects citizens insurance costs. February 6,

82 Even if only 1 fire district is interested in a petition and the fire protection district, up to 4 districts may see lines affected (and maybe adjacent counties). This demonstrates why one tax based on need is needed as the district lines do not follow parcels. February 6,

83 The Board had consensus that the volunteer fire and rescue departments were in need of additional funding and discussed possible options which included: Raising the tax rate from.70 cents by 1 to 2 1/2 cents for fire and emergency services, Cutting discretionary spending for non-mandated services in lieu of a tax increase, An across the board cut on discretionary funding, and Renegotiating contract with Republic to earmark increased revenues to be used for more funding to VFDs. Ms. York reminded the Board of the Fiscal Year 2017 approved budget related to fire and rescue services provided in the County. Fire and Rescue VFDs/Rescue - Operating $567,902 Fire and Rescue City of Roxboro Operating $381,443 VFD and Rescue Capital Reserve Fund $ 90,625 Ms. York noted that the capital reserve fund would need a new appropriation from the General Fund should the Board continue this program. Related to cutting across the board for discretionary funding, Ms. York added that departmental budgets are already lean and that a cut would impact staffing. She and Commissioner Jeffers stated staff supervisor/employee ratios were already deficient and not meeting standards within the Department of Social Services, Emergency Services and 911 Communications. Chairman Kendrick announced a brief break at 10:45am. He reconvened the meeting at 11:00am. NEW SALES TAX LEGISLATION: Assistant Finance Director, Laura Jensen provided the Board with the following update related to New Sales Tax Legislation. February 6,

84 Ms. Jensen commended the Board s decision to not budget last year for the projected increase for the Sales Tax Expansion program due to concerns which proved to be a smart move. February 6,

85 85 February 6,

86 The Finance Department estimated Person County s collection would be just under $349,000 versus the $550,000 the state had projected for the current fiscal year. February 6,

87 84% of the projected growth is due to the Sales Tax Expansion program. February 6,

88 FISCAL REVIEW & CAPITAL PROJECTS: Finance Director, Amy Wehrenberg provided a mid-year fiscal review compared to a year ago. Ms. Wehrenberg stated comparing mid-year revenues and expenditures was often a good measurement of the county s current fiscal indicators, as well as an indicator of where things might fall at fiscal year-end. February 6,

89 89 February 6,

90 Showing significant drop in UFB for fiscal years 2013 and 2014 as the attempt was made to address deferred capital. Revenues have been slow to recover, but there are signs of improvement (i.e. sales tax, occupancy tax, DMV collections, DSS revenues) along with the reduced CIP expenditures that indicate a possible increase in the UFB for the current year. February 6,

91 Assistant County Manager, Sybil Tate presented the update on the Public Safety Communication System Upgrade & Broadband Project noting the Mt. Tirzah tower was completed. Ms. Tate noted no cell phone vendors will be allowed on the state owned towers. The City of Roxboro is reviewing the 911 tower study analysis to which the County will be asked to partner in the upgrades for lifetime use on the tower for IT and emergency services. February 6,

92 Ms. Tate encouraged the Board to contact state representatives for possible grant opportunities from the General Assembly for the broadband project. Ms. Wehrenberg corrected that the required match would be $1.01M and not the posted $1.07M for the Airport Runway Extension grant from NCDOT. February 6,

93 Chairman Kendrick announced a lunch break at 12:04pm and asked the group to return for the meeting to be reconvened at 1:00pm. February 6,

94 Chairman Kendrick announced the meeting back in session at 1:00pm. BUDGET PRIORITIES: County Manager, Heidi York led discussion for the Board s FY17-18 Budget Priorities. February 6,

95 Vice Chairman Powell pointed out that $2M of the $11.7M budget for PCS was distributed to the Charter Schools (Person County students funding allowance follows student to charter schools). Commissioner Jeffers stated the schools were having issues with snow removal. Ms. York added that both Bethel Hill Charter was requesting funding for technology and Roxboro Community School was requesting funding for safety and security issues. February 6,

96 Ms. York noted the IT Dept. was not recouping its costs for providing services to the City of Roxboro. New funding is needed for the following operating needs. Ms. York noted that the VFD/Rescue funding and impact to the landfill decision could be added the list below noting the Year 2 Market Study may cost up to $100,000. Ms. York asked the Board to participate in the Budget Straw Poll to help identify budget priorities. February 6,

97 97 February 6,

98 Chairman Kendrick announced a break at 1:40pm and reconvened the meeting at 1:55pm. Ms. York presented the results of the informal, non-binding poll with the Board for FY17-18 Budget Priorities. February 6,

99 99 February 6,

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107 Ms. York thanked the Board for participation in the informal straw poll noting it gives staff direction for the recommended budget. Commissioner Jeffers stated his support for a tax increase only if the funds were earmarked for public safety including EMS and the volunteer fire and rescue needs. Commissioner Puryear stated he would not support a tax rate increase and he advocated for cutting discretionary spending for the needed increase to volunteer fire and rescue funding. When asked by Vice Chairman Powell about the $250,000 expenditure, Ms. York stated that expense was authorized for the engineering design for water lines to the mega site to obtain site certification. She added that before the award was made, this item would be before the Board for contract approval. Chairman Kendrick volunteered discussion to forgo his salary and the salaries of the commissioners as well as the travel budget of the governing body. Ms. York clarified for the group that of the $1.6M of Capital Projects submitted by Piedmont Community College, she only recommended including the roof for Building D at this time. Chairman Kendrick and Commissioner Jeffers stated support that the IT Dept. contract with the City of Roxboro should sustain all costs for the services provided. Vice Chairman Powell asked if the new insurance vendor would save the County costs related to the employee health benefits. Ms. York stated Mark III was projecting a small increase, less than the average market increase of 8% and much lower compared to the City s increase of 40%. Commissioner Clayton made the group aware that the mental health advisory board that formerly represented Orange-Person-Chatham may grow to include Alamance and Caswell. Commissioner Clayton asked for Board consideration to move the regular scheduled July 17, 2017 meeting to be held on July 10, Chairman Kendrick asked that this be placed on the next Board agenda. 107 February 6,

108 CLOSING REMARKS & EVALUATION: County Manager, Heidi York asked Board members to complete the retreat evaluation and return to staff. Chairman Kendrick thanked staff for the informative presentations and the Senior Center for use of the space. ADJOURNMENT: A motion was made by Commissioner Puryear and carried 5-0 to adjourn the meeting at 2:29pm. Brenda B. Reaves Clerk to the Board Tracey L. Kendrick Chairman (Draft Board minutes are subject to Board approval). 108 February 6,

109 BUDGET AMENDMENT BA14 2/21/2017 Dept./Acct No. Department Name Amount Incr / (Decr) EXPENDITURES REVENUES General Fund General Government 4,000 Public Safety 779 Culture and Recreation 3,743 Human Services 1,303 General Fund Intergovernmental Other Revenues 5,825 Fund Balance Appropriation 4,000 EXPENDITURES Library Development Trust Fund 7,422 REVENUES Library Development Trust Fund Fund Balance Appropriation 7,422 Explanation: Appropriate fund balance for FY16 support of fireworks contract ($4,000); receipt of vehicle claim for Sheriff's department ($2,779); reduction of EMS Walmart Grant (-$2,000); receipt of property damage claim for Recreation ($2,075); receipt of property damage claim for Museum of History ($1,668); receipt of vehicle claims for DSS ($1,303); appropriate fund balance in Library Development Trust Fund for purchase of computers ($7,422). 109

110 AGENDA ABSTRACT Meeting Date: February 21, 2017 Agenda Title: Tax Adjustments for February 2017 Summary of Information: Attached please find the tax releases and motor vehicle pending refunds: 1. February 2017 tax releases. 2. February 2017 North Carolina Vehicle Tax System (NCVTS) pending refunds. Recommended Action: Motion to accept reports and authorize refunds. Submitted By: Russell Jones, Tax Administrator 110

111 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-" MORRIS WILLIE O III & KATHRYN CRYSTAL SPRINGS/P5/L30/H R 1289 SRJ REASON:UNDER ONE DOLLAR WCEL INVESTMENTS LLC TANGLEWOOD SHORE/LT51/VL R 1290 SRJ REASON:UNDER ONE DOLLAR BURNETTE MARK A/BURNETTE ZALEN 25 REAMS AVE STORE R 1291 SRJ REASON:UNDER ONE DOLLAR CASH DEBORA TRSTEE & OTHERS 17/100ACRE/LT4/VL R 1292 SRJ REASON:UNDER ONE DOLLAR CLAY CURTIS M & JEANETTE P 1 ACRE & HSE R 1293 SRJ REASON:UNDER ONE DOLLAR LIPSCOMB MARY M & OTHERS 53&93/100 ACRES & HOUSE R 1294 SRJ REASON:UNDER ONE DOLLAR LOOMIS CARSON R & MAYRE HAMILTON PTS/LT9/H&L R 1295 SRJ REASON:UNDER ONE DOLLAR PAYNE WAYNE & MAXINE HYCO TRAILS/P/L9/HSE R 1296 SRJ REASON:UNDER ONE DOLLAR POWELL ROGER TALMADGE H/A R 1297 SRJ REASON:UNDER ONE DOLLAR SEDELMEYER A JEROME & JOANNE R FOREST SHRS/P2/LT9/HSE R 1298 SRJ REASON:UNDER ONE DOLLAR SMITH DONALD ROY H/L N MAIN ST R 1299 SRJ REASON:UNDER ONE DOLLAR TALL PROPERTIES INC GLENNFIELD/TR2/VL R 1300 SRJ REASON:UNDER ONE DOLLAR WHITFIELD ROGER & WHITFIELD JO 602 W MOREHEAD ST H/L R 1301 SRJ REASON:UNDER ONE DOLLAR PURVIS CHARLES M & GAIL C LAKEVIEW/LT15/H&L R 1302 RH REASON:CORRECTION DELETE MOTV BILLED IN ERROR LEWIS JIMMY C & PORTIA D LOTS & R 1303 RH REASON:CORRECT LAND VALUE DUE TO 501 BYPASS LEWIS JIMMY C & PORTIA D 1 ACRE R 1304 RH REASON:ADD CNDF DUE TO 501 BYPASS F CATES RICHARD CHRISTOPHER PERSONAL R 1305 MP REASON:BOATS SOLD

112 COSSYS PERSON COUNTY TAX OFFICE COLLECTION SCROLL-12:LEVY ADJUSTMENTS ALL TAX YEARS PAGE: 2 ACCOUNT # COLREC COUNTY-TAX DISTRICT DISTRICT DOG PENALTY INT/DISC LIEN-COST TOTAL NUMBER TRNREC CLRK DATE DISTRICT-" ROBINSON ROSE MARIE CAMRY 4S R 1307 BSG REASON:BANKRUPTCY DISCHARGE 12/29/ JOHNSON JEFFREY VAUGHN PERSONAL 99 CHEV TK R 1318 MP REASON:TAGGED FOR WHITE JIM PERS/BOAT/1781 CONCORD C R 1319 RH REASON:PROP SOLD MOVED BOAT IN WINSTEAD DEMARCO LAMAR MONTE CARLO CP R 1320 SRJ REASON:UNDER ONE DOLLAR HITE LESTER WAYNE P UP C1500/R10 1/2 TONTK R 1321 SRJ REASON:UNDER ONE DOLLAR SLADE KELVIN JEFFERY JR E320 4S R 1322 SRJ REASON:UNDER ONE DOLLAR THOMPSON ANNETTE MICHELLE SEVILLE TOURING SEDAN 4S R 1323 SRJ REASON:UNDER ONE DOLLAR BOOKER JACQUELINE G H/L CODY ST R 1324 SRJ REASON:UNDER ONE DOLLAR CASH RANDY L DEF/T7&27/100AC/TRT B R 1325 SRJ REASON:UNDER ONE DOLLAR COZART SANDRA W H/A R 1326 SRJ REASON:UNDER ONE DOLLAR DAYE THELBERT & ANGELA DENISE VACANT ACRE R 1327 SRJ REASON:UNDER ONE DOLLAR EDWARDS LOIS W 1ACRE/LOT B R 1328 SRJ REASON:UNDER ONE DOLLAR GENTRY LULA MAE PERSONAL/1995 TOYOTA R 1329 SRJ REASON:UNDER ONE DOLLAR HICKS JACKIE & FARRELL PHYLLIS HAIR TRENDS R 1330 SRJ REASON:UNDER ONE DOLLAR MARTIN DAWN B & WILLIAM L III 96/100AC/TRT A R 1331 SRJ REASON:UNDER ONE DOLLAR MR FIX ALL SERVICE BUSINESS PERSONAL R 1332 SRJ REASON:UNDER ONE DOLLAR

113 COSSYS PERSON COUNTY TAX OFFICE COLLECTION SCROLL-12:LEVY ADJUSTMENTS ALL TAX YEARS PAGE: 3 ACCOUNT # COLREC COUNTY-TAX DISTRICT DISTRICT DOG PENALTY INT/DISC LIEN-COST TOTAL NUMBER TRNREC CLRK DATE DISTRICT-" PRUETT REBECCA SUE 1&68/100AC/TRACT R 1333 SRJ REASON:UNDER ONE DOLLAR SIMPSON J BRANT/DEBORAH TRUSTE MCGHEES LANDING/LT2/H&L R 1334 SRJ REASON:UNDER ONE DOLLAR STONE VALERIE DUNCAN 1&31/100AC/LTB/DW/BLDGS R 1335 SRJ REASON:UNDER ONE DOLLAR THE TUMBAPURA FAM LTD PRTNRSHP 57 & 29/100AC R 1336 SRJ REASON:UNDER ONE DOLLAR TILLEY JAMES R III & ABIGAIL DEF/T93&36/100 AC/TRT A R 1337 SRJ REASON:UNDER ONE DOLLAR WEAVER HAZEL SHERRON PERSONAL R 1338 SRJ REASON:UNDER ONE DOLLAR WHITFIELD PHILLIP H & OTHERS 16 & 89/100 ACRES R 1339 RH REASON:PER RUSSELL RELEASE WHITFIELD PHILLIP H & OTHERS 16 & 89/100 ACRES R 1340 RH REASON:PER RUSSELL RELEASE WHITFIELD PHILLIP H & OTHERS 16 & 89/100 ACRES R 1341 RH REASON:PER RUSSELL RELEASE WHITFIELD PHILLIP H & OTHERS 16 & 89/100 ACRES R 1342 RH REASON:PER RUSSELL RELEASE CATES CHRISTOPHER LANE PER/SW/LT26/FLAT RIVER M R 1355 MP REASON:NOT CITY CATES CHRISTOPHER LANE PER/SW/LT26/FLAT RIVER M R 1356 MP REASON:RECALULATE LATE PENALTY CATES CHRISTOPHER LANE PER/SW/LT26/FLAT RIVER M R 1357 MP REASON:NOT CITY JONES WANDA FAYE PERSONAL PROPERTY R 1358 MP REASON:2003 CHEV SILVERADO TAGGED 5/19/ COONEY PATRICK & JULI B FISHERMANS PT/LT38/H&L R 1365 MP REASON:REMOVED PERSONAL PROPERTY BILLED PREV OWNER 113

114 COSSYS PERSON COUNTY TAX OFFICE COLLECTION SCROLL-12:LEVY ADJUSTMENTS ALL TAX YEARS PAGE: 4 TRANSACTION TOTALS PAGE TRANSACTIONS FROM 1 THROUGH 1380 IN SY0:TAX.MOD AMOUNTS FROM THROUGH TRANSACTION TYPES:R TRANSACTIONS > PAYMENTS 0 DISC/CORR 48 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

115 Payee Name Address 3 Refund Type Refund Reason Create Date ALBRIGHT, CHARLES EDWARD TIMBERLAKE, NC Proration Vehicle Sold 01/03/2017 B&G BUILDERS ROXBORO, NC Proration Vehicle Sold 02/10/2017 BARR, LARRY ARNOLD ROXBORO, NC Proration Vehicle Sold 01/12/2017 BERGER, KENNETH ROBERT ROXBORO, NC Proration Vehicle Sold 02/08/2017 BISHOP, PAULA CHRISTINE TIMBERLAKE, NC Proration Vehicle Sold 01/13/2017 BROWN, WESLEY ROXBORO, NC Proration Vehicle Totalled 01/12/2017 BUCHANAN, BAXTER MERRITT JR ROXBORO, NC Proration Reg. Out of state 01/11/2017 CHAMBERS, MICHAEL KEITH TIMBERLAKE, NC Proration Vehicle Totalled 02/07/2017 DANIELS, DENNIS EDWARD ROXBORO, NC Proration Vehicle Sold 01/04/2017 DEANS, ADAM TYLER ROXBORO, NC Proration Vehicle Sold 01/06/2017 DENNY, JENNIFER BROWN TIMBERLAKE, NC Proration Vehicle Sold 02/08/2017 DENNY, JESSIE BRENT ROXBORO, NC Proration Vehicle Sold 01/31/2017 DONEVAN, SHERMAN LUTHER ROXBORO, NC Adjustment < $100 Mileage 01/18/2017 DUCHENE, DAVID JAMES TIMBERLAKE, NC Proration Vehicle Sold 02/10/2017 Tax Jurisdiction Levy Type Total Change 01 Tax ($39.48) $ Tax ($10.56) $ Tax ($24.01) $ Tax ($71.98) 50 Tax ($68.89) 50 Vehicle Fee $0.00 $ Tax ($5.67) $ Tax ($14.70) $ Tax ($17.74) $ Tax ($27.58) $ Tax ($61.21) 50 Tax ($58.59) 50 Vehicle Fee $0.00 $ Tax ($36.18) 50 Tax ($34.11) 50 Vehicle Fee $0.00 $ Tax ($2.15) $ Tax ($10.11) $ Tax ($6.73) $ Tax ($79.87) $

116 Payee Name Address 3 Refund Type Refund Reason Create Date EASTWOOD, HOWARD LEE ROXBORO, NC Adjustment < Over Assessment 01/18/2017 $100 FORD, WILLIAM SCOTT ROXBORO, NC Proration Vehicle Sold 01/04/2017 GARRARD, ELIZABETH CHERRY DURHAM, NC Proration Vehicle Sold 01/04/2017 GENTRY, JULIE ANN HURDLE MILLS, NC Proration Vehicle Sold 01/04/2017 GERGES, ASHRAF THABET FAHMY ROXBORO, NC Proration Vehicle Sold 01/04/2017 GRAY, CAMELLIA DUNCAN TIMBERLAKE, NC Proration Vehicle Sold 01/17/2017 GRAY, CAMELLIA DUNCAN TIMBERLAKE, NC Proration Vehicle Sold 01/04/2017 HERBOWY, GLEN ALAN TIMBERLAKE, NC Proration Vehicle Sold 02/10/2017 HICKS, BOBBY JOE ROXBORO, NC Proration Vehicle Sold 02/07/2017 HOLLINGER, DAVID MILO ROXBORO, NC Proration Vehicle Sold 01/04/2017 HORNER, BRAD EVERETTE ROXBORO, NC Proration Vehicle Sold 01/04/2017 INMAN, RICKY RAY ROXBORO, NC Proration Vehicle Totalled 02/08/2017 IRBY, DANET POWELL ROXBORO, NC Proration Vehicle Sold 02/10/2017 JONES, LINWOOD DEWAYNE ROXBORO, NC Proration Vehicle Sold 01/13/2017 LUNSFORD, LISA BOWMAN TIMBERLAKE, NC Proration Vehicle Sold 01/30/2017 Tax Jurisdiction Levy Type Total Change 01 Tax ($12.42) $ Tax ($183.87) $ Tax ($22.08) $ Tax ($8.02) $ Tax ($24.25) 50 Tax ($22.45) 50 Vehicle Fee $0.00 $ Tax ($10.50) $ Tax ($54.80) $ Tax ($35.38) $ Tax ($12.49) $ Tax ($28.07) $ Tax ($83.67) $ Tax ($10.46) $ Tax ($14.63) 50 Tax ($14.00) 50 Vehicle Fee ($20.00) $ Tax ($27.52) $ Tax ($36.20) $

117 Payee Name Address 3 Refund Type Refund Reason Create Date MCCORMICK, JAMES GERALD ROXBORO, NC Proration Vehicle Sold 01/30/2017 PALMER, LISA MAE ROXBORO, NC Proration Vehicle Totalled 01/18/2017 PHILLIPS, JEFFREY MARK ROUGEMONT, NC Proration Vehicle Sold 02/08/2017 POOLE, PENNY HAGOOD ROXBORO, NC Proration Vehicle Sold 01/24/2017 POWELL, DONNIE KIRGAN ROXBORO, NC Proration Vehicle Sold 01/18/2017 REDICK, ROBERT SIMPSON SEMORA, NC Proration Vehicle Sold 01/04/2017 SATTERTHWAITE, JOE ARTHUR ROXBORO, NC Proration Vehicle Totalled 01/23/2017 SCHMIDT, JACLYN KATE TIMBERLAKE, NC Adjustment < $100 SMITH, LORI BARKER SEMORA, NC Proration Vehicle Sold 01/17/2017 STONE, JACK BRIAN ROUGEMONT, NC Proration Vehicle Sold 01/03/2017 SWANN, FELICIA ANN ROXBORO, NC Proration Vehicle Sold 01/26/2017 SWANN, THEODORE LINWOOD CREEDMOOR, NC Adjustment < $100 TOMMY LAWRENCE ELECTRICALCONTRACTORS INC Over Assessment 01/17/2017 Mileage 02/07/2017 ROXBORO, NC Proration Vehicle Sold 02/07/2017 TORAIN, FRANKLIN DELANO ORANGE PARK, FL Proration Vehicle Sold 01/20/2017 VINCENT, GLORIA THERESA HURDLE MILLS, NC Proration Vehicle Sold 01/24/2017 Tax Jurisdiction Levy Type Total Change 01 Tax ($22.19) $ Tax ($1.87) $ Tax ($54.83) $ Tax ($37.10) $ Tax ($97.79) $ Tax ($133.03) $ Tax ($13.35) $ Tax ($5.88) $ Tax ($46.72) $ Tax ($175.43) $ Tax ($26.33) 50 Tax ($24.45) 50 Vehicle Fee $0.00 $ Tax ($33.68) $ Tax ($6.13) $ Tax ($19.41) 50 Tax ($18.30) 50 Vehicle Fee $0.00 $ Tax ($19.25) $

118 Payee Name Address 3 Refund Type Refund Reason Create Date VINCENT, LAWRENCE DWIGHT HURDLE MILLS, NC Proration Vehicle Sold 01/24/2017 WALKER, LAWRENCE EDWARD TIMBERLAKE, NC Adjustment < $100 Over Assessment 02/03/2017 WILLIAMS, CHRISSY WINSTEAD TIMBERLAKE, NC Proration Vehicle Totalled 01/11/2017 WILLIAMS, TALER KATHERINE HURDLE MILLS, NC Proration Vehicle Totalled 01/31/2017 YARBOROUGH, ANGELA CARLINE ROXBORO, NC Proration Vehicle Sold 01/27/2017 Tax Jurisdiction Levy Type Total Change 01 Tax ($7.16) $ Tax ($5.60) $ Tax ($9.65) $ Tax ($4.25) $ Tax ($10.79) 50 Tax ($10.33) 50 Vehicle Fee $0.00 $

119 AGENDA ABSTRACT Meeting Date: Feb 21, 2017 Agenda Title: Broadband update Background information: On August 25, 2016, Person County released an RFP asking vendors to submit proposals to provide broadband service to unserved areas of the county, economic corridors, and install fiber to government facilities. Summary of Information: Since the broadband project was last discussed, one of the broadband vendors has rescinded their proposal. The vendor stated that they have other projects that they are focused on and are considering two other broadband RFP s. They may be interested in working with us at a later date. In addition, the General Assembly has expressed interest in addressing issues surrounding rural broadband, so staff has provided an option that moves the wireless installation forward, but delays some of the fiber build out. Finally, at the budget retreat the board did not have consensus for a funding mechanism for the fiber project. As a result, staff has provided a cheaper annual option. This option will cost more over time, but the initial annual costs are less. Below are the options: OPTION #1- Move forward with wireless and county fiber construction only. Re-issue fiber RFP in FY2020. FY17 FY18 FY19 FY20 FY21 TOTAL $100,000 $1,950,000 $1,800,000?? $3,850,000 OPTION #2 Open access network with county-owned fiber. FY18 FY19 FY20 FY21 TOTAL $1,953,300 $2,719,800 $1,022,000 $915,712 $6,610,812 OPTION #3 Open access network with privately-owned county fiber. FY18 FY19 FY20 FY21 TOTAL $646,700 $1,284,200 $1,369,200 $781,600 $4,081,700 Annual payment of $380,000 per year beyond the 4 year contract Recommended Action: Direct staff on which option to pursue. Submitted By: Assistant County Manager, Sybil Tate 119

120 AGENDA ABSTRACT Meeting Date: February 21, 2017 Agenda Title: Remediate Methane Gas at Closed County Landfill Summary of Information: Several years ago, NCDENR required that the County implement a means of removing methane gas that was migrating to the western property boundary, and a passive gas vent system was installed. Though the required monthly monitoring over the last couple years, NCDENR has determined that the passive vent system was insufficient in removing the necessary amount of methane gas, as the monitoring levels at our property boundary was still too high, and further corrective action was necessary. Our landfill engineers, Smith & Gardner, have recommended that the most cost effective approach is to modify our current system to be an active landfill gas system, through the use of two passive solar flares. Approximate cost, including installation, is $24,750. Smith & Gardner will handle the installation. Annual gas monitoring will be $10,800, which is a slight increase over the current monitoring fee that is already in the landfill budget. Recommended Action: Seeking approval to have Smith & Gardner modify our current gas remediation system at cost of $24,750, from contingency funds. Corrective action is required by NCDENR. Submitted By: Ray Foushee, General Services Director 120

121 February 1, 2017 Mr. Ray Foushee Person County General Services Director Person County Office Building 304 South Morgan Street, Room 222 Roxboro, NC RE: Landfill Gas Corrective Action Implementation and Monitoring Person County Closed MSW Landfill NC Solid Waste Permit No MSWLF Dear Mr. Foushee: Smith Gardner, Inc. (S+G) is pleased to present this proposal for landfill gas corrective action related to the approved December 2, 2016 Landfill Gas Mitigation Plan 1. This work is proposed in response to landfill gas concentration exceedances at the site boundary. This remedial strategy will be implemented as a modification to the existing passive remedial efforts to achieve landfill gas (LFG) compliance along the western property boundary at the site. SCOPE OF WORK Person County is committed to remediating LFG at the property line. We believe that modifying the existing system from a passive vent system to an active LFG system will achieve this goal. The most cost effective way is to install two passive solar flares. Task 1 Passive Solar Flare Installation Two solar flares (Solar Spark CF-10 Vent Flare) will be installed on the western property boundary in the vicinity of the existing passive LFG vent trench and passive LFG vent wells. The existing 6-inch passive well vents will be capped off and connected, via a header pipe, to one solar flare, to be located slightly south of the passive well vents. The three (3) 6-inch trench vents will also be capped off and connected, via valves and header pipe to the second solar flare, proposed for slightly north of the passive LFG vent trench. The valves will allow for focused recovery from the areas of the trench exhibiting the highest concentrations of LFG. Collected LFG will be combusted at the flare tip. S+G personnel will perform the solar flare installation with equipment (tractor with bucket) provided by Person County. The purchase cost for the solar flares is included below. Task 2 LFG Remedial Strategy Implementation Report Following completion of the remedial system modifications, S+G will prepare a report summarizing solar flare installation and modification of the passive trench vent and passive Letter from Smith Gardner, Inc. to Ms. Christine Ritter NCDEQ, DWM, SWS, Landfill Gas Mitigation Plan, December 2, Approved via from Christine Ritter December 16, 2016.

122 Mr. Ray Foushee February 1, 2017 Page 2 of 3 wells to feed these flares. This report will include surveyed locations of flares, wells and vents and other pertinent information from the installation event. Task 3 Monthly Monitoring for FY Monthly monitoring will continue at the existing locations. Following LFG system modifications additional monitoring points will be added, at the former vent and well locations, to refine LFG observations and identify areas with the highest LFG concentrations. Monthly monitoring will be required by DEQ until concentrations at the property boundary do not exceed the lower explosive limit (LEL). SCHEDULE The anticipated schedule for this mitigation plan for the facility is presented below: LFG flare installation and related system modification activities will be completed within 120-days of plan approval (December 16, 2016); A report summarizing the field activities for the LFG corrective will be submitted to NCDEQ within 60 days of field work completion. This report will include a key feature survey and drawings; Monthly monitoring of the LFG monitoring wells and nearby structures as outlined in the attached LFG Management Plan will be ongoing while LFG exceeds 100% at the property line. This data will be submitted to NCDEQ following each monitoring event. BUDGET The estimated costs for updates to the existing passive LFG system and monthly monitoring will be $35,550. The following table provides a task cost breakdown for your reference. Task Description Cost 1 LFG system modification includes solar flare unit costs $23,000 2 LFG Remedial Strategy Installation Report $ 1,750 3 Monthly Monitoring/Reporting (annual) $10,800 Total $35,550 AUTHORIZATION If you find this proposal to be acceptable, and are in agreement with the proposed scope, budget, and schedule, please indicate approval with your signature below: Signature: Date: Printed Name: Title: 122

123 Mr. Ray Foushee February 1, 2017 Page 3 of 3 S+G appreciates the opportunity to provide this proposal and we look forward to continuing our working relationship with Person County. If you require clarification, or if we may be of further assistance, please contact us at your earliest convenience either by phone (919) or by (below). Sincerely, SMITH GARDNER, INC. Madeline German, PG Project Geologist madeline@smithgardnerinc.com Joan A. Smyth, PG Senior Hydrogeologist joan@smithgardnerinc.com H:\Projects\Person County\00 PC Admin\FY 16-17\LFG 2 Remedial Strategy Proposal 2-17.docx 123

124 Landfill Gas Monitoring Plan Person County Landfill Facility Roxboro, North Carolina (SWS Permit No ) Prepared for: Person County Department of General Services Roxboro, North Carolina November Smith Gardner, Inc. This document is intended for the sole use of the client for which it was prepared and for the purpose agreed on by the client and Smith Gardner, Inc. 124

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126 Landfill Gas Monitoring Plan Person County Landfill Facility Roxboro, North Carolina (SWS Permit No ) Prepared For: Person County Department of General Services Roxboro, North Carolina S+G Project No. Person 12-1 Madeline German, P.G. Project Geologist Joan A. Smyth, P.G. Senior Hydrogeologist November

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128 Person County Landfill NC Solid Waste Permit No Landfill Gas Monitoring Plan Table of Contents Page 1.0 INTRODUCTION Regulatory Requirements Guidance Document Contact Information Owner Engineer North Carolina Department of Environmental Quality Existing Site Conditions Site Geology Local Groundwater Regime MONITORING PROGRAM Monitoring Points Facility Structure Monitoring Remedial Strategy Proposed Remedial Strategy Monitoring and Reporting Frequency Personnel Equipment Procedures Precautionary Action Plan Record Keeping Maintenance CONTINGENCY PLAN Immediate Action Plan Reporting and Documentation Remediation Plan FIGURE Figure 1 APPENDIX Appendix A Monitoring Location Map Reporting Forms Person County Landfill November Landfill Gas Monitoring Plan Table of Contents Page i

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130 1.0 INTRODUCTION This Landfill Gas (LFG) Monitoring Plan (plan) was prepared by Smith Gardner, Inc. (S+G) to describe the LFG monitoring program at the Person County Landfill (NC Solid Waste Permit 73-01), which is located at 662 Cedar Grove Church Road, Roxboro, North Carolina. This plan describes the necessary procedures to satisfy applicable regulatory requirements (Section 1.1) for landfill gas monitoring. The best available site data, practices, experience and judgment were utilized to develop this plan. However, the plan may require modifications over time to accommodate changing landfill conditions, changing receptors in areas adjacent to and around the landfill, or other conditions that cannot be fully anticipated. Uncontrolled migration of LFG (particularly methane (CH4)) can result in, loss of life, injury, loss of property, vegetative damage, and intolerable odors. Landfill monitoring includes exposure to explosive gases. Monitoring personnel should be specifically trained in the management and response for situations such as fire or explosion and confined space entry and possess an awareness of changing conditions around the landfill. Note that this plan does not address landfill gas collection and control, air quality, or other related landfill gas regulations or requirements which may be applicable to this site at present or in the future. 1.1 Regulatory Requirements Rules 15A NCAC [13B.1626(4) and 13B.0544(d)] of the North Carolina Solid Waste Management Rules requires the following: Owners or operators must ensure that: o the concentration of methane gas or other explosive gases generated by the facility does not exceed 25 percent of the lower explosive limit in onsite facility structures (excluding gas control or recovery system components); o the concentration of methane gas or other explosive gases does not exceed the lower explosive limit for methane or other explosive gases at the facility property boundary; and o the facility does not release methane gas or other explosive gases in any concentration that can be detected in off-site structures. Owners or operators must implement a routine methane monitoring program and perform monitoring on at least a quarterly basis. If regulatory limits for methane gas concentrations are exceeded, a contingency plan must be implemented for the protection of human health and safety. Person County Landfill Landfill Gas Monitoring Plan November 2016 Page 1 130

131 1.2 Guidance Document This plan was developed generally following the Landfill Gas Monitoring Guidance document prepared by the North Carolina Department of Environment Quality (NC DEQ), Division of Waste Management (DWM) Contact Information Correspondence and questions concerning this plan should be directed to the appropriate contact below. For fire or police emergencies, dial Owner Person County Person County General Services Department 304 S. Morgan Street Room 222 Roxboro, North Carolina Phone: (336) Contacts: Mr. Ray Foushee, General Services Director Engineer Smith Gardner, Inc. 14 N. Boylan Avenue Raleigh, North Carolina Phone: (919) Contacts: Joan A. Smyth, P.G., Senior Hydrogeologist Pieter K. Scheer, P.E., Senior Engineer North Carolina Department of Environmental Quality North Carolina DEQ - Raleigh Central Office (RCO) 217 W Jones Street Raleigh, North Carolina Phone: (919) Contact: Ms. Christine Ritter christine.ritter@ncdenr.gov North Carolina DEQ Raleigh Regional Office 3800 Barrett Drive 1 NC DENR DWM (2010), Landfill Gas Monitoring Guidance, NC DENR DWM Solid Waste Section, November Person County Landfill Landfill Gas Monitoring Plan November 2016 Page 2 131

132 Raleigh, North Carolina Phone: (919) Fax: (919) Existing Site Conditions The site is located approximately 3 miles east of Roxboro, NC off Cedar Grove Church Road in Person County. The landfill facility includes a disaster debris area, the closed MSW and C&D landfills, the transfer station and scalehouse. The site is primarily surrounded by rural-residential and agriculture. Presently, the local law enforcement community utilizes a portion of the property as a firing range. The site location is shown on Figure 1 and site details are shown on Figure Site Geology The site is located on Late Proterozoic to Early Paleozoic metavolcanic rock of the Carolina slate belt in the Piedmont physiographic province. Site topography ranges from 570 to 650 feet above mean sea level (amsl) with the lower elevations located along the unnamed tributaries of Mayo Creek. Person County is located in the Carolina Terrain of the Piedmont Physiographic Province. The Carolina Slate Belt and Eastern Slate Belt of the Carolina Terrain underlie most of the county. Formations in this area are generally Late Proterozoic to Early Paleozoic metavolcanic rock. 2 The site is located west of the Nutbrush Creek Fault in the northern portion of the Carolina Slate Belt. The formations found in this area are generally volcanic and sedimentary rock, deposited in a shallow marine environment, metamorphosed to lower greenschist facies and intruded by plutons. According to Geology of the Carolinas, 1991, the site is underlain by the Roxboro granodiorite; a batholith size pluton that intrudes the Virgilina Synclinorium, the primary feature in the northern portion of the Carolina Slate belt, on the western side. 3 Sediments under the facility are generally well drained loam and sandy loam Local Groundwater Regime The site is bounded by Mayo Creek and its unnamed tributaries. Mayo Creek runs along the eastern border with unnamed tributaries along the southern border and transecting the site. Multiple ponds are present east and west of the 2 Generalized Geologic Map of North Carolina, NC Geological Survey, Butler, J.Robert, & Secor, Donald T. Jr. The Central Piedmont. The Geology of the Carolinas Horton & Zullo, University of Tennessee Press. 4 USDA Web Soil Survey. Person County Landfill Landfill Gas Monitoring Plan November 2016 Page 3 132

133 property. One unnamed tributary is perennial and the other is intermittent. The facility location is shown on Figure 1. The uppermost aquifer at the site appears to exhibit mostly lateral flow with potentiometric surfaces that reflect a subdued expression of the surface topography. The groundwater likely flows towards the primary local drainage features of Mayo creek and its unnamed tributaries located generally east and south of the site. Person County Landfill Landfill Gas Monitoring Plan November 2016 Page 4 133

134 2.0 MONITORING PROGRAM Currently landfill gas at the site is monitored monthly at 3 well locations (LFG-1, LFG-2 and LFG-3) and 7 structures (S-1 through S-7). The plan contained herein includes the continued program to monitor for subsurface landfill gas migration as well as landfill gas monitoring in structures both on-site and on the adjoining western property. 2.1 Monitoring Points The landfill property is bounded to the east by Mayo Creek and to the south by an unnamed tributary to Mayo Creek. An additional unnamed tributary of Mayo Creek bisects the site. The western property border is bounded by undeveloped land and agriculture. Cedar Grove Church Road bounds the facility to the north. Surface water locations and sensitive receptors were considered when evaluating potential landfill gas monitoring points. Existing monitoring locations are shown on Figure 1. No additional monitoring locations are proposed at this time. 2.2 Facility Structure Monitoring Occupied structures on the property and western adjoining property will be monitored. The following facility structures will be monitored: Scalehouse; Maintenance Building and Firing Range Structure. The following adjoining property structures will be monitored: Trailer house ~ 115 W property boundary Storage Shed ~ 165 W property boundary Storage Shed 180 W property boundary Trailer House ~400 W property boundary If desired, a dedicated methane monitor may be installed within one or more of these structures. Otherwise, monitoring will be conducted monthly with the landfill gas monitoring points. 2.3 Remedial Strategy A LFG trench was installed in 2013 along the western property boundary as a remedial action, based on results from the initial investigation that indicated the 100% LEL threshold was exceeded. The trench was installed to approximately 12 feet bgs and approximately 200 feet in length. Every 100 feet a 6 inch stickup with a vented cap was installed. The trench was designed to create a preferential pathway for gas flow, Person County Landfill Landfill Gas Monitoring Plan November 2016 Page 5 134

135 preventing it from traveling underground toward the Person County Closed Landfill property line. North of the proposed trench, two passive LFG vent wells were installed. PV-1 was installed to 30ft bgs and PV-2 was installed to 19ft bgs. Both vent well locations were completed with 6-inch diameter 20-slot per inch PVC pipe and solid PVC riser to the surface, and an approximate ten foot stick-up with a 180 degree elbow at the top to prevent rainfall infiltration Proposed Remedial Strategy Additional LFG corrective action is warranted due to continued 100% LEL threshold exceedance in LFG-1 and LFG-2. Conversion of the existing passive vent system into an active system utilizing solar flares is proposed. The current 6-inch PVC trench vents will be capped off, and connected to a solar flare at the northern edge of the trench via a valve and header pipe. The valves will allow focused recovery in areas of the trench exhibiting the greatest LFG migration. The passive vent wells will also be connected to a header pipe and connected to a solar flare just south of their location. 2.4 Monitoring and Reporting Monitoring and reporting of LFG concentrations will be performed in accordance with guidance by the Division of Waste Management document Methane Monitoring Guidance ( and as outlined below Frequency LFG monitoring will be conducted monthly to monitor current gas levels at the property boundary. Modifications to monitoring frequency will be obtained from the SWS as %LEL decreases at the property boundary. A minimum quarterly monitoring will be conducted to ensure that landfill gas does not exceed the lower explosive limit (LEL) at the facility property boundary and 25% LEL at facility structures. If methane readings exceed the specified limits, protection of human health is the primary objective. Please follow the actions specified in Section Personnel LFG monitoring will be performed by personnel who are familiar with the requirements of this plan and who are trained in LFG hazards and explosive gas meter use. As practical, a designated technician will be assigned to regular LFG monitoring duty. Person County Landfill Landfill Gas Monitoring Plan November 2016 Page 6 135

136 2.4.3 Equipment Person County will utilize a landfill gas instrument that meets the DWM Landfill Gas Monitoring Guidance requirements for methane, oxygen and carbon dioxide. Calibration will occur prior to instrument use in compliance with manufacturer s specifications Procedures Prior to each monitoring event, the portable gas analyzer will be calibrated with a known calibration standard in accordance with manufacturer s recommendations. General information related to the monitoring event, equipment used, calibration procedures, weather conditions, and results for each monitoring event will be recorded on the landfill gas monitoring data form (Appendix A). The following steps outline the procedure for the monitoring of LFG wells and facility structures: Check calibration date on the meter and calibrate according to manufacturer s instructions; allowing equipment to warm up properly prior to use, per manufacturers direction. Purge sample tube for one minute before monitoring. LFG Monitoring Points: o Connect instrument to tubing sample port on the monitoring well without removing the cap. o Open the valve and record both the initial and stabilized methane concentrations. A stabilized concentration will not vary more than 0.5 percent by volume on the instrument s scale. Also record the oxygen concentration (at two percent per volume or less to indicate air is not being drawn into the system and providing false readings) and the carbon dioxide concentration. o Close the valve and disconnect the tubing. o Record monitoring data on the LFG monitoring data form provided in Appendix A. o If any methane concentration is greater than 50% of the LEL (2.5% CH4), monitoring personnel should implement the Precautionary Action Plan (Section 2.3.5). o If both initial and stabilized methane concentrations are less than 50% of the LEL (2.5% CH4), move to next LFG monitoring location. o If any hydrogen sulfide concentration is greater than 4%, monitoring personnel should, immediately recalibrate and remeasure the location. If the concentration is still above 4%, notify the Landfill Manager and the Engineer. Person County Landfill Landfill Gas Monitoring Plan November 2016 Page 7 136

137 Structures: o Walk through the facility structure with a methane analyzer and monitor the perimeter wall interface of the structure, the floor to wall interface in hallways and rooms, and any floor penetrations in the structure. Record the initial and stabilized methane concentrations, oxygen concentration, and carbon dioxide concentration. o Record monitoring data on the LFG monitoring data form provided in Appendix A. o Notify the Landfill Manager, Operations Manager and the Engineer for any methane concentration greater than 0% of the LEL. IF A STABILIZED METHANE CONCENTRATION IS GREATER THAN 100% OF THE LEL IN A LFG MONITORING WELL OR GREATER THAN 25% OF THE LEL IN A FACILITY STRUCTURE, THE FOLLOWING ACTIONS WILL BE IMPLEMENTED: 1) Recalibrate monitoring equipment and confirm results. 2) If results are confirmed, IMMEDIATELY contact the Landfill Manager and the Engineer. 3) Implement the Compliance Action Plan located in Section Precautionary Action Plan If an initial or stabilized methane concentration is greater than or equal to 50% of the LEL in a LFG monitoring well, monitoring personnel should perform the following additional steps at this location: Record at least one additional methane concentration measurement, from the well location. Evaluate the surrounding area for potential receptors to or signs of LFG migration. LFG can stress vegetation and can kill trees and grass by root asphyxiation. Note stressed/dead vegetation areas on the monitoring form. Notify the Landfill Manager and the Engineer for further evaluation Record Keeping Routine LFG monitoring events will be documented on the LFG monitoring data form provided in Appendix A. Completed forms will be placed in the landfill operating record. These forms will be available for review by DWM personnel on request. Documentation of any contingency plan actions (Section 3.0) will also be kept in the operating record. Person County Landfill Landfill Gas Monitoring Plan November 2016 Page 8 137

138 2.5 Maintenance Periodic maintenance and site observations will be conducted routinely to address monitoring program components (at a minimum): Maintain access to LFG monitoring locations. Observe landfill cover conditions, areas of dead vegetation, leachate seeps, odors, etc. as indications of potential LFG-related problems. Note deficiencies on the monitoring forms and report to the Solid Waste Operations Manager for repair or replacement as necessary. Person County Landfill Landfill Gas Monitoring Plan November 2016 Page 9 138

139 3.0 CONTINGENCY PLAN If a stabilized methane concentration is greater than 100% of the LEL in a LFG monitoring location or greater than 25% of the LEL in a facility structure, the technician will perform the actions presented in the immediate action, and plan and prepare a remediation plan as described below. 3.1 Immediate Action Plan The Solid Waste Operations Manager will perform the following actions for the protection of human health and safety: 1) Evacuate affected facility structures and the immediately surrounding area. 2) Determine nearby potential receptors (facility and off-site structures). 3) Perform monitoring in any other facility structure near the monitoring location having the high concentration. 4) If exceedances are noted in a facility structure, Contact the County Fire Department (911). 5) Verbally notify the Landfill Manager. 6) Verbally notify the NCDEQ DWM (Section 1.1) as soon as practical. 7) Investigate and identify the potential source(s) and conduit(s) for LFG migration that may have caused the high concentration (i.e. the migration path that the LFG may be following to the monitoring location). 8) Identify the LFG extent using additional wells, barhole punch sampling methodology or other applicable alternative methods as practical. 9) As appropriate, begin corrective action to control methane concentrations in structures surrounding the landfill site Reporting and Documentation Within seven days of the detection of a high methane concentration, the Facility will prepare and submit an Environmental Monitoring Reporting Form (Appendix A) with the results of the monitoring event to the DWM. The Facility will also place a description of the actions performed to protect human health in the operating record. 3.2 Remediation Plan Within sixty days of the detection of a high methane concentration, a remediation plan describing the problem nature, extent, and proposed remedy will be submitted to NCDEQ for approval. Following approval the plan will be implemented and a copy will be placed in the operating record. The DWM will also be notified the plan has been implemented. An extension may be granted by the DWM on written request and depending on severity of the situation. Person County Landfill Landfill Gas Monitoring Plan November 2016 Page

140 Figures Landfill Gas Monitoring Plan Person County Landfill Roxboro, North Carolina 140

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142 MW-1 S-7 S-5 S-6 LFG-3 MW-4 S-4 PV-1 LFG-2 C&D DISPOSAL AREA MW-2 G:\CAD\Person County\Person 12-1\sheets\PERSON-B0009.dwg - 7/2/ :42 AM PV-2 GTV S-3 S-2 S-1 LFG-1 MW-5 GTV GTV CLOSED MSW DISPOSAL AREA LEGEND: S-1 LFG-1 MW-3 MW-1 GTV MW-6 PV ' 600'