032217 RetreatMarch 22, 2017—Planning Retreat
The Randolph County Board of Commissioners met in special session at the Randolph
County Senior Adults Center, 347 W. Salisbury St., Asheboro, for a Planning Retreat.
Commissioners Allen, Frye, Kemp, Haywood, Kidd and McDowell were present, as well as,
County Manager Hal Johnson; Assistant County Manager/Finance Officer Will Massie; County
Attorney Ben Morgan; Associate County Attorney Aimee Scotton; Amanda Varner, Clerk to the
Board and Dana Crisco, Deputy Clerk to the Board. County Department Heads/staff were in
attendance and made presentations where so noted later in these minutes.
At 12:30 p.m., Chairman Allen called the meeting to order.
County Manager Hal Johnson gave an overview of the agenda.
Abandoned Housing Program -Condemnation of Property Update
David Bryant, Building Inspections Director, gave an update on the two houses he is currently
in the process of seeking court authority to demolish:
• The 3744 Beech Circle, Trinity, property was condemned on August 12, 2016, and the
condemnation was signed for on October 19, 2016, by the owner. A hearing was held on
November 2, 2016, and the order to take corrective action was issued on November 4,
2016. It allowed 60 days to comply. Mr. Bryant submitted the complaint to the
Randolph County Court on February 22, 2017.
• The property located at 5962 US Hwy 220 S., Asheboro was condemned on August 12,
2016. Owner has not been located but a hearing was held on November 2, 2016, and the
order to take corrective action was issued on November 4, 2016, with 60 days to comply.
Because an owner hasn't been located, a legal ad was placed in the Courier -Tribune on
November 18th. Mr. Bryant submitted the complaint to the Randolph County Court on
February 22, 2017. Since an owner hasn't be officially notified, the court would then
"serve by notification" by running an ad in the local paper again.
Associate County Attorney Aimee Scotton stated that the property owners have 30 days from
the day they were served before the court will move forward.
Building Inspections Update
Mr. Bryant said there has been a 28% growth in the number of permits issued, a 50% growth
in the number of inspections and a 40% growth in revenues. The Building Inspections
department expects to exceed last year's revenues by $100,000 in 2017. He also discussed what
those revenues would be in the next four years if it continues at the current rate of increase.
Those increases reflect the upswing of construction in the county and Mr. Bryant said he could
be asking to add an additional inspector position in the 2018-2019 budget year. Chairman Allen
asked what the uptick is contributed to. Mr. Bryant said most recently he can attribute it to new
construction as well as additions and remodeling to commercial buildings and homes.
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Mr. Bryant also said he had been asked about establishing a minimum housing code. He
stated that Randolph County is not prepared to engage in the process as it is a very complicated
and expensive process that would require additional employees and does have ramifications.
Animal Control Services
Public Health Director Susan Hayes stated that in 2015, former Director Mimi Cooper sent
notification to all the municipalities that the County could provide animal control services within
city limits if the municipality was interested. Trinity, Franklinville, and Seagrove currently
contract with the County to provide full animal control services. Other municipalities are
responsible for animal control within their borders.
The Commissioners set a $10 per animal rate for each animal surrendered to our shelter.
Archdale, Asheboro, Ramseur, Randleman, and Liberty are all charged the public rate of $10 to
turn in an animal to the shelter. Ms. Hayes said it is estimated that it costs at least $170 to take
care of each animal and she feels the municipalities are getting a deal at $10. The issue is that
Archdale, Asheboro and Randleman have past due invoices. She said the City of Asheboro was
invoiced for the 73 animals that were brought to the shelter (they have their own officer). The
City of Asheboro sent a letter with their payment that stated they only show that seven were
"surrendered" at the shelter. Others were "strays or injured animals."
It was the consensus of the Board that the $10 surrender fee applies to all animals turned in to
our shelter. Ms. Hayes will talk to each municipality about the costs, the rate, and what a good
deal they were getting. Ms. Hayes said she would pull information for comparable counties to
see what their process and fees are.
Electronic Transactions / Preaudit Update
Finance Officer Will Massie stated that in 2015, legislature modified GS 159-28 (d2) (local
governments) and 115C-441 (d2) (local school administrative units) to allow the Local
Government Commission (LGC) to adopt rules (administrative code) to address the execution of
the pre -audit and disbursement process related to electronic transactions (credit cards,
procurement cards, and fuel cards) for local government and local school administrative units.
Mr. Massie suggested a blanket purchase order for entire monthly card limit to encumber a
part of the department's procurement cards and fleet card budget throughout the year. The
amount will be eliminated at the end of every June to free up adopted budget for actual
expenditures.
Finance Officer Will Massie stated that the Local Government Commission (LCG)
administrative code requires a unit's governing board to adopt a resolution authorizing the unit to
engage in electronic transactions as defined by GS 159-28. That board then would either adopt a
detailed policy or authorize the Finance Officer to develop the policy and procedures. The
written policy must provide sufficient internal controls.
Mr. Massie said he would present a resolution to be considered during a future regular
meeting.
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Financial Reports
Mr. Massie said at least a quarterly budget to actual statement must be presented. It is to
include budgeted amounts, actual payments made, amounts encumbered and the amount of the
budget that is unobligated for all major funds. He presented a dashboard report and expense
budget by organization report covering July -December 2016.
Commissioner McDowell responded that he thought a quarterly report was best.
Update on County Facilities -Capital Proiect
Paxton Arthurs, Public Works Director, gave updates on Emergency Services Headquarters,
the Animal Shelter and Jail projects.
Emergency Service Headquarters
o Approximately three weeks behind schedule
o Project is currently under budget
• Animal Shelter
o Currently three weeks behind schedule due to January weather but contractor
feels time can be made up
o Project is currently under budget
Jail Renovations / Additions
o Mosely Architects were selected to work under a preliminary contract to identify
scope of the project and develop a budget and proposal. They have completed a
assessment to determine the number of inmate beds needed. They have also had
their engineers evaluate the existing building. Their average daily population and
average length of stay are metrics used for planning. Based on the trend, the
County would need approximately 190 new beds by the year 2040.
o For the renovations, the engineers will try to incorporate some minor upgrades,
replace security and door control system, and add vacuum plumbing in some
cells.
Capital Improvement Plan
Finance Officer Will Massie reviewed the purpose of the Capital Improvement Plan (CIP):
• Facilitate the exchange of information between the County, the school boards, and the
community college on capital planning.
• Coordinate various capital planning processes.
• Identify critical capital needs for County government, public schools, and community
college.
• Evaluate proposed projects in relationship to County priorities.
• Effectively manage the County's debt load.
• Understand future budget impacts (personnel, operating and debt service).
• Make practical decisions on a project's inclusion in the CIP, proposed timing, and
possible financing sources.
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Review of County Needs
County Manager Hal Johnson reviewed the County's facility needs:
• Jail Expansion
• Sheriffs Office Building Expansions — have reached their capacity
• Social Services additional space — if Medicaid expansion happens
• Agri -Business Civic Center — plan to seek grants and other funding opportunities
• Courthouse upgrades
• Probation and Parole Offices — if they are moved out of the courthouse, would alleviate
some parking issues and provide needed space for Clerk's office.
• Board of Elections — needs a space to hold elections, store machines with area to work on
them.
• Tabernacle / Trinity area ambulance base
• Convenience site in the Archdale/Trinity area
Mr. Johnson said the County has opportunities to address those facility needs. The County
sold the Walker Avenue Building to Sandhills Center and moved Cooperative Extension to
rented space in Hillside Shopping Center until an Agri -Business Civic Center could be built.
The County purchased acreage from Klaussner Furniture on Highway 64 for the Agri -Business
Civic Center at an amount less than tax value. The Northgate Shopping Center is available for
purchase. Mr. Johnson said the City of Asheboro may be interested in leasing the bank building
on the corner of that property for a satellite office. First Bank property located on the corner of
S. Fayetteville Street and Salisbury Street may be available; it is located in the courthouse square
area. Mr. Johnson said he feels like these opportunities will take care of the County space needs
for the next 15-20 years.
Mr. Johnson also explained that County staff had been looking at another opportunity for land
purchase to place a convenience site in the Trinity area. He said it would also be a great future
site for an ambulance base.
Break
At 2:20 p.m., the Board recessed for a short break.
Retreat Resumed
At 2:36 p.m., the retreat resumed.
Review of Public School Needs and Financing Considerations
Finance Officer Will Massie reminded the Board that they had heard the requests of the
public school needs from each. These requests total $61,113,038.
Randolph County Schools has requested $26,339,364 for a new middle school in the
Archdale Trinity area. They already have the land.
Asheboro City Schools has requested $9,875,000 for an addition at the high school to
increase their core capacity, $22,800,000 for infrastructure updates and renovations at the
high school and $2,098,674 for kitchen and HVAC upgrades at other schools. They
would like to build the addition and move in. Then do the renovations to the existing.
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Mr. Massie said the outstanding debt as of 6/30/17 is $ 70,075,951, and that 60% of the
debt will be paid off in five years, creating some capacity. He believes interest rates will be
rising and discussed financing methods for the Board to consider.
Mr. Massie also highlighted how the essentiality of a project to a primary public purpose can
affect the interest rate and marketability of the debt instruments.
He also reported that tax exempt debt must be spent within two years of issuance.
Debt Capacity
Finance Officer Will Massie said the Debt Policy uses three criteria to assess current debt
load. How much the County could finance for debt service and based on current 2016-17 budget
of $12,337,424, would depend if bank qualified contract financing was done over a 10 -year
payoff or if bonds were financed over a 20 -year payoff.
Open Discussion
Chairman Allen asked if the County had the money to purchase the Northgate property
without incurring additional debt. Mr. Massie replied that the County could fund the purchase of
the property and some renovations using fund balance and the First Bank building on South
Fayetteville/Salisbury Street corner.
Chairman Allen said he felt like the priority projects the Board should focus on going forward
should be the jail addition and renovations, the school projects: a new Archdale/Trinity middle
school, the Asheboro High School addition, and the Agri -Business Civic Center. He said money
has already been earmarked for the design phase to keep the Agri -Business Civic Center project
moving. Seeking grants and other funding opportunities will also benefit that project.
Commissioner Haywood stated that the County should plan ahead for the future jail capacity
needs and not just what they are currently. Commissioner Kidd agreed.
Strategic Planning Implementation
Business Continuity Planning
Risk Manager Cathryn Davis and IT Director Michael Rowland, both of the Business
Continuity Planning Implementation Team, explained that a Business Continuity Plan is a
complete, comprehensive and living document. It establishes the processes and procedures
required to keep a business running during a period of displacement or interruption. Business
continuity planning was addressed and identified as a goal during the strategic planning process.
They described the planning process and gave an update on where they are in the process.
The County Commissioners will be asked to approve the plan and priorities when the process
is complete.
Economic Development CoMoration Organization
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County Manager Hal Johnson explained that with the announcement from Bonnie Renfro that
she will be retiring, the Economic Development Corporation EDC Board asked him to look at
operations to see that they are consistent with the Strategic Plan, how to improve marketing and
recruitment, and what local government's role in infrastructure and site development should be.
Mr. Johnson said he had the opportunity to lead the EDC's annual retreat earlier in the month.
Their mission was to find out if there were more efficient ways for the Economic Development
Corporation to be organized and operated. Mr. Johnson said that the largest responses were not
to lose the reputation the EDC has established, the skills of the current staff, existing business
support and the equal partnership with all municipalities. Those present said they would like to
see key partners being included early on in conversations with businesses, they would like
Randolph County marketed aggressively, and would like the quality of life aspects included in
the recruiting and marketing process. They felt the number one way to measure success was the
number of net jobs and the growth in the tax base. They were asked what immediate action they
recommended. The primary responses were to hire a recruiter and do aggressive recruiting.
Increase funding, hire a leader/president/CEO with lots of energy, and hire additional staff to
strengthen the recruitment and marketing potential. There was also interest in making the EDC
more visible by relocating them.
Mr. Johnson said the critical issues facing the EDC are funding and organization. He said
"aggressive marketing" and recruitment would require additional staff and an increase in
financial commitment.
Commissioner Haywood wanted to know if anyone had asked the cities if they were willing
to step up with additional financial support. Commissioner McDowell said that during the EDC
retreat that some cities had stated they were willing. Commissioner Haywood then stated that it
may take stakeholders doubling their budgeted amounts to "get the j ob done."
County's Role in Infrastructure and Site Development
Mr. Johnson said the Wooten Company is currently doing a study for preliminary costs to
plan ahead for water and sewer to key areas. He said if the Seagrove -Ulan Water District, Town
of Seagrove and the City of Asheboro could work out an agreement, the County could see
additional growth to the south of Asheboro and into Seagrove.
Then he discussed the potential of infrastructure needs from Ramseur to the Chatham County
line or beyond. He said Randolph County needs to make sure it is in a position to compete when
a business comes to the megasite and the potential support businesses that could spring from it.
Mr. Johnson said the County could also use this opportunity to update its zoning ordinance
and growth management plan.
Economic Development Reserve
Finance Officer Will Massie stated that for three years, the Board committed one cent of the
property tax rate to economic development in order to finance infrastructure, site development,
and incentives. These funds were placed in the Economic Development Reserve and used until
the Board approved specific projects. Although there is $1,265,314 in remaining commitments
with only $373,596 available, Mr. Massie said that the County gets more tax money back than it
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pays out. Mr. Massie asked the Board if the Economic Development Reserve was a useful tool
to finance incentives and site development and if so, what would be the appropriate funding
source to replenish the Reserve for future projects. He suggested that the Board consider a
percentage of what paid in on the taxes of the project to replenish the Reserve. Chairman Allen
said he liked the idea of cycling some of the revenues that are made back into the fund.
Guidelines for Building Reuse Grants
Mr. Massie suggested the following guidelines for Building Reuse Grants to protect the
County:
• All projects - Review of company's ability to fund the project
• If an existing Randolph County business - no special provisions may be needed
• Established company but new to County - lien on real property if practical
• Start-up company -hold funding until renovation is complete and new jobs are certified
It was the consensus of the Board to establish these guidelines as suggested.
Break
At 4:35 p.m., the Board recessed for a short break.
Retreat Resumed
At 4:48 p.m., the retreat resumed.
Community Paramedicine Program/Mobile Integrated Healthcare Update
Emergency Services Director Donovan Davis and Assistant Director Lewis Schirloff
presented the information about the Community Health Paramedicine Program. Mr. Schirloff
and Medical Director Dr. Stopyra have been working together on this program. It will expand
the reach of primary care and public health services by using paramedics to perform patient
assessments and procedures that are already in their skill set. The specific roles and services of
a Community Health Paramedic will be determined by community health needs and in
collaboration with community partners. Community Health Paramedics will be seen as part of
an emerging concept of "mobile integrated healthcare" which proposes to integrate the larger
spectrum of community healthcare and technology: telemedicine, mental health, social
services, and public safety. To accomplish this we must provide the patients with five "rights"
of clinical care: the right treatment, at the right place, within the right time, at the right quality,
and the right cost. The Randolph County Community Health Paramedic program (RCCHPP)
is designed to blend into the existing healthcare structure and facilitate more appropriate use of
the system. It is not the intent of the RCCHPP to supplant the current system of care. The
impact on not only the emergency department but also the increase request for 911 services for
non -emergency conditions has increased. This leads to longer response times, time to affect
patient transfer at the emergency department and has a direct impact on patient care. This
model may better serve this specific population of chronic system users. Patients usually have
multiple conditions that lead to activation of the 911 system from psycho -social to failure to
comply with treatment for chronic conditions. The community health paramedic program will
identify these patients by 911 users and emergency dispatch information. Once identified and
enrolled a team approach to identify medical conditions and social needs leading to 911 use is
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identified and worked through to help the patient have options other than 911 for routine
medical care. This will ultimately reduce the number of 911 calls, hospital emergency
department visits and hospitalizations, affectively easing the medical burden and providing
quality patient care.
Commissioner Haywood asked if Emergency Services had enough personnel for this
program. Mr. Davis said no and reviewed the costs and details:
Start -Up Costs
PPrennn Pl
Salary for a Captain w/benefits
Salary for 4 CUP's w/benefits
_ $61,469
_ $229,377
Total Annual Compensation =$290,846
Training
Course Costs: ($3,500 per CHP) _ $20,000
Total Training = $20,000
Equipment
Vehicles — Two (2) SUV's $50,000.00/unit w/equip
Med Bag & Equipment — Three (3) $5,000.00/bag
Radio Mobile — Three (3) $2,600.00
Radio Portable — Three (3) $4,000.00
Pagers - Three (3) $400.00
Cell Phone - Three (3) $50.00/month
Computers Three (3) $4,000.00
ISTAT blood analysis system
Sierra Wireless & Antenna — Three (3) $1,000.00
Total Equipment Cost
Annual Costs
Personnel (Salary & Benefits)
Fuel
Equipment Maintenance / Service
Training 50 hours/year
Public Education
Total On -Going Costs
_ $100,000
_ $ 15,000
_ $ 7,800
_ $ 12,000
_ $ 1,200
_ $ 1,800 ($150 monthly)
_ $ 12,000
_$ 15,000
_ $ 3,000
_ $167,800
_ $290,846
_ $ 2,500
_ $ 5,000
_ $ 6,000
_ $ 1,000
_ $305,346
Funding for Strategic Planning Initiatives
County Manager Hal Johnson stated that Commissioners had wisely reserved monies for
strategic planning initiatives. These monies were payment received from Waste Management's
use of land for the regional landfill.
The $1,200,000 Golden LEAF grant application for the Pathways to Prosperity project
(City/County Schools and RCC Workforce Development Program) that was approved by the
Strategic Planning Implementation Committee and the Commissioners is still awaiting final
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word from Golden LEAF. If awarded, it will require a 20% match and will come from the
allocation.
He announced the Strategic Planning Implementation Committee would be meeting Monday,
March 27th at 10 a.m. at RCC to hear about several projects and decide on recommendations to
be made to the Commissioners at their May 1st meeting.
Adjournment
At 6:15 p.m., on motion of Frye, seconded by Kidd, the Board voted unanimously to
adjourn.
David Allen, Chairman
Stan Haywood
Maxton McDowell
Darrell Frye
Kenny Kidd
Amanda Varner, Clerk to the Board
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