NC - Vance: COUNTY BOARD OF COMMISSIONERS

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COUNTY BOARD OF COMMISSIONERS

AGENDA

VANCE COUNTY BOARD OF COMMISSIONERS

May 4, 2020

Invocation Chairman Gordon Wilder

1. Public Comments (for those registered to speak by 5:45 p.m. - speakers are limited to five minutes)

2. Board of Equalization and Review

Name

Property Address

Tagged Interests: property

1. Anthony Peace

1001 Health Center Road Henderson, NC Parcel: 0093 03017

Tagged Interests: health, streets, and property

2. Kenneth Stevenson, Prestigious Housing

Tagged Interests: housing

389 Americal Road Henderson, NC Parcel: 0216 03008

Tagged Interests: streets and property

3. Appointment Dr. Anthony Jackson, Superintendent School System COVID-19 Response Update

Tagged Interests: coronavirus, appointments, superintendent, and education

4. Water District Board a. Monthly Operations Report

Tagged Interests: utility, Utility, and water

5. Committee Reports and Recommendations a. Properties Committee - Eaton Johnson Bidding Schedule - Addressing Ordinance Appeal Vance Academy Road b.

Human Resources Committee - Resolution Amending Personnel Policies Relative to COVID-19
Tagged Interests: coronavirus, ordinance, streets, personnel, and human resources

6. Finance Director s Report a. Surplus Property b. CIP Summary c. Finance Agreement Regions

Tagged Interests: finance, capital spending, Capital Spending, surplus, and property

7. County Attorney s Report

Tagged Interests: legal

a. REO Properties Bid Acceptance - 416 Harriett Street Parcel 0094 04024 - W. Chavis Road Lot Parcel 0479 01018

Tagged Interests: rfp, RFP, streets, and property

Agenda

May 4, 2020 Page 2

8. County Manager s Report

Tagged Interests: administrator and manager

a. Lease Extension Alliance Rehabilitation Center b. Fireworks Permit Tourism c. Special Called Meeting June 15, 2020 d. Presentation of FY 2020-21

Recommended Budget
Tagged Interests: leasing, budget, tourism, and fireworks

9. Consent Agenda Items

a. Budget Amendment and Transfers b. Tax Refunds and Releases c. Monthly Reports d. Minutes

Tagged Interests: budget, taxes, and Taxes

10. Miscellaneous a. Appointments

Tagged Interests: appointments

2014 Real Property Appeal

Tagged Interests: property

CASE DATE/TIME: 05/27/2014 ACCOUNT REF : 18443 OWNER/BUSINESS NAME: Prestigious Housing Inc. Parcel Number/Description: 0216 03008 and 0216 03015/389

Americal Rd. and vacant lot OPENING STATEMENT: Real Property value 1,822,195 and 108,474 Appellant opinion of value Appellant did not give an opinion of value. Appellant statement of reason (s) for the appeal: The property is too high STAFF REVIEW: Vance County assessed real estate values reflect the market value as of January 1, 2008. Any inflation, deflation or other economic changes occurring after this date do not affect the county's assessed value of the property and cannot be lawfully considered when reviewing the value for adjustment. The January 1, 2008 assessed values remain in effect until the next county-wide revaluation, which is currently performed every eight years. Appellant did not own the property on January 1, 2014.
Tagged Interests: business, market, property, blight, and housing

ASSESSOR S RECOMMENDATION: The assessor recommends that the 2014 value stands as 1,822,195 and 108,474.

AGENDA APPOINTMENT FORM May 4, 2020

Tagged Interests: appointments

Name: Dr. Anthony Jackson, Superintendent

Tagged Interests: superintendent

Name of Organization: Vance County Schools

Tagged Interests: education

Purpose of appearance: School System COVID-19 Response Update

Tagged Interests: coronavirus and education

Dr. Anthony D. Jackson, Superintendent Vance County Schools

Tagged Interests: superintendent and education

From Crisis to Transformation

THE TRUTH

The Superintendent s Pandemic Preparation

Tagged Interests: superintendent

Handbook

Food Service Employment Continuity

Tagged Interests: employment

Remote Learning

REMOTE LEARNING A Continuum of Learning Opportunities to Meet the Needs of All Students

Tagged Interests: students

NO HIGH SPEED INTERNET NEEDED Paper Pencil Instructional Packets consisting

of 10-20 days worth of assignments. Available for pick-up by families or for download from the

district s website. Assignments collected and feedback given by teachers.

REMOTE LEARNING

Instructional Packets PARTIAL INTERNET ACCESS

Tagged Interests: Internet Access

Consist of both paper and pencil packet assignments and interaction with the

course instructor via digital means (phone call, text, email). Students may have

Tagged Interests: students

access to a device but no internet, or only be able to access information on a mobile

device

Blended

A Continuum of Learning Opportunities to Meet the Needs of All Students

Tagged Interests: students

FULL INTERNET ACCESSIBILITY Students log-on and participate in instruction in a Google Classroom

Tagged Interests: Google, instruction, and students

created by their teacher; they receive and return assignments electronically

Online

Phone Call

COMMUNICATIONS OPTIONS

Tagged Interests: communications and Communications

Video

A Continuum of Learning Opportunities to Meet the Needs of All Students

Tagged Interests: students

Email

Text

Google Classroom

Tagged Interests: Google

Pre-K Pictures and Images

S T U D E N T C O N TA C T S

CONTACTS Week 1 7,000 Week 2 15,000 Week 3 16,000

INDIVIDUAL CONTACTS HAVE BEEN MADE

WITH 5,088 STUDENTS. OR 96 OF OUR

Tagged Interests: students

STUDENTS

Tagged Interests: students

7,000

16,000

1600 Devices Deployed to Students K-12

Tagged Interests: students

Internet Access Available in School Parking Lots

Tagged Interests: education, Internet Access, and parking

Administrators Food Service Staff Transportation Maintenance

Tagged Interests: transportation and administrator

Nurses

MOVING FORWARD Education will never be the same There will be a new paradigm Opportunities for Collaborative Public-private educational

Tagged Interests: education

partnerships The digital divide could widen. Digital Devices for EVERY

Tagged Interests: digital divide

student is no longer a luxury Anytime, Anywhere Learning will be a part of the new normal Social Distancing will be a part of the new paradigm

SOCIAL DISTANCING

Will Impact Everything we Do

MOVING FORWARD

PUBLIC SCHOOLS ARE THE GLUE HOLDING MANY COMMUNITIES

Tagged Interests: education

TOGETHER.

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S A F E P L A C E

Water District Board

Tagged Interests: utility, Utility, and water

Vance County Water District Operations Report March 2020

Tagged Interests: utility, Utility, and water

Operations Highlights:

Fiscal Year-to Date Mar. 2020

Work Order Completions:

Discolored Water/ Air in lines 12 0 Set Meters 99 11

Tagged Interests: utility, Utility, and water

Replace Meter/ERT Repaired ERTS

46 39

0 0

Remove Meter 5 1 Locate Lines 501 67 Odor In Water / Chlorine Check 7 1 Check Usage / Leaks 185 6 Replace Meter Lid/ Box 12 1 Low pressure/ No Water

20 1 Water Main Break 0 0 Distribute Boil Water Notices 0 0 Distribute Rescind Notices 0 0 Move in / move out 156 32 Kittrell Water Tower Response 0 0 Water line repairs 2 2 Actual Shut offs 219 68 Restores 267 61 Cross Connection Checks 6 0 Intent to Serve inspections 0 0 Hydrant/Site Care/Mowing 4 0 Delivered Return Mail 0 0
Tagged Interests: sewer, utility, Utility, cell tower, Cell tower, and water

Water Taps Requests 0 0

Tagged Interests: utility, Utility, and water

Satellite Office Activity:

Information requests 26 2 Bill pays 1530 191 Applications received 25 1

Billing Summaries:

December Billing 12/01/2019 through 12/31/2019 1646 active customers of which 1,238 were metered services Gallons billed 4,802,908 Average usage

3,880 @ .01033 = 40.08 plus 30 base = 70.08 January Billing 01/01/2020 through 01/31/2020 1699 active customers of which 1300 were metered services Gallons billed 5,063,769 Average usage 4,202 @ .01033 = 43.40 plus 30 base = 73.40 February Billing 02/01/2020 through 02/29/2020 1690 active customers of which 1,296 were metered services Gallons billed 3,532,205 Average usage 2,726 @ .01033 = 28.16 plus 30 Base = 50.16 March Billing 03/01/2020 through 03/31/2020 1753 active customers of which 1,326 were metered services Gallons billed 3,804,715 Average usage 2,869 @ .01033 = 29.64 plus 30 Base = 59.64 (The above numbers include all three systems)
Tagged Interests: services

Water System Overview: The current customer count is as follows: * Phase 1 791 total customers, 226 availability accounts and 565 metered accounts

Tagged Interests: utility, Utility, and water

* Phase 2 - 611 total customers, 201 availability accounts and 410 metered accounts * Kittrell - 351 total Customers, 0 availability accounts and 351

metered accounts There is a total of 1,753 VCWD customers committed to the system with 1,326 metered customers.

Vance County Water District Operations Report March 2020

Tagged Interests: utility, Utility, and water

*Graph information as of March 31, 2020

Availability Accounts AR*

Age Current Month 0 6,299.31 1-30 4,853.34 31-60 4,500.16 61-90 4,402.00 >90 164,417.78 Total Availability AR to date: 184,472.59

Customer numbers: 11 4 2 148

Customer Numbers: 105 46 11 196

Metered Accounts AR*

Age Current Month 0 31,032.82 1-30 11,823.41 31-60 3,946.19 61-90 2,212.82 >90 62,690.49 Totaled Metered to date: 111,705.73 Total AR to date*

296,178.32

Vance County Water District Operations Report March 2020

Tagged Interests: utility, Utility, and water

Number of Customer: 54 20 3 51

*Graph information as of March 31, 2020

Kittrell Metered Accounts AR*

Age Current Month 0 16,172.45 1-30 5,558.70 31-60 2,215.19 61-90 1,504.97 >90 16,947.56 Total Kittrell Metered AR to date:

42,398.87

Revenue Expenditure Statement Water Fund (16) 2/1/20-3/31/20

Tagged Interests: utility, Utility, and water

Revenue

Current Period ( ) 03/31/20 YTD ( ) Budget Used

Tagged Interests: budget

INVESTMENT EARNINGS 890.64 5,176.50 6,500.00 80 WATER LINE REIMB-CITY 0.00 0.00 16,504.00 0 METERED WATER SALES 187,600.11 725,659.25 775,000.00 94

NON-METERED WATER REVENUE 16,757.44 74,472.62 125,000.00 60 WATER - DEBT SETOFF REVENUE 2,759.14 3,887.03 5,000.00 78 MISCELLANEOUS REVENUES 2,902.33 5,856.33 3,200.00 183 CONNECTION FEES 1,125.00 5,125.00 10,000.00 51 RECONNECT FEES 5,040.00 14,040.00 500.00 2,808 NSF CHECK FEES -344.41 -2,664.62 750.00 -355 LATE PAYMENT FEES 5,334.42 23,362.95 14,000.00 167 TRANSFER FROM GENERAL FUND 0.00 0.00 285,948.00 0
Tagged Interests: impact fee, sale, utility, Utility, water, and investment

222,064.67 854,915.06 1,242,402.00 69

Expenditure

Current Period ( ) 03/31/20 YTD ( ) Budget Used

Tagged Interests: budget

BOND PRINCIPAL - WATER 0.00 0.00 201,688.00 0 BOND INTEREST - WATER 0.00 0.00 339,625.00 0 TELEPHONE POSTAGE 136.61 1,134.36 2,200.00 52 UTILITIES

714.74 3,448.99 4,500.00 77 ADVERTISING 0.00 0.00 1,200.00 0 DEPARTMENTAL SUPPLIES 3,482.62 22,623.91 20,000.00 113 SPECIAL CONTRACTED SERVICES 58,447.55 93,116.07 120,000.00 78 CONTRACTED SERVICES 33,346.35 128,565.20 157,500.00 82 INSURANCE BONDS 0.00 1,781.36 1,750.00 102 PURCHASED WATER 38,810.46 166,326.53 250,000.00 67 BANK SERVICE CHARGES 380.90 2,386.73 2,500.00 95 BAD DEBT EXPENSE 0.00 0.00 5,000.00 0 DEBT SERVICE RESERVE 0.00 0.00 52,763.00 0 SYSTEM MAINTENANCE 0.00 45,778.97 57,500.00 80 PERMITS 0.00 2,520.00 2,600.00 97 DEPRECIATION EXPENSE 0.00 0.00 23,576.00 0
Tagged Interests: utility, bond, Utility, contract, advertising, services, water, insurance, and purchasing

135,319.23 467,682.12 1,242,402.00 38

Excess (Deficit) of Revenue 86,745.44 387,232.94 0.00

Committee Reports and Recommendations

Vance County Committee Reports and Recommendations

May 4, 2020

Properties Committee Eaton Johnson - Bidding Schedule. The committee (Brummitt[C], Taylor Wilder) met on Tuesday, April 28, 2020 to discuss the

bidding schedule for the Eaton Johnson renovation and whether bids should be released as discussed at the board meeting last month. Two of the three committee members recommended proceeding forward with bidding in light of the good bidding environment. The DSS director was present and mentioned that roughly 40 of their clients have embraced the use of phone and virtual meetings during the recent COVID-19 pandemic, although federal and state requirements necessitate in-person meetings for a good portion of the work in DSS. The DSS director mentioned that the volume of individuals needing assistance and visiting the department will increase significantly once normal operations begin back. Recommendation: Proceed forward with bidding process for Eaton-Johnson renovation and set a public hearing for the June 1st board meeting as required by the LGC for project financing.
Tagged Interests: rfp, coronavirus, RFP, Conservation, environment, and hearing

Addressing Ordinance Appeal Vance Academy Road. The committee discussed an appeal to the county s addressing ordinance from a citizen for property

along Vance Academy Road. The citizen plans to add a residence to the family farm and due to there being more than two homes along the same drive, the county s addressing ordinance requires the path to be named and all addresses along the path to be re-addressed. The ordinance allows the board of commissioners to hear and decide on appeals and waivers to the requirement. The citizen/property owner has appealed the request due to the difficulty in re-addressing their current address as it is the address of record for 16 franchised businesses, more than 20 other businesses as well as registrations and licenses with the Federal Aviation Administration. The committee discussed the request and recommended granting the appeal to allow one additional residence to be constructed located off of the existing paved drive. Recommendation: Grant the appeal from the addressing ordinance administrator s determination and allow one additional home to be added to the paved drive that contains residences with addresses of 560 and 580 Vance Academy Road, and to encourage the property owners to adequately post the location of these addresses along the paved drive.
Tagged Interests: grant, ordinance, business, streets, agriculture, property, administrator, and license

Human Resources Committee Resolution Amending Personnel Policies Relative to COVID-19. The committee (Faines[C], Wilder Taylor) met on Tuesday, April

28, 2020 to review a resolution ratifying the Families First Coronavirus Response Act. The committee reviewed the act last month and recommended approval of the local policy amendment consistent with the act this month. The act and associated policy extends the criteria for employees qualifying for family medical leave, provides emergency paid sick leave to employees and defines emergency responder positions that are essential and excluded from portions of the policy. The emergency paid sick leave provides up to 80 hours of paid sick leave and is available to all employees for the following qualifying reasons:
Tagged Interests: coronavirus, personnel, emergency, policy, and human resources

1. The employee is subject to a federal, state, or local quarantine or isolation order related to COVID-19; or

Tagged Interests: coronavirus

2. The employee has been advised by a health care provider to self-quarantine related to COVID-19; or

Tagged Interests: coronavirus and health

3. The employee is experiencing COVID-19 symptoms and is seeking a medical diagnosis. Non-emergency responder classified employees are also eligible

for emergency paid sick leave for the following additional reasons:
Tagged Interests: coronavirus and emergency

4. The employee is caring for an individual subject to an order described in 1 or self- quarantine as described in 2; or

5. The employee is caring for a child whose school or place of care is closed (or child care provider is unavailable) for reasons related to

COVID-19.
Tagged Interests: coronavirus, education, and Child Care

Recommendation: Approve resolution amending personnel polices to include the COVID-19 Policy and the COVID-19 Policy for Emergency Paid Sick Leave

Emergency Responders.
Tagged Interests: coronavirus, personnel, public safety, emergency, and policy

PROJECT SCHEDULE VANCE COUNTY DEPARTMENT OF SOCIAL SERVICES RELOCATION

Tagged Interests: social services and services

PHASE COMPLETION 50 July 31, 2019 August 16, 2019 September 30, 2019 October 14, 2019 October 22, 2019 November, 2019 January 17, 2020

Properties Committee Update January 27, 2020 March 13, 2020 March 02, 2020 (Potentially 30 days) March 13, 2020 (2 Weeks) March 30, 2020 April 28,

2020 (4 Weeks) May 1, 2020 May 22, 2020 June 2, 2020 June 8, 2020 March 2021 (8 9 Months)

Oakley Collier Architects, PA 1111 Haynes Street, Suite 109, Raleigh NC 27604 1/27/2020

Tagged Interests: streets

Council Award of Construction Contract

Tagged Interests: construction, council, and contract

Construction Start (Tentative) Construction Complete

Tagged Interests: construction

LGC Approval

January 27, 2020

Schematic Design Documents Schematic Design Documents Rezoning Planning Board Approval Rezoning City Council Approval Properties Committee Update

Zoning Board of Adjustment Special Use Design Development Drawings Construction Documents DSS and DOI Submission Owner / Regulatory Review (ONGOING) Release for Bid Bids Received LGC Submission
Tagged Interests: rfp, planning, RFP, regulation, construction, council, development, zoning, and Development

1

Working Group

Role Entity Defined

Issuer Vance County, NC County

Local Government Commission LGC

Tagged Interests: boards and commissions

Financial Advisor Davenport Company LLC DAV

Tagged Interests: finance

County Attorney J. Care Law JC

Tagged Interests: legal

Lender TBD TBD

Date Task Responsibility

April 29th Agenda deadline for May 4th County Board Meeting County

May 4th County Board of Commissioners Meeting

County Board authorizes Staff to publish a Notice of Public Hearing

Tagged Interests: hearing

County/DAV/JC

May 5th Distribute RFP to local, regional, and national banks DAV

Tagged Interests: rfp and RFP

Early - Mid May LGC pre-application call Working Group

By May 20th Submit Joint Legislative Committee Letter County / JC

May 27th Agenda deadline for June 1st County Board Meeting County

Early June County receives project bids County

Tagged Interests: rfp and RFP

By June 1st Submit LGC Application County

June 1st County Board of Commissioners Meeting

County Board holds Public Hearing (if possible)

Tagged Interests: hearing

County/DAV/JC

June 4th Receive RFP responses DAV

Tagged Interests: rfp and RFP

Vance County, NC Financing Calendar Installment Financing Contract, Series 2020 April 30, 2020

Tagged Interests: contract

Pricing June 4th

LGC Approval July 7th

Closing Mid-July

The Board of Commissioners meets the first Monday of each month at 6:00 p.m. Special meetings are highlighted in gold.

The agenda deadline for meetings are the Wednesday prior to the meeting.

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Vance County, NC Financing Calendar Installment Financing Contract, Series 2020 April 30, 2020

Tagged Interests: contract

Pricing June 4th

LGC Approval July 7th

Closing Mid-July

The Board of Commissioners meets the first Monday of each month at 6:00 p.m. Special meetings are highlighted in gold.

The agenda deadline for meetings are the Wednesday prior to the meeting.

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Apr-20 May-20 Jun-20 Jul-20

Date Task Responsibility

June 4th June

10th

Davenport prepares a summary of bids and reaches out to

Tagged Interests: rfp and RFP

bidders to discuss any questions

Tagged Interests: rfp and RFP

Conference Call to review RFP responses and compare bank

Tagged Interests: rfp and RFP

proposals to develop a recommended winning bidder

Tagged Interests: rfp and RFP

Dial in TBD

Code TBD

DAV

County/DAV/JC

June 10th Agenda deadline for June 15th County Board Meeting County

June 15th County Board of Commissioners Meeting (Special Meeting)

County Board considers selecting a winning bidder County Board considers adopting a Preliminary Findings

Tagged Interests: rfp and RFP

Resolution

County Board holds Public Hearing (if necessary)

Tagged Interests: hearing

County/DAV/JC

July 1st Agenda deadline for July 6th County Board Meeting County

July 6th County Board of Commissioners Meeting

County Board considers adopting Final Issuance Resolution

County/DAV/JC

July 7th LGC approves financing LGC

Mid-July Close on Financing Working Group

1 Jordan McMillen

From: ryan@wlstarkco.com Sent: Tuesday, April 28, 2020 1:06 PM To: Jordan McMillen Cc: allen.boyd@crossroadscars.com Subject: Addressing - Vance

Academy Road
Tagged Interests: streets

Dear Jordan:

The address of 560 Vance Academy Road has been in existence for decades. The address is the address of record of many of the businesses owned by

Glenn Boyd. Being forced to change the address to any address other than 560 Vance Academy Road would involve changing the address of ownership of record for sixteen franchised businesses with Federal, State, and local municipalities as well as with other organizations that the businesses interact with such as manufacturers, suppliers, and other vendors.
Tagged Interests: business and streets

In addition to the franchised businesses, the address is connected to more than 20 other businesses as the ownership address of record. The non

franchised businesses pose equally challenging aspects of an address change with Federal, State, and local municipalities as well as customers, previous business relationships, and the like. The current address has also been used with Federal Aviation Administration registrations and licenses, which are extremely difficult to change.
Tagged Interests: business and license

We respectfully request to be allowed to continue to use the address of 560 Vance Academy Road without the requirement of naming the existing private

driveway.
Tagged Interests: streets

Thank you for consideration of this request.

Timothy Ryan Rowland, CPA William L. Stark and Company Certified Public Accountants and Consultants 1730 Graham Avenue PO Box 911 Henderson, NC 27536

Phone: 252-492-0008 Fax: 252-438-5121 Mobile: 252-213-5991 Email: ryan@wlstarkco.com
Tagged Interests: 911 and services

This message (including any attachments) contains confidential information intended for a specific individual and purpose, and is protected by law.

If you are not the intended recipient, you should delete this message and are hereby notified that any disclosure, copying, or distribution of this message, or the taking of any action based on it, is strictly prohibited.

***ANY TAX ADVICE IN THIS COMMUNICATION IS NOT INTENDED TO BE USED, AND CANNOT BE USED, BY A CLIENT OR ANY OTHER PERSON OR ENTITY FOR THE PURPOSE OF

(i) AVOIDING PENALTIES THAT MAY BE IMPOSED ON ANY TAXPAYER OR (ii) PROMOTING, MARKETING OR RECOMMENDING TO ANOTHER PARTY ANY MATTERS ADDRESSED HEREIN.***
Tagged Interests: market, taxes, Taxes, communications, and Communications

Any advice in this communication is limited to the conclusions specifically set forth herein and is based on the completeness and accuracy of the

stated facts, assumptions and/or representations included. In rendering our advice, we may consider tax authorities that are subject to change, retroactively and/or prospectively, and any such changes could affect the validity of our advice. We will not update our advice for subsequent changes or modifications to the law and regulations, or to the judicial and administrative interpretations thereof.
Tagged Interests: regulation, taxes, Taxes, communications, and Communications

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0450 02004 B B PROPERTIES

0219 01004 KERR-VANCE ACADEMY

0426 01040 BOYD CHARLES H

0217 02033 SWANSON SELMA W HEIRS

0219 01006 BOYD MAURICE A.

0219 01002 MATTHEWS THOMAS F

0219 01010 BOYD GLENN A

0426 01031 CHOPLIN MACK R. JUDY

0219 01022 WIARD JASON K

0219 01003 KERR VANCE ACADEMY INC

0219 01008 KERR VANCE ACADEMY INC