March 28, 2008 - 8:05 AM - County Board of Commissioners Meeting Minutes (Special)

10 663 Meeting of the Johnston County Board of Commissioners March 28 , 2008 Special Meeting The Johnston County Board of Commissioners met in special session on Friday , March 28 , 2008 at 8 00 am in the Johnston County Land Use Center Conference Room located at 309 East Market Street , Smithfield , North Carolina The following members were present Present Cookie Pope , Chairman , Wade M Stewart , Vice Chairman , Allen L Mims , Jr , Jeffrey P Carver , W Ray Woodall , DeVan Barbour and Tony Braswell Absent None Also Present Rick J Hester , County Manager , Paula G Woodard , Clerk to the Board , J Mark Payne , County Attorney , Deva C Holt , Deputy Clerk , and Berry Gray , Planning Director The Chairman called the meeting to order at 8 05 am Commissioner W Ray Woodall opened the meeting with a prayer 1 USDA - Rural Development Letter of Conditions – Johnston County Mike Harris with USDA - Rural Development , presented a letter of conditions for the grant and loan for the Johnston County water capacity purchase project The project would consist of the purchase of a 20 mgd bulk water supply allocation from Harnett County The proposed loan and grant package would include a loan not to exceed 3,500,000 and a Rural Center Supplemental Grant in the amount of 500,000 Mr Harris reported should the Rural Center grant not be awarded or awarded in a different amount , USDA - Rural Development will revisit the project with the possibility of amending the USDA - Rural Development commitment of funds for any resulting shortfalls Following further discussion , Commissioner Tony Braswell moved the Board adopt the following resolution Commissioner W Ray Woodall seconded the motion , which carried by unanimous vote RESOLUTION OF THE BOARD OF COMMISSIONERS OF JOHNSTON COUNTY BE IT RESOLVED That the Board of Commissioners of Johnston County do hereby accept the conditions set forth in the Letter of Conditions dated March 28 , 2008 , the RUS Bulletin 1780 - 27 , Loan Resolution , dated March 28 , 2008 ; and That the Board of Commissioners will adopt an operating budget for the Johnston County Public Utilities Department that will maintain a water use rate schedule at rates sufficient to meet all budgeted operating , replacement , and debt service expenses , and , the County may make modifications to the rate system as long as the rate schedule remains sufficient to meet budget requirements ; and , That the Chairman and Clerk be authorized to execute all forms necessary to obtain a loan from the USDA Rural Development , Rural Utility Service including , but not limited to the following forms ; Form RD 1942 - 46 Letter of Intent to Meet Conditions RUS Bulletin 1780 - 27 Loan Resolution Form RD 1940 - 1 Request for Obligation of Funds Form RD 400 - 1 Equal Opportunity Agreement Form RD 400 - 4 Assurance Agreement Form RD 1910 - 11 Applicant Certification Federal Collection Policies For Consumer Or Commercial Debts Form AD 1047 Certification Regarding Debarment , Suspension , and Other Responsibility Matters - Primary Covered Transactions and , copy of AD 1048 for use with Lower Tier Covered Transactions RD Instruction 1940 - Q Certification For Contracts , Grants and Loans unnamed form Certification of Compliance That the Board of Commissioners of Johnston County elects to have the interest rate charged by RUS to be the lower of the rate in effect at either the time of loan approval or loan closing ; and , That if the interest rate charged by RUS should be changed between this date and the date of actual loan approval , the Chairman and Clerk be authorized to execute new forms reflecting the current interest rate and revised payments as required by RUS ; and , That this resolution becomes part of the official minutes of the Board of Commissioners of Johnston County meeting held on March 28 , 2008 th Adopted this 28 day of March , 2008 Page664 March 28 , 2008 Continued 2 USDA - Rural Development Letter of Conditions – Hopewell - Pisgah Water District Upon a motion by Commissioner Jeffrey P Carver , seconded by Commissioner Allen L Mims , Jr , and carried by unanimous vote , the Board recessed regular session to sit as the Hopewell - Pisgah Water District Mike Harris with USDA - Rural Development , presented the letter of conditions for a grant and loan for the Hopewell - Pisgah Water District water line extensions project The proposed loan and grant package would include a loan not to exceed 235,000 , a USDA - Rural Development grant in the amount of 225,000 , and a Rural Center Supplemental Grant in the amount of 460,000 for a total project cost of 920,000 The project would consist of transmission main improvements additions on Short Journey Road , Crantock Road , and NC Hwy 210 to mitigate low operating pressure on the suction side of the Reedy Creek booster pump station Mr Harris explained that the USDA - Rural Development funding is contingent upon the Rural Center Supplemental Grant ; however , if the grant is not awarded or awarded for a different amount , USDA - Rural Development will revisit the project with the possibility of amending the USDA - Rural Development commitment of funds for any shortfalls that may result Following further discussion , Commissioner Jeffrey P Carver moved the Board adopt the following resolution Commissioner W Ray Woodall seconded the motion , which carried by unanimous vote RESOLUTION OF THE BOARD OF COMMISSIONERS OF HOPEWELL - PISGAH WATER DISTRICT BE IT RESOLVED That the Board of Commissioners of the Hopewell - Pisgah Water District do hereby accept the conditions set forth in the Letter of Conditions dated March 28 , 2008 , the RUS Bulletin 1780 - 27 , Loan Resolution , dated March 28 , 2008 ; and That the Board of Commissioners will adopt an operating budget for the Hopewell - Pisgah Water District that will maintain a water use rate schedule at rates sufficient to meet all budgeted operating , replacement , and debt service expenses , and , the Hopewell - Pisgah Water District may make modifications to the rate system as long as the rate schedule remains sufficient to meet budget requirements ; and , That the Chairman and Clerk be authorized to execute all forms necessary to obtain a loan from the USDA Rural Development , Rural Utility Service including , but not limited to the following forms ; Form RD 1942 - 46 Letter of Intent to Meet Conditions RUS Bulletin 1780 - 27 Loan Resolution RUS Bulletin 1780 - 12 Water or Waste System Grant Agreement Form RD 1940 - 1 Request for Obligation of Funds Form RD 400 - 1 Equal Opportunity Agreement Form RD 400 - 4 Assurance Agreement Form RD 1910 - 11 Applicant Certification Federal Collection Policies For Consumer Or Commercial Debts Form AD 1047 Certification Regarding Debarment , Suspension , and Other Responsibility Matters - Primary Covered Transactions and , copy of AD 1048 for use with Lower Tier Covered Transactions Form AD 1049 Certification Regarding Drug - Free Workplace Requirements Grants Alternative 1 - For Grantees Other Than Individuals RD Instruction 1940 - Q Certification For Contracts , Grants and Loans unnamed form Certification of Compliance That the Board of Commissioners of the Hopewell - Pisgah Water District elects to have the interest rate charged by RUS to be the lower of the rate in effect at either the time of loan approval or loan closing ; and , That if the interest rate charged by RUS should be changed between this date and the date of actual loan approval , the Chairman and Clerk be authorized to execute new forms reflecting the current interest rate and revised payments as required by RUS ; and , That this resolution becomes part of the official minutes of the Board of Commissioners of the Hopewell - Pisgah Water District meeting held on March 28 , 2008 th Adopted this 28 day of March , 2008 Upon a motion by Commissioner W Ray Woodall , seconded by Commissioner Jeffrey P Carver and carried by unanimous vote , the Hopewell - Pisgah Water District Board adjourned and regular session resumed Page665 March 28 , 2008 Continued 3 Interviews with Consulting Firms – Comprehensive Land Use Plan Services The Board interviewed three consulting firms for the purposes of possibly contracting for services related to the development of a comprehensive land use plan The consulting firms were each allowed a brief period to provide an introduction and background of their firms , followed by a question and answer period with the Board Following are the consulting firms that were interviewed The Wooten Company Mr Steve Player , Director of Planning Raleigh , North Carolina Ms Pat Crissman , Project Manager Mr Buddy Blackburn , Senior Planner Clarion Associates Mr Roger Waldon , Principal Chapel Hill , North Carolina Mr Stephen Sizemore , Senior Consultant Ms Leigh Anne King , Associate Benchmark Mr Jason Epley , Director of Special Projects Kannapolis , North Carolina Mr Richard Smith , Director of Consulting Services Following the interviews , Commissioner Allen L Mims , Jr requested staff to contact the consulting firms and have them provide examples of land use maps that could be associated with a comprehensive land use plan Commissioners Jeffrey P Carver and Wade M Stewart requested staff to have the consulting firms provide an estimated price quote for their services After further discussion , it was the consensus of the Board to review the additional requested information from the consulting firms and revisit the matter at the April 7 , 2008 6 00 pm Board meeting There being no further business , Commissioner Tony Braswell moved the Board adjourn Commissioner W Ray Woodall seconded the motion , which carried by unanimous vote The meeting adjourned at 11 25 am Cookie Pope , Chairman Paula G Woodard , Clerk to the BoardPage