Mayor Walter Weeks Town! Manager Kenneth C. Cole Town Attorney Alton Bain  OF  Commissioners J.C.A Allen Jerry) Beasley Allen! Mosby Don Pleasant Dr. Lindal Robinson  1905  The Town of Coats, North Carolina  Regular Meeting of the Board of Commissioners  February 14, 2013. - 7:00 p.m.  Call to Order A. Invocation B. Pledge of Allegiance Approval of Agenda I. Approval of Consent Agenda A. Approval of Minutes B. Approval of Attorney Bill Review of Financial Statement III. Manager & Committee Reports A. Department Updates IV. Public Hearing V. Old Business  A. Consider Taxi Cab Operation.  A. Consider Amending Letter of Conditions to increase Grant Extended by  USDA.  B. Consider Appointments to Boards/Committee A. Coats Chamber of Commerce Update  VI. New Business VII. Public Forum VIII.. Adjourn  (Please limit comments to 3 minutes in order to allow others to speak)  Post Office Box 675 e Coats, North Carolina 27521    Mayor Walter Weeks Town Manager Kenneth C. Cole Town Attorney Alton! Bain  OF  Commissioners JC. Allen Jerry! Beasley Allen Mosby Don Pleasant Dr. Lindal Robinson  1905  The Town of Coats, North Carolina  Item Abstract: Consent Agenda Meeting Date: February 14, 2013  Item No. II-A,B,C  Information X_ Action Item Consent Agenda  DEPARTMENT: Administration  CONTACT PERSON: Kenny Cole, Town Manager REQUEST: Review Consent Agenda  SUMMARY: Attached you will find the following:  Minutes (January 10,2013) Attorney Bill January 2013 Financial Statement Comments to Financial Statement:  REVENUES  10-3839-8000 - $296-NCLM $295 Property Damage at Park, Faxes $1 40-3300-1000 -$4,884.50 -1 USDA reimbursement on CT Clayton  60-3710-8000-S149.56-NSF BUDGET IMPACT: None  ATTACHMENTS: Minutes, Attorney Bill, Financial Statement  PUBLIC HEARING: N/A PRIOR BOARD ACTION: None  RECOMMENDATION: Review and approve the Consent Agenda  Post Office Box 675 e Coats, North Carolina 27521 (910)897-5183 voice e (910)897-2662 fax    TOWN OF COATS Board of Commissioners January 10, 2013 7:00 pm  OFFICIAL MINUTES  LABSTRACT:  A regular scheduled meeting of the Board of Commissioners was held on January 10, 2013 in the Board of Commissioners' Meeting Room at Coats Town Hall.  I. ROLL CALL:  Mayor Walter Weeks, Mayor Pro-Tem Dr. Linda Robinson, Commissioner Jerry Beasley, Commissioner Don Pleasant, Commissioner JC Allen and Commissioner  Allen Mosby were in attendance. Attorney Alton Bain was present. II. CALL' TO ORDER:  A quorum being present, Mayor Weeks called the meeting to order at 7:00 pm. Commissioner Don Pleasant delivered the invocation and Mayor Weeks led those in  attendance in the Pledge of Allegiance. IV.A APPROVAL OF AGENDA:  Mayor Weeks asked to add Item D under New Business - Priorities for County RESOLVED, to accept agenda with the added Item D under New Business, MOTION BY: COMMISSIONER DON: PLEASANT: SECOND BY MAYOR APPROVED, AYES (5), MAYOR PRO-TEM DR. LINDA ROBINSON, COMMISSIONERS PLEASANT, ALLEN, MOSBY AND BEASLEY.  Support.  Priorities for County Support.  PRO-TEM DR. LINDA ROBINSON.  NOES(0)  1    V. APPROVAL OF CONSENT AGENDA: RESOLVED, to accept consent agenda. COMMISSIONER ALLEN MOSBY.  MOTION BY: MAYOR PRO-TEM DR. LINDA: ROBINSON: SECOND BY APPROVED, AYES (5), MAYOR PRO-TEM DR. LINDA ROBINSON, COMMISSIONERS PLEASANT, ALLEN, MOSBY AND BEASLEY.  NOES (0)  VI. MANAGERS UPDATE: Department Updates:  Town Manager Kenny Cole informed the Board that the pre-construction contract for the new Town Hall was signed on January 7,2013 and the completion date is set for March 8, 2013. Mr. Cole stated that the contractor was going to install the chairlift first and that work had already begun. Mr. Cole responded to Mayor Pro- Tem Dr. Linda Robinson concerning the World Trade Center request that we haven'thad any response from D H Griffin. Mr. Cole reminded the Board oft the Harnett Regional Meeting that Coats is hosting on January 28, 2013 at Ron's Barn Discussion among the Board and Mr. Cole to schedule a 2013/2014 budget planning  and he will be sending out the. Agenda.  retreat.  The location of retreat to be determined.  Mr. Cole asked the Board to let me know ofissues of concerns for the Budget Police ChiefJeremy Hall gave monthly stats from the Police Department for  retreat.  December through January 10, 2013. (Reference #1).  Public Works Director Gary Denton informed the Board that they were still picking Recreation Director Mike Collins informed the Board that there are a total of66 basketball games during the week and 28 games on Saturdays. Mr. Collins confirmed the swimming program on February 12,2013 with all ages thru adults. Mr. Collins informed the Board ofa "Kids on the Run" program. Mr. Collins also stated that there will be a Recreation committee meeting scheduled in January. Librarian Rebecca DallaMura stated that the stats for December were in line with previous month. Mrs. DallaMura confirmed that the Library is doing well.  up leaves and Christmas trees.  2    VII. PUBLIC HEARING:  A. Consider Zoning Amendment to include Video Gaming. Mayor Weeks opened the floor for Public Hearing. Hearing none Mayor Weeks closed Public Hearing.  VIII. OLD BUSINESS:  A. Consider Zoning amendment to include Video Gaming. Gaming until clarification of changes in the law. COMMISSIONER DON PLEASANT.  RESOLVED, to table consideration of Zoning Amendment to include Video MOTION BY: MAYOR PRO-TEM DR. LINDA ROBINSON: SECOND BY Chief Hall informed the Board that he was meeting with the District Attorney next week to receive directions from them on how the county is enforcing the new law. Chief) Hall confirmed that the Police Department has took no action at this time. APPROVED, AYES (5), MAYOR PRO-TEM DR. LINDA ROBINSON, COMMISSIONERS PLEASANT, ALLEN, MOSBY AND BEASLEY.  NOES (0)  B.I Discussion of Sale of Town Property.  Town Manager Kenny Cole asked the Board to discuss the disposal of the present Town Hall which was tabled during the August 2012 Board Meeting, due to the Mayor Weeks suggested to the Board to consider the method of auctioning the present Town Hall. Mayor shared that he felt that going through the sealed bidder process could take longer than hiring an auctioneer to have a public auction for this Commissioner Jerry Beasley stated that he would like to hold off until March and address this after having time to review the information given, due to the importance oft this decision. Commissioner Beasley agreed with Mayor Weeks to Commissioner Allen Mosby shared concerns of waiting that long and questioned Mr. Cole on the length of time to completely occupy the new Town Hall. Mr. Cole stated approximately 30 days. Commissioner Mosby stated that between the February board meeting and March board meeting ifa decision was needed we  uncertainty oft the New Town Hall renovations.  property.  include this discussion in with our budget retreat.  could have a special called meeting.  3    Mayor Weeks suggested that the Board review the information and to have the discussion included on the February agenda. Mayor Weeks also stated that details  can be discussed during the retreat.  C. Consider Appointment ofa Commissioner to Review Audit Deficiencies. Mayor Weeks ask for a Commissioner to volunteer to assist him with the review of the audit deficiencies to assure that the process is in order. With the absence ofa Mayor Pro-Tem Dr. Linda Robinson nominated Commissioner Jerry Beasley. Commissioner Beasley agreed to assist with the review. Commissioner Pleasant Approved the nomination were Mayor Pro-Tem Dr. Linda Robinson,  volunteer the Mayor asked for a nomination.  second the nomination.  Commissioners Mosby, Pleasant, Allen and Beasley.  IX. NEW BUSINESS:  A. Consider Application for Taxi Cab Operation.  Town Manager Kenny Cole requested the Board to accept application from Crossway Transportation Inc. to operate a taxi cab service in Coats and according to Town Ordinance 111.07 to set a public hearing date. (Reference #2) Mr. Rodney Johnson addressed the Board and expressed the need for his service within the Town of Coats. Mr. Johnson confirmed with the Board that his office RESOLVED, to accept application from Crossway Transportation Inc. to operate a Taxi Cab service and set Public Hearing date for February 14, 2013. MOTION BY: MAYOR PRO-TEM DR. LINDA ROBINSON: SECOND BY APPROVED, AYES (5), MAYOR PRO-TEM DR. LINDA ROBINSON, COMMISSIONERS PLEASANT, ALLEN, MOSBY AND BEASLEY.  will be located in the Dunn area.  COMMISSIONERJERRY BEASLEY.  NOES (0)  B. Consider appointments to Boards and Committees.  Town Manager Kenny Cole presented the Board with a list of vacancies on the Commissioner Allen Mosby agreed to serve ai three (3): year term on the Board of  Boards and Committees. (Reference #3).  Adjustments.  4    RESOLVED, to accept to appoint vacancies as presented.  MOTION BY: MAYOR PRO-TEM DR. LINDA ROBINSON: SECOND BY APPROVED, AYES (5), MAYOR PRO-TEM DR. LINDA ROBINSON, COMMISSIONERSPLEASANT, ALLEN, MOSBY AND BEASLEY. C.C Consider Budget Amendment to complete a Water System Study.  COMMISSIONER JERRY BEASLEY.  NOES (0)  Town Manager Kenny Cole requested the Board to consider budget amendment of Sixteen Thousand dollars ($16,000) and establish a committee to evaluate bids for a complete Water System Study. This study will provide the Town with an accurate representation of our systems performance and the data will be used to provide us with accurate CIP needs. Mr. Cole informed the Board that this study would consist ofp performing field flow test, flow recording and residual pressures. Mr. Cole stated that there will be a need to solicit qualifications from engineering firms to perform the study. Mr. Cole requested to have one Commissioner to assist himself and Public Works Director Gary Denton with interviewing the Engineering firms RESOLVED, to approve budget amendment and authorize the staff to solicit MOTION BY: MAYOR PRO-TEM DR. LINDA ROBINSON: SECOND BY APPROVED, AYES (5), MAYOR PRO-TEM DR. LINDA ROBINSON, COMMISSIONERS PLEASANT, ALLEN, MOSBY AND BEASLEY.  (Reference#4).  qualified engineering firms.  COMMISSIONER JERRY BEASLEY.  NOES (0)  Commissioner Allen Mosby agreed to serve on committee with Town Manager  Kenny Cole and Public Works Director Gary Denton.  RESOLVED, to Commissioner Allen Mosby to serve on committee to interview MOTION BY: MAYOR PRO-TEM DR. LINDA ROBINSON: SECOND BY APPROVED, AYES (5), MAYOR PRO-TEM DR. LINDA ROBINSON, COMMISSIONERS PLEASANT, ALLEN, MOSBY AND BEASLEY.  engineering firms.  COMMISSIONER DON PLEASANT.  NOES (0)  D. Priorities for County Support.  5    Mayor Weeks shared with the Board about the article where County Commissioner Burgin was requesting the Mayors to give him five (5) areas ofsupport for their Town. The Board agreed on the needs listed below which will be forwarded to  Commissioner Burgin.  1. Manage traffic flow: from east to west. 2. Grant Writing assistance 3. Water and Sewer lines 4. Main Street projects 5. Recreation and Library assistance.  The Board agreed that this was an acceptable list to present to Commissioner  Burgin.  X. PUBLIC FORUM:  Mayor Weeks opened Public Forum.  Amy Pleasant, 170 E. South Street, Coats shared concerns of speeding on and around South and Orange Street. She expressed issues with the Police Department which she has noticed officers staying at locations for extending amount of time. Ms. Pleasant express that something needs to be done about the speeding.  The Board of Commissioners discussed with Police ChiefHall with suggestions on how to control the speeding issues and requested that Chief Hall and Town Manager Kenny Cole work together to address these concerns.  XI. ADJOURN:  RESOLVED, to adjourn meeting. COMMISSIONER ALLEN MOSBY.  MOTION BY: MAYOR PRO-TEM DR. LINDA ROBINSON: SECOND BY APPROVED, AYES (5), MAYOR PRO-TEM DR. LINDA ROBINSON, COMMISSIONERS PLEASANT, ALLEN, MOSBY AND BEASLEY.  NOES (0)  Mayor Weeks called meeting adjourned at 8:20 pm.  Respectfully Submitted,  Karen Wooten, Town Clerk  Walter Weeks, Mayor  6    February 11,2013  The' Town of Coats Post Officel Box 675 Coats, North Carolina 27521 Attn! Town Clerk  Re; Statement of Services Rendered by Alton D. Bain- - January 1, 2013 througl January31,2013 01-04-2013 Study voicemail from Joe' Tart;' Telephone call with' Town  .3 .1 1.4  Manager regarding Tax Matter; Telephone call with Joe Tart  01-08-2013 Review Agenda for Town Board Meeting 01-10-2013 Attend Town Board Meeting  1.8 hrs @$125.00 per hour  $225.00  TOTAL FOR' TOWN OF COATS:  $225.00  Alton D.  Dle    80 00 00  0  60 D0 00 000    0 d00 V 0 0        - 00 00 00 00 00  V    - 10 8888    -  60 088 00    60  00    d0 088 00    00 - 00 C  y        8888    8888 8888    000        - 00    0 10 0 10  38888888    8888    Mayor Walter Weeks Town! Manager Kenneth C. Cole Town Attorney Alton Bain  OFCO  Commissioners JC Allen Jerry Beasley Allen! Mosby Don Pleasant Dr. Lindal Robinson  1905  The Town of Coats, North Carolina  Item Abstract:  Item No. IV-A  Public Hearing Consider Application for a' Taxi Cab Service Meeting Date: February 14, 2013  Information Action Item Consent Agenda  X  SUBJECT: Public Hearing- Consider Taxi Cab. Application  DEPARTMENT: Administration  CONTACTPERSON: Kenny Cole, Town Manager REQUEST: Consider application for a Taxi Cab service.  SUMMARY: At our December 13, 2012 Regular Meeting of the Board, an application from Crossway' Transportation Inc. was submitted to operate a taxi cab servicei in Coats. The application has been reviewed by' Town staff. According to Town Ordinance 111.07, aj public hearing must be conducted prior to issuance ofthe  Town license.  BUDGETIMPACT: None ATTACHMENTS: None  PUBLICI HEARING: February 14, 2013  PRIORI BOARD ACTION: Established Public Hearing for February 14, 2013  RECOMMENDATION: None  Post Office Box 675 . Coats, North Carolina 27521    Mayor Walter Weeks Town Manager Kenneth C. Cole Town Attorney Altonl Bain  OF 0  Commissioners JCA Allen Jerry Beasley Allen! Mosby Donl Pleasant Dr.Lindal Robinson  1905  The Town of Coats, North Carolina  Item Abstract:  Item] No. V-B  Consider Appointments to Boards/Commites  Meeting Date: February 14, 2013  Information X_ Action Item Consent Agenda  SUBJECT: Appointments to Boards/Committees DEPARTMENT: Administration  CONTACT PERSON: Kenny Cole, Town Manager REQUEST: Discuss. Appointments tol Board/Committees  SUMMARY: We still have two vacancies as. Alternate Planning Board Members. Attached you will find an application as an Alternate Planning Board Member.  BUDGET IMPACT: N/A ATTACHMENTS: Application PUBLIC HEARING: N/A PRIOR BOARD ACTION: None  RECOMMENDATION: Appoint vacancy as presented.  Post Office Box 675 e Coats, North Carolina 27521 10101807-5183. voice, e (910) 897-2662. fax    owVI UI CUats  BOARD/COMMITTEE/COMMISSION APPLICATION  The. Town. Board. of Commissioners invites all citizens ofi the Town to participate in governmental decisions. by. serving as a member on an Advisory Board, Committee or Commission. Please indicate which you arei interested ins serving on. Ifyou are interested in more than one please list them by preference by using numbers (1, 2,3).  Park and Recreation Committee (1 year term) Cemetery Commission (3 year term) MhARqMES Hos8  Planning Board (3 year term) hLIGNNATE Board of Adjustment (3 year term)  NAME:  PHYSICAL. ADDRESS: 323 TAsE 2n1L7-1s4 SMET  PHONE (Home):. EMPLOYER: E-mail:  (Work):  (Cell):  OCCUPATION: ETJ:  Doy you live in the Coats Corporate Limits:  Years in Coats:  Educational background, special qualifications (i.e., cvicmemberships, related work experience, etc.). Use  additional pages if necessary:.  Please write al brief statement as to why you are interested in serving on one oft these Boards.  Have you ever pled guilty to or been found guilty ofa any criminal offense or been convicted of any offense  other than a minor traffic violation? Yes  No_  Ifyes, please explain.  By submission of this application, certify that all oft the information contained herein is true to the best of my knowledge, and! lunderstand that this application. shall be active for one year. lalso understand that/ willl be required to be available  to attend meetings of the Board as assigned.  Signature of Applicant  Date  .DONOT WRITE BELOW THIS LINE...  Appointed to:  Park and Recreation Committee Cemetery Commission  Planning Board Board of Adjustment Term Expires:  Other  Date:  Post Office Box 675 e Coats, North Carolina 27521 (910) 897-5183 voice e (910)897-2662 fax    Mnyor Walter Weeks Town! Manager Kenneth C. Cole Town Attorney Alton) Bain  DF CO  Commissioners JCAllen Jerry Beasley Allen! Mosby Donl Pleasant Dr. Lindal Robinson  1905  The Town of Coats, North Carolina  Item Abstract:  Item No. V-A  Consider Amending Letter of Conditions to Increase Grant Extended by USDA  Meeting Date: February 14, 2013  Information Action Item Consent Agenda  X  DEPARTMENT: Administration  CONTACT PERSON: Kenny Cole, Town Manager  REQUEST: Accept amendment to Letter of Conditions extended by USDA. SUMMARY: At our December 12, 2012 regular meeting of the Board, we presented bids for the Town Hall Renovation. The original basel bid plus the alternates was $78,958 and thei negotiated is $58,614.. Attached you will find an Amendment to the Letter of Conditions which grants the Town an additional $15,200 in grant funds. Items that were deleted from the contract may be added back in to match the  additional grant funds.  BUDGET IMPACT: Increases Project Budget by $15,200. ATTACHMENTS: Amendment tol Letter ofC Conditions.  PUBLICI HEARING: N/A  PRIOR: BOARD ACTION: Approved contract for $58,614 to' Talon Construction. RECOMMENDATION: Accept amendment to Letter ofConditions extended by  USDA.  Post Office Box 675 e Coats, North Carolina 27521 (910)897-5183 voice e (910)897-2662 fax    USDA  Rural Develcpment United States Department. of Agricuiture Rural Development Smithfield Ofice  DRAFT  SUBJECT: Town: Of Coats - Town Hall Purchase & Renovation  Amendment to Letter of Conditions Dated April 12, 2012  Town of Coats Mayor' Walter Weeks PO: Box 675 Coats, NC 27521 The Honorable Mayor Weeks,  Letter of Conditions dated April 12, 2012 is hereby amended: to modify the second paragraph to increase the. grant extended by USDA, Rural Development: from, $30,000.to $45,200. This letter is not to be considèred as loan approval or as a representation as to the availability: of funds. The docket may be completed. on the basis: of a loan not to  exceed $338,000 ànd a Grant in the amount of $45,200.  All other conditions. as described in the Letter of Conditions dated. April 12, 2012 are fo remain   às déscribed. Sincerely,  Bhonda H. Toppings Area Specialist  2736N NCI Hwy2 210, Smithlield, North Carolina: 27577 Committed! tot thet uture otr rural communities.  Phone: (919) 934-6089: x4.Fax (919)9 934-037B-TDD: (919) 873-2003- Web: hiplvww.rurdev.t .usda.g gov/nc call (800) 795-3272 (voicc) or( (202) 720-6382 (TDD). USDAisa ane equal opportunity provider, employer, and lénder."  Tof filcac complaint ofd discrimination" write to USDA, Direclor, Office.ofCivill Rights, 1400 Independence Avenue, S.W., Washington, D.C. 20250-94100r    Resolution of the Board of Commissioners of the Town of Coats, NG  Harnett County, North Carolina  BE: ITJ RESOLVED:  That: the Board of Commissioners of the Town of Coats, NG does hereby accept the conditions set forth in the Amended Letter of Conditions dated February 14, 2013. That the Mayor and. Clerk be authorized. tos execute alli forms. necessary: to obtain ag grant from the USDA. Rural Development, including, butu not limited to the following  forms; Form RD 1942-46 Form RD.3570-3 Form RD 1940-1 Non-Titled form  Letter of Intent To Meet Conditions Community Facilities: Grant Agreement Request for Obligation of Funds Certification of Compliance  That this resolution become a part of the official minutes of the Board meeting  held on February. 14, 2013.  Adopted: this 14th. day of February, 2013.  Walter Weeks, Mayor  Karen F. Wooten, Town Clerk  Motion made by,  and seconded by. to  to adopt thé  foregoing resolution. Motion; passing    Pasition3 UNITED: STATES DPAETAENTOFAOACULTURE RURALI DEVELOPMENT  Form RDT 1942-46 (Rev.:6-10)  FORM APPROVED OMB NO.0 0575-0015 OMBNO. 0570-0062  LETTER: OF INTENTTO! MEET CONDITIONS  Date 02-14-2013  TO: United' Statés Department of Agriculture: Rural, Development (Name OfUSDA-Agency) 2736 NC 210 Highway Smithfield, NC 27577 (USDA Agency Office Address)  We.l have réviewèd. andi understand the' conditions set forth in your létter dated. 02-14-2013 Iti is. our. intent to meet all of  thèm not latert than 02-14-2014  Town. Of Coats BY  (Name ofAssociation).  Walter Weèks, Mayor  (Title)  According 101 thel Papenrork Reduction. Act af1995, ana agency imay noI conducr ar sponsor, arda, persons ist noI requiredi 101 respond to açollection afi information unless idisplays ai valid OMB control nunber. The valid OMB control number/ forihisi information collection is.0575-0015 and. 0570-0062, Thei iime requiredio complele this information collection is estimated 10 aerage lhour per response, inclding the time for reyicping instructions,. searching eristing data sources,  gathering andn maintaining. the data. neèded, ands completing andi reviering the collection ofi information.  Form RD 1942-46 (Rev. 6-10)    Form RD: 3570-3 (Rev, 5-99).  Form Approved OMB No. 0575-0173  United. States Department of Agriculture: Rural Housing Service  COMMUNIYFACILTES GRANT: AGREEMENT  THIS GRANT AGREEMENT (Agreement). dated, 02-14-2013. isa contract for receipt of grant funds under the Community Facility Grant program (7 G.FR. part 3570, subpart B). These requirements doi not supersede: the applicable requirements fort receipt of Federal funds stated in 7CF.R. parts 3015, Uniform Federal Assistance: Regulations." 3016 "Uniform Administrative: Requirements: for Grants and: Cooperative Agreements to State and Local Governments," or 3019, "Uniform, Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals, and other Nonprofit Organizations." Further, 7 CF.R.. part 3570, subpart B, and all relevant regulatory requirements applyt to appliçants whether contained in  here or not. BETWEEN  Town: Of: Coats,  ap publiç body, nonprofit corporation, or Indian tribe (Grantee) and the United States of America acting through  the Rural Housing Service (RHS), Department ofAgriculture (Grantor)  WITNESSETH:  Alli references herein to' "Project" refer to a community facility to serve. at rural community gènerally known as  Purchase & Renovation: of Town Hall amount of the grant is $ perçent of Project costs. WHEREAS  Thé principal 9.3500  15/,200.00 (Grant Funds) whichi is  Grantee has determined tol undertake the acquisition; construction, enlargement;, capital improvement, or  purchase of equipment for ap project with al total estimàted cost off.  483,254.00 Grântee  is able tot finance and has. committed $.  438,054.00 of Project costs..  The Grantor has agreed to give the Grantee the Grant Funds, subject: to the! terms and conditions established by the. Grantor, Provided, however, that any Grant Funds actually. advanced and notr needed forg grant. purposes shall be retumed immediately: tot the Grantor. The Grantor may terminate the grant in. whole, ori in part, at any time before the date of completion, whenever iti is determined that the Grantee hasi failed to, comply with the As a condition of this Agreement, the Grantee assures and certifies that iti is in compliance: with and: will comply int the course of the Agréement with all appliçable laws, regulations, Executive Orders, and other generally applicable requirements; including those contained. in.7C.F.R. $3015.205(b), which are incorporated into this agreement by reference, and such other statutory provisions as are specifically contained herein.  conditions oft this Agreement or the applicable regulation.  NOW, THEREFORE, in consideration of said grant;  Accunlrig l01 thel Papehwark Reiluerion Acraf 1995, ane agency may nals capfuct ar ponsor, andap personi ish noir requiredion rutpand logc collectinng dfi infarnations vileui i isplaysa validOMBo controln mmher. Thes iplidOMB controli immher for this fornation cellection is 0575-0173. Thet timer nequirfioc complcie thiri information colleclion, Iscuimated ma aeruge 15m ninutér per response. indluding thet time farnviewing instructions,. seurching cristing dalas sourrus gathering and: mgintaining then data needed. and  completing cindricwing thes callection ufinfrimation.    Form RD: 3570-3 Page 2  Grantee: agrees: that Grantee will:  A Cause said Project to be constructed within thet total sums available toi it, including Grant Funds, in accordançe. with any architectural or engineering, reports, and any necéssary modifications; prepared B. Provide perjodic reports as required: by Grantor and permit periodic inspection of thé Project bya representative oft the Grantor., For grant-only. Projects; Form SF-269, "Financial Status Report," and à project performance reportwill be required on a quarterly basis (due 15 working days after éach: of each calendar quarter). At final project performance. report willl be required. with the last' "Financial Status Report.," The final report may, serve as thel last quarterly report Grantees: shall constantly monitor performance to ensure that time schedulès are being met, projected work by time periods is being accomplished, and, other performance objectives are being achieved, The project performancet reports 1. Ac comparison of actual accomplishments to the. objectives established for that period;  by Grantee and approved by Grantor;  shall include, but not] Jimited to, the following:  2. Reasons why established objectives were not met;  3. Problems, delays, oradverse conditions whichs willa affect attainment of overall. project objectives, prévent meeting time schedules or objectives, or preclude the attainment of particular project work elements during established time periods. This disclosure shall be accomplished by a statement of  the action: taken or planned to résolve. the situation; and: 4. Objectives andi timetables established fort the next. reporting period.,  C Manage, operate, and maintain the facility, including this Project if less than thes whole. of said facility, D. Not use grant funds to replace any finançial support previously. provided or. assured from any other source. The Grantee agrèes that: the Grantee's level of expenditure fort the Project shall be maintained E. Make: thep public facility: or services available to all persons in, Grantee's service area without discrimi- nation as to race, color, religion, sex, national origin, age, marital status, or physical or méntal disability at reasonable rates, including assessments, taxes, or fees. Grantee. may make modifications as long as F.To. execute any agreements required by Grantor which Grantee is legally authorized to. exécute. If any such agreement has been exécuted. by Grantee as ar result of al loan being made to. Granteé by Grantor contemporaneously, witht the making oft this grant, that agreement applies equally to the grant and ànother identical agreement need not be exeçuted in connection. with. this grant G. Upon any default under its representations or agreements contained. in this instrument, Grantee, at the option and demand of Grantor, will immediately repay to Grantor the Grant Funds with any legally permitted interest from the date of the default. Default byt the Grantee will constitute, termination oft the grant thereby causing cancellation of Federal assistance. under the grant. The' provisions of this Agree- ment may be enforced by Grantor, at its option and without regard to prior waivers of previous. defaults by Grantee, byj judicial proceedings to require specific performance: ofi thet terms oft this Agreement or by: such other proceedings. in law or equity, in either Federai or State courts, as may be deémed: necessary by Grantor to assure compliance withi the provisions of this Agreement and the. laws and  continuously in an éfficient and économical. manner; and not réduced" as a. result of Grant Funds;  they are reasonable. andnondiscriminaloy,  regulations under: which this grant is made;    Form RD: 3570-3 Page 3  H. Use the réal property including land, improvements; structures and appurtenances therêto, for 1.Title to real property: shall vesti in the Granteè subject to the condition that the Grantee: shall use! the. real property. fort the authorized, purpose of the original grant as, long as needéd.. 2. The Grantee shall obtain Grantor's approval to use the real property in other projects when the Grantee. determines that the property is no longer needed. fori the original grant purposes. Use in other projects shall be limited to those under other Federal grant programs or programs that have purposes consistent with those authorized for support by the Grantor. 3: When the réal property is no: longer needed, as provided inp paragraphs 1 and 2. above, the Grantee shall request disposition instructions. from the Grantor. The. Grantor will observe: the (a) The Grantee: may be permitted to retain title after it compensates thé Federal. govern- ment in an amount computed, by applying the Federal percentage of participation in the cost oft the original Project to the fair market value of thej property; (b) The Grantee may be directed" to sell the property. under guidelines provided. byt the Grantor and pay the Federal govemment: an amount computed by applying. the Federal percentage ofp participation int the cost oft the original. Project tot the proceeds from sale (after deducting actual and reasonable selling and fix-up expenses, ifa any, from thes sales pro: ceeds). When the Grantee is authorized or required to sell the property, proper sales proce- dures shall be established that provide for competition" to thè extent practicable and result (c) The Grantee may be directed tot transfer title toit the property to the Federal government provided that in such cases the Grantee shalll be entitled to. compensation: computed by applying the Grantee's percentage: of participation: in the cost oft thè program or Project to  authorized purposes oft the grant as long: as needed;  following rules int the disposition, instructions:  int thel highest possible return;  the current fair market value. of the property;  This Grant Agreement: covers the following described real property (use continuation. sheets: as neces-  sary): 21,25,27, 29 East Main Street, Çoats, N.C.  L.Abide by the following conditions pertaining to equipment which is fumished by the Grantor or acquired wholly ori inp part with Grant Funds. Equipment means tangible, non-expendable personal property having at useful life of moret than one. year and an acquisition cost pf $5,000 or more per. unit. A Grantee may use. its own definition ofe equipment provided that such definition would atl least include all equipment as  defined below:  1. Use of equipment.  (a) The Grantee shall use the equipment int the Project for which ity was acquired. as long as needed. When no longer needed for the original. project, the Grantee shall use: the equip- menti in connection with its other federally sponsored activities, ifany, in thét following order  ofp priority:  () Activities sponsored, by the Grantor. (i)y Activities sponsored by other. Federal agències.    Form RD: 3570-3: Page 4  (b) During the time that equipment. is held for use: on the project for which ity was acquired, the Grantee: shall make ita available for use on other projects jfis such: other use: will not interfere with; the) work on the project for which thep property was originally acquired. First preférence fors such other use: shalll be given to Grantor sponsored projects. Second preference will be 2: Disposition of equipment. When the Grantee no longer needs thej property as provided in paragraph: 1 (a): and (b): above, the equipmentr may be sold or used for other activities in accor- (a). Equipments with a 'current fair market value of less than $5,000. The Grantee may use the property for other activities without reimbursement: to the Federal government or sell (b): Equipment: with; a current fair market yalue of $5,000 or more. The Granteè may retain the property for other uses provided that compensation: is made tot the Grantor: The amount of compensation, shall, beic computed by applying the percentage of Federal participation in the cost oft the original Project toi the current fair market. yalue of the property, Ifthe Grantee has no: neèd fori the equipment and, the equipment has further use value, the Grantee shall (c) The Grantor shall determine whether the equipment can be used to meet RHS ori its successor agency's requirements. If no such requirements exist, the. availability ofthe property shall be reported, in: accordance with. the guidelines of the Federal Property Man- agement Regulations (FPMR); to the General Services Administration by the Grantor to determine whether ar requirement for the equipment exists in other Federal agències. The Grantor shall issue instructions to the Grantee nol later than 120 days after the Grantee's  given to other federally sponsored projects.  dance with thet following standards:  the property and retain the proceeds.  request disposition instructions from the Grantor.  requesta and the following. procedures shall govern::  (fsoi instructed or f disposition instructions are noti issued within 120 calendar, days after the Grantee's request, the Grantee shall sell the equipment and reimburse the Grantor an amount computed! by applying to the sales procèeds the percentage of Federal participation. in the cost oft the original project or program, However, the Grantee shalll be permitted to deduct and retain from the Federal share 10. percent oft the proceeds or $500, whichever is less, fort the (i) If the Grantee. is instructed tos ship the property elsewhere; the. Grantee shall be reimbursed! by the! benefiting Federal agency with an amount which is computed by applying the percentage of the Grantee participation: in the cost of the original grant Project or program to the current fair market value. oft the equipment plus any (in) Ift the Grantee is instructed to otherwise dispose oft the equipment, the Grantee. shalll be reimbursed by the Grantor for such costs inçurred in its disposition. 3. The Grantee's property. management standards for equipment shall include:.  Grantee's selling and handling expenses.  reasonable. shipping ori interim. storage costsi incurred.  (a) Property records which accurately provide for: a description of the equipment; manufacturer's serial number or other identification number; acquisition date and cost; source of the equipment; percentage (at the end of budget year) of Federal participation in the cost oft the Project forv which the equipment was acquired; location, use, and condition of the equipment and the date the information was reported; and ultimate disposition datal including sales price or the method used to determine current fair market value ift the Grantee reimburses the. Grantor for its  share.    Form RD 3570-3 Page 5  ()A physical inventory of equipment shall be taken and the results reconciled with the equipment records at least. once every two years to verifyt the existence, current utilization, (c) A control system shall) bei in effect to ensure. adequate safeguards toj prevent loss, damage, or theft of the equipment. Any loss; damage, or theft of equipment shall bei investi- (d) Adequate maintenance procedures: shail bei impleménted to keep the equipment in good (e) Proper sales procedures shall. be èstablished for unneeded equipment which would provide for competition to the extent practicable and result in the highest possible return;  and continued need for the equipment. gated and fully documented. condition.  This Grant Agreement covers the following described equipment (use continuation: sheets: as necessary)-  None:  J. Provide Financial Management Systems which willi include:  1.A Accurate, current; and complete disclosure of thei financial results of each grant. Financial réport- 2.. Records: which identify adequately the source. and application of funds for grant-supported activities. Those records shall contain. information. pertaining to grant awards and authorizations, obligations; unobligated: balances; assets, liabilities, outlays, and income. 3. Effective control. over and accountability for all funds, property, and other assets. Grantees shall adequately safeguard all such assets and shall, ensure. thatt they are used solely for authorized  ing willl be on an accrual basis.  purposes..  4.A Accounting records supported by source documéntation.  K. Retain financial records, supporting documents, statistical records, and all other records pertinent to the grant for a period of at least three years after grant closing except that thei records shalll be retained beyond the three-year period if audit findings have not been resolved. Microfilm. or photo. copies or similar methods may bes substituted in lieu of original récords. The Grantor and the Comptroller General of the United States, or any oft their duly authorized representatives, shall have access toi any- books, documents, papers, and records of the. Grantee's which are, pertinent tot the: specific grant program for L.F Provide either an audit report, annuali financial: stateménts, or other documentation: prepared in accordance with Grantor regulations to allow the Grantor to détermine that funds have been used inc compliance with the proposal, any applicable laws and regulations, andt this Agréement; M. Agree to account for and to returni to Grantori interest eamed on grant funds pending their disbursement for program purposes when the Grantee is a unit of local government. States and agencies or an instrumentality ofa State shall not be held accountable: fori interest earned on Grant Funds pending their  the purpose ofi making audits, examinations, excerpts, and transcripts;  disbursement;    Form RD: 3570-3: Page 6  N. Not encumber, transfer or dispose of thej property or any part thereof, furnished by the Grantor or acquired wholly or in part with Grantor funds without the written consent of the Grantor except as 0. Not duplicate Other Project purposes for which monies" have béen received, are committed, or are  provided ini item Ha and Jand  applied tot from othersources (public or private).  Grantor Agrees That JE:  A. Will make available. to Grantee fort the purpose oft this Agreement not to exceed. $15,200..00 which ity will adyance to Grantee to meet not to exceed 9.3500 percent oft thé. Project development: costs in B. Will assist Grantee, within available: àppropriations, iwith such technical assistance as: Grantor deems. appropriate in planning the Project andi coordinating the plan, with local official. comprehensive plans for essential community, facilities and with any State or area: plans fort the areai in which. the project is C. Ati its sole: discretion and' at any time may give any consent, deferment, subordination; release, satisfaction, or termination of any or all of Grantee's grant obligations; with or without valuable: consider- ation, upons such terms and: conditions as. Grantor may determine to. be (1) advisable to further the purpose oft the grant ort toj protect Grantor's financiali interest therein and. (2) consistent with! both the statutory purposes. of the grant andi the limitations: oft the statutory. authority under which itist made. This Agreement: may. be terminated for cause in the event of default on the part of the Grantee or for convenience: oft the Grantor and Grantee) prior to the date! of completion of the grant purpose. Termination' for convenience: will. occur.when! both the Grantee and Grantor agree that the continuation ofit the Project will not INWITNESS WHEREOF, Grantee has this day authorized and caused: this Agreement to bè executed  accordance witht the actual needs of Grantee as determined by. Grantor.  located.  Termination of This Agreément  produce beneficial results commensurate with thes further expenditure of funds,  By  Walter, Weeks, Mayor  and attested: with its corporate seal affixed. (if applicable) by-  Attest: By  Karen F. Wooten (Title) Town Clerk UNITED STATES OF AMERICA RURAL HOUSING SERVICE  By  (Name)  (Title)    USDA. Form RD 1940-1. (Rev. 06-10) 1.CASE1 NUMBER ST CO: BORROWERID 3B-043-***+*2518 2.BORROWER: NAME Coats, Towri Of PO Box 675. Coatsy; NC 27521 GRACEJETHNIC CLASSIFIÇATION 5:APT 7 6 A-MALE 2FEALE GPUBLICE BODY. 14. DIRECT! PAYMENT (SeèFMA 17,COMMUNITY: SIZE 1-JODOOCRLESS (FOR SFHAND 2-OVER19,000. HPGONLY). 19.TYPE: OF ASSISTANCE 237 (SesFM) 23.TYPE OF SUBMISSION IINTIAL 2-GUBSEQUENT 26. AMOUNT OF. MMEDIATEADVANCE 30. PROFIT TYPE. 3 I-FULLPROFT 3-NONPROFIT 31, DISASTER DESIGNATION NUMBER 33. OBLIGATION DATE MO DA. YR  FORM APPROVED OMB No. 0570-0062  REQUEST FOR OBLIGATION. OF FUNDS  INSTRUCTIONS-TYPE IN CAPITALIZED ELITE TYPE INS SPACES MARKED ): Çomplete Items 1 through 29 and applicable Items 30. through 34. See FML.  LOANT NUMBER: 3.NUMBER NAMEF FIELDS 11 (.zor3/roni liem 2 4.STATEN NAME North. Carolina 5.COUNTY NAME Harnett. B.COLLATERAL CODE ESTATE. GCROPSONLY EE B-RLFACCT. SONDS ES 16. FEE! INSPECTION 2-NO yEs 2 18. USE OF FUNDS CODE (SeeFM)  FISCAL YEAR:  GENERAL BORROWERILOANT NFORMATION  7.TYPE OF APPLICANT. INDVIDUAL I-NONPRGETSECUAS ORG OFFARMERS CORPORATION. PARTNERSHP MONPROFTEATADSED SECURED 2REALE ASGOCOE ID-PUBLIC COLECEMINMERSITY ANDCHATTEL 7SECLREDDY: FARMERS EMALE EONED.  9, EMPLOYEE Z-MEMBEROFFANTIY. 3-CLOSER RELATIVE. 4:ASSOC, -YES 2 Z-NO  -REALE ESTATE. -MACMNERYOMY RELATIONSHIP: CODE: 5-LVESTOCKONY -EMPLOYEE 12,VETERAN CODE: 13. CREDIT, REPORT  1WTE 4-SPANC PUBLICBODY PINDANTRAE 10. SEX-CODE: FAHLYU ORGAN UNIT MAIEOWNED M-,MARITALSTATUS  IL-OTHER 1-MARRIED. 15.TYPE OFF PAYMENT 2:ANNUALLY MONTHLY 4-OUARTERLY -SEMEAMNUALLY  2-SEPARATED VIDOMEDDNVORCED) 2-NO.  COMPLETE! FOR OBLIGATION OF FUNDS:  20. PURPOSE: CODE 1:  21. SOURCE OFF FUNDS 22. TYPE OF ACTION.  GATONONLY 3-CORRECTIONOF -OBLGATONEAECKI OBUGATION  24.A AMOUNT OFI LOAN 27. DATE OF APPROVAL MO: DAY YR  25. AMOUNT OF GRANT $15,200:00 0%  28. INTEREST, RATE 29. REPAYMENT TERMS  COMPLETE FOR COMMUNITY PROGRAM, AND CERTAIN MULTIPLE-FAMILY HOUSING LOANS  2-UTEDPROAT COMPLETEFORI EMI LOANS ONLY (SecFM) FINANCE OFFICE USE ONLY  COMPLETE! FOR CREDIT SALE-ASSUMPTION I-CREDITE SALEONLY. 3CREDITS -ABSUMPTIONON.Y SNLEWTASURSEQUETE LOAN ASSUMPTIGNWITH LOAN COMPLETE] FORJ FP LOANS. ONLY  32.TYPE OFS SALE.  34. BEGINNINGI FARMERIRANCHER (SceFMI  ihed decisione colaimdahoveimt shis/ furmr reatilu! indeinial, maanurasalwinsuue auistaner. yowm mgys appdl thisd decisionia anlhaed ahearingorgont may ryiestarricri inlipug pfuhrariny ORIGINAL.- Borrower's Caso Folder COPY1-Finance Office COPY2-Aplcanvlende: COPY3-State Office Acennlingiot thei Papersork! Hehpctiona Acri e/1995. uagrny may ante canhiturs spnsor,s enlaperoni, nor mimlmraponir macpilectiony wfinfrmationt leis dplaya vuloMHs cuniruln mmber. Thes slid PMRe comroli number/irn his fumarianc alietiau0s70-6Z Then inx nipinnltor twmplere thisi informitlon coliectianis cmimie' tounerage. I3miniter) prn riponts. inchding thc time farn rriewingk insinctionz  Please Met thc/ JomN weh hune includalforhirp purus.  Position2  sarchingrzining. lans suirces. Auherngonimammaing! thes duonerded alcainpletinga areyiciringal thet ralleimefiaéruiw.    CERTIFICATIONAPPROVAL  For All Farmèrs Progrâms  EM,OL,FO, and SW Loans  This loani is approved: subject to the availability off funds. Ifthis loan does not closé for any reason: within 90 days from the date ofapproval on this document, the approval official willi request updated, eligibility information. The undersigried loan applicant agrees that the approval official willl have 14 working days to review any updated. information prior to submitting this document for obligation of funds.) Ifthere! have been significant changes that may affect eligibility, a decision ast to eligibility and feasibility willl be. mades within 30 days from the time the applicant provides the necessary information. Ifthisisa al Joan approval forv which; al lien and/or title search isi necessary; the undersigned applicant agrees. thât the. 15-working-day. loan closing requirement: may be exceeded for the purposes ofthe applicant's legalrepresentatiye Base, Bid: plus Alternates exceeds original projections. Requesting additional 36. IHEREBY CERTIFY thatl am unable to obtain sufficient credit elsewhere to finance my: actual needs' att reasonable rates and't terms; takingi into. considerationi prevailing private and cooperativé rates and terms in. or near mys community for Joans for similar purposes andi periods oftime. lagree to1 use thes sum specified. herein, subject to andi in accordance with. regulations appliçable to thet type ofassistance indicated above, and request payment ofs such sum: Tagree to report to: USDA any, mâterial adverse. changes, financial or otherwise, that occur prior tol loan closing. Icertify that noj partofthes sum specified herein has been reccived.Ihaver reviewed thel loan approval requirements and comments; associated witht this loan (For FPI loans at eligible terms only). ifthis loan is approved, Ielectt the interest rate to be charged. on my loan tob be the lower ofthe intérest. rate ine effect att thet time ofl loan approval or loan closing. fl check "NO' the interest rate charged on my  completing title work and completing! loan çlosing.  35.. COMMENTS. ANDREQUIREMENTS OF CERIFYINGOFFICIAL funding of. $15,200 to cover the cost overrun.  request and agree to comply with thése provisions. loan will bet the rate specified inl Item 28 ofthis form.  YES  NO  WARNING:  Whoever, in any matter, withint thej jurisdiction; of any. department or agency of thel United States knowingly and willfully falsifies; conceals or covers up by any trick,) scheme; or device ai material fact, or makes any false, fictitious orf fraudulent statements ori representations; ori makès or uses any false writing or document! knowing the same to contain. any false, fictitious orf fraudulent statement or entry, shall be fined undert this title ori imprisoned not more than fivey years, or both."  Date February 14 Date_  20. 13. 20.  Waltér Wéeks, Mayor  (Signdture of4 Applicant) (Signature ofCo-Applican)  37.. IHEREBY CERTIFY that all ofthe committee. and administrative delerminations and certifications required by regulations prerequisite toj providing assistançe of the type indicated above have been made and. that evidence. thereofis in the docket, and that all requirements ofp pertinent regulations have been, complied with.1 Ihereby approve the above-described. assistance in the amount set forth: above, and by this document; subject to the availability' off funds, the. Government agrees to advance such amount tot the applicant fort thé purpose of ands subject to the availability prescribed by regulations applicable tot thist type of  assistance,  Signature ofApproving Oficial)  Typed or Printed Name::  Date Approved:  Title:  38. TOTHE APPLICANT: As oft this date_  this iss notiçe that your: application forf finançial assistance  from the USDA. has been approved, as indicated above; subject tot the availability of funds and other conditions. required by  the USDA. Ifyou have any questions contact the appropriate USDA Servicing Office.    USDA, Rural Development 2736 NG 210 Hwy: Smithfield, NC. 27577  Dear Sir:  This is to certify that the TOWN OF COATS is in compliance with Federal, State;  and Local requirements including the following:  a. Compliance with: special laws and regulations  b., Compliance with State Pollution Control or Environmental Protection G. Consistency: with other development: plans of the area d. Compliance with Civil Rights Act of 1964 e. Gompliance. with Title X of the Education Amendments of 1972: Compliancé with Section 504 of the Rehabilitation. Act of 1973 g. Compliance with. Age Discrimination: Act of 1975 h: Compliance: with. A-133 audit rèquirements!.  Agency standards  BY:  WALTER WEEKS Mayor February 14,2013 Date,    Mayor Walter Weeks Town Manager Kenneth C. Cole Town Attorney Alton Bain  DE 90.9 1905  Commissioners JCA Allen Jeny Beasley Allen! Mosby Don Pleasant Dr. Lindal Robinson  The Town of Coats, North Carolina  Item Abstract:  Item No. VI-A X Information Action Item Consent Agenda  Coats Chamber of Commerce Update  Meeting Date: February 14, 2013  DEPARTMENT: Administration  CONTACT PERSON: Pat Godwin, Coats Chamber of Commerce  Kenny Cole, Town Manager  REQUEST: None update.  SUMMARY: Pat Godwin with the Coats Chamber will be present to give a Chamber  BUDGET: IMPACT: None ATTACHMENTS: None PUBLIC HEARING: N/A PRIOR BOARD ACTION: None RECOMMENDATION: None  Post Office Box 675 . Coats, North Carolina 27521 (910)897-5183 voice e (910)897-2662 fax