The Smithfield Town Council held a Special Meeting on Monday, June 22, 2015 at 6:48 pm in the Council  Chambers of the Smithfield Town Hall. Mayor Pro-Tem M. Andy Moore presided.  Councilmen Present: Marlon Lee, District1 J. Perry Harris, District 2 Travis Scott, District3 3 Roger A. Wood, District 4 Emery D. Ashley, At-Large Charles A. Williams, At-Large  Councilmen Absent John H. Lampe II, Mayor  Administrative Staff Present Paul Sabiston, Town Manager Lenny Branch, Public Works Director Paul Embler, Planning Director Patrick Harris, Emergency Services Gary, Johnson, Parks & Rec Director Tim Kerigan, Human Resources/PIO Michael Scott, Chief of Police Greg Siler, Finance Director Shannan' Williams, Town Clerk  Call to Order:  Mayor Pro-Tem Moore called the meeting to order at approximately 6:48 pm.  Approval of Agenda  Councilman Ashley made a motion, seconded by Councilman Harris, to approve the agenda with the  following amendment  Add Closed Session pursuant to NCGS 143-318.11 (a) (5)  Change Discussion Item 2: Consideration of request to extend Riverside Extension Cemetery Change Discussion Item 1: Consideration and Approval of FY2014-2015 Budget. Amendments  Agreement to Item 1 to Item 2 Unanimously approved.  Closed Session:  Councilman Harris made a motion, seconded by Councilman Williams, to enter into Closed Session pursuant to NCGS 143-318.11 (a)(5). Unanimously approved at approximately 6:51 pm.  Reconvene into Open Session:  Councilman Ashley made a motion, seconded by Councilman Scott to reconvene in Open Session.  Unanimously approved at approximately 7:11 pm.  Items of Discussion:  1. Consideration of request to extend Riverside Extension Cemetery Agreement  Town Attorney Bob Spence asked that the Council consider a motion to extend the Riverside Extension Cemetery agreement for ten years or whenever the investment is recouped or whenever all cemetery lots have been sold whichever comes first. He stated that he will ask for copies of all expenses incurred by  the investor.  Councilman Ashley made a motion, seconded by Councilman Harris, to amend the Riverside Extension Cemetery Agreement for ten years or whenever the investment is recouped or whenever all cemetery lots have been sold whichever comes first. Unanimously approved.    2. Consideration and approval of FY2015-2015 Budget Amendments  Finance Director Greg Siler addressed the Council on year-end budget amendments to balance departmental account fort the year and to carry over funds for ongoing projects and/ori items ordered  through purchase orders.  a. Year End Budget Amendments for 2014-2015  Councilman Williams made a motion, seconded by Councilman Wood, to approve the year end  budget amendments as submitted. Unanimously approved.  BUDGET AMENDMENTS - June 2015  GENERAL FUND 1. Expenditures Professional Fees  BEFORE $ 115,407 66,757 357,629 $ 539.793  ADJ. $ 45,000 4,000 (49,000) $  AFTER $ 160,407 70,757 308,629 $ 539.793  10-4100-0400 General Government- 10-4100-0200 General Government- Salaries 10-9990-5300 General Fund Contingency  Tol balance the General Government Department at year end. Legal Fees higher than budgeted  and salaries adjusted for merits and slight shortage  2. Expenditures 10-4200-0200 Finance- Salaries 10-4200-0600 Finance Group Insurance 10-4200-3300 Finance- Supplies 10-9990-5300 General Fund Contingency  $ 66,586 12,739 8,897 308,629 $ 396,851  $  2,000 10,000 2,000 (14,000) $  $ 68,586 22,739 10,897 294,629 $ 396.851  To balance the Finance Department at year end. Insurance and supplies higher than budgeted  and salaries adjusted for merits and slight shortage  3. Revenue 10-5300-0200 Fire - Salaries 10-5300-3100 Fire  Vehicles Supples/Maintenance 10-9990-5300 General Fund Contingency  $ 703,034 26,000 294,629 $ 1,023,663  $ 48,600 10,000 (58,600) $  $ 751,634 36,000 236,029 $ 1,023.663  To balance the Fire Department at year end. Vehicle supples/maintenance higher than budgeted  and salaries adjusted for merits and shortage  4. Expenditures  10-5500-0200 General Services Salaries 10-9990-5300 General Fund Contingency  $ 170,294 236,029 $ 406,323  $ 25,000 (25.000) $  $ 195,294 211,029 $ 406,323    To balance the General Services Department at year end. Salaries adjusted for merits and shortage  5. Expenditures 10-5600-0200 Streets- Salaries  $ 174,611 211.029 $ 385,640  $ $  3,000 (3,000)  $ 177,611 208.029 $ 385,640  10-9990-5300 General Fund Contingency  To balance the Street Department at year end. Salaries adjusted for merits  6. Expenditures 10-5650-0200 Garage- Salaries 10-5650-3300 Garage - Supplies  $ 36,143 11,300 208,029 $ 255,472 $  $  1,500 4,500 (6,000)  $ 37,643 15,800 202,029 $ 255,472  10-9990-5300 General Fund Contingency  To balance the Garage Department aty year end. Supplies higher than budgeted  and salaries adjusted for merits and slight shortage  7. Expenditures Salaries  10-5800-0300 Sanitation- - Temp Agency Labor $  $ $  2,000 (2,000)  $  2,000 454.485 $ 456,485  10-5800-0200 Sanitation-  456,485 $ 456,485  To fund Temp Agency Labor due to one position vacancy and one out on sick leave  8. Revenue Sub./Fed Forfeiture Forfeiture  10-3990-0001 Fund Bal. Approp. - Unauthorized $  9,000 9,000  $  5.515 5.515  $ 14,515  10-5100-4000 Police Drug  14,515  To Fund Drug Forfeiture from reserves for one squad car video camera as approved at the May, 2015, Council  meeting 9. Revenue Sub./Fed Forfeiture  10-3990-0001 Fund Bal. Approp. -U Unauthorized $ 14,515  $  3,448 3,448  $ 17,963  10-5100-4000 Police Drug Forfeiture  14,515  17,.963  To Fund Drug Forfeiture from reserves for forensic DNA analysis  10. Revenue  10-3990-0000 Fund Balance Appropriated  $ 250,342  $ 250,000  S 500,342    Expenditures  10-4110-5718 Transfer to Capital Projects  250,000  250.000  Tot transfer monies from the General Fund to cover expenses fort the Smithfield Crossing Project. Provided there are no additional unforeseen expenses, the monies will be transferred back once the project is complete and dollars currently held in escrow and grant monies are released.  11. Revenue 10-3990-1702 Grant- Open Space Expenditures (Equipment)  $  $  7,800  $  7,800 47,800  10-6200-7400 Recreation Capital Outlay  40.000  7,800  Toi fund the Open Space Grant Award from Johnston County. Proceeds used for scoreboards at local parks  WATERISEWERI FUND 12. Expenditures Contingency And Repair  30-9990-5300 Water/Sewer Distribution- 30-7200-1700 Water Plant- Equipment Maint.  $ 198,096 87,000 $ 285,096  $ (49,000) 49,000 $  $ 149,096 136,000 $ 285.096  Tol balance the Water Plant Department at year end. Equipment maintenance and repair higher than  budgeted. 13. Revenue  30-3970-0700 Fund Balance Appropriated 30-9990-5300 Water/Sewer Distribution- 30-7220-3400 Water/Sewer Dist. - Sewage  $ 530,515 $ 149,096 1,950,000 $ 2,099,096  $ 1,300,000 $ (149,096) 1,449,096 $ 1,300,000  $ 1,830,515 $  Expenditures Contingency Treatment  3,399,096 $ 3,399.096  To balance the Water/Sewer Distribution Department at year end. Sewage treatment cost significantly higher than budgeted due to 1&I problems resulting from rainfall See attachment. A, illustrating the need for increased budget  Capital Projects - General Fund 14. Revenue 46-3900-5600 Transfer From-GF  $260.000.00  $600.000.00  $860,000.00    Expenditures  46-5600-7405 Smithfield Crossing PartB  $5.624.431.00  $600.000.00  $6,224.431.00  To adjust budget to match expenditure. See attachment B, illustrating the need fori increased budget  FIREMEN'S RELIEF 15. Expenditures Retirement  50-4010-3600 Firemen's Relief Misc Expense 50-4010-3500 Firemen's Supplemental  $  $ $  3,129 (3,129)  $ $  3,129 8,465 11,594  11,594 $ 11.594  Toi fund hardship expenses for Norman Johnson. The cost of which is paid through the Firemen Relief Fund.  b. Year End Project and Purchases Encumbrances for 2014-2015  Councilman Harris made a motion, seconded by Councilman Williams, to approve the Year End Project and Purchases encumbrances for 2014-2015 with the addition of encumbering funds  from the 10-4110-5710 Economic Development Line Item.  ENCUMBRANCES FROM 2014-2015TO: 2015-2016  GENERAL FUND 10-4110-5712 10-4110-5710 10-4200-7400 ELECTRIC FUND 31-7230-3504  Non Departmental - S.H.A.R.P.E. Reimbursement Non Departmentai Chamber Marketing Initiative  4,000 20,000 16,300 $ 40,300  Finance - Capital Outlay  Electric - ESA-BAYWA Solar  180,432 $180.432    C. Year End Purchase Order Encumbrances for 2014-2015  Councilman Wood made a motion, seconded by Councilman Harris, to approve the Year End  Purchase Order Encumbrances for 2014-2015. Unanimously approved.  ENCUMBRANCES FOR PURCHASE ORDERS ISSUED PRIOR TO 6/30/15  WATER FUND  30-7200-0400 Water Plant Professional Services 30-7200-7400 Water Plant - Capital Outlay 30-7200-7400 Water Plant Capital Outlay 30-7220-7400 Water/Sewer Capital Outlay  Water Testing Filter Controls NC210 Sewer Line  $ 660 PO#20153468 49,965 PO#20153675 13,746 PO#20153500 14,200 PO#20153614 8,500 PO#20153636 900 PO#20153652 13,800 PO#20153801  Rebuild Serv. Pump 14,630 PO#20153687  30-7220-0400 Water/Sewer- - Professional Services AMOS Project 30-7220-0400 Water/Sewer - Professional Services AMOS Project 30-7220-0400 Water/Sewer- - Professional Services AMOS Project 30-7220-0400 Water/Sewer Professional Services 1& IRehab Study  $116.401  ELECTRIC FUND  31-7230-7400 Electric Capital Outlay 31-7230-0400 Electric Professional Services 31-7230-3300 Electric - Suppies/Operations  S. Smfid Conversion $ 4,201 PO#20153582 Electric Rate Study $ 20,700 PO#20153802  Transformer  4,721 PO#20153786 29,622  Adjourn  There being no further business, Councilman Harris made a motion, seconded by Councilman Wood to adjourn.  Unanimously approved.  The meeting adjourned at approximately 7:22 pm.  M. Andy Moore, Mayor Pro-Tem  ATTEST:  Shannan L. Williams, Town Clerk