September 21, 2022 Rescheduled from September 14, 2022 Regular Meeting The Martin County Board ofCommissioners met in a Regular Session on Wednesday, September 21, 2022 at 7:00 p.m. in the Commissioners Boardroom at the Martin County Governmental Center, 305 East Main Street, Williamston, North Carolina. ASSEMBLY Present in the Boardroom: Chairman Ronnie Smith, Vice Chairman Dempsey Bond, Jr., Commissioner Joe R. Ayers, Commissioner Emily Biggs, Commissioner David "Skip" Gurganus, County Manager James Bennett, County Clerk to the Board Julia S. Rease, County Attorney Benjamin Eisner, and Finance Officer Cindy Ange, Others in Attendance: Sheriff Tim Manning Present via Cisco WebEx: Chairman Smith called the meeting to order at 7:00 p.m. Commissioner Biggs led the Pledge of Allegiance. Pastor Frank Halsey of the Jamesville First Baptist Church provided the invocation. Chairman Smith extended a welcome to all. AGENDA APPROVAL Vice Chairman Bond Jr.made a Motion to approve the agenda, with a Second from Commissioner Biggs. The motion was Carried unanimously. PUBLIC COMMENTS - None CONSENT AGENDA Commissioner Gurganus made a Motion to approve the consent agenda as presented, with a Second by Commissioner Biggs. The motion was Carried unanimously. 1. Minutes Approval Minutes - July 13, 2022 Closed Session August 4, 2022 Emergency Session 2. Financial Report for August 2022 3. Tax Assessor - Tax Refund Requests = August 2022 - None 4. Tax Assessor - Tax Relief Orders -August 2022 Year Lname Fname Reason Value Total Levy 2022 Keeter Milton B Sold TL 510.00 8.47 2021 Worrell Eric, Donald Sold BT 31,316 301.43 2022 Worrell Eric, Donald Sold BT 31.316 301.43 2022 Harrell Betty Sue Exemption 28,950 515.82 2022 Hudson Joseph Double Listing 58,713 574.80 2022 Joyner George C Double Listing 34,040 333.24 2022 Boyd Linwood G Sr. Heirs & Sold Vehicle 781.00 6.96 Rebecca 2022 Leggell Gurganus & Peanut Co. Sold Vehicle 100,014 890.12 2022 Leggett Gurganus & Peanut Co. Sold Vehicle 500.00 4.45 2022 Woolard Jasper D. Jr. Error-Landfill 182.00 Fee 2022 Leggett Herbert G. Jr. & Virginia T Double Listing 1,495 13.16 2017 County Martin of Error-Landfill 344.00 Fee 2018 County Martin of Error-Landfill 344.00 Fee 2019 County Martin of Error-Landfill 344.00 Fee 2020 County Martin of Error-Landfill 344.00 Fee 2021 County Martin of Error-Landfill 364.00 Fee 2022 County Martin of Error-Landfill 364.00 Fee 2018 Lilley Clifford B. Jr. Sold BT 4,697 44.44 2019 Lilley Clifford B. Jr. Sold BT 4,509 43.65 2020 Lilley Clifford B. Jr. Sold BT 4,329 41.90 2021 Lilley Clifford B. Jr. Sold BT 4,156 40.23 2022 Lilley Clifford B. Jr. Sold BT 4,156 40.23 2022 Leggett Carrie Gurganus Sold Vehicle 3,272 28.63 2022 Creek Davidson Error-Landfill 728.00 Fee 2022 James Larry Earl & Theresa Ann Error-Landfill 182.00 Fee 2022 Patterson Evangeline M. Error- Landfill 182.00 Fee 2022 Andrews Van & Sue Sold BT 5,723 56.04 2022 Moore George Washington Double Listing 2,592 39.92 2022 Matthewson Steven Dale Error-Landfill 182.00 Fee 2022 Cortez Marvel Anabel Vargas Sold MH 1,270 12.23 2022 Bryant Robert J. Error-Landfill 182.00 Fee 2021 Gurganus Ethan Alan Sold BT 654.00 556.00 2022 Gurganus Ethan Alan Sold BT 654.00 556.00 2022 Terceira John Frederick & Kelly Error- Landfill 182.00 Meroney Fee 2022 Telephone Carolina Corp Utilities 9100 77.35 2022 Services AT&T Capital Corp Utilities 339.00 2.75 2022 Clinic Williamston Granted Ext. 32.55 2022 Jamesville Calvary Church of Exemp. Not 76,510 673.29 App. 2022 LLC. Vertical Bridgc Rcit Corp Utilities 674,364 3,254.57 2022 LLC. T-Mobile South Corp Utilities 399,845 2,113.25 2022 Inc. Southern Express Corp Utilities 35,841 187.53 2022 Telecommuca South Carolina Corp Utilities 5,095 45.40 2022 Co., Inc Piedmont Natural Gas Corp Utilities 19,022,211 98,781.16 2022 Southern Norfolk Corp Utilities 55,781 539.97 2022 Corp. NC Electric Memb. Corp Utilities 411,329 2012.92 2022 Access MCI Metro Corp Utilities 4,100 36.53 2022 LLC. Jet IT Corp Utilities 7,984 74.65 2022 Inc. Holiday Tours Corp Utilities 10,564 54.36 2022 EMC Halifax Corp Utilities 401.63 5,554.03 2022 Inc. Greyhound Lines Corp Utilities 234.89 371.08 2022 EMC Edgecombe - Martin Co. Corp Utilities 14,798,565 71,123.95 2022 Power Dominion North Carolina Corp Utilities 73,943,565 470,314.05 2022 Transportatio CSX Corp Utilities 7,718,208 40,070.23 2022 Partnership Cellco Corp Utilities 1,368,500 6,687.21 2022 Telephone Carolina Corp Utilities 4,242,309 27,115.90 2022 LLC. AT&T Mobility Corp Utilities 12,676.59 15,164.42 2022 Communicati AT & T Corp Utilities 605,014 3,390.37 2022 Power Dominion North Carolina Corp Utilities 11,550 98.18 2022 Power Dominion North Carolina Corp Utilities 174,410 1,412.72 2022 Power Dominion North Carolina Corp Utilities 29,000 255.20 2022 Telephone Carolina Corp Utilities 870.00 7.66 2022 Telephone Carolina Corp Utilities 2,100.00 26.46 2022 Telephone Carolina Corp Utilities 5,610.00 88.64 2022 Telephone Carolina Corp Utilities 108,810 1,825.03 2022 Telephone Carolina Corp Utilities 2,330 18.87 2022 Telephone Carolina Corp Utilities 6,250 54.69 2022 Telephone Carolina Corp Utilities 9,100 79.63 2022 Telephone Carolina Corp Utilities 4,800 67.68 2022 Telephone Carolina Corp Utilities 8,500 75.65 2022 Telephone Carolina Corp Utilities 13,500 118.13 2022 Telephone Carolina Corp Utilities 7,220 63.53 2022 Services Inc. AT&T Capital Corp Utilities 112,930 993.76 2022 Services Inc. AT&T Capital Corp Utilities 75,250 662.21 2022 EMC Edgecombe Martin Corp Utilities 2,250 19.13 Total Real & Personal Releases $760,952.96 Total VTS Refunds $ 0.00 Total Tax Relief Orders $760,952.96 5. Tax Collector's Report - August 2021 Category Aug-21 Aug-21 Y-T-D Real Property 20 $17,434.31 $24,392.62 Personal Property 25 $597.99 $5,872.68 Total $18.032.30 $30.265.30 Motor Vehicle 30 0.00 $62.56 Total MV $0.00 $62.56 All Total $18,032 $30,332.86 6. Bertie Hertford Martin (BHM) Regional Library Contract The Beaufort - Hyde - Martin Regional Library system has been in operation since 1941. The governments involved in the system include Beaufort Hyde and Martin Counties and the towns of Aurora. Belhaven. Robersonville and Williamston. As a regional system. BHM Regional Library provides a higher level of quality library service at a lower cost than any of the counties could afford on their own. The BHM Library Agreement is renewed every 10 years to receive State Aid. The agreement has been approved by Beaufort and Hyde Counties. It was recommended that the Board approve the BHM Regional Library Agreement. BHM Regional Library Agreement WHEREAS, The mission of the BHM Regional Library is to improve the quality of life in Beaufort, Hyde, and Martin counties by providing the best library services, collections, and programs in accordance with the library's role as an educational institution; WHEREAS, recognizing the diverse communities served and the specific individual needs oftheir residents, seven governments and eight libraries collaboratively are committed to the education, economic development, and quality-of-life contributions that libraries are uniquely able to provide and; WHEREAS, this collaboration provides for the most effective and efficient use of local resources for the benefit oftheir residents and; WHEREAS, this collaboration provides opportunities for services and resource allocations otherwise beyond the financial and service capabilities of the individual governments and libraries; WHEREAS, Beaufort, Hyde, and Martin Counties previously signed a Regional Agreement for library service dated January 26, 2016. NOW, THEREFORE, pursuant to resolutions duly adopted by their governing boards, the parties, on this date, hereto renew their commitment for the organization ofthe BHM Regional Library upon the terms set forth below therein for a term extending from July 1, 2023 through June 30, 2033. I. Governments and libraries involved: A. Beaufort County - four libraries at Aurora, Bath, Belhaven, and Washington B. Hyde County - one joint school/public library on Ocracoke and one public library in Engelhard C. Martin County - Robersonville Public Library and Martin Memorial Library D. Town of Bath- Bath Community Library E. Town of Belhaven - Belhaven Public Library F. Town of Robersonville - Robersonville Public Library G. Town of Williamston - Martin Memorial Library II. Purpose Statement A. This agreement will replace the January 26, 2016 Regional Agreement signed by Beaufort, Hyde, and Martin Counties. There are no other agreements in force between parties and there is no joint agency established among the participating agencies. This sole agreement is to perpetuate library and information services to the residents of the areas included within thejurisdictions ofthe aforementioned governing bodies through their collaborative and collective efforts under the legal authority ofN.C.G. S. 153A- 270 and N.C.G.S. 160A, Article 20, Part 1. III. Board of Trustees A. The BHM Regional Library Board of Trustees shall be the governing body oft the BHM Regional Library. B. Membership 1. There shall bei thirteen members ofthe BHM Regional Library Board ofTrustees. 2. Each participating governmental unit shall have the authority to make appointments to the Regional Library Board of Trustees as set forth below: a. Beaufort County - 3 b. Hyde County - 3 C. Martin County- 3 d. Town of Bath (Beaufort County) - I e. Town of Belhaven (Beaufort County) - 1 f. Town of Robersonville (Martin County) - I g. Town of Williamston (Martin County)- I 3. Members shall serve no more than two consecutive terms with no single term longer than six years. 4. Members shall be appointed in staggered terms to promote consistency as well as to accommodate change. Bylaws for the BHM Regional Library Board of Trustees shall clearly define the term limits and how staggered terms shall be accomplished among the counties and municipalities. 5. Vacancies on the Board shall be filled with appointments by the appropriate participating governmental unit for the length of the lerm of the member crealing the vacancy, which does not count toward the two term limit. 6. Counties making their designated number of appointments to the Board will give equitable county-wide representation on the Board taking into consideration the representatives appointed by towns giving funding. C. Powers and Duties are delegated to the Regional Library Board of Trustees by the participating government units as follows: 1. The Board ofTrustees shall be delegated the power to adopt bylaws and rules for its own governance. 2. The Board ofTrustees shall be delegated the power to adopt policies for the regional library system's administration and operation. 3. The Board ofTrustees shall be delegated the power to select, appoint, remove, determine salary and other terms of employment of a regional library director. 4. The Board ofTrustees shall approve an annual budget which shall: a. Be administered under the same provisions as units of local government (G.S. 159), with all state funds administered by the regional library and expended throughout the region as described in 07 NCAC 021.0202. b. Each county, municipality, or owning organization will pay into the Regional Library a mutually agreed upon amount as appropriated in their annual budget cycle. Funding is for the purpose of operating its facilities, utilities, building maintenance, telephone bills, rent, or salaries; and all other benefits afforded to employees of that county or municipality; and materials and equipment exclusively for that county, municipality, or owning organization. Each county, municipality, or owning organization may also contribute to joint operations a mutually agreed upon amount. The funds shall be sent to the regional library finance officer in monthly, quarterly, biannual, or annual payments as negotiated by the finance officer and the county/municipality. C. The Regional Library Finance Officer will receive, deposit and disburse all funds in accordance with generally accepted accounting principles and account for all expenditures by source offunds. 5. The Director shall be delegated the power to appoint a regional finance officer who shall: a. Ensure expenditure of funds consistent with the budget adopted by the Board; b. Report directly to the Regional Library Director and at all meetings ofthe Board. 6. The Board of Trustees shall be delegated the power to assure compliance with all applicable State and Federal law and eligibility for the receipt ofState and Federal Funds. 7. The Board ofTrustees shall be delegated the power to make recommendations to the governing units concerning the construction and improvement of the physical facilities of the libraries within the region; however, construction and facility maintenance shall be the responsibility of the local governmental unit or. the organization that owns the facility unless the Regional Board negotiates and approves a collaborative effort. 8. The Board of Trustees shall make regular reports related to services and operations to each governing body as conveyed by approved reports ofthe Regional Library Director; or as deemed necessary. 9. The Board of Trustees shall obtain an annual independent audit of regional library accounts consistent with generally accepted accounting principles, and submit a copy of this audit to the State Library of North Carolina and to all parties of this agreement. IV. Terms of Property Ownership A. A major benefit of regional cooperation is that scarce resources may be shared among the various county residents without wasteful duplication; however, certain ownership restrictions shall apply: 1. All buildings, grounds, and other facilities of each library shall remain the property of the county, municipality, or organization holding title. 2. All books, technology, or other resources paid for with local funds shall remain the property of the county, municipality, or owning organization. 3. All books, technology, or other resources paid for with Regional or State funds shall remain the property ofthe Regional Library System. 4. Ifrequired, a lease with an owning organization, county or municipality may be entered into between parties setting out duties, rights, and responsibilities, and further obligations between lessor and lessee. V. Insurance Coverage and Indemnification A. Insurance Coverage 1. The local government units shall maintain insurance coverage for owned Library buildings or insurance should be maintained by the organization that owns the building. 2. The Regional Library shall maintain insurance coverage for the Regional Library Administrative Office and its contents, contents ofbranch libraries, general liability for the Regional Board of Trustees, Regional staff, and accident insurance coverage for patrons, and the coverage for vehicles used to provide service. In addition, the Regional Library will also maintain flood insurance on contents in libraries, ifi necessary. B. Indemnification - The Regional Library shall, to the extent legally permissible, indemnify each person who may serve or who has served at any time as an officer, director, board member, or employee against all expenses and liabilities, including, without limitation, counsel fees,judgments, fines, excise taxes, penalties and settlement payments, reasonably incurred by or imposed upon such person in connection with any threatened, pending or completed action, suit or proceeding in which he or she may become involved by reason of his or her service in such capacity; provided that no indemnification shall be provided for any such person with respect to anj matter as to which he or she shall have been finally adjudicated in any proceeding not to have acted in good faith in the reasonable belief that such action was in the best interests of the corporation; and further provided that any compromise or settlement payment shall be approved by a majority vote of Board Members who are not at that time parties to the proceeding. VI. Provisions for Amendment A. This agreement can be amended to change or modify provisions or add new counties or towns providing that all parties accept those amendments by resolution of each governing Board in a regular meeting of those parties and be recorded in the minutes. Copies of this contract and future adopted amendments will be sent to the Statc Library and all partics. Requests for amendments can come from either a Board of Commissioners or from the BHM Board ofTrustees. B. Recommendations for amendments shall be forwarded to each ofthe county and town governments in writing with a thirty-day period for consideration given. The recommendations shall state the date the thirty-day period commences and ends. Ifany party to this agreement has not taken specific action regarding the recommendation within sixty-days ofthe end date ofthe thirty-day period the recommended amendment shall be considered approved by that Board orentity. C. Disagreements related to this agreement shall be resolved first by a committee ofa appointed representatives one each from the governmental units and then by their legal counsel if necessary. VII. Provisions for Withdrawal A. A member proposing to withdraw from the BHM Regional Library System shall give written notice on or before July I to the Regional Library Board, the other participating local governmental units and the State Library ofNorth Carolina. The withdrawal shall be effective June 30 of the following year. B. Should that member decide within this time period to rescind the proposal, that member shall remain a part of the Regional Library System under the same conditions and requirements as the agreement under which they became a member. C. Should that member fully withdraw, the T'erms of Property Ownership as stated in Section IV shalla apply. D. The withdrawal of any participating governmental agency shall result in review ofthe regional library agreement. The BHM Regional Library may be dissolved if two or more of the participating governmental units withdraw in accordance with stated procedures. E. As included under NCGS 160A, Article 20, Part I, Joint Exercise of Power, property purchased by the region is owned jointly as tenants in common by the participating agencies; therefore, ifthe BHM Regional Library System is dissolved, the participating agencies shall divide the joint assets as determined by a committee composed of representatives from each governmental unit, the current Regional Library Director, and a representative from the State Library of North Carolina. F. Any endowments made to a specifsc library are and will continue to remain the property of that specific library in the event the BHM Regional Library system dissolves. G. After all outstanding debts are resolved, any remaining funds from local governmental units shall be returned to them and the distribution of any remaining State and Federal funds shall be determined by the state library. BHM property, such as the outreach vans, computers and other technology, books, and any other assets shall be sold at auction and the proceeds divided about the units or distributed in some other equitable manner as agreed upon by the committee of representatives. VIII. Review and Termination A. This agreement shall continue to be in effect for ten years from July I, 2023 - June 30, 2033 unless reasonable cause is presented in writing to each oft the local governmental units and the State Library ofNorth Carolina. This Agreement will automatically renew for successive 10 year periods unless sooner terminated, as outlined in the procedures stated herein. B. The agreement may be reviewed at any time by any local governmental body or the Regional Library Board and, if modifications are deemed reasonable and necessary, amendments may be made according to the procedures stated above. C. Prior to the end of the ten-year agreement period, the Regional Library Board shall review the agreement, recommend any modifications, and submit it for review to each ofthe local governmental units which shall review, suggest modifications, and vote to modify the agreement. D. Changes to any section ofthe contract do not impair the operation of or affect the other provisions oft this agreement not inconsistent therewith. E. The agreement may be terminated if reasonable cause is presented in writing by a local governmental unit to the other members ofthe region, the Regional Library Board, and the State Library of North Carolina. F. The effective dates for termination shall be the same as a withdrawal from the System. G. If the agreement terminates, and no successor agreement is to be executed, the BHM Regional Library System shall be dissolved and joint assets distributed as described above in Section VII. Joint assets in the case of a dissolution and distribution shall be defined as personal property and/or monetary amounts, and not real estate. This AGREEMENT shall be effective upon acceptance by all parties. COUNTERPARTS This AGREEMENT may be executed in an original and any number of counterparts by BHM Regional Library and the signing government members, each of which shall be deemed to be an original ofthe one and the same instrument. MARTIN COUNTY IN WITNESS WHEREOF, this agreement has been executed by the principal official of the governing board ofe each party hereto, pursuant to authority of each respective board. Signed and sealed this day of 2022 Clerk to the Board Board of Commissioners, Chairman *Contract also included Hyde County, Beaufort County, Town of Robersonville, Town of Belhaven, Town of Bath, Town of Williamston, and the Bertie Hertford Martin (BHM) Regional Library signature pages. The signature pages were omitted from the minutes due to length. This item was Approved as part oft the Consent Agenda 7. Board Appointments a. Airport Height Restriction Board The Martin County Airport Height Restriction Board had a vacancy after the passing of a board member. The board term would have concluded on October 31, 2023 to complete the 3 year length ofthe board term. A member is needed to complete the term and if desired by the Board, will be reappointed after the term has ended in 2023. No action was taken on the above listed vacancy. b. Airport Commission Vacancies The Martin County Airport Commission had two vacancies with the passing of one member and the resignation of another member. One board term would have been concluded on January 31, 2023 and would need to be filled until completion. Ifthe Board was SO approving, the member filling this term would be reappointed for a 4 year term concluding on January 1, 2027. The Second board term was in need to be filled until January 1, 2026 after the resignation of a member. The item was brought to the Board for recommendations and acknowledgement oft the vacancies. No action was taken on the above listed vacancies. C. River's East Workforce Development Board The Martin County River's East Workforce Development Board was in need of reappointment for a Board term that expired. This board term would serve as private sector board member on the Rivers East Workforce Development Board. This term expired on June 30, 2022. Contact was made with the previous board member and they declined reappointment due to other work commitments conflicting with meeting schedules. Mr. Jeremiah Taylor of First Citizens Bank in Williamston, NC was recommended by staffi to be reappointed for this 2 year term ending on June 30, 2024 The above listed board appointment was Approved as part ofthe Consent Agenda. 8. Clerk Report included for informational purposes. INTRODUCTION OF NEW EMPLOYEE(S) Mr. Michael Harris Animal Control Board - Sheriff's Department Sheriff Tim Manning introduced Mr. Michael Harris who had at least 14 years of experience at Dr. Shelton's Veterinarian Clinic in Williamston, NC. SheriffManning stated that Mr. Harris was originally from Martin County, Mr. Harris received his education from Martin County, and he was doing a great job since being employed with the county. Mr. Timothy White 911 Communications 911 Communications Director Jason Stewart introduced Mr. Timothy White who was originally from the State of Florida and has been residing in Martin County for at least a year. 911 Communications Director Steward reported Mr. White had extensive call center experience. Communications Director Stewart stated he was excited to see what was in the future for Mr. White and what he could do for the citizens of Martin County. The new employees were welcomed and congratulated by the Board. PRESENTATIONS North Carolina Department ofTransportation (NCDOT) Annual Report - NCDOT Division 1 Engineer Wayne Bridgers NCDOT Division 1 Engineer Wayne Bridgers introduced the Division 1 staff and stated majority of the staff had at least 20 years ofI DOT experience. NCDOT Bridgers reported this meant there was a wealth of knowledge over the division that served Martin County. Martin County Projects BP1-R013 NCDOT Bridgers explained the BP1-R013 project planned to replace Bridge #22 on state road #1106 over Smithwick Creek from Smithwick Church Road. The project would cost around $707,000. The project design was underway and was proposed to be let on 05/15/2024. BP1-R019 NCDOT Bridgers explained project BP1- R019 was to replace bridge #48 over Lanier Swamp on state road #1510 (Mill Road). The design for this project was underway with a let date of 04/16/2025. The project was estimated to cost around $447,000. BP1-R020 Project BP1-R020 was explained to replace bridge #194 over Peter Swamp on state road #1505 (Frank Barber Road) that would cost around $689,000. NCDOT Bridgers stated the project design was underway and the let date was set for 05/21/2025. BP1-R021 Project BP1-R021 was explained to replace Bridge #25 on SR 1538 (Wainwright Road) over Br. Hardison Mill Creek. The project was estimated to cost around $392,000 and to be let on 09/17/2025 as the design is underway. Before continuing the presentation, NCDOT Bridgers reported that the estimates were written in pencil due to increases and or changes. NCDOT Bridgers reported there were increases or changes in prices for material, prices for labor, the ability to find labor, and the ability to find contractors. Bridgers of NCDOT stated that there were a lot of roadway projects being produced to improve the Projects Scheduled for Delivery Next, NCDOT Bridgers explained projects that were scheduled for delivery including projects that involved Beaufort County. R-5810 The R-5810 project planned to improve access to US 17 from SR 1119 (Ralph Taylor Road) to SR 1205 (Holly Creek Road). This project plan also included revisions to an intersection that caused safety concerns. The intersection model would be changed to the "Reduced Conflict Intersection" model (RCI) to prevent drivers from crossing multiple lanes and dodging incoming traffic. This project was estimated to cost around $ $7,495,000. The project design was underway and would be let around 6/17/2025. Currently Under Construction Then, NCDOT Division 1 Engineer Bridgers discussed current projects that were under construction in Martin County. R-2511 The R-2511 project involved Martin and Beaufort Counties. The prime contractor was making preparation to begin work. The project entailed construction from the US 17 Hwy to the Washington Bypass north of NC 171, to Multi-lanes South of Williamston. The idea of the project was to widen to the highway lanes. The cost of the project was around $86,385,000 with a completion date 1/28/2027. R-4705 NCDOT Bridgers explained the R-4705 project would make improvements on state road #1142 (Prison Camp Road) from NC 903, to state road #1182 (East College Road). This would be a Modernization project utilizing 12-ft travel lanes, 4-ft paved shoulders, 4-ft earthen shoulders, drainage improvements, and improvements to an intersection. The project would also make the travel from Williamston to Greenville, a safer route. The project was reported to cost around $41,866,866 and would conclude around 11/28/2025. I-6028B The I-6028B project involved improvements in drainage, milling, resurfacing, OGFC, Shoulder & Slope Reconstruction, and Guardrail Replacement on US 64 (Future I-87). The project would include adding a popcorn mix replacing guarding rail with the internet to bring roads up to interstate standards. This project was estimated to cost around $2,723,964 and would be let on 11/28/2023. I-6028C The I-6028C project regarded improvements in drainage, milling, resurfacing, open graded friction courses (OGFC), shoulder & slope reconstruction and guardrail replacement on US 64 (Future I-87). The improvements would also upgrade the highway to an interstate level. The project would cost around $3,796,773 and had a let date of 12/28/2023. R-5781EC The R-5781EC project would make improvements and or additions to make locations in Everetts (2), Robersonville (12), Williamston (7) ADA (Americans with Disabilities Act) compliant with wheelchair ramp installation and retrofit. This project would cost around $206,740 and the let date was set for 6/30/2023. Martin County Resurfacing Contract Years 2021, 2022, & 2023 NCDOT Bridgers reported the dates of 2021,2022, and 2023 did not mean that work would be completed, but represented years that the contracts were let for work. NCDOT Bridgers explained that contracts for work would always let in the spring and fall of the year to allow 18 months of work. NCDOT Bridgers stated the percentage of completion for the projects listed that affect Roberson Chapel Road, Grand Canyon Road, and Meadow Branch Road. US 64 Alt (95% Complete) US 64 Alt (90% Complete) US 17 (90% Complete) Pending and Under Contract Then NCDOT Bridgers reported that pavement preservation on Bell Town Road, Duggins Town Road, East Islands Road, Mill Road, Manning Road Fred Hardison Road, Frank Barber Road, Elmo's Drive, Wendell Griffin Road, Uniontown Road, Davis Road, Elwood Holiday Road, Andrew Long Road were all pending projects under contract. NCDOT Bridgers stated the pavement preservation would include Regular Plant Mixed Asphalt and Crack Sealing due to the areas having heavy residential subdivision areas. Asphalt Surface Treatment (AST) and Bituminous Surface Treatment (BST also known as Rock and Tar) would be utilized to seal the road from water. Without these treatments water could seep into the subgrade that would deteriorate the road from the bottom layers. Contactors would then have to dig up big holes of mud to correct the issue. The Rural Planning Organization (RPO) and Statewide Transportation Development Program (STIP) projects were reportedly changed. NCDOT Engineer Bridgers explained that normally projects were submitted around a certain time ofthe year. Due to funding, increases in prices, and examination of projects requested verses the funding to complete the projects; a decision was made to not accept any projects that weren't already underway. The RPO met and had the opportunity to rearrange some projects that were already planned. NCDOT Bridgers reported ifthere were any new projects needed, the projects would be accepted around 2023. 1 Vice Chairman Bond Jr. congratulated those who were retiring, expressed appreciation for working the staff, and the work that has been completed. Commissioner Gurganus also thanked the NCDOT Division 1 staff and showed appreciation for their work. Chairman Smith commented on a good job that the staffh has completed in the past, especially when there was bad weather that would affect road conditions. Commissioner Ayers stated his appreciation for the hard work that the Division 1 staff has completed in the past and will complete in the future. Second Round Allocation of American Rescue Plan Act (ARPA) Grant Funding County Manager James Bennett stated the first round of funding from the American Rescue Plan Act (ARPA) application was submitted to receive at least $1.5 million towards infrastructure of Water District I and II. Manager Bennett stated the first application for funding was unsuccessful. Manager Bennett informed the Board that there was an opportunity to submit another application for the second round of ARPA funding. Rural Partnership Network Resolution and Letter of Intent Manager Bennett stated Reginald Speight gathered stakeholders from multiple counties and towns to discuss the Rural Partners Network at a meeting. The counties chosen to attend the informational meeting were Martin, Tyrell, Bertie, and Washington Counties as well as the towns within these counties. The counties and towns that were chosen were asked to participate in the Rural Network Partners program. Washington County Manager Curtis Potter, Tyrell County Manager Clegg, Bertie County Manager Juan Vaughn, and Martin County Manager James Bennett were asked to host and develop a resolution. Each county chosen and towns within those counties would sign the resolution in agreeance to participate in the program. Resources would be provided to the counties such as the social security administration, Employee Commission, and to name a few. Economic Development, Healthcare, and Infrastructure were chosen as the main three things that affect the counties the most are area ofthe most need. October 26, 2022 was stated to be the deadline for the resolution. If SO approved, the Board was asked to sign the resolution in support of participation. Commissioner Biggs made a Motion to approve ofthe Resolution in Support of participation with a Second by Vice Chairman Bond Jr. Motion was Carried unanimously. Manager Bennett stated that there was also a Letter of Intent that was drafted by Washington County Manager Curtis Potter who was also an attorney. Manager Bennett stated that the letter would be sent to the Secretary of Rural Development, whom made the presentation informing the four chosen counties about the program. 1 Vice Chairman Bond Jr. made the Motion to approve of the Letter of Intent with a Second by Commissioner Biggs. Motion was Carried unanimously. PUBLIC HEARING - Section 5311 Community Transportation Program (CTP) for Martin County Transit At 7:35 p.m. Commissioner Gurganus made the Motion to enter Public Hearing - Section 5311 Community Transportation Program (CTP) for Martin County Transit with a Second by Commissioner Biggs. Motion was Carried unanimously. Martin County Transit Administration Frank Halsey explained that Transit was a public transportation agency and receives outside funding from multiple sources, including: The Community Transportation Program (CTP) Rural Operating Assistance Program (ROAP) Medicaid Transportation Medicare Transportation CARES ARP Transit Administrator Halsey stated Martin County Transit was also supported financially through the collection of customer fares, sale of disposed transit vehicles, and county funding. Martin County submits applications and holds the required public hearings annually for the CTP program. The Board ofCommissioners were asked to hold a public hearing on Martin County'sCommunity Transportation Program 5311 grant application for 2023-2024. Community Transportation Program: Transit Administrator Halsey stated the Community Transportation Program (CTP), a combination of federal and state funds, provided the majority of funding for North Carolina's rural transportation systems. The CTP application incorporates the following three programs into a single program / application: Non-urbanized Area Formula Program (FTA Section 5311) Rural Capital Program (Composed of three programs that have been consolidated and entitled "Consolidate Capital Call for Projects Program") Human Service Transportation Management Program Transit Administrator Frank Halsey explained The Section 5311 program is the Federal Transit Administration (FTA) Non-Urbanized Area Formula Grant Program. The Section 5311 program provides funding for public transportation projects serving areas that are outside of an urban boundary with a population of 50,000 or less. Funds may be used for capital, operating, planning or technical assistance projects. Transit Administrator Frank Halsey states the North Carolina Department of Transportation (NCDOT) was accepting CTP applications from designated sub- recipients. In preparation for submitting an application, each applicant must hold a Public Hearing on the proposed project to allow members dfthe community the opportunity to comment on public transportation needs and the grant application. Transit Administrator Halsey stated the Martin County Transit (MCT) 5311 grant application had two parts: 1. The Administrative Budget covers salaries and fringe benefits of management and office staff, drug and alcohol testing, first aid supplies, office materials, travel expenses, telephone and internet service, marketing, and other expenses associated with the running of an office. These administration dollars are 80% Federal, 5% State and 15% local share. The total amount requested for FY 24 is $147,710 of which the local share is $22,157. 2. The Capital Budget request which included: Two additional security cameras on the transit administrative building Security system for the transit administrative building Conference room television for trainings and meetings Television stand for mobile trainings Two desks with the returns One book shelf One color desk printer Transit Administrator Frank Halsey stated the capital dollars funded were 80% Federal, 10% State and 10% local share. The total capital amount requested for FY: 24 is $25,923 of which the local share is $2,592. The total estimated amount requested for the period July 1, 2023 through June 30, 2024 was: PROJECT AMOUNT REQUESTED LOCAL SHARE ADMINISTRATIVE $147,710 $22,157 (15%) CAPITAL $25,923 $2,592 (10%) TOTAL PROJECT $173,633 $24,749 The Board of Commissioners is asked to hold a public hearing on this item and: 1. Approve the attached Public Transportation Program Resolution to approve the grant application and authorization of the submittal of the application, as presented. 2. Adopt the Annual Conflict of Interest Policy pertaining to grants and procurement, as presented. 3. Individually sign a copy of the Annual Conflict of Interest Policy the Board adopts pertaining to grants and procurement. 4. Designate the delegation of authority to sign these grant application documents. A. Public Hearing Notice PUBLIC HEARING NOTICE Section 5311 (ADTAP), 5310, 5339, 5307 and applicable State funding, or combination thereof. This is to inform the public that a public hearing will be held on the proposed FY 2024 5311 Community Transportation Program Application to be submitted to the North Carolina Department of Transportation no later than October 7, 2022. The public hearing will be held on September 21, 2022 at 7 pm before the Martin County Board of Commissioners. Those interested in attending the public hearing and needing either auxiliary aids or services under the Americans with Disabilities Act (ADA) or a language translator should contact the County Manager's Office on or before September 21, 2022, at telephone number 252-789-4301 or via email at a@marimoumosevson The Community Transportation Program provides assistance to coordinate existing transportation programs operating in Martin County, N.C. as well as provides transportation options and services for the communities within this service area. These services are currently provided using Martin County Transit. Services are rendered by Martin County Transit. The total estimated amount requested for the period July 1, 2023 through June 30, 2024. NOTE: Local share amount is subject to State funding availability. Project Total Amount Local Share Administrative $ 147,710 $ 22,157 (15%) Operating (5311) $0 $0 (50%) Capital (Vehicles & Other) $2 25,923 $2,592 (10%) 5310 Operating $0 $0 (50%) Other $0 $0 ( %) $ 173,633 $24,749 TOTAL PROJECT Total Funding Request $173,633 Total Local Share $24,749 This application may be inspected at the County Manager's Office from September 8, 2022 to September 21, 2022. Written comments should be directed to Transit Director Angela Ellis before September 21, 2022. End ofNotice B. Public Transportation Program Resolution PUBLIC TRANSPORTATION PROGRAM RESOLUTION FY 2024 RESOLUTION Section 5311 (including ADTAP), 5310, 5339, 5307 and applicable State funding, or combination thereof. Applicant seeking permission to apply for Public Transportation Program funding, enter into agreement with the North Carolina Department of Transportation, provide the necessary assurances and the required local match. A motion was made by (Board Member's Name) and seconded by (Board Member's Name or N/A, ifnot required) for the adoption oft the following resolution, and upon being put to a vote was duly adopted. 1 WHEREAS, Article 2B of Chapter 136 of the North Carolina General Statutes and the Governor of North Carolina have designated the North Carolina Department ofTransportation (NCDOT) as the agency responsible for administering federal and state public transportation funds; and WHEREAS, the North Carolina Department of Transportation will apply for a grant from the US Department of Transportation, Federal Transit Administration and receives funds from the North Carolina General Assembly to provide assistance for rural public transportation projects; and WHEREAS, the purpose of these transportation funds is to provide grant monies to local agencies for the provision of rural, small urban, and urban public transportation services consistent with the policy requirements of each funding source for planning, community and agency involvement, service design, service alternatives, training and conference participation, reporting and other requirements (drug and alcohol testing policy and program, disadvantaged business enterprise program, and fully allocated costs analysis); and WHEREAS, the funds applied for may be Administrative, Operating, Planning, or Capital funds and will have different percentages of federal, state, and local funds. WHEREAS, non-Community Transportation applicants may apply for funding for "purchase-of- service" projects under the Capital Purchase of Service budget, Section 5310 program. WHEREAS, Martin County hereby assures and certifies that it will provide the required local matching funds; that its staff has the technical capacity to implement and manage the project(s), prepare required reports, obtain required training, attend meetings and conferences; and agrees to comply with the federal and state statutes, regulations, executive orders, Section 5333 (b) Warranty, and all administrative requirements related to the applications made to and grants received from the Federal Transit Administration, as well as the provisions of Section 1001 of Title 18, U. S. C. WHEREAS, the applicant has or will provide all annual certifications and assurances to the State ofNorth Carolina required for the project; NOW, THEREFORE, be it resolved that the (Authorized Official's Title)* of Martin County Board of Commissioners is hereby authorized to submit grant application (s) for federal and state funding in response to NCDOT's calls for projects, make the necessary assurances and certifications and be empowered to enter into an agreement with the NCDOT to provide rural, small urban, and urban public transportation services. I (Certifying Official S Name)* (Certifying Official's Title) do hereby certify that the above is a true and correct copy of an excerpt from the minutes of a meeting of the Martin County Board ofCommissioners duly held on the 21 day of September 2022. Signature of Certifying Official *Note that the authorized official, certifying official, and notary public should be three separate individuals. Seal Subscribed and sworn to me (date) Notary Public * Printed Name and. Address My commission expires (date) C. Delegation of Authority FY 2024 Delegation of Authority Date: 21-Sep-22 James Bennett County Manager. Martin County. N.C. TAukeriaa OMARrEY YP e7Fr is t e TAnen omars m : As-sy as the designated party, Martin County tona Appu AmR with authority to submit funding applications and enter into contracts with the. North Carolina Department of Transportation and execute all agreements: and contracts with the NCDOT Integrated Mobility Division hereby delegate authority to the individual(s) filling the positions as indicated below: Primary Designee: Janice Young Assistant Finance Director an SN Martin County) Finance Department habmgu A Reimbursement: Requests: D Yes No Budget Revisions: D Yes L No Budget Amendments: D Yes No Period of Performancel Extensions: D) Yes D No Other: Contacts with NCDOIIMDE Yes No Alternate Designee #1 Cindy Ange. Finance Dir ec tor TAHnss DpRD mP Martin County Finance Department AN Dmeen Agns Reimbursement: Requests: D Yes No Budget Revisions: D Yes No Budget. Amendments: D Yes L No Period of Performance Extensions: D Yes No Other: contacts with NCDOT-IMD D Yes No Alternate Designee # 2 Frank Halsey Jr., Administrative Officer I (Aman Dugain Nint Pern ai Martin County Transit TAE BMAAO Reimbursement: Requests: E Yes No Budget Revisions: LD Yes No Budget. Amendments: LE Yes - No Period of Performance Extensions: D Yes D No contacts with NCDOT-IMD D Yes al No Signature: D. Designee Certification Form 5311 DESIGNEE CERTIFICATION FORM Resolution No. Resolution authorizing the filing of applications with the North Carolina Department of Transportation- Integrated Mobility Division for grant years FY2023- FY2027, for federal transportation assistance authorized by 49 U.S.C. 5311, United States Code, other federal statutes administered by the Federal Transit Administration or state statutes administered by the State of North Carolina. WHEREAS, the North Carolina Department ofl Transportation has been delegated authority to award federal financial assistance for transit projects as allocated throughout North Carolina by County; NOW, THEREFORE, BE IT RESOLVED BY THE MARTIN COUNTY BOARD OF COMMISSIONERS 1. That the Martin County Manager is authorized to execute and file an application for federal assistance on behalf of Martin County with the State ofl North Carolina for federal assistance authorized by 49 U.S.C. Chapter 5311 United States Code, other federal statutes or state statutes authorizing aj project administered by the Federal Transit Administration. 2. That the Martin County Manager is authorized to execute and file with its applications the annual certifications and assurances and other documents the State ofNorth Carolina requires before awarding a federal assistance grant or cooperative agreement. 3. That the Martin County Manger is authorized to execute grant and cooperative agreements with the State of North Carolina on behalf of Martin County. The undersigned duly qualified Chairman ofthe Martin County Board of Commissioners, acting on behalf of the Martin County Board of Commissioners, certifies that the foregoing is a true and correct copy of a resolution adopted at a legally convened meeting ofthe Martin County Board of Commissioners held on September, 8. 2021 [Ifthe Applicant has an official seal, impress here.] (Signature of Recording Officer) (Title of Recoding Officer) (Date) 2 E. Local Share Certification for Funding FY 2024 LOCAL SHARE CERTIFICATION FOR FUNDING Martin County Requested Funding Amounts Project Total Amount Local Share** 5311 Administrative $147,710 $22,157 (15%) 5311 Operating (No State Match) $0 $0 (50%) 5310 Operating (No State Match) $ 0 $0 (50%) 5307 Operating $ 0 $0 (50%) 5307 Planning $0 $0 (10%) Combined Capital $ 25,923 $2,592 (10%) Mobility Management $ 0 $0 (50%) 5310 Capital Purchase of Service $ 0 $0 (10%) $ 0 $0 - %) $ 0 $0 %) $ 0 $0 %) Funding programs covered are 5311, 5310, 5339 Bus and Bus Facilities, 5307 (Small fixed route, regional, and consolidated urban-rural systems) TOTAL $1 173,633 $2 24,749 Total Funding Requests Total Local Share **NOTE: Applicants should be prepared for the entire Local Share amount in the event State funding is not available. The Local Share is available from the following sources: Source of Funds Apply to Grant Amount County Contribution 5311 $ 24,749 TOTAL $ 24,749 ** Fare box revenue is not an applicable source for local share funding I, the undersigned representing Martin County do hereby certify to the North Carolina Department of Transportation, that the required local funds for the FY2024 Community Transportation Program and 5307 Governors Apportionment will be available as of July 1, 2023, which has a period of performance ofJuly 1, 2023 - June 30, 2024. Signature of Authorized Official Ronnie Smith, Board Chairman Martin County Board of Commissioners Type Name and Title of Authorized Official Date F. Annual Conflict ofInterest Policy 2 Martin County Transit Conflict of Interest Policy Date this policy was adopted: September 21, 2022 addressing all NCDOT-IMD grants and procurements. In accordance with Board policy and related legislation, no employee, officer, agent, immediate family member, or Board member of the agency shall participate in the selection, award, or administration of a contract supported by Federal and/or State funds if a conflict ofinterest, real or apparent, would be involved. Such a conflict would arise when any of the following has a financial or other interest in the firm selected for award: D The employee, officer, agent, or Board member, I Any member ofhis/hcr immcdiatc family, J His or her partner, or D An organization that employs, or is about to employ, any of the above. The agency's officers, employees, agents, or Board members will neither solicit nor accept gifts, gratuities, favors, or anything of monetary value from contractors, potential contractors, or parties to sub agreements. Grantees may set minimum rules when the financial interest is not substantial or the gift is an unsolicited item of nominal intrinsic value. To the extent permitted by state or local law or regulations, such standards of conduct will provide for penalties, sanctions, or other disciplinary action for violation of such standards by the grantee's officers, employees, or agents, or by contractors or their agents. The undersigned hereby acknowledges, understands, and agrees to abide by this policy. (Printed Name) (Title) (Signature) (Date) From the NCDOT-IMD Combined Capital/5311 Grant Packet concerning grants and procurements. At 7:35 p.m. Commissioner Gurganus made a Motion to exit Public Hearing Public Hearing - Section 5311 Community Transportation Program (CTP) for Martin County Transit with a Second by Commissioner Ayers. Motion was Carried unanimously. Commissioner Biggs made the Motion to Approve the Public Transportation Program Resolution to approve the grant application and authôrization of the submittal of the application, Adopt the Annual Conflict of Interest Policy pertaining to grants and procurement, and designate the delegation of authority to sign these grant application documents with a Second made by Vice Chairman Bond Jr. Motion was Carried unanimously. OLD BUSINESS Tax Assessor's Deed Certification and Tax Software Deed Certification Tax Assessor Melissa Phillips recalled aj previous discussion regarding deed certification in which the Tax Assessor" S office reviews addresses to ensure a new property owner can receive their tax notices. Tax Assessor Phillips stated that this also ensures the legal description is in the deed, which gives the Tax Assessors Office the ability to transfer property. Tax Assessor Phillips stated ifthere was an issue with prior parcel numbers being illegible, the Tax Assessors office preferred the deed to come from an attorney's office. Tax Assessor Phillips explained the Tax Collector's office was responsible for stamping the deed to make sure taxes were paid before being reported and recorded at the Register of Deeds Office. Chairman Smith asked for clarification in stating that before a deed would become legal and transfer, the stamp would make the deed legal as long as a seller or buyer paid the taxes. Tax Assessor Phillips agreed. Tax Assessor Phillips continued by stating the subject was brought to the Board to modify this process. Tax Assessor Phillips stated that the current process did not require a seller of property to pay all taxes in full before the deed was recorded. Chairman Smith asked if deeds were stamped without taxes being received before property was sold in the past. Tax Assessor Phillips agreed and stated the current process would only record the last time the taxes were paid through, therefore if the seller only paid for 2020, they would still owe taxes for 2021-2022. Tax Assessor Phillips stated the desired process was to require the seller or previous owner of a property to pay all taxes in full or up to date before recording a deed. A property owner would pay taxes up to what bill went out in office. Tax Assessor Phillips stated that the proper process would require the closing attorney to factor in what taxes were owed SO they could try to prorate to all the properties, but there were two options. The first option being they can go and pay the tax bill to the Tax Office to collect the money from both parties in sales. The second option would require the new owner to be responsible for paying the taxes. County Manager James Bennett reported speaking with the Tax Collector's supervisor who had no opposition against the proposed method of deed certification, but could not attend the meeting due to unforeseen circumstances. Chairman Smith asked ifthere were any comments from the Board. Commissioner Ayers stated that he spoke with some attorneys in the area and they would prefer the deed certification process to stay the same. Commissioner Ayers stated the attorneys may feel the change could cause conflict or a burden on the landowner. Commissioner Ayers stated if someone needed to sell their land, he wouldn'twant to burden them with the taxes. Commissioner Ayers stated that he was in favor of collecting taxes, but the current method would transfer taxes to the new owner to pay them. Chairman Smith reiterated what was being proposed by the Tax Assessor's office and Commissioner Ayers stated that he understood and was only forwarding what the attorney's in the area felt about the proposed process of deed certification. County Attorney Benjamin Eisner was asked ofhis thoughts on the matter. Attorney Eisner stated he didn't not necessarily see an issue with either process as long as it was consistently applied. County Attorney Eisner stated he could understand what Commissioner Ayers stated about attorneys not wanting to change the current process. County Attorney reported reading through the agenda packet and he understood the statement that delinquent taxes, if any, were to be paid by the closing attorney to the county tax collector upon disbursement of closing proceeds. Attorney Eisner stated that this was a good compromise, but he did not have a strong recommendation on either processes. Manager Bennett referred to Tax Assessor Phillips about a concern she had in regards to new property owners buying property and realizing they may think they were not responsible for taxes they have to pay. Manager Bennett stated therein is a problem if someone were to buy property that had unpaid taxes and that it was not conveyed to the new property owner. Manager Bennett asked at that time, who would be responsible for the unpaid taxes. Tax Assessor Phillips stated the new property owner would be responsible at that time of delinquency. Manager Bennett stated that this was where the problem was. Chairman Smith stated that this was the key. Chairman Smith stated that before the stamp were to be applied to a deed, the new property owner would have responsibility to bring the unpaid taxes up to date since they are buying it. Tax Assessor Phillips mentioned programs such as the Present Use Value (PUV) program for agriculture that would assist property owners with tax payments. Tax Assessor Phillips stated that ifproperty owners were going to sell the land and the taxes were not going to be paid, they property owner would have to bring in the PUV application for approval or they would have pay the deferred taxes. This would prevent the owner would be surprised by a notice later regarding unpaid taxes. Tax Assessor Phillips also mentioned other types of tax exemption programs such as those for the elderly and disabled. In this case, Tax Assessor Phillips stated if the property owner was elderly and or disabled and did not qualify, they could apply for the elderly and or disabled exemption tax programs. Chairman Smith stated for an example, if he had a tax deferral due to him growing trees on his farm, he would not have to pay these taxes until the trees matured. Chairman Smith stated if he were to sell the farm, the tax offices would look at how long the trees were on his property to estimate a dollar amount. Tax Assessor Phillips stated ifthe new owner did not want to keep the tax exemption, they would need to make awareness of this SO that the deferred taxes could become payable. Tax Assessor Phillips stated that if the new property owner wanted to continue the tax exemption program they would have to make sure they still qualify. Tax Assessor Phillips stated that adjustments might need to be made ifthey did not want to purchase the entire property. If not, they may be surprised by a notice of unpaid taxes for deferred taxes. Commissioner Gurganus stated in that situation, a lot of people were shocked by this especially in the country. Commissioner Gurganus stated this situation generally didn't cost a lot of money, but in some cases the situation could depending on the use of the property. Commissioner Gurganus asked if Tax Assessor Phillips was explaining the process of bringing all of these factors to the forefront before anything is done with the property, making the seller and buyer aware of these factors, and both parties working out the details to make sure the taxes are paid. Tax Assessor Phillips agreed. Tax Assessor Phillips referred to documents in the agenda packets that were actual deeds from other counties that utilize the proposed process of deed certification. Tax Assessor Phillips reported the parcel may be listed on a deed, but this did not mean that the legal description was correct. Tax Assessor Phillips stated the proposed deed certification process clarified that the legal description did may not match the parcel number. Tax Assessor Phillips referred to the statement mentioned by County Attorney Eisner regarding attorneys paying any unpaid taxes before the deed is recorded in closing the sale of property. Tax Assessor Phillips stated the tax office would not be liable to stamp the deed at that time. Commissioner Ayers asked if the deed certification process were to change to the proposed process, could it be mandated that the attorneys pay the unpaid taxes in closing since there had been issues with the PUV program presented in past board meetings. Commissioner Ayers stated that this would help farmers and or timber workers who may have been misinformed or not notified properly. Tax Assessor Phillips agreed. Tax Assessor Phillips reported if a property owner was in the PUV program and the ownership changed, the tax office would want the new PUV application before they would sign off on the deed. Tax Assessor stated the other option would require the attorney to have a check for the deferred taxes. Commissioner Gurganus asked if this would make the owners conduct their due diligence. Tax Assessor Phillips agreed. Commissioner Biggs asked how long it took to process the tax deferment application. Tax Assessor Phillips explained applications were reviewed as soon as they were submitted and she ensured any issues were fixed by informing the applicant at the time of submittal. Tax Assessor Phillips stated the application may be pending especially with foresters due to their time schedules and the need of forestry plans. Tax Assessor Phillips reported explaining the process for new applicants as well. Tax Assessor Phillips stated there was a resolution that would need approval. Commissioner Ayers asked if the resolution could be adjusted, to include the PUV program. Tax Assessor Phillips agreed. Commissioner Ayers made the Motion to Approve the Resolution with the addition of the PUV program with a Second by Vice Chairman Bond Jr. Motion was Carried unanimously. Tax Sofiware Tax Assessor Phillips stated the tax assessor's office was asking for approval of the Bi-Tech Company to handle their camo and appraisal package. Tax Assessor Phillips stated the Computer Assisted Mapping Application (CAMA) package needed an upgrade. Tax Assessor Phillips reported the conversion cost was $102,000, the annual cost to support the programs would be $11,600, and the servers would cost $4,000; totaling to about $106,000. Tax Assessor Phillips stated the goal was to have the program in place by July 2023 as the reevaluation company would be going into the tax office. It was reported that the company agreed to spread out the conversion costs over a three year period if needed and conversion costs were budgeted for. Manager Bennett asked if this change would affect the tax collectors or finance offices and Tax Assessor Phillips stated that it would not affect those offices. Commissioner Gurganus made the Motion to approve the Bi-Tech Company with a Second by Vice Chairman Bond Jr. Motion was Carried unanimously. Commissioner Gurganus made a commented that in the past, he would go to the courthouse to ask tax questions and leave confused. Commissioner Gurganus stated he had an opportunity to speak with Tax Assessor Phillips explained things to him where he could understood. Commissioner Gurganus stated that Tax Assessor Phillips was doing a good job and he felt she was doing a great job for the citizens of Martin County. NEW BUSINESS Tax Assessor's Update Tax Assessor Melissa Phillips stated that there was a late PUV Application and Tax Exemption that were needing to be discussed. Late PUV Application Tax Assessor Phillips stated that there was a late application for the PUV program and statute required all late applications to be approved by the Board. The application was submitted in the agenda packet for the Board to review. Commissioner Gurganus made the Motion to Approve the late PUV application with a Second by Commissioner Gurganus. Motion was Carried unanimously. Late PUV Application Due to Addition of Property Members Tax Assessor Phillips stated there was another late PUV application due to the property owners being unaware that a new PUV application was needed after adding their children to the property. Tax Assessor Phillips stated the family was not informed of this by their attorney and the submittal of new PUV application was needing to be approved by the Board. Commissioner Ayers made the Motion to Approve the late PUV application after additional listing of family members of a property with a Second by Commissioner Biggs. Motion was Carried unanimously. Tax Exemption Next, Tax Assessor Phillips stated there was a recipient ofi the tax exemption program for the elderly, disabled, and or veteran applicants. The tax assessor's office was not notified until August of this year that the homeowner passed in 2019. Tax Assessor Phillips stated the actual exemption should have been billed for 2020 to 2022. Tax Assessor Phillips reported a discovery was conducted on the tax exemption to be billed. Tax Assessor Phillips reported the daughter of the tax payer requested that the penalties ofthe discovery be removed in the amount of$143.34. NC General Statutes required the board to compromise the penalties. Commissioner Biggs made the Motion to Approve of the removal of discovery penalties with a Second by Vice Chairman Bond Jr. Motion was Carried unanimously. Request for Refund Then, Tax Assessor Phillips stated there was a request for refund due to an incorrect measurement of an heir property wherein the property owners were looking to sell the property. Tax Assessor Phillips stated this issue was reviewed, differences were measured during a reassessment of the property, and adjustments were made to the listing. The property owner requested a refund and status did state that a refund could be given under certain criteria. Tax Assessor Phillips stated in speaking with the School ofGovernment, the refund did not meet the criteria for approval ofrefund by the Board of Equalization and Review, therefore the Board would have to approve ofthe refund of$301.37. Commissioner Ayers made the Motion to Disapprove of the refund request with a Second by Chairman Smith. Motion was Carried unanimously. PUV. Program Property. Audits Tax Assessor Phillips stated the PUV program exempted taxes for the elderly, disabled, veterans, churches, and etc. Tax Assessor Phillips stated an audits were needed to make sure that the candidates still qualified for the tax exemption programs. Tax Assessor Phillips stated there were some churches found neglected, but were still receiving tax exemptions. Tax Assessor Phillips stated letters ofnotifications were returned and notices posted on the properties were unanswered. Tax Assessor Phillips stated that there were letters notifying property owners of an audit that would be delivered. The Board made no action of this item as it was information only. Martin County Regional Water & Sewer Authority (MCRWASA) Resolution Regarding Regionalization/ Partnership Manager Bennett informed the Board of a resolution that was approved by the Martin County Regional Water and Sewer Authority (MCRWASA) at its last meeting. Manager Bennett stated that the Department of Environmental Quality made a presentation at a meeting regarding water infrastructure pumnemhpregonalrzation In this meeting a resolution was sent out to attendees to be approved and one person was needed to lead the parnenahpregonalization project. MCRWASA Board Director Julius Patrick was chosen as the lead for the program as he was not ai member of the county or a town board within the county. MCRWASA Board Director Patrick was seen as unbiased and impartial. RESOLUTION BY GOVERNING BODY OF APPLICANT WHEREAS, The Martin County Regional Water and Sewer Authority (MCRWASA) has need for and intends to conduct a study with communities in Martin County on potential water and sewer partnerships, and WHEREAS, The Martin County Regional Water and Sewer Authority (MCRWASA) intends to request State grant assistance for the project, NOW THEREFORE BE IT RESOLVED, BY THE Martin County Regional Water and Sewer Authority (MCRWASA) OF THE County of Martin That Martin County Regional Water Authority (MCRWASA). the Applicant, will arrange financing for the project, ifapproved for a State grant award. That the Applicant will partner and work with other units oflocal government in conducting the project, including Towns of Bear Grass, Everetts, Hassell, Hamilton, Jamesville, Oak City, Parmele, Robersonville and Williamston, and Martin County. That Julius Patrick, MCRWASA Director, the Authorized Official, and successors SO titled, is hereby authorized to execute and file an application on behalf of the Applicant with the State of North Carolina for a grant to aid in the study oft the project described above. That the Authorized Official, and successors SO titled, is hereby authorized and directed to furnish such information as the appropriate State agency may request in connection with such application or the project: to make the assurances as contained above; and to execute such other documents as may be required in connection with the application. That the Applicant has substantially complied or will substantially comply with all Federal, State, and local laws, rules, regulations, and ordinances applicable to the project and to Federal and State grants pertaining thereto. 2 Adopted this the August 25. 2022 at Martin County, North Carolina. (Signature of Chief Executive Officer) (Title) CERTIFICATION BY RECORDING OFFICER The undersigned duly qualified and acting Secretary of the Martin County Regional Water and Sewer Authority (MCRWASA) does hereby certify: That the above/attached resolution is a true and correct copy of the resolution authorizing the filing of an application with the State of North Carolina, as regularly adopted at a legally convened meeting oft the Martin County Regional Water and Sewer Authority (MCRWASA) duly held on the 25th day of August 2022 and, further, that such resolution has been fully recorded in the journal of proceedings and records in my office. IN WITNESS WHEREOF, I have hereunto set my hand this 25th day of August 2022 (Signature of Recording Officer) (Title ofRecording Officer) Commissioner Biggs made the Motion to Approve ofthe Resolution by Governing Applicant with a Second by Vice Chairman Bond Jr. Motion was Carried unanimously. Approval of Engineering Services for the Asset Inventory Assessment Manager Bennett stated at the last Board meeting, the Board asked that a request for qualifications of engineering services were sought for the Asset Inventory Assessment. Manager Bennet stated only one company responded. Manager Bennett stated he and Water Systems Manager Ed Warren reviewed the request for qualifications by the Wooten Company. Water Systems Manager Ed Warren was present and recommended the selection of Wooten Company as well as Manager Bennett. Commissioner Gurganus made the Motion to Approve of the Engineering Services from the Wooten Company with a Second by Commissioner Biggs. Motion was Carried unanimously. Approval of Consulting Firm Proposals for Emergency Services Study Manager Bennett stated at the last meeting a consulting firm made a presentation to conduct a study on the emergency services of Martin County. Manager Bennett stated emergency management personnel accepted the presentation from CrisisTEC in a good manner. Manager Bennett stated the cost of the services from CrisisTEC was $4,500- $5,500 less than estimated. Manager Bennett explained that the total cost of the study by CrisisTEC would be $14,400, in which $7,200 would be paid by the North Carolina Association of County Commissioners with a match from the county. Manager Bennett asked if CrisisTEC Consulting Group was approved to conduct the study, a committee would also be made with Code Enforcement Director Jody Griffin, Deputy Chief Emergency Management Michael Bryant, Martin Community College President Wesley Beddard, Chairman Ronnie Smith, Commissioner Joe Ayers, Oak City Fire Chief Butch Beach and, EMS "Chip"N Myers. Manager Bennett stated the Martin Community College President provided classes for EMS personnel and would be of assistance in this matter. Manager Bennett asked for the approval of CrisisTEC Consulting Group and the committee members as listed to conduct the study of Emergency Services in Martin County. Commissioner Gurganus made the Motion to approve of CrisisTEC Consulting group to conduct the Emergency Services Study and of the Committee members with a Second by Commissioner Biggs. Motion was Carried unanimously. Grant Writing Enhancement Program - Emily Miller Manager Bennett stated he and Finance Officer Cindy Ange werc attending thc Rural Community Capacity Program hosted by the North Carolina Department of Commerce to receive a grant up to $50,000 for a feasibility study. Manager Bennett stated it was taught in class that $49, 999 should be applied for due to more paperwork being involved if applying for $50,000. Manager Bennett stated that there were four areas that could be choosing from when applying for the grant. Manager Bennett stated the grant funding could be used towards renovating of Martin General Ilospital. Manager Bennett stated the Assistant Director of Commerce and Instructor Carol Applegate agreed that this was the best area to receive funding. Manager Bennett reported someone was needed to write and administer the grant to receive the funding for renovations. Manager Bennett introduced Ms. Emily Miller, who worked alongside the Wooten Company, as a potential candidate to write and administer the grant. Manager Bennett stated the reason being was that Ms. Miller wrote the scoring criteria for a previous grant that was sought, she has written grants for hospitals previously, and she had connections with many resources. Manager Bennett stated the grant being applied for also included funding for administrators and writers for the grant. Manager Bennett asked the Board if they would approve pursuing the Enhancement Grant through the Regional Partnership Grant (RPG) program, wherein $900,000 plus the $49,999 could be applied for. Manager Bennett stated that the monies could be used to fund the renovation of the hospital or to build a new hospital if recommended. Ms. Emily Miller ofthe McAdams & Associates stated she came to meet Manager Bennett through the Wooten Company. Ms. Miller stated her consulting firm conducted financing for local government infrastructure projects. Ms. Miller stated she assisted Novant Hospital in Franklin County where the county owned the building and Novant left thel hospital sitting vacant. Ms. Miller stated that she worked with Franklin County to get grant dollars to bring in another company, renovate, install an Emergency Room services, and installed behavioral services along other things that met the needs of that area of the state. In addition to that, Ms. Miller stated that she also assisted in water and sewer work as she was a Civil Engineer for 10 years before. Ms. Miller reported on the scoring system for the grant process, in which four categories could be applied. Ms. Miller stated one of the biggest categories adjustments could be made in was the project purpose category. The application that was submitted included system expansion and Automatic Meter Readers (AMR). Ms. Miller reported since the last round, automatic meter readers or any type of meter replacement was accepted if the system was a distressed community. Ms. Miller stated that Martin County was listed as a distressed community. Ms. Miller explained the application scoring. Ms. Miller reported that project purpose was worth 25 points and any expansion project was worth 2 points. Manager Bennett was recommended by Ms. Miller to break the grant application into three parts. Ms. Miller referred to the application that was prepared by the Wooten Company had expansion projects. Ms. Miller stated that the application might receive a close score to a previous project application, but it would not hinder the score on rehab replanning. Ms. Miller also recommended separating the asset planning application for two reasons. One, they all went through last round and the second reason was because Martin County was considered a distressed community and this needed to be prioritized. Ms. Miller stated the Wooten Company initially planned do an asset management plan of rate study. The asset management plan would complement the Asset Inventory Assessment grant that the direct appropriation was received for. Ms. Miller explained that the AIA was to collect data such as water line sizes, check the valves, and then evaluate the condition of each individual asset based on stations. Next, Ms. Miller stated the assets and the conditions would bc prioritizcd to SCC what needed to be conducted now and then in the future. Ms. Miller stated an asset management plan could be created afterwards, which would take the data to incorporate a capital improvement plan based on the specific operation and maintenance plan tailored to your system. Ms. Miller highly recommended the asset management plan because it would complement the AIA study, which the county was gctting ready to start on. Next. Ms. Miller stated the rehab application is what scored the most points. Ms. Miller stated there were two points for project purpose last round, and it was possible to receive 20 points for rehab. Ms. Miller stated the rehab application would increase by 20 points just for the project purpose category. Ms. Miller stated if conducting rehab or replacement, 12 points could be received. Ms. Miller stated she spoke with Water Systems Manager Ed Warren and she found out that the Town of Bear Grass' water system was over 40 years old. Ms. Miller stated 8 points could be received for the old system ifr replacing line work or intake structures that are over 40 years old. This would total to 20 points to submit the third application, which would be the rehab application. Ms. Miller stated looking for other ways to receive points to receive grant monies and there were many things to receive points for, such as system management. Ms. Miller stated points were not received last time for the operating ratio, because usually points were received for this if the operating ratios over one. The operating ratios likey your expenditures divided by the capital outlay, revenue, and debt service. Ms. Miller stated the points could also be claimed ifthe cost was greater than if under one and your cost is over two and a half percent of the MHI per user. So you do qualify for those five points. Ms. Miller stated this would be an additional five points the county could receive on all three applications. After the discussion of services and the scoring system, Ms. Miller presented three resolutions that were to be voted on to conduct projects in Martin County and Manager Bennett asked for approval of the submittal of the Enhancement Grant as well as utilizing Ms. Miller for the grant. 3 Commissioner Gurganus made the Motion to pursue the Enhancement Grant with a Second by Commissioner Biggs. Motion was Carried unanimously. Commissioner Gurganus made the Motion to hire Ms. Emily Miller to write the Enhancement Grant, with a Second by Commissioner Biggs. Motion was Carried unanimously. Vice Chairman Bond Jr made the Motion to Approve of the Rate Study Resolution, the Water Expansion Resolution, and the Water System Rehab Resolution with a Second by Commissioner Ayers. Motion was Carried unanimously. Budget Amendment(s) Budget Amendment #2 Finance Officer Cindy Ange explained there was an allocation for the Crisis Intervention Program was increased by $6,639 from the projection in the budget. This year we have again received an allocation for the Low Income Household Water Assistance Program (LIHWAP) in the amount of $49,722. These funds will be awarded to households that are behind on their utility payments and will go directly to the utility vendor. BUDGET ORDINANCE AMENDMENI-2 BE IT ORDAINED by the Board of Commissioners of Martin County, North Carolina, that the following amendments be made to the annual budget ordinance for the fiscal year ending Junc 30, 2023. Section 1. To amend the General Fund, the expenditures are to be changed as follows. Increase Decrease Human Services Dept. of Social Services $56,361 This will result in a increase of $56,361 in the expenditures of the General Fund. To provide a decrease in the revenues for the above, the following revenues will be changed. Restricted Revenue $56,361 Section 2. Copies of this budget amendment shall be furnished to the Clerk to the Governing Board and to the Finance Officer for their direction. Commissioner Gurganus made the Motion to adopt the above budget ordinance amendment this 21st day ofSeptember 2022 with a Second by Vice Chairman Bond Jr. CLOSED SESSION - N. C. G.S. $ 143-318.11(a)(6) - Personnel At 9:00 p.m., Vice Chairman Bond made a Motion to enter Closed Session for NC G.S. 143- 318.11(a)(6) - Personnel, with a Second from Commissioner Gurganus. The motion was Carried unanimously. 3 At 9:28 p.m., Commissioner Gurganus made the Motion to exit Closed Session NC G.S. 143- 318.11(a)(6) = Personnel, with a Second from Vice Chairman Bond. Motion was Carried unanimously. OPEN SESSION Commissioner Gurganus made the Motion to hire Ascendient Healthcare / Criterion Consulting Group with a Second by Commissioner Ayers. Motion was Carried unanimously. BOARD REPORTS / COMMISSIONERS COMMENTS Cloudwyze Presentation to Martin County Residents Manager Bennett stated Cloudwyze Broadband Company asked ifa facility could be used to make a presentation to Martin County citizens. Manager Bennett stated that there were dates given for availability of a venue. Manager Bennett stated when the venue, date, and time was announced by the group, the County would send out notices online, on the courthouse, and in the newspaper. Health and Wellness Benefit Fair Manager Bennett and Human Resources Donna Zube announced the upcoming Health and Wellness Benefits fair. Manager Bennett stated over $ 4000 - $6,000 in gifts would be given to the county employees and food would be provided. Each employee would receive their benefits packet compiled by IIR Zube and there would be 7 vendor booths for employees to receive information. Manager Bennett stated that Martin Tyrrell- Washington Health Department was a vendor that would attend the fair to provide information on services, flu shots, and blood pressure checks. Manager Bennett then stated Prudential 401-K, BB&T, Truist, Local and State Credit Union, Adults &Aging- Fitness, Ag Extension OIC Edgecombe- Tarboro would be vendors attending the fair as well. HR Donna Zube explained open enrollment was available and changes needed to be made before the deadline of October 2022. HR Zube stated that the state retirement system would not be able to attend the fair. ADJOURNMENT At 9:51 p.m. Commissioner Ayers made a Motion to adjourn the meeting, with a Second from Commissioner Gurganus. Motion was Carried unanimously. 1w Ronnie Smith, Chairman Anga Bos Julia S! Rease Clerk to the Board 3 Martin County Transit Conflict of Interest Policy Date this policy was adopted: September 21, 2022 addressing all NCDOT-IMD grants and procurements. In accordance with Board policy and related legislation, no employee, officer, agent, immediate family member, or Board member of the agency shall participate in the selection, award, or administration of a contract supported by Federal and/or State funds if a conflict ofinterest, real or apparent, would be involved. Such a conflict would arise when any of the following has a financial or other interest in the firm selected for award: The employee, officer, agent, or Board member, Any member of his/her immediate family, His or her partner, or An organization that employs, or is about to employ, any of the above. The agency's officers, employees, agents, or Board members will neither solicit nor accept gifts, gratuities, favors, or anything of monetary value from contractors, potential contractors, or parties to subagreements. Grantees may set minimum rules when the financial interest is not substantial or the gift is an unsolicited item of nominal intrinsic value. To the extent permitted by state or local law or regulations, such standards of conduct will provide for penalties, sanctions, or other disciplinary action for violation of such standards by the grantee's officers, employees, or agents, or by contractors or their agents. The undersigned hereby acknowledges, understands, and agrees to abide by this policy. Ronnie Smith (Printed Name) Chairman, Martin County Board of Commissioners (Title) Zxt (Signature) 9-21-2022 (Date) From the NCDOT-IMD Combined Capital/5311 Grant Packet concerning grants and procurements.