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									                        Martin County Board of Commissioners
                                  Regular Meeting
                                    July 8, 2009


The Martin County Board of Commissioners met in Regular Session on Wednesday, July
8, 2009 at 7:00 p.m. in the Board Room of the Martin County Governmental Center, 305
East Main Street, Williamston, North Carolina.

ASSEMBLY

Chairman Ronnie Smith, Vice Chairman Elmo “Butch” Lilley, Commissioners C. Mort
Hurst, Tommy W. Bowen and Derek Price, County Manager W. Russell Overman,
County Attorney J. Melvin Bowen and Clerk to the Board Linda G. Hardison were
present. No one was absent.

Chairman Smith called the meeting to order at 7:00 p.m. Following the Pledge of
Allegiance which was led by Commissioner Hurst, the Invocation was offered by
Commissioner Bowen.

AGENDA APPROVAL

Chairman Smith stated that information regarding the voting delegate for the North
Carolina Association of County Commissioners Annual Conference was received after
the agenda had been set, and it is due before the August meeting; therefore, he would like
to add this item to the Consent Agenda. He also asked that the Letter of Commendation
for Mr. Cowan which is Item 5 under New Business be moved to Item 3 under
Presentations. He then asked to switch items 7 and 8 because of switching out the
projectors. Commissioner Price asked that Item 6 be moved after New Business.
Commissioner Price indicated that he liked the presentations to follow the business
sessions so that the Commissioners won’t rush through the business items because so
much time was spent on the presentations.

Chairman Smith reiterated the changes to the agenda: NCACC Voting Delegate is added
to Consent Agenda; Letter of Commendation is added to Presentations; and Items 6 and 7
is moved after New Business.

Commissioner Price made a MOTION, with a SECOND by Commissioner Hurst, to
approve the agenda as amended. The motion was unanimously APPROVED by the
Board.

PUBLIC COMMENTS

No one signed up for Public Comments.

At this time, Chairman Smith introduced the elected officials in the audience: Sheriff
Dan Gibbs and Ms. Lylia Adams, Commissioner for the Town of Parmele.

CONSENT AGENDA

Commissioner Bowen made a MOTION, with a SECOND by Vice Chairman Lilley, to
approve the Consent Agenda as amended. The motion was unanimously APPROVED by
the Board, and the following items were approved with this motion.

1. Minutes of the June 10, 2009 Regular Meeting and the June 24, 2009 Special
Meeting.

2. Tax Collector’s Report for June, 2009.
                                                 June, 2009            Year to Date

       Property Taxes                        $    68,150.55        $ 12,224,842.92
       Motor Vehicles                            110,788.47           1,395,477.43
3. Tax Relief Orders for June, 2009 in the amount of $322.50.

Year
Levy   Name                           Remarks                        Value            Total
2008   Courtney Mary Ann E            Wreck MV                      4,605            72.99
2009   Fletcher Robert Lee            Bill of Sale                  2,435            38.59
2009   Harrison Frederick W           Bill of Sale                  4,910            41.49
2009   Meggison Jay Douglas           High Mileage                    840            13.31
2009   Peaks George Ronald            High Mileage                  4,275            35.70
2009   Powell William Gene            High Mileage                  1,750            14.62
2009   Roberson Keith Allen           Bill of Sale                  6,675           105.80

       Total Relief Orders                                                          322.50

4. Tax Refund Request – Jeanette B. Price: According to Tax Collector Christine
Blevins, Ms. Price is requesting a refund for a bank garnishment that was issued in April
2009 for taxes owed for the years 2007 and 2008. This payment was applied to the
wrong account. The bills represented by this garnishment were settled at a later date
leaving a zero balance for the garnishment. North Carolina General Statute 105-
381(a)(1) allows the release of a tax that is imposed through clerical error. Therefore, the
Tax Collector recommended the taxes paid in error be refunded. The amount requested
to be refunded is $1,864.06.

5. Declare Foreclosed Property Surplus: Tax Collector Christine Blevins has
requested that foreclosed property, parcel number 07-01753, be declared surplus property
so it can be sold.

6. Clerk’s Report for June 2009 was enclosed for informational purposes only.

7. NCACC Voting Delegate: Chairman Ronnie Smith was designated as the voting
delegate for Martin County at the 102 Annual Conference of the North Carolina
Association of County commissioners to be held in Catawba County, NC on August 27-
30, 2009.

PRESENTATIONS

JHS Softball Team: Commissioner Bowen had asked for the Jamesville High School
Softball Team to be invited to the meeting so they could publicly be recognized.
Chairman Smith asked Clerk Hardison to read the Resolution of Congratulations into the
record.
                    RESOLUTION OF CONGRATULATIONS
             2009 JAMESVILLE HIGH SCHOOL SOFTBALL TEAM

WHEREAS, the Martin County Board of Commissioners has learned with great pride of
the accomplishments of the Jamesville High School Softball Team; and

WHEREAS, the 2009 JHS Softball Team was an inexperienced group of ladies with only
one player returning from last year’s team; and

WHEREAS, the 2009 JHS Softball Team spent considerable time trying to find the
chemistry to make this group a “team”; and

WHEREAS, after losing two of their first three games, the JHS Softball Team won
eleven consecutive games which earned them a spot on the road to the playoffs; and

WHEREAS, during the playoffs, JHS won 2-1 over Perquimans; 1-0 over Williamston;
4-0 over Camden and 5-1 over Manteo; and

WHEREAS, the victory over Manteo advanced the JHS Softball Team to the North
Carolina High School Athletic Association Class 1-A State Championships at Walnut
Creek; and
WHEREAS, the JHS Softball Team fell 3-0 to North Johnston in the East Regional
followed by a 5-0 decision to East Surry to end its 2009 season with an overall 15-6
finish.

NOW, THEREFORE, BE IT RESOLVED by the Martin County Board of
Commissioners that the 2009 Jamesville High School Softball Team be publicly
congratulated for its accomplishments, dedication and commitment and be remembered
for years to come for its 2009 winning season.

Commissioner Bowen made a MOTION, with a SECOND by Commissioner Price, to
approve the Resolution of Congratulations for Jamesville High School Softball Team as
read. The motion was unanimously APPROVED by the Board.

A framed copy of the resolution was presented to the team and Coach Ritchie Ange along
with congratulations from each of the Commissioners.

Finance Office – GFOA Award: Chairman Smith announced that the Martin County
Finance Office has been awarded the prestigious Certificate of Achievement for
Excellence in Financial Reporting for the eighteenth (18th) consecutive year. The award
was presented to Finance Officer Cindy Ange with expressed appreciation to her and her
staff.

Letter of Commendation – Glen Cowan: Commissioner Hurst requested a Letter of
Commendation be written for Glen Cowan who was recently awarded a Lifetime
Membership in the North Carolina Association of Rescue and Emergency Medical
Services. This letter was presented to Mr. Cowan during the Board meeting to publicly
recognize Mr. Cowan’s contributions to Martin County and its citizens.

The following letter was read into the minutes by Clerk to the Board Linda Hardison.

Dear Mr. Cowan:

       On behalf of the Martin County Board of Commissioners, I would like to
congratulate you on being awarded Lifetime Membership in the North Carolina
Association of Rescue and Emergency Medical Services. This award was recently
presented at the 53rd Annual Convention which was held in Greenville, NC.

       The North Carolina Association of Rescue and Emergency Medical Services
represents all one hundred counties and has been in existence fifty-three years. You have
been a member of this organization thirty-four years. During this time you have capably
served on the following committees: Constitution Committee – currently Chairman;
Advisory Committee; Legislative Committee; Membership Committee; and Rescue
Competition Committee.

       Only twenty-four men and women have been chosen for this distinct honor. The
Martin County Board of Commissioners wants to publicly acknowledge our grateful
appreciation for all that you do for our community. Congratulations to you on this
splendid tribute to your abilities, achievements and citizenship.

Commissioner Hurst displayed the award that was presented to Mr. Cowan at the 53 rd
Annual Convention, and each Commissioner thanked Mr. Cowan for his service to the
citizens of Martin County.

PUBLIC HEARING – ROAP APPLICATION

Vice Chairman Lilley made a MOTION, with a SECOND by Commissioner Price, to
open the Public Hearing on the Rural Operating Assistance Program (ROAP) application
which will be submitted to the North Carolina Department of Transportation no later than
August 7, 2009. The motion was unanimously APPROVED, and the floor was opened
for comments at 7:32 p.m.
Ms. Betty Jo Keel, Director of Martin County Transit, reviewed the programs included in
the ROAP application.

               1. Elderly & Disabled Transportation Assistance (EDTAP) Program
                  provides operating assistance for the transportation of elderly and
                  disabled citizens. This transportation assistance allow for the
                  individual to reside for longer periods in their homes, thereby
                  enhancing their quality of life. For the purpose of EDTAP, an elderly
                  person is defined as one who reaches the age of 60 or more years. A
                  disabled person is defined as one who has a physical or mental
                  impairment that substantially limits one or more major life activity, an
                  individual who has a record of such impairment, or an individual who
                  is regarded as having such impairment. Total - $42,571.
               2. Employment Transportation Assistance Program is intended to provide
                  operating assistance for transitional Work First, workforce
                  Development Programs and general public employment transportation
                  needs. Total - $5,996.
               3. Rural General Public (RGP) Program funds are intended to provide
                  transportation service to individuals who are not human service agency
                  clients and live in non-urbanized areas. Total - $36,303.
               4. Supplemental EDTAP Total - $24,370.
               5. Supplemental EMPL Total - $7,440.
               6. Supplemental RGP Total $31,926.

               Total Application $148,606.

Since there were no comments from the public, the Commissioners discussed the
increased need for these services which is due to the present economic situation.
Charlotte Griffin, Mayor of Bear Grass, then asked if a citizen came to Williamston on
one van, could not complete his business before that vehicle returned, did he have to
return with that vehicle or could he return on another. Ms. Keel explained that a person
could return on another vehicle if a seat was available. Then the Board suggested that it
may be time to investigate the reinstatement of “The Loop”. This was a service of
specific stops that ran on a regularly scheduled basis.

Commissioner Hurst made a MOTION, with a SECOND by Vice Chairman Lilley, to
close the Public Hearing. The motion was unanimously APPROVED, and the Public
Hearing ended at 7:37 p.m.

Commissioner Price made a MOTION, with a SECOND by Commissioner Bowen, to
approve the ROAP application as presented. The motion was unanimously APPROVED
by the Board.

OLD BUSINESS

Albemarle Mental Health: Manager Overman explained that as of July 1st East
Carolina Behavioral Health is managing the Albemarle Mental Health LME. Martin
County should see little difference. County checks will be written to Albemarle Mental
Health and reports and presentations will be made by ECBH staff rather than AMH staff.
The goal is for our citizens to receive at least the same, if not a higher, level of services.

Manager Overman has discussed with ECBH staff about the use of the county facility at
the Health Department/Senior Center. It appears that they want to use the space that had
been planned to be used by AMH. A meeting has been scheduled with one of the
providers, Beaufort Regional Health Systems (Beaufort County Hospital), for next week
to discuss this. Commissioners expressed concerns about the county providing free space
to private providers and asked the Manager to investigate this.
Long Range Planning Update: Manager Overman is still working with Mitch Owen,
Cooperative Extension Service, to set a date in August or September for a planning
session(s). The Board asked the Manager to delay this retreat until the winter months.

Manager Overman will be working with Finance Officer Cindy Ange and the department
heads to put together a Capital Improvement Program (CIP) which is by definition “a
multi-year forecast of major capital projects, their capital costs, financing sources and the
impact of the projects on future operating budgets”. Most CIPs usually span five or six
years with some extending 10 years into the future. Once the CIP is prepared, it will
need to be updated annually.

DMV License Plate Agency Update: Manager Overman is moving forward with
decisions regarding the License Plate Agency. He and Tax Collector Christine Blevins
went to Edgecombe County to see how their operation is set up. The IT person from the
state is expected to visit the proposed site soon and renovations should begin within the
next couple of weeks.

Water District 3 Update: Manager Overman stated that he is working with The Wooten
Company to prepare for informational meetings in Jamesville prior to the bond
referendum which is scheduled for July 28, 2009. The meetings are scheduled for July
16th and 21st at the Jamesville High School auditorium at 7:00 p.m. There will be maps at
the meetings to show where the proposed lines will run, discuss estimated rates, explain
why the delay has occurred in moving this project forward, discuss the relationship with
the Water Authority and answer any questions the attendees might have.

The Commissioners advised the Manager to be sure all the facts are presented to the
people in the proposed water district so they will know the costs involved before they
cast a ballot.

NEW BUSINESS

Budget Amendments: Manager Overman explained that these budget amendments are
for the sole purpose of applying the 1% reduction to the Water District budgets.

                      BUDGET AMENDMENT ORDINANCE – 1

BE IT ORDAINED by the Martin County Board of Commissioners of Martin County,
North Carolina that the following amendments be made to the annual budget ordinance
for the fiscal year ending June 30, 2010.

Section 1. The following amounts are hereby appropriated in the Enterprise Fund for the
operation of the Water and Sewer District No. 1 and its activities for the fiscal year
beginning July 1, 2009 and ending June 30, 2010, in accordance with the chart of
accounts heretofore established for this district.
                                                         Increase       Decrease
Water & Sewer District No. 1
       Administration                                                   $ 1,768
       Water Operations                                                     453

Section 2. The following revenue is needed at this time in the Enterprise Fund for Water
and Sewer District No. 1 for the fiscal year beginning July 1, 2009 and ending June 30,
2010.
       Sales & Services                                                   $ 2,221

Section 3. Copies of this budget ordinance shall be furnished to the Clerk and to the
Finance officer to be kept on file by them for their direction in the disbursement of funds.
                      BUDGET AMENDMENT ORDINANCE – 2

BE IT ORDAINED by the Martin County Board of Commissioners of Martin County,
North Carolina that the following amendments be made to the annual budget ordinance
for the fiscal year ending June 30, 2010.

Section 1. The following amounts are hereby appropriated in the Enterprise Fund for the
operation of the Water and Sewer District No. 2 and its activities for the fiscal year
beginning July 1, 2009 and ending June 30, 2010, in accordance with the chart of
accounts heretofore established for this district:
                                                         Increase       Decrease
Water & Sewer District No. 2
       Administration                                                   $ 1,275
       Water Operations                                                     338

Section 2. The following revenue is needed at this time in the Enterprise Fund for Water
and Sewer District No. 2 for the fiscal year beginning July 1, 2009 and ending June 30,
2010.
       Sales & Services                                                   $ 2,222

Section 3. Copies of this budget ordinance shall be furnished to the Clerk and to the
Finance Officer to be kept on file by them for their direction in the disbursement of
funds.

Commissioner Hurst made a MOTION, with a SECOND by Vice Chairman Lilley, to
approve Budget Amendments 1 and 2 as presented. The motion was unanimously
APPROVED by the Board.

ABC Board Appointments: Commissioner Hurst made a MOTION, with a SECOND
by Commissioner Bowen, to reappoint Don Norman and Roscoe Harris to the ABC
Board for three-year terms which will expire July 30, 2012. The motion was
unanimously APPROVED by the Board.

NACo Voting Credentials: Vice Chairman Lilley made a MOTION, with a SECOND
by Commissioner Hurst, to select Chairman Ronnie Smith as the Voting Delegate and
Vice Chairman Elmo “Butch” Lilley as the alternate to the 2009 NACo Annual
Conference and allow the NCACC President or his designee to pick up the ballot in case
neither of the delegates pick up the ballot. The motion was unanimously APPROVED by
the Board.

Board of Education – Construction Bonds: Manager Overman included the following
information is each Commissioner’s packet for this meeting.

“Several weeks ago when I attended a workshop in Kinston about the American
Recovery Reinvestment Act of 2009 (ARRA) one of the presenters mentioned a new
component called Qualified School Construction Bonds which they indicated would be
either low or no interest bonds. I spoke to Dr. Daly on my return trip home about these to
see what he knew. He indicated at that time he had just heard of them but they did not
have any information about them yet. They have since received a memo and package
from the Department of Public Instruction (DPI) outlining the program. I have attached a
copy of that memo and the information sent with it. This information was presented to
the School Board on Monday night, June 29. I have also attached Dr. Daly’s cover sheet
presented to his board members.

In reading the materials you will see that Martin County has been allocated
$1,306,333.94 in bond proceeds that must be used for construction (including new
construction, rehabilitation, or repair of a public school; or for land acquisition for such a
facility. To be eligible for these funds, an application must be submitted to DPI no later
than July 31, 2009. The bonds must be issued by December 31, 2009 and the proceeds
spent within three years of the issue date. Funds not applied for will be reallocated to
other school districts that have applied.
I have attached a memo from Dr. Daly to me indicating that the Board of Education has
passed a motion to apply for the funds and have specified the funds received should be
applied towards the construction of a school to replace the current Williamston Middle
School. The Board has requested that the Board of Commissioners approve the
submission of the application. With the memo is a proposed spending plan and project
schedule.

I will try to summarize in bullet format what I think are important points about the
program and the proposed project:
    This is $1.3 million in bonds that have to be paid back. It is interest free however.
        If the bonds were paid back over twelve years it would cost approximately
        $109,000 per year.
    The proceeds can be used to purchase land and to pay for design services but not
        for a future project. These activities have to occur as part of the overall project
        and the school facility would have to be built within three years of the bond
        issuance.
    Other financing would have to be arranged for the remaining costs of the project.
    The Commissioners would have to commit to this project of building a new
        middle school by December 31, 2009 before this project could proceed.
    According to Dr. Daly an application for this project could be submitted but the
        project could be changed prior to the December 31 deadline if the Commissioners
        were not ready to support the construction of a new middle school. By submitting
        an application we could preserve the access to this interest free money.”

Dr. Daly was present to answer questions. Commissioner Price asked if these monies
were already earmarked for the Williamston Middle School and if this decision was
unanimous. Dr. Daly said he has been designated for the Middle School. Mr. Harrell
wanted to delay any decision because if felt that the School Board did not have enough
time to study these low or no interest bonds. However, Dr. Daly indicated that he had to
respond by July 31st and if they were interested it had to go before the County
Commissioners. Mr. Harrell and Mr. Heath voted against this decision.

Dr. Daly pointed out this is not “free” money and it must be paid back. However, this
money can be put in the bank and the interest from the money can be used to pay off the
loan.

Commissioner Price then asked if the application is approved, can the plans be changed.
Dr. Daly explained that he had already inquired about this and was told it is “assumed”
the plans could change but DPI is “not sure”.

Commissioner Hurst made a MOTION, with a SECOND by Vice Chairman Lilley, to
approve the Board of Education’s application for the Qualified School Construction
Bonds. The motion was unanimously APPROVED by the Board.

Authorize Grant Application – Moratoc Park: David Hodges, Mid-East RC&D
Council, has prepared another grant application for the Moratoc Park Improvements
project. This is an application for another pot of money for this project, not additional
work or improvements. If Martin County is successful in obtaining this federal grant, it
can be matched with anything other than federal funds, according to Mr. Hodges. The
total project cost is different from the PARTF grant application because there were some
expenses in the original application that are not eligible for funding in this program.

Since the Town of Williamston is co-applicant for this project, they have submitted a
letter of support to go with the application. The following resolution must be approved
and submitted with the application.
                                    RESOLUTION

WHEREAS, the Martin Board of County Commissioners desires to sponsor the Moratoc
Park Water-based Recreation Site Development Project, in Williamston, NC, the Board
wishes to demonstrate its support through the official adoption of this resolution.

WHEREAS, the community and surrounding region has undergone a number of
economic changes over the last several decades that increases the importance for our
leaders to explore new opportunities for economic and environmental sustainability;

WHEREAS, the historical significance and sentimental value attachment to the Moratoc
Park site offers Martin County and the Town of Williamston the unique opportunity to
engage in such partnership that will enhance recreational and eco-based community
development for citizens and visitors to this Tier 1 economically distressed County and
its surrounding region.

WHEREAS, the planned activities will increase water-based recreation and access to the
Roanoke River and Moratoc Park by offering the following improvements:
    Renovations to the Community-use building that includes foundation
      improvements, structure reinforcements, floor improvements, and restroom
      renovations to comply with ADAAA accessibility and to protect the natural
      scenic resources of the property and provide accessibility to the Roanoke River;
    Renovations to the attached fishing pier to increase passive recreation and meet
    ADAAA compatibility;
    New construction for a canoe/kayak launch site to improve safety and promote
    water based eco-tourism;
    New construction of a picnic shelter/outdoor restrooms for trail-head
      improvements and usage by recreational boaters;

NOW, THEREFORE, BE IT RESOLVED THAT:

1) The Board requests the State of North Carolina to provide financial assistance to the
   Martin Board of County Commissioners Moratoc Park Water-based Recreation Site
   Development Project in the amount of $295,675.00, or 50 percent of project
   construction cost, whichever is the lesser amount;

2) The Board assumes full obligation for payment of the balance of project costs;

3) The Board will obtain all necessary State and Federal permits;

4) The Board will comply with all applicable laws governing the award of contracts and
   the expenditure of public funds by local governments.

5) The Board will supervise construction of the project to assure compliance with permit
   conditions and to assure safe and proper construction according to approved plans and
   specifications;

6) The Board will obtain suitable spoil disposal areas as needed and all other easements
   or rights-of-way that may be necessary for the construction and operation of the
   project without cost or obligation to the State;

7) The Board will hold the State harmless from any damages that may result
   from the construction, operation and maintenance of the project;

8) The Board accepts responsibility for the operation and maintenance of the
   completed project.

Commissioner Hurst made a MOTION, with a SECOND by Vice Chairman
Lilley, to approve the Resolution – NC Division of Water Resources Water-Based
Recreation Site Development Grant Application as presented. The motion was
unanimously APPROVED by the Board.
Approve Participation in Regional Hazard Mitigation Plan: Manager
Overman reminded the Board that five years ago the county, along with all of the
municipalities within the county with the exception of Williamston, prepared and
adopted a Multi-jurisdictional Hazard Mitigation Plan. This plan was required for
future FEMA funding and provided a plan to use in preparing for natural and
man-made hazards. Martin County received a grant to pay the majority of the
cost. Williamston prepared its own plan prior to the county plan being prepared.

The plans have to be updated every five years and occasionally grant funding is
available to help pay for the plan. Martin County applied for funds at the same
time an application was submitted for the elevation project at Moratoc.
Unfortunately funding for the update to this plan was not approved. However, the
state has grant funds available to pay for a regional plan. Originally, we were
looking at a regional plan for Beaufort, Martin, Tyrrell and Washington counties,
but Beaufort received funding for a single county plan. The remaining three
counties are now ready to move forward with the project with the majority of the
funds coming from state and federal monies. It appears the most the plan will
cost is approximately $42,000 with the grant being at least $30,000. The
remaining $12,000 would be borne by the three counties and the municipalities
within those counties. Manager Overman recommended the Board authorize staff
to continue moving forward with the regional plan concept with Tyrrell and
Washington counties. Washington County has agreed to administer the grant
project. If approved, the county will contact the municipalities and advise them
that we will be moving in that direction.

The Town of Williamston has submitted a letter indicating their desire to
participate in the regional plan. Their current plan will expire before the regional
plan is completed so they have been advised by the state that they could be added
to our existing multi-jurisdictional plan by having their plan incorporated into the
county’s plan. This can be done by the Board of Commissioners adopting the
following resolution.

             RESOLUTION OF MARTIN COUNTY ALLOWING
              TOWN OF WILLIAMSTON TO BE JOINED INTO
                    HAZARD MITIGATION PLAN

WHEREAS, both the Town of Williamston and the County of Martin have
Hazard Mitigation Plans as endorsed by North Carolina Emergency Management;

AND WHEREAS, the Town of Williamston has requested to join with Martin
County in its Hazard Mitigation Plan so as to have a Multi-jurisdictional Plan and
the County has agreed that it will be beneficial to its citizens, the State of North
Carolina and FEMA that this Multi-jurisdictional Plan be in effect and include the
Town’s Plan;

BE IT RESOLVED by the Board of Commissioners of Martin County that the
Town be joined into the County’s Hazard Mitigation Plan and that the Town’s
plan be approved and incorporated into the County’s Plan.

Commissioner Hurst made a MOTION, with a SECOND by Vice Chairman
Lilley, that the County of Martin move forward with the Regional Hazard
Mitigation Plan and to approve the Resolution of Martin County Allowing Town
of Williamston to be Joined into Hazard Mitigation Plan. The motion was
unanimously APPROVED by the Board.

Approve Work Authorization 13 – LPA Group: The next scheduled project at
the Martin County Airport is the construction of T-hangars. Mr. Terry Bumpus
with The LPA Group has sent a letter indicating that the county should soon
receive the funds necessary to move forward with this project. They would like to
go ahead and begin the design services followed by bidding the project. As his
letter indicates the bidding environment is excellent now with bids coming in
significantly less than project estimates. This will surely change as the economy
picks up.

This work authorization would be for the following:
    Design                                               $ 12,246
    Bidding                                                 4,748
    Reproduction & postage                                  1,150
    DBE Plan Preparation                                    4,715

This work authorization does not include the Construction Administration and
Inspection services that will be necessary as we move into the construction phase
of the project. These services will be in a future work authorization.

Commissioner Hurst made a MOTION, with a SECOND by Commissioner
Bowen, to approve Work Authorization 13 with The LPA Group as presented and
authorize the Chairman to sign the necessary documents. The motion was
unanimously APPROVED by the Board.

Publish Tax Rates: Commissioner Hurst stated that he had asked for this item to
appear on the agenda. Manager Overman explained that the North Carolina
Association of County Commissioners are compiling these figures and they are
not ready. This item will be on next month’s agenda.

Resolution of Memoriam – Judge Clifton E. Johnson:                The following
resolution was prepared in memory of Judge Clifton E. Johnson.

                        RESOLUTION OF MEMORIAM
                           JUDGE CLIFTON E. JOHNSON

WHEREAS, the Martin County Board of Commissioners has learned with deep regret of
the untimely death of Judge Clifton E. Johnson; and

WHEREAS, Judge Johnson is Martin County’s native son, being born in Williamston on
December 9, 1941; and

WHEREAS, Judge Johnson began his education in the county schools; and

WHEREAS, Judge Johnson furthered his education at North Carolina Central University
earning an undergraduate degree as well as his Doctor of Jurisprudence; and

WHEREAS, Judge Johnson will be remembered for his history making by being the first
African American to:
    Be hired as an Assistant State Prosecutor for North Carolina
    Serve as District Court Judge for Mecklenburg County
    Serve as Chief District Court Judge
    Be appointed to the North Carolina Court of Appeals; and

WHEREAS, Judge Johnson was a devoted family man, retiring from the bench to tend
his ailing wife of 43 years; and

WHEREAS, Judge Johnson has faithfully served the citizens of this State and improved
the quality of life for the citizens of North Carolina.

NOW, THEREFORE, BE IT RESOLVED, that the name of Judge Clifton E. Johnson be
entered into the rolls of those who have gone from our midst this year so that he may be
remembered thereof.

Commissioner Bowen made a MOTION, with a SECOND by Commissioner Hurst, to
approve the Resolution of Memoriam – Judge Clifton E. Johnson as presented. The
motion was unanimously APPROVED by the Board.
RECESS

At 8:30 p.m. Chairman Smith called for a short recess.

ENERGY SYSTEMS GROUP PRESENTATION

Chairman Smith called the meeting back to order at 8:40 p.m.

Mr. James Bennett of Energy Systems Group presented his Preliminary Audit Findings
for energy savings. Before his presentation he introduced Mr. David Ames, Regional
Director of Energy Systems Group.

Mr. Bennett began his presentation by reviewing slides of areas that need to be addressed.
Following this, Mr. Bennett outlined his recommendations for cost savings as follows:
     Lighting – Upgrade T-12 lights magnetic ballast to T-3 Electronic ballast.
     Controls Upgrade
     Install new programmable communicating thermostat (secept GC)
     Water Conservation – install low flow aerators and flush valves
     Install UV disinfection light system
     Retro commissioning HVAC equipment and systems
     Upgrade cooling tower to a variable speed drive (GC)
     Distribution Loop retrofit-convert from constant volume to a variable volume
       system (remove existing booster pumps and primary loop pump and replace with
       new inverter duty motor complete with variable speed drive, remove existing 3-
       way control valves and replace with 2-way control valves) (GC)

Capital Improvements
    Remove and replace water source heat pumps (GC/COB/KOB)
    Remove and replace electric boiler with new high hi-efficiency unit
    Electrical Upgrade health Department

Summary
    Recommendations for changes in operation and maintenance systems
    Assistance with Capital Projects (Mental Health)
    Upgrade in facilities without incurring Constitutional Debt
    Savings of time and resources of Martin County staff
    Guaranteed utility savings of 26% or $35,045.00 per year

Mr. Bennett stated that in addition he will talk with Dominion Power to see if they have
any cost savings plans in place.

The Board thanked Mr. Bennett for the presentation. He was encouraged to continue his
investigation. The Board would like to meet with him again to hear his recommendations
after he has completed his investigation and discussed it with the Manager.

UPDATE ON WATER AUTHORITY

Manager Overman explained that the Martin County Regional Water and Sewer
Authority is at the point of making some major decisions and will be seeking significant
funds for the purpose of providing safe and abundant drinking water for the citizens of
Martin County for many years into the future. The Wooten Company has just completed
updating some information that was compiled for the County Water Resources Plan that
was prepared about five years ago to more accurately reflect actual data. As a result of
that review it appears that while slightly more expensive over time the most desirable
option is to continue proceeding with the surface water treatment plant. That is the
recommendation of the Authority.

The contractor has been authorized to drill test wells along the river to see if we will be
able to move forward with the riverbank infiltration process or if we will have to have an
intake structure placed in the river. The contractor will be doing the drilling as soon as
the river levels subside.
Mr. Chris Thomson with The Wooten Company presented the following information
concerning Water Treatment Plant Alternatives.

CCPCUA (Central Coastal Plain Capacity Use Area) Rules
   Effective August 1, 2002
   Intent
        - protect long term productivity of Cretaceous Aquifers
        - allow the use of ground water at a rate not exceeding the recharge rate
   Withdrawal reductions in 3 phases over 16 years

Zone                 Phase 1 Reduction     Phase 2 Reduction     Phase 3 Reduction
                      August 1, 2008        August 1, 2013        August 1, 2018

Dewatering Zone      25% from base rate    50% from base rate    75% from base rate

Salt Water        25% from base rate       50% from base rate    75% from base rate
Encroachment Zone

Declining Water      10% from base rate    20% from base rate    30% from base rate
Level Zone

Permitting Only Zone N/A                   N/A                   N/A

NEED: Demand is expected to exceed supply in 2015.

ALTERNATIVES

Notes:
   1. Costs are Preliminary and in 2009 dollars. Do not use for construction.
   2. Capital and O&M costs shown do not include finished water transmission.
   3. Costs for Options 1 and 5 assume Castle Hayne water would not require iron
       removal in addition to softening.

Option 1: 2 MGD (million gallons per day) Castle Hayne Aquifer Water Treatment
Plant and Well Field – a well field located over the Castle Hayne Aquifer west of
Jamesville.

Water Quality and Operations: (+) Regional familiarity with softening plants
                            (-) High hardness & possibly iron, both requiring treatment
                            (?) Salt water encroachment

Water Quantity:              (+) Sustainable up to 2 MGD
                             (+) No pending limits on supply

Capital Cost for WTP & Raw WL: $ 10,875,000

Operation & Maintenance Cost (per 1000 gal) for WTP & Raw WL: $ 1.15/1000 gallons

Annual Loan Payment (28 yrs. @ 3.5% interest, assumes $2 million grant): $425,800

Annual Cost (Loan Payment + O&M @ 2 MGD): $ 1,284,800

Present Worth Cost (2009): $ 25,615,000

Option 2: 2 MGD Cretaceous Aquifers Reverse Osmosis Water Treatment Plant and
Well Field – a reverse osmosis well field that draws in salty water to the southwest of
Jamesville.

Water Quality and Operations: (+) Regional familiarity with Reverse Osmosis plants
                            (-) High salt concentrations requiring treatment
Water Quantity:              (+) No current or pending limits on supply

Capital Cost for WTP & Raw WL: $ 12,550,000

Operation & Maintenance Cost (per 1000 gal) for WTP & Raw WL: $ 3.69/1000 gallons

Annual Loan Payment (8 yrs. @ 3.5% interest, assumes $2 million grant): $506,200

Annual Cost (Loan Payment + O&M @ 2 MGD): $ 3,197,200

Present Worth Cost (2009): $ 60,190,000

Option 3: 2 MGD Roanoke River Water Treatment Plant – a raw water intake plant on
the Roanoke River.

Water Quality and Operations: (-) Disinfection by-products
                            (_) Operator availability

Water Quantity:              (+) Abundant supply

Capital Cost for WTP & Raw WL: $ 16,075,000

Operation & Maintenance Cost (per 1000 gal) for WTP & Raw WL: $ 1.41/1000 gallons

Annual Loan Payment (8 yrs. @ 3.5% interest, assumes $2 million grant): $675,300

Annual Cost (Loan Payment + O&M @ 2 MGD): $ 1,703,800

Present Worth Cost (2009): $ 32,795,000

Option 4: 2 MGD River Bank Infiltration Water Treatment Plant and Well Field – well
intakes on the banks of the Roanoke River.

Water Quality and Operations: (+) Fewer issues with permitting intake

Water Quantity:              (+) Abundant supply

Capital Cost for WTP & Raw WL: $ 16,075,000

Operation & Maintenance Cost (per 1000 gal) for WTP & Raw WL: $ 1.44/1000 gallons

Annual Loan Payment (8 yrs. @ 3.5% interest, assumes $2 million grant): $675,300

Annual Cost (Loan Payment + O&M @ 2 MGD): $ 1,723,800

Present Worth Cost (2009): $ 33,155,000

Option 5: 4 MGD Castle Hayne Aquifer Water Treatment Plant and 1 MGD Black
Creek Aquifer Water Treatment Pland and Well Fields – a well field in the Black Creek
Aquifer south of Hassell and a well field at the Castle Hayne Aquifer west of Jamesville.

Water Quality and Operations: (+) Fewer disinfection by-products possible
                            (-) Operator Intensive

Water Quantity:              (+) No current or pending limits on supply

Capital Cost for WTP & Raw WL: $ 14,555,000

Operation & Maintenance Cost (per 1000 gal) for WTP & Raw WL: $ 1.36/1000 gallons

Annual Loan Payment (8 yrs. @ 3.5% interest, assumes $2 million grant): $602,400
Annual Cost (Loan Payment + O&M @ 2 MGD): $ 1,597,400

Present Worth Cost (2009): $ 31,465,000

Major Concern: There may be restrictions on river upstream at some time so we need
to tap into the river supply now.

The Board discussed the cost of water to the customers at length. The ultimate goal is to
have a uniform rate for all customers. Mr. Bucky Moore of The Wooten Company
explained that the Board needs to decide on the option of choice first and that will
determine the water rate.

The Town of Williamston has gone on record supporting the surface water treatment
plant.

USDA Funding

      Current USDA interest rate for loan is 3.5%
      USDA funding package may include a grant up to 45% of project cost
          - Exact grant % for this project To Be Determined
          - Previous cap on grant was $2 million
          - Costs on previous information assumed just $2 million in grant
      PER (Preliminary Engineering Report) is being completed for submission with
       funding request.

Following a lengthy discussion of water rates and the upcoming Bond Referendum for
District 3, Commissioner Hurst asked representatives of The Wooten Company what
their recommendation would be. They responded that they recommended the Roanoke
River option.

Commissioner Bowen made a MOTION, with a SECOND by Vice Chairman Lilley, to
choose either Option 3 or Option 4 depending on the results of the test drilling along the
Roanoke River. The motion was unanimously APPROVED by the Board.

BOARD REPORTS

Due to the late hour, the Commissioners did not offer Board Reports.

CLOSED SESSION – PERSONNEL – G.S. 143.318.11(a)(6)

Commissioner Price made a MOTION, with a SECOND by Commissioner Bowen, to go
into Closed Session to discuss Personnel according to G. S. 143-318.11(a)(6). The
motion was unanimously APPROVED by the Board, and the Closed Session began at
10:19 p.m.

ADJOURNMENT

Commissioner Price made a MOTION, with a SECOND by Commissioner Hurst, to end
the Closed Session. The motion was unanimously APPROVED, and the Closed Session
was ended at 10:48 p.m.

No action was taken in Closed Session.

There was a short discussion about all of Commissioner Price’s outside boards meeting
the same week. The Commissioners will work this out among themselves and possible
switch the Boards they serve on.
Commissioner Bowen discussed how late the Commissioners were receiving their
packets for this meeting. He suggested that the Manager have Timmie Modlin deliver the
packets each month.

Commissioner Hurst mentioned that the Board needs to look into hiring an Assistant
Manager. He said they will start looking for someone in January.

With no further business to discuss, Commissioner Bowen made a MOTION, with a
SECOND by Commissioner Price, to adjourn the meeting. The motion was unanimously
APPROVED, and the meeting was adjourned at 10:52 p.m.

The next regular meeting of the Martin County Board of Commissioners is scheduled for
Wednesday, August 12, 2009 at 7:00 p.m. in the Board Room of the Martin County
Governmental Center, 305 East Main Street, Williamston, North Carolina.




                            Ronnie Smith, Chairman




                            Linda G. Hardison, Clerk to the Board

								
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