The regular monthly meeting of the Mayor and the Board of Commissioners was held on June 14, 2022 at the Stovall Town Hall at 6:00 pm
Mayor Williford present and presiding
Board Members Present: Commissioner Doug Lunsford Jr., Commissioner Carl Roberts, Commissioner Ricky Sneed
Administrator Present: Janet C. Parrott
Police Chief Present: Craig Williams
Guest: James Cunningham, Lori Dutra
Planning Board Present: Glenn Hughes, Wayne Hutson, Allen Nelson, David Rivenbark, Dan Terry
Public Hearing: Mayor Williford opened the Public Budget Hearing on the 2022-2023 budget and led with the Pledge of Allegiance
Invocation: Commissioner Sneed spoke an opening prayer
Questions: Allen Nelson asked about a Revenue in the Budget, and Mayor Williford explained it was profit on the garbage services.
With there being no other questions, Commissioner Lunsford made a motion to close the Public Hearing. Commissioner Ricky Sneed seconded the motion. The motion carried unanimously.
Budget Ordinace: Mayor Williford presented the following ordinance:
TOWN OF STOVALL, NC BUDGET ORDINANCE FOR FISCAL YEAR JULY 1, 2022 AND ENDING JUNE 30, 2023.
BE IT ORDAINED by the Mayor and Board of Commissioners of the Town of Stovall, North Carolina in regular session assembled June 14, 2022.
Section I. That the following amounts are appropriated for the operation of Stovall government and tis activities for the fiscal year beginning July 01, 2022 and ending June 30, 2023 according to the following summary:
REVENUES
GENERAL FUND $312,147.00
POWELL BILL FUND 12,938.00
WATER FUND 290,957.00
TOTAL BUDGET $616,042.00
Section II GENERAL FUND-EXPENSES
General Government $190,706.00
Environment 37,600.00
Police 47,180.00
Contracted Services 5,800.00
Cemetery 4,130.00
Recreation 8,920.00
General Worker 6,998.00
Contingency 806.00
Debt Forgiveness 10,007.00
TOTAL GENERAL FUND EXPENSE $312,147.00
Section III. POWELL BILL STREET FUND EXPENSES
Powell Bill $12,938.00
TOTAL POWELL BILL EXPENSES $12,938.00
Section IV. WATER FUND EXPENSES
Operating Expenses $247,050.00
Non-Operating Expenses-Debt 43,907.00
TOTAL WATER FUND EXPENSES $290,957.00
Section V. Tax Rate: The is hereby levied for the fiscal year ending June 30, 2023 the following rate of taxes on each $100 assessed valuation of taxable property listed as of January 01, 2022:
Tax Rate = $0.49 per 100 Dollars Value
Tax Rated adopted on a motion made by Commissioner Lunsford.
The discount schedule for early payment of taxes is the same as Granville County’s Schedule.
Budget Ordinance adopted this 14th day of June, 2022 on a motion made by Commissioner Lunsford and by Commissioner Roberts. Commissioner Sneed opposed. I, Sandra B. Williford, Town Clerk for the Town of Stovall, North Carolina do certify herewith that the Board of Commissioners, in an official meeting held on June 30, 2022 duly adopted the foregoing Ordinance, and that same is a true copy.
Public Hearing/Comprehensive Plan: James Cunningham and Lori Dutra explained the objectives and goals associated with the Comprehensive Plan. They stated that Chapter 160D of the North Carolina General Statutes requires every County and Municipality adopt a Comprehensive Plan by July 1, 2022 in order to regulate zoning. Allen Nelson, as Chairman of the Planning Board, asked that this be tabled to give Planning Board Members a chance to review. Commissioner Lunsford made a motion to continue the meeting on Thursday, June 23, 2022 at 6:00 pm.
Approval of Minutes: Commissioner Sneed made a motion to accept and approve the May 2022 minutes as submitted. Commissioner Lunsford seconded the motion. The motion carried unanimously.
Water Report: Not available. Commissioner Lunsford stated Oxford read their meter 10 days earlier than Stovall read meters.
Police Report: Chief Craig Williams gave an activity report for the Police Dept. for the month. Activity was as follows:
· 207 miles of patrol
· 4 reports
· 2 citations
Census: Mayor Williford reported that Taylor St., Owen St., and Oak St. were not reported on the census. He and Administrator Parrott are still working on having it corrected.
Audit: Administrator Parrott reported she is still trying to find auditors for the audit due to W. L. Stark no longer doing audits.
W.L. Stark: W.L. Stark has offered the following services in a contract for 1 year: Bookkeeping services that include the recording of any depreciation, and recording any adjusting entries needed for the year. The bookkeeping services will cover the fiscal year ending June 30, 2022. They estimate their fees for the bookkeeping services and year-end entries will be $5,500, and the fees for the financial statement preparation services will be $1,500. They may also bill for out-of-pocket expenses such as word processing, postage, travel, etc. Commissioner Roberts motioned to approve the contract for 1 year. Commissioner Lunsford seconded the motion. The motion carried unanimously.
Surplus Equipment Sale: The Board agreed to have the surplus equipment set out on June 20th to start accepting bids.
Micro-Purchase Threshold Resolution: Commissioner Lunsford made a motion to approve and adopt the following Resolution. Commissioner Roberts seconded the motion. The motion carried unanimously.
RESOLUTION
OF
TOWN OF STOVALL
AUTHORIZING INCREASE IN MICRO-PURCHASE THRESHOLD
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WHEREAS, from time to time, the Town of Stovall purchases goods and services using federal funding subject to the procurement standards in 2 C.F.R. Part 200, Subpart D; and
WHEREAS, the Town of Stovall procurement of such goods and services is subject to the state Formal Bidding and Informal bidding procedures:
WHEREAS, the Town of Stovall is a non-Federal entity under the definition set forth in 2 C.F.R. § 200.1; and
WHEREAS, pursuant to 2 C.F.R. 200.320(a)(1)(ii), a non-Federal entity may award micro-purchases without soliciting competitive price or rate quotations if the non-Federal entity considers the price to be reasonable based on research, experience, purchase history or other information and documents that the non-Federal entity files accordingly; and
WHEREAS, pursuant to 2 C.F.R. 200.320(a)(1)(iii), a non-Federal entity is responsible for determining and documenting an appropriate micro-purchase threshold based on internal controls, an evaluation of risk, and its documented procurement procedures; and
WHEREAS, pursuant to 2 C.F.R. § 200.320(a)(1)(iv), a non-Federal entity may self-certify on an annual basis a micro-purchase threshold not to exceed $50,000 and maintain documentation to be made available to a Federal awarding agency and auditors in accordance with 2 C.F.R. § 200.334; and
WHEREAS, pursuant to 2 C.F.R. § 200.320(a)(1)(iv), such self-certification must include (1) a justification for the threshold, (2) a clear identification of the threshold, and (3) supporting documentation, which, for public institutions, may be a “higher threshold consistent with State law”; and
WHEREAS, G.S. 143-129(a) and G.S. 143-131(a) require the Town of Stovall to conduct a competitive bidding process for the purchase of (1) “apparatus, supplies, materials, or equipment” where the cost of such purchase is equal to or greater than $30,000, and (2) “construction or repair work” where the cost of such purchase is greater than or equal to $30,000; and
WHEREAS, North Carolina law does not require a unit of local government to competitively bid for purchase of services other than services subject to the qualifications-based selection process set forth in Article 3D of Chapter 143 of the North Carolina General Statutes (the “Mini-Brooks Act”); and
WHEREAS, G.S. 143-64.32 permits units of local government to exercise, in writing, an exemption to the qualifications-based selection process for services subject to the Mini-Brooks Act for particular projects where the aggregate cost of such services do not exceed $50,000; and
WHEREAS, pursuant to 2 C.F.R. 200.320(a)(1)(iv), the [Governing Board] of the [Unit] now desires to adopt higher micro-purchase thresholds than those identified in 48 C.F.R. § 2.101.
NOW THEREFORE, BE IT RESOLVED BY THE BOARD OF COMMISSIONERS OF THE TOWN OF STOVA
[1. In accordance with 2 C.F.R. § 200.320(a)(1)(iv) and the applicable provisions of North Carolina law, the [Unit] hereby self-certifies the following micro-purchase thresholds, each of which is a “higher threshold consistent with State law” under 2 C.F.R. § 200.320(a)(1)(iv)(C) for the reasons set forth in the recitals to this resolution:
A. $30,000, for the purchase of “apparatus, supplies, materials, or equipment”; and
B. $30,000, for the purchase of “construction or repair work”; and
C. $50,000, for the purchase of services not subject to competitive bidding under North Carolina law; and
D. $50,000, for the purchase of services subject to the qualifications-based selectio
Process in the Mini-Brooks Act; provided that such threshold shall apply to a contract only if the Unit has
exercised an exemption to the Mini –Brooks Act, in writing, for a particular project pursuant to G.S 143-64-32. It the exemption is not authorized the micro-project threshold shall be $0.
2. The self-certification made herein shall be effective as of the date hereof and shall be applicable until the [end of the current fiscal year][1] of the Unit, but shall not be applicable to Federal financial assistance awards issued prior to November 12, 2020, including financial assistance awards issued prior to that date under the Coronavirus Aid, Relief, and Economic Support (CARES) Act of 2020 (Pub. L. 116-136).
3. In the event that the Town of Stovall receives funding from a federal grantor agency that adopts a threshold more restrictive than those contained herein, the Unit shall comply with the more restrictive threshold when expending such funds.
4. The Unit shall maintain documentation to be made available to a Federal awarding agency, any pass-through entity, and auditors in accordance with 2 C.F.R. § 200.334.
5. The Stovall Town Board of Commissioner of the Unit are hereby authorized, individually and collectively, to revise the Purchasing Policy of the Unit to reflect the increased micro-purchase thresholds specified herein, and to take all such actions, individually and collectively, to carry into effect the purpose and intent of the foregoing resolution.
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Adopted this the 14th day of June, 2022
__________________________________Michael S. Williford
__________________________________Sandra B. Williford
[1] The self-certification must be made on annual basis. A best practice is to adopt the self-certification at the beginning of each fiscal year.
2021-2022 Budget Amendments: Commissioner Lunsford made a motion to accept and approve the amended Water Fund Budget. Commissioner Roberts seconded the motion. Commissioner Sneed opposed. Motion carried. Commissioner Lunsford made a motion to approve and accept the amended General Fund Budget. Commissioner Roberts seconded the motion. Commissioner Sneed opposed. Motion carried.
Increase in Reconnect Fees: Commissioner Lunsford made a motion to increase reconnect fees for services disconnected due to non-payment from $35 to $50. Commissioner Sneed seconded the motion. The motion carried unanimously.
Executive Session: Commissioner Sneed made a motion to go into executive session to discuss the sale of Town owned land. Commissioner Lunsford seconded the motion. The motion carried unanimously.
Commissioner Sneed made a motion to come out of executive session. Commissioner Lunsford seconded the motion. The motion carried unanimously.
Continuation: Commissioner Lunsford made a motion to continue the meeting on June 23, at 6:00 pm. Commissioner Roberts seconded the motion. The motion carried unanimously.
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Mayor Michael S. Williford
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Clerk Sandra B. Williford