s081208 special mtg-waterAugust 12, 2008
At 7:03 p.m., the Randolph County Board of Commissioners, having adjourned at 6:53
p.m. from a special joint meeting with the Asheboro City Council, reconvened to hear an update
and request to proceed with an application for a NC Rural Economic Development Center Grant
to assist with funding for a water line along Hwy. 64 East from the City of Asheboro's water
system at Salisbury Street down to the Blue Mist Restaurant; this item was tabled from the
August 4, 2008 meeting, pending a meeting with the NC Department of Environmental and
Natural Resources (DENR) to seek clarification on the maximum amount of grant funding the
County can expect from them on this project. Commissioners Holmes, Frye, Kemp, Lanier and
Haywood were present.
David Townsend, III, Public Works Director, reported that he and Commissioner Kemp
had met with a representative from DENR on August 8. The County had been previously
informed that it would be eligible for $500,000 from the State's (DENR) Underground Storage
Tank Cleanup Fund for funding assistance for a six-inch water line to serve 22 homes in the
Loflin Pond Road area, near the Blue Mist Restaurant. For several years, these homes have dealt
with contaminated groundwater from leaking underground fuel storage tanks. However, when
the issue was discussed at the Commissioners August 4, 2008 meeting, the Board decided to seek
additional funding from DENR, hence the August 8th meeting, where DENR promised up to $1.5
million (the estimated cost of a six-inch line from Salisbury Street to the affected homes near
Blue Mist).
Mr. Townsend said that if the County decided to upgrade to a 12 -inch line for potential
economic and industrial growth purposes, the estimated cost is $2.1 million. The County is also
eligible for a NC Rural Economic Development Center Grant of at least $500,000.
Commissioner Kemp offered another option of running the water line from the Deep
River bridge at Ramseur's city limits west on Hwy. 64 to the affected area. He said that because
of the topography between Asheboro and Blue Mist, there is more developable land along the
stretch of Hwy. 64 west toward Ramseur. It could also provide water to more county residents in
the Foxfire and Iron Mountain Road areas, should that need arise in the future. Mr. Townsend
said that a line from Ramseur would be more expensive because the lay of the land would
probably require a pumping station and a water tank. A line from Asheboro would be a gravity -
fed line. He said that he can have our engineering consultants, Hobbs Upchurch, study this
alternate route to determine the cost, and he added that either would be eligible for the grant
funding from DENR and the Rural Center.
On motion of Haywood, seconded by Frye, the Board voted unanimously to approve 1)
Authorizing Resolution for Filing of Application for NCREDC Funds for Water Line Projects
and Commitment for Supplemental Funding; 2) Supplemental Application (Certification by Chief
Elected Official); 3) Commitment of Other Funds Form; 4) Memorandum of Understanding
Between County and NCREDC; and 5) Conflict of Interest Statement, all of which follow:
Authorizing Resolution for Filing of Application for NCREDC Funds for Water Line Projects
and Commitment for Supplemental Funding
WHEREAS, in the summer of 2007 the North Carolina General Assembly included a $100 million
appropriation to the North Carolina Rural Economic Development Center in the FY2007-2009 state
budget, for the purpose of making grants to rural communities in need of water and wastewater
infrastructure improvements; and
WHEREAS, Randolph County has need for the elimination of contaminated water supply wells
and intends to provide a water main extension to serve the US Highway 64 area from the City of
Asheboro to Dewey Road (SR2256), including those portions ofLojlin Pond Road (SR2221),
Marshall Lane (Private) and Rocky Knoll Road (SR2666) affected by the noted contamination in
Randolph County; and
WHEREAS, Randolph County intends to request grant assistance in the amount of $1, 000, 000
from the NC Rural Center Supplemental Grants Program for the project;
NOW THEREFORE BE IT RESOLVED, BY THE BOARD OF COMMISSIONERS OF
f:7EY)TURN"reC/�
That Randolph County will arrange financing for all remaining costs of the project, if approved
for a grant.
That Randolph County will provide for efficient operation and maintenance of the project on
completion of construction thereof.
That the Chairman and the County Manager are hereby authorized to execute and file an
application on behalf of Randolph County with the NCREDC (Rural Center) for a grant to assist in
the construction of the project described above.
That the Chairman and the County Manager are hereby authorized and directed to furnish such
information as the Rural Center 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 Randolph County has substantially complied or will substantially comply with all Federal,
State, and local laws, rules, regulations, and ordinances applicable to the project and to the grants
pertaining thereto.
Supplemental Application
The attached statements and exhibits are hereby made part of this application and the undersigned
representative of the applicant certifies that the information in this application and the attached
statements and exhibits is true, correct, and complete to the best of his/her knowledge and belief. He/She
further certifies that:
1. as Authorized Representative, he/she has been authorized to file this application by formal action
of the governing body;
2. that the governing body agrees that if a grant from the Clean Water Partners ' Program is
awarded, the applicant will provide proper and timely submittal of all documentation requested
by the Grantor Agency (Rural Center);
3. that the governing body agrees to provide for proper maintenance and operation of the approved
project after its completion;
4. that the applicant has substantially complied with or will comply with all federal, state and local
laws, rules and regulations and ordinances as applicable to this project; and
S. that the applicant will adopt and place into effect on or before the completion of the project a
schedule of fees and charges which will provide for the adequate and proper operation,
maintenance and administration of the project.
Commitment of Other Funds between the North Carolina Rural Economic Development Center, Inc.
and Randolph County
Project Title: Elimination of Contaminated Water Supply Wells
Source
Memorandum of Understanding between the North Carolina Rural Economic Development Center,
Inc. and Randolph County
The purpose of this Memorandum of Understanding is to outline conditions and regulations for a
general working relationship between the North Carolina Rural Economic Development Center (Rural
Center) and the applicant organization regarding the Rural Center Supplemental Grant Program. The
following conditions and regulations apply to all Rural Center Supplemental Projects:
Disbursement Policy
(Use Abbreviations Below)
Grant or
Date
Loan?
$ Amount
Available
(Must be a dollar for dollar match)
>_ Rural Center funds requested
At Grant
Funds from the Applicant:
Randolph County
NIA
$1,150,000
Award
Federal Funds:
State Funds:
Private Funds (clearly identify):
Other (clearly identify):
Amount of this Grant Request:
At Grant
NC Rural Center
Grant
$1,000,000
Award'
TOTAL PROJECT FINANCING: $
2,150,000
Memorandum of Understanding between the North Carolina Rural Economic Development Center,
Inc. and Randolph County
The purpose of this Memorandum of Understanding is to outline conditions and regulations for a
general working relationship between the North Carolina Rural Economic Development Center (Rural
Center) and the applicant organization regarding the Rural Center Supplemental Grant Program. The
following conditions and regulations apply to all Rural Center Supplemental Projects:
Disbursement Policy
The Rural Center will disburse up to 90 percent of Supplemental grant funds upon submission of
satisfactory evidence other funds have been drawn down by 90 percent and that 100 percent of local
funds, if committed, have been expended. Documentation in support of expenses must accompany the
Financial Request Form. The final 10 percent will be disbursed upon completion of the project and
submittal of the final approved product.
Project Schedule
A timeline has been provided to the Rural Center as part of the application package. This
represents the adopted schedule for this project. The grantee understands that the Rural Center will
establish the date for termination of its contract using this information and that time is of the essence.
Updates or changes to the project schedule must be provided to the Rural Center as they are adopted
by the grantee for use in administering this project. Rural Center reserves the right to reject or ask
for further clarification regarding the timeline and its implementation.
Contract Time Requirements
Rural Center may revoke or revise its approval of funding for the project if work intended is not
under contract within six months after the Rural Center approval date of the project and if not
completed within one year ofRural Center approval. The Rural Center approval date will be
incorporated in the contract as the Commencement Date.
Changes in Project Scope
It is clearly understood that a change in the project scope may not be implemented without prior
written approval from Rural Center and submission to Rural Center of evidence of other funders
approval of the change(s). A change of scope will include any change to the project design, capacity
of the system, the number and/or type of customers served, or equipment items purchased.
Changes in Project Funding
It is further understood that if the grantee receives additional funding for the project after the
Rural Center approval, these funds cannot be used to reduce the amount of local funds pledged or to
displace other grant funds committed to this project; any such action could result in the reduction of
the Rural Center Supplemental grant by the amount of funds added to the project. If new funds are
made available to this project, the Rural Center must be notified immediately. Likewise, it is
understood that the local share, as pledged to the Rural Center in the original application, will not be
diminished in the event of a cost underrun in the completed project.
Cooperation with Primary Funder and Rural Center
It is understood that the grantee will cooperate with its other funders as identified in the
application and will provide information and reports as prescribed by the funder and will adhere to
all applicable regulatory and/or statutory requirements of the Primary Funder and the State ofNorth
Carolina particularly as they relate to the procurement of goods and services and in the maintenance
of proper accounting records.
Reporting Procedure
Quarterly progress reports will be submitted to Rural Center as set forth in the terms of the
contract document to be executed. The first report will be due 90 days from the date of award.
Subsequent quarterly reports will be required until project completion and close of the contract.
Final Report
A final report is required and will be due upon close of the project. This report must be submitted
and approved by the Rural Center prior to disbursement offinal funds.
Conflict of Interest Statement
Randolph County, a body politic and corporate, is apolitical subdivision of the State ofNorth
Carolina. All County officials and employees are aware of, and in full compliance with, NCGS 14-
234, "Director ofpublic trust contracting for his own benefit, participation in business transaction
involving public funds; exemptions. "
Adjournment
There being no further business, the meeting adjourned at 7:17 p.m.
J. Harold Holmes, Chairman Darrell L. Frye
Phil Kemp
Arnold Lanier
Stan Haywood
Cheryl A. Ivey, Clerk to the Board