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HomeMy WebLinkAbout070125 ws agenda packet revisedHarnett County Board of Commissioners Page | 1 WORK SESSION AGENDA – REVISED Date: Tuesday, July 1, 2025 Time: 9:00 a.m. Location: Commissioners Meeting Room Harnett County Resource Center & Library 455 McKinney Parkway, Lillington 1.Call to order – Chairman Matt Nicol 2.Pledge of Allegiance and Invocation – Commissioner Eddie Jaggers 3.Consider any additions and/or deletions to the published agenda. 4.Discuss a request to approve the lease agreement with NC Forest Service for office space located at the Ag Building at 126 Alexander Drive, Lillington; Kenneth Snipes, Facilities Maintenance Director 5.Discuss a request to award the Pest Control Services Bid; Kenneth Snipes, Facilities Maintenance Director 6.Discuss a request to award the Jetport Fuel Farm Bid to Browe Construction Company, Inc in the amount of $1,885,890.00; Bradley Abate, Harnett Regional Jetport Director 7.Discuss a request to adopt a resolution accepting a $1,000,000 Drinking Water State Revolving Fund Loan for the Lead & Copper Compliance Project; Tommy Burns, Harnett Regional Water Director 8.Discuss a request to consider and approve USDA Housing Preservation Grant HPG23 Assurance Agreement; Barry Blevins, General Services Director 9.Discuss Nonprofit Committee bylaws; Christopher Appel, Senior Staff Attorney 10.Discuss Harnett County First Responders Advisory Committee bylaws; Christopher Appel, Senior Staff Attorney 11.Discuss a request for permission to apply for the FEMA Hazard Mitigation Grant Program in the amount of $820,000 to support planned work for the Riverside Drainage Improvement Project; Coley Price, Deputy County Manager 12.Review applications to serve on Boards and Committees. 13.County Manager’s Report – Brent Trout, County Manager •July 7, 2025 Regular Meeting Agenda Review •Upcoming meetings and invitations 14.Closed Session 15.Adjourn HCBOC 070125 ws Pg. 1 Harnett County Board of Commissioners Page | 2 CONDUCT OF THE JULY 1, 2025 MEETING A livestream of the meeting will be on the Harnett County Government’s YouTube Channel at https://www.youtube.com/channel/UCU7mTF6HTD65x_98EhAMeMg/featured. HCBOC 070125 ws Pg. 2 Item 4 HCBOC 070125 ws Pg. 3 HCBOC 070125 ws Pg. 4 HCBOC 070125 ws Pg. 5 HCBOC 070125 ws Pg. 6 HCBOC 070125 ws Pg. 7 HCBOC 070125 ws Pg. 8 HCBOC 070125 ws Pg. 9 Board Meeting Agenda Item MEETING DATE: July 7, 2025 TO: HARNETT COUNTY BOARD OF COMMISSIONERS SUBJECT: Pest Control Services Bid Award REQUESTED BY: Facilities Maintenance (Kenneth Snipes) REQUEST: Harnett County Facilities Maintenance staff has completed its evaluation of the bids received for the above-mentioned solicitation. We recommend the award of the contract to Holloman Pest Control based on their bid of a two- year total of $53,120.00. FINANCE OFFICERS RECOMMENDATION: COUNTY MANAGERS RECOMMENDATION: Insert text here. Insert text here. Item 5 HCBOC 070125 ws Pg. 10 \\lecfile\department\Admin\Clerk to the Board docs\AGENDAS\2025\070125 ws\6.1 HRJ July 1 2025 Agenda Request.docx Page 1 of 1 Board Meeting Agenda Item MEETING DATE: July 7, 2025 TO: HARNETT COUNTY BOARD OF COMMISSIONERS SUBJECT: Harnett Regional Fuel Farm Bid Acceptance REQUESTED BY: Brad Abate, HRJ Director REQUEST: Request the following to be added to the July 1, 2025 Work Session agenda. Review and consider approval of the Jetport Fuel Farm Bid to Browe Construction Company, Inc in the amount of $1,885,890.00. FINANCE OFFICER’S RECOMMENDATION: COUNTY MANAGER’S RECOMMENDATION: Item 6 HCBOC 070125 ws Pg. 11 \\lecfile\department\Admin\Clerk to the Board docs\AGENDAS\2025\070125 ws\7.1 Funding Acceptance Resolution Agenda Request 6-23-25.docx Page 1 of 2 Board Meeting Agenda Item MEETING DATE: July 7, 2025 TO: HARNETT COUNTY BOARD OF COMMISSIONERS SUBJECT: Resolution Accepting Funding Offer for $1,000,000 Grant/Loan for Lead and Copper Compliance Project REQUESTED BY: Tommy Burns, HRW Director REQUEST: This is a formal request for the Board to adopt a resolution accepting a $1,000,000 Drinking Water State Revolving Fund Loan for the Lead & Copper Compliance Project. These funds, $600,000 of which are Principal Forgiveness, will be used to fund HRW's lead service line verifications throughout the County. Please place this item on the consent agenda the next available meeting. FINANCE OFFICER’S RECOMMENDATION: COUNTY MANAGER’S RECOMMENDATION: Item 7 HCBOC 070125 ws Pg. 12 \\lecfile\department\Admin\Clerk to the Board docs\AGENDAS\2025\070125 ws\7.1 Funding Acceptance Resolution Agenda Request 6-23-25.docx Page 2 of 2 HCBOC 070125 ws Pg. 13 HCBOC 070125 ws Pg. 14 \\lecfile\department\Admin\Clerk to the Board docs\AGENDAS\2025\070125 ws\8.1 25.06.24 USDA HPG agenda Request.docx Page 1 of 1 Board Meeting Agenda Item MEETING DATE: July 7, 2025 TO: HARNETT COUNTY BOARD OF COMMISSIONERS SUBJECT: USDA Housing Preservation Grant HPG23 Assurance Agreement REQUESTED BY: Barry A. Blevins REQUEST: General Services / Community Development Director requests the Board of Commissioners consider and approve Assurance Agreement (Under Title VI, Civil Rights Act of 1964) USDA Form RD 400-4. This assurance is required as a condition of receipt of Federal financial assistance, in this case, USDA Housing Preservation Grant - HPG23. Total amount of grant $85,000, no match required. Applications Received - 66 Families Served - 3 - Completed home repairs total - $ 49,150 Administrative Expense Cost - $ 355.51 Unallocated $$ Equal - $ 35,514.49 Homes Currently Out for Bid - 2 FINANCE OFFICER’S RECOMMENDATION: COUNTY MANAGER’S RECOMMENDATION: Item 8 HCBOC 070125 ws Pg. 15 HCBOC 070125 ws Pg. 16 HCBOC 070125 ws Pg. 17 HCBOC 070125 ws Pg. 18 Page 1 of 5 Bylaws of The Nonprofit Funding Committee ARTICLE I Name Section 1. Name - the name of this committee shall be The Nonprofit Funding Committee, herein referred to as "Committee". ARTICLE II Purpose and Powers Section 1. Purpose - the Harnett County Board of Commissioners (herein referred to as "the Board'') have created this Committee which shall ensure an accountable and consistent process for applying, reviewing, and approving the financial requests of nonprofits within the County of Harnett. In addition, the Committee will enable nonprofits within the County of Harnett to further the mission of the County, improving quality of life for all citizens. Section 2. Powers - This Committee shall have the power to approve or deny requests for funding. This approval/denial of funding will be a result of the nonprofit successfully completing the application process, along with providing all information necessary that is asked on the application. Committee members will review each individual request and discuss the amount of funding the County is willing to provide. The Committee will then provide recommendations to the County Manager, and in turn, the County Manager will provide the Committee's recommendations to the Board. Ultimately, the Board, while considering the Committee's findings, have the final decision about funding. ARTICLE III Members Section 1. Members - Members of this Committee will consist of five (5) volunteers appointed by the Board. In addition to the five Board-appointed members, the Committee will also consist of two (2) County Commissioners, and County staff as selected by the Board. Each Commissioner will select one (1) of the five Board-appointed members. Commissioners will choose a member who live in their respective districts. Section 2. Terms - Each committee member shall serve a three-year term and may not serve more than two consecutive terms of office. Each committee member's term of office shall begin upon the adjournment of the board meeting at which appointed and shall end upon the adjournment of the board meeting during which a successor is appointed. Terms of members should be staggered to ensure continuity. Item 9 HCBOC 070125 ws Pg. 19 Page 3 of 5 Section 3. Vacancies - The Board may fill vacancies due to the expiration of a member's term in office, resignation, death, or removal of a member. Vacancies shall be filled by the Board for the balance of the term of the member being replaced. Section 4. Officers - The officers of the committee shall be a committee chair, vice- chair, and secretary, all of whom shall be chosen by, and serve at the pleasure of the Board. Each committee officer shall have the authority and shall perform the duties set forth in these Bylaws or by resolution of the Board. One person may not hold more than one board office at any one time. Section 5. Compensation for Service – As stated throughout these Bylaws, the individuals that have accepted the appointment to the Committee are volunteers, and thus, will not be compensated for carrying out their duties as members. ARTICLE VI Officers Section 1. Chair - The committee chair shall be the chief volunteer officer of the corporation. The committee chair shall lead the committee in performing its duties and responsibilities and shall perform all other duties incident to the office or properly required by the Board. Section 2. Vice-Chair - In the absence or disability of the committee Chair, the vice-chair shall perform the duties of the Chair. When so acting, the vice-chair shall have all the powers of and be subject to all restrictions upon the Chair. Section 3. Secretary - The secretary shall keep or cause to be kept a book of minutes of all meetings and actions of members. The minutes of each meeting shall state the time and place that it was held and such other information shall be necessary to determine the actions taken and whether the meeting was held in accordance with these Bylaws. ARTICLE V Meetings Section 1. Application Deadline - Applications for requests of funding open February 1 each year and are accepted until the last working day in February. Applications received after that deadline will not be considered for funding, but may be considered by the Board at a later date. Section 2. Regular Meetings - Since all applications will be submitted and ready for review, at the latest, by March 1, regular meetings can be held between March 1 and March 31. Meetings can be as frequent as needed in order to compile recommendations for the County Manager. The Committee will seek to accommodate all member's schedules, therefore, all members present at the previous meeting will agree to times and dates of future meetings. Absent members will be notified of the meeting date by the Secretary in a timely manner. HCBOC 070125 ws Pg. 20 Page 4 of 5 Recommendations will be presented to the County Manager no later than March 31, unless otherwise directed by the Board or County Manager. Section 3. Special Meetings - Special meetings may be held after the date above to draft and send letters containing notification of the Board's decision. ARTICLE VI Manner of Acting Section 1. Quorum - A majority of the members on the Committee immediately before a meeting shall constitute a quorum for the transaction of business at that meeting of the board. No business shall be considered at any meeting at which a quorum is not present. Section 2. Majority Vote-The act of the majority of the members present at a meeting at which a quorum is present shall be the act of the Committee. Section 3. Hung Committee Decisions- On the occasion that members of the committee are unable to make a decision based on a tied number of vote, the County Manager shall have the power to swing the vote based on his/her decision. Section 4. Participation -Members may participate in a regular or special meeting through the use of any means of communication by which all members participating may simultaneously hear each other during the meeting, including in person, internet video, or by telephonic conference call. ARTICLE VII Notification of Decisions Section 1. Notification - After the Board has made the decision on what funds to allocate and to what nonprofits, the Committee will be responsible for notifying applicants of the Board's decision no later than June 30 via direct mail. Nonprofits that do receive approval for funding will be sent a memorandum of understanding that must be completed before funds are allocated. This memorandum will be sent with the letter notifying them of their approval. ARTICLE VIII Miscellaneous Section 1. Conflict of Interest - The Committee shall adopt and periodically review a conflict of interest policy to protect the Committee's interest adhere to the County of Harnett Conflict of Interest Policy when it is contemplating any transaction or arrangement, which may benefit any officer, member, or closely associated person of the Committee. HCBOC 070125 ws Pg. 21 Page 5of 5 I- Section 2. Nondiscrimination Policy - The officers, members, and persons served by this committee shall be selected entirely on a nondiscriminatory basis with respect to age, sex, race, religion, national origin, and sexual orientation_ It is the policy of this Committee not to discriminate on the basis of race, creed, ancestry, marital status, gender, sexual orientation, age, physical disability, veteran's status, political service or affiliation, color, religion, or national origin. Section 3. Bylaw Amendment - These Bylaws may be amended, altered, repealed, or restated by a vote of the majority of the committee members in office at any meeting. AMENDMENTS TO BYLAWS These bylaws were amended by a vote on the Hamett County Board of Commissioners on March 18, 2019. Amendments were made to Article V, Section 2 to extend allowable time for meetings from March 14 to March 31, and to extend the deadline for making a recommendation to the County Manager from March 15 to March 31. These bylaws were amended by a vote of the Harnett County Board of Commissioners On May 20, 2024. Revisions were made to Article VIII, Section 1, to reference the County of Harnett Conflict of Interest Policy that was updated on May 16, 2022. HCBOC 070125 ws Pg. 22 Page Sof 5 CONFLICT OF INTEREST POLICY AND AGREEMENT ARTICLE I PURPOSES It is important for the Nonprofit Funding Committee, its officers, and members to be aware that both real and apparent conflicts of interest sometimes occur in the course of conducting the affairs of the committee and that the appearance of the conflict can be troublesome even if there is in fact no conflict whatsoever. Conflicts occur because the many persons associated with the corporation should be expected to have, and do in fact, generally have multiple interests and affiliations and various positions of responsibility within the community. In these situations, a person will sometimes owe identical duties of loyalty to two or more people. The purpose of the conflict of interest policy is to protect the committee's interest of when it is contemplating entering into a transaction or arrangement that might benefit the private interest of office or member of the committee or might result in a possible excess benefit transaction. The conflict of interest policy is intended to supplement but not replace any applicable state and federal law. Conflicts are undesirable because they potentially or eventually place the interests of others ahead of the committee's obligations to its charitable purposes and to the public interest. Conflicts are also undesirable because they often reflect adversely upon the person involved and upon the institutions with which they are affiliated, regardless of the actual facts or motivations of the parties. However, the long-range best interests of the corporation do not require the termination of all association with persons who may have real of apparent conflicts that are harmless to all individuals involved. Each member of the committee has a duty of loyalty to the committee. The duty of loyalty generally requires a member to prefer the interest of the committee over member's interest or the interests of others. In addition, members of the committee shall avoid acts of self-dealing which may adversely affect the purpose of reputation of this committee. Committee Me mber Name Committee Member Signature Secretary Date HCBOC 070125 ws Pg. 23 Page 1 of 5 Bylaws of The Nonprofit Funding Committee ARTICLE I Name Section 1. Name - the name of this committee shall be The Nonprofit Funding Committee, herein referred to as "Committee". ARTICLE II Purpose and Powers Section 1. Purpose - the Harnett County Board of Commissioners (herein referred to as "the Board'') have created this Committee which shall ensure an accountable and consistent process for applying, reviewing, and approving the financial requests of nonprofits within the County of Harnett. In addition, the Committee will enable nonprofits within the County of Harnett to further the mission of the County, improving quality of life for all citizens. Section 2. Powers - This Committee shall have the power to approve or deny requests for funding. This approval/denial of funding will be a result of the nonprofit successfully completing the application process, along with providing all information necessary that is asked on the application. Committee members will review each individual request and discuss the amount of funding the County is willing to provide. The Committee will then provide recommendations to the County Manager, and in turn, the County Manager will provide the Committee's recommendations to the Board. Ultimately, the Board, while considering the Committee's findings, have the final decision about funding. ARTICLE III Members Section 1. Members - Members of this Committee will consist of five (5) volunteers appointed by the Board. In addition to the five Board-appointed members, the Committee will also consist of two (2) County Commissioners, and County staff as selected by the Board. Each Commissioner will select one (1) of the five Board-appointed members. Commissioners will choose a member who live in their respective districts. Section 2. Terms - Each committee member shall serve a three-year term and may not serve more than two consecutive terms of office. Each committee member's term of office shall begin upon the adjournment of the board meeting at which appointed and shall end upon the adjournment of the board meeting during which a successor is appointed. Terms of members should be staggered to ensure continuity. HCBOC 070125 ws Pg. 24 Page 3 of 5 Section 3. Vacancies - The Board may fill vacancies due to the expiration of a member's term in office, resignation, death, or removal of a member. Vacancies shall be filled by the Board for the balance of the term of the member being replaced. Section 4. Officers - The officers of the committee shall be a committee chair, vice- chair, and secretary, all of whom shall be chosen by, and serve at the pleasure of the Board. Each committee officer shall have the authority and shall perform the duties set forth in these Bylaws or by resolution of the Board. One person may not hold more than one board office at any one time. Section 5. Compensation for Service – As stated throughout these Bylaws, the individuals that have accepted the appointment to the Committee are volunteers, and thus, will not be compensated for carrying out their duties as members. ARTICLE VI Officers Section 1. Chair - The committee chair shall be the chief volunteer officer of the corporation. The committee chair shall lead the committee in performing its duties and responsibilities and shall perform all other duties incident to the office or properly required by the Board. Section 2. Vice-Chair - In the absence or disability of the committee Chair, the vice-chair shall perform the duties of the Chair. When so acting, the vice-chair shall have all the powers of and be subject to all restrictions upon the Chair. Section 3. Secretary - The secretary shall keep or cause to be kept a book of minutes of all meetings and actions of members. The minutes of each meeting shall state the time and place that it was held and such other information shall be necessary to determine the actions taken and whether the meeting was held in accordance with these Bylaws. ARTICLE V Meetings Section 1. Application Deadline - Applications for requests of funding open February 1 each year and are accepted until the last working day in February. Applications received after that deadline will not be considered for funding, but may be considered by the Board at a later date. Section 2. Regular Meetings - Since all applications will be submitted and ready for review, at the latest, by March 1, regular meetings can be held between March 1 and March 31. Meetings can be as frequent as needed in order to compile recommendations for the County Manager. The Committee will seek to accommodate all member's schedules, therefore, all members present at the previous meeting will agree to times and dates of future meetings. Absent members will be notified of the meeting date by the Secretary in a timely manner. HCBOC 070125 ws Pg. 25 Page 4 of 5 Recommendations will be presented to the County Manager no later than March 31, unless otherwise directed by the Board or County Manager. Section 3. Special Meetings - Special meetings may be held after the date above to draft and send letters containing notification of the Board's decision. ARTICLE VI Manner of Acting Section 1. Quorum - A majority of the members on the Committee immediately before a meeting shall constitute a quorum for the transaction of business at that meeting of the board. No business shall be considered at any meeting at which a quorum is not present. Section 2. Majority Vote-The act of the majority of the members present at a meeting at which a quorum is present shall be the act of the Committee. Section 3. Hung Committee Decisions- On the occasion that members of the committee are unable to make a decision based on a tied number of vote, the County Manager shall have the power to swing the vote based on his/her decision. Section 4. Participation -Members may participate in a regular or special meeting through the use of any means of communication by which all members participating may simultaneously hear each other during the meeting, including in person, internet video, or by telephonic conference call. ARTICLE VII Notification of Decisions Section 1. Notification - After the Board has made the decision on what funds to allocate and to what nonprofits, the Committee will be responsible for notifying applicants of the Board's decision no later than June 30 via direct mail. Nonprofits that do receive approval for funding will be sent a memorandum of understanding that must be completed before funds are allocated. This memorandum will be sent with the letter notifying them of their approval. ARTICLE VIII Miscellaneous Section 1. Conflict of Interest - The Committee shall adhere to the County of Harnett Conflict of Interest Policy when it is contemplating any transaction or arrangement, which may benefit any officer, member, or closely associated person of the Committee. HCBOC 070125 ws Pg. 26 Page 5of 5 I- Section 2. Nondiscrimination Policy - The officers, members, and persons served by this committee shall be selected entirely on a nondiscriminatory basis with respect to age, sex, race, religion, national origin, and sexual orientation_ It is the policy of this Committee not to discriminate on the basis of race, creed, ancestry, marital status, gender, sexual orientation, age, physical disability, veteran's status, political service or affiliation, color, religion, or national origin. Section 3. Bylaw Amendment - These Bylaws may be amended, altered, repealed, or restated by a vote of the majority of the committee members in office at any meeting. AMENDMENTS TO BYLAWS These bylaws were amended by a vote on the Hamett County Board of Commissioners on March 18, 2019. Amendments were made to Article V, Section 2 to extend allowable time for meetings from March 14 to March 31, and to extend the deadline for making a recommendation to the County Manager from March 15 to March 31. These bylaws were amended by a vote of the Harnett County Board of Commissioners on ____________. Revisions were made to Article VIII, Section 1, to reference the County of Harnett Conflict of Interest Policy that was updated on May 16, 2022. HCBOC 070125 ws Pg. 27 Page Sof 5 HCBOC 070125 ws Pg. 28 14/1429/162024 Page 1 Harnett County Policy for Funding Nonprofits Purpose To establish a policy that ensures an accountable and consistent process for submitting, reviewing, and approving nonprofit organization funding requests. This policy is subject to allocation of funds by the Board of Commissioners. Policy Harnett County Government has no statutory requirement to fund nonprofit agencies. However, the Board of Commissioners may consider providing funding to nonprofits that provide a vital service the County does not provide, or if the organization can deliver the service at a reduced cost or in a more expedient manner or to better the community. In each case, a Nonprofit Funding Committee comprised of citizens, elected officials and staff will carefully review applications for funding. The committee will make a recommendation for funding, which will be considered for approval by the Board of Commissioners. Approved requests will be funded for one year only and the organization must apply annually for consideration. Priorities Priority areas for funding include five categories – Human Services, Education, Health and Safety, Environment and Animal Welfare, and Arts, Culture and Recreation. Funding requests for Human Services may be reviewed and prioritized with the assistance of the Social Services Director, Health Director or a local mental health entity, or others as needed. Other subject matter experts may be called upon to review requests in the other categories if deemed necessary by the Committee. Eligibility •Organization shall be a registered with the IRS as a 501(c)(3) and a current solicitation license from the NC Secretary of State (or exemption letter). •Startups will be considered for funding, but must submit a budget and a plan of operation. •Religious entities, including churches, congregations, houses of worship, and faith-based organizations whose core functions/operations promote religious doctrine or are restricted to members of a particular faith may apply for funding to support social outreach and charitable services that benefit the community at large, but may not apply for general operating support. •Organization must serve Harnett County. If the organization serves multiple counties, then the funding requested must be limited to serving individuals within Harnett County. •Organizations must offer programs and services without discrimination based on age, race, national origin, ethnicity, gender, physical ability, sexual orientation, political affiliation, or religious belief. •Only one application will be allowed per organization per fiscal year. •Organization must provide articles of incorporation. •Organization must provide mission statement along with goals and objectives, as well as an organizational chart. •Nonprofit funding will not be awarded for the following: o Annual fund or capital campaigns; o Political activity of lobbying; HCBOC 070125 ws Pg. 29 14/1429/162024 Page 2 o Activities that are restricted to members of a particular faith community or promote a specific religious doctrine; o General operating support of an organization; o Loans; o Reimbusrsement of costs incurred prior to the start of the County’s fiscal cycle; o The direct benefit of named indivudals; and •o Sub-awards to third parties. • Human Services agencies applying for funding must have 501(c)(3) status verification through the IRS and a current solicitation license from the NC Secretary of State (or exemption letter). Procedures 1. Application Process • A public notice announcing the request for applications will be made on Harnett County’s website (www.harnett.org) and in the local newspapers by February 1 of each year to coincide with the annual budget process for the upcoming fiscal year. • The application form will be available digitally on Harnett County’s website, and physically in the Harnett County Public Library and in the County Manager’s Office. • Applications are due back to the County Manager’s Office by the last working day in February. The address is 420 McKinney Parkway (physical), PO Box 759, Lillington, NC 27546. • Applications received after the deadline will not be considered for inclusion in the annual budget for funding as part of the budget process, but may be considered by the Board of Commissioners at a later time. • Applications that are incomplete will be deemed ineligible for funding and will be returned to the organization with explanation of rejection. • Annual budget, board roster and a non-discrimination statement must be submitted with application. • Annual audit or financial review for prior year must be submitted with application. • All other funding sources for the prior year should be included with application. • Submission of a complete application is no assurance of funding. 2. Application Criteria • Organization must submit complete application by published deadline of the last working day in February. • Application must state community need for organization’s services and organization must provide a service that meets the description in the policy statement above. • Application must state how the requested funds would be used. • Awarded funds may only be used for services provided to the public by the requesting organization and may not be used for general operating expenses or capital improvements. • Application must state outcome-based goals and outline a plan to meet stated goals. • Application must include proof of 501(c)(3) status, proof of current solicitation license or exemption; and W-9. • Organization should specify its intended goals and outcomes for the program for which it is seeking funding. Formatted HCBOC 070125 ws Pg. 30 14/1429/162024 Page 3 • Organization must demonstrate diversity of funding sources. • Organization must demonstrate financial stability. 3. Review Process • Eligible applications will be reviewed by the Nonprofit Funding Committee, which will be comprised of five volunteers appointed by the Board of Commissioners, two Commissioners and select county staff. • A recommendation of agencies to fund and funding amounts will be presented to the County Manager by the Nonprofit Funding Committee no later than March 30. • The County Manager will provide the Nonprofit Funding Committee’s recommendations to the Board of Commissioners as part of the annual budget process. • The organizations that are selected for funding consideration must make presentations to the Board of Commissioners at a work session. • The Board of Commissioners will be responsible for determining the funding amount for each nonprofit organization chosen to receive funding. • Letters will be sent to applicants notifying them of the outcome of their requests no later than June 30. • Agencies that are awarded funding will be sent a memorandum of understanding which must be completed and returned in a timely manner. 4. Accountability • A financial report must be submitted at the end of the funding period, June 30. • A presentation at a County Board of Commissioners’ meeting must be given to update the Commissioners about how the County’s funds are being utilized during the County fiscal year in which the funds are used. • An annual program performance report which will include the use of the County’s funds and the accomplishments of the program must be submitted at the end of the funding period, June 30. • Failure to comply with any of the above requirements may result in suspension of current funding, elimination of future funding, and/or the return of awarded funds to the County. • Failure to use the funds in the manner described in the application and awarding Memorandum of Understanding may result in the suspension of current funding, the elimination of future funding, and/or the return of awarded funds to the County. HCBOC 070125 ws Pg. 31 4/29/2024 Page 1 Harnett County Policy for Funding Nonprofits Purpose To establish a policy that ensures an accountable and consistent process for submitting, reviewing, and approving nonprofit organization funding requests. This policy is subject to allocation of funds by the Board of Commissioners. Policy Harnett County Government has no statutory requirement to fund nonprofit agencies. However, the Board of Commissioners may consider providing funding to nonprofits that provide a vital service the County does not provide, or if the organization can deliver the service at a reduced cost or in a more expedient manner or to better the community. In each case, a Nonprofit Funding Committee comprised of citizens, elected officials and staff will carefully review applications for funding. The committee will make a recommendation for funding, which will be considered for approval by the Board of Commissioners. Approved requests will be funded for one year only and the organization must apply annually for consideration. Priorities Priority areas for funding include five categories – Human Services, Education, Health and Safety, Environment and Animal Welfare, and Arts, Culture and Recreation. Funding requests for Human Services may be reviewed and prioritized with the assistance of the Social Services Director, Health Director or a local mental health entity, or others as needed. Other subject matter experts may be called upon to review requests in the other categories if deemed necessary by the Committee. Eligibility •Organization shall be a registered with the IRS as a 501(c)(3) and a current solicitation license from the NC Secretary of State (or exemption letter). •Startups will be considered for funding, but must submit a budget and a plan of operation. •Religious entities, including churches, congregations, houses of worship, and faith-based organizations whose core functions/operations promote religious doctrine or are restricted to members of a particular faith may apply for funding to support social outreach and charitable services that benefit the community at large, but may not apply for general operating support. •Organization must serve Harnett County. If the organization serves multiple counties, then the funding requested must be limited to serving individuals within Harnett County. •Organizations must offer programs and services without discrimination based on age, race, national origin, ethnicity, gender, physical ability, sexual orientation, political affiliation, or religious belief. •Only one application will be allowed per organization per fiscal year. •Organization must provide articles of incorporation. •Organization must provide mission statement along with goals and objectives, as well as an organizational chart. •Nonprofit funding will not be awarded for the following: o Annual fund or capital campaigns; o Political activity of lobbying; HCBOC 070125 ws Pg. 32 4/29/2024 Page 2 o Activities that are restricted to members of a particular faith community or promote a specific religious doctrine; o General operating support of an organization; o Loans; o Reimbursement of costs incurred prior to the start of the County’s fiscal cycle; o The direct benefit of named individuals; and o Sub-awards to third parties. Procedures 1. Application Process • A public notice announcing the request for applications will be made on Harnett County’s website (www.harnett.org) and in the local newspapers by February 1 of each year to coincide with the annual budget process for the upcoming fiscal year. • The application form will be available digitally on Harnett County’s website, and physically in the Harnett County Public Library and in the County Manager’s Office. • Applications are due back to the County Manager’s Office by the last working day in February. The address is 420 McKinney Parkway (physical), PO Box 759, Lillington, NC 27546. • Applications received after the deadline will not be considered for inclusion in the annual budget for funding as part of the budget process, but may be considered by the Board of Commissioners at a later time. • Applications that are incomplete will be deemed ineligible for funding and will be returned to the organization with explanation of rejection. • Annual budget, board roster and a non-discrimination statement must be submitted with application. • Annual audit or financial review for prior year must be submitted with application. • All other funding sources for the prior year should be included with application. • Submission of a complete application is no assurance of funding. 2. Application Criteria • Organization must submit complete application by published deadline of the last working day in February. • Application must state community need for organization’s services and organization must provide a service that meets the description in the policy statement above. • Application must state how the requested funds would be used. • Awarded funds may only be used for services provided to the public by the requesting organization and may not be used for general operating expenses or capital improvements. • Application must state outcome-based goals and outline a plan to meet stated goals. • Application must include proof of 501(c)(3) status, proof of current solicitation license or exemption; and W-9. • Organization should specify its intended goals and outcomes for the program for which it is seeking funding. • Organization must demonstrate diversity of funding sources. • Organization must demonstrate financial stability. HCBOC 070125 ws Pg. 33 4/29/2024 Page 3 3. Review Process • Eligible applications will be reviewed by the Nonprofit Funding Committee, which will be comprised of five volunteers appointed by the Board of Commissioners, two Commissioners and select county staff. • A recommendation of agencies to fund and funding amounts will be presented to the County Manager by the Nonprofit Funding Committee no later than March 30. • The County Manager will provide the Nonprofit Funding Committee’s recommendations to the Board of Commissioners as part of the annual budget process. • The organizations that are selected for funding consideration must make presentations to the Board of Commissioners at a work session. • The Board of Commissioners will be responsible for determining the funding amount for each nonprofit organization chosen to receive funding. • Letters will be sent to applicants notifying them of the outcome of their requests no later than June 30. • Agencies that are awarded funding will be sent a memorandum of understanding which must be completed and returned in a timely manner. 4. Accountability • A financial report must be submitted at the end of the funding period, June 30. • A presentation at a County Board of Commissioners’ meeting must be given to update the Commissioners about how the County’s funds are being utilized during the County fiscal year in which the funds are used. • An annual program performance report which will include the use of the County’s funds and the accomplishments of the program must be submitted at the end of the funding period, June 30. • Failure to comply with any of the above requirements may result in suspension of current funding, elimination of future funding, and/or the return of awarded funds to the County. • Failure to use the funds in the manner described in the application and awarding Memorandum of Understanding may result in the suspension of current funding, the elimination of future funding, and/or the return of awarded funds to the County. HCBOC 070125 ws Pg. 34 1 BYLAWS OF HARNETT COUNTY FIRST RESPONDERS ADVISORY COMMITTEE ARTICLE I NAME This organization shall be known as the Harnett County First Responders Advisory Committee. It is hereinafter referred to as the “Committee”. ARTICLE II PURPOSE The duties and responsibilities of the Committee shall be to advise the Harnett County Board of Commissioners (hereinafter referred to as the “Commissioners”) on matters affecting fire, law enforcement, emergency medical, emergency management and their needs. Such responsibilities include, but are not limited to: 1.To discuss and provide solutions to issues that arise in the fields of law enforcement, fire, emergency medical services, and emergency management. 2.To identify critical funding needs and resources. 3.To develop regional guidance, training, and tactical strategies. 4.To promote public outreach, education, and awareness to both first responders and the public. 5.To promote and enhance collaboration, preparedness, and responsiveness for events, incidents, and disasters. ARTICLE III MEMBERSHIP Section 1. Members Membership on the Committee shall be limited to ten (10) members appointed by the Commissioners as follows: 1.One member from the Harnett County Emergency Services Department. 2.One member from the Harnett County Sheriff’s Office. 3.One member from the Harnett County E911 Communications Center 4.One member from a Harnett County municipal police department. 5.One member from the Harnett County Fire Chiefs Association. 6.One member from the Harnett County Manager’s Office. 7.A member representing each of the County’s five voting districts. The Committee shall also contain two ex-officio non-voting members from the Harnett County Board Item 10 HCBOC 070125 ws Pg. 35 2 of Commissioners. The voting district members shall be individuals with knowledge and experience in the field of law enforcement, fire, or emergency services. Section 2. Terms The members of the initial Committee shall serve staggered terms with the members from the Harnett County Emergency Services Department, Harnett County Sherrif’s Office, and Harnett County Manager’s Office serving an initial term of one (1) year, members from the police department and Fire Chiefs Association serving an initial two (2) year term, and members from each of the five voting districts serving an initial three (3) year term. Thereafter, all Committee members shall serve three (3) year terms, or for the remainder of the unexpired term of a member who has resigned or otherwise vacated their membership position. Committee members shall not be permitted to serve more than two consecutive full terms, not including any initial term of less than three (3) years, without an intervening period of one (1) year between appointments. Section 3. Removal of Members Committee members serve at the pleasure of the Commissioners and may be removed, with or without cause, at any time, by a majority vote of the Commissioners. Section 4. Vacancies in Membership Any vacancy occurring in the membership of the Committee shall be filled by the Commissioners. Members may be reappointed to an additional term in accordance with Section 2 above. Section 5. Voting Members All of the members designated in Section 1, above, shall be voting members of the Committee with the exception of ex-officio members. Section 6. Quorum A majority of all active members present at a meeting shall constitute a quorum of the Committee and an affirmative vote of the majority of the members present at a meeting of the Committee shall be required to constitute official action of the Committee. ARTICLE IV OFFICERS Section 1. The officers shall include: a Chairperson, designated by the Commissioners; Vice- Chairperson, designated by the Committee; and such other officers as the Committee membership deem proper. The Chairperson shall serve an initial two (2) year term and may be reappointed by the Commissioners for one additional two (2) year term. The Vice-Chairperson and all other officers HCBOC 070125 ws Pg. 36 3 shall be elected by a majority of the Committee for a period of one (1) year and may be reelected for three (3) additional one (1) year terms only. Vacancies may be filled or new officers created and filled at any meeting by the Committee membership. Each officer shall hold office until his or her successor shall have been duly qualified and elected. Section 2. The duties of officers shall be such as usually apply to officers, except as herein specifically provided, and in addition thereto, such further duties as may be designated from time to time by the Committee membership and the Commissioners. Section 3. The Chairperson shall perform other duties as necessary and incidental to the proper administration of the offices of the Committee, except such duties as are specifically delegated to other officers. He or she shall be charged with the responsibility of appointing the chairpersons of all special and standing committees. Section 4. In the absence of the Chairperson, the Vice-Chairperson shall perform the duties of the Chairperson and, when so acting, shall have all the powers of and be subject to all the restrictions upon the Chairperson. The Vice-Chairperson shall perform such other duties as from time to time may be assigned him or her by the Chairperson. Section 5. Any officer appointed by the Committee serves at the pleasure of the Commissioners and may be removed with or without cause by a majority vote of the Commissioners. Should a vacancy occur in any office as a result of death, resignation, removal, disqualification, or any other cause, the Committee membership may delegate the powers and duties of such office to any officer or to any member until such time as a successor for said office is elected and appointed. ARTICLE V MEETINGS Section 1. Regular Meetings The Committee shall meet at least quarterly at a place as shall be designated in the notice of meeting. Designated Harnett County staff shall be present to assist the Committee. Section 2. Special Meetings The Chairperson or Commissioners may call such special meetings as may be deemed necessary to carry out the duties of the Committee. HCBOC 070125 ws Pg. 37 4 Section 3. Hearings The Committee shall hold such hearings as it may deem necessary and desirable at such times and places as may be determined by a majority vote of the Committee at a regular meeting. Section 4. Agenda Any member may request the Chairperson to place an item on the agenda. If the Chairperson should decline to place a requested item on the agenda, a member may have such item placed on the agenda by submitting it in writing to the Chairperson with supporting signatures of three members. Section 5. Rules of Order The deliberations of all meetings of the Committee and its various sub-committees shall be governed by Robert’s Rules of Order, Newly Revised. Section 6. Notice of Meetings All meetings and hearings conducted by the Committee shall be properly noticed pursuant to the Open Meetings laws of the State of North Carolina. Notice of the time, place, and agenda items to be considered at each meeting shall be given in writing to all members at least one week prior to each meeting. Any matters not appearing on the agenda may be considered upon a favorable vote of a majority of the members present to do so. Notice of special meetings and intended agenda items shall be given to all Committee members in writing or by phone at least three days in advance of any special meeting. Section 7. Cancellation of Meetings All meetings, both regular and special, may be cancelled by giving reasonable notice to each member of the Committee and by posting a Notice of Cancellation at the place of meeting. Section 8. Reporting The Committee shall make a report of attendance, key issues discussed, and recommendations to the Commissioners after each quarterly meeting. The report shall be drafted by a designated Committee member or County staff, approved and signed by the Chairperson, and submitted to the Clerk to the Commissioners. ARTICLE VI VOTING Section 1. One Vote Ea ch Each voting Committee member, including the Chairperson, shall be entitled to one vote. HCBOC 070125 ws Pg. 38 5 Section 2. Proxy Votes No member shall vote by proxy. Section 3. Abstentions Members may register their abstention on any vote which shall be reflected in the minutes, and members are encouraged to abstain on matters which would pose for them any conflict of interest. Section 4. Determination of Actions All final actions, positions, or policy recommendations shall require the favorable vote of a majority of those members present at a duly called meeting. ARTICLE VII AMENDMENTS These bylaws may be altered, amended, or rescinded at any meeting by the vote of two- thirds of all the voting members of the Committee, provided that at least two weeks written notice, including the proposed changes, is given of the intention to alter, amend, or rescind the bylaws at any such meeting. The bylaws may also be altered, amended, or rescinded by a majority vote of the Commissioners, provided that at least two weeks written notice, including the proposed changes, is given to the Committee of the intention to alter, amend, or rescind the bylaws. All altered, amended, or rescinded bylaws are subject to final approval by the Commissioners. ARTICLE VIII RATIFICATION PROVISIONS The bylaws of the Harnett County First Responders Advisory Committee are hereby approved by the Harnett County Board of Commissioners this ____ day of July 2025. __________________________________________________ Matthew B. Nicol, Chairman HCBOC 070125 ws Pg. 39 6 HCBOC 070125 ws Pg. 40 \\lecfile\department\Admin\Clerk to the Board docs\AGENDAS\2025\070125 ws\11.1 Request Form - Riverside FEMA Mitigation Grant.docx Page 1 of 1 Board Meeting Agenda Item MEETING DATE: July 7, 2025 TO: HARNETT COUNTY BOARD OF COMMISSIONERS SUBJECT: FEMA Hazard Mitigation Grant Program REQUESTED BY: Lynn Lambert, Natural Resources Director REQUEST: Soil and Water Conservation is requesting permission to apply for the FEMA Hazard Mitigation Grant Program in the amount of $820,000 to support planned work for the Riverside Drainage Improvement Project. Funding would be used for final modeling and engineering needed for project construction. The grant is 75% FEMA and 25% State with a 0% required match. In addition, we also request approval of a Resolution designating Brent Trout and Coley Price as the applicant's agents. FINANCE OFFICER’S RECOMMENDATION: COUNTY MANAGER’S RECOMMENDATION: Item 11 HCBOC 070125 ws Pg. 41 Riverside Community Drainage Improvements Harnett County, NC MITIGATION MEASURE The project addresses excessive stormwater runoff in Harnett’s Riverside Community. Funding will support studies and design that address necessary modifications to the present stormwater collection network and to restore the Beaverdam Swamp Canal for effective flood conveyance capacity. Benefit-Cost Analysis Focus This Advance Assistance request would not require a BCA, and funding would support project scoping, modeling, engineering, site planning, and public engagement for future HMGP-eligible construction. HOW READY IS IT? The County has completed a Preliminary Engineering Report and have implemented one of the report’s recommendations to reduce community flooding. Project #CONCEPT PRELIMINARY DESIGN 60% Design w/ Costs Final Design & Engineering Contract Ready Permitting & EHP $820,000 Amount Requested HCBOC 070125 ws Pg. 42 REGIONAL HAZARD MITIGATION PLAN ALIGNMENT This project incorporates flood risk reduction, area infrastructure mitigation and improvements to both groundwater quality and quantity identified in the Cape Fear Regional Hazard Mitigation Plan, adopted by Harnett County on January 19, 2021. WHAT ELSE DO YOU THINK WOULD BE HELPFUL FOR THE PANEL TO KNOW ABOUT THIS PROJECT? This is a historic issue that has worsened in the past 10 years in a vulnerable community. The County completed a Preliminary Engineering Report in 2024 with H&H modeling, identifying culverts, by -pass canals, and drainage improvements to reduce flooding in the Riverside community. Initial efforts began in 2021 with an assessment and obstruction removal. The County has maximized its investment capacity and held two public meetings to gather input and present findings. Recommendations include: Harnett County, NC o Clearing Obstructions in Beaverdam Swamp Canal o Restoration of Drainage Conveyances o Installation of New Culverts along Bunnlevel Erwin Road o Rerouting Drainage Eastward from Beaver Road o Upsizing Culverts at Bunnlevel Erwin Road & Beaver Road o Restoring Beaverdam Swamp Canal Conveyance HCBOC 070125 ws Pg. 43 JULY 1, 2025 APPOINTMENTS NEEDED HARNETT COUNTY PUBLIC LIBRARY BOARD OF TRUSTEES There are two vacancies on this Board, one for District 3 and one for District 4. We have received an application from Jennifer Seagraves. She would like to be considered for the District 3 vacancy. (Application attached). We have received an application from Emily Kingston. She would like to be considered for the District 3 vacancy. (Application attached). We have received an application from Lisa Denning. She would like to be considered for the District 3 vacancy. (Application attached). We have received an application from Anna Coats. She would like to be considered for the District 3 vacancy. (Application attached). We have received an application from Linda Underwood. She would like to be considered for the District 3 vacancy. (Application attached). We have received an application from Shernita Kelly. She would like to be considered for the District 3 vacancy. (Application attached). We have received an application from Michell Hankins. She would like to be considered for the District 3 vacancy. (Application attached). We have received an application from Angela Hill. She would like to be considered for the District 3 vacancy. (Application attached). We have received an application from Annaleah Morrow. She would like to be considered for the District 4 vacancy. (Application attached). We have received an application from Lin Coker. He would like to be considered for the District 4 vacancy. (Application attached). We have received an application from Ashley Arnold. She would like to be considered for the District 4 vacancy. (Application attached). We have received an application from John Stull. He would like to be considered for the District 4 vacancy. (Application attached). We have received an application from Wendy Moorehead. She would like to be considered for the District 4 vacancy. (Application attached). We have received an application from Krissy McLean. She would like to be considered for the District 4 vacancy. (Application attached). We have received an application from Dr. Daniel Seda. He would like to be considered for the District 4 vacancy. (Application attached). Item 12 HCBOC 070125 ws Pg. 44 HARNETT COUNTY COMMISSION FOR WOMEN AND YOUTH There are three vacancies on this Board, one for District 2, one for District 4, and one for District 5. We have received an application from Ersertavia Ford-Godfrey. She would like to be considered for the District 4 vacancy. (Application attached). HCBOC 070125 ws Pg. 45 HCBOC 070125 ws Pg. 46 HCBOC 070125 ws Pg. 47 HCBOC 070125 ws Pg. 48 HCBOC 070125 ws Pg. 49 HCBOC 070125 ws Pg. 50 HCBOC 070125 ws Pg. 51 HCBOC 070125 ws Pg. 52 HCBOC 070125 ws Pg. 53 HCBOC 070125 ws Pg. 54 HCBOC 070125 ws Pg. 55 HCBOC 070125 ws Pg. 56 HCBOC 070125 ws Pg. 57 HCBOC 070125 ws Pg. 58 HCBOC 070125 ws Pg. 59 HCBOC 070125 ws Pg. 60 HCBOC 070125 ws Pg. 61 HCBOC 070125 ws Pg. 62 HCBOC 070125 ws Pg. 63 HCBOC 070125 ws Pg. 64 HCBOC 070125 ws Pg. 65 HCBOC 070125 ws Pg. 66