NC - Smithfield: Council

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Issues discussed this meeting include:

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Council

Mayor M. Andy Moore

Mayor Pro-Tem John A. Dunn

Council Members Marlon Lee David Stevens Travis Scott David Barbour Stephen Rabil Roger A. Wood

Tagged Passions:council

Town Attorney Robert Spence, Jr.

Tagged Passions:legal

Town Manager Michael L. Scott

Tagged Passions:manager

Finance Director Greg Siler

Tagged Passions:finance

Town Clerk Shannan Parrish

Town Council Agenda Packet

Meeting Date: Tuesday, January 7, 2020 Meeting Time: 7:00 p.m. Meeting Place: Town Hall Council Chambers

350 East Market Street Smithfield, NC 27577

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NORTH CAROLINA

TOWN OF SMITHFIELD TOWN COUNCIL AGENDA

REGULAR MEETING JANUARY 7, 2020 7:00 PM

Call to Order

Invocation

Pledge of Allegiance

Approval of Agenda

Page

Presentations:

1. Proclamation honoring Carolyn Ennis Service to the Library Board of Trustees (Mayor M. Andy Moore) See attached information 1

Tagged Passions:recognition and library

2. Administering Oath of Office for new Fire Fighter Carl Chase Gurley (Mayor M. Andy Moore) See attached information 3

3. Audit Presentation (Finance Director Greg Siler) See attached information 5

Tagged Passions:finance and audit

4. UFS Water Study Presentation (Public Utilities Director Ted Credle) See attached information 19

Tagged Passions:utility, Utility, and water

Public Hearings:

Tagged Passions:hearing

1. RZ-19-02 Brightleaf Development Partners, LLC: The applicant is requesting to rezone two parcels of land from the R-20A (Residential-Agricultural)

to the B-3 (Highway Entrance Business) zoning district. The properties considered for rezoning are located on the northwest side of South Brightleaf Boulevard approximately 305 feet southwest of its intersection with Galilee Road. The properties are further identified as Johnston County Tax ID 15J10032D 15J10032E. (Planning Director Stephen Wensman) See attached information 21
Tagged Passions:planning, business, agriculture, taxes, Taxes, development, zoning, Development, and property

Page

2. SUP-19-02 Brightleaf Development Partners, LLC: The applicant is requesting special use permit approval for Oakfield Towns, a proposed 17-lot

single-family attached residential townhouse development on 1.72 acres of land in the B-3 (Highway Entranceway Business District). The properties considered for a special use permit approval are located on the northwest side of South Brightleaf Boulevard approximately 305 feet southwest of its intersection with Galilee Road. The properties are further identified as Johnston County Tax ID 15J10032D 15J10032E. (Planning Director Stephen Wensman) See attached information 37
Tagged Passions:planning, business, streets, taxes, Taxes, development, and Development

Citizens Comments

Consent Agenda Items:

1. Approval of Minutes: a. December 3, 2019 Regular Meeting 81

2. Special Event Easter Reenactment: Centenary United Methodist Church is

Tagged Passions:events and church

seeking approval to conduct an Easter Reenactment at East Johnston Street, the Town Commons and Riverside Cemetery on April 5, 2020 from 4:00 pm

until 6:00 pm. This request includes amplified sound. (Planning Director Stephen Wensman) See attached information .85
Tagged Passions:planning and streets

3. Consideration and Request for approval to adopt Resolution 652 (01- 2020) accepting dedication to the public of rights-of-way and easements on

subdivision plats for East River (Planning Director Stephen Wensman) See attached information .91
Tagged Passions:planning, zoning, subdivision, watershed, and easement

4. Bid Award to Performance Automotive for the purchase of Vehicles for the Police Department (Chief of Police R. Keith Powell) See attached

information .95
Tagged Passions:rfp, RFP, public safety, performance, and purchasing

5. Bid Award to Atlantic Coast Fire Trucks in the amount of 560,500 for the purchase of a 2020 Smeal Fire Engine (Fire Chief- John Blanton) See

attached information ..101
Tagged Passions:rfp, RFP, fire departments and districts, transportation, and purchasing

6. Bid Award and request to enter into and agreement with Office Value, Inc. for copier services (Finance Director Greg Siler) See attached

information 105
Tagged Passions:rfp, RFP, finance, and services

7. Advisory Board Appointment a. Jane Shipman has submitted an application for consideration to be

Tagged Passions:appointments

appointed to a first term on the Library Board of Trustees (Town Clerk Shannan Parrish) See attached information .111

Tagged Passions:appointments and library

Page

Business Items:

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1. S-19-02 Brightleaf Development Partners, LLC: The applicant is requesting preliminary subdivision plat approval for Oakfield Towns, a proposed

17-lot single- family attached residential townhouse development on 1.72 acres of land in the B-3 (Highway Entranceway Business District). The properties considered for subdivision approval are located on the northwest side of South Brightleaf Boulevard approximately 305 feet southwest of its intersection with Galilee Road. The properties are further identified as Johnston County Tax ID 15J10032D 15J10032E. (Planning Director Stephen Wensman) See attached information 115
Tagged Passions:planning, business, streets, taxes, Taxes, development, zoning, subdivision, and Development

2. Annexation Request- Johnston County (ANX-19-02): Consideration and request for approval to adopt Resolution 653 (02-2020) Directing the Town Clerk

to investigation a noncontiguous Annexation Petition received under G.S. 160A- 58.1 submitted by Johnston County (Planning Director Stephen Wensman) See attached information 139
Tagged Passions:planning and annexation

3. Council Committees/Appointments (Mayor M. Andy Moore) See attached information 153

Tagged Passions:council and appointments

4. Consideration and request for amendments to the salary schedule (Town Manager Michael Scott) See attached information 155

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5. Comprehensive Land Use Plan Discussion (Town Manager Michael Scott) See attached information .161

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6. Park Planning Discussion (Town Manager Michael Scott) See attached information 165

Tagged Passions:planning, parks, and manager

7. Discussion concerning Dilapidated Building Ordinance 501 (Town Manager Michael Scott) See attached information 167

Tagged Passions:Homebuilder, ordinance, and manager

Councilmember s Comments

Town Manager s Report

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Financial Report (See attached information) .. 185 Department Reports (See attached information) .189 Manager s Report (Will be provided at the

meeting)
Tagged Passions:finance, manager, and financial report

Recess Until January 15, 2019

Presentations

PROCLAMATION In Honor of Carolyn Ennis s

Tagged Passions:recognition

Dedicated Service to the Public Library of Johnston County Smithfield Board of Trustees

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WHEREAS, Carolyn Ennis has served as a member of the Public Library of Johnston County and Smithfield Board of Trustees for nearly thirty-six years;

and
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WHEREAS, through her service, it was apparent that Carolyn Ennis believed public libraries improved the quality of life for the residents of

Smithfield; and
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WHEREAS, the Town of Smithfield and its citizens have benefited greatly because of her particular interest and work on the Public Library of Johnston

County and Smithfield Board of Trustees; and
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WHEREAS, the citizens are fortunate to have had a person of such experience dedicate so many years of service to the Town of Smithfield; and

WHEREAS, The Town Council deeply appreciates the important contributions Carolyn Ennis has made to the Town of Smithfield and to the Public Library

of Johnston County and Smithfield Board of Trustees.
Tagged Passions:council and library

NOW, THEREFORE, I, M. Andy Moore, Mayor of the Town of Smithfield along with the members of the Town Council, express our sincere appreciation to

Carolyn Ennis for her distinguished service to the Town of Smithfield
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M. Andy Moore, Mayor

N WITNESS WHEREOF, I have hereunto set my hand and caused to be affixed the Great Seal of the Town of Smithfield on this Seventh day of January in

the year of our Lord Two Thousand Twenty

1

2

Request for Town Council Action

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Presentation: Firefighter Oath of Office

Tagged Passions:fire departments and districts

Date: 01/07/2020

Subject: Firefighter Oath of Office

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Department: Fire Department

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Presented by: Chief John Blanton

Presentation: Presentation

Issue Statement The Fire Department is asking that Carl Chase Gurley, a Volunteer Firefighter with the Town of Smithfield Fire Department, be

administered his Oath of Office since he has earned his permanent status with the Fire Department. Carl Chase Gurley has completed all the departmental testing and required probation time to become a Volunteer Firefighter. Firefighter Gurley has proven to be a valuable asset to our department and our community.
Tagged Passions:fire departments and districts and volunteer

Financial Impact

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N/A

Action Needed Carl Chase Gurley needs to be sworn in and welcomed to the Smithfield Community.

Recommendation Carl Chase Gurley to be sworn in and welcomed to the Smithfield Community.

Approved: Town Manager Town Attorney

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Attachments:

1. Oath of Office

3

OATH OF OFFICE SMITHFIELD FIRE DEPARTMENT

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I, Carl Chase Gurley, as a Firefighter for the Town of Smithfield Fire Department, do solemnly swear that I will support the Constitution of the

United States and the Constitution of the State of North Carolina; and
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I will faithfully, honestly and impartially discharge the duties of Firefighter for the Town of Smithfield; and

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I pledge to carry out the duties of Firefighter to the best of my ability, and will honor and respect the mission, goals, purpose and policies of the

Smithfield Fire Department; and
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I recognize the badge of my office as a symbol of public faith and trust, and I accept so long as I am true to the ethics of the fire service and

make these promises so solemnly, freely, and upon my honor, so help me God.
Tagged Passions:recognition and ethics

______________________________ ___________________________ Signature Date

Sworn to and subscribed before me this the _______ day of _______________, ___________.

____________________________ ___________________________ Judge/Clerk Commission Expires

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Staff Report

Presentation Firefighter Oath of Office

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4

Request for Town Council Action

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Presentation 2019 Audit

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Date: 01/07/2020

Subject: Presentation of the 2018-2019 Annual Financial Report

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Department: Finance

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Presented by: THOMPSON, PRICE, SCOTT, ADAMS CO., P.A. (TPSA)

Presentation: Presentation

Issue Statement Thompson, Price, Scott, Adams Co., P.A. (TPSA) will present Fiscal Year 2019 audit results. The Annual Financial Report provides

readers (board/council members, citizens, bondholders, lenders, rating agencies, etc.) with information useful in assessing the financial condition of the town and for making decisions.
Tagged Passions:finance, council, audit, and financial report

Financial Impact N/A

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Action Needed N/A

Recommendation N/A

Approved: Town Manager Town Attorney

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Attachments 1. Audit Summary

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5

6

Alan W. Thompson, CPA 1626 S Madison Street

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PO Box 398 Whiteville, NC 28472 910.642.2109 phone

910.642.5958 fax www.tpsacpas.com

Presentation of Audit Results

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Fiscal Year Ended June 30, 2019

7

CERTIFIED PUBLIC ACCOUNTANTS CONSULTANTS AND TAX ADVISORS

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PAGE(s) I. GENERAL COMMENTS

II. REQUIRED COMMUNICATIONS SAS 114 1 3

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III. AUDIT RESULTS 4 10

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IV. QUESTIONS AND COMMENTS

V. CLOSE

TOWN OF SMITHFIELD Presentation Agenda

8

Members American Institute of CPAs - N.C. Association of CPAs - AICPA Division of Firms

Thompson, Price, Scott, Adams Co, P.A. P.O. Box 398

1626 S Madison Street Whiteville, NC 28472

Tagged Passions:streets

Telephone (910) 642-2109 Fax (910) 642-5958

Alan W. Thompson, CPA R. Bryon Scott, CPA

Gregory S. Adams, CPA

November 26, 2019

To the Town of Smithfield Smithfield, North Carolina

We have audited the financial statements of the governmental activities, business-type activities, each major fund, and the aggregate remaining fund

information of the Town of Smithfield for the year ended June 30, 2019. Professional standards require that we provide you with information about our responsibilities under generally accepted auditing standards, Government Auditing Standards, and Uniform Guidance (if applicable), as well as certain information related to the planned scope and timing of our audit. We have communicated such information in our letter to you dated April 4, 2019. Professional standards also require that we communicate to you the following information related to our audit.
Tagged Passions:business, finance, audit, and financial report

Significant Audit Findings

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Qualitative Aspects of Accounting Practices

Management is responsible for the selection and use of appropriate accounting policies. The significant accounting policies used by Town of

Smithfield are described in Note 1 to the financial statements. The Town implemented Statement of Governmental Accounting Standards (GASB Statement) No. 88, Certain Disclosures Related to Debt, Including Direct Borrowings and Direct Placement in the fiscal year ended June 30, 2019. We noted no transactions entered into by the Town of Smithfield during the year that were both significant and unusual, and of which, under professional standards, we are required to inform you, or transactions for which there is a lack of authoritative guidance or consensus. All significant transactions have been recognized in the financial statements in the proper period.
Tagged Passions:recognition, finance, financial report, unusual, and selection

Accounting estimates are an integral part of the financial statements prepared by management and are based on management s knowledge and experience

about past and current events and assumptions about future events. Certain accounting estimates are particularly sensitive because of their significance to the financial statements and because of the possibility that future events affecting them may differ significantly from those expected. There were no significant estimate(s) or assumptions noted during the audit.
Tagged Passions:finance, events, audit, and financial report

Certain financial statement disclosures are particularly sensitive because of their significance to the financial statement users. There are no such

disclosures identified.
Tagged Passions:finance and financial report

The financial statement disclosures are neutral, consistent, and clear.

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9

CERTIF IED PUBLIC ACCOUNTANTS CONSULTANTS AND TAX ADVISORS

Tagged Passions:taxes, Taxes, and services

Difficulties Encountered in Performing the Audit

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We encountered no significant difficulties in dealing with management in performing and completing our audit.

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Corrected and Uncorrected Misstatements

Professional standards require us to accumulate all known and likely misstatements identified during the audit, other than those that are trivial,

and communicate them to the appropriate level of management. Management has corrected all such misstatements. Some of the misstatements detected as a result of audit procedures and corrected by management were material, either individually or in the aggregate, to each opinion unit s financial statements taken as a whole.
Tagged Passions:finance, procedure, audit, and financial report

Disagreements with Management

For purposes of this letter, a disagreement with management as a financial accounting, reporting, or auditing matter, whether or not resolved to our

satisfaction that could be significant to the financial statements or the auditors report. We are pleased to report that no such disagreements arose during the course of our audit.
Tagged Passions:finance, audit, and financial report

Management Representations

We have requested certain representations from management that are included in the management representation letter dated November 26, 2019.

Management Consultations with Other Independent Accountants

In some cases, management may decide to consult with other accountants about auditing and accounting matters, similar to obtaining a second opinion

on certain situations. If a consultation involves application of an accounting principle to the governmental unit s financial statements or a determination of the type of auditor s opinion that may be expressed on those statements, our professional standards require the consulting accountant to check with us to determine that the consultant has all the relevant facts. To our knowledge, there were no such consultations with other accountants.
Tagged Passions:finance, services, audit, and financial report

Other Auditing Findings or Issues

Tagged Passions:audit

We generally discuss a variety of matters, including the application of accounting principles and auditing standards, with management each year prior

to retention as the Town of Smithfield s auditors. However, these discussions occurred in the normal course of our professional relationship and our responses were not a condition to our retention.
Tagged Passions:audit

We feel that the following items should be addressed to the board:

The balance sheet needs to be reviewed each month, and the finance staff should ascertain that all accounts that should clear out have been

appropriately reflected (in particular, payroll accounts, customer deposits, refunds payable, etc). **
Tagged Passions:finance

The Town needs to review its aged accounts receivable balances to determine those accounts deemed uncollectible. Collection procedures should be

reviewed to assure that every effort is made to collect overdue balances. In addition, these balances should be adjusted to the subsidiary ledger; otherwise, revenues reflected on the budget statements may be incorrect. **
Tagged Passions:budget and procedure

10

** These comments are repeated from the previous year s letter.

Other Matters

With respect to the supplementary information accompanying the financial statements, we made certain inquiries of management and evaluated the form,

content, and methods of preparing the information to determine that the information complies with accounting principles generally accepted in the United States of America, the method of preparing it has not changed from the prior period, and the information is appropriate and complete in relation to our audit of the financial statements. We compared and reconciled the supplementary information to the underlying accounting records used to prepare the financial statements or to the financial statements themselves.
Tagged Passions:finance, audit, and financial report

This information is intended solely for the use of the Town Commissioners and management of the Town of Smithfield and is not intended to be and

should not be used by anyone other than these specified parties.

Very truly yours,

Thompson, Price, Scott, Adams Co, P.A.

11

2019 2018 2017 2016 2015 13,832,540 12,268,997 10,130,869 10,130,869 8,913,863 2,505,500 2,677,920 1,971,507 1,971,507 1,506,702 4,619,253 4,141,474

2,282,734 2,282,734 2,269,605 12,494,420 11,946,508 12,512,751 12,512,751 11,343,664

90.66 80.28 65.21 65.21 65.30

9,213,287 8,127,523 7,848,135 7,848,135 6,644,258

73.74 68.03 62.72 62.72 58.57

1,555,719 1,504,631 1,888,598 1,888,598 1,029,493 1,196,165 1,788,611 1,817,046 1,817,046 2,544,583 1,919,221 2,161,845 1,233,693 1,233,693 (219,557)

24,113,223 21,662,428 43,768,313 17,227,066 15,248,885 11,614,170 10,914,753 10,350,317 9,782,471 6,346,321 9,617,316 7,295,100 6,629,940 5,592,664

3,840,991

12,403,538 10,343,081 8,604,897 7,900,709 6,639,944 11,163,305 10,255,748 9,282,831 8,816,664 6,177,833 9,617,316 7,295,100 6,629,940 5,592,664

3,840,991

41,817 16,655 7,514 569,287 90,242 13,832,540 12,268,997 10,130,869 10,130,869 8,913,863 18,298,028 17,086,789 15,850,535 14,924,575 12,379,992

17,846,875 12,466,340 10,845,401 9,583,897 9,803,454 (743,234) (929,635) (683,769) 43,244 (446,411)

0.57 0.57 0.57 0.57 0.57 99.94 99.85 99.89 99.85 99.73 99.93 99.84 99.88 99.83 99.71

1,101,886,316 1,097,455,821 1,081,032,456 1,070,620,137 1,070,002,580 6,280,752 6,255,498 6,161,885 6,102,448 6,098,928

Debt (excluding OPEB, compensated absences, LGERS) 6,887,928 7,567,413 7,915,875 8,878,461 10,180,635 5,423,041 6,994,105 7,868,346 6,470,649

4,249,000

6,338,336 6,291,634 6,232,366 6,171,250 6,194,624 78,513 61,207 298,455 258,171 253,750

4,697,106 4,201,992 4,210,875 3,845,966 3,748,811 2,476,082 2,531,286 2,681,040 2,600,634 2,516,261

49,259 22,922 13,628 9,955 4,752 135,996 121,265 126,761 116,481 154,174

13,775,292 13,230,306 13,563,125 13,002,457 12,872,372 1,521,400 1,314,451 1,552,265 1,397,652 1,337,361 5,273,650 5,225,946 4,754,200 4,378,854

4,543,545 1,456,916 1,119,591 1,381,381 1,388,761 1,377,268 1,091,005 1,059,306 997,160 1,000,433 961,077 1,873,295 1,747,769 1,754,115 1,660,323 1,652,845 1,003,307 1,258,612 1,235,406 1,985,821 1,212,677

161,120 258,891 12,219,573 11,725,675 11,674,527 11,972,964 11,343,664

Breakdown of General Fund Revenues

Breakdown of General Fund Expenditures

Debt Service

Total Property Valuation

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Governmental Activities Business Type Activities

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Capital Outlay Total

Cultural Recreational

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Investment Earnings Miscellaneous

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Public Safety Street and Public Works Sanitation

Tagged Passions:streets, solid waste, public safety, Public Works, and public works

Cash Other Governmental Fund Balance General Fund Balance Electric Fund Fund Balance Water Sewer Fund

Tagged Passions:sewer, utility, Utility, water, and electric

Total General Government

Ad Valorem Taxes Other Taxes, License Permits Intergovernment Revenue Sales and Services

Tagged Passions:sale, taxes, Taxes, services, license, and ad valorem

Fund Balance Other Governmental Funds

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Unavailable Fund Balance (Reserve for State Statute, Prepaid)) General Fund Expenditures (including transfers out)

Electric Fund

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Cash General Cash Electric Fund Cash Water Sewer Fund

Tagged Passions:sewer, utility, Utility, water, and electric

General Fund

Cash vs. Fund Balance

Fund Balance Available as of General Fund Expenditures

Accumulated Depreciation

Collection Percentages (excluding Motor Vehicle)

TOWN OF SMITHFIELD FINANCIAL INFORMATION FOR 5 YEARS

Tagged Passions:finance

Restricted and Assigned Fund Balance

Total Fixed Assets Cash vs. Accumulated Depreciation Water Sewer Fund

Tagged Passions:sewer, utility, Utility, and water

Total Fund Balance General Fund

Cash

Water Sewer Fund

Tagged Passions:sewer, utility, Utility, and water

Total Levy Amount

Unassigned Fund Balance (Previously Unreserved and Undesignated Fund Balance)

Unassigned Fund Balance as of General Fund Expenditures Revenues over (under) expenditures before contributions and transfers

Property Tax Rates Collection Percentages

Tagged Passions:taxes, Taxes, property, rates, and property tax

12

TOWN OF SMITHFIELD Analysis of Fund Balance

TOWN OF SMITHFIELD Analysis of Fund Balance Available

(Note 2019 Group Weighted Average Not Available at Date of Presentation)

2,000,000

4,000,000

6,000,000

8,000,000

10,000,000

12,000,000

14,000,000

2015 2016 2017 2018 2019

Total Fund Balance

Restricted and Assigned Fund Balance

65.30 65.21

65.21

80.28

90.66

44.14 44.43

40.91 45.70

0.00

10.00

20.00

30.00

40.00

50.00

60.00

70.00

80.00

90.00

100.00

2015 2016 2017 2018 2019

Smithfield of General Fund Expenditures

Group Weighted Average of General Fund Expenditures

13

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