The Town of Irmo authorized Resolution 25-12 on a roll-call vote to accept a letter of conditions from the U.S. Department of Agriculture and to allow Town Administrator Jim Crossland to sign the document, enabling receipt of a $1,980,000 community facilities grant toward construction of a new town hall.

Patty Walker of USDA Rural Development told officials the letter of conditions and several accompanying forms must be signed to obligate funds. "This letter of conditions is for the obligation of a ... grant in the amount of $1,980,000," Walker said, and she asked that the required forms (including a letter of intent to meet conditions and form 1940-1) be executed and faxed to USDA after the meeting so the agency could run debarment checks and proceed to obligate the funds.

Walker said the full project budget is $5,893,803.63, with the USDA grant comprising $1,980,000 of that total. She noted the letter of conditions normally requires written approval to extend beyond one year and said completion of the letter-of-conditions process was expected to take fewer than 60–90 days. Walker also highlighted procurement and compliance obligations: a notice of federal interest must be recorded in local real property records before any disbursement; all procurement transactions for the project must provide maximum open and free competition; and grantees that expend $1,000,000 or more in federal awards are subject to audit requirements under 2 CFR part 200, subpart S.

Walker said a draft community facilities grant agreement (form 3570-3), an assurance form (form 400-4), and other forms had been provided for review and that the grant agreement itself need not be signed at this meeting because performance dates would be added once the project was set up for bid and a contract was in place. She also said USDA staff would hold a separate construction conference to review architectural, construction, inspection and monthly reporting requirements.

After the USDA presentation, the presiding official called for a roll-call vote. Lisa called the roll; the transcript records affirmative responses from Mister Ward, Mister Pimpill (transcript spelling variant), Miss Coleman, Doctor Waltman, and Mary Danielson. The resolution was recorded as approved, and Town Administrator Jim Crossland was authorized to sign the letter of conditions.

Next steps described in the meeting include signing and faxing the required forms to USDA to trigger debarment checks and fund obligation and scheduling a preconstruction conference and subsequent construction meeting to address construction- phase requirements.

Authorities and compliance items discussed were recorded in the letter of conditions and include, as cited in the meeting, section 504 of the Rehabilitation Act of 1973; the Civil Rights Act of 1964; the Americans with Disabilities Act of 1990; the Age Discrimination Act of 1975; the Education Amendments of 1972; the Controlled Substances Act; and requirements relating to limited English proficiency and federal audit standards under 2 CFR part 200, subpart S. The transcript also references additional USDA forms and a regulatory citation rendered in the transcript as "2 CFR 203 30, Item e."