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March 2, 2026 Regular Meeting Minutes FINAL FINAL (1)Union County, NC Board of Commissioners Meeting Minutes Union County Government Center 500 North Main Street Monroe, North Carolina www.unioncountync.gov March 2, 2026 6:00 PMBoard Room, First Floor ____________________________________________________________ 25-390Closed Session – 5:15 P.M. Present:Chair Brian W. Helms,Vice Chair Christina B. Helms, Commissioner Clancy Baucom, and Commissioner Melissa M. Merrell Absent: Commissioner Gary Sides Also Present:Brian W. Matthews, County Manager; Patrick Niland, Deputy County Manager; Clayton Viognier, Assistant County Manager; Lynn G. West, Clerk to the Board of Commissioners; and Jason Kay, County Attorney At approximately 5:15 p.m., in the open session, in the Stony D. Rushing Conference Meeting Room, Chair Brian W. Helms called the regular meeting of the Board of Commissioners to order. Chair Brian W. Helms moved that the Board enter closed session pursuant to G.S. 143-318.11: (a)(1), to prevent the disclosure of privileged or confidential information pursuant to G.S. section 153A-98; (a)(3), for attorney-client privilege: and (a)(6), to consider the qualifications, competence, performance, character, fitness, conditions of appointment, or conditions of initial employment of an individual public officer or employee or prospective public officer or employee; as such, purposes are fully stated in the agenda for this meeting, which has been made publicly available. The motion passed by a vote of four to zero as follows: Chair Brian W. HelmsAye Vice Chair Christina B. HelmsAye Commissioner Clancy BaucomAye Commissioner Melissa MerrellAye CommissionerGary Sides was not present. At approximately 5:55 p.m., Chair Brian W. Helms moved that the Board take a recess and reconvene at 6:00 p.m. or as soon thereafter as possible in the Board’s meeting chamber. The motion passed by a vote of four to zero as follows: Chair Brian W. HelmsAye Vice Chair Christina B. HelmsAye Commissioner Clancy BaucomAye Commissioner Christina B. HelmsAye Commissioner Melissa MerrellAye Commissioner Gary Sides was not present. Opening of Meeting - 6:00 PM Invocation–Commissioner Clancy Baucom offered the invocation. Pledge of Allegiance – Chair Brian Helms led the body and audience in reciting the Pledge of Allegiance to the flag of the United States of America. Informal Comments Chair Brian Helms stated there were no speakers signed up to comment under Informal Comments. He asked ifthere waswhether anyone in the audiencewanted to speak under Informal Comments. With there being no one wishing to address the Board at this time, the Chairman announced the next item on the agenda. Public Hearing(s) - None Staff Recognition 26-142Resolution – Honoring Bishop Osco E. Gardin, Jr. Chair Brian W. Helms read the proposed Resolution Honoring Bishop Osco E. Gardin, Jr. into the record. Following the reading of the Resolution, Chair Brian W. Helms expressed appreciation to Bishop Gardin for his service to the community. Vice Chair Christina Helms moved to adopt the Resolution by the Union County Board of Commissioners Honoring Bishop Osco E. Gardin, Jr. The motion passed by a vote of four to zero as follows: Chair Brian W. HelmsAye Vice Chair Christina HelmsAye Commissioner Clancy BaucomAye Commissioner Melissa MerrellAye Bishop Gardin was presented with a framed original of the signed Resolution, and he and his wife were photographed with the Commissioners. Consent Agenda Vice Chair Brian W. Helms stated that it was time to consider for consideration of the agenda and the consent agenda. He asked if there were any motions regarding requested revisions or amendments to either the consent agenda or the business agenda. Commissioner Christina Helms moved to approve the items listed on the Consent Agenda as published. The motion passed by a vote of four to zero as follows: The motion passed with the following vote: Chair Brian W HelmsAye Vice Chair Christina B. HelmsAye Commissioner Clancy BaucomAye Commissioner Melissa MerrellAye Commissioner Sides was not present. 26-115Resolution – Duke Energy Carolinas, LLC Easement Conveyance ACTION: Adopted the Resolution for Granting of a Permanent Easement to Duke Energy Carolinas, LLC. Duke Energy Carolinas, LLC (“Duke Energy”) has approached Union County and Lancaster County Water and Sewer District (“LCWSD”) for the purpose of acquiring a permanent easement for the placement of certain electrical utility infrastructure at the Catawba River Water Treatment Plant property. The easement would be granted on the Union County and LCWSD-owned parcel 0028-00-003.00 (as shown on the Lancaster County, South Carolina tax maps). Theeasement is needed in order for Duke Energy to construct and operate the electrical system improvements being undertaken by Duke Energy. 26-128Contract – Crooked Creek WRF Office and Storage Building Design-Build Phase 2 Action: 1) Authorized the County Manager to i) negotiate and execute an agreement substantially consistent with this agenda item, ii) exercise any renewal or extension term options set forth in the Agreement, and iii) terminate the Agreement if deemed in the best interest of the County, each at the County Manager’s discretion and 2) adopted Resolution Providing Notice of Construction of the Crooked Creek WRF Office and Storage Building project. The Capital Improvement Program includes an allocation for the design and construction of office, storage, and maintenance facilities at Union County Water Reclamation Facilities (WRFs). These improvements are integral to the long-term maintenance and operation of the WRFs. The Crooked Creek WRF no longer accommodates the space and storage needs of the operations at the facility. The proposed project includes the construction of a 1,500 square-foot building with office space and spare equipment storage space. The Phase 1 Design-Build services have been completed with the conclusion of the projectdesign.of the project. The Phase 2 Design-Build services consist of the construction of the project. This Amendment No. 1 will cover the construction of the project and increase the total contract amount to $1,150,453.00. Funding is available within the adopted capital account 60186021 – Crooked Creek WRF Administration Building Addition & Renovation to support the amended total contract amount of $1,150,453.00. 26-134 City of Monroe Request to Provide Water Service Action: Approvedthearequest from the City of Monroe to provide water service to Parcel 08-303-015B located at 2003 Willis Long Rd. The City of Monroe recently received a request for outside city service located at 2003 Willis Long Rd., Parcel 08-303-015B. isrequesting water service to serve the property. The City of Monroe has indicated that they areit is prepared to serve the property with water, as an outside City customer, if approval is granted from Union County. Our water and sewer service agreement with the City of Monroe prohibits the City from providing service outside the City limits without the express, written approval of the Board of County Commissioners. Union County does not have any water infrastructure in the area to serve the property and has no objection to the City providing water service to this property. 26-110 Grant Application – Golden LEAF Foundation Open Grants – Food Hub Distribution Action: Authorized the County Manager to submit the associated grant application and make necessary assurances and certifications associated with the grant application as substantially consistent with this agenda item, which includes the authorization to execute documents related to award of the grant and budget funds as appropriate. The Golden LEAF Foundation provides Open Grant funding to advance priority areas, including the expansion of agricultural markets. We seek to apply for funding to grow the Food Hub program through the purchase of a refrigerated van to increase agricultural distribution and commercial refrigeration to expand Food Hub services to the Southwest Regional Library. There is no County match required for this grant so no cost to the County. The grant amount requested is anticipated to be $150,000, pending final estimates. 26-131 Grant Application – FY2026 Youth Prevention Education Research Grant Program Action: Authorized the County Manager to submit the associated grant application and make necessary assurances and certifications associated with the grant application as substantially consistent with this agenda item, which includes the authorization to execute documents related to the award of the grant and budget funds as appropriate. The Human Services Agency’s Department of Social Services Behavioral Health Collaborative (BHC) wishes to apply for FY2026 North Carolina Problem Gambling Program Youth Prevention Education Research Grant. This program is available to middle schools, high schools, and at-risk community-based programs in North Carolina. It is delivered in a 10-module curriculum over six weeks, and the grant money allows instructors to be trained, provided technical support, and given the materials needed to implement the program. This program would be implemented through a partnership with a BHC School Social Worker and a UCPS co-instructor, in the fall or winter of the 2026-27 school year at Weddington High School. Data will be collected anonymously across three time points for those exposed to the curriculum as a part of Ninth Grade Health and Physical Education. The North Carolina Problem Gambling Program addresses youth problem gambling as part of a broader effort to prevent high-risk behaviors among young people. The program educates students about how their environments – social, physical, and digital – can create toxic stress. This stress impairs critical thinking and emotional regulation, often leading young people to develop unhealthy coping mechanisms. Over time, these patterns can evolve into harmful behaviors and addictions that compromise brain health. Through an evidence-informed curriculum, students explore the neuroscience behind both healthy and unhealthy behaviors and environments. By understanding the science of stress, decision-making, and addiction, students gain tools to make healthier choices and build resilience. The exact funding amount to be requested will be determined once the grant application packet is received on Thursday, February 19,2026. The awarded amount will be used for instructor training fees, supplies needed for parent and community outreach and classroom supplies as outlined in grant application. The FY2026 North Carolina Problem Gambling Program Youth Prevention Education Research Grant application is due March 15, 2026. The contract submission deadline is April 30, 2026 with receipt of the award on June 1, 2026. Grants are available for up to $10,000 to implement the curriculum, participate in research, and engage in a parent-focused community outreach activity. There would not be a financial cost to Union County. 26-126Bid Award – Walden Pond Dredge Project Action: 1) Awarded contract to Merrell Bros, Inc., and 2) authorized the County Manager to i) negotiate and execute an agreement substantially consistent with this agenda item, ii) exercise any renewal or extension term options set forth in the agreement, and iii) terminate the agreement if deemed in the best interest of the County, each in the County Manager's discretion. Walden Pond HOA received funding from the Shallow Draft Navigation Channel and Aquatic Weed Fund (NC DEQ) to remove 6,100 cubic feet of sediment in one of its 3 retention ponds. $788,745.85 is to be reimbursed by the State of NC (DEQ) following successful completion of the project. 26-117 Budget Amendment – Budget & Grants Management – Use of ARPA Investment Funds Action: Approved Special Revenue Ordinance 94G. The FY 2026 Adopted County Budget includes an interfund transfer of $500,000 of ARPA Investment funds out of the special revenue fund into the County’s general fund to support annual operations. Special Revenue Ordinance 94G completes this transfer into the general fund for use. 26-122 January 2026 NCVTS Motor Vehicle Tax Report Action:Approvedthe January 2026 NCVTS Motor Vehicle Tax Refund Report.The refunds ($1,813.98) included in this report represent adjustments made to tax bills that resulted in refunds of motor vehicle taxes paid under the Tax and Tag Together program operated jointly between the counties and the State. 26-125 Tax Bill Correction Report for January 2026 Action: Approvedthe Tax Bill Correction Reports for January 2026. In accordance with North Carolina General Statutes 102-312 and 105-325, the Board of County Commissioners is authorized to make and approve certain changes to property tax records. Approval of such changes may result in either a release, refund, or discovery of ad valorem taxes. The attached report provides detailed information on all tax bills that were modified. Included in the report for each correction is the parcel number or property key, owner name, reason for the change, original value, original tax, corrected value, corrected tax, and refund, if applicable. (January Refund amount = $5,969.98) 26-124 Change Order – Union County Jail Generator Replacement Project Action: 1) Authorized the County Manager to i) negotiate and execute an agreement for the Jail Generator Replacement Project substantially consistent with this agenda item, ii) exercise any renewal or extension term options set forth in the agreement, and iii) terminate the agreement if deemed in the best interest of the County, each in the County Manager’s discretion, and 2) adopted Capital Project Ordinances #259D and #288I. The Union County Jail is currently served by a 160 kVA generator that is at the end of its service life. The project will replace the generator with a 600kVA generator currently owned by the County but not in service. The increased capacity of the replacement generator will allow more effective generator coverage for the Jail. During construction, the contractor encountered an unforeseen underground utility conflict and was unable to reuse the existing conduit(s) feeding the transformer as originally planned. This change order is for labor and materials to provide an alternate utility pathway and the rental of a 250K temporary generator needed to support emergency devices during outages necessary when connecting to the replacement generator. The contractor has submitted Change Order #2 in the amount of $60,577.00 to cover these unexpected costs. The original contract price was $348,711.00 and with this change order will increase to $409,288.00. This request also includes the adoption of CPO #259D and #288I to provide sufficient funds in the Jail Generator Replacement capital account, 40080113, to cover these additional costs. We are requesting the transfer of funds totaling $100,000.00 from the Jail Paint Block Walls and Floors, capital project 40080112, into the Jail Generator Replacement capital account, 40080113. The cost of this change order is $60,577.00. Upon approval of CPO#259D and #288I there will be sufficient funds in the Jail Generator Replacement capital account, 40080113, to cover this expense. 26-132 Financing Letter – Waxhaw Community Volunteer Fire Department and Rescue Squad Action: Authorized Chairman of the Board to sign letter to bank The Waxhaw Community Volunteer Fire Department and Rescue Squad is purchasing a new engine. The Fire Department is utilizing a lease/purchase financing agreement with HomeTrust Bank. As part of the financing documents, the bank requires a letter from Union County, signed by the chair, stating that Waxhaw is allowed to provide fire service in Union County, they are in good standing, the fire tax district supports fire operations, and that the department has made the county aware of this financing agreement. Information Only 26-112 Wastewater Treatment Capacity – Monthly Update Action: No action is requested. This item is for Information Only. Union County Water is closely monitoring the wastewater treatment capacities at our Water Reclamation Facilities. Permitting Capacity is evaluated using the Actual Plant Flows plus the Permitted/Obligated Flows (unconnected). Union County Water was asked to provide regular updates. Plant flow information through December 2025 is summarized in the tables below. Twelve Mile Creek •Percent of Actual Flows= 69.9% •Percent of Actual + Permitted Flows= 88.8% •Actual Flows (MGD)= 5.246 •Actual + Permitted Obligated Flows (MGD)= 6.658 Crooked Creek •Percent of Actual Flows= 62.3% •Percent of Actual + Permitted Flows= 89.0% •Actual Flows (MGD)= 1.184 •Actual + Permitted Obligated Flows (MGD)= 1.691 Olde Sycamore •Percent of Actual Flows= 26.0% •Percent of Actual + Permitted Flows= 26.0% •Actual Flows (MGD)= 0.039 •Actual + Permitted Obligated Flows (MGD)= 0.039 Tallwood •Percent of Actual Flows= 44.0% •Percent of Actual + Permitted Flows= 44.0% •Actual Flows (MGD)= 0.022 •Actual + Permitted Obligated Flows (MGD)= 0.022 Grassy Branch •Percent of Actual Flows= 82.0% •Percent of Actual + Permitted Flows= 84.0% •Actual Flows (MGD)= 0.041 •Actual + Permitted Obligated Flows (MGD)= 0.042 In addition to the wastewater treatment capacities, flow volumes associated with development projects that are in the planning and review process within the Twelve Mile Creek and Crooked Creek WRF service areas are provided for information as well. Development flow volumes through December 2025 are summarized in the tables below. 26-118 Communications Monthly Report – January 2026 Action: No action was requested. This item was for Information Only. This report provides valuable metrics and insights into communication platforms and our efforts to collaborate with all County departments to inform and engage residents, promote programs and services, and strengthen internal and external communications. 26-119 Tax Refunds, Releases and Prorations Approved by finance Officer Action: No action was requested. This item was for Information Only. On September 8, 2020, the Board of Commissioners adopted a Resolution Delegating Authority for Tax Releases and Refunds of less than $100 to Union County's Finance Officer. The resolution and NC GS 105-381(b) require such refunds to be reported to the Board regarding actions taken on requests for releases or refunds. All such actions shall be recorded in the Board's minutes. NC GS 105-330.6 authorizes the tax collector to direct an order for a tax refund of prorated taxes to the county finance officer related to surrendering of registered motor vehicle plates. The finance officer shall issue a refund to the vehicle owner. The attached report is for January 2026 NCVTS releases and refunds less than $100 and prorations approved by the finance officer. See Exhibit “A” attached hereto and made a part of these minutes. 26-129 January 2026 Union County Public Schools Monthly Report Action: No action was requested. This item is for Information Only. This is the monthly report from UCPS as required by the Budget Ordinance. 26-130 Union County Fiscal Year 2026 Final Annual Comprehensive Financial Report (ACFR) with Compliance for Single Audit Action: No action was requested. This item was for Information Only. The Board received a presentation on the Union County Fiscal Year 2025 ACFR at its January 12, 2026, meeting. At this time the FY 2025 Annual Comprehensive Financial Report (ACFR) was in draft form due to the Federal and State Single Audit Grant testing not being complete due to the Federal Government shutdown. The grant testing has now been complete, and the final document is attached with the auditor’s presentation updated to include single audit testing information. The ACFR will be available on the County's website on the Finance Department's webpage at the following link: https://www.unioncountync.gov/government/departments-f-p/finance/annual-comprehensive-financial-reports 26-120 FY2026 Budget Transfers Reporting – 2nd Quarter Action: No action was requested. This item is for Information Only. Per section XV, XVI, XVII, XVIII, XIX, and XX of the FY 2026 Adopted Operating and Capital Budget Ordinance, management reports the following County Manager Budget Amendments (CMBA) made by the County Manager for the second quarter of fiscal year 2026. CMBA 8: To appropriate remaining balance of the McKinsey Opioid settlement funds from FY 2025 to FY 2026 To appropriate revenue and fund balance/retained earnings for outstanding contracts, purchase orders a available project/program balances for expenditures, projects and programs of fiscal year 2026. To be approved as provided in section XI of the FY 2026 Operating and Capital Budget Ordinance. CMBA 9: To appropriate the FY 2026 Longevity bonuses for all eligible employees in the General Fund, Water and Sewer, Solid Waste. Approval authority stated in Section XI of the FY 2026 Adopted Operating and Capital Budget Ordinance. CMBA 10: To transfer funds from Sheriff’s Office lapse salaries & Operating, as well as Sheriff’s Time in class and Cola budget to implement the Sheriff’s Office Salary increase. Approval authority stated in Section XI of the FY 2026 Adopted Operating and Capital Budget Ordinance. 26-121 Tax Collector’s Departmental Report for January 2026 Action: No action was requested. This item is for Information Only. This report reflects the totals of all tax transactions within the Tax Collector’s office for the month of January 2026 as required by NCGS 105-350(7). 26-123 Human Resources Reports for January 2026Action: No action was requested. This item was for Information Only. These reports include all new hires, separations from service, and retirements for Union County Local Government for the month of January 2026. 26-127 Facilities Major Capital Projects Update – Quarterly Report Action: No action was requested. This item is for Information Only. This is the quarterly major capital projects update for projects managed by the Facilities and Fleet Management Department. See Exhibit “B” attached hereto and made a part of these minutes. Business 26-103 Union County Grants Management Update Chair Brian W. Helms recognized Jason May, Budget and Grants Management Director, for comments. Mr. May shared a slide showing the summary of grant expenditures of Federal and State Awards by fiscal year for the last seven years. He noted that in 2025 the federal and state grant awards were approximately $61 million. Mr. May explained one of the benefits of bringing budget and grants together is that the budget director looks at that number and sees tax dollars and cost avoidances. He said cost avoidance is a term that budget directors often talk about how to do something without having to pay for it directly by county citizens. He noted that one penny on the County’s tax rate at this time is approximately $6 million which he said the County avoided ten (10) cents on the taxes last year in FY2025. He said it was sixpennies in FY2024 and seven and a half (7.5) pennies in FY2023. Mr. May said on average over the last seven years, the County has avoided six (6) cents onin ad valorem taxes that it would have to ask for from its residents. He stated that he has been asked to continue to search for grants. Mr. May shared that thus far in this fiscal year, the County has applied for 19 grants totallingtotalingmore than $30 million. He said the County has received four of those grants. He stated that if the County is successful in receiving the grants, it would avoid another five (5) pennies in the tax rate this year. Mr. May said his team is currently working with a number of different grants. He displayed a list of grant programs for which the County has applied for FY2026: Mr. May pointed out that the NC Agricultural Manufacturing & Processing grant in the amount of $1,500,000 is a part of the BARN project. He also stated that the Economic Development Administration is an economic development plan that they are working on. He pointed out the Golden Leaf Open Grant and stated this is another opportunity where having the budget team and the grants team together will pay some dividends, Mr. May stated that his team has recognized that the agricultural services team has looked for a couple of different projects, and those projects have not made their way through the budget process and have not risen to the priority level that the management team has put forward to balance the budget. He said the project makes sense as a grant project, and staff is in the process of having discussions with Golden Leaf about its open grant. He noted that the Board gave permission tonight on the Consent Agenda to move forward with that grant. Mr. May also noted that staff is considering five additional larger grants for the County to applyforto receive. He stated that the grant world has changed a lot. He said that three years ago, it was in the middle of the pandemic funding. He stated that in the past three years, it has gone from writing grants in crayon to the federal government deleting entire grant programs. He provided an example of the BRIC program (Building Resilience in Communities), which is handled by FEMA (Federal Emergency Management Agency). He explained that a grant program that comes in after a disaster, and determinestheitsimpact of that disaster and to be able toprovides grant funding toforfacilities such as buildings that were flooded and to be ableto prevent them from flooding in the future. Mr. May stated that grant program during the previous administration received approximately $60 million in additional funding each year for three years. He said under the current administration, it was slashed and completely dismantled. He stated that Union County had a grant that it was going through the BRIC program for, and the County was told that program is no longer an eligible program, so it has shifted over to a Hazard Mitigation Program. Mr. May said it went through that program for approximately two months and then was told that the BRIC program was being brought back to existence, but was brought back in a different way, and the County’s original grant project does not match up with that program. He said the intersection of local, state, and federal funding is changing and is changing rapidly. Mr. May stated that this would be one of the major topics of discussion leading up to going intothe FY2027 budget discussions. He said what staff wants to make sure itof itis coordinating and understanding the long-term benefits and costs of these grants. He said staff also wants to make sure the County is growing to a place where it is strategic in its approach of how it applies for grants and how to make the County stronger now and into the future. He shared a slide showing the County’s grant strategy moving forward: Chair Brian W. Helms said he thought it was good that the County is actively pursuing grant opportunities. He stated he appreciated the way Mr. May had broken down the information into to thepennies, because everyone pays taxes, and these grant opportunities are essentially recouping state and federal dollars to remain in Union County. He said that not all grants are created equalequally, and so the County has to be very careful about the grants for which the County applies, because some of them may not be a good fit for Union County. The Chair asked how many people are currently actively searching for the grants. Mr. May responded that there is one person searching for grants in addition to himself. He stated that the County has hired a grant specialist. He explained that the eCivis software provides the ability to set up AI agents that constantly crawl both the Just Grants, state and some local grant sites to search for grants. He assured they are trying to make the most use of the software as well as the talented people on his team. County Manager’s Comments Brian Matthews, County Manager, commented that Patrick Niland, Deputy County Manager, and Megan Parks, Director of Strategy and Innovation, participated in the POPAT (Police Officer Physical Abilities Test). He said that Clayton Voignier, Assistant County Manager, did not participate, asbecausehe had other duties that he had to handle. Mr. Matthews said that Mr. Niland completed and passed the test, while he and Ms. Parks completed the test but did not necessarily pastpass the test in the allotted time. Commissioner’s Comments Commissioner Clancy Baucom encouraged everyone to keep our service men and women in their thoughts and prayers, as they are engaged in some very dangerous missions. Commissioner Melissa Merrell said it was exciting to see Bishop Osco Gardin here tonight and for him to be recognized for all of the work that he has done for the community. She stated that Bishop Gardin is a great example of how the constituents should have a heart to serve. Vice Chair Christina B. Helms echoed the comments of both Commissioner Baucom and Commissioner Merrell. She said that Bishop Gardin has served the community for a long time. She said she also echoed the comments ofCommissioner Baucom’scomments regarding all the things that are taking place in the world now. She shared that her son sent her a text today that one of his fraternity brothers if isbeing deployed today to the Middle East, and her best friend’s son is also a Marine, and they are waiting to hear his orders. Vice Chair Christina B. Helms encouraged anyone who has not voted to go out and vote, and exercise their right to freedom. Chair Brian W. Helms said his thoughts and prayers are withare with the military families. He acknowledged Commissioner Merrell as a military mom. The Chair agreed with Commissioner Merrell’s comments regarding Bishop GardonGardin. He said Bishop Gardin has truly lived a life of service and dedication to the community. He stated that Bishop Gardin would be long remembered long after hisyearsfor the service that he has done for the residents of this county. Chair Brian W. Helms expressed appreciation to the County’s staff and recognized Jason May for his presentation tonight regarding grants. Adjournment With there being no further comments or discussion, at approximately 6:28 p.m., Chair Brian W. Helms moved to adjourn the regular meeting. The motion passed by a vote of four to zero as follows: Vice Chair Brian W. HelmsAye Commissioner Baucom Aye Commissioner Christina B. Helms Aye Commissioner Melissa M. Merrell Aye Chair Gary Sideswas not present