TOWN OF COATS Board of Commissioners Thursday, June 13, 2024 Official Minutes  The Town of Coats Board of Commissioners met in regular session on Thursday, June 13,2024 at 7:00  p.m. in the Board of Commissioners' Meeting Room at Coats Town Hall.  Members Present: Mayor Chris Coats Mayor Pro Tem Marc Powell Commissioner Jerry Beasley Commissioner Kelvin Gilbert Commissioner Shirley Allen  Others Present: Nick Holcomb, Town Manager Connie Lassiter, Finance Director/Town Clerk Rodney Pleasant, Public Works Director Ken Storicks, Police Chief Mike Collins, Parks and Recreation Director Al Bain, Town Attorney  CALLTO ORDER  A quorum being present, Mayor Chris Coats called the meeting to order at 7:00 p.m.  A. Invocation & Pledge  Mayor Coats delivered thei invocation and led those in attendance in the Pledge of Allegiance.  B. Approval of Agenda  RESOLVED, to approve the agenda. MOTION BY: Mayor Pro Tem Marc Powell SECOND BY: Commissioner Shirley Allen APPROVED: Unanimously Approved  II. CONSENT AGENDA  A. Approval ofl Minutes - April 11,2024 & May 9, 2024 B. Approval of Attorney Bill - Services Rendered May 1-31, 2024  C. Lease of Viper Radios  RESOLVED, to approve. Consent Agenda. MOTION BY: Commissioner Kelvin Gilbert SECOND BY: Mayor Pro Tem Marc Powell APPROVED: Unanimously Approved  m. PUBLIC FORUM  Mayor Chris Coats opened the Public Forum.  1    Vikki Ingersoll, 301 N Railroad St, Coats NC, spoke on behalf oft the Coats Chamber of Commerce as the Chamber President to clarify the action oft the Chamber Board regarding the recent lay-off of Chamber Executive Director Tricia Bristow. Ms. Ingersoll explained that the Chamber could not afford an employee due to their financial reality; and the decision was made after options were discussed between thel Director and Board in an effort to keep the Chamber open and operational. Going forward, the Chamber willl be a volunteer organization until the financial situation changes. Ms. Ingersoll expressed appreciation tot the Town Board for use of property, road closures andj providing town staff for their events. She mentioned that the Chamber had not received ai response for their request for financial assistance and would like to Joan Harmon, 1390. Abattior Rd, Coats NC, requested that the Public Forum be moved to the end oft the meetings to make relevant comments of concerns about topics discussed during the meeting. She questioned the town procedures for handling grants and commented that she felt it to be stagnant. She suggested that a committee could be formed to come up with ideas if  meet to discuss further.  guidelines were given.  Mayor Coats closed the Public Hearing after hearing no one else. IV. PUBLIC. HEARING for FISCAL YEAR 2024-2025 BUDGET  A. Introduction of Proposed Budget at the May 9th meeting:  Town Manager Nick Holcomb highlighted the following summary from the budget presentation  Noi increase on ad valorem tax; remains at $0.49 Noi increase to water rate $1/month increase to solid waste rate 5% COLA for all full-time employees No new capital requests  Mr. Holcomb noted the changes made to the previously proposed budget as follows:  Meters & Supplies line item decreased $10,000 and Water Purchase line item increased Unappropriated Surplus line item in the General Fund was used to balançe the $40,000 budget increase due to the Boards' vote to budget and hire a full-time Parks and  $10,000 in the Water Department (Fund 60)  Recreation Director  Mr. Holcomb reminded the board of previous discussions regarding the timing of purchasing: a police vehicle later int the year when the need could be reassessed based offt the department being fully staffed or having a need based off any other major mechanical problem with existing fleet. He suggested that the board may want to. hold a separate vote on revisiting the police vehicle  purchase at later month in the year.  B. Public Hearing  2    Mayor Chris Coats called for a motion to open the Public Hearing on the FY2024-2025 Budget.  RESOLVED, to open Public Hearing. MOTION BY: Mayor Pro Tem Marc Powell SECOND BY: Commissioner Shirley Allen APPROVED: Unanimously Approved RESOLVED, to close Public Hearing. MOTION. BY: Commissioner Shirley Allen SECOND BY: Mayor Pro Tem Marc Powell APPROVED: Unanimously Approved  Mayor Chris Coats called for a motion to close thel Public Hearing after hearing no one.  V. NEW BUSINESS  A. Adoption of] FY2024-2025 Budget Ordinance police vehicle being held off until later in the year.  Commissioner Kelvin Gilbert questioned the need for a separate vote regarding the purchase ofa Town Manager Nick Holcomb explained that the budget was balanced based off ofl keeping the police vehicle. int there, but the board could vote to set a specific time to revisit the need to Commissioner Shirley Allen asked whether there were enough cars ifa new policeman was hired. Police Chief] Ken Storicks responded that there were enough cars with the inclusion oft the older Chargers. He explained that he did not feel a separate vote regarding the vehicle purchase was needed since a vehicle purchase was a capital expense with an amount that would require The consensus oft the board was to leave the police vehicle in the budget. RESOLVED, to approve the proposed Fiscal Year 2024-2025 budget ordinance.  purchase if the majority of the board thought it prudent to do SO.  approval from the board in order toj purchase.  MOTION: BY: Mayor Pro' Tem Marc Powell SECOND BY: Commissioner Kelvin Gilbert APPROVED: Unanimously Approved  B. - Open Capital Project t-I Public Works Improvements $50K  Town Manager Nick Holcomb reminded the board of approval last month on the scope of work for grant funds that included exterior upgrades at the Public Works facility located at 50N Isabella St. The $50,000 has been received from the County. A grant project ordinance is necessary because the project will span multiple years. Town Manager. Holcomb asked for authority to be given to the public works department to move forward on scheduling the work and Wes Blount, Public Works employee overseeing project, gave recommendation on vendor selection and fielded questions raised from the board regarding prices as follows:  pointed out that the project cost breakdown included int their packet.  3    Fencing - Carolina Fence $23,459 did not include power and electrical 24'x40' Storage Building - Boss Buildings $11,474 Boss Buildings was the lowest bidder Concrete Pad - NG Gonzalez Masonry! $14,500 water drainage; other bid was for concrete only RESOLVED, to approve grant project ordinance, MOTION BY: Commissioner Kelvin Gilbert SECOND BY: Commissioner Shirley Allen  Carolina Fence would provide turnkey project that included power and electrical work; other bids  Gonzalez Masonry bid included building pad, foundation and concrete with an apron off front for  APPROVED: Ayes (3) Mayor Pro Tem Marc Powell, Commissioner Kelvin Gilbert, Commissioner Shirley Allen; Noes (1) Commissioner Jerry Beasley RESOLVED, to accept Carolina Fence bid for fencing because others do not have ability to do  power.  MOTION BY: Commissioner Shirley Allen SECOND BY: Mayor Pro' Tem Marc Powell  APPROVED: Ayes (3) Mayor Pro' Tem Marc Powell, Commissioner Kelvin Gilbert, Commissioner Shirley Allen; Noes ()Commissioner. Jerry Beasley RESOLVED, to accept Boss Building bid for storage building. MOTION BY: Commissioner Kelvin Gilbert SECOND BY: Mayor Pro Tem Marc Powell  APPROVED: Ayes (3) Mayor Pro Tem Marc Powell, Commissioner Kelvin Gilbert, Commissioner Shirley Allen; Noes (1) Commissioner Jerry Beasley RESOLVED, to accept NG Gonzalez Masonry because oft the way they build it. APPROVED: Ayes (3) Mayor Pro Tem Marc Powell, Commissioner Kelvin Gilbert, Commissioner Shirley Allen; Noes (1) Commissioner Jerry Beasley . Open Capital Project - Downtown Revitalization $500K  MOTION BY: Mayor Pro' Tem Marc Powell SECOND BY: Commissioner Kelvin Gilbert  Town Manager Nick Holcomb explained that a grant project ordinance was needed to open the capital project that would span over multiple years for the scope of work defined last month for the downtown revitalization. The $500,000 is frontloaded and should arrive by June 14, 2024. Commissioner Shirley Allen asked when designs would be available to view. Town Manager Holcomb commented that something may be available by the end oft the month, but we would definitely want to have a meeting for citizens, business owners and the planning board to view RESOLVED, to approve grant project ordinance for downtown improvements.  The project must be completed by October 3, 2025.  maybe int the next month.  MOTION: BY: Mayor Pro' Tem Marc Powell SECOND BY: Commissioner Shirley Allen  4    APPROVED: Ayes (3) Mayor Pro Tem Marc Powell, Commissioner Kelvin Gilbert, Commissioner Shirley Allen; Noes ()Commissioner. Jerry Beasley  VI. MANAGER & COMMITTEE REPORT  A. Financial Reports  No comments were made regarding financial reports.  B. Departmental Updates  There were no updates from departments. - Town Manager Updates  Town Manager Nick Holcomb updated the board on the following:  Planning Board meeting will be on Thursday, July 18 at 6:00 p.m. instead ofThursday, Internal Control Policy and Procurement Policy are being worked on with anticipation of  July 4 due to the Independence Day holiday presenting for board approval next month AMI project is 99% complete  VII. CLOSED SESSION  Mayor Chris Coats called for motion to enter into closed session pursuant to NCGS 143-  318.11(a)(6)  RESOLVED, to goi into closed session. MOTION BY: Commissioner Kelvin Gilbert SECOND BY: Commissioner Shirley Allen APPROVED: Unanimously Approved  Board of Commissioners entered closed session at 7:42 p.m. RESOLVED, to reçonvene in open session. MOTION BY: Mayor Pro Tem Marc Powell SECOND BY: Commissioner Shirley Allen APPROVED: Unanimously Approved  Board of Commissioners reconvened in open session at 8:45 p.m.  VIII. RECESS  Mayor Chris Coats called for ai motion to recess to al later date for any necessary year end budget  amendments and to discuss council vacancy.  RESOLVED, to recess to Thursday, June 27, 2024 at 6:00 p.m.  5    MOTION BY: Commissioner Kelvin Gilbert SECOND BY: Commissioner Shirley Allen APPROVED: Unanimously Approved Meeting recessed at 8:47 p.m.  The' Town of Coats Board of Commissioners reconyened the recessed Thursday, June 13,2024 regular session on Thursday, June 27,2024 at 6:00 p.m. in thel Board of Commissioners' Meeting Members Present: Mayor Chris Coats, Mayor Pro Tem Marc Powell, Commissioner Shirley Allen, Commissioner Kelvin Gilbert; Members Absent: Commissioner Jerry Beasley; Others Present: Town Manager Nick Holcomb, Finance Director Connie Lassiter, Town Attorney Al Bain A quorum being present, Mayor Chris Coats called the meeting to order at 6:00 p.m.  Room at Coats Town) Hall.  Town Manager Nick Holcomb stated that there were no year-end budget amendments that required board approval, but there was a budget adjustment for a transfer between departments within the General Fund that required notification to the board. A transfer from the Planning Department to the Public Works Street Department was made int the amount of$ $3,070 due to increased electricity cost for Christmas lights The board discussed filling the Commissioner seat left vacant after the resignation of Allen Mosby. The  plug-ins.  following observations were made:  Appointed member would have one and one-half year to serve for remaining term Hazel Stephenson expressed interest, but it would leave the Planning Board without the most  No formal interest had been submitted thus far Margaret House was willing to serve ifneeded  tenured member  Commissioner Kelvin Gilbert recommended putting an ad int the newspaper and posting on Facebook for The consensus oft the board was to advertise as mentioned and review at the. August meeting. Mayor Chris Coats called for motion to enter into closed session pursuant to NCGS 43-318.1()5)0).  interested persons to submit resume.  RESOLVED, to goi into closed session. MOTION: BY: Commissioner Kelvin Gilbert SECOND BY: Mayor Pro Tem Marc Powell APPROVED: Unanimously. Approved  Board of Commissioners entered closed session at 6:12 p.m. RESOLVED, to reconvene in open session. MOTION BY: Commissioner Kelvin Gilbert SECOND BY: Mayor Pro Tem March Powell APPROVED: Unanimously Approved    Board of Commissioners reconvened in open session at 6:49 p.m.  RESOLVED, to adjourn the meeting. MOTION BY: Mayor. Pro Tem Marc Powell SECOND BY: Commissioner Kelvin Gilbert APPROVED: Unanimously Approved Meeting adjourned at 6:49 p.m.  The attached documents of reference are incorporated herewith and arel hereby made aj part ofthese  minutes.  Connie G  Town Clerk  Chris  LE  Coats, Mayor  7