TOWN OF COATS Board of Commissioners Thursday, May 9,2024 Official Minutes  The' Town of Coats Board ofCommissioners met in regular session on Thursday, April 11,2024 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 Çommissioner Kelvin Gilbert Commissioner Shirley Allen Members Absent: Çommissioner Jerry Beasley I. CALLTOORDER  Others Present: Nick Holcomb, Town Manager Connie Lassiter, Finance Director/Town Clerk Ken Storicks, Police Chief Mike Collins, Parks & Recreation Director All Bain, Town Attorney  A quorum being present, Mayor Chris Coats called the meeting to order at 7:02 p.m.  A. Invocation & Pledge  Mayor Coats delivered the invocation and led those in attendance in the Pledge of Allegiance.  B. Approval of Agenda  RESOLVED, to approve the agenda. MOTION. BY: Commissioner Kelvin Gilbert SECOND BY: Mayor Pro Tem Marc Powell APPROVED: Unanimously Approved  II. CONSENT AGENDA  A. Approval of Attorney Bill - Services Rendered April 1-30, 2024  B. Request for Court Resurfacing Payment  C.C CAMPO! MOU D. Audit Contract  RESOLVED, to approve Consent Agenda. MOTION BY: Commissioner Shirley Allen SECOND BY: Commissioner, Kelvin Gilbert APPROVED: Unanimously Approved  III. PUBLIC FORUM  Mayor Chris Coats opened the public hearing.  1    Walter Weeks, 121 Eagle Rd, Coats NC, asked on behalf oft the Çoats Museum that the board considered allowing a display case to be placed on the back wall oft the board room that would contain items to commemorate the history of the community. Mr. Weeks noted that the display would not interfere with expanding seating when needed or obstruct views. Mayor Coats closed the Public Forum after hearing no one else.  IV. OLD BUSINESS  A. Scope of Work for Pass-Through Grant  Town Manager Nick Holcomb conveyed that the: scope of work had to be defined for the $50,000 Harnett County Pass-Through Grant and asked the board how they would like to proceed. The consensus oft the board was using the grant to clear out the old Public Works building and move everything to the new shop would be a good use oft the grant since it had been a topic of discussion for a long time; and it would free up the old building for another use. Town Manager Holcomb mentioned that Public Works employee, Wes Blount, had put together a good budget that allowed for fencing, 24'x40' metal building on concrete pad with shelving and bins, and left about $8,000 as a contingency; and he noted that if everything went perfect there Commissioner Kelvin Gilbert asked for confirmation that everything that was at the old shop  would possibly be room for consideration ofr moving fuel tank.  would be removed including the outside ofs shop. Wes Blount confirmed. RESOLVED, to approve exterior upgrades for the Public Works facility.  MOTION. BY: Commissioner Kelvin Gilbert SEÇOND BY: Commissioner Shirley Allen APPROVED: Unanimously Approved  V. NEW BUSINESS  A. ARPA-Grant Project Amendment & Interfund Budget Transfer and now three motions were needed for the following:  Town Manager Nick Holcomb explained that all ARPA funds had been expensed and reported 1. Motion to amend original grant project ordinançe to amend budget for which aj portion was going to the general fund but later decided it would be needed for the water fund due 2. Motion for Interfund budget transfer to move the remaining balance from the ARPA fund  to the unexpected overages in the waterline project  to the Water Fund 3. Motion to close ARPA Fund  RESOLVED, to approve the amended grant project ordinance.  2    MOTION BY: Mayor Pro' Tem Marc Powell SECOND BY: Commissioner Shirley Allen APPROVED: Unanimously. Approved RESOLVED, to approve the interfund transfer. MOTION BY: Commissioner Shirley Allen SECOND BY: Commissioner Kelvin Gilbert APPROVED: Unanimously Approved RESOLVED, to close the. ARPA Project Fund. MOTION BY: Commissioner Kelvin Gilbert SECOND BY: Mayor Pro Tem Marc Powell APPROVED: Unanimously Approved  B. Revize Website Contract  Town Manager Nick Holcomb informed the board that Finance Director Connie Lassiter had several: meetings with website vendors and that pricing was fairly close. Revize specializes in municipal government website design and offers flexibility inj payment options. Option 1 for $8,500 would be covered under the current budget year for the initial design and thei first year of maintenance pending no emergency for HVAC: replacement, but it would be possible to reduce that amount with Option 2 and pay $3,300 per year over the next five years if the council  preferred to do SO.  RESOLVED, to approve the Revize website contract for Option 1.  MOTION BY: Mayor Pro Tem Marc Powell SECOND BY: Commissioner Shirley Allen APPROVED: Unanimously Approved  C. SRO Contract & Plan  Town Manager Nickl Holcomb reminded the board of the new SRO contract from the County that was discussed and tabled at a previous meeting because there was no pressure to sign the contract at that time due to the vacancy ofthe SRO position. The contract was based on an eleven- twelfths reimbursement ofa $45,000 salary plus benefits which would mean the Town would be responsible for paying the cost of one month ofs salary and benefits for the SRO. There would be Police Chief Ken Storicks expressed his desire for the contract to be approved as it would allow the SRO officer to work at the' Town whenever school is out for the: summer. He stated that he Commissioner Kelvin Gilbert inquired ifa any coverage was being provided at the school now; and whether or not the County would be: forced to provide an SRO ifthe Town did not approve the contract. Chief Storicks replied that aj police car was currently parked at the: school and an officer stopped by the school periodically throughout the day; also, the school Principal and Secretary had his direct number. Chief Storicks stated that the Sheriff Department wouldn'tbe: forced to put an officer at the school and noted that they do not provide an SRO: for any middle school or  a 3% escalator cap.  was close to filling the position,  elementary school within the city limits at this time.  3    RESOLVED, to approve the SRO contract. MOTION: BY: Mayor Pro Tem Marc Powell SECOND BY: Commissioner Shirley Allen APPROVED: Unanimously Approved VI. PROPOSED FY2024-2025 BUDGET A. Presentation of Proposed Budget  Town Manager Nick Holcomb presented the following budget highlights:  No increase inj property tax or water fees  $1 per month increase on Solid Waste to cover 3.5% increase from Carolina Trash int the Cautiously budgeted $50,000 for interest revenue sO as not to become dependent on it due to the principal being spent down on grants as they are expended; decline in interest  past two years  No unappropriated surplus was used to balance budget rates next year were possible and likely 5% COLA for full-time employees $10,000 AV system upgrade in Council Chambers Library consolidation allotment is no longer an expense Animal Control contract increased from $12,000 to $25,000 LGC were consulted and recommended change  Future Land Use Plan Update ideally would need $50,000, but budgeted a little over $30,000 with hopes of working out some deals as the budget didn'tallow: for more Cemetery Fund has been moved to the General FumeApearance/Generat Services; no more plots are available to sell thus no revenue to balance the expenditures; auditor and  Town Manager Holcomb noted that $53,000 had been budgeted for a police vehicle and suggested that ift the board had an opinion on the purchase oft the vehicle, the actual purchase could hold offf for six months in order to see ifwe were: fully staffed and what state the 2013 Chargers were at that point and access: needs at that time. The consensus oft the board was to  leave the police vehicle in the budget and discuss further ifneeded.  B. Budget Calendar & Set Public Hearing  Town Manager Nick Holcomb pointed out that thel Budget Calendar had a Budget Work Session scheduled for May 16 at 6:00 p.m. ifnecessary. He asked the board ifthere was further budget discussion needed and whether or not they wished to proceed with the optional meeting. The Public Hearing for thel Proposed Budget would be June 13 at 7:00 p.m. during the regular  monthly meeting,  RESOLVED, to cancel the Budget Work Session for May 16. MOTION BY: Commissioner Kelvin Gilbert SECOND BY: Mayor Pro Tem Marc Powell APPROVED: Unanimously Approved  4    VII. MANAGER & COMMITTEE REPORT  Town Manager Nick Holcomb updated the Board on the following:  Construction documents have been signed on the Lauder property subdivision; final Kick-off meeting for water project had been held; some preliminary work had been done; ordering and staging had started; anticipated beginning construction on July 8 and should wrap up in early to mid-September, but must be done by October 101 for Farmers Day AMI meter project is underway; should be done in more two weeks  approval had been received and property was annexed today  VIII. CLOSED SESSION  Mayor Chris Coats called for motion to enter closed session pursuant to NCGS 143-318.11(a)6) RESOLVED, to go into closed session pursuant to the aforementioned statute.  MOTION: BY: Commissioner Kelvin Gilbert SECOND BY: Commissioner Shirley Allen APPROVED: Unanimously Approved  Board of Commissioners entered closed session at 7:46 p.m. RESOLVED, to reconvene in open session. MOTION BY: Commissioner Kelvin Gilbert SECOND BY: Mayor. Pro Tem Marc Powell APPROVED: Unanimously Approved  Board of Commissioners reconvened in open session at 8:30 p.m. Manager Holcomb to begin search for the director. MOTION: BY: Mayor Pro Tem Marc Powell SECOND BY: Commissioner Kelvin Gilbert APPROVED: Unanimously Approved  RESOLVED, to put line item for Full Time Parks and Recreation Director and task" Town  IX. ADJOURNMENT  Mayor Chris Coats called for a motion to adjourn.  RESOLVED, to adjourn the meeting. MOTION. BY: Commissioner Shirley Allen SECOND BY: Commissioner Kelvin Gilbert APPROVED: Unanimously Approved Meeting adjourned at 8:32 p.m.  5    The attached documents ofi reference are incorporated herewith and are hereby made aj part of these  minutes.  &  Lorfosda Connie Lassiter, Town Clerk  Chris Coats, Mayor  6