MINUTES  THESE ARE THE MINUTES FROM THE SPECIAL MEETING OF  THE BOARD OF COMMISSIONERS FOR THE TOWN OF CONETOE, NORTH CAROLINA  January 16"h, 2023  Gerry Lynch, Mayor  Thel Board of Commissioners ofthe Town of Conetoe met in a Speciall Meeting on Monday, January 16", 2023 at  12:00pm ini the Town Hall Council Room at 204 West Church Street, Conetoe, NC. Commissioners: Jenny Staton-Hinnant, Clay Webb, Regina Gray, and Delane Bryant  PRESENT Mayor Gerry Lynch ABSENT None ALSOI PRESENT Town Clerk: Kelly Hunter  1. MEETING CALLED TO ORDER ANDI INVOCATION 2. APPROVAL OF PROPOSED AGENDA BY COUNCIL  MayorLynch called the meeting to order and thei invocation was given by Commissioner Gray. Commissioner Hinnant made a motion to approve the agenda as presented. Commissioner Bryant seconded 3. PROPOSED ARPA POLICIES (6) &1 DECISION ON ALLOCATION OF FUNDS  thei motion and it carried unanimously. a. Eligible Use Policy  . Commissioner Bryant made al motion to accept and use the Eligible Use Policy as is. a Commissioner Webb seconded the motion andi it carried unanimously. . Commissioner Webb made a motion to adopt the Allowable Cost & Principles Policy. Commissioner Bryant seconded the motion andi it carried unanimously. Commissioner Bryant made a motion to accept the Nondiscrimination Policy as is. Commissioner Hinnant seconded the motion andi it carried unanimously. i. Commissioner Webb made a motion to accept the Records Retention Policy. Commissioner Hinnant seconded the motion and it carried unanimously. Commissioner Hinnant made a motion to accept the Conflict-ol-Interes: Policy as is. Commissioner Webb seconded the motion andi it carried unanimously.  b. Allowable Cost & Cost Principles Policy Nondiserimination Policy d. Records Retention Policy Conflict ofInterest Policy  f. Financial Management and Internal Controls Policy Commissioner Bryant made a motion to table the Financial Management and Internal Controls Policy until the next Regular Meeting where it willl be presented to the Council for review. Commissioner: Hinnant seconded the  motion andi it was approved unanimously. g. Decision on Allocation of ARPA Funds  i. The American Rescue Plan Act of 2021 allows local governments to spend their allocations on eligible projects within four major expenditure groupings. These are the  following:    1. Addressing the COVID-19 public health emergency and its negative 2. Premium pay for eligible workers performing essential work during the 3. Necessary water, wastewater, andi broadband infrastructure 4. Revenue replacement for lost revenue growth  economic impacts pandemic  i. Commissioner Webb  made a motion for the' Town to approve the) Revenue Replacement Expenditure grouping for the allocation oft the ARPA funds. Commissioner) Hinnant seconded the  motion and it carried unanimously.  . YARD WASTE DISCUSSION & MOTION  a. Town Administrator Delane Bryant opened the discussion on yard waste pick up. From January 6", 2022 through April of 2022 the town was without a vendor for yard waste pick up. Since then, thet town) has taken bids from several different vendors. (Michaell Everette, John Foster, Jeremy Bryant, Louis Summerlin, Rev. Richard Joyner and TJ Parker) The board has also investigated contracting with three outside companies that could pick up both household solid waste and yard waste. As well as discussed, changing thei town ordinance to allow in town burning b. The Town of Conetoe and Rev. Joyner with Conetoe Family Life had an agreement (s that yard waste would be picked up and dispersed ofevery other Wednesday for all in town residents for the amount of $500.00 per day of removal. Excluding, the months of December & January where it was decided that the town would only pick up to yard waste once that month. Since entering into the agreement the board felt that the yard waste debris had not been picked up and disposed of as originally agreed upon, The board was in agreement that due to citizen complaints and failure to uphold the arrangement originally agreed upon that they would be terminating Conetoe Family Life as the yard waste vendor and moving tol hire ai new vendor. After much discussion, the bid of services, provided by TJ Parker for the position as vendor ofYard Waste Debris Removal at the rate of $500.00 per day of removal was voted on and d. Commissioner Hinnant requested that going forward because of the struggle to keep a vendor that the town would only enter into a temporary contract. At the end oft that temporary contract the services oft that vendor would bei reevaluated and brought before thel board again where they would vote to keep the services of that vendor or go a different route. Mayor Lynch advised that ift the board sO chooses to go. ahead with a temporary contract with TJ Parker then another backup list should be constructed just in case. Ultimately, Commissioner Webb suggested that TJ Parker sounded like the best option and Commissioner, Hinnant agreed. Commissioner Hinnant then made amotion to send a letter of termination to Conetoe Family Life and move forward with a 90 day trial basis (contract) with TJ Parker to pickup yard waste. Commissioner Webb seconded the  for yard debris.  approved.  motion andi it carried unanimously.  OFFICE: FURNITUREPRINTER DISCUSSION & MOTION  a. The board discussed thej purchase of new office furniture and aj printer. Commissioners Webb and Bryant brought up the State Surplus Sale happening on. Friday, January 20th. It was agreed that we would go to sale and we would rent a uhaul to bring back any purchases. Commissioner Hinnant made ai motion to set a $1000.00 limit toj purchase office furniture, ai new printer, and rent a uhaul if needed to bring back purchases from the State Surplus Sale. Commissioner Bryant a. Commissioner Bryant made motion tol hold a Budget Meeting Workshop in May 2023 and propose all Budget Amendments at that time. Commissioner Hinnant seconded the motion and it  seconded that motion and all approved. AMENDMENTS TO BUDGET carried unanimously.  7. AMENDMENT TO PREVIOUS MINUTES    a. THIS IS AN ADMENTMENT TO THE DECEMEBER 2021 MINUTES. It was discussed and agreed upon toi nol longer hold bills until the monthly meeting but to pay for them as they come in and are due. However, no motion was made in that meeting. This amendment is to correct that oversight. Commissioner Hinnant made ai motion tos set the spending, out oft the General Fund, fort up to $1000.00 without immediate approval by thel board toj pay invoices uponi receipt. However, it will need tol be presented to thel board in ai monthly report for approval at the Regular Monthly Meeting. Commissioner Webb seconded thei motion andi it passed unanimously. a. Commissioner Bryant made motion to give the' Town Clerk flexibility and permission to handle the Powell Bill Account (Money Market. Account at Truist) as far as banking and finances go. Commissioner Webb seconded thei motion andi itj passed unanimously.  8. POWELLBILL, ACCOUNT  9. NEW: BUSINESS a. MOTIONS  i. Commissioner Bryant made a motion for Commissioner Webb, with Streets & Maintenance, to get quotes from three businesses regarding the drainage issues surrounding thej park area and Dawson Street. Commissioner Hinnant seconded motion ii. Commissioner Bryant made motion to accept Commissioner Gray as the new Events and Revitalization Coordinator. Commissioner Webb seconded the motion andi it carried iii. Commissioner Bryant made ai motion to1 make Commissioner Clay Webb the new Flood Plain Administrator according to the Proposed Zoning Ordinance. Commissioner iv. Commissioner Bryant made ai motion for Commissioner Hinnant toi investigate and bring back information regarding state regulations for updating thej park. Commissioner V. Commissioner Hinnant made ai motion for Commissioner. Bryant to become the new: Zoning Administrator. Commissioner Webb seconded the motion and it carried  andi it carried unanimously.  unanimously.  Hinnant seconded the motion andi it carried unanimously. Webb seconded the motion andi it carried unanimously.  unanimously.  10. ADJOURNMENT  a. Commissioner made a motion to adjourn the meeting and commissioner Hinnant seconded.1 It  carried unanimously.  ehyk  t ly  hae