TOWN OF COATS Board of Commissioners Thursday, July 13,2023 Official Minutes  The Town of Coats Board of Commissioners meti in regular session on Thursday, July 13, 2023 at 7:00  p.m. in the Board of Commissioners' Meeting Room at Coats Town Hall.  Members Present: Mayor Chris Coats Mayor Pro-Tem Jerry Beasley Commissioner Marc Powell Commissioner Kelvin Gilbert Commissioner Allen Mosby Members Absent: Commissioner Shirley Allen LCALLTO ORDER  Others Present: Nick Holcomb, Town Manager AIl Bain, Town Attorney Connie Lassiter, Finance Director/Town Clerk Ken Storicks, Chiefof Police Rodney Pleasant, Public Works Director  A quorum being present, Mayor Chris Coats called the meeting to order at 7:00 p.m. Mayor Coats delivered thei invocation and led those in attendance int thel Pledge of Allegiance. Mayor Chris Coats requested to remove Item D SRO MOU Renewal from the consent agenda as well as Item BI Library Consolidation Update and Item CI Parks & Recreation Update from Section V ofthe MOTION BY: Commissioner Allen Mosby, SECOND BY: Commissioner Marc Powell  agenda.  RESOLVED, to approve. Agenda as amended. APPROVED: 4-0, unanimously approved  II. CONSENT AGENDA  A. Approval ofl Minutes - June 8, 2023 Regular Meeting &. June 29, 2023 Recessed Meeting  B. Approval of Attorney Bill - Services Rendered June 30, 2023  C. Approval of Police Vehicle Purchase RESOLVED, to approve Consent Agenda as amended. APPROVED: 4-0, unanimously approved  MOTION BY: Commissioner Kelvin Gilbert, SECOND BY: Mayor Pro Tem Jerry Beasley  III. PUBLIC FORUM Forum.  Mayor Chris Coats opened the Public Forum; and after hearing no one, Mayor Coats closed the Public  1    IV. NEW BUSINESS  A. Capital Areal Metropolitan Planning Organization (CAMPO)  Alex Rickard, CAMPO Deputy Director, gave a presentation on the function, purpose. and structure of CAMPO and explained that membership benefits included transportation planning services, technical services as well as project development and funding. Mr. Rickard sited examples of small funding projects such as models to help with downtown traffic. Mr. Rickard mentioned project and funding options through the NCDOT Prioritization (SPOT) which is offered every two years and the Locally Administered Projects Program (LAPP) which is an annual program. He explained that LAPP program projects were ranked based on local priority, MTP compliance, prior agency funding level, project effectiveness and cost  effectiveness.  Mayor Chris Coats asked how many projects were: submitted on any. given year. Mr. Rickard Commissioner Marc Powell inquired about the amount of funding each year, and Mr. Rickard Mr. Rickard estimated that annual dues would be in the range of $1,200-$1,500 based on  responded with 15 roadway projects for LAPP and 46 projects for SPOT. replied that approximately $25 million was available each year.  population and would start in the year 2025.  RESOLVED, to join the Capital Area Metropolitan Planning Organization and appoint Town Manager Nick Holcomb to serve on the' Technical Committee and Mayor Chris Coats to serve on Executive Board. MOTION BY: Mayor Pro Tem Jerry Beasley, SECOND BY: Commissioner Marc Powell  APPROVED: 4-0, unanimously approved  B. Set Public Hearing - Future Land Use Map  Nick Holcomb, Town Manager, reported that the Planning Board had been working on updating thel Future Land Use Map to best place the commercial, residential, agricultural and industrial zones throughout the town and ETJ in order to use it as the primary tool for making rezoning  decisions.  RESOLVED, to set Public Hearing for Future Land Use Map for August 10.  MOTION BY: Commissioner. Allen Mosby, SECOND BY: Commissioner Kelvin Gilbert  APPROVED: 4-0, unanimously approved C. Prioritize Street Resurfacing Projects  Nick Holcomb, Town Manager, communicated that there was no formal quotes to be voted on at this time. He asked the Board for input on what streets that they considered to bet top priorities for resurfacing. Commissioners mentioned Mason St between Main St and Washington St, Winchester Ave, Park Ln, Winchester and Remington, and Ida St at Hwy 27. Commissioner  2    Kelvin Gilbert asked for more time to review streets to decide areas of greatest need for resurfacing. Mr. Holcomb asked the Board to come prepared at the August meeting to vote on  streets to bid out.  V.I MANAGER & DEPARTMENT UPDATES  Finance Director Connie Lassiter noted that an additional $450,000 had been moved to the' Trust. Police Chief Ken Storicks emphasized the number of non-reported calls generated through dispatch that are. not included in the departmental report. Chief Storicks reminded the Board oft the upcoming National Public Works Director Rodney Pleasant reported that since January there had been 23 new taps. Town Manager Nick Holcomb pointed out that ninet taps were purchased by customers at the end of. June and wanted the Board to be aware that the' Town'se expenditures for installing taps would be in the new: fiscal Nick Holcomb, Town Manager, informed thel Board ofai request from the Coats Museum on placing wayfinding signage and asked ift there was any interest from the Board in a town wide wayfinding program, Mr. Holcomb added that Museum Board Member Randy Stephenson had already done some Mayor Pro Tem Jerry Beasley expressed concern with unbudgeted cost ofs signage. Town Manager Holcomb explained that the museum was prepared to pay for the cost oftheir signs and that maybe the Town could offer to do thei installation for our part. The consensus of the Board was favorable for working with museum on wayfinding signs as long as the project abided by ordinances and there was no cost to Town. Mr. Holcomb stated that he would try to meet with the museum members and hoped to  Night Out event.  year,  work on signs that included Town Hall and other places ofi interest.  come back to the next town meeting with a map of how signs would look.  VLRECESS  Mayor Chris Coats called for a motion to recess meeting.  RESOLVED, to recess the meeting to continue on Monday, July 17 5:00 p.m. MOTION BY: Commissioner Allen Mosby, SECOND BY: Commissioner Marc Powell  APPROVED: 4-0, unanimously approved Meeting recessed at 8:06 p.m.  The Town of Coats Board of Commissioners reconvened on Monday, July 17, 2023 at 5:00 p.m. in the Members Present: Mayor Chris Coats, Mayor Pro Tem Jerry Beasley, Commissioner Marc Powell, Members Absent: Commissioner. Kelvin Gilbert, Commissioner Allen Mosby StaffPresent: Town Manager Nick Holcomb, Finance Director/Town Clerk Connie Lassiter  Board of Commissioners' Meeting Room at Coats Town Hall.  Commissioner Shirley Allen  3    A quorum being present, Mayor Chris Coats called the meeting to order at 5:00 p.m.  Update on Town's Financial Operation  Nick Holcomb, Town Manager, stated that the newly hired Customer Service Representative had been in that position for four weeks and was becoming more proficient each day. He reminded thel Board oft the heavy workload that was placed on the Finance Director during the transition and training time which was compounded by timing of the vacancy during finalizing budget and end of fiscal year close out. He added that even though it appeared that we were coming out oft the tunnel, there would still be times ofa absences due tos sickness and vacation. He mentioned that he wanted to make sure the Board was aware oft these type situations because the Finance Director also serves in the position of Town Clerk which falls under Finance Director/Town Clerk Connie Lassiter noted discoveries made during her time covering the customer service position which led to developing potential solutions for improvements. Town Manager Holcomb asked the Board to consider closing' Town Hall to the public earlier sO that the cash drawer could bel balanced without interruption of phone calls and additional transactions. Mr. Holcomb explained the some ofthe difficulties with daily close out included only having one computer with utility software, once close out was completed then no more transactions could be entered that day and manual Town Manager Holcomb stated that the: suggested solution of closing early wouldn'to cost anything, but the Board would need to be supportive of the decision due to potential complaints. Another solution would involve the expense of another computer with additional software license ifthe County would agree toi it. Mr. Holcomb asked the Board to consider at what point it would make sense for a part-time person to be hired and recounted the auditor segregation of duties finding each year. Commissioner Shirley Allen asked if there was too much work on the front desk. Ms. Lassiter replied that due to limited access to the utility software that was shared with Harnett Regional Water as well as lack of control over software functions led to the necessity of creating spreadsheets to track the' Town of Coats information for things such as customer deposits, deposit refunds and utility payments by bank draft. Ms. Lassiter added that the practice was time consuming iftracked properly.  thel Board.  receipts had to bei issued to customers which sometimes caused confusion.  Discussion in regards to early closing included:  Time needed to complete close out Employee work hours would still be from 8am-5pm Other methods of payment available  Security of current drop box and potential of additional drop box at front ofTown Hall  When to start new hours andi informing citizens oft time change  Mayor Pro Tem Jerry Beasley voiced that we should start looking at part-time employee to be prepared.  RESOLVED, to close lobby at 4:30 p.m. beginning August 1st.  MOTION BY: Mayor Pro' Tem Jerry Beasley, SECOND BY: Commissioner Shirley Allen  APPROVED: 3-0, unanimously approved  4    VIL.ADJOURN  Mayor Chris Coats called for a motion to adjourn.  RESOLVED, to adjourn.  MOTION BY: Commissioner Marc Powell, SECOND BY: Mayor Pro Tem Jerry Beasley  APPROVED: 3-0, unanimously approved Meeting adjourned at 5:41 p.m.  The attached documents of reference. are incorporated herewith and are hereby made a part oft these  minutes.  LL Connie Lassiter, Town Clerk  L0  Chris Coats, Mayor  5