TOWN OF COATS Board of Commissioners Thursday, June 8, 2023 Official Minutes  The Town of Coats Board of Commissioners met in regular session on Thursday, June 8, 2023 at 7:00  p.m. int thel 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 Shirley Allen Commissioner Allen Mosby I.CALL TO ORDER  Others Present: Nick Holcomb, Town Manager Al Bain, Town Attorney Connie Lassiter, Finance Director/Town Clerk Ken Storicks, ChiefofPolice Mike Collins, Parks and Recreation Director  A quorum being present, Mayor Chris Coats called the meeting to order at 7:00 p.m. Mayor Coats delivered the invocation and led those in attendance in the Pledge of Allegiance. MOTION. BY: Commissioner Allen Mosby, SECOND BY: Commissioner Marc Powell  RESOLVED, to approve. Agenda. APPROVED: 5-0, unanimously approved  II. CONSENT AGENDA  A. Approval ofl Minutes - May 11, 2023 Regular Meeting & May 18, 2023 Work Session  B. Approval of Attorney Bill - Services Rendered May 1-31,2023 C. Approval ofTransfer for remainder of Odum Family Cemetery Plots  RESOLVED, to approve Consent Agenda. APPROVED: 5-0, unanimously approved  MOTION BY: Commissioner Kelvin Gilbert, SECOND BY: Commissioner Shirley Allen  III. PUBLIC FORUM  Nick Holcomb, Town Manager, summarized the following regarding the Proposed FY 2023-2024 budget:  Noi increase on ad valorem tax (remains at $0.49) Noi increase in water rate Noi increase in solid waste rate on getting the starting salary to $40,000  5%0 COLA for full-time employees and increased police department salaries predicated  1    Three capital projects separate from the operating budget (water lines, water meters, park  project)  Increase in Water Tap feei from $1,800 to $2,000 Increase on preliminary plat subdivision review from $10t to $20  Mayor Chris Coats opened the Public Forum; and after hearing no one, Mayor Coats closed the Public  Forum.  IV.PUBLICI HEARING  Mayor Chris Coats opened the Public Hearing for thel Proposed Fiscal Year 2023-2024 Budget; and after  hearing no one, Mayor Coats called for a motion to close thel Public Hearing.  RESOLVED, to close Public Hearing. APPROVED: 5-0, unanimously approved  MOTION. BY: Commissioner Allen Mosby, SECOND BY: Commissioner Marc Powell  V.OLD BUSINESS  A. Cloudwyze Easement Contract  Nick Holcomb, Town Manager, recapitulated the April meeting when CloudWyze presented plans to extend fiber internet to Coats and requested. an easement for a location to store and maintain their cabinet with their preferred site being at 128 W Lemon St which was near the cell tower. However, SBA Towers who holds a 50; year lease for the cell tower could not be contacted, so a new location for the cabinet installation at 501 N Isabella Sti in the southwest corner Town Manager. Holcomb reported that the Town Attorney had reviewed the easement contract and that corrections had been made. He noted one important change being that ifit ceases to be Mayor Pro-Tem Jerry Beasley asked about the size of the easement. Town Attorney Al Bain responded that the easement would not bes specifically assigned because they just needed access to and from the cabinet. The map would show the location of the cabinet and there was no Mayor Chris Coats expressed concern over waterlines and other ground obstructions. Town Manager Holcomb responded that they would need to inform us where they would be working each day so that we could go before them to locate any water lines with the Ground Penetrating Commissioner Marc Powell inquired ift the work would have to be inspected by the FCC. and was curious ifit would interfere with signals around town. Town Manager Holcomb replied that he  oft the lot at the Public Works Building was requested.  operational then the easement would be vacated back to the Town.  concern with meets and bounds.  Radar; and Cloudwyze would be responsible for any damages.  could direct those questions to Cloudwyze represtentives.  2    RESOLVED, to approve easement. APPROVED: 5-0, unanimously approved  MOTION: BY: Mayor Pro Tem Jerry Beasley, SECOND BY: Commissioner Kelvin Gilbert  VI. NEW BUSINESS  A. Adoption of] Fiscal Year 2023-2024 Budget  Town Manager Nick Holcomb noted that based on board discussion at thel May 18th workshop the janitorial services line had been reduced and the savings went to demolition ofs structures for potential condemnation and demolition and toj parks improvement to help cover potential Mayor Pro-Tem Jerry Beasley expressed an amendment was needed because he thought it was agreed to lower the amounts given to the three non-profits to $800 each. Commissioner Kelvin Gilbert stated that he remembered discussing it but didn'trecall agreeing to it and others echoed the same. Discussion ensued regarding the history of increase in previous years to the various Town Attorney Al Bain stated that ai motion would be needed to amend the proposed budget. RESOLVED, to reduce the Senior Citizens Center and the Chamber of Commerce to $800 each and that the total savings of $2,400 be moved to Demolition in the Planning/Zoning Department. MOTION BY: Mayor Pro-Tem Jerry Beasley, SECOND BY: Commissioner Shirley Allen APPROVED: Ayes (3) Mayor Pro-Tem Jerry Beasley, Commissioner Shirley Allen and Commissioner Marc Powell; Noes (2) Commissioner Allen Mosby and Commissioner Kelvin  overages with the next potential vote on the project.  non-profits for specific needs and the amount was never réduced back.  Gilbert  Commissioner Marc Powell inquired about possibility ofr running over budget. Town Manager Nick Holcomb explained that the budget was balanced without the use of unappropriated surplus, but thel Board would need to approve to pull money from surplus in the case of a specific emergency. He also noted that in the case ofhaving the surplus int the budget in the beginning and an emergency didn'thappen then that would be an area where the board wouldn't necessarily Mayor Pro-Tem Jerry Beasley communicated that he didn't like the budget because so much of the budget was going to salaries and benefits; and he noted that there was no wiggle room in the Commissioner Allen Mosby remarked that there was no money wasted and salary maintenance was something that we couldn'ts get behind on because keeping good employees was important. Mayor Pro-Tem Jerry Beasley stated he would like work sessions every 90 days to look at each Commissioner Kelvin Gilbert commented that Coats is growing and it's going to cost more money to continue to grow; and we could not stay stuck in the old ways. He agreed that work  have as much control when not responding to a specific crisis.  budget. He conveyed the need to meet in January to assess situation.  department to know what was going on.  3    sessions would be good ifworking towards growth, but work sessions on the premise ofus Commissioner Shirley Allen suggested that quarterlymeetings to review state of expenses at  staying the same would not be good. certain times oft the year would be helpful. RESOLVED, to approve budget as amended. APPROVED: 5-0, unanimously approved B. Hardcourt Resurfacing Bids  MOTION BY: Commissioner Kelvin Gilbert, SECOND BY: Commissioner Marc Powell  Nick Holcomb, Town Manager, reported that bids had come in over the $50,000 budget with two companies refusing to give bids for resurfacing only instead ofr removing the existing asphalt and paving al brand new surfaçe, North State Resurfacing was the only company that agreed to essentially do aj patch job with two-inch overlay and chip seal for $60,000. Mr. Holcomb turned it over to the board for discussion on whether to proceed with bid or select a new project and Commissioner Marc Powell indicated that he would like the money directed to the new property after seeing the grounds tore upi from the past weekend from vehicles parked there and mentioned Commissioner Shirley. Allen asked ift the board would be comfortable doing the resurfacing instead of a brand new: surface at the park. Town Manager Holcomb asked Parks and Recreation Director, Mike Collins, for his opinion based on what hel had been told by contractors. Mr. Collins summarized the resurfacing as a glorified band aid adding that two of the three contractors said it needed to be ripped upt to find what was underneath as far as drainage and see ifthes subsoil was the problem for the cracks. Mr. Collins emphasized that there would not be a ten year guarantee and problems could arise that would cause the need to spend more money in a  added that the grant money. had to be spent by June 2024.  fencing was needed.  few years.  Board discussion included:  Disposal cost of asphalt removal No guarantee ofr resurfacing Alternate location for basketball Pouring a concrete slab instead of asphalt  RESOLVED, to table until June 29, 2023 recessed meeting.  MOTION BY: Commissioner Allen Mosby, SECOND BY: Commissioner Marc Powell  APPROVED: 5-0, unanimously approved  4    . - Vehicle Policy  Nick Holcomb, Town Manager, remarked that commissioners had questioned why police vehicles for officers living beyond 15 miles were parking at Boone Trail Emergency Services Station. This isi in breach oft the vehicle policy due tot the commute distance being 15.8 miles and the location is not the officers' primary residence. A staff recommended amendment increases the miles from 15 to 20 and it would also allow those that lived beyond the miles to park in an approved government facility within mile range and give priority to those that were staffed 24 Commissioner Marc Powell inquired about the purpose of driving the vehicle home. Police Chief Ken Storicks replied that ifthere was a major incident in town that he needed everyone here as quick as possible and noted that mutual aid was sometimes delayed due to staffing shortages everywhere. Chief Storicks acknowledged that we could not compete with the salaries of other towns, sO we have to find ways to be competitive. He noted that all agencies in the county and surrounding area have take-home car policies with some being less restrictive than ours. Mayor Pro-Tem Jerry Beasley asked ifBoone Trail was manned 24 hours a day and if weapons were left in vehicles. Chief Storicks responded that Boone Trail had confirmed that they were Town Manager Holcomb announced that the policy amendment also included language to make it clear that vehicles were not to be used for secondary employment. He informed the board that all employees would be given a copy ofthe amended policy and would sign an acknowledgement of  hours per day.  manned 24 hours a day and that weapons were not left in vehicles.  receipt of! policy.  RESOLVED, to approve amendment to police vehicle policy.  MOTION BY: Commissioner Kelvin Gilbert, SECOND BY: Commissioner Shirley Allen  APPROVED: 5-0, unanimously approved VII. MANAGER & DEPARTMENT UPDATES  Nick Holcomb, Town Manager, communicated that there were no expected year end budget amendments unless an emergency happened. He urged the board to come prepared to make a decision in regards to McKinley Point and the Parks project. He informed the board that they would be given year end  financials statements to date also showing capital projects.  VIII. RECESS  Mayor Chris Coats called for a motion to recess meeting.  RESOLVED, to recess the meeting to continue on Thursday, June 29 at 6:00 p.m. MOTION BY: Commissioner, Allen Mosby, SECOND BY: Commissioner Marc Powell  APPROVED: 5-0, unanimously approved Meeting recessed at 8:26 p.m,  5    The attached documents ofr reference are incorporated herewith and arel hereby made aj part of these  minutes.  Ll Connie Lassiter, Town Clerk  hb  Chris Coats, Mayor    TOWN OF COATS Board of Commissioners Thursday, June 29, 2023 Official Minutes  The' Town of Coats Board of Commissioners reconvened the recessed Thursday, June 8, 2023 regular session on Thursday, June 29, 2023 at 6:00 p.m. in thel Board of Commissioners' Meeting Room at Coats  Town Hall. Members Present: Mayor Chris Coats Mayor Pro-Tem Jerry Beasley Commissioner Shirley Allen Commissioner Kelvin Gilbert Commissioner Marc Powell Commissioner Allen Mosby  Staff Present: Nick Holcomb, Town Manager Connie Lassiter, Finance Director/Town Clerk Mike Collins, Parks & Recreation Director  A quorum being present, Mayor Pro-Tem Jerry Beasley called the meeting to order at 6:00 p.m. and  acknowledged that the Mayor would be late to the meeting.  VIII. RECESSED  A. Year End Budget Amendments  Town Manager Nick Holcomb reported that there were no year-end budget amendments needed, but the board would need to approve a transfer of$200,000 from the Water Fund Balance to the Capital Project Water Fund fori the waterline replacement project. This would allow for payment to WithersRavenel fort the upfront costs of survey, design and engineering. The $200,000 would bet transferred back to the Water Fund when the $1,000,000 grant monies are. received. Mr. Holcomb directed the boards' attention to the year-end financials to date which includeda Revenue Statement, Expenditure Statement and Balance Sheet that had been given to them upon their arrival tot the meeting and noted that this was not the final statement as more revenue was to be collected and a few more expenditures to be paid before closing the year. He also mentioned that the Park Project was setup under Fund 45 Capital Projects-General and the Waterline Replacement Project was setup under Fund 46 Capital Projects-Water. Mayor Pro-Tem. Jerry Beasley asked where thei interfund transfer was being pulled from. Mr. Holcomb replied that it was coming from the water fund balance to the Fund 46 Capital Project for Water. Mayor Pro-Tem Beasley interjected that it should show as an expense. Finance Director Connie Lassiter explained that it would show on the balance sheet because it was a liability account and went on to: further explain the accounting entries for "due to" liabilities and Mayor Pro-Tem Jerry Beasley stated that the $50,000 grant should be showing up on the revenue statement. Finance Director Connie Lassiter expounded the principles of grant accounting in respect to the case of unearned grant revenue not being recognized until spent which made ita  "duei from" assets.  liability recorded on the balance sheet.  1    RESOLVED, to transfer $200,000 from the Water Fund to the Capital Project-Water Fund. MOTION BY: Commissioner Allen Mosby, SECOND BY: Commissioner Kelvin Gilbert  APPROVED: 5-0, unanimously approved  Mayor Pro-Tem Jerry Beasley asked for confirmation that the line item overages were able to be adjusted within the departments. Finance Director Connie Lassiter confirmed. Mayor Pro-Tem Beasley suggested that it might be better to do them each month instead of waiting to the end of the year. Ms. Lassiter conveyed that there was no right or wrong time to make the adjustments but that it was more common practice to adjust at the end oft the year; but, she would do as the board desired ift they requested monthly adjustments. No preference was given. Mayor Pro-Tem Jerry Beasley inquired about moving money from the bank account and the loss of potential interest. Finance Director Connie Lassiter acknowledged that more money could be moved tot the Trust for higher interest rates and would move it noting lack oftime to accomplish all ofher duties because of having to cover twoj positions since the departure of an employee. Town Manager Holcomb added that the interest would be important in the upcoming year in  regards to budget.  B. McKinley Point and Parks  Nick Holcomb, Town Manager, commented that during the previous meeting it was agreed that the board didn't like the price and the fact that there was no guarantee on the resurfacing at the park. Since that time, an idea was developed to do a 100' X 60' concrete slab, four inches thick with fiber and add a grass area that could be a permanent soccer setup as well as used for other things on grass. He noted with the concrete, acrylic court painting and basketball goals the project Mike Collins, Parks and Recreation Director, explained that the entire tennis court surface would be removed and because it appears to be sand underneath there should be good drainage. He went on to describe that two basketball courts 60'feet apart could be placed on one side with a pickleball court on the back side. The other side would be a shady, grass area with benches, picnic tables with room for dogs to run or kids tol kick a ball around. Four light poles would be installed by Duke Energy for a cost of $16 per pole per month to light the area. The paint on the  would be very close to $50,000.  concrete would be guaranteed for 10 years. Mayor Chris Coats entered meeting at 6:50 p.m.  RESOLVED, to approve the two half-court basketball courts and pickleball court quote. MOTION BY: Commissioner Marc Powell, SECOND BY: Commissioner Shirley Allen  APPROVED: 5-0, unanimously approved  Town Manager Holcomb commented that the Public Works crew. had put up a split rail fence with material leftover from the park as far as they could atl McKinley Point. He mentioned that a work session would be needed to get aj plan of action for what else is wanted there. Mr. Holcomb mentioned al letter that he received from the Capital Area Metropolitan Planning Organization that would bei in the. July agenda packet. A decision on whether to join them or not  would be needed before the end of August.  2    IX.ADJOURN  RESOLVED, to adjourn the meeting. APPROVED: 5-0, unanimously approved Meeting adjourned at 7:05 p.m.  MOTION BY: Commissioner Allen Mosby, SECOND BY: Commissioner Kelvin Gilbert  The attached documents ofi reference are incorporated herewith and are hereby made a part ofthese  minutes.  fl ConnieLassiter, Town Clerk  Chris Coats, Mayor  3