TOWN OF COATS Board of Commissioners Thursday, October 13,2022 Official Minutes  The Town ofC Coats Board of Commissioners met in regular session on Thursday, October 13, 2022 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 Kelvin Gilbert Commissioner Shirley Allen Commissioner Marc Powell Commissioner Allen Mosby LCALL TOORDER  Staff] Present: Nick Holcomb, Town Manager Connie Lassiter, Finance Director/Town Clerk Rodney Pleasant, Public Works Director 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 int the Pledge of Allegiance.  RESOLVED, to approve Agenda. APPROVED: 5-0, unanimously approved  MOTION BY: Commissioner Allen Mosby, SECOND BY: Commissioner Shirley Allen  I. CONSENT AGENDA  A. Approval ofl Minutes - September 8, 2022 Regular Meeting, September 15,2022 Recessed  Meeting  B. Approval of Attorney Bill - Services Rendered September 1-30,2022  RESOLVED, to approve Consent Agenda. APPROVED: 5-0, unanimously approved  MOTION. BY: Commissioner Marc Powell, SECOND BY: Commissioner Kelvin Gilbert  III. PRESENTATION - Fiscal Year 2021-2022 Annual Audit Report  Lee Grissom from the auditing firm ofs. Preston Douglas and Associates, LLP presented the Fiscal Year 2021-2022 Annual Audit Report. Mr. Grissom informed the Board that a clean audit opinion was issued which is also referred to as an unmodified audit opinion. Mr. Grissom commended the Board on the hiring of Connie Lassiter as the Finance Director this year, and he stated she had done at terrific job and  that it was aj positive transition.  1    Mr. Grissom communicated that there were no difficulties encountered, no uncorrected misstatements and no disagreements with management. Mr. Grissom directed thel Board's attention to graphs that indicated financial trends for the Town continued to be positive. Mr. Grissom explained that the American Rescue Plan: monies received were currently listed as al liability under Unearned Grant Revenue and that over the next two years as the money is spent it will transfer over to the General Fund and be recognized as Mr. Grissom pointed out the one: internal control finding that continues year after year is segregation of duties due tol limited size oft the Town's staffa and noted the potential risk. Mr. Grissom mentioned that thei response to thei finding was different than inj previous years and asked Town Manager Nick Holcomb ifhe would like to comment. Town Manager Holcomb responded that the expected growth would likely add tax revenue that would allow for the hiring of an administration/finance employee over the next two tot three years which would make it possible to better segregate duties. Mr. Grissom emphasized the additional work load with grant money and stated that he would always recommend more staffi from an  revenue.  audit standpoint.  IV. PUBLICHEARINGS  Nick Holcomb, Town Manager, introduced the two public hearing items as follows:  Hawley Tract rezoning request for a 9.59 acre tract with the address of378 E Stewart St with current zoning of General Commercial/SER-3 requesting rezoning tol Mixed Use-2 for entire tract Lauder Tract request for a 49.32 acre tract on NCI Hwy 27 E that had no existing structure or property address now thati is being bisected from a larger tract ini far eastern part of the ETJ with current: zoning of Agriculture requesting rezoning to SRF-3 with' TNDO overly; also requiring a  noncontiguous voluntary annexation as part ofrezoning  A. Hawley Tract Rezoning  Mayor Chris Coats opened the Public Hearing.  Gale Spears of 120 Gale Spears Dr, Coats NC: stated she strongly opposed rezoning oft the property due to failure to be notified of the community meeting for the residents of Sunny Acres. Ms. Spears expounded that letters were only sent to residents on one side ofMcLean Street and if that street would be affected sO would Gale Spears Drive. Ms. Spears urged thel Board to look at the statute and wanted to make sure in the future they realize that Sunny Acres is a subdivision. Ms. Spears said she was not opposed to the project, but she was opposed to somebody directing water to her property and mentioned incident of water directed in her neighbor's property and  then going tol her property.  Mayor Chris Coats closed the Public Hearing after hearing no one else.  B. Lauder Tract Rezoning and Annexation Mayor Chris Coats opened the Public Hearing.  Billy Hayes of9 908 Ebenezer Church Rd, Coats NC expressed concern that his land that would be annexed as well ifit is next to the Lauder property and that he didi not want tol be annexed.  2    Mike Roselli ofUnderfoot Engineering stated that he was the engineer and landscape architect for George Young ofl Mattamy Homes stated that a community meeting was held and the concern that Mr. Hayes had was addressed at that meeting. Mr. Young relayed that application for request was specific tot the Lauder property and that he was happy to answer any questions. Mayor Chris Coats closed the) Public Hearing after hearing no one else.  the project and would be available to answer any questions.  V. NEW BUSINESS A. Hawley Tract Rezoning  Walter Weeks, Planning Board Chairman, communicated that the drainage issue was addressed at the community meeting, concerns were relayed at the Planning Board: meeting and that Town Manager Nick Holcomb assured that it would bel looked after. Chairman Weeks stated that the Planning Board unanimously recommended the rezoning and that it was consistent with the land use plan and met the standards. Chairman Weeks encouraged all involved to make sure that nothing was done to further aggravate the drainage problem at Sunny Acres. Nick) Holcomb, Town Manager, expressed that rezoning would not change that much from existing zoning but would reduce intensity of commercial and add more: flexibility to: residential. Town Manager Holcomb indicated that the development agreement would preserve frontage for commercial use and restrict commercial in the rear with ai minimum of 5% ofthe site dedicated for commercial; also, a cap that commercial not be located further than 500' from Hwy 271 to Town Manager Holcomb explained that although neighborhood meetings are not required byl law or under the old ordinance of the' Town, the new Town Ordinance requires that letters to bes sent to owners of property abutting the property in question to notify them oft the neighborhood meeting and public hearing. Mr. Holcomb stated that there was good participation at the neighborhood meeting and some of thei topics of discussion and objectives from the meeting were  protect residents.  as follows:  Drainage - a lot of focus on drainage; developer explained newi rooftops would not push more water, the site will be graded to a shallow V to channel to the street, retention pond Traffic -1 two entryways, road connections to E: Stewart St and Robert Eason Dr; may be adjustment to. Robert Bason Dr, but would remain open for through traffic  in the rear to catch water; drainage will be priority  Commissioner Shirley Allen asked what the Town could do to solve the drainage problem. Town Manager Holcomb responded that there was: no public right-of-wayl between the storm pond and the property; the Town can'tgo on private property to work, but the' Town could enforce correction ift there is evidence that something isn'ti installed properly as it was permitted by the Commissioner. Allen Mosby inquired about the applicant taking the drainage issue into consideration for future use of the property. Mark Norton ofl Norton Development: replied that he  State.  3    had not looked ati the existing conditions, but the major source oft the water came from the discharge oft the retention pond at the: storage facility. Mr. Norton noted that hel had walked out on the property, and it looked like modifications could be made on the diversion oft the water. Mr. Norton: mentioned that the development and regrading that would be required on the Hawley Tract along with the contained storm drainage system that would be part of the development would take whatever diversion water to be captured at a retention pond including water currently  coming from the storage facility.  RESOLVED, to approve the rezoning request oft thel Hawley Tract.  MOTION BY: Commissioner Shirley Allen, SECOND BY: Commissioner Allen Mosby  APPROVED: 5-0, unanimously approved RESOLVED, to approve the Statement of Consistency. APPROVED: 5-0, unanimously approved B. Lauder Tract Rezoning and Annexation  MOTION. BY: Commissioner Marc Powell, SECOND BY: Commissioner Kelvin Gilbert  Nick Holcomb, Town Manager introduced thei request to rezone the Lauder Tract of 49.32 acres from the current zoning of Agriculture to SRF-3 with' TNDO overlay; contingent on voluntary Walter Weeks, Planning Board Chairman, relayed to thel Board that thel Planning Board felt like this was a good opportunity for the' Town; although the lots are somewhat small with that overlay, the actual land for use by each resident was good because the land that was. left natural would be ag good buffer. Chairman Weeks stated that thel Planning Board approve oft the project. Town Manager Holcomb stated that it was al large site on Hwy 27 with al lot ofroad frontage; Harnett County has a 12" water line along the property; and closest sewer line located at the intersection of Honeycutt Rd was about 1,700: feet from property. Town Manager Holcomb announced that the annexation request signed by the current landowner had been verified, and the annexation decision would come ifthe rezoning was granted and would be contingent upon Town Manager Holcomb presented a slide oft the master site plan and emphasized the following: Two entryways into thej project, nice street grid, intersections to break up flow of traffic  noncontiguous annexation request.  construction document approvals.  Cul-de-sacs limited under 250' Pedestrian cut-throughs to break up the blocks Public open spaces (16.67 acres)  Lot sizes = minimum 6,000 SF inner lots, minimum 7,000 SF outer lots  Commissioner. Kelvin Gilbert inquired about the average. home price. George Young ofMattamy Homes responded that they were projecting the homes would bei int the $300,000 price range for  2,000-3,000 square foot homes.  RESOLVED, to approve rezoning oft thel Lauder Tract to SRF-3 with the' TNDO overlay.  4    MOTION BY: Commissioner Marc Powell, SECOND BY: Commissioner Shirley Allen  APPROVED: 5-0, unanimously approved RESOLVED, to approve non-contiguous annexation. APPROVED: 5-0, unanimously approved RESOLVED, to approve the Statement of Consistency. APPROVED: 5-0, unanimously approved  MOTION: BY: Commissioner Allen Mosby, SECOND BY: Commissioner Kelvin Gilbert  MOTION. BY: Commissioner Kelvin Gilbert, SECOND BY: Commissioner Marc. Powell  C. Water CIP  Nick Holcomb, Town Manager, informed thel Board that hel had discovered LKCI Engineering had done a CIP for the' Town in 2013 that hel had never seen and noted that Mr. Cole (former' Town Manager) and Mr. Denton (former Public Works Director) had incorporated pieces oft that plan into thel budget inj previous years. Town Manager Holcomb stated that] LKC could take the projects that had already been completed and update the model to: report findings oft the hydraulic analysis to develop a new list of projects for a cost of $12,000 and finish within 90 days.  RESOLVED, to approve the expenditure: forl LKC proposal. APPROVED: 5-0, unanimously approved  MOTION BY: Commissioner Kelvin Gilbert, SECOND BY: Commissioner Allen Mosby  VI. PUBLICFORUM  Mayor Chris Coats opened the Public Forum.  Gale Spears of 120 Gale Spears Dr, Coats NC expressed concerns with water drainage and that she was not satisfied with the rezoning and that there needed to be a plan that could be seen. Ms. Spears urged the  Board to go around town and look at the problem and add: staffto do work. Mayor Chris Coats closed the! Public Forum after hearing no one else.  VII. MANAGER & DEPARTMENT UPDATES  Nick Holcomb, Town Manager, notified the Board that thel Ida St washout that was discussed at the last meeting as being the number one priority had been filled with rip rap to stabilize it and that it had held up Town Manager Holcomb reported that he had asked for three quotes for paving thet three streets that had been identified as the most in need of paving and noted that. Johnson Brothers paving was the only one quote received. Town Manager Holcomb asked fori input from the Board on proceeding with picking one or two of the streets on1 the quote to pave that would keep in budget which would allow for finishing  well during the recent rainstorms.  5    before winter thus getting ahead of the rush in the spring, get more quotes, or get quotes on different Mayor Pro-Tem. Jerry Beasley emphasized that the money was available int the Powell Bill Fund to complete all three streets. The general consensus oft the) Board was to proceed with paving all three Commissioner Allen Mosby inquired about thei fixing the entrance to thej park to which' Town Manager Holcomb responded that Johnson Brothers had not looked at the park entrance, but it could be put out to Town Manager Holcomb informed the Board that the County Animal Control Agreement would bei ready Townl Manager Holcomb mentioned that he had: received several compliments on the old) Public Works Mayor Pro-Tem Jerry) Beasley inquired about the two CDs renewing in November. Connie Lassiter, Finance Director/Town Clerk, responded that the CDs would possibly be moved to the NCCMT as rates continued rise, but she was looking at other banks as well as the current holder for best rates. Commissioner Allen Mosby addressed Rodney Pleasant, Public Works Director, about the complaints that keep coming to the Board with driveway drainage issues noting that it would bei nice tol know how much time it would take to clean out drains all over town versus cost ofcontracting out sO water would flow. Public Works Director Rodney Pleasant replied that his department was understaffed and couldn't do the work. Commissioner Mosby suggested that Mr. Pleasant meet with the Town Manager to find a direction to goi in solving the problem to help thel Board to help the citizens. Mr. Pleasant noted that it would not do any good to clean ditches out ifthere was nowhere for the water to run to. Town Manager  streets,  streets as quoted by Johnson Brothers.  bid.  for the next meeting,  Shop and that the exterior work was done.  Holcomb acknowledged that he and Mr. Pleasant knew it was a top priority.  VII. CLOSED SESSION  Mayor Chris Coats called for a motion to enter closed session pursuant to NCGS 143-318.11.af6)"To establish, or to instruct the public body's staff or negotiating agents concerning thej position to be taken by or on behalf oft the public body in negotiating (i) thej price and other material terms ofa contract or proposed contract for the acquisition of real property by purchase, option, exchange, or lease." RESOLVED, to go into closed session pursuant to the aforementioned statute. MOTION: BY: Commissioner Allen Mosby, SECOND BY: Commissioner Marc Powell  APPROVED: 5-0, unanimously approved  Board of Commissioners entered closed session at 8:42 p.m. RESOLVED, to reconvene in open session. APPROVED: 5-0, unanimously approved  MOTION BY: Mayor Pro-Tem Jerry Beasley, SECOND BY: Commissioner Marc Powell  Board of Commissioners reconvened in open session at 9:31 p.m.  6    Mayor Chris Coats called for a motion to adjourn. Mayor Pro-Tem Jerry Beasley interjected thata a Town Manager Nick Holcomb suggested that the motion could be something like, allow the Town Manager to proceed with advertising notice of Board's intention to authorize the exchange ofTown-  motion was needed regarding the closed session.  owned property.  RESOLVED, to allow Town Manager to negotiate.  MOTION BY: Mayor Pro-Tem Jerry Beasley, SECOND BY: Commissioner Shirley Allen APPROVED: Ayes (4) Commissioner Allen Mosby, Commissioner. Kelvin Gilbert, Commissioner Shirley Allen and Commissioner Marc Powell; Noes (1) Mayor Pro-Tem Jerry Beasley  IX.ADJOURN  Mayor Chris Coats called for ai motion to adjourn.  RESOLVED, to adjourn.  MOTION BY: Commissioner Kelvin Gilbert, SECOND BY: Commissioner Allen Mosby  APPROVED: 5-0, unanimously approved Meeting adjourned at 9:34 p.m.  1 Coats, Mayor  Chris  Lt Connie Lassiter, Town Clerk  7