TOWN OF COATS Board of Commissioners Thursday, September 8, 2022 Official Minutes  The Town of Coats Board ofCommissioners met in regular session on Thursday, September 8,2022 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 Members Absent: Commission Allen Mosby LCALLTOORDER  StaffPresent: Nick Holcomb, Town Manager Alton Bain, Town Attorney Connie Lassiter, Finance Director/Town Clerk Ken Storicks, ChiefofPolice  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. Mayor Coats requested to amend the agenda by adding Item D"Animal Control Interlocal Agreement and  Item E "Farmer's Day Street Closure" under New Business. RESOLVED, to approve. Agenda as amended. APPROVED: 4-0, unanimously approved  MOTION BY: Mayor Pro-Tem Jerry Beasley, SECOND BY: Commissioner Marc Powell  II. CONSENT AGENDA  A. Approval of Minutes - August 11, 2022  B. Approval of Attorney Bill - Services Rendered August 1-31,2022  RESOLVED, to approve Consent Agenda. APPROVED: 4-0, unanimously approved  MOTION BY: Commissioner Kelvin Gilbert, SECOND BY: Commissioner Shirley Allen  III. PUBLIC! FORUM  Mayor Chris Coats opened thel Public Forum; and after hearing no one, Mayor Coats closed the Public  Forum.  1    IV.NEW: BUSINESS  A. Set Public Hearing for Rezoning = Hawley Tract  Nick Holcomb, Town Manager, addressed the Commissioners with a request to set thej public hearing for the rezoning oft the Hawley Tract which is a 9.59 acre tract with the address of378) E Stewart Street. Town Manager Holcomb further explained that the current zoning was General Commercial/SFR-3 and that the developer was requesting rezoning to Mixed Use 2 for the entire tract. Town Manager Holcomb noted that there would be noi need for annexation as the property RESOLVED, to set public hearing for rezoning request for thel Hawley Tract on October 13, 2022. MOTION BY: Commissioner Kelvin Gilbert, SECOND BY: Mayor Pro-Tem Jerry Beasley  was ini the town limits.  APPROVED: 4-0, unanimously approved  B. Set Public Hearing for Rezoning and Annexation- - Lauder Tract  Nick Holcomb, Town Manager, presented the Commissioners with ai request to set the public hearing for the rezoning and annexation of the Lauder Tract which is a 49.32 acre tract on Hwy 27 east oft town currently: zoned as Agriculture and used as. Agriculture. Town Manager Holcomb stated that the developer was requesting rezoning to SRF-3 Residential with the new TNDO overlay zone (traditional new development overlay). Town Manager Holcomb noted that Harnett Regional Water had water available to the property, but sewer was not present on the site. RESOLVED, to set public hearing for rezoning and annexation request for the Lauder Tract on October MOTION BY: Mayor Pro-Tem Jerry Beasley, SECOND BY: Commissioner Marc Powell  13,2022.  APPROVED: 4-0, unanimously approved C.E Engineering On-call Services  Nick Holcomb, Town Manager, explained the need for having engineering on-call services due to the State ARP allocation of$1,000,000: for water projects end of2024 deadline. Town Manager Holcomb recommended selecting two or three engineering firms to serve as on-call engineers which would allow for compliance with the Mini-Brooks Act without going through the! RFQ process for each individual engineering project; also, it would allow for a task order to be generated to the most qualified firm for updating the' Town's Water System Capital Improvement Town Manager Holcomb stated that three firms responded to the RFQ for on-call engineering services: LKC, WithersRavenel, and The Wooten Company. Town Manager Holcomb emphasized that part of the Mini-Brooks Act for selecting architects and engineers was the focus Mayor Pro-Tem Jerry Beasley asked could all three be picked. Town Manager Holcomb explained that all three could be selected as on-call engineers but mentioned that there was  Plan.  on qualifications and not strictly going with the lowest price.  probably not enough work to entertain three firms.  2    Commissioner Marc Powell mentioned the work that WithersRavenel had done for the Downtown Streetscape project and that he believed they were int tune with what the town was Commissioner Kelvin Gilbert referred to the water specialty OfLKC and noted that hel had witnessed the work ofThe Wooten Company ini improvement made in other towns. RESOLVED, to select LKC and WithersRavenel as the two firms for on-call engineering services. MOTION BY: Mayor Pro-Tem Jerry Beasley, SECOND BY: Commissioner Marc Powell APPROVED: Ayes (3) Mayor Pro-Tem Jerry Beasley, Commissioner Shirley Allen and  doing. Commissioner Powell acknowledged LKC as water experts.  Commissioner Marc Powell; Noes (1) Commissioner Kelvin Gilbert  D. Animal Control Interlocal Agreement  Nick Holcomb, Town Manager, directed the Commissioners' attention to the agreement drawn up by Harnett County's legal team presented to them for approval. Town Manager Holcomb explained that this agreement would give authority to Harnett County employees to legally enforce the Town of Coats' ordinançes. Harnett County also requested backup for their Animal Control Officers from Coats Police Officers ifn needed for unknown or dangerous situations in Town Attorney Alton Bain mentioned that the County did add toj paragraph ten oft the agreement that the Town would not be responsible if County employee did something that was considered  Coats.  willful misconduct.  RESOLVED, to approve the Animal Control Interlocal Agreement.  MOTION BY: Commissioner Kelvin Gilbert, SECOND BY: Commissioner Shirley Allen  APPROVED: 4-0, unanimously approved E. Farmer's Day Street Closure  Nick Holcomb, Town Manager, presented a request from the Coats Area Chamber of Commerce  ofthe normal annual street closure for Farmer's Day. RESOLVED, to approve street closure for) Farmer's Day. APPROVED: 4-0, unanimously approved V. MANAGER & DEPARTMENT UPDATES Nick Holcomb, Town Manager, notified the Board that  MOTION BY: Mayor Pro-Tem Jerry Beasley, SECOND BY: Commissioner Marcl Powell  Townl Manager Nick) Holcomb informed the Commissioners oft the following:  Connie Lassiter, Finance Director, moved $1,000,000 from First Citizens Bank checking to the North Carolina Capital Management Trust for the current rate of2.24% as of September 7,2022  with expectations ofe exceeding 3% by December 2022,  3    Thel Planning Board approved a preliminary plat for the Brick Mill Subdivision at their last The Kicking Camel had complied with terms for their concerts on Friday and Saturday nights including keeping the noise level at an acceptable level and shutting down at 10:00pm; one  meeting.  neighbor is complaining every weekend.  Chiefof Police Ken Storicks presented Police Department statistics for the month of August. Chief Storicks mentioned that the first National Night Out was a success, and they plan to continue it as an  annual event. (Reference 1) VI. RECESS  Nick Holcomb, Town Manager recommended recessing the "Capital Needs" discussion to Thursday,  September 15th at 6:00pm. Town Manager Holcomb mentioned the following:  Water System CIP would lean heavily on the on-call engineering services just passed tonight One realistic park project could be chosen from the many ideas given by the recently hired  Assistant Parks and Recreation Director Decide on the streets in most need of resurfacing  Town Manager Holcomb encouraged the Commissioners to come to the meeting with ideas. RESOLVED, to recess the meeting to continue Thursday, September 15, 2022 at 6:00 p.m. MOTION BY: Commissioner Marc Powell, SECOND BY: Commissioner Kelvin Gilbert  APPROVED: 4-0, unanimously approved Meeting recessed at 7:47 p.m.  Cht Connie Lassiter, Town Clerk  Chris Coats, Mayor  hl  4    TOWN OF COATS Board of Commissioners Thursday, September 15,2022 Official Minutes  The Town of Coats Board of Commissioners reconvened the recessed Thursday, September 8, 2022 regular session on Thursday, September 15, 2022 at 6:00 p.m. in the Board of Commissioners' Meeting  Room at Coats Town Hall. Members Present: Mayor Chris Coats Mayor Pro-Tem Jerry Beasley Commissioner Shirley Allen Commissioner Kelvin Gilbert Commissioner Marc Powell Members Absent: Commissioner Allen Mosby  StaffPresent: Nick Holcomb, Town Manager Connie Lassiter, Finance Director/Town Clerk Mike Collins, Parks & Recreation Director  A quorum being present, Mayor Chris Coats called the meeting to order at 6:00 p.m.  VLRECESSED = Capital Planning  Nick Holcomb, Town Manager, reminded the Board of the following monies available for funding capital  projects:  $800,000 ARP funds committed toward revenue replacement and paying police salaries and benefits over the next two years will make available that amount oft money int the State budget earmarked $1,000,000 oft their State ARP funds to go toward water sewer projects which could be used for a water project for the' Town County would be passing along $50,000 oftheir State funding to the Town  general fund  A. Water System CIP  Town Manager Holcomb informed the Board that there was deadline fort the $1,000,000: State ARP funds for water projects to be obligated by December 2024. Town Manager Holcomb reminded the Board that $50,000 was budgeted this year for a Capital Improvement Plan that would bel helpful for the future. and to give an idea of what to ask for with grants, and he  presented a prospective timeline as follows:  Capital Improvement Plan Developed - October 2022-December 2022 Projects Selected by Board -January/February 2022 Engineering and Permitting - May/June 2023  1    Award Construction Bid - August 2023 Construction Completed - December 2023  Town Manager Holcomb expressed that the CIP would be the roadmap for the next five to fifteen years and aid the Board in picking the projects that are most important. Town Manager Holcomb relayed that he had received aj proposal of $45,000 from on-call engineering firm WithersRavenal for ac CIP. There was discussion by Commissioners about various water projects. Town Manager Nick Holcomb stated that the CIP would make clear the rank of project importance and cost estimates of projects and a vote would be needed to approve the proposal from WithersRavenel. Mayor Pro-Tem. Jerry Beasley requested that a quote be requested from the other on-call engineering firm LKC. Town Manager Holcomb stated that he would have the quotes at the  October meeting. B. Capital Investment  Nick Holcomb, Town Manager, suggested that the $50,000 from Harnett County could be used Park Improvements discussed were front entrance signage, a dog park, soccer field, amphitheater, It was the general consensus of the Board to spend the money at the park. Parks and Recreation Director, Mike Collins was directed to get quotes on the items and information on any possible  for the park, streetscape or buildings. basketball goal, and repairing pot holes. donations to report back to thel Board. .S Selecting Street Resurfacing Projects  Town Manager Nick Holcomb relayed that he and Public Works Director Rodney Pleasant had  driven around town and identified the following:  Worst Streets  SChurch St - W Main to W: Hamer (1,110') SOrange St -EI Parrish tol EI Erwin (979') SDenise St - E: South to 399 Denise (1,806") o Railroad St & South St intersection Remington Dr & Winchester Ave intersection Dip on Park Ln Durane St 30'X20"  Patching Needed  Town Manager Holcomb stated that hel hoped to receive direction from the Board on the streets to Mayor Pro-Tem Jerry Beasley mentioned that Ida St needed immediate attention due to erosion. Town Managerl Holcomb replied that he and Public Works Director Rodney Pleasant had looked ati ita and agreed that the road was under stress; and although iti is not a street paving project, he  pave in order to get bids from paving contractors.  2    would take it as the Board's number one priority - storm water and erosion in the right-of-wayat Commissioner Marc Powell asked ifthe $70,000 budgeted for Powell Bill would pave Church St, Commissioner Kelvin Gilbert asked about using fund balance in addition to Powell Bill: funds. Mayor Pro-Tem Jerry Beasley responded that ifiti needed to be used, we could use it. Town Manager Nick Holcomb indicated that he would gather cost information without getting  S. Ida St.  and' Town Manager Nick Holcomb replied that it should.  engineering involved and report back.  VII. ADJOURN  RESOLVED, to adjourn the meeting. APPROVED: 4-0, unanimously approved Meeting adjourned at 7:30 p.m.  MOTION BY: Commissioner Marc Powell, SECOND BY: Commissioner Shirley Allen  Colanst Connie Lassiter, Town Clerk  Chris Coats,  hak  Mayor  3