TOWN OF COATS Board of Commissioners Thursday, ,June 9, 2022 Official Minutes  The' Town of Coats Board of Commissioners met in regular session on Thursday, June 9, 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 Commission Allen Mosby I.CALL TOORDER  StaffPresent: Nick Holcomb, Town Manager Alton Bain, Town Attorney Connie Lassiter, Finance Director/Town Clerk Ken Storicks, Chief of Police  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 moving Section II Item CRecognition of Book Box" to  Section V Item A.  RESOLVED, to approve Agenda as amended. APPROVED: 5-0, unanimously approved  MOTION BY: Commissioner Marc Powell, SECOND BY: Commissioner Shirley Allen  II. CONSENT AGENDA  A. Approval ofl Minutes - May 12, 2022  B. Approval of Attorney Bill - Services Rendered May 1-31,2022  RESOLVED, to approve Consent Agenda. APPROVED: 5-0, unanimously approved  MOTION. BY: Commissioner Kelvin Gilbert, SECOND BY: Commissioner Allen Mosby  III. PUBLIC! FORUM  Mayor Chris Coats opened the Public Forum.  Hope Turlington, 327 SI Railroad St, gave an update regarding the property owned byl her sister, Connie. Ms. Turlington informed the Board that ai rental storage unit had been obtained and that they were  1    working hard to get the house livable. She read a letter from Jonathan Cook ofl Beacon Rescue Mission who works alongside Habitat expressing efforts to raise money to assist in getting thel house up to code.  Mayor Coats closed the Public Forum after hearing no one else.  IV.PUBLIC HEARING A. Proposed FY 22-23 Budget  Nick Holcomb, Town Manager, highlighted the following items:  Ad valorem tax decreased from $0.59 to $0.49 as a result oft the çounty tax reevaluation  Noi increase to water rate 5% COLA for employees Additional Police Officer position Full-time Parks and Recreation position Vehicle for Police Department Vehicle for Street Department  In-town solid waste increase from $19.73 to $21.00 per month  $100,000 for condemnation and demolition ofhazardous structures  Town Manager Holcomb noted that he had not heard any comments from the Board or the public regarding the proposed budget during the past month; and ift there are no comments during the public hearing, he thinks the budget is in aj place that it could be approved tonight. Mayor Chris Coats opened the Public Forum and after hearing no one closed thel Public Forum.  V. NEW BUSINESS  A. Recognition of Book Box  Madison and Reagan Fuller presented the Town with two Little Library boxes that they decorated after being constructed: and provided by local ladies. Madison Fuller asked that the Town accept these on behalf of all the children that would never be able to read books again due to recent events. Reagan Fuller said that they included some oft their favorite books to share with the  children ofthe Town.  B. Adoption ofFY 22-23 Budget Ordinance  Mayor Chris Coats asked the Commissioners for comments or questions regarding the budget. Mayor Pro-Tem Jerry Beasley stated that he believed this was one ofthe best budgets in a long Town Manager Nick Holcomb noted changes were made to the fee schedules as follows:  time and fulfills needs of departments that have been needed for a while.  Parks and Recreation Youth Participation Fees would be no cost fori in-town residents  and $40 for youth residing out-of-town  2    Water taps increased to $200 and that type of construction  Adjustments to planning fees due to engineered required inspections of stormwater ponds Commissioner Allen Mosby pointed out date on page 4, Section IX Rate and Fee Schedule, oft the Budget Ordinançe was listed as July 1,2021. Town Manager Holcomb noted that it should bet the  July 1,2022 and would be corrected.  (Reference 1) RESOLVED, to approve budget.  MOTION. BY: Mayor Pro-Tem Jerry Beasley, SECOND BY: Commissioner Marc Powell  APPROVED: 5-0, unanimously approved  C. Capital Project Ordinance - Old Public Works Building Renovation  Nick) Holcomb, Town Manager, notified thel Board that a capital project ordinance was needed because the renovation expense wasn't budgeted ini fiscal year 2023; although it wasn'tamajor project, the work could not be completed in the current year since thei funding was received sO Commissioner Shirley Allen asked ifa contractor had been hired to do work. Town Manager Holcomb replied that he had received two bids and waiting on two others.  late in the year.  (Reference 2)  RESOLVED, to create a Capital Project Ordinance for old Public Works Building renovations. MOTION BY: Mayor Pro-Tem Jerry Beasley, SECOND BY: Commissioner Shirley Allen  APPROVED: 5-0, unanimously approved D. ARP Policy Updates  Nick Holcomb, Town Manager, reminded the Board that these were the policies he mentioned would be forthcoming when the Grant Project Ordinance to use. ARP funds for payment ofl law Town Manager Holcomb stated that he utilized the templates provided by the School of Government and made specific to the Town of Coats without conflicting with existing Town  enforcement salaries and benefits was approved last meeting.  policies to create the necessary policies for ARP funds as follows: Eligible Use Policy & Implementation Tools Allowable Costs & Cost Principles Policy Non Discrimination Policy Records Retention Policy  (Reference 3)  3    Town Manager Holcomb noted that there would be al lot more record keeping with paying law enforcement salaries and benefits over the next two years but looking at the degree ofthe policies you can see why the School of Government recommended to go this route; although we could have used for water line improvements or meter project, there would be sO much documentation Mayor Pro-Tem Jerry Beasley asked ift the ARP approval for the meters had to be done away. Town Manager Holcomb stated that the ARP amendment for revenue replacement and paying law enforcement salaries and benefits that was approved at the last meeting essentially did away with previous approval to use. ARP funding for meters and water line replacement. Commissioner Kelvin Gilbert asked ift this would slow up water project. Town Manager Holcomb replied that it wouldn't necessarily slow up water project, buti it would complicate how the' Town handled funds as we would need to ask approval from LGC to transfer funds from  and requirements.  General Fund to Water Fund. RESOLVED, to approve policies as presented. APPROVED: 5-0, unanimously approved E. HVAC: Replacement  MOTION BY: Commissioner Allen Mosby, SECOND BY: Commissioner Kelvin Gilbert  Nick Holcomb, Town Manager, informed the Board that the seventeen-year-old HVAC unit for the Town Hall upstairs space had started freezing up and estimate received for cost to replace coil was $4,500 but was: not recommended for a unit oft that age. Town Manager Holcomb received a bid of $7,827 from. J & MI Heating and. AC to replace the unit; two other vendors contacted said  they were too busy.  RESOLVED, to approve HVAC replacement. APPROVED: 5-0, unanimously approved VI. MANAGER & DEPARTMENT UPDATES  MOTION BY: Commissioner Kelvin Gilbert, SECOND BY: Commissioner Marc Powell  Nick Holcomb, Town Manager, notified the Board that he had been working along with Recreation Director, Mike Collins, on aj job description for the: full-time recreation position in anticipation of budget approval to include the focus on youth programs, marketing, and social media; responsibility for purchasing and checking in at' Town Hall. Mr. Holcomb encouraged Board to state any specifics they  wanted included in description. The following was mentioned:  Primary office with computer at Park; hotspot needed Recruiting and outreach for programs as part of marketing Report to' Town Manager at' Town Hall daily Consultupdate Recreation Director daily issue, exempt status could be considered Be at Park during busy times  Hourly employee; schedule with flexibility on game days; overtime concerns; ift becomes  4    Town Manager Holcomb informed the Board oft the following items:  1. Public Works lost one employee; would like to freeze position and use savings to give increase to existing employees and could reassess in a year; discussed with Rodney Pleasant, Public Works Director, who agreed was best idea right now 2. Hot topic lately was RVI Living which is not allowed in Town; two in-town and two that  border town limits have been sent violations 3. North Johnston Street paving has a little left to be done  Nick Holcomb, Town Manager, announced that the joint meeting with the Planning Bard resulted in good ideas and compromises which were relayed to the consultant to work out changes. Mr. Holcomb stateda a major point to consider, if we want to do some things to reduce the minimum lot size of the ag district and to allow for six lots on a gravel street just like the County does, we have to ask what are we really getting out of the ETJ: if were making it like the County; consider throwing back large portions of our ETJ. Alton Bain, Town Attorney, addressed thel Board and stated that he served at their pleasure and had only increased rates one time and never charged for travel. Attorney Bain mentioned that due to increase cost ofs staffa and gas that he proposed to charge a monthly retainer of $400 to cover the one monthly meeting and conversation with Town Manager to cover any legal issues in agenda that he needs toj prepare. Attorney Bain informed the Board that his $150 per hour rate for any work outside the monthly meeting would remain the same which is $125 less than his normal hourly rate as he sees serving as Town Attorney a public service. Attorney Bain mentioned that it should not affect what the Town budgeted for Teresa Brown, Library Director, presented Library statistics for the month ofl May. Ms. Brown noted that Chiefof Police Ken Storicks presented Police Department statistics for the month ofl May. Chief Storicks mentioned there was an overdose victim in the Town Hall parking lot yesterday who overdosed outside of town and after administered Narcan was driven to Police Department seeking help; vitals checked out  his services.  there were no new updates on the library consolidation. (Reference 4)  okay by EMS. (Reference 5) VII. CLOSED SESSION  Mayor Chris Coats called for motion to enter closed session pursuant to NCGS 143-318.1(4)6)"To consider the qualifications, competence, performance, character, fitness, conditions of appointment, or conditions of initial employment of an individual public officer or employee or prospective public officer  or employee;".  RESOLVED, to go into closed session pursuant to the aforementioned statute.  MOTION BY: Mayor Pro-Tem Jerry Beasley, SECOND BY: Commissioner Marc Powell  APPROVED: 5-0, unanimously approved  5    Board of Commissioners entered closed session at 7:49 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 8:05 p.m.  RESOLVED, to fulfill contract with' Town Clerk effective. July 1, 2022 for the full amount. MOTION BY: Mayor Pro-Tem Jerry Beasley, SECOND BY: Commissioner Shirley Allen  APPROVED: 5-0, unanimously approved  VII. RECESS  Nick Holcomb, Town Manager expressed the need to recess meeting due to the following:  1. County Library Consolidation - still awaiting final draft  2. Downtown Streetscape Master Plan - just received final draft today and presented copy 3. FY21-22 Year End Budget Amendments - allows time for receipt of outstanding items  to Commissioners to review tor reflect more accurate balances  RESOLVED, to recess the meeting to continue Thursday, June 16 at 5:00 p.m. MOTION BY: Commissioner Allen Mosby, SECOND BY: Commissioner Marc Powell  APPROVED: 5-0, unanimously approved Meeting recessed at 8:10 p.m.  Cit Conniel Lassiter, Town Clerk  Chris Coats, Mayor  h6  6    TOWN OF COATS Board of Commissioners Thursday, June 16, 2022 Official Minutes  The Town of Coats Board of Commissioners reconvened the recessed Thursday, June 9, 2022 regular session on Thursday, June 16, 2022 at 5:00 p.m. in the Board of Commissioners' Meeting Room at Coats  Town Hall. Members Present: Mayor Chris Coats Mayor Pro-Tem Jerry Beasley Commissioner Allen Mosby Commissioner Kelvin Gilbert Commissioner Marc Powell Members Absent: Commissioner Shirley Allen  Staff] Present: Nick Holcomb, Town Manager Connie Lassiter, Finance Director/Town Clerk  A quorum being present, Mayor Chris Coats called the meeting to order at 5:00 p.m.  VIII. RECESS  A. FY21-22 Year End Budget Amendments  Nick Holcomb, Town Manager, informed the Board that after line-item adjustments were made within each department there were items under General Management that required borrowing from the Police, Planning and Recreation departments as indicated on the budget adjustment notification presented to them. Town Manager Holcomb reminded thel Board of expecting the overlapping salaries ofretiree and new. hire in General Management to cause the increased expense; and he mentioned that the unforeseen rising fuel prices and need to fill tank one more Mayor Pro-Tem Jerry Beasley questioned the layout of the budget amendment because it looked different than what had previously been done and didn'ts show which individual line item from the other departments was offsetting thei individual linei items in General Management. Mayor Pro- Nick Holcomb, Town Manager, explained that the total oft the General Management line items was offset by the total oft the line items from the Police, Planning and Recreation departments. Town Manager Nick Holcomb handed a copy oft thel Budget Ordinance tol Mayor Chris Coats for "The Budget Officer shall be authorized to execute interdepartmental transfers, within the same fund, not to exceed thirty percent (30%) oft the appropriated moneys for the department whose allocation isi reduced. Notification ofall such transfers shall be made to the Town Board of  time before end ofthis fiscal year caused additional expense.  Tem Beasley stated that he believed it would: need Board approval.  clarification and read thel Budget Ordinance aloud as follows:  Commissioners at its next meeting following the date of transfer."  1    Town Manager Nick Holcomb stated that according to the Budget Ordinance this type of budget amendment only required Board notification, but thel Board could vote on itifthey desired.  RESOLVED, to accept notification of adjustment as presented.  MOTION BY: Commissioner Allen Mosby, SECOND BY: Commissioner Marc Powell APPROVED: Ayes (3) Commissioner Allen Mosby, Commissioner Kelvin Gilbert and  Commissioner Marc) Powell; Noes (1) Commissioner Jerry Beasley  B. Downtown Streetscape Master Plan Final  Nick Holcomb, Town Manager, informed the Board that all expenses for developing plan had been paid, and hel had applied for final reimbursement with expectation ofreceiving monies prior Town Manager Holcomb noted that the Board could vote on approval tonight or wait until the July meeting to allow Commissioner Shirley. Allen the opportunity to discuss, and he communicated that approving the plan would allow to start shopping this to state and federal Commissioner Marc Powell inquired as to why Option 2 was still showing in thej pictures if we wanted Option 1. Town Manager Nick Holcomb responded that ultimately what was on page 44 ist the final plan recommendation and the pictures were only showing what had been offered as Commissioner Allen Mosby expressed that Commissioner Shirley Allen had been very involved int the plan and would have good input, and he would be fine with waiting until July. Mayor Pro-Tem Jerry Beasley stated coming up with $2 million int the next 10 years would be hard and by that time cost could be $10. million as he sees it and approving now allows us to start Commissioner Kelvin Gilbert acknowledged that he was fine with proceeding on approval, but he asked ifit would be aj problem to make tweaks to the final master plan ifa approved. Town  to. June 30.  legislators for project funding.  design alternatives.  working on it.  Manager Nick Holcomb responded no.  RESOLVED, to approve Downtown Streetscape Master Plan.  MOTION BY: Commissioner Allen Mosby, SECOND BY: Commissioner Kelvin Gilbert  APPROVED: 4-0, unanimously approved C. County) Library Consolidation Contract  Nick Holcomb, Town Manager, stated that the County was still working with other towns to finalize the contract and that Coats was the only town with the green light and ready to go. Town Manager Holcomb mentioned that the item was on the. June 28th County Officials work session with expectations of getting final contract ready for approval at their. July 5" meeting. Town Manager Nick Holcomb expressed that it would make things confusing about how we get reimbursed for what we spend since the contract was not completed as expected for a July 1st start  2    date. Manager Holcomb informed the Board that hel had suggested deducting library expenses incurred from the payment to the County with the County Library Director and believed that  should work.  IX.A ADJOURN  RESOLVED, to adjourn the meeting. APPROVED: 4-0, unanimously approved Meeting adjourned at 5:40 p.m.  MOTION BY: Commissioner Marc Powell, SECOND BY: Commissioner Kelvin Gilbert  Lt Connie. Lassiter, Town Clerk  Chris Coats, Mayor  hl  3