TOWN OF COATS Board of Commissioners Thursday, April 14, 2022 Official Minutes  The' Town of Coats Board of Commissioners met in regular session on Thursday, April 14, 2022 at 7:00  p.m. int 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 L.CALLTO ORDER  StaffPresent: Nick Holcomb, Town Manager Alton Bain, Town Attorney Connie Lassiter, Finance Director/Town Clerk Ken Storicks, Chief of Police Staff. Absent:  Rodney Pleasant, Public Works Director Teresa Brown, Library Director Mike Collins, Parks &) 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.  RESOLVED, to approve. Agenda. APPROVED: 4-0, unanimously approved  MOTION BY: Commissioner Marc Powell, SECOND BY: Commissioner Shirley Allen  II. CONSENT AGENDA A. Approval ofMinutes  1. March 10, 2022 Regular Meeting 2. March 17, 2022 Budget Workshop 3. March 19, 2022 Budget Workshop  B. Approval of Attorney Bill - Services Rendered! March 1-31,2022 C. Approval of Withers Ravenel - Pay Request of] Invoice #156378  RESOLVED, to approve Consent Agenda. APPROVED: 4-0, unanimously approved  MOTION. BY: Commissioner Kelvin Gilbert, SECOND BY: Mayor Pro-Tem Jerry Beasley  II. PUBLIC FORUM  1    Mayor Chris Coats opened the Public Forum and after hearing no one closed the Public Forum.  V.PRESENTATION  A. Presentation ofDraft Downtown Streetscape Master Plan  Brian Starkey, Withers Ravenel Landscape. Architect, gave aj presentation of the Draft Downtown Streetscape Master Plan. Mr. Starkey explained that the: study area included McKinley Street, Hwy 55, and Main Street from Carrie Street down to Ida Street and then over to. Pope Street and Jackson Street. The process to develop the plan included community engagement through events such as Crank Up Coats and Farmer's. Day, conducting a survey which included about 180 participants, community meeting, stakeholder conversations, and visual preferences to understand what the residents and the Town want to see. Mr. Starkey noted that getting to know the people ofCoats through the initial planning process helped toi identify opportunities and constraints involving history, safety, aesthetics, connectivity, destinations and storm drainage.  Results from the community survey:  The primary: reason for going downtown was overwhelmingly to eat; well behind that and pretty close together was attend an event, shop, conduct business and other. The Top 5 priorities for Coats Downtown Streetscape was aesthetic improvements followed closely by public amenities and then parking, historic interpretation and Safety considerations included pedestrian safety at roadway crossings, adequate lighting, pedestrian safety on sidewalks, moderating vehicle speeds and bicycle safety. The most beneficial design features for pedestrians are improved lighting, more places to sit, wayfindingsignage and wider sidewalks. The most beneficial design features for businesses are. ADA cebltympovemens, more places to sit, improved lighting Public art is important and people are proud oft the existing art in Coats. Elements that people would most like to see are murals, building enhancements, decorative lighting and Visuals of options for concept design on McKinley and Main Streets as well as tertiary streets. with mention oftree plantings, wider sidewalks and parallel versus angled parking; option for multi-use space down Minnie Street (alleyway); plantings tol help define parking on Main Street; green areas along the street providing benches and lighting; andi intersection of Washington and Railroad Streets with notation of ten foot wide greenway. Final recommendations:  pedestrian safety.  and traffic calming. decorative site amenities.  McKinley Street Improvements - planted median, walks, minimize drive, crosswalks Main Street Improvements - parallel parking, wider sidewalks, tree plantings, crosswalks, lighting, amenities (benches and trash receptacles) Railroad Street Improvements parallel parking, greenway, walks, bumpouts Alley/Minnie Street Improvements - parking, events, walk, public art  (Reference 1)  Recommendation for phasing of project:  2    Phase One Sidewalk and streetscape improvements to Railroad and' Washington Streets; Phase Two-Underground power; Main Street improvements including alley  Incorporate Harnett County Bike/Pedestrian connection Phase Three-McKinley improvements  Mr. Starkey stated that the final master plan could be completed based on Commissioners' comments and further discussion with Town Manager Nick Holcomb in 30 days.  Concerns and comments from Commissioners included:  Trees in the median on. McKinley affecting travel ofs semi-trucks and farming equipment  Possibility of overhead power lines; moving power lines  Cost of project and finding funding  Bob Chandler of Withers Ravenel addressed the board in regards to acquiring funding for the project. He expressed the importance ofhaving aj plan when asking for grants.  V. NEW BUSINESS  A. Set Public Hearing Coats UDO -) Planning Chair  Walter Weeks, Planning Board Chairman, noted that this was thel biggest change inj planning and development ordinances for the' Town since probably twenty years ago. The revision ofthe UDO makes language easier to understand. There are significant changes because big changes have already started coming to the community. The revision is an attempt to look ahead and layout a roadmapi that makes those changes follow some semblance of order and makes sense: for Coats. A noted change is ifs someone wants to develop acreage in thel ETJ, they have tol have 2.5 acres per home. Mr. Weeks assured the Board that thel Planning Board has worked hard for thej past Town Manager Nick Holcomb requested that the Public Hearing be set for May 12"h and stated that the required advertisement with zoning map as well as1 the letters to property owners that do not reside in) Harnett County were ready tol be sent out. Mr. Holcomb mentioned that he expected there to be public comments and that the consultant would be there to help address concerns. RESOLVED, to set Public Hearing for Coats Unified Development Ordinance and Zoning Map for MOTION BY: Commissioner Marc Powell, SECOND BY: Commissioner Shirley Allen  year ont this revision.  Thursday, May 12.  APPROVED: 4-0, unanimously approved B. Award Audit Service Contract  Finance Director/Town Clerk Connie Lassiter addressed the Board requesting approval of contract for auditing services. Ms. Lassiter informed the Board that two: firms responded to the request: for proposals sent out in January with bids as follows (Reference 2):  3    S.P Preston Douglas & Associates LLP- - $11,000 for year 2022 with $400/year increase  over the next two years  Thompson, Price, Scott, Adams & Co.1 P.A.-$ $12,000/year  Ms. Lassiter noted that in fiscal year 2021 the intentions oft thel Board was to put out an RFP for this year since S.) Preston Douglas & Associates had provided auditing services for the last six years. S.) Preston Douglas & Associates submitted the lowest bid and meet expectations for experience and qualifications. The recent change int the position ofl Finance Director should be viewed with equal benefit as having new auditing firms reviewing financials. RESOLVED, to award auditing service contract to S. Preston Douglas & Associates. MOTION BY: Mayor) Pro-Tem Jerry Beasley, SECOND BY: Commissioner Kelvin Gilbert  APPROVED: 4-0, unanimously approved C. State SCIF Grant Package  Town Manager Nick Holcomb: notified the Board that after technical corrections the $40,000 is set to be sent to the Town for the purpose of Capital Improvement Project. A Conflict of Interest Policy, Statement ofr no overdue taxes and a Scope of Work document need to be approved by Mr. Holcomb proposed. renovation oft the old Public Works Shop based on feedback from budget workshops which would result ini increased safety, energy savings and appearance as well as being beneficial when putting on public market once everything is transferred to new shop ifthe.  Council to trigger the release of the funds, (Reference3 3)  Board desires.  Board comments regarding renovations:  Money earned from sale of old shop after renovations would allow to fence in new shop Renovating building would set a good example for other building owners Wasting money on building that is already run down when money could be used to make improvements at new shop to allow for everything being at one location Concern about return on investment; $40,000 doesn'tg get a lot from a contractor's  Building needs to be brought up to code  standpoint  RESOLVED, to spend $40,000 State SCIF Grant on renovations to the old Public Works building. MOTION: BY: Mayor Pro-Tem Jerry Beasley, SECOND BY: Commissioner Marc Powell APPROVED: Ayes (3) Mayor Pro-Tem Jerry Beasley, Commissioner Shirley Allen and  Commissioner Marc Powell; Noes (1) Commissioner Kelvin Gilbert  RESOLVED, to approve the Conflict of Interest Policy.  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 (1) Commissioner Kelvin Gilbert  RESOLVED, approve the Statement ofr no overdue taxes.  4    MOTION BY: Mayor Pro-Tem Jerry Beasley, SECOND BY: Commissioner Marc Powell APPROVED: Ayes (3) Mayor Pro-Tem Jerry Beasley, Commissioner Shirley Allen and  Commissioner Marc Powell; Noes (1) Commissioner Kelvin Gilbert  RESOLVED, to approve the Scope of Work document.  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 (1) Commissioner Kelvin Gilbert  RESOLVED, to approve the Individual that will sign contract.  MOTION: BY: Mayor. Pro-Tem Jerry Beasley, SECOND BY: Commissioner Marc Powell APPROVED: Ayes (3) Mayor Pro-Tem Jerry Beasley, Commissioner Shirley Allen and  Commissioner Marc Powell; Noes (1) Commissioner Kelvin Gilbert  VI. MANAGER & DEPARTMENT UPDATES  Nick Holcomb, Town Manager, updated the Board on the following:  1. ARP Standard Allowance - School of Government recommends that those receiving less than $10: million claim the standard allowance; use to pay salaries and benefits 2. Burn Ordinance - Firel Department said needs to be more clear; requested Board be thinking 3, July 10K Run - Harnett County Run Club wants to hold on. July 30h; start/finish at Senior Center;  about whether or not they want burning in town at all  no road closures; might need extra officer; looking at about 1001 runners 4. Ethics Training for newly elected Officials willl bel May 26th at' Town Hall Chiefof Police Ken Storicks presented. Police Department statistics for) March. (Reference4)  VI. RECESS  RESOLVED, to recess the meeting to continue on Thursday, April 28 at 6:00 p.m. toj present re- MOTION. BY: Mayor Pro-Tem Jerry Beasley, SECOND BY: Commissioner Marc. Powell  evaluations and discuss budget.  APPROVED: 4-0, unanimously approved Meeting recessed at 8:37 p.m.  Conniel Town C Lassiter, Clerk  Chris Coats, Mayor  hL  5    TOWN OF COATS Board of Commissioners Thursday, April 28, 2022 Official Minutes  The Town of Coats Board of Commissioners reconvened the recessed Thursday, April 14, 2022 regular session on Thursday, April 28, 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 Allen Mosby Commissioner Kelvin Gilbert Commissioner Shirley Allen Commissioner Marc Powell  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 6:00 p.m.  FY 2022-2023 Budget Discussion  Town Manager Nick Holcomb informed the Board that the unknown factor oft the property re-evaluation that was missing inj previous budget discussion had been made available. now which resulted in an  increase of property values. The Board was provided the following: Proposed Tax Rate & Levy  22-23Reyenue Neutral 0.004272  22-23 Proposed 0.0049  21-22 221 Evaluauon 0.0059  Rate (Real & Personal) Projected Levy 663,875 100 cent tax rate decrease- 0.591 too 0.49 However, 6.28 centi rate higher than' "Revenue ratei isl left at' "revenue neutra!"  0.0059  Total Taxable Value 112,521,235 155,370,264 155,370,264 155,370,264  916,685  663,875  761,313  Each cent ont the tax rate brings approximately Toa afford asecond police officer, using propertyt tax  $15,000 53 cents  Neutral"  Couldr nota afford any new positions requestediftax revenues, ther rate wouldr need to bei increasedto  The' Town. Manager explained that thej proposed rate of0.0049 would allow for 5% COLA for employees, addition of onel Police Officer and hiring of Full' Time Parks and Recreation Assistant Director. The Police Department had requested the addition oft two Police Officers. The Town Manager expressed that adding the second officer would: not allow: for the hiring oft the new position in Parks and) Recreation Commissioner Shirley Allen asked if the Police Department could get by with just adding one additional officer. Mayor Pro-Tem Jerry Beasley recalled that Police ChiefK Ken Storicks stated that he could make  Department.  1    itv work with one additional officer and that the School Resource Officer helped when school was out. Commissioner. Allen Mosby commented that maybe the second officer could be added next year. Town Manager Nick Holcomb mentioned that the County was planning on going Revenue Neutral which Commissioner Shirley Allen asked what if we. leave rate at 0.0059 ori ifrate is cut this year and then two years later rate needs to go back up. The' Town Manager noted that in two years there should be 150-200 newl homes adding to thet tax base and with new development it should take care ofitself. Town Manager Nick Holcomb asked for Commissioners' thoughts on Parks and Recreation Department. Commissioner Jerry Beasley emphasized importance of setting expectations. The Town Manager requested help from thel Board to develop a list ofexpectations. Commissioner Kelvin Gilbert stated that the Town should invest money to make aj place people love and recreation is a big part ofthat. Nick Holcomb, Town Manager, informed thel Board that the Water Fund was not balanced. Mr. Holcomb expressed the need for a CIP plan sO that the Town would be ready next time State Funds are available in lieu ofthe purchase ofaj pump that was requested by the Water) Department. Mr. Holcomb indicated that the old CIP plan was outdated. Commissioner Jerry Beasley stated that the' Town had completed the most important projects on the old CIP plan. The Town Manager asked thel Board to assess ift the fewi items left on the old plan are the most important in rank now, Commissioner Kelvin Gilbert asked for the cost of developing ai new CIP plan to which Mr. Holcomb replied approximately $50,000. Commissioner Jerry Beasley suggested pulling the money out ofappropriated toi fund the CIP plan andi rent aj pump when Town Manager Nick Holcomb communicated that getting closer to balancing the Solid Waste fund was contingent on getting an accurate count on number ofcans. A request had been made to get current numbers from the County. Commissioner Jerry Beasley reiterated that hel believed people have cans that are: not paying. Commissioner. Kelvin Gilbert stated that when new cans are put out by new company it would be a good time to get accurate count. The Town Manager stated that at the last budget meeting he didn't want to raise rates and asked for the Boards' thoughts. Commissioner Jerry Beasley suggested up to $22. General consensus of] Board was to increase rates to: meet shortfall. Commissioner Kelvin Gilbert Nick Holcomb, Town Manager, indicated that we: may need to back off estimated property tax revenue Commissioner Jerry Beasley inquired about medical insurance renewal. Town Manager Nick Holcomb responded that the current medical insurance provider renewal rate went up 16% as well as an increase in the dental renewal premium. Mr. Holcomb relayed that Finance. Director/Town Clerk Connie Lassiter had worked with insurance companies and was able to find provider that would only increase medical insurance premium by about 5% with better coverage and the new dental plan will actually save money. Town Manager Nick Holcomb reminded thel Board that the official presentation oft the proposed budget would be on. May 12th. Mr. Holcomb acknowledged that he understood thel Board to be okay with a slight increase in garbage rate ifneeded. Mr. Holcomb mentioned adding Engineer Fees to thel Planning Department fee sheet due to the expense of needing engineered plans and that he would get with) Public Works Director regarding sewer tap fees. Water taps will go up because ofr radio read: meters.  should mean 35% will see tax decrease.  needed which was the consensus ofall Commissioners.  expressed that hel had no problem with increasing rate just not more than needed.  due to appeals which could change total.  Adjourn  2    RESOLVED, to adjourn the meeting. APPROVED: 5-0, unanimously approved Meeting adjourned at 7:38 p.m.  MOTION: BY: Commissioner Marc Powell, SECOND BY: Commissioner Shirley Allen  Clt Connie Lassiter, Town Clerk  hl  Chris Coats, Mayor  3