TOWN OF COATS Board of Commissioners December 9, 2021 OFFICIAL MINUTES  LABSTRACT:  Arescheduled meeting of the Board of Commissioners held on December 9, 2021 ini the Board of  Commissioners' Meeting Room at Coats Town Hall.  I.ROLL CALL:  Mayor Chris Coats, Mayor Pro-Tem Jerry Beasley, Commissioner Kelvin Gilbert, Commissioner. John Raynor, Commissioner. Allen Mosby and Commissioner Marc Powell were present.  Town. Attorney Alton Bain was not present.  IL.CALLTOORDER:  Aquorum being present, Mayor 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.  MOTION BY: COMMISSIONER JOHN RAYNOR: SECOND BY: COMMISSIONER MARC POWELL APPROVED, AYES (5), MAYOR PRO-TEM JERRY BEASLEY, COMMISSIONERS POWELL, MOSBY, RAYNOR  AND GILBERT NOES (0)  V.APPROVAL OF CONSENT AGENDA: RESOLVED, to approve Consent Agenda.  MOTION BY: COMMISSIONER. JOHN RAYNOR: SECOND BY: COMMISSIONER KELVIN GILBERT APPROVED, AYES (5), MAYOR PRO-TEM. JERRY BEASLEY, COMMISSIONERSF POWELL, MOSBY,RAYNOR  AND GILBERT NOES (0)  1    V. ORGANIZATIONAL MEETING: A. Recognition of Outgoing Commissioner Raynor received a gift fromi the Town.  Mayor Coats recognized Commissioner. John Raynor and expressed the Town's appreciation for his service and for the service; hel has given to our Country serving int the Military. Commissioner  B. Oath ofOffice  Harnett County Clerk of Superior Court, Renee Whittenton administered the Oath of Office to the  following Mayor and Board of Commissioners. (Reference #1)  Mayor Chris Coats Commissioner. Jerry Beasley Commissioner Allen Mosby Commissioner Shirley Allen (newly elected)  Mayor Pro-Tempore accepted the nomination.  Commissioner. Allen Mosby nominated Commissioner, Jerry Beasley and Commissioner Beasley  RESOLVED, to appoint Commissioner Jerry Beasley as Mayor Pro-Tempore.  MOTION BY: COMMISSIONER ALLEN MOSBY: SECOND BY: COMMISSIONER MARC POWELL APPROVED, AYES (5), MAYOR PRO-TEM JERRY BEASLEY, COMMISSIONERS POWELL, MOSBY,ALLEN  AND GILBERT NOES (0)  VI. COMMITTEE APPOINTMENTS: A. Planning Board  Nick Holcomb Town Manageri informed the Board of one vacant seat on the Planning Board due to Shirley Allen's elected position on the Board of Commissioners. Mr. Holcomb stated that there are  two (2) applications for in-town. 1. Lawrence Denning 2. Don Plessinger 1. Robert Barefoot 2. Misty Gil 3. Edward Lauder 4. Alan Pope  Mr. Holcomb stated that there are four (4) applications for the ETJ.  RESOLVED, to vote by written ballots.  MOTION BY: MAYOR PRO-TEM. JERRY BEASLEY: SECOND BY: COMMISSIONER. ALLEN MOSBY APPROVED, AYES (5), MAYOR PRO-TEM JERRY BEASLEY, COMMISSIONERSI POWELL, MOSBY, ALLEN  AND GILBERT NOES (0)  2    Mayor Coats instructed the Board to select one (1) fori the in-town position and select two (2) for the ETJ position. Ballots received by Mayor Coats, which stated the following results.  In-Town Lawrence Denning-1 Don Plessinger -4 ETJ Robert Barefoot-1 Misty Gil-5 Edward Lauder-0 Alan Pope -4 B. Board of Adjustment  Nick Holcomb informed the Board of the structure for the Board of Adjustments due to the changes with the 160D, which removed anye elected Commissioner. Mr. Holcomb stated that the Board of Adjustment consist ofi five (5) members, four (4) members who shall reside with the Town Limits and one (1) member who shall reside within the Town'sarea of extraterritorial jurisdiction (ETJ). Mr. Holcomb expressed the importance oft the most experienced to hold the five (5)-member board and the two (2) least experienced be appointed as the alternates, which would require one  (1) of the newly appointed to hold the ETJ position.  RESOLVED, to approve the four (4) existing members and appoint Misty Gil to represent the MOTION BY: MAYOR PRO-TEM JERRY BEASLEY: SECOND BY: COMMISSIONER, ALAN MOSBY APPROVED, AYES (5), MAYOR PRO-TEM JERRY BEASLEY, COMMISSIONERS POWELL, MOSBY, ALLEN  ETJ.  AND GILBERT NOES (0)  :. Cemetery Committee applications been received.  Nick Holcomb informed the Board thati two (2) existing applications and three (3) verbal  RESOLVED, to approve the existing five (5) members presently active on the Cemetery  Committee.  MOTION BY: COMMISSIONER ALLEN MOSBY: SECOND BY: COMMISSIONER KELVIN GILBERT APPROVED, AYES (5), MAYOR PRO-TEM. JERRY BEASLEY, COMMISSIONERS POWELL, MOSBY, ALLEN  AND GILBERT NOES (0)  D. Parks and Recreation  3    Nick Holcomb Town Manager expressed to the Board that he received no applications for the Recreation Committee. Mr. Holcomb stated that it has been impossible to filla a Parks Committee with zero interest from the community volunteers. Mr. Holcomb recommended reappointing the existing Parks Committee members and tol hold meetings only as requested by Town Council. RESOLVED, to appoint existing Parks Committee and meet only as requested by the Board. MOTION BY: MAYOR PRO-TEM. JERRY BEASLEY: SECOND BY: COMMISSIONER MAC POWELL APPROVED, AYES (5), MAYOR PRO-TEM. JERRY BEASLEY, COMMISSIONERS POWELL, MOSBY, ALLEN  AND GILBERT NOES (0)  VI. NEW BUSINESS:  A. Budget Amendment #2 - USDA Grant  Nick Holcomb Town Manager updated the Board concerning the USDA Grant for al Downtown Master Planning for Forty Six Thousand Dollars ($46,000). Mr. Holcomb stated that al budget amendment is needed in order to account fore expenditures and reimbursed revenues from USDA. The budget amendment would allocate Forty Six Thousand Dollars ($46,000) for expenditures matched byt the same amount of revenues, which would come from the grant reimbursement. Mr. Holcomb informed the Board that WithersRavenel has begun billing for servicesr received with the first payment being Eight Thousand One Hundred Eighty Eight Dollars and Seventy-Four Cents ($8,188.74). Mr. Holcomb commented that there will be four (4) to five (5) additional payments totaling the grant. Mr. Holcomb requested the Board to approve the Budget Amendment #2 and to give approval for future payments to' WithersRavenel to bei included with the consent agenda as  needed. (Reference #2 & #3)  RESOLVED, to approve Budget Amendment #2 and agree to include future payments to  WithersRavenel in the consent agenda as needed.  MOTION BY: MAYOR PRO-TEM. JERRY BEASLEY: SECOND BY: COMMISSIONER ALLEN MOSBY APPROVED, AYES (5), MAYOR PRO-TEM JERRY BEASLEY, COMMISSIONERS POWELL, MOSBY, ALLEN  AND GILBERT NOES (0)  RESOLVED, to approve payment to WithersRavenel for Eight Thousand One Hundred Eighty MOTION BY: MAYOR PRO-TEM. JERRY BEASLEY: SECOND BY: COMMISSIONER MARC POWELL APPROVED, AYES (5), MAYOR PRO-TEM. JERRY BEASLEY, COMMISSIONERS POWELL, MOSBY, ALLEN  Eight Dollars and Seventy-Four Cents ($8,188.74).  AND GILBERT NOES (0)  4    B. Public Records Retention Update  Karen Wooten Town Clerk/Finance Officer informed the Board concerning updates for the Records Retention and Disposition Schedule. Ms. Wooten requested the Board to approve the Resolution adopting the updated Municipal Records Retention and Disposition Schedule. (Reference #4) RESOLVED, to approve Resolution Adopting the Municipal Records Retention and Disposition MOTION BY: COMMISSIONER ALLEN MOSBY: SECOND BY: COMMISSIONER KELVIN GILBERT APPROVED, AYES (5), MAYOR PRO-TEM. JERRY BEASLEY, COMMISSIONERS POWELL, MOSBY, ALLEN  Schedule.  AND GILBERT NOES (0)  :. Cemetery Plots  Nick Holcomb Town Manager presented three (3) Cemetery Plats purchased by Richard B Williams.  Plots numbers are: Section C614, 615 and 616. (Reference #5) RESOLVED, to approve purchase of Plots C614, 615 and 616.  MOTION BY: COMMISSIONER. ALLEN MOSBY: SECOND BY: COMMISSIONER MARC POWELL APPROVED, AYES (5), MAYOR PRO-TEM. JERRY BEASLEY, COMMISIONESPOWELY MOSBY, ALLEN  AND GILBERT NOES (0)  D. Carrie St. WaterValve  Nick Holcomb Town Manager updated the Board concerning the ongoing water leak on Carrie Street. Mr. Holcomb stated that thei issue of repairs are the inability to cut water off! because of the surrounding valves will not cut water offt to allow for repair in the area. Mr. Holcomb informed the Board that thei issue is one valve on six-inch (6")! line and one valve on three-inch (3) line that Rodney Pleasant Public' Works Directori informed the Board that he has worked to get quotes, however, at this time no one has followed up with coming and examining the problem and a price to repair. Mr. Pleasant stated that the cost estimates around One Thousand Dollars ($1,000) per inch to replace. Mr. Pleasant commented that someone is scheduled to come out on Friday and Mr. Pleasant responded to Mayor Pro-Tem Jerry Beasley on the issues of not being able to cut off the section for twenty- four (24) hours, which would affect both sides of Town. Nick Holcomb Town Manager requested approval to approve quote for repairs if possible to have  are no longer functioning.  hopefully they will be here.  repairs done immediately.  5    RESOLVED, to approve authorization to Town Manager and Public' Works Director to make MOTION BY: COMMISSIONER KELVIN GILBERT: SECOND BY: MAYOR PRO-TEM JERRY BEASLEY APPROVED, AYES (5), MAYOR PRO-TEM JERRY BEASLEY, COMMISSIONERS POWELL, MOSBY, ALLEN  payment for repair as needed.  AND GILBERT NOES (0)  E. Chamber Request to Amend Lease  Nick Holcomb Town Manager presented to the Board the present lease with Coats Chamber, which is at two year (2) contract that allows for the use of three (3) offices. Mr. Holcomb commented that the Director Tricia Bristow presented the attached letter and space draft to him. Mr. Holcomb stated that the Chamber has increased their staff and are requesting additional space. (Reference Tricia Bristow Chamber Director shared with the Board the need for extra space to have the ability tos spread out and manage all the projects and paper work for the Chamber to operate effectively. Discussion among the Board was the uncertain changes that will take place with our Library going under Harnett County Library. The Board feels that the County Library may need additional space and are hesitant to amend the Chamber lease. The Board expressed the importance oft the Library to be al large part of the budget workshop next year and felt that it would not bei feasible to amend the Chamber lease agreement at this time. Mayor Pro-Tem Jerry Beasley suggested that if more Mrs. Bristow stated that the front office space would be a greater asset for the Chamber and the Town because sO many people come through those doors needing directions for the Town Hall, Police Department and Water Department. Mrs. Bristow mentioned to move Teresa to the Nick Holcomb Town Manager stated that giving up the front office now could cause an issue once RESOLVED, not to amend the Chamber contract and allow the use oft the breakroom untila MOTION BY: MAYOR PRO-TEM JERRY BEASLEY: SECOND BY: COMMISSIONER MARCPOWELL APPROVED, AYES (4), MAYOR PRO-TEM. JERRY BEASLEY, COMMISSIONERS POWELL, MOSBY AND  #6)  Ms. Bristow requested an additional office and a workroom.  space is needed for work to turn the breakroom into office. space.  breakroom and let the Chamber have the front office.  Teresa's position becomes full time with Harnett County Library. decision is made about the transition with Harnett County Library.  ALLEN  NOES ()COMMISSIONER: GILBERT  6    VIII. MANAGER & COMMITTEE REPORT:  Nick Holcomb Town Manager updated the Board oft the following:  1. Connie Lassiter training to replace the Town Clerk/Finance Officer position. 2. Request for the Planning Board to rezone another two (2) acres on Hwy 27  3. Annexation and Rezoning request on Brickmill Road near the Elementary School. Will be quality  neighborhood.  4. Concerns with Highway 55 and paving 5. Christmas parade Monday December 13, 2021 6. Staff Christmas party Wednesday December 22, 2021  7. Mid Carolina Regional Council Annual Meeting and BBQ Supper, January 27, 2022 ( Please inform  ify you are planning to attend)  Mayor Coats updated the Board concerning the funds received from the State under Representative Howard Penny. Forty Thousand Dollars ($40,000) to the Town and Thirty Thousand Dollars ($30,000) to the Chamber. Mayor Coats stated that additional funds are available and a list ist being compiled to be Rodney Pleasant Public' Works Director presented his November reports. (Reference #7) Mike Collins Recreation Director updated the Board on activity with Parks and Recreation. 2. Soccer free clinic for ages six and eight had four and five sessions. Clinic received well. 3. Basketball is under way; however, the County will only allow use of gyms on Saturdays. Three  presented for reallocated monies.  1. Softball has finished age groups IX.Public Forum  4. Preparing ideas for budget workshop  Mayor Coats opened Public Forum and hearing no one closed Public Forum.  X.ADJOURN:  RESOLVED, to adjourn meeting.  MOTION BY: COMMISSIONER ALLEN MOSBY: SECOND BY: COMMISSIONER MARC POWELL APPROVED, AYES (5), MAYOR PRO-TEM JERRY BEASLEY, COMMISSIONERS POWELL, MOSBY, ALLEN  AND GILBERT NOES (0)  Meeting adjourned at 8:16 p.m. Kfen F. Wooten, Town Clerk towif  Chris  Jérry Beagley, Mayor Pro-tem  7