TOWN OF COATS Board of Commissioners January 10, 2019 OFFICIAL MINUTES  LABSTRACT:  As scheduled meeting of the Board of Commissioners held on January 10, 2019 in the Board of  Commissioners Meeting Room at Coats Town Hall.  I.ROLL CALL:  Mayor Chris Coats, Mayor Pro-Tem Jerry Beasley, Commissioner, John Raynor, Commissioner Allen  Mosby and Commissioner Bob Hedrick were present. Commisioner)CAlen was absent. Attorney Alton Bain was present. III. CALL TOORDER:  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. ALLEN MOSBY APPROVED, AYES (4), MAYOR PRO-TEM JERRY BEASLEY, HEDRICK, MOSBY AND RAYNOR  NOES (0)  IV.APPROVAL OF CONSENT AGENDA: RESOLVED, to approve Consent Agenda.  MOTION BY: COMMISSIONER, JOHN RAYNOR: SECOND BY: COMMISSIONER ALLEN MOSBY Mayor Pro-Tem Jerry Beasley questioned why the Solid' Waste Budget Amendment #1 was under consent agenda. Town Manager Nick Holcomb stated that the amendment was only to have it on record of receiving funds from the County and that no action actually needed. APPROVED, AYES (4), MAYOR PRO-TEM JERRY BEASLEY, HEDRICK, MOSBY AND RAYNOR  (Reference #1) NOES (0)  1    V.OLDE BUSINESS: A. Amend Project Ordinance #2  Nick Holcomb Town Manager presented an amended Project Ordinance #2 to cover for concrete paving which was approve during the December Board meeting. (Reference #2)  RESOLVED, to approve amended Project Ordinance #2.  MOTION BY: COMMISSIONER, ALLEN MOSBY: SECOND BY: COMMISSIONER BOB HEDRICK APPROVED, AYES (4), MAYOR PRO-TEM JERRY BEASLEY, HEDRICK, MOSBY AND RAYNOR  NOES (0) VI. NEW BUSINESS: A. Surplus Property  Nick Holcomb Town Manager presented two properties to the Board to consider executing upset bid process to sell. Properties at 243 S. McKinley Street and E. Lemon! Street. Mr. Holcomb presented acres, zoning and tax value for both properties adding that the market for selling commercial real estate is al little hot at this time. Mr. Holcomb suggested that the surplus properties to sell as negotiated offer, upset bid process and the option to refuse any offer. Mr. Holcomb recommended setting aside gains in a capital project fund for one-time expenses. (Reference #3) Commissioner. Allen Mosby inquired about the lot size and if the new zoning requirements were for this Mayor Pro-Tem Jerry Beasley stated that hei felt it wasi in the best interest of the Town to keep property onl E. Lemon Street due to its location around other Town property.  area.  RESOLVED, to authorize Town Manager to sell property at 2435 S. McKinley Street at a minimum MOTION BY: MAYOR PRO-TEM JERRY BEASLEY: SECOND BY: COMMISSIONER ALLEN MOSBY APPROVED, AYES (4), MAYOR PRO-TEM JERRY BEASLEY, HEDRICK, MOSBY AND RAYNOR  of$22,000.  NOES (0)  B. Talon Contingency Payment  Nick Holcomb Town Manager asked for input on two (2) Potential change orders for the Public' Works  Project which would come out of the contingency fund. (Reference #4)  A. Potential Change #1 -$4,404 additional cost for material increase from February to March  26th for price of steel.  2    B. Potential Change #2 - $3,445 additional cost fori installing Driveway Pipe; undercut and Mr. Holcomb informed the Board concerning Change #2, that he and Rodney approved changes to the driveway and the parking area. Mr. Holcomb expressed concerns with the additional cost for the steel, Nick Holcomb Town Manager expressed that after changes made by the Board to the plans it tooka couple of weeks for Tyrus to make all the changes prior to Talon Construction getting the final plans The discussion among the Board was that the information concerning an increase in steel price should have been informed to the Town at that time. The Board agreed that if we owe the money then we should payi it, however they felt that we should work with Talon and meet in the middle oft the price. The Boardi instructed Mr. Holcomb to ask Taloni to show where in the contract that we would be liable for the price increase and have our Attorney to verify. Instructions were given to Mr. Holcomb to work  backfill parking area.  which is Change #1.  and ordering materials. During this time is when the steel prices changed.  with Talon and report to the Board at the February meeting. Attorney Alton Bain stated tol bring this Change #1 back to the Board. The Board instructed Mr. Holcomb to pay the Change #2.  C.Purchase Order Limit  Nick Holcomb Town Manager requested to increase Purchase Order limit from one hundred ($100) to two hundred ($200). Mr. Holcomb stated that this would save time for the departments and reduce Commissioner Mosbyi inquired ifi increasing to three hundred ($300) would work better for the The Board expressed that our department heads have showed how responsible they are pertaining to purchases and asked Town Manager and Town Clerk to pay close attention to allt the expenditures.  the amount of paperwork that requires attention and tracking from Karen.  departments and the procedures of the purchase orders.  RESOLVED, to increase Purchase Order Limit to three hundred ($300).  MOTION BY: COMMISSIONER ALLEN MOSBY: SECOND BY: COMMISSIONER. JOHN RAYNOR APPROVED, AYES (4), MAYOR PRO-TEM. JERRY BEASLEY, HEDRICK, MOSBY AND RAYNOR  NOES (0) D.CDI Renewal  Nick Holcomb Town Manager presented the Board with a renewal CD1 for $239,628 and recommended that the monies be transferred to NCCMT, which offers the best rate. Karen Wooten Town Clerk added that concerning the other institutions rates for CD's that moving the CD1 to NCCMT was the best  decision. (Reference #5)  RESOLVED, to authorize moving $239,628 to NCCMT.  3    MOTION BY: COMMISSISONER BOB HEDRICK: SECOND BY: COMMISSIONER. JOHN RAYNOR APPROVED, AYES (4), MAYOR PRO-TEM. JERRY BEASLEY, HEDRICK, MOSBY AND RAYNOR  NOES (0)  VII. MANAGERS & COMMITTEE REPORT:  Nick Holcomb Town Manager updated the Board on the following:  1. Condemnation oft the property on Main Street = old kitchen - County on pause due to the State recommendation, however ready to move forward with demolition. 2. Performance review for Town Manager and Town Clerk. Mr. Holcomb asked the Board to review and fill out thet forms to discuss during a closed session in February. 3. Review of the Towiisacomplishments: during 2018. (Reference #6)  Mr. Holcomb updated the Board for the Recreation Department in the absence of Mike Collins. Basketball int full swing and discussions going on concerning joining with Erwin Recreation for baseball Chief Hall presented his stats for December: 13, 2018-January: 7, 2019. Chief Hall expressed his appreciation for the support and prayers during his absence and commended his staff fors stepping up Rodney Pleasant Public Works Director presented his report for the month of December. Mr. Pleasant informed the Board that plans are to start moving equipment into the new Public' Works building on  and softball.  during his absence. (Reference #7)  Friday. (Reference #8) VIII. PUBLICFORUM:  Mayor Coats opened Public Forum, hearing none Mayor Coats closed Public Forum.  IX.ADJOURN:  RESOLVED, to adjourn meeting.  MOTION BY: COMMISSISONER, JOHN RAYNOR: SECOND BY: COMMISSIONER BOB HEDRICK APPROVED, AYES (4), MAYOR PRO-TEM. JERRY BEASLEY, HEDRICK, MOSBY AND RAYNOR  NOES (0)  Meeting adjourned at 8:12 p.m.  7.70mh  Karen Kas  . Wooten, Town Clerk  Chris  Lb  Coats, Mayor  4