TOWN OF COATS Board of Commissioners December 13, 2018 OFFICIAL MINUTES  I.A ABSTRACT:  As scheduled meeting of the Board of Commissioners held on December: 13, 2018 in the Board of  Commissioners' Meeting Room at Coats Town Hall.  .ROLL CALL:  Mayor Chris Coats, Mayor Pro-Tem Jerry Beasley, Commissioner. JC Allen, Commissioner. John Raynor,  Commissioner Allen Mosby and Commissioner Bob Hedrick were present.  Attorney Alton Bain was present. II. CALLTO ORDER:  Aq quorum being present, Mayor Coats called the meeting to order at 7:00p p.m.  Mayor Coats delivered the invocation and led those in attendance in the Pledge of Allegiance. Mayor Coats asked to amend agenda to add Close Session as item-VIII. pursuant to N.C.S. G. 143-  318.11 (a) (6) moving other items down. RESOLVED, to approve amended. Agenda.  MOTION BY: COMMISSIONER. JOHN RAYNOR: SECOND BY: COMMISSIONER ALLEN MOSBY APPROVED, AYES (5), MAYOR PRO-TEM. JERRY BEASLEY, COMMISSIONERS ALLEN, 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 APPROVED, AYES (5), MAYOR PRO-TEM. JERRY BEASLEY, COMMISSIONERS, ALLEN, HEDRICK, MOSBY  AND RAYNOR NOES (0)  1    V. OLD BUSINESS: A. Transfer to NCCMTE  Nick Holcomb Town Manager stated to the Board the benefits of moving funds to the NCCMT presented to the Board during the November meeting by John Frye. Mr. Holcomb reiterated the Karen' Wooten Town Clerk asked the Board to consider this opportunity to increase our interest earned which can be an advantage during our budget planning. Ms. Wooten asked to move all funds except Four hundred thousand ($400,000) to the NCCMT. Ms. Wooten stated that there is a CD1 that will expire at the end ofJ January, which will be brought before the Board for discussion. RESOLVED, to allow Town Manager and Town Clerk to transfer funds into the NCCMT. MOTION BY: COMMISSIONER, ALLEN MOSBY: SECOND BY: COMMISSIONER. JOHN RAYNOR APPROVED, AYES (5), MAYOR PRO-TEM. JERRY BEASLEY, COMMISSIONERS ALLEN, HEDRICK, MOSBY  impact oft the additional gain oni interest in a 12-month period.  AND RAYNOR NOES (0)  VI.COMMITTEE, APPOINTMENTS: and the Cemetery Board. A. Planning Board (Reference #1) Planning Board for the ETJ.  Nick Holcomb Town Manager presented applicants for the Planning Board, Parks and Recreation Board  RESOLVED, to appoint Robert Barefoot and Ed Lauder to serve a three-year term on the  MOTION BY: COMMISSIONER ALLEN MOSBY: SECOND BY: COMMISSIONER. JOHN RAYNOR APPROVED, AYES (5), MAYOR PRO-TEM JERRY BEASLEY, COMMISSIONERS ALLEN, HEDRICK, MOSBY  AND RAYNOR NOES (0)  B. Board of Adjustment (Reference #2)  RESOLVED, to appoint Robert Barefoot and Marc Powell to serve a three-year term on the MOTION BY: COMMISSIONER BOB HEDRICK: SECOND BY: MAYOR PRO-TEM JERRY BEASLEY APPROVED, AYES (5), MAYOR PRO-TEM JERRY BEASLEY, COMMISSIONERS, ALLEN, HEDRICK, MOSBY  Board of Adjustment.  AND RAYNOR NOES (0)  2    RESOLVED, to appoint Commissioner. Allen Mosby to serve a three-year term on the Board of MOTION BY: MAYOR PRO-TEM JERRY BEASLEY: SECOND BY: COMMISSIONER. JOHN RAYNOR APPROVED, AYES (5), MAYOR PRO-TEM JERRY BEASLEY, COMMISSIONERS ALLEN, HEDRICK, MOSBY  Adjustment.  AND RAYNOR NOES (0)  C.Parks and Recreation (Reference #3) on Parks and Recreation Board.  RESOLVED, to keep the present active five and add. James Forthofer to serve a one-year term MOTION BY: MAYOR PRO-TEM JERRY BEASLEY: SECOND BY: COMMISIONERICALEN Commissioner Bob Hedrick: stated that it possibly would be better to have one additional to avoid APPROVED, AYES (4), MAYOR PRO-TEM JERRY BEASLEY, COMMISSIONERS ALLEN, MOSBY AND  having an even number on the Board.  RAYNOR  NOES (1), COMMISSIONER BOB HEDRICK  RESOLVED, to appoint Commissioner Bob Hedrick to serve on the Parks and Recreation Board MOTION BY: COMMISSIONER JOHN RAYNOR: SECOND BY: COMMISSIONER. ALLEN MOSBY APPROVED, AYES (5), MAYOR PRO-TEM. JERRY BEASLEY, COMMISSIONERS, ALLEN, HEDRICK, MOSBY  fora a one-year term.  AND RAYNOR NOES (0)  Mayor Pro-Tem Jerry Beasley asked that the Recreation Committee report quarterly to the Board. Commissioner. John Raynor ask that the Town Manager plan a Board of Adjustment meeting fora  refresher on the responsibilities of the Board. D.Cemeter/Reference #4)  RESOLVED, to appoint all seven applicants to serve a one-year term on Cemetery Board. MOTION BY: MAYOR PRO-TEM. JERRY BEASLEY: SECOND BY: COMMISSIONER BOB HEDRICK APPROVED, AYES (5), MAYOR PRO-TEM JERRY BEASLEY, COMMISSIONERS, ALLEN, HEDRICK, MOSBY  AND RAYNOR NOES (0)  3    Mayor Coats expressed appreciation to all that served this past year and for those who are willing to  serve the coming years. VII. NEW BUSINESS: A. Talon Final Payment  Nick Holcomb updated the Board on the completion of the Public Works building and receiving the CO permit from the County. Mr. Holcomb stated that he and Rodney would need to complete a walk through with the contractor prior to the final payment. Mr. Holcomb ask for approval from the Board to authorize him to make the final expenditure payment for $38,697.06 once the walk through and all  concerns addressed. $38,697.06.  RESOLVED, to authorize Nick Holcomb Town Manager to make the final payment for  MOTION BY: MAYOR PRO-TEM. JERRY BEASLEY: SECOND BY: COMMISSIONER. ALLEN MOSBY APPROVED, AYES (5), MAYOR PRO-TEM. JERRY BEASIE/COMMISIONERS ALLEN, HEDRICK, MOSBY  AND RAYNOR NOES (0) B. Concrete Parking  Nick Holcomb Town Manager requested the Board to consider a concrete parking area at the Public Works building. Mr. Holcomb stated that al hard surface parking area was discussed during the budgeting process but wasi not included in the budget. Mr. Holcomb expressed that evaluating the state of the current gravel lot that there is a strong belief that something will need to be done. Mr. Holcomb stated that recommendations from other similar projects, engineers and contractors are that a6 6-inch concrete with fiber mesh and no wiring would be what is needed for the front part of the building. Mr. Holcomb presented three bids with P & M /Talon as the low bidder at $35,000. Mr. Holcomb informed the Board that the Project Fund only needs ani increase of $15,000 to $20,000 due Discussion and agreement among the Board was to go with 6-inch concrete instead of 4-inch. RESOLVED, to approve P&M/Talon, low bid at $35,000 and to transfer from surplus $20,0001 for MOTION BY: MAYOR PRO-TEM JERRY BEASLEY: SECOND BY: COMMISSIONER. JOHN RAYNOR APPROVED, AYES (5), MAYOR PRO-TEM JERRY BEASLEY, COMMISSIONERS ALLEN, HEDRICK, MOSBY  to an estimated count ofr remaining funds. (Reference #5)  concrete surfacing at the Public' Works building.  AND RAYNOR NOES (0)  4    C.SRO Budget  Nick Holcomb presented al budget for the SRO department to cover expenditures for the SRO position. The eligible expenditures will be balanced by a County reimbursement on the revenue side. A dedicated department for the SRO will be used for tracking monthly reimbursements that willl be  refunded from the County. (Reference #6)  RESOLVED, to approve SRO department budget amendment.  MOTION BY: MAYOR PRO-TEM JERRY BEASLEY: SECOND BY: COMMISSIONER, ALLEN MOSBY APPROVED, AYES (5), MAYOR PRO-TEM JERRY BEASLEY, COMMISSIONERS, ALLEN, HEDRICK, MOSBY  AND RAYNOR NOES (0)  D. SRO Vehicle Request  Nick Holcomb Town Manager presented price quotes for the SRO vehicle purchase. Mr. Holcomb stated that rural departments are shifting toward SUV's and since the County will reimburse the Town, itn makes a practical and financial decision to go with the Dodge Durango. (Reference #7) Mayor Pro-Tem Jerry Beasley questioned the cost to have the Durango equipped and if this vehicle would be put into the car fleet. Interim Chief Storicks stated that the cost to equip the Durango is around $3,400, which is the same for all vehicles. Interim Chief Storicks confirmed that this vehicle to be placed in our fleet and will not be the vehicle used for the SRO: at the school.  RESOLVED, to approve purchase of the Dodge Durango.  MOTION BY: COMMISSIONER JOHN RAYNOR: SECOND BY: COMMISSIONER BOB HEDRICK APPROVED, AYES (5), MAYOR PRO-TEM. JERRY BEASLEY, COMMISSIONERS ALLEN, HEDRICK, MOSBY  AND RAYNOR NOES (0)  E.Souper Bow! 5K Street Closures  Nick Holcomb presented the street closures for the 5KI run on Saturday February 2, 2019. (Reference Commissioner Bob Hedrick stated that this year would be the same route as last year. Commissioner Hedrick confirmed that this is the 6th year for the Souper Bowl 5K and this past year had over 200 RESOLVED, to approve street closures for the Souper Bowl 5K on Saturday February 2, 2019. MOTION BY: MAYRO PRO-TEM. JERRY BEASLEY: SECOND BY: COMMISSIONER. JOHN RAYNOR  #8)  participants.  5    APPROVED, AYES (5), MAYOR PRO-TEM JERRY BEASLEY, COMMISSIONERS ALLEN, HEDRICK, MOSBY  AND RAYNOR NOES (0)  F.Cemetery Plots  Nick Holcomb asked for approval of Cemetery plots C-162,163 and 164 purchased by Phillip and  Carolyn Barnes. (Reference #9)  RESOLVED, to approve Cemetery plots purchased by Phillip and Carolyn Barnes.  MOTION BY: COMMISSIONER, ALLEN MOSBY: SECOND BY: MAYOR PRO-TEM JERRY BEASLEY APPROVED, AYES (5), MAYOR PRO-TEM. JERRY BEASLEY, COMMISSIONERS ALLEN, HEDRICK, MOSBY  AND RAYNOR NOES (0)  VIII. MANAGER & COMMITTEE REPORT: Committee would like to address the Board.  Nick Holcomb Town Manageri informed the Board that Amy Johnson with the Coats Beautification Amy. Johnson informed the Board of the 20 lights purchased are up and look amazing, which leaves 25 more to order. Ms. Johnson asked the Board to budget to help purchase the remaining lights. Mayor Coats stated that there have been many compliments on the Town's Christmas decorations.  Nick Holcomb Town Manager updated the Board:  1. Condemnation of the building on Main Street ends on December 18, 2018, which a decision 2. North Carolina Commerce meeting set for late. January and a team of local business owners  may be needed at the, January meeting. and residents have been formed.  3. Staff Christmas party Wednesday! December 19, 3-5 pm.  Nick Holcomb Town Manager updated the Board on the Recreation and Parks due to Mike Collins having over obligations. Mr. Holcomb informed the Board oft the committee meeting on November 27, 2018. Mr. Holcomb stated that the merging with Erwin Parks and Recreation has not worked the wayi it was expected and that Erwin is interested in merging for Softball and Baseball only. Ameeting with Erwin's Town Manager and Recreation Director is to be scheduled. During the meeting, the committee was asked to think of the topi five concerns and projects to address for the recreation planning.  6    Ken Storicks Interim Chief presented the stats for November 9-December 13, 2018. (Reference #10) Rodney Pleasant Public' Works Director presented the November report. Mr. Pleasant confirmed with the Board plans for the McKinley Street leak are in motion and addressing the patching needed for  Church Street. (Reference #11)  Teresa Brown Library Director presented her report to the Board. (Reference #12)  Commissioner. Allen Mosbyi inquired about how Coats Chambers offices were working out, which Nick Holcomb Town Manager stated that all repairs are complete and that the arrangement is working well.  IX. PUBLIC FORUM:  Mayor Coats opened Public Forum  Shirley Allen Coats Chamber President updated the Board on the Christmas parade, live nativity and several food vendors all making a successful night for Christmas on Main. Mrs. Allen expressed the Chambersappreciation for all the help and assistance from the Town, Police Department and Public  Works.  X.C CLOSED SESSION:  RESOLVED, to goi in Closed Session pursuant to G.S. 143-31/.11. (a) (6)-1 To consider the qualifications, competence, performance, character, fitness, conditions ofa appointment, or conditions of initial employment of an individual public officer or employee or prospective public officer or employee; or to hear or investigate a complaint, charge, or grievance by or MOTION BY: COMMISSIONER, ALLEN MOSBY: SECOND BY: COMMISIONER, JOHN RAYNOR APPROVED, AYES (5), MAYOR PRO-TEM JERRY BEASLEY, COMMISSIONERS ALLEN, HEDRICK, MOSBY  against an individual public officer or employee.  ANDI RAYNOR NOES (0)  Moved into Closed Session at 8:26 pm. Return to Open Session at 8:41  7    XI. ADJOURN:  RESOLVED, to adjourn meeting.  MOTION BY: COMMISSIONER, JOHN RAYNOR: SECOND BY: COMMISSIONER BOB HEDRICK APPROVED, AYES (5), MAYOR PRO-TEM. JERRY BEASLEY, COMMISSIONERS ALLEN, HEDRICK, MOSBY  AND RAYNOR NOES (0)  Meeting adjourned at 8:42 p.m.  laai 7 WOK- Town Wooten, Clerk  Karen F.  Lb  Chris Coats, Mayor  8