TOWN OF COATS Board of Commissioners Thursday, December 14, 2017 OFFICIAL MINUTES  ABSTRACT:  As scheduled meeting oft the Board of Commissioners was held on Thursday, December 14, 2017at7:00  p.m.i in the Board of Commissioners' Meeting Room at Coats Town Hall.  ROLL CALL:  Mayor Walter Weeks, Commissioner. JC Allen, Commissioner Chris Coats, Commissioner John Raynora and  Commissioner Allen Mosby attended. Mayor Pro-Tem Jerry Beasley was absent Attorney Alton Bain was present. .CALLI TO ORDER:  Ac quorum being present, Mayor Weeks called the meeting to order at 7:00 p.m.  Mayor Weeks delivered the invocation and led those in attendance in the Pledge of Allegiance.  Amendments to Consent Agenda:  Move Item VII. Closed Session to II.Old Business Item B. Conduct Closed Session pursuant to N.C.G.S. 143.318.11 (a) (3) To consult with an attorney employed or retained by the public body in order to preserve the attorney client privilege between the attorney and the public body. Add under IV. New Business Item E. Discuss hydro Stop Valves/Budget Amendment #2 Water Fund  RESOLVED; to approve amended. Agenda.  MOTION BY: COMMISSIONER, JOHN RAYNOR SECOND BY: COMMISSIONER CHRIS COATS APPROVED, AYES (4) COMMISSIONERS COATS, MOSBY, ALLEN AND RAYNOR  NOES (0).  Mayor Walter Weeks introduced the new manager Nick Holcomb from Randleman. The board is very Nick Holcomb and his) wife Marie were very excited to be here tonight. He looks forward to working with the Department Heads and he already feels very welcomed, especially working with Karen Wooten  excited to have him here, especially Karen Wooten.  and the newly elect Mayor. II. APPROVAL OF CONSENT AGENDA:  Page 1  MINUTES12.142017    A. Approval of Minutes: (October 7, November 9, November 16, December 4, 2017)  B. Approval of Attorney Bill C.R Review of Financial Statement RESOLVED, to approve Consent Agenda.  MOTION BY: COMMISSIONER JOHN RAYNOR, SECOND BY: COMMISSIONER CHRIS COATS APPROVED, AYES (4) COMMISSIONERS COATS, MOSBY, ALLEN AND RAYNOR  NOES (0) III. OLD BUSINESS:  A. Draper. Aden Associates- Update on Design for Public Works Building  Karen Wooten reported in the absence of Tyrus Clayton on the update of the Public Works Building. She and Rodney Pleasant met with Tyrus Clayton on Monday because time is short. She shared with the board the minutes from the meeting they had on Monday, December: 11, 2017. We did not make decisions; we only made suggestions of what we may want in the building SO we could start the process. Tyrus Clayton has made out a date plan. She suggested that we recess this meeting to Monday, December 18, 2017 at 6:00 p.m. to discuss items and make decisions for the final design. We need to  meet the following dates:  Final Design by. January 3, 2018 Award the contractor on February 12, 2018 Sign contract by February 26, 2018.  Review and send out our bids by January 8, 2018 for the contractor  She asked the board to take this handout, look at items two through four, study them, and have your  decisions or suggestions ready for the meeting on Monday. Reference #1 Meeting Minutes 12/11/2017  B. Conduct Closes Session pursuant to N.C.G.S. 143.318.11 (a)(3) To consult with an attorney employed or retained by the public body in order to preserve the attorney client privilege between  the attorney and the public body.  RESOLVED, to go into Closed Session under N.C.G.S. 143-318.11 (a) (3) at7:13 p.m. MOTION BY: COMMISSIONER CHRIS COATS, SECOND BY: COMMISSIONER JOHN RAYNOR APPROVED, AYES (4) COMMISSIONERS COATS, MOSBY, ALLEN AND RAYNOR  NOES (0)  Board returned to open session at 7:40 p.m.  IV. NEW BUSINESS A. Souper Bow! 5K Run  Page 2  MINUTES12.14.2017    B. Street closures for Souper Bow! 5K Run  Bob Hedrick reported on the Souper Bowl 5K Run, iti is the same as last year; they raised about $14,000 for Soup Kitchen ati the Senior Center. Last year had over 200 runners. The Chief saw no problems with the Street closures for the Souper Bowl 5K Run. The 5K Run starts 2:00p.m on February 3, 2018. It went  very well last year.  Reference #2 Street Closing for Souper Bow! 5K  RESOLVED, to endorse the Souper Bowl 5K Run, including the street closures MOTION BY: COMMISSIONER, JOHN RAYNOR SECOND BY: COMMISSIONER CHRIS COATS APPROVED, AYES (4) COMMISSIONERS COATS, MOSBY, ALLEN AND RAYNOR  NOES (0)  Boards and Committee appointments  Mayor Weeks spoke on behalf of Karen Wooten and asked the Board to contact people that may be  interested in the vacancies on the boards and committees. Reference #3 Board and Committees Vacancies D. Quote from Charles R. Underwood, Inc.  Karen Wooten reported this situation came upi in the first part of December and has nothing to do with the next item. We thankfully got it repaired for $450.00; howeveri it needs some more attention. Rodney Pleasant explained the situation that they recently had al leak and the valve rusted out and had to get Mr. Underwood's crew out to repair it. Mr. Underwood expressed to Rodney Pleasant the need to replace the Altitude Valve and they had one in stock that he would let him have at a good deal because they ordered for another customer and did not use it. Mr. Underwood let us have the valve at cost for Mayor Walter Weeks suggested they get quotes on this before they authorize the expenditure. He  $7981.00 that includes Labor.  asked if they could get quotes by next Monday, the board could consider it. Allen Mosby suggested we address this on Mondayi if they have the information. authorize her to move forward to purchase it. This quote is only for 30 days.  Karen Wooten suggested ift they do not get any quotes less than this one, the board could go ahead and Mayor Waiter Weeks suggested we authorize Karen! Wooten to develop al Budget Amendment to cover this and instruct her to get quotes for this and unless there was a quote for the same specifications: at  lower price and no more than this amount she could move forward.  Page3  MINUTES12.14.2017    RESOLVED, to authorize Karen Wooten to develop a budget amendment for purchase for no more: than this amount. Ifs she did not get any quotes for less than the quote from Mr. Underwood, she could move forward on purchase. The quotes would bet for the same specifications. MOTION BY: COMMISSIONER JOHN RAYNOR SECOND BY: COMMISSIONER. ALLEN MOSBY APPROVED, AYES( (4)COMMISSIONERS: COATS, MOSBY, ALLEN AND RAYNOR  NOES (0)  E. Hydro Stop Valves/Budget Amendment #2 Water Fund  Rodney Pleasant reported on the leak at 194 East Main Street would need two (2) Hydro Stop) Valves before the leak can be fixed. This is because the copper T had split ont the 8" Main, water comes int from ten different directions. We cannot cut off all these valves at one time, sO we had contractor come in to install a Hydro Stop Valve. They can do a live tapi while the water is still on and put valve on each side of the leak: sO we can cut it off from both directions. Once water is stopped, we can make the repair on the line. The cost to town is $16,800.00 just for the valves and then we would repair the leak. The valves are Mayor Walter Weeks asked the Commissioners: to approve. the purchase oft the valves after the fact.. Karen Wooten called the Mayor and explained this falls under an emergency: and we have money in the  ordered and should be installed by December 18, 2017.  WaterFund Reserve.  RESOLVED, Budget Amendment Water Fund #2  MOTION BY: COMMISSIONER CHRIS COATS SECOND BY: COMMISSIONER. JOHN RAYNOR APPROVED, AYES (4) COMMISSIONERS COATS, MOSBY, ALLEN AND RAYNOR  NOES (0)  Reference #4 Budget Amendment #2 Water Fund  V. Manager & Committee Report A. Department Head Updates  Chief of Police Jeremy Hall went over his report Reference #5 Police Department Report Teresa Brown, Library Director went over her report  Reference #6 Library Report  Rodney Pleasant, Public Works Director went over his report  He also reported the apartments got their CO's (Certificate of Occupancy) yesterday. So people should  start moving in really soon. Reference #7 Public Works Report  Page 4  MINUTES: 12.14.2017    Mayor Walter Weeks hopes they will have a grand opening or something for the new apartments. Karen Wooten, Interim Manager reported that she has shared with them that our board would like to take at tour. They plan to have something, but they have not given her a date. Iti is nice property, with Mayor Walter Weeks stated we are going to see 10% growth in our town. He recognized Rodney Karen Wooten, Interim Manager reported Mike Collins, Parks and Recreation Director could not be here tonight because the basketball schedule. Ms. Wooten read the November 15, 2017 minutes from the Cemetery Chairman in her absence. There was no action taken at the meeting. The next scheduled  the nice landscaping and fence, everyone seems happy. Pleasant for hard work with leaves and Christmas lights.  meeting will be March 28, 2018 at 12:30 p.m. Karen Wooten, Interim Manager reported: from our insurance for damages.  Todd Pope will start the work ini the Library tomorrow, the town was reimbursed the cost is $3,135.00 Emailed the Board of Mid Carolina Council of Government Dinner on. January 25, 2018 at 6:30 p.m. at Coats has a new Mexican restaurant coming where the fish place was. Sonny Shri-Sharda is the owner Staff Christmas party is December 20, 2018. We will close the office from 3:00p.m. -5:00p.m. We hope Amy. ohnson/Beautifcation Committee purchased 12 brackets $1300.00 appreciate their efforts.  New updated Zoning map is hanging to the boards left. Holiday Inni in Fayetteville and the town picks up the meal.  and he very pleasant to work with. They are working on the parking issue.  the Board can come enjoy a good meal with the: staff. Office is closed 22,25, 26 and January 1st  VI. Public Forum None  Mayor Walter Weeks relayed a message from Sonny Shri-Sharda since he is out of town. Mr. Sharda expressed to the Mayor for any restaurant to be: successful there has to be on premise sales of beerand wine. In the past, the referendum was defeated and Mr. Sharda would like the board to look ati it again.  He suggested the board allow him on the agenda for January to discuss this matter.  VII. Closed Session  Conduct a closed session pursuant to N.C.G.S. 143.318.11: (a)(1)- - Approval of closed session minutes.  (a)(3)-To consult with an attorney employed or retained by the public body in order to preserve the (a) (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  attorney client privilege between the attorney and the public body.  prospective public officer or employee.  Page5  MINUTES12,.14.2017    RESOLVED, to go into Closed Session under N.C.6.S.143-318.11 (a) (1) and (a)(3) MOTION BY: COMMISSIONER. JOHN RAYNOR, SECOND BY: COMMISSIONER, ALLEN MOSBY APPROVED, AYES (4) COMMISSIONERS COATS, MOSBY, ALLEN AND RAYNOR  NOES (0) VIII. Adjourn  Returned to open session at 9:49 p.m.  RESOLVED, to Recess this meeting until Monday, December 18, 2017 at 6:00 p.m. MOTION BY: COMMISSIONER. JOHN RAYNOR, SECOND BY: COMMISSIONER CHRIS COATS APPROVED, AYES (4) COMMISSIONERS COATS, MOSBY, ALLEN AND RAYNOR  NOES (0) Respectfully, GA Connie M. Sorrell, Interim Town Clerk  a Smell  h Chris Coats Mayor  Page 6  MINUTES12.14.2017