TOWN OF COATS Board of Commissioners April 13, 2017 OFFICIAL MINUTES  ABSTRACT:  As scheduled meeting oft the Board of Commissioners was held on April 13, 2017 in the Board of  Commissioners' Meeting Room at Coats Town Hall.  II.ROLLCALL:  Mayor Walter Weeks, Commissioner. JC Allen, Commissioner Chris Coats, Commissioner John Raynor: and  Commissioner Allen Mosby attended. Mayor Pro-Tem Jerry Beasley was absent. Attorney Alton Bain was present. III. CALLTOORDER:  Aquorum 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.  Changes to agenda as listed:  Add under) V. E. - Proclamation of April 24-28th as the "Week of the Young Child"  Add under IV. D- Closed Session - Consult with Attorney pursuant to 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 Mayor asked to move IV D Closed Session to follow Public Forum and IV B Resolution. Authorizing Upset  privilege between the attorney and the public body.  Bid Process Regarding Cell Tower Lease to follow Closed Session.  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)  IV. APPROVAL OF CONSENT AGENDA: RESOLVED, to approve Consent Agenda.  1    MOTION BY: COMMISSIONER JOHN RAYNOR: SECOND BY: COMMISSIONER. ALLEN MOSBY APPROVED, AYES (4) COMMISSIONERS COATS, MOSBY, ALLEN AND RAYNOR  NOES(0)  V.P PUBLICHEARING:  A. Resolution Amending the Town of Coats Code of Ordinances Chapter: 51 Water Mayor Weeks opened Public Hearing and hearing none Public Hearing closed.  VI. OLD BUSINESS:  A. Resolution Amending the Town of Coats Code of Ordinances Chapter: 51 Water Kenny Cole Town Manager presented the Board with the amendment to Water Ordinance 51.24. Amendment requires annexation into the corporate limits if someone requests water service from the  Town. (Reference #1)  RESOLVED, to adopt Amendment to the Town of Coats Ordinances Chapter 51.24 Water. MOTION BY: COMMISSIONER. JOHN RAYNOR: SECOND BY: COMMISSIONER. ALLEN MOSBY APPROVED, AYES (4) COMMISSIONERS COATS, MOSBY, ALLEN AND RAYNOR  NOES (0)  C.Property closing update on Lemon Street  Alton Bain informed the Board that the title work for the properties are completed, however waiting to get confirmation from Register of Deeds for satisfaction on payment from Finance Company. Mayor Weeks asked Mr. Bain to contact Ms. Melvin and confirm closing date.  Mayor Weeks and the Board authorized Kenny Cole Town Manager to move forward with the plans for  building the Public Works building. V. NEW BUSINESS:  A. Spiritual Unity Day Street Closings Day scheduled for May 6, 2017. (Reference #2) RESOLVED, to approve street closings as presented.  Kenny Cole Town Manager presented the Board with the requested street closings for the Spiritual Unity  MOTION BY: COMMISSIONER CHRIS COATS: SECOND BY: COMMISSIONER. JOHN RAYNOR APPROVED, AYES (4) COMMISSIONERS COATS, MOSBY, ALLEN AND RAYNOR  NOES (0)  2    B. Contract with Heartland Credit Card Processing  Brad Barbee with Heartland Payment Systems presented a contract to process the Town's credit cards with a Utility Merchant price, which will be a savings from the Town's present processing feesv with First RESOLVED, to move forward with the switch and approve contract with Heartland Payment System. MOTION BY: COMMISSIONER. ALLEN MOSBY: SECOND BY: COMMISSIONER. JOHN RAYNOR APPROVED, AYES (4) COMMISSIONERS COATS, MOSBY, ALLEN AND RAYNOR C.Bid for Water System Improvements from Charles Underwood, Inc.  Citizens Bank.  NOES (0)  Kenny Cole presented a quote from Charles R. Underwood, Inc. for water: system improvements to the Town's: system. The improvements include replacing the PRV (pressure reducing valve) and major upgrades to the existing vault. Mr. Cole also requested. adding the adders #1 and #2 totaling $26,348.  RESOLVED, to approve quote with Charles Underwood, Inc. for $26,348. MOTION BY: COMMISSIONER ALLEN MOSBY: SECOND BY: COMMISSIONER, JOHN RAYNOR APPROVED, AYES (4) COMMISSIONERS COATS, MOSBY, ALLEN ANDI RAYNOR  NOES (0)  D. Discussion of Request for Proposals for Garbage and Recycling Services  Kenny Cole informed the Board that the contracts with Waste Management and' Waste Industries for trash and recycle disposal/collection expires on. June 30, 2017. Mr. Cole presented to the Boarda Request for Proposals for the Town's Trash and Recycle services. The bid form allows contractors to bid these items separately or together. The RFQ has included a 95-gallon cart for recycles. Mr. Cole stated  that this is a five-year contract and is due May 11, 2017.  RESOLVED, to approve advertising fori the Request for Proposals for Garbage and Recycling Services. MOTION BY: COMMISSIONER. JOHN RAYNOR: SECOND BY: COMMISSIONER CHRIS COATS APPROVED, AYES (4) COMMISSIONERS COATS, MOSBY, ALLEN AND RAYNOR  NOES (0)  E. Proclamation of April 24-28th as the "Week of the Young Child"  Mr. Cole asked the Board to approve the Proclamation in support of April 24-28th, 2017 as "The Week of RESOLVED, to approve Proclamation in support of April 24-28th, 2017 as The Week of the Young Child in MOTION BY: COMMISSIONER CHRIS COATS: SECOND BY: COMMISSIONER JOHN RAYNOR APPROVED, AYES (4) COMMISSIONERS COATS, MOSBY, ALLEN AND RAYNOR  the Young Child" in Coats. (Reference #3)  Coats.  NOES (0)  3    VI. MANAGER & COMMMITTEE REPORT: Kenny Cole Town Manager informed the Board of the following dates: April 20, 2017 Representative Lewis Town Hall @ 6:30 April 29, 2017- - Coats Clean Sweep - Road Side clean-up May 4, 2017- - National Day of Prayer - Noon  Robert Moore with Public Works presented the Board with March monthly report. (Reference #4)  VII. PUBLIC FORUM:  Mayor Weeks opened Public Forum.  Pat Godwin Coats Chamber Director updated the Board of upcoming events with the Chamber. b.Christmas parade, Christmas on Main, Santa House on Main, Christmas tree at 27&55 Mrs. Godwin asked that the Town assist with planting and maintaining the mowing around the tree  a. Working on Farmers Day  area.  The Board expressed their support in helping the Chamber with the tree.  Mayor Weeks Closed Public Forum. VIII. OLD BUSINESS- CONTINUED:  D. Closed Session - Consult with Attorney pursuant to G.S. 143.318.11 (a)(3)-t 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 to consult with Attorney.  MOTION BY: COMMISSIONER. JOHN RAYNOR: SECOND BY: COMMISSIONER CHRIS COATS APPROVED, AYES (4) COMMISSIONERS COATS, MOSBY, ALLEN AND RAYNOR  NOES (0)  Closed Session at 7:59 p.m. Returned to Open Session at 8:25 p.m.  B.F Resolution Authorizing Upset Bid Process Regarding Cell Tower Lease  Alton Bain Town Attorney stated that the current Resolution to include on the behalf of SBA: 1. The Town agreeing of a $5,000 cap payment if an upset bid occurs or another bid accepted by the  Town.  4    2. Any expense above the cap be bought to the Boardj for consideration and justification for reasons 3. A deposit made in connection with this matter on or before the last day of this month. (Reference #5  exceeding the cap.  to be corrected prior to signing and filing)  RESOLVED, to authorize Mr. Bain to move forward as discussed and regarding the upset bid process for MOTION BY: COMMISSIONER. JOHN RAYNOR: SECOND BY: COMMISSIONER CHRIS COATS APPROVED, AYES (4) COMMISSIONERS COATS, MOSBY, ALLEN AND RAYNOR  the Cell Tower Lease.  NOES (0)  RESOLVED, to authorize Town Manager to proceed with advertisement withi the upset bid process once MOTION BY: COMMISSIONER. JOHN RAYNOR: SECOND BY: COMMISSIONER CHRIS COATS APPROVED, AYES (4) COMMISSIONERS COATS, MOSBY, ALLEN AND RAYNOR  the Town Manager and the Town Clerk receive the deposit.  NOES (0)  IX.ADJOURN:  RESOLVED, to adjourn.  MOTION BY: COMMISSIONER. JOHN RAYNOR: SECOND BY: COMMISSIONER CHRIS COATS APPROVED, AYES (4) COMMISSIONERS COATS, MOSBY, ALLEN AND RAYNOR  NOES (0)  Meeting adjourned at 8:29 p.m.  Kaue 7.Wa Karen F. Wooten, Town Clerk  Walter Weeks, 1  5