TOWN OF COATS Board of Commissioners January 12, 2017 OFFICIAL MINUTES  LA ABSTRACT:  As scheduled meeting of the Board of Commissioners: was held on January 12, 2017 int the Board of  Commissioners' Meeting Room at Coats Town Hall.  II. ROLL CALL:  Mayor Walter Weeks, Mayor Pro-Tem Jerry Beasley, Commissioner, JC Allen, Commissioner Chris Coats  Commissioner Allen Mosby and Commissioner. John Raynor were in attendance.  Attorney Alton Bain was present. III. CALL TO ORDER:  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.  RESOLVED, to approve amended Agenda.  MOTION BY: COMMISSIONER. JOHN RAYNOR: SECOND BY COMMISSIONER CHRIS COATS APPROVED, AYES (5), MAYOR PRO-TEM. JERRY BEASLEY, COMMISSIONERS ALLEN, COATS, RAYNOR  AND MOSBY 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, COATS, RAYNOR  AND MOSBY NOES (0)  V. OLD BUSINESS:  1    A. Street Closures for 5k Souper Bowl  Kenny Cole Town Manager presented the streets closures for the 5K Souper Bowl on February 4th. Mr. Bob Hedrick was present to show his approval of the streets closures and acknowledged the need for  volunteers to help at several areas. (Reference#1) RESOLVED, to approve street closures for 5k Souper Bowl.  MOTION BY: COMMISSIONER CHRIS COATS: SECOND BY COMMISSIONER JOHN RAYNOR APPROVED, AYES (5), MAYOR PRO-TEM JERRY BEASLEY, COMMISSIONERS ALLEN, COATS, RAYNOR  AND MOSBY NOES (0)  B. Discussion of Standard Specifications & Details  Kenny Cole Town Manager presented. the Board with a set of Standard Specifications Details for the Town. The manual includes Street Standards, Water distribution, Cross Connection and Storm Drainage. Mr. Cole stated that the Town currently has no standard details and specifications for developers building in Coats. This entails specs that are not find in the Ordinances. Mr. Cole informed the Board Mayor Weeks inquired ift this document becomes part of the Town Ordinance and Mr. Cole stated that this is a policy and the Ordinance will refer to the Standard Specifications and Details document.  that the document had be unanimously approved by the Planning Board.  C.A Appointments to "Committees and Boards  Kenny Cole presented applications for the vacancies on Committees and Boards.  Mayor Weeks asked for a correction on the application stating Cemetery Committee to replace wording  of Cemetery Commission.  RESOLVED, to approve applications of Margaret House, Amy Johnson, Sondra Smith, Michelle MOTION BY: COMMISSIONER ALLEN MOSBY: SECOND BY MAYOR PRO-TEM JERRY BEASLEY APPROVED, AYES (5), MAYOR PRO-TEM JERRY BEASLEY, COMMISSIONERS, ALLEN, COATS, RAYNOR  Godwin and Chris Freitas for Cemetery Committee  AND MOSBY NOES (0)  RESOLVED, to approve applications of Kelvin Gilbert and Donna Pope for the Planning Board. MOTION BY: COMMISSIONER CHRIS COATS: SECOND COMMISSIONER. JOHN RAYNOR APPROVED, AYES (5), MAYOR PRO-TEM. JERRY BEASLEY, COMMISSIONERS ALLEN, COATS, RAYNOR  AND MOSBY NOES (0)  2    RESOLVED, to approve applications of Bradley Abate and Tim Pope for the Recreation MOTION BY: COMMISSIONER CHRIS COATS: SECOND COMMISSIONER. JOHN RAYNOR APPROVED, AYES (5), MAYOR PRO-TEM. JERRY BEASLEY, COMMISSIONERS ALLEN, COATS, RAYNOR  Committee.  AND MOSBY NOES (0)  Mayor Weeks asked the Board to contact individuals and encourage. them to participate on Committees  and Boards that have vacancies. D. Property Update on 243 McKinley Street  Kenny Cole informed the Board that at the present date there have been no bids received for the old Library property. Mr. Cole confirmed" that the Sealed Bids are due February9, 2017 at9:00a.m. Alton Bain Town Attorney informed the Board of the status on the four lots that have been purchased for the Public Works Building. One loti is complete and the other three should be within one tot two weeks due to no title insurance and having to go through four estates.  E.U Update on Property Closing for Lemon Street  F. Update on Harnett County Revaluation  Kenny Cole Town Manager presented the Board: with an update of the latest figures from Harnett County's revaluation. Mr. Cole stated that the current figures show a 1.02% decrease for the Town's tax base. Mr. Cole informed the Board that Harnett County Tax office will be at the Local Government  Association Meeting on January 30, 2017. (Reference #2)  VI. NEW BUSINESS:  A. Award Bid for SCADA System for the Town Water System  Kenny Cole Town Manager presented to the Board a contract with Custom Controls Unlimited (CCL) for an installation ofa a SCADA: system. Mr. Cole: stated that the SCADA system would provide level monitoring at the tank and control the status oft the PRV: station remotely through the SCADA network. Mr. Cole informed the Board, that Harnett County operates this system. Mr. Cole mentioned that this Mayor Pro-Tem Jerry Beasley questioned if the $39,300 was the total amount for the SCADA system Mr. Cole commented that there would be additional items to bid out including the PRV (electronic Mayor Pro-Tem Jerry Beasley expressed concerns of the total amount needed to complete the installation and to approve this first part and discuss other needs later. Mr. Beasley questioned  was part oft the CIP and was included in the budgeted $82,000.  installed and ift the $82 per month hosting fee was included in the $39,300.  pressure reducing valve).  approval of this contract that may include an additional $20,000.  3    Mayor Weeks questioned. Attorney Alton Bain concerning the amount of contract and this not processed thrual RFQ. Discussion with Mr. Bain as to the dollar amount that requires the Town to ask for bids. Mr. Cole stated that thisi isr required for bids due to the $30,000 limit. Mr. Cole stated concerns about Mayor Weeks asked for confirmation oft the expenditure amount that requires bids. RESOLVED, to take a 10-minute recess to verify the dollar amount required for purchases. MOTION BY: COMMISSIONER. ALLEN MOSBY: SECOND COMMISSIONER. JOHN RAYNOR APPROVED, AYES (5), MAYOR PRO-TEM. JERRY BEASLEY, COMMISSIONERS ALLEN, COATS, RAYNOR  getting bids that are comparable due to the complicated system.  AND MOSBY NOES (0)  Mayor Weeks called meeting back to order.  Mayor Weeks informed the Board that Mr. Cole confirmed that the SCADA would need to be handled as informal bids due to the expenditure of $39,300 and the state requirement is $30,000. John McNeil with Custom Controls Unlimited, spoke to the Board concerning his company and the SCADA system that they provide and service. Mr. McNeil also informed the Board of area Towns that use their system such as Harnett County, Fort Bragg, Selma, Clayton, Benson and several beach areas. Commissioner Allen Mosby confirmed with Kenny Cole that this was included in the Capital Mayor Weeks asked that Mr. Cole handle the informal bids and bring back to the Board.  Improvements in the current budget.  B. Renewal of Two Town Certificates of Deposits Citizens Bank, BB&T, Select Bank: and NCCMT. move Cemetery Fund $25,000 to NCCMT.  Karen Wooten Town Clerk presented two CD's that are up for renewal including renewal rates from First RESOLVED, to move General Fund $238,255.33 to BB&T for 24 months at the rate of. .60% and MOTION BY: COMMISSIONER JOHN RAYNOR: SECOND MAYOR PRO-TEM JERRY BEASLEY APPROVED, AYES (5), MAYOR PRO-TEM, JERRY BEASLEY, COMMISSIONERS ALLEN, COATS, RAYNOR  AND MOSBY NOES (0)  CParticipation in the National Flood Insurance Program  Kenny Cole Town Manager ask the Board to discuss the National Flood Insurance Program for the citizens of Coats. Mr. Cole stated that several residents had contacted him about obtaining flood insurance for their homes and in order for them to be able to have flood insurance the Town must join  4    the National Flood Insurance Program. Mr. Cole informed the Board that this is at no cost to the Town. Mr. Cole stated for the Town to participate we must process the application form, approve the resolution of intent and adopt a Floodplain Damage Prevention Ordinance.. Mr. Cole asked for a public RESOLVED, to set Public Hearing for National Flood Insurance Program for February 9, 2017. MOTION BY: COMMISSIONER CHRIS COATS: SECOND COMMISSIONER JOHN RAYNOR APPROVED, AYES (5), MAYOR PRO-TEM JERRY BEASLEY, COMMISSIONERS ALLEN, COATS, RAYNOR  hearing date to be: set to adopt the ordinance.  AND MOSBY NOES (0)  VII. MANAGER & COMMITTEE REPORT:  Mike Collins Recreation Director updated the Board on the Basketball activity. Due to coaching and participation issues, 8u was cancelled. Mr. Collins informed the Board that hei is offering that age several Saturday skills camp at no charge. Mr. Collins stated that Baseball registration will begin in February: and practice will start in March. Mr. Collins informed the Board that he has three more: Rodney Pleasant Public Works Director presented his stats for the month of December. Mr. Pleasant The Board discussed the Ordinance concerning properties along the Town lines and taps for Town Kenny Cole Town Manager updated the Board on the finalization with SBA is estimated one to two weeks. There will be a called meeting when papers are ready to sign. Dates for upcoming events are: Mid-Carolina Council of Government - Clinton Cohaire Country Club January 26, 2017 Harnett Local Government - Dunn Brass Lantern - January 30, 2017 Coats Senior Citizens - January 23, 2017 =l Luncheon 11 a.m.  applications for the Recreation Committee.  confirmed that they installed taps at two locations. (Reference #3)  water. The Board asked that this be addressed and bring back to the Board.  VIII. PUBLIC FORUM:  Mayor Weeks opened Public Forum and hearing none Public Forum closed.  XI. ADJOURN:  RESOLVED, to adjourn meeting.  MOTION BY: COMMISSIONER, JOHN RAYNOR: SECOND COMMISSIONER CHRIS COATS APPROVED, AYES (5), MAYOR PRO-TEM: JERRY BEASLEY, COMMISSIONERS ALLEN, COATS, RAYNOR  AND MOSBY  5    NOES (0)  Meeting adjourned at 8:26.  KAE 77h Karen F. Wooten, Town Clerk  1 Walter Weeks, Mayor  6