Mayor Walter Weeks Town! Manager Kenneth C. Cole Town Attorney Alton Bain  Commissioners J.C. Allen Jerry Beasley Allen Mosby J.D. Raynor Dr. Lindal Robinson  AE  1905  The Town of Coats, North Carolina Regular Meeting of the Board of Commissioners  July 9,2015-7 7:00 p.m. 25 East Main Street  Call to Order A. Invocation B. Pledge of Allegiance Approval of Agenda II. Approval of Consent Agenda A. - Approval of Minutes( June 2015) B. Approval of Attorney Bill Review of Financial Statement D. Purchase of Cemetery Plots 181C, 182C, 213C A. Disposal of Town Property - 243 McKinley Street.  III. Old Business IV. New Business  A. Approval of Town Purchasing Policy  B. Closing of Streets Requested by Coats Chapel Free Will Church Contract Extension with Waste Industries for Recyclables D. Discussion of The Town's Financial Dashboard  V. Manager & Committee Report A. Department Head Updates  VI. Public Forum VII. Adjourn  (Please limit comments to 3 minutes in order to allow others to speak)  Post Office Box 675 . Coats, North Carolina 27521 (910)897-5183 voice . (910)897-2662 fax    Mayor Walter Weeks Town! Manager Kenneth C. Cole Town Attorney Alton Bain  - OF Col  Commissioners JC Allen Jerry Beasley Allen Mosby John) Raynor Dr. Linda Robinson  1905  The Town of Coats, North Carolina  Item Abstract: Consent Agenda Meeting Date: July 9, 2015  Item No. II-A,B,C,D  Information Action Item Consent Agenda  DEPARTMENT: Administration  CONTACT PERSON: Karen Wooten, Town Clerk REQUEST: Review Consent Agenda  SUMMARY: Attached you will find the following:  Minutes (June 2015) Attorney Bill June 2015 Financial Statement  Purchase of Cemetery Plots: 213C- - Randy Godwin  181C-Jerry Weaver Sr. 182C- Sandra Hoover Weaver  Comments to Financial Statement: REVENUES: None EXPENSES: None BUDGETIMPACT: None  ATTACHMENTS: Minutes, Attorney Bill, Financial Statement, Cemetery Deeds  PUBLICH HEARING: NA PRIOR BOARD ACTION: None  RECOMMENDATION: Review and approve the Consent Agenda.  Post Office Box 675 . Coats, North Carolina 27521 (910)897-5183 voice . (910)897-2662 fax    TOWN OF COATS Board of Commissioners June 11, 2015 OFFICIAL MINUTES  - ABSTRACT:  Ar regular scheduled meeting of the Board of Commissioners was held on. June 11, 2015 in the  Board of Commissioners' Meeting Room at Coats Town Hall.  II. ROLL CALL:  Mayor Walter Weeks, Mayor Pro-Tem Dr. Linda Robinson, Commisioner/CAlen, Commissioner. John Raynor, Commissioner Jerry Beasley and Commissioner Allen Mosby were  ina attendance. III. CALLTOORDER:  A 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.  Attorney Alton Bain was present.  Amend Agenda to include under Old Business item C. Sale of Library  RESOLVED, to accept Agenda as amended.  MOTION BY: MAYOR PRO-TEM DR. ROBINSON: SECOND BY: COMMISSIONER RAYNOR APPROVED, AYES (5), MAYOR PRO-TEM DR. ROBINSON, COMMISSIONERS ALLEN, BEASLEY,  MOSBY AND RAYNOR NOES(0)  IV.A APPROVAL OF CONSENT AGENDA: RESOLVED, to accept Consent Agenda.  MOTION BY: MAYOR PRO-TEM DR. ROBINSON: SECOND BY: COMMISSIONER RAYNOR    APPROVED, AYES (5), MAYOR PRO-TEM DR. ROBINSON, COMMISSIONERS ALLEN, BEASLEY,  MOSBY AND RAYNOR NOES (0) V.P PUBLIC HEARING:  A. Consider al Rezoning Application for 183 McKinley Street.  RESOLVED, to open Public Hearing.  MOTION BY: MAYOR PRO-TEM DR. ROBINSON: SECOND BY: COMMISSIONER RAYNOR APPROVED, AYES (5), MAYOR PRO-TEM DR. ROBINSON, COMMISSIONERS ALLEN, BEASLEY,  MOSBY AND RAYNOR NOES (0)  Durane Currin, 1044 Fleming Road, Coats requested that the Board consider the request to re- zone property located at 183 McKinley Street for a R-20z zoning-fReference #1)  B. Approval of the 2015-16 Town's Fiscal Years Budget.  Mayor Weeks opened the Public Hearing for the 2015-16 Fiscal Years Budget.  Seeing none Mayor Weeks closed the Public Hearing.  VI. OLD BUSINESS:  A. Consider al Re-zoning Application for 183 McKinley Street.  RESOLVED, to accept the re-zoning request.  MOTION BY: MAYOR PRO-TEM DR. ROBINSON: SECOND BY: COMMISSIONER RAYNOR APPROVED, AYES (5), MAYOR PRO-TEM DR. ROBINSON, COMMISSIONERS ALLEN, BEASLEY,  MOSBY AND RAYNOR NOES(0)  B. Approval of the Town 2015-16 Fiscal Year Budget.  Town Manager Kenny Cole presented to the Board the 2015-16 Fiscal Year Budget that was approved in the May work. session with a 2% Cost of Living Adjustment for all full time and fulltime/part time employees. Mr. Cole shared the budget highlights as:  1. Tax rate remains the same. 2. 2% COLA for the employees    3. 8.26% increase in Health Benefits 4. Purchase of (1) Police Vehicle 5. Purchase of (1) Lawn Mower for Recreation 6. Funds to replace (2) roofs at Town Hall 7. Funds to replace (1) HVAC unit 8. Fee Increases:  Recreation Fees; In Town Residents $25.00 Notary Public Fees: $5.00 per document Zoning Compliance Letters: $50.00 Business Registration Fee $25.00 per business 9. Open Library one additional hour per day.  Non-Residents $50.00  Mr. Cole also commented on the Appendix "A" a change that includes an Assistant Public Works Director under Grade 11 and a Library supervisor change to Library Director (title change only).  RESOLVED, to accept the 2015-2016 Fiscal Year Budget with the Fee Schedule attached. MOTION BY: MAYOR PRO-TEM DR. ROBINSON: SECOND BY: COMMISSIONER RAYNOR APPROVED, AYES (5), MAYOR PRO-TEM DR. ROBINSON, COMMISSIONERS ALLEN, BEASLEY,  MOSBY AND RAYNOR NOES (0)  C.Sale of Library Property.  Town Manager Kenny Cole updated the Board that a sign has been put up at the property which states that the sealed bids will be on July 14, 2015 at 3 p.m. Mr. Cole confirmed that  Harnett County had appraisal around $170,000.  VI. NEWB BUSINESS:  A. Computer Support Contract with Harnett County.  Town Manager Kenny Cole requested that the Board approve Computer Support Services Agreement with Harnett County. Mr. Cole stated that the Information Technology Department has provided the Town of Coats with excellent and dependable service (Reference #2).  RESOLVED, to approve contract with Harnett County as presented.  MOTION BY: MAYOR PRO-TEM DR. ROBINSON: SECOND BY: COMMISSIONER RAYNOR    APPROVED, AYES (5), MAYOR PRO-TEM DR. ROBINSON, COMMISSIONERS ALLEN, BEASLEY,  MOSBY AND RAYNOR NOES (0)  VII. MANAGER & COMMITTEE REPORT:  Town Manager Kenny Cole updated the Board on the status that IGA has complied with the removal of debris and 134 Railroad Street container has been removed. Mr. Cole stated that the sidewalk project will be completed on June 18th. Mr. Cole informed the Board on. June 18th Recreation Director Mike Collins informed the Board of 126 ball games at the park and also thanked the Board for the budget and confirmed that it was what was needed. ChiefJ Jeremy Hall informed the Board of the stats from May 14th -June 11"h (Reference #3). Library Supervisor Rebecca DallaMura informed the Board that May was a good month and that books have been donated to the Library. Mrs. DallaMura also thanked the Board for the new  that Smith Farms will be hosting a concert.  budget. IX.PUBLIC FORUM:  Mayor Weeks opened the Public Forum. Seeing none Mayor Weeks closed Public Forum.  X. ADJOURN:  RESOLVED, to adjourn meeting.  MOTION BY: MAYOR PRO-TEM DR. ROBINSON: SECOND BY: COMMISSIONER RAYNOR APPROVED, AYES (5), MAYOR PRO-TEM DR. ROBINSON, COMMISSIONERS ALLEN, BEASLEY,  MOSBY AND RAYNOR NOES (0)  Mayor Weeks called meeting adjourned at 7:24.  Karen F. Wooten, Town Clerk  Walter Weeks, Mayor    July2, 2015  The Town ofCoats Post Office Box 675 Coats, North Carolina 27521 Attn: Town Clerk  Re: Statement of Services Rendered by Alton D. Bain - June 1,2015 through June: 30, 2015 06-11-2015 Study email from Kenny Cole; Reply to email; Study agenda for  1.1 .2 .2  meeting; Conference with Town Manager; Attend Town Board Study email from Kenny Cole regarding workers comp matters; Study documents sent by Kenny Cole for review; Reply to email Study email regarding letter to employee; Reply to email  Meeting  1.5 hrs @ $150.00 per hour  $ $  225.00 225.00  TOTAL FOR TOWN OF COATS:  Alton D. Bain, Attorney for Town of Coats    f 00    0  0  0  0 -    d0        L)            600 00  888888888  0 0 0  00 00 8 6  3  88888888885 0 0 0 0 0 0 0 0 0    2  o  888888888888888 00 8888888888 888  0 0  0  60   0 80        88888888888B5  0000000  o 60    60 00 00 88 00 0  88888 60 0000          o  888888888885 80  0 00 0  0  8  0 00  &    L 0 0  88888 0000   6    2 0 o  9  -  888888888  0  9   0 8 -  0  f      38888888888888888888  8  0  0 886b 0 85  -    888888 360000  8  8    C  6  8888888  0 0    0  5  8 0  0 o    & 8 44  8C 0 d&  88888888888 60 8888888888  000  0  600 00  d0 00 86 00 80 10 0  0 00 0 0    2  00  60 0  0  8 o  00 d0 00 d0 0 0    8888 00 000  00 0  a    INTERMENT DEED COATS CEMETERY TOWN OF COATS HARNETT COUNTY, NORTH CAROLINA  674  THIS INDENTURE, made on the date hereinafter set out by and between the TOWN OF COATS, a municipal corporation existing under the laws of the State of North Carolina, hereinafter called  "Town"; and Bandy Godwin  hereinafter called "Buyer (s); dollars  Witnesseth:  That for and in consideration of the sum of Pae hunded  ($  500.00), the receipt of which is hereby acknowledged, the Town does hereby  give, grant, bargain, sell and convey, subject to conditions hereinafter set out, unto the Buyer (s), his, (her) (their) heirs and assigns, the right of burial of the remains of human beings in the lot No. (s)  213  Section,    of the Coats Cemetery as  shown on a plat entitled "The Coats Cemetery" and recorded in Plat Book  Page.  Harnett County Registry, to which reference is hereby made and incorporated therein as aj part of this TO HAVE AND TO HOLD unto the buyer (s), (his) (her) (their) heirs and assigns forever, sub- The right hereby conveyed is subject in all respects and at all times to the by-laws, rules, and regulations now existing or which may hereafter be recommended by the "Town of Coats-Cemetery Commission" and This indenture and the rights conveyed herein are subject to the limitations above mentioned and for the uses: and purposes hereinbefore expressed and no other; and the rights herein granted may be sold, transferred ora assigned by thel buyer (s) buts suchs sale or transfer shall not be bindingi in any event upon the "Town of Coats- Cemetery Commission" or the' Town until this original indenture shall have been presented ati its offices in Coats, North Carolina, and the transfer hereof duly recorded upon this indenture and upon the records of the Coats Cemetery, and a transfer fee paid to the Cemetery Perpetual Care Fund, all being subject to the by-laws in existance orl hereafter. adopted by the Town upon recommendation of the "Town of Coats-Cemetery Commission." The above described property shall have the benefit ofay perpetual care fund existing or hereafter created byt the' Town: and in addition, all the rights andj privileges set forthi in thel by-laws, rules andi regulations oft the Coats IN WITNESS WHEREOF, The Town has caused its name to be executed by its Mayor and attested by its Clerk and its Seal affixed, all as authorized by the Board of Commissioners for the Town of Coats, and approved by the Chairman of the "Town of Coats-Cemetery Commission", this  description.  ject however to the following conditions, limitations, and restrictions:  adopted by the' Town ori itss successors and assigns.  Cemetery as above mentioned.  day of ATTEST:  20  TOWNOFCOATS By Clerk Chairman  Mayor  APPROVED:  Town of Coats- Cemetery Commission    INTERMENT DEED COATS CEMETERY TOWNOF COATS HARNETTCOUNTY, NORTH CAROLINA  676  THIS INDENTURE, made on the date hereinafter set out by and between the TOWN OFCOATS, an municipal corporation existing under the laws of the State of North Carolina, hereinafter called  "Town"; and Sanda Hoovex Weaver  hereinafter called  Witnesseth:  "Buyer (s);  That for and in consideration of the sum of Pve huoded dollavs  ($  500.00), the receipt of which is hereby acknowledged, the Town does hereby  give, grant, bargain, sell and convey, subject to conditions hereinafter set out, unto the Buyer (s), his, (her) (their) heirs and assigns, the right of burial of the remains of human beings in the lot No. (s)  182  Section,  C  of the Coats Cemetery as  shown on a plat entitled "The Coats Cemetery" and recorded in Plat Book  Page  Harnett County Registry, to which reference is hereby made and incorporated therein as a part of this TO HAVE AND TO HOLD unto the buyer (s), (his) (her) (their) heirs and assigns The right hereby conveyed is subject in all respects and at all times to thel by-laws, rules, and now existing or which may hereafter be recommended by the "Town of Coats-Cemetery Commission" regulations and This indenture and the rights conveyed herein are subject to the limitations above mentioned and for uses and purposes hereinbefore expressed and no other; and the rights herein granted may be sold, transferred the ora assigned by thel buyer (s) but such: sale ort transfer shall not be bindingi in any event upon the "Town ofCoats- Cemetery Commission" or the Town until this original indenture shall havel been presented at its offices in North Carolina, and the transfer hereof duly recorded upon this indenture and upon the records of the Coats, Coats Cemetery, and a transfer fee paid to the Cemetery Perpetual Care Fund, all being subject to the by-laws in existance or hereaftera adopted by the' Town upon recommendation oft the "Town of Coats-Cemetery Commission." The above described property shall have thel benefit of aj perpetual care fund existing or hereafter created by the Towna andi in: addition, all the rights andj privilegess set forthi in thel by-laws, rules: and regulations oft the Coats IN WITNESS WHEREOF, The Town has caused its name to be executed by its Mayor and attested by its Clerk and its Seal affixed, all as authorized by the Board of Commissioners for the' Town of Coats, and approved by the Chairman of the "Town of Coats-Cemetery Commission", this  description. however ject  forever, sub-  to the following conditions, limitations, and restrictions:  adopted by the' Town ori its successors and assigns.  Cemetery as above mentioned.  day of ATTEST:  20  TOWN OF COATS By Clerk Chairman  Mayor  APPROVED:  Town of Coats- Cemetery Commission    INTERMENT DEED COATS CEMETERY TOWN OF COATS HARNETT COUNTY, NORTH CAROLINA  675  THIS INDENTURE, made on the datel hereinafter set out by and between the' TOWN OF a municipal corporation existing under the laws of the State of North Carolina, hereinafter COATS, called  "Town"; and Jexny ( Weavex Sr.  hereinafter called  Witnesseth:  "Buyer (s);  That for and in consideration of the sum of fve hunded dolars  ($  500.60), the receipt of which is hereby acknowledged, the Town does  give, grant, bargain, sell and convey, subject to conditions hereinafter set out, unto the Buyer hereby (her) (their) heirs and assigns, the right of burial of the remains of human beings in the lot (s), No. his, (s)  181  Section C  of the Coats Cemetery as  shown on a plat entitled "The Coats Cemetery" and recorded in Plat Book  Harnett County Registry, to which reference is hereby made and incorporated therein Page. as a part of this  description.  TO HAVE AND TO HOLD unto the buyer (s), (his) (her) (their) heirs and ject however to the following conditions, limitations, and restrictions: The right hereby conveyed is subject in all respects and at all times to thel  assigns forever, sub-  now existing or which may hereafter be recommended by the "Town of Coats-Cemetery by-laws, rules, Commission" and regulations This indenture and the rights conveyed herein are: subject to the limitations above mentioned uses and purposes hereinbefore expressed and no other; and the rights herein granted be: and transferred for the ora assigned by thel buyer (s) but such sale or transfer shall not be binding in: any event upon may the sold, "Town of North Carolina, and the transfer hereof duly recorded upon this indenture and presented upon the records its offices of the in Coats, existance or hereafter adopted by the Town upon recommendation of the "Town of being subject to the by-laws in byt the' Towna andi in: addition, all ther rights: and privileges set forthi in thel by-laws, rulesand existing regulations hereafter oft created IN WITNESS WHEREOF, The Town has caused its name to be executed by its by its Clerk and its Seal affixed, all as authorized by the Board of Commissioners for Mayor the' Town of Coats, and approved by the Chairman of the "Town of Coats-Cemetery Commission", this  adopted by the Town ori its successors and assigns.  and  Cemetery Commission". or the' Town until this original indenture shalll have been Cemetery, and a transfer fee paid to the Cemetery Perpetual Care Fund, all The above described property shall have the benefit ofay perpetual care fund  ati  Coats- Coats  Coats-Cemetery Commission."  or  Cemetery as above mentioned.  the Coats and attested  day of ATTEST:  20  TOWN OF COATS By Clerk Chairman  Mayor  APPROVED:  Town-of Coats-Cemetery Commission    Walter Mayor Weeks Town! Manager Kenneth C. Cole Town Attorney Alton Bain  OF COL  Commissioners JCA Allen Allen Jerry Beasley Mosby J.D. Dr. Raynor Lindal Robinson  1905  The Town of Coats, North Carolina  Item Abstract: Disposal ofTown Property Meeting Date: July 9, 2015  Item No. III-A X Information Action Item Consent Agenda  SUBJECT: Disposal ofTown Property DEPARTMENT: Administration  CONTACT PERSON: Kenny Cole, Town Manager REQUEST: Update on disposal of2431 N. McKinley Street.  SUMMARY: Bids will be receive July 14, 2015. Attached you will find an ad that  was posted in the Daily Record. BUDGETI IMPACT: None ATTACHMENTS: Map. PUBLICHEARING: N/A PRIOR BOARD ACTION: None RECOMMENDATION: N/A  Post Office Box 675 . Coats, North Carolina 27521 (910)897-5183 voice e (910)897-2662 fax    FOR SALE BY SEALED BIDS  Town ofCoats  The Town of Coats will be accepting sealed bids on the building located on 243 McKinley Street. The building is approximately 1,710 square feet and located on 0.38 acres. For more information or to obtain the proper bid form, please contact the Town Clerk at 910-897-5183. The Town of Coats is requesting bids to sale the afore-mentioned property on July 14, 2015 at 3:00 pm at the Coats Town Hall,25  East Main Street, Coats N.C.    Mayor Walter Weeks Town Manager Kenneth C. Cole Town Attorney Alton Bain  OF  Commissioners JC. Allen Jerry Beasley Allen Mosby John Raynor Dr, Lindal Robinson  1905  The Town of Coats, North Carolina  Item Abstract: Meeting Date: July 9,2015  Item No. IV-A  Approval ofTown Purchasing Policy  Information Action Item Consent Agenda  DEPARTMENT: Administration  CONTACT PERSON: Kenny Cole, Town Manager REQUEST: Review and discuss the Town's Purchasing Policy.  SUMMARY: Attached you will find a draft copy oft the Town's Purchasing Policy. The intent is to give guidance to Town Staff on the proper procedures for purchasing. Most oft this policy is from NC General Statues. However, I am requesting that we  raise our purchase order requirements from $100 to $300.  BUDGETIMPACT: None ATTACHMENTS: Draft Policy PUBLIC HEARING: N/A PRIOR BOARD ACTION: None  RECOMMENDATION: Review and approve policy as presented.  Post Office Box 675 . Coats, North Carolina 27521 (910)897-5183 voice . (910)897-2662 fax    DE  1906  Purchasing Policy Town of Coats  PURCHASING  1.0 FORWARD.  2.0 GENERALGUIDELNES FOR PURCHASING SUPPLIES AND MATERIALS  2.1 Local Buying. 2.2 Buying Proper Quality. 2.3 Planning. 2.4 Purchase Cut-Off Date. 2.5. Future Commitments to Vendors..  3.0 VENDOR SELECTION. 3.1 Selection Policy 3.2 Types ofContracts.  4.0 PURCHASING PROCEDURES OF SUPPLIES & MATERIALS.  4.1 Supplies, Materials, Equipment, or Services (Less Than $300).. 4.2 Supplies, Materials, Equipment, or Services ($300-S29,999.99). 4.4 Formal Bids-Supplies and Materials ($90,000 and Greater). 5.0 PURCHASING PROCEDURES FOR CONSTRUCTION ANDI REPAIR. 5.1 Construction or Repair Work ($0 -29,999.99)..  4.3 Informal Bids-Supplies, Materials, Equipment, or Services 630,00-5899.99)0  7  5.2 Informal Construction and Repair Work ($30,000-$ $499,999.99). 5.2 Formal Construction and Repair Work ($500,000 and Greater).  6.0 PURCHASE ORDERS  6.1 The Purchase Order Process. 6.2 Purchase Not Requiring a Purchase Order 6.3 Change Orders  7.0 CREDIT CARDS..  10 11 12 12  7.1 Issuance of Credit Card. 7.2 Card/ransactions. 7.3 Cardholder Responsibilities.  8.0 Invoices  9.0. SPECIAL PROCUREMENT PROCEDURES.    9.1 Blanket Purchase Orders.. 9.2 Service Contracts. 9.3 Emergency Purchases. 9.4 Sole Source of Supply 9.6 Piggybacking 9.7 Professional Services. 9.8 Petty Cash Expenditures.  12 13 13 14 14 14 14 14 15 16 16 16 16 16 16 17 17  9.5 State ofNorth Carolina Purchase Contract.  10.0. SPECIFIÇATIONS.  11.0 DELIVERY AND PERFORMANCE. 11.1 Partial Deliveries 11.2 Non-pertormance. 12.0 INSPECTIONAND TESTING 12.1 Rejection. 12.2 Damaged Goods.. 12.3 Latent Defects. 13.0 AFTER THE ORDER.  EXHIBITS  Request for Qoutation Purchasing Guidelines Price Qoute Sheet Standard Contract  2    1.0 Forward  The Town of Coats Purchasing Policy is intended to serve as a guide for all departments in obtaining supplies, materials, equipment, apparatus, and services. Town of Coats's purchasing program is based on the principle of competitive bidding. When it is not sought or obtained, the reason must be valid and be documented. In public purchasing and contracting, utmost fairness is required in expending public funds. Generally, purchases shall be made from vendors with the lowest prices. Ifrequested to use a vendor with ah higher price, the reason must be documented. The Town shall not be required to choose a vendor which has shown previous history of substandard work or equipment, or past history of not completing or standing behind their services or products. The practice of favoritism whether to the user department or to the seller is not permissible. Purchasing primary obligation in a governmental environment is commitment The Town's purchasing operations are governed by North Carolina General Statutes and, therefore, must seek competitive offers from qualified suppliers unless the items can be obtained through existing contracts established by North Carolina State Purchasing and Contracts Division. Town of Coats participates in Local government purchasing is recommended by the North Carolina Department of State Treasurer to bea centralized function in order to ensure legal compliance and to obtain the most competitive pricing. The Town Clerk/Treasurer is responsible for issuing all purchase orders for supplies, services, materials, and equipment. Town of Coats does not currently have a full-time purchasing agent, and must rely on departmental staff to identify their needs, obtain competitive pricing, and follow sound and legal purchasing practices. The Town Clerk/Treasurer and the Town Manager will provide assistance to department heads as needed. Departmental needs should be communicated to the Town Clerk/Treasurer via a purchase requisition on a timely basis and should document the department's efforts to obtain the  and adherence to fair and open competition.  North Carolina State Contracts whenever feasible and cost-effective.  correct items at the best possible price.  The basic goals of the Town's purchasing program are:  1. To comply with the legal and ethical requirements of public purchasing and procurement.  2. To assure vendors that impartial and equal treatment is afforded to all who wish to do business with 3. Tor receive maximum value for each dollar spent by awarding purchase orders to the lowest responsible bidder, taking into consideration quality, performance, technical support, delivery schedule, past 4. To provide Town departments the required goods, equipment, and services at the time and place needed 5. To professionally administer the search for sources of supplies, the development of new sources, the 6. To promote good and effective vendor relations, cultivated by informed and fair buying practices and  the Town.  performance, and other relevant factors. and int the proper quantity and quality.  selection ofsuppliers, negotiations, commitment, follow-up, and adjustments.  strict maintenance of ethical standards  3    2.0 General Guidelines for Purchasing Supplies and Materials  2.1 Local Buying  The Board of Commissioners supports a local vendor preference which applies to all competitive bids for equipment, materials, supplies and contractual services in which the services are procured using a bid solicitation process based solely on price. The preference will not apply to construction projects which must be awarded to the lowest responsible bidder. It must be noted that town employees have a responsibility to the taxpayers of the Town to ensure that bids are awarded to vendors offering their products or services at the "best value" to the  Town.  2.2 Buying Proper Quality  Quality and service are as important as price; it is the duty of the requesting department to secure the best, most economical, quality that will meet but not exceed the requirements for which the goods or services are intended. In some instances the lowest price does not  necessarily mean the lowest cost.  2.3 Planning  Planning for purchases should be done on both a short-term and long-term basis, thereby minimizing small orders and last minute purchases. Planning will also reduce the number of trips required to obtain materials and minimize clerical and supervisory time spent on  documenting purchases. 2.4 Purchase Cut-Off Date  Purchase requests for materials, supplies, services and equipment (not included in blanket purchase orders or service contracts) for the current fiscal year must be in the Town Clerk no later than June 1. Purchase requests ofai routine nature that could have been scheduled prior to June 1, and are not critical, will be returned to the department for disposition in the new fiscal year. This procedure affords the Town Clerk/Treasurer the opportunity to complete fiscal year  end activities in a timely and proper manner.  2.5 Future Commitments to Vendors  Employees do not have the authorization to commit in writing, or verbally, future Town business to vendors. Ifa department wishes to add a specific vendor or contractor to the bid list,  the Town Clerk/Treasurer must be contacted.    2.6 Town Board and Staff  The purchasing related activities of the Town Board and staff of the Town of Coat's shall be conducted in a manner that complies with these general purchasing policies. All town personnel a) G.S. 159-28(a) requires the Town Clerk/Treasurer to determine if a sufficient balance remains in the budget to pay the invoice when it is received, and the Town Clerk/Treasurer shall certify this by signing a "pre-audit certificate and place it on the contract, agreement, b) G.S 159-28(e), if an officer or employee of the Town incurs an obligation or pays out or cause to be paid out any funds which have not been appropriated, they and their sureties on their official bond are liable for any sums SO committed or disbursed. This liability also occurs ift the Town Clerk/Treasurer or deputy Town Clerk/Treasurer gave a false pre-audit certificate to any contract, agreement, purchase order, check, draft, or other document. c) Open and effective competition and obtaining value for money should be observed in the purchasing of goods and services to ensure optimum quality, price, delivery and service. d) Council and staff expect its contractors and suppliers to comply with ethical business e) All staff is required to consistently apply and implement the purchasing policies and procedures contained within this document. Appropriate remedial action shall be taken for Commissioner's accepts the responsibility to consistently apply and implement the purchasing policies and procedures contained within this document, pursuant to N.C.G.S. g) Splitting of purchases to circumvent the limit or the multiple purchases of the same items h) The Board of Commissioners supports a local vendor preference which applies to all competitive bids for equipment, materials, supplies and contractual services in which the services are procured using a bid solicitation process based solely on price. The preference will not apply to construction projects which must be awarded to the lowest responsible bidder. It must be noted that town employees have a responsibility to the taxpayers of the Town to ensure that bids are awarded to vendors offering their products or services at the  shall:  or purchase order before it can become an obligation to the Town.  standards and practices in its purchasing activities.  non-compliance.  160A-83 "Local Governing Boards' Code ofl Ethics."  over aj period oftime is not permitted.  "best value" to the Town.  5    3.0 Vendor Selection & Contract Types  3.1 Selection Policy  Vendors will be selected on a competitive basis. Formal bids, informal bids, or telephone quotations will be solicited by the Department Head. Bid awards, purchase orders and/or contracts will be issued to the lowest responsible bidder as outlined in Section II.  3.2 Types of Contracts  a. Purchase purchase of supplies, materials, apparatus, and equipment at-risk, design-build, design-build bridging, and public-private  b. Construction and repair  Mini-Brooks Act services - surveying, architectural, engineering, construction management-  4.0 Purchasing Procedures of Supplies and Materials  This procedure covers the purchase of apparatus, supplies, materials, and equipment. The Department Head or his/her designee must approve all requests within the department. All purchase  over $5,000 must have Board of Commissioner approval. 4.1 Supplies, Materials, Equipment, or Services (Less Than $300)  The employee ordering the product must request that the vendor put the employee name and phone number on the invoice. Upon receipt of the item, the invoice must be submitted to Accounts Payable in a timely manner. Department Head shall accept quotes and make every effort to obtain three quotes for purchases. Under no circumstances may an order be split to  stay under the $300 threshold.  4.2 Supplies, Materials, Equipment, or Services ($300--$29,999.99)  The Department Head shall accept quotes and make every effort to obtain three written quotes for purchases. A Purchase Requisition Form must be submitted along with the quote form to the Once the quote deemed to be in the best interest of the Town is determined, the Department  Town Manager before aj purchase order can be issued.  Head shall obtain the purchase order and contact the successful bidder(s).  4.3 Informal Bids-Supplies, Materials, Equipment or Equipment 30,000-589,99.9) The Department Head shall utilize the informal bidding process for purchases of $30,000 to $89,999.99. The informal bidding process requires that competitive pricing be obtained in a written manner using a Request for Quotation (RFQ). These requests are sent to several sources who can supply the product(s) desired, with the goal of gaining three (3) quotes.    Informal bids do not have to be publicly opened. However, the quotes received for an informal bid are not public knowledge until after the deadline for receipt of bids. Once all available quotes are received, and the quote deemed in the best interest of the Town is determined, the Department Head shall obtain the purchase order and contact the successful bidder(s). It is not permissible to divide a proposal in order to avoid formal bid requirements in favor of informal bids. Under no circumstances may an order be split to stay under the  $90,000 threshold.  4.4. Formal Bids-Supplies and Materials ($90,000 and Greater)  The Department Head shall work to develop and prepare specifications for bidding on supplies, apparatus, materials and equipment with an expenditure of$90,000 or more. The Department Head shall be responsible for ensuring that all North Carolina General Statutes are satisfied, including, but not limited to, newspaper advertisement and receipt of After receipt of a bid, the Town Manager, Town Attorney with the Department Head or his/her designee, shall review all bid responses to determine the bid deemed in the best interest of the Town. The Department Head or his/her designee shall make a formal recommendation of award, with supporting documentation to the Town Manager, Town  sealed bids.  Clerk/Treasurer and the Board ofCommissioners.  5.0 Purchasing Procedures for Construction and Repair  This procedure covers construction and repair work. The Department Head or his/her designee must approve all requests within the department. All purchase over $5,000 must have Board of  Commissioner approval.  5.1 Construction or Repair Work (S0-$29,999.99)  The Department Head shall accept quotes and make every effort to obtain three written quotes for purchases. A Purchase Requisition Form must be submitted along with the quote form to the Once the quote deemed to be in the best interest of the Town is determined, the Department  Town Manager before a purchase order can be issued.  Head shall obtain the purchase order and contact the successful bidder(s).  5.2 Informal Construction or Repair Work ($30,000 - $499,999.99)  Construction, renovation or repair work of less than $500,000 shall be the responsibility of the Department Head, the contracted engineer and other Town officials as deemed  7    necessary. The Department Head shall utilize the informal bidding process. The Department Head shall be responsible for ensuring that all North Carolina General Statutes are satisfied. The informal bidding process requires that competitive pricing be obtained in a written manner using a Request For Quotation (RFQ). These requests are sent to several sources who are capable of performing the work desired, with the goal of gaining three (3)quotes. Informal bids do not have to be publicly opened. However, the quotes received for an informal bid are not public knowledge until after the deadline for receipt of bids. Once all available quotes are received, and the quote deemed in the best interest of the Town is determined, the Department Head shall obtain the purchase order and contact the successful bidder(s). It is not permissible to divide aj proposal in order to avoid formal bid requirements in favor of informal bids. Under no circumstances may an order be split to stay under the The bid award will be made to the lowest responsible bidder deemed in the best interest of the Town. Upon approval by the Town Manager and execution of the contract, the Department Head or his/her designee shall initiate a Purchase Requisition form SO that a purchase order can be generated to encumber the expenditure accounts and contact the  $500,000 threshold.  successful bidder(s).  5.3 Formal Construction or Repair Work ($500,000 and greater)  Construction contracts within this range shall be the responsibility of the Department Head and contracted engineer and other Town officials as deemed necessary. These officials are responsible for specification development. After the formal bidding process is completed, the Department Head or his/her designee shall recommend to the Board of Commissioners the lowest responsible bidder deemed in the best interest of the Town. Upon award by the Board of Commissioners and execution of the contract, the Department Head shall initiate a Purchase Requisition form SO that a purchase order can be generated to encumber the The Department Head shall be responsible for ensuring that all North Carolina General Statutes are satisfied, including, but not limited to, newspaper advertisement and receipt of  expenditure account.  sealed bids.  6.0 Purchase Orders the Town Manager.  To be valid, a Town Purchase Order must be completed and signed by the Town Clerk/Treasurer, or  6.1 The Purchase Order Process  A Purchase Order is a contract between the Town and a vendor and is not binding until accepted by the vendor. Purchase orders are available only through the Town Clerk/Treasurer. The issuance of purchase orders by unauthorized Town employees or officials will not be recognized by the Town and payment of these obligations will not be approved. Obtaining supplies, materials, equipment or services over $300 without a purchase order is also an  8    unauthorized purchase. (Except in emergency situations as outlined in Section 9.3.)  Unauthorized purchases are classified as a personal expense and will be paid for by the The purchase order is ai numbered two part form with copies to be distributed as follows:  employee.  White- Buyers Copy Yellow- - Finance copy  In order to properly process the vendor's invoice(s) for payment, the packing slips must indicate the purchase order number, be signed by an authorized Town employee, and forwarded to Finance. This must be done immediately after the item(s) have been received, Ifthe purchase is to be charged to an account other than the one indicated on the purchase order, the account number to be charged for the expenditure must be indicated. 6.2 Purchases Not Requiring a Purchase Requisition Form/Purchase Order  inspected and accepted by the user department.  Advertising (legal ads, radio announcements, etc.)  Annual dues Claim payments Insurance premiums Medical examinations Memberships Land purchases Professional services  (accounting, legal, architectural, etc) Petty cash - replenishment of funds Postage permits and expenses Refunds Rental of buildings Subscriptions  Service contracts malmtenanejontorla, etc.) Tuition fees for educational purposes  This list is not all inclusive, contact the Town Clerk/Treasurer with any questions.  6.3 Change Orders  In order to change, modify, or cancel an existing purchase order, the user department must request a Change Order from the Town Clerk/Treasurer. Purchasing will be responsible for the distribution of paperwork to the vendor and requesting department. The Board of Commissioners must approve change orders (in excess of the contingency amounts) for  purchases and/or contracts which it originally awarded.  9    Change orders will not be allowed: (i.e., from informal to formal). 3. That increase a blanket purchase order. 4. That add additional items to the purchase order.  1. That would alter the procurement procedures that were used in the original process. 2. After the scope of services have been rendered or materials have been received.  7.0 Credit Cards  The use ofTown-issued credit cards for purchases does not eliminate the need to follow purchasing procedures outlined in this policy, and the use ofcompetitive pricing, purchase The Town Clerk/Treasurer shall retain all Town-issued credit cards and distribute these cards for use on a case-by-case basis when requested, unless the permanent issuance of a credit card is authorized by the Town Manager. Town personnel shall request use ofa Town- issued credit card through the Town Clerk/Treasurer, and town personnel shall be required to sign-out the credit card before usage. The credit card shall be returned to the Town Clerk/Treasurer after use, along with receipts for all transactions completed using the credit Town personnel placing credit card orders via telephone or the internet, thus requiring only the credit card number, must still request the use of the credit card through the Town Clerk/Treasurer. Town personnel shall be required to sign-out the credit card in the same manner as if the actual card is used. Orders placed using the Town credit card via telephone or the internet shall be documented with an order confirmation obtained via facsimile transmission or by printing the order confirmation from the internet. The order confirmation shall be submitted to the' Town Clerk/Treasurer after the order has been placed. The employee must sign the "Cardholder's Agreement" verifying agreement to conditions of  requisitions, and purchase orders is still required.  card.  use.  7.1 Useo ofCredit Card.  a) Each card will include a transaction limit, daily limit and monthly limit. Under no circumstances may a purchase be split into multiple parts in order to circumvent card b) A Purchase Order is required for all non-emergency purchases over $300.00, excluding the exceptions listed in section 6.2 of this manual, Purchases Not Requiring a Purchase  limits.  Requisition Form.  10    c) Itist the cardholder's responsibility to provide a detailed receipt for each transaction on the billing statement. Telephone orders that do not generate receipts shall be evidenced by a catalog page and supplemented by any documentation that becomes available once the transaction is complete. Internet purchases should be evidenced by a printout of the order confirmation page. Cardholders must give all documentation to their supervisors for future d) Undocumented transactions (transactions turned in to be paid without a receipt) are not allowed and will be considered personal transactions. If the cardholder does not have documentation of a transaction listed on the monthly statement, he/she shall attach an explanation that includes a description of the item(s) purchased, date of purchase, vendor's name, and reason for the lack of documentation. The Town Clerk/Treasurer may request additional information or may disallow the transaction and the cardholder will be e) Any disputed transactions are to be first resolved by the department, and if this fails, then referred to Finance. Ifa disputed transaction results in a credit being issued, Accounts Finance and Administration may at any time review individual card activity and may revoke the purchasing card privileges from the employee, if deemed necessary.  reconciliation of the purchase card statement by Accounts Payable.  personally responsible for the transaction amount.  Payable must be notified that this will appear on the bill.  7.2 Card' Transactions  a) Authorized Transactions meetings.  Lodging reservations and payment when attending Town-approved conferences or  Meal purchases as allowed ini the Travel Policy. Online and telephone purchases. b)Unauthorized Transactions Personal use Alcoholic beverages Any nonofficial purpose  Gasoline for private automobiles. Travel is reimbursed at the mileage rate.  The list of authorized uses and unauthorized uses is not exhaustive. The guiding principle is to determine whether the expenditure is necessary for the cardholder to carry out his/her duties in the Town. All purchases must be carried out within the guidelines of this  manual, and be part of the normal budgeting process.  7.3 Cardholder Responsibilities  The employee must sign the "Cardholder's Agreement verifying agreement to conditions of a) The satisfactory receipt of goods or services is the responsibility of the cardholder.  use.  11    b) Itis the cardholder's responsibility to provide a detailed receipt for each transaction on the d) Credit Cards may never be used for personal use or any other unauthorized transaction. Ifa cardholder uses the card for personal purchases, he/she must reimburse the Town ofCoats e) Ifany item purchased with the purchasing card is returned, the merchant must credit the card account. Employees are not to accept cash or gift cards for returned items. Accounts Payable must be notified oft the credit amount that will appear on the bill. f) All lost or stolen cards must be reported immediately to the Town Clerk/Treasurer.  billing statement.  c) Ac cardholder shall not permit another person to use. his/her Credit Card.  for all incurred charges and fees.  8.0 Invoices  Invoices for payment by the Town should adhere to the following regulations with the exception of monthly or previously agreed upon contracted services (utilities, phones, insurance, etc). a) Ani invoice must be presented for all purchases made on behalf oft the Town. b) No invoice will be paid until services are rendered or product is received. with the expenditure line noted, prior to submission forj payment.  c) All invoices to be paid by the Town shall be approved by the applicable Department Head d) All invoices, including contracted services, shall be signed by the Town Clerk/Treasurer as being pre-audited in the manner required by the Local Government Budget and Fiscal e) All invoices shall be approved and submitted for payment by the department heads in a timely matter, such that the invoice can be paid and received by the contractor or supplier  Control Act.  on or before the due date.  9.0 Special procurement Procedures 9.1 Blanket Purchase Orders  The Town Clerk/Treasurer will issue blanket purchase orders to selected vendors for the procurement of large volume items such as landscaping supplies, rock, sand and asphalt. Blanket purchase orders should not be used for items normally carriedi in stock at the warehouse and will not be issued for items that can/should be purchased with a purchasing card or petty Requests for blanket purchase orders must, in addition to the required information, indicate the following: items covered by the blanket purchase order, a Not to Exceed (NTE) amount in the appropriate column, and an attached listing of all personnel approved to purchase from the blanket PO. The issued purchase order will instruct the vendor that unauthorized purchases will not be allowed. Itis the responsibility of the individual authorized to purchase under a blanket purchase order to ensure that an unspent balance remains to cover the purchase to be made. Any purchase that exceeds the funds available under a blanket purchase order will be  cash.  12    classified as an unauthorized purchase.  Any purchases made by personnel not authorized by the blanket purchase order request The vendor's delivery ticket must be signed by an authorized Town employee and the purchase order number must be indicated. If the purchase is to be charged to an account other than that indicated by the purchase order, the account number to be charged for the expenditure must be indicated. Departments will immediately forward these delivery tickets to Accounts Payable for  will be classified as a personal expense and will be paid by the employee.  payment. 9.2 Service Contracts  All service contracts for which the contractor will perform work while on Town property must be accompanied by a standard contract form. The contract must follow all signature procedures and contain all necessary insurance and payment options. The completed and signed contract must be forwarded to the Town Clerk/Treasurer prior to the release of the requisition to the  purchase order. 9.3 Emergency Purchases  In cases of emergencies, the Department Head or his/her designee may purchase directly from any vendor supplies or services whose immediate procurement is essential to prevent delays in work which may affect the life, health, or either safety or convenience of Town of Coats The user department shall exercise good judgment and use established vendors when making emergency purchases. Emergency purchases, although sometimes necessary, are costly both in time and money. Always obtain the best possible price and limit purchases to those items emergency related. Not anticipating needs does not constitute an emergency situation. The use of emergency purchases should be limited and will be monitored for abuse.  employees or citizens.  a) Emergency Purchase Procedure during Business Hours  Contact the Town Clerk/Treasurer and give all pertinent information to obtain a purchase order. The information needed will include vendor name, item(s) to be purchased with quantities, expenditure account to which the item(s) will be charged and the reason for the emergency purchase. After verifying available funds, a purchase order number will be issued for the expenditure and a confirming purchase order will be mailed to the vendor.  b) Emergency Purchase Procedure After Business Hours  The packing slip or invoice received should be coded with the account(s) to be charged and signed. Please attach a brief explanation of the nature of the emergency, and forward immediately to the Town Clerk/Treasurer for payment. The Department Head must be notified oft the purchase and the circumstances the morning oft the next business day.  13    9.4 Sole Source of Supply  Ifthere is only one vendor capable of providing a particular good or service, the competitive pricing procedures outlined in this manual may be waived by the Town Manager. Whenever al Department Head or his/her designee determines it is necessary to purchase goods or services from a "sole source," he/she shall document on the request why only one company or individual is capable of providing the goods or services required. The provisions of G.S. 143-129 will be followed, requiring the Board of Commissioners to approve any contract  with a sole source supplier.  9.5 State of North Carolina Purchase Contract  The Town Clerk/Treasurer may utilize the State of North Carolina Department of Administration Purchase and Contract Division whenever possible for procurement of capital and non-capital items. This system expedites the purchase of goods, offers pricing comparable with quotes received from formal and informal bids, and satisfies North Carolina General Statutes. Examples of goods on state contract are: law enforcement vehicles, office furniture, copiers, janitorial supplies, copier paper, and light bulbs. Contact the Town Clerk/Treasurer with questions about goods available on State Contract.  9.6  Piggybacking  The Town Clerk/Treasurer may use the piggybacking process whenever necessary to purchase apparatus, supplies, materials and equipment. Contracts in the informal range can be used as a tool to solicit additional bids, but no board action is necessary. For purchases of  $90,000 and above, the provisions ofG.S. 143-129 will be followed.  9.7  Professional Services  Normal competitive procedures cannot be utilized in securing professional services such as attorneys, planners, and other professional people who, in keeping with the standards of their discipline, will not enter into a competitive bidding process. When an agreement between a professional service company and the Town is established, a purchase order with aNTE amount shall be issued to satisfy accounting and statutory requirements.  9.8  Petty Cash Expenditures  A petty cash fund has been established for the purchase of expendable items (including but not limited to car washes, office supplies, etc.) costing less than $25.00. Employees wishing toj purchase items and be reimbursed with petty cash must provide a receipt for the purchase  to the Town Clerk/Treasurer.  a) Examples  Examples of acceptable petty cash purchases include the following:  14    Meeting supplies; Postage; Special event supplies; Office supplies; Other small items;  10.0 Specifications  When goods or services are procured under the formal or informal bidding process, specifications  must bej prepared. All specifications should do at least four things:  a) Identify minimum requirements b) Encourage competitive bids c) Be capable ofobjective review  d) Provide for an equitable award at the lowest possible cost.  Specifications should be as simple as possible while maintaining the degree of exactness required to assure that bidders are offering the quality of goods and services required. Such exactness also prevents bidders from taking advantage of their competitors by not offering the quality of goods and All specifications utilizing a name brand must include the term "or approved equal" to avoid being restrictive and to allow fair competition in the bidding process. Departments should supply photocopies and any other documentation that may assist the Town Clerk/Treasurer in procuring the  level ofs service required by the Town.  desired item(s).  Different methods of structuring specifications include: a) Qualified products on acceptable vendor list b) Specification by blueprint or dimension sheet c) Specification by chemical analysis or physical properties d) Specification by performance, purpose or use e) Specification by identification with industry standards  Specification by samples  15    11.0 Delivery and Performance  A completed and accepted purchase order by the parties concerned must produce the intended results or objectives before it can be considered a successful or completed purchase. The terms and conditions must clearly define the delivery and performance requirements of the services, supplies Ifseveral items are required by the purchase order, there may be a different delivery schedule for each item. Itisn necessary to clearly indicate the delivery location on the Purchase Requisition form.  or equipment.  11.1 Partial Deliveries  Some purchase orders may list several items. Itis possible the vendor may complete timely delivery on some items, which are referred to as "partial deliveries". Upon receipt of a partial delivery, photocopy the purchase order, attach a copy of the signed delivery receipt  and forward to Accounts Payable.  11.2 Non-performance  Ifa vendor fails to meet any requirements(s) of the specifications or terms and conditions of the contract or purchase order, the vendor can be cited for non-pertormance. The seriousness ofnon-performance will be evaluated based upon the circumstances ofeach violation.  12.0 Inspection and Testing  Goods and materials should be checked at the time ofreceipt for damage or defects. The inspection shall include assuring goods comply with the specifications. If damage is found or the goods fail to  comply with the specifications, the item(s) shall be rejected as outlined below.  12.1 Rejection  In order to protect the Town's rights in the event of rejection, for whatever reason, the vendor shall be informed immediately. Reasons for the rejection must be documented in memo form, attached to a copy of the purchase order and forwarded to the Town Clerk/Treasurer in a timely manner. Finance will notify the vendor of the reason for the  rejection. 12.2 Damaged Goods  One of the major reasons for immediately inspecting the goods or materials upon receipt is to detect any visible damage. When it is apparent that the extent of the damage causes the goods to be worthless, they will not be accepted. If the damage is not apparent until after Itisn necessary that all damage, including evidence of concealed damage, be documented by memo, attached to a copy of the purchase order and forwarded to the Town Clerk/Treasurer  the goods have been accepted, then Finance will contact the vendor.  so that Finance can inform the vendor of the damaged goods.  16    12.3 Latent Defects  Latent defects may be the result of damage in transit or failure of the manufacturer to conform to specifications. Consequently, it is often difficult to fix responsibility for the defective material. If specific liability for the defect cannot be determined between the carrier, the vendor, or the manufacturer, the Town may file a claim against all parties. A memo attached to a photocopy of the purchase order must be forwarded to the Town  Clerk/Treasurer so all parties involved can be properly informed.  13.0 After the Order  The Town Clerk/Treasurer shall on a regular basis review outstanding purchase orders to determine if vendors are delinquent in shipping the items requested and contact these vendors if necessary. Purchasing shall also contact vendors concerning invoice discrepancies and shall have the authorization, along with the Town Clerk/Treasurer and Town Manager, to dispute invoice  amounts.  Date: Approved By:  Walter Weeks, Mayor  17    REQUEST FOR QUOTATION (RFQ) Town of Coats, North Carolina P.O. Box 675, 25 East Main Street Coats, NC2 27521 Phone: (910)897-5183  To:  Vendor Name Vendor Address Vendor City, State andz Zip  The Town of Coats is currently accepting informal sealed bids for thei item(s) listed below. Ify you are interested ins supplying thei item(s) tot the town, please complete this form and return tot the Town Hall, Attn: Town Clerk, P.O. Box 675, 25 East Main Street byt the date  and timel listed below. Bid Due Date and Time:  Do not include sales tax in your bid. Please include the description listed below on your envelope.  Item(s) needed by:  Description to Put on! Sealed Envelope:  Extended  Item Description  Qty. Price Amount  Delivery/Other Charges (Please explain):  Total  Vendor Signature  Date  18    PURCHASING GUIDELINES TOWN OF COATS, NORTH CAROLINA  (Any expenditure greater than $5,000 must have Board of Commissioner Approval)  Construction or Repair Work  A. $0-$29,999.99  Purchase order required /E Bid Sheet Required/ Most reasonable price  B.$ 30,000-5499.999.99 Purchase order required/Informal bid  procedures/E Board of Commissioner approval/ Contract required Purchase order required/ Formal bid procedure /Board of Commissioner approval/ Contract  C.$ $500,000 or more  required  II. Purchase or Lease Purchase of Apparatus, Supplies, Materials  or Equipment  A. Under $299.99 B. $300-529,999.99  No purchase order required Most reasonable price Purchase order required/Price Quote Sheet Required/ Most reasonable price Purchase order required/ Informal bid procedure /Board of Commissioner approvall Contract required  C.$ $30,000-989,999.99  D.$ $90,000 or more  Purchase order required/ Formal bid procedurel Board of Commissioner approval/ Contract required  19    TOWN OF COATS PRICE QUOTE SHEET DATE:  BUDGET LINE ITEM: First Vendor: Name: Address: Telephone: Salesperson  Second Vendor: Name: Address: Telephone: Salesperson:  Third Vendor: Name Address: Telephone: Salesperson:  Item # Quantity Unit Cost Total  Description Vendor#3  Vendor #1  Vendor #2 Unit Cost Total  Unit Cost Total  Signature:  Icertify that the above information is true and  20    TOWN OF COATS  PURCHASE ORDER REQUISITION  VENDOR: ADDRESS:  DATE REQUESTED:  DATE  ITEM  LINE ITEM #  AMOUNT  Requested By: Approved By:  Date:  Please attach all vendor quotes with requisition    Mayor Walter Weeks Town Manager Kenneth C. Cole Town Attorney Alton Bain  OF CO  Commissioners JC Allen Jerry Beasley Allen Mosby J.D. Raynor Dr. Lindal Robinson  1905  The Town of Coats, North Carolina  Item Abstract:  Item No. IV-B  Closing of Streets Requested by Coats Chapel Free Will Church Meeting Date: July 9, 2015  Information Action Item Consent Agenda  SUBJECT: Street Closures DEPARTMENT: Administration  CONTACT PERSON: Kenny Cole, Town Manager  REQUEST: Consider closing East Lemon and North Mason Streets.  SUMMARY: Coats Chapel Free Will Church has requested street closures for their church anniversary. The anniversary will be held July 25, 2015 from 12 until 6 pm. The request is to close East Lemon Street east of the intersection of N. Orange and E. Lemon and close N. Mason Street south oft the intersection of E. Dooley and N. Mason Streets.  BUDGETIMPACT: None ATTACHMENTS: Map. PUBLIC HEARING: N/A PRIOR BOARD ACTION: None  RECOMMENDATION: Close streets as presented.  Post Office Box 675 . Coats, North Carolina 27521 (910)897-5183 voice . (910)897-2662 fax    MASON sh  e  8  1S 39NVHO N  B  8    Mayor Walter Weeks Town Manager Kenneth C. Cole Town. Attorney Alton! Bain  OF CO &  Commissioners JC Allen Jerry Beasley Allen! Mosby J.D. Raynor Dr. Lindal Robinson  1905  The Town of Coats, North Carolina  Item Abstract: For Recyclables Meeting Date: July 9,2015  Item No. IV-C  Contract Extension with Waste Industries  Information Action Item Consent Agenda  SUBJECT: Contract Extension with Waste Industries  DEPARTMENT: Administration  CONTACT PERSON: Kenny Cole, Town Manager REQUEST: Contract Extension with Waste Industries  SUMMARY: Attached you will find the annual (1 year) contract extension with Waste Industries to collect the Town's recyclables. Waste Industries continues to  provide the residents with good service. BUDGETIMPACT: None ATTACHMENTS: Agreement PUBLIC HEARING: None PRIOR BOARD ACTION: None  RECOMMENDATION: Approve agreement as presented.  Post Office Box 675 . Coats, North Carolina 27521 (910)897-5183 voice . (910)897-2662 fax    State North Carolina Harnett County  Amendment  This Amendment is made between the Town of Coats, al North Carolina municipal corporation (the "Town") and Waste Industries, LLC. Contractor),amen.ing the  Agreement between the parties made on December 10, 2009.  Witnesseth:  WHEREAS, the Town and Contractor have entered into a legal contract specifying the terms and conditions under which the Contractor provides services to the Town for WHEREAS, the Town and Contractor now mutually desire to extend the term of the NOW, THEREFORE, in consideration of the promises and agreements set forth below, to be performed by the Town and Contractor, the Town and Contractor agree to amend  recycling collection within the Town limits; and contract for a set period and change the rate:  the Agreement as follows:  1. Contract Duration (page 1 of2009 Curbside Recycling Collection Agreement):  The effective date oft this extension shall be. July 1,2 2015 The term oft this extension shall be twelve (12) months.  The term of this Amendment may be extended by mutual agreement for All other sections and terms remain the same as the original contract dated  successive one (1), year terms. December 10, 2009.  A. This Amendment may be executed in two (2) or more counterparts, each ofwhich shall be deemed an original, but all ofwhich together shall constitute one and the same instrument.    IN WITNESS WHEREOF, the' Town and Contractor have caused this Amendment to be  executed by their duly authorized officials. WASTE INDUSTRIES, LLC "Contractor" By:  THE TOWN OF COATS, NC  By:  Ben Habets Regional Manager  Kenneth Cole Town Manager  Date: ATTEST:  Date: AND  Corporate Secretary  Notary SEAL  SEAL    Mayor Walter Weeks Town! Manager Kenneth C. Cole Town Attorney Alton! Bain  OF  Commissioners JCAllen Jerry Beasley Allen! Mosby J.D. Raynor Dr. Lindal Robinson  1906  The Town of Coats, North Carolina  Item Abstract: Financial Dashboard Meeting Date: July 9, 2015  Item No. IV-D X_  Information Action Item Consent Agenda  SUBJECT: Financial Dashboard DEPARTMENT: General Management  CONTACTI PERSON: Karen Wooten, Town Clerk/ Treasurer  REQUEST:  SUMMARY: Attached is al Financial Dashboard ofi revenues and expenses recorded as ofJune 30, 2015. Also included are the Town's CD balances as ofJune 30, 2015.  BUDGETI IMPACT: None ATTACHMENTS: None PUBLIC HEARING: None PRIOR BOARD ACTION: None RECOMMENDATION:  Post Office Box 675 e Coats, North Carolina 27521 (910)897-5183 voice . (910)897-2662: fax    6A $ $A $ $A $A