TOWN OF COATS Board of Commissioners March 12, 2015 OFFICIAL MINUTES  I.A ABSTRACT:  Ar regular scheduled meeting of the Board of Commissioners was held on March 12, 2015 in the  Board of Commissioners Meeting Room at Coats Town Hall.  II.R ROLL CALL:  Mayor Walter Weeks, Mayor Pro-Tem Dr. Linda Robinson, Commissioner Allen Mosby, CommissionerJCA Allen, Commissioner John Raynor, Commissioner Jerry Beasley were in  attendance. III. CALLTO ORDER:  Ad 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.  Mayor Weeks requested to make changes on the agenda, add under IV-New Business, C. Resolution of the Town of Coats Board in Opposition of House Bill 51 and D-Website Design. RESOLVED, to accept amended agenda adding Resolution of the Town of Coats Board in Opposition of House Bill 51 and D-Website Design under IV- New Business.  MOTION BY: MAYOR PRO-TEM DR. ROBINSON: SECOND BY: COMMISSIONER RAYNOR APPROVED, AYES (5), MAYOR PRO-TEM DR. ROBINSON, COMMISSIONERS MOSBY, ALLEN,  BEASLEY AND RAYNOR NOES(0)    IV.A APPROVAL OF AGENDA:  RESOLVED, to accept consent agenda with correction to the spelling of Sale  MOTION BY: MAYOR PRO-TEM DR. ROBINSON: SECOND BY: COMMISSIONER RAYNOR APPROVED, AYES (5), MAYOR PRO-TEM DR. ROBINSON, COMMISSIONERS MOSBY, ALLEN,  BEASLEY AND RAYNOR NOES(0)  Cemetery Plots approved (Reference #5) V.N MANAGER & COMMITTEE REPORT:  Town Manager Kenny Cole informed the Board of Kids Fun Day at Campbell on March 21, 2015,  1-4 pm and the Reading Celebration at Coats Elementary on March 27, 2015.  Police Chief. Jeremy Hall gave the stats report from February 12, 2015-N March 12, 2015. (Reference #1). Chief Hall updated the Board on the Vapor Radio system and discussed the  points receiving from Governors Highway Safety program.  Recreation Director Mike Collins updated the Board on the basketball season and the present basebal/softbal. season. Activity will be 7 days a week at the park. Mr. Collins expressed concerns about drainage problems at the park. Mr. Collins responded to Commissioner Mosby's question concerning the Tennis Court Grant and informed that Mr. Daniels wasn't interested in pursuing the grant and that he was working on repairing the courts.  Town Manager Kenny Cole commented concerning the tennis courts that it was best to wait  until the Land Use Plan was completed.  Town Manager Kenny Cole recognized Librarian Rebecca DallaMura and Public Works Director  Gary Denton for their work in relocating the Library to the new building.  Mayor Weeks and the Board were in agreement that it was a positive move for The Town of  Coats.  Librarian Rebecca DallaMura shared that she will be working with a program with the Senior Citizens group and also working with the Town of Benson concerning the possibility of moving their Library. Mrs. DallaMura expressed her appreciation to the Public Works employees for all  they did to assist in the move.    VI. NEW BUSINESS:  A. Swearing in of New Deputy Clerk. Edwards/Reterence #2).  Mayor Weeks presented the Oath of Office tot the new appointed Deputy Clerk, Julie  B. Proclamation of 2015 Litter Sweep.  Town Manager Kenny Cole requested the Board to consider al Proclamation in support of the 2015 Spring "Litter Sweep" roadside cleanup scheduled for April 18 through May 2, 2015  (Reference #3).  RESOLVED, to accept Proclamation for 2015 Spring "Litter Sweep" for April 18 through May 2, MOTION BY: MAYOR PRO-TEM DR. ROBINSON: SECOND BY: COMMISSIONER RAYNOR APPROVED, AYES (5), MAYOR PRO-TEM DR. ROBINSON, COMMISSIONERS MOSBY, ALLEN,  2015.  BEASLEY AND RAYNOR NOES(0)  C.C Consider Resolution opposing House Bill 51.  Mayor Weeks shared with the Board concerning the House Bill 51 and the impact it will have on the Town of Coats. House Bill 51 will eliminate the ability for the Town to control what development is outside our corridors. House Bill 51 is based on the assumption that the residents in the ETJ don't have the voice to vote concerning the Town SO the Town shouldn't have any impact on the development of their land. ETJis the only buffer that protects our town residents from all types of developments which could adversely affect their property value, quality of life and future expansion. Mayor Weeks expressed that the Board has a responsibility to the residents to assure that proper thought and planning has been given to the matter. Mayor Weeks also expressed the concerns of the expense that the Town would incur  due to changes in Ordinances, Zoning and Boards.  The Board instructed Town Manager Kenny Cole to write a letter to Representative David Lewis including signature from Mayor Weeks with the Resolution R2015-18 opposing House Bill 51.  RESOLVED, to accept Resolution opposing House Bill 51  MOTION BY: MAYOR PRO-TEM DR. ROBINSON: SECOND BY: COMMISSIONER RAYNOR APPROVED, AYES (5), MAYOR PRO-TEM DR. ROBINSON, COMMISSIONERS MOSBY, ALLEN,  BEASLEY AND RAYNOR NOES(0)  Noted that the vote was unanimous among the Board.    D. Consider a contract to redesign the Town's Website.  Town Manager Kenny Cole expressed his concerns and frustration with the present' Web Site for the Town. Mr. Cole request that the Board approve contract with KVENTURES to redesign the Town's Website in the amount of $5,000. The contract would be for two payments, $2,500 Mayor Weeks cautioned Town Manager concerning the contract oft the $100 per hour rate for  upon signing the contract and $2,500 after. July 2015. work deemed beyond the scope of services.  RESOLVED, to accept contract with KVENTURES to design the Town's Website.  MOTION BY: MAYOR PRO-TEM DR. ROBINSON  Mayor Weeks suggested tabling the decision until after the Saturday budget meeting.  Mayor Pro-Tem Dr. Robinson retracted her motion.  VI: OLD BUSINESS  A. Board and Committee Vacancies.  Town Manager Kenny Cole requested that the following be appointed to serve on Planning  Board. Debbie Greider  RESOLVED, to appoint to the Planning Board as presented.  MOTION BY: COMMISSIONER RAYNOR: SECOND BY: MAYOR PRO-TEM DR. ROBINSON APPROVED, AYES (5), MAYOR PRO-TEM DR. ROBINSON, COMMISSIONERS MOSBY, ALLEN,  BEASLEY AND RAYNOR NOES(0)  B. Library Budget Amendment.  Town Manager Kenny Cole requested the Board to consider a budget amendment to cover budget construction cost and to replace a 41 ton HVAC unit. Items that weren't budgeted for were the ceiling and lighting replacement, Fiber Optic Cable. The Board budgeted $15,000 and to date the expense is over $1,923.60. Mr. Cole also requested the replacement oft the 4 ton HVAC unit at a price of $5,000. The total budget amendment request is in the amount of $6,923.60. Mr. Cole stated the options are to repair unit which would cost $1,300, no repair and see if there are any complaints or replace the unit. Mr. Cole requested to do a budget  amendment and replace the unit (Reference # 4).    Commissioner Beasley asked ifi it was possible to wait 90 days before replacing this unit and  include in next year's budget.  RESOLVED, to revise budget amendment for $1,923.60 and resubmit to the Board at Saturday's  budget meeting.  MOTION BY: COMMISSIONER MOSBY: SECOND BY: COMMISSIONER RAYNOR APPROVED, AYES (5), MAYOR PRO-TEM DR. ROBINSON, COMMISSIONERS MOSBY, ALLEN,  BEASLEY AND RAYNOR NOES(0)  Mayor Pro-tem Dr. Robinson questioned Town Manager Kenny Cole concerning the status of the debris at the old school site and requested an update during Saturday's budget meeting.  VII!: PUBLIC FORUM.  Mayor Weeks opened the Public Forum, hearing none the Public Forum was closed.  IX: Adjourn  RESOLVED, to Recess meeting to March 14, 2015 at 8:00 am  MOTION BY: MAYOR PRO-TEM DR. ROBINSON: SECOND BY COMMISSIONER RAYNOR. APPROVED, AYES (5) MAYOR PRO-TEM DR. ROBINSON, COMMISSIONERS MOSBY, ALLEN,  BEASLEY AND RAYNOR NOES (0)  Mayor Weeks called meeting recess at 7:50 pm.  da72k Karen F. Wooten, Town Clerk  Walter Weeks, Mayor      TOWN OF COATS Board of Commissioners Recessed Meeting March 12, 2015 OFFICIAL MINUTES  I. ABSTRACT:  As scheduled Budget Retreat meeting of the Board of Commissioners was held on March 14,  2015 ini the Training Room at Coats Town Hall.  II. ROLL CALL:  Mayor Walter Weeks, Mayor Pro-Tem Dr. Linda Robinson (arrived at 8:40), Commissioner Allen Mosby, Commisioner/CAlen, Commissioner John Raynor, Commissioner Jerry Beasley were Town Manager Kenny Cole, Public Works Director Gary Denton, Librarian Rebecca DallaMura, Chief. Jeremy Hall and Recreation Director Mike Collins were all in attendance.  ina attendance.  III. CALLTO ORDER:  Mayor Weeks called the recessed meeting back to order at 8:00a am.  With no changes to Agenda, Mayor Weeks turned the meeting over to Town Manager Kenny  Cole.  Town Manager stated that each department would speak to the Board separately and that the  expenditures are what they are requesting. A. 2014 Budget Overvlew/Department Discussions.  Recreation - Mike Collins:  Mr. Collins informed the Board that he was pleased with the support that he has gotten in the past 3 years and is asking for increases for Part-Time Salaries, Program Supplies, Chemicals/Fertilizer and Building Repairs. Capital request - Lawn Mower. Discussion concerning the fee structure as to the rate for out of town participants Commissioner Beasley stated that he didn't feel Mike was asking for too much.    Mayor Weeks stated that the purchase ofa new Lawn Mover could be used if needed with  public works.  Library- - Rebecca DallaMura:  Mrs. DallaMura informed the Board of expanding programs, summer programs and hours. Increases asking for were operating hours 10am-6pm Monday through Friday, position change to Library Director at full time, dues and subscriptions for User License to show movies and  office supplies. Capital request - New shelving.  Discussion concerning event space and additional rooms which could be used for extra storage  for books and materials.  Resolved, to take a 5 minute break.  MOTION BY: MAYOR PRO-TEM DR. ROBINSON: SECOND BY COMMISSIONER RAYNOR APPROVED, AYES (5) MAYOR PRO-TEM DR. ROBINSON, COMMISSIONERS RAYNOR,  MOSBY, BEASLEY AND ALLEN  NOES(0)  Mayor called meeting back to order at 9:15 am  Public' Works - Gary Denton:  Mr. Denton informed the Board that his department continues to keep the Town looking neat and clean. Increases asking for are materials and supplies. Discussed the possibility of a part- time entry level employee to be charged under water department. Correction under item 60- 7110-2520 should be $1,200. Powell Bill project located at 55/27. Capital Improvement Plan-  Water lines between McKinley and Railroad.  Mayor Weeks asked that all Powell Bill Projects be presented to the Board for approval.  Police Department-Chier Jeremy Hall:  Chief Hall reiterated the operation of 17 new radios and at this time not sure if there will be an increase of air time charge from the County. He is projecting an extra five dollar increase ($5.00). Changes made to air cards which were replaced by MIFI should save on communication expense around $1,200 and offset the extra cost of the CAD. Discussion concerning the purchase of two cars or increase budget on vehicle maintenance and tires. Discussion concerning hiring only part-time officers and the issues of officers not being invested in the position and the Town. Issues of concerns were the time and expense for training part- time officers and then leaving for full time positions. Increases asking for were Bullet Proof Vest, which will be at no cost to the Town with a Bullet Proof Grant and ar reimbursement from NCLM. Other increase was one Taser at estimated cost of $1,200. Chief Hall updated the Board    on the Governors Highway Safety points possibly accumulating five (5) to six (6) years to total  enough to purchase a vehicle. Capital request -2 New' Vehicles  General Management/coverning Board - Kenny Cole:  Basically the same budget as last year. Requesting increase in 10-4120-1970 Janitorial due to concerns with the present cleaning person having no workers compensation coverage or liability insurance, we need to bid out services to a properly insured business. Capital Outlay is for the contracted amount to Harris Computers for the payroll upgrade. Increase requested for  Governing Board was redesigned web site.  Mayor Weeks and the Board asked to wait on the web. site redesign until after they see thei final Mr. Cole presented concerns for the 2015/2016 budget which were loss of privilege license revenue and the unknown health insurance cost. Increase in revenues will include cell tower  Budget proposal.  lease.  B. Discussion of 2015-20CIP.  Public' Works Building - Move to 2016/2017  Board instructed Town Manager to form a committee to discuss property and location. Recreation - Approve purchase of Lawn Mower, Repaving parking lot move to 2016/2017,  small kids park move to 2016/2017. Public! Safety -Approve purchase of one vehicle. Library-Shelving moved to 2016/2017 conditioning approve, but wait until needed. Water Fund - Approve West Stewart Street improvement  General Administration - Approve to reroof 2 units oft the Town Hall, Heating and Air  Resolved, tot take a 10 minute break.  MOTION BY: MAYOR PRO-TEM DR. ROBINSON: SECOND BY COMMISSIONER RAYNOR APPROVED, AYES (5) MAYOR PRO-TEM DR. ROBINSON, COMMISSIONERS RAYNOR,  MOSBY, BEASLEY AND ALLEN  NOES(O)    Mayor Weeks called meeting back to order at 10:38 am. C. Discussion of the Town's Cash Management Policy. but requested more time to review in more detail.  Town Clerk Karen Wooten stated that she had reviewed the present Cash Management Policy  Resolved, to table the discussion of the Town's Cash Management Policy.  MOTION BY: MAYOR PRO-TEM DR. ROBINSON: SECOND BY COMMISSIONER RAYNOR APPROVED, AYES (5) MAYOR PRO-TEM DR. ROBINSON, COMMISSIONERS RAYNOR,  MOSBY, BEASLEY AND ALLEN  NOES (0)  D.D Discussion on the disposal of Town Property.  Town Manager Kenny Cole presented to the Board a tax map of 243 N. McKinley Street and The Board instructed Mr. Cole to get an appraisal on the building and bring back to the Board  Property disposal methods. for further discussion.  Resolved, to get appraisal on the old Library building located at 243 N. McKinley Street MOTION BY: MAYOR PRO-TEM DR. ROBINSON: SECOND BY COMMISSIONER RAYNOR APPROVED, AYES (5) MAYOR PRO-TEM DR. ROBINSON, COMMISSIONERS RAYNOR,  MOSBY, BEASLEY AND ALLEN  NOES (0)  Discussion on how funds could be use if building was sold were: Commissioner Mosby reinvest in present Hall Town  Mayor Pro-Tem Dr. Robinson portion used to invest back in Library, CIP items and personnel Mayor Weeks agreeable that major portion for Library except for personnel expense  E.Expectations for the manager/staff for the upcoming fiscal year.  Expectations given during Budget request  IV. OLD BUSINESS  Town Manager Kenny Cole updated the Board concerning the property and conditions of debris located at the old school property. Mr. Cole stated that Mac Mclamb'sresponse to his e-mail  was that he would put out some bait for rodents.  The Board instructed Mr. Cole to send a certified letter with a copy oft the town's ordinance to  Mac McLamb.    The Board discussed with Town Manager Kenny Cole to start enforcing ordinances pertaining to old and hazardous buildings, to address the problem with the lintel on the property of Coats Motor Lodge on McKinley Street and the temporary container behind Coats Museum.  V.N MAYOR WEEKSSTATE OF THE TOWN TOTHE BOARD Mayor in 2009. Mayor Weeks stated the following: Old School demolished Purchase and move to new Town Hall Opening of barber shop, restaurant, Wal-Mart Improvement in Coats Motor Lodge Relocation of Coats Library  Mayor Weeks addressed the Board with accomplishments that have occurred since he was  Carquest  Mayor Weeks feels good about the excitement for downtown Coats and Coats in general. Commissioner Mosby stated that he will be absent next Board meeting due to being out of  town.  RESOLVED, to adjourned meeting.  MOTION BY: MAYOR PRO-TEM DR. ROBINSON: SECOND BY COMMISSIONER RAYNOR. APPROVED, AYES (5) MAYOR PRO-TEM DR. ROBINSON, COMMISSIONERS MOSBY, ALLEN,  BEASLEY AND RAYNOR NOES (0)  Mayor Weeks called meeting adjourned at 11:15 am.  han7.3 Woof Karen F. Wooten, Town Clerk  WalterwefkMayor