TOWN OF COATS Board of Commissioners August 14, 2014 7:00 p.m.  OFFICIAL MINUTES  I. ABSTRACT:  AI regular meeting oft the Board of Commissioners was held Thursday, August 14, 2014 at  Town Hall Board Room. II. ROLLCALL:  Mayor Walter Weeks, Mayor Pro-Tem Dr. Linda Robinson, Commissioner. J. C. Allen, Commissioner John Raynor, Commissioner Jerry Beasley, and Commissioner Allen  Mosby were in attendance. Attorney Al Bain was present. III. CALLTOORDER:  A quorum being present, Mayor Weeks called the meeting to order at 7:00 p.m. Mayor Walter Weeks delivered the invocation as well as lead those in attendance ini the Commissioner Allen Mosby asked to add Moose Lodge Invitation under New Business. Mayor Walter Weeks asked for a motion to approve the agenda with this change. MOTION BY: MAYOR PRO-TEM DR. LINDA ROBINSON; SECOND BY: APPROVED, AYES (5) MAYOR PRO-TEM DR. LINDA ROBINSON, COMMISSIONERS ALLEN, RAYNOR, BEASLEY AND MOSBY  Pledge of Allegiance.  COMMISSIONER JOHN RAYNOR  NOES (0)  IV.APPROVAL OF CONSENT AGENDA  A. Approval of Minutes    B. Approval of Attorney Bill C. Review of Financial Statements COMMISSIONER JOHN RAYNOR  MOTION BY: MAYOR PRO-TEM DR. LINDA ROBINSON; SECOND BY: APPROVED, AYES (5) MAYOR PRO-TEM DR. LINDA ROBINSON, COMMISSIONERS ALLEN, RAYNOR, BEASLEY AND MOSBY  NOES (0)  V. MANAGER & COMMITTEE REPORTS/SPECIAL RECOGNITION Rebecca Dallamura from the Coats Library explained they had a good month. Mrs. Dallamura invited the Board ofCommissioners to attend a special event she was hosting at the Library at 11:00 am on August 20th. Mrs. Debra will be there reading poems from  DEPARTMENT UPDATES:  the book Strawberry Blonde.  Chief Jeremy Hall read his statistics for the month.  Town Manager Kenny Cole invited Mac to attend the meeting but he was unable to it. Mac informed him the school demolition is complete. Kenny asked him to please take care oft the trash and the grass and Mac explained this would be taken care of. Dr. Linda Robinson expressed her concern with the property on HWY 27 and Kenny explained this would be discussed under Old Business. Kenny reminded the board about the TV drawing the Chamber of Commerce was holding on August 19th. He informed the board that Coats Motor Company had sold and another used car lot would be replacing it. The new owner plans to do renovations. Other new businesses in Coats; CARQUEST has bought Mike's Auto Parts and an embroidering company would be coming to town soon. Kenny reminded the board about the Land Use meeting being held on August 21St. He asked the two commissioners who volunteered to be there as well as Dr. Linda Robinson ifshe was not busy since this meeting had to do with the health component.  VI. PUBLIC HEARING  A. Amending the Town Ordinances on Late Payment Notification for Water Department: A water bill is considered delinquent ifnot paid by the 18"h ofeach month. All fees and charges must be paid in full by the 25"" of the month, or the service will be disconnected and locked. Each month the Town tags doors advising disconnection will occur ifthe bill is not paid. After checking with other local municipalities, we have found out that we are the only ones still tagging doors for non-payment. This has become very expensive for the Town due to the rising cost ofr materials and time taking away from other duties. The cost break down of tagging doors for non-payment is approximately $374.00 ai month. This was found by adding employees' salaries, cost of  2    trucks being used, and coats oft tags. Mayor Walter Weeks opened the Public Hearing. Seeing no one present, Mayor Walter Weeks closed the Public Hearing.  VII. OLD BUSINESS  A. Amendment to the Town Ordinance, Chapter 51, Section 51.10, Late Payment Notification for the Water Department: A water bill is considered delinquent ifr not paid by the 18" ofeach month. All fees and charges must be paid in full by the 25th ofthe month, or the service will be disconnected and locked. Each month the Town tags doors advising disconnection will occur ift the bill is not paid. The cost break down oftagging doors for non-payment is approximately $374.00 a month. The list consists mainly ofthe same customers monthly. Manager Kenny Cole is suggesting we stop tagging doors and automatically disconnect to save time and money. We will notify elderly and unfamiliar names on the list. Mayor Walter Weeks asked for a motion to approve the amendment as MOTION BY: MAYOR PRO-TEM DR. LINDA ROBINSON; SECOND BY: APPROVED, AYES (5) MAYOR PRO-TEM DR. LINDA ROBINSON, COMMISSIONERS ALLEN, RAYNOR, BEASLEY AND MOSBY  written.  COMMISSIONER JOHN RAYNOR  NOES (0).  B. Consider Amendments to Section 11 (Signs) to the Zoning Ordinances: Atap previous Board meeting, the Board of Commissioners placed a temporary moratorium on the installation ofBillboard signs. Over the last couple ofmonths, Coats Planning Board Added Section 11.9 Off Premises Advertising: Billboards are allowed outside the corporate limits of the Town. Billboards shall be spaced 800 feet apart and shall not Revised Section 11.8 Business Signs and Industrial Signs: The current sign height in all districts is 15 feet. Itis recommended that the sign height will remain 15 feet in height in C-1, C-2, and MUV Districts, but will increase to 25 feet with a sign area of75 Added Section 11.10 Temporary Signs: Added criteria for signs for special events ofa religious, charitable, civic, etc. event. Added criteria for signs for newly established businesses. Added criteria for signs for special sales and promotions. Planning Board Chairman Max Matthews was present to speak on behalf of the changes to Section 11. Manager Kenny Cole was asked to insert a grandfather clause to all present signs into the new amendment. Mayor Walter Weeks asked for a motion to set  reviewed Section 11 and has recommended the following changes:  exceed 15 feet in height.  feet in C-3 and I districts.  3    the Public Hearing for Thursday, September 11"h with all changes mentioned, including MOTION BY: MAYOR PRO-TEM DR. LINDA ROBINSON; SECOND BY: APPROVED, AYES (5) MAYOR PRO-TEM DR. LINDA ROBINSON, COMMISSIONERS ALLEN, RAYNOR, BEASLEY AND MOSBY  the grandfather clause.  COMMISSIONER JOHN RAYNOR  NOES (0)  C. Discussion on Town of Coats Wrecker Policy: The Towns' Police Department does not have a current written policy for obtaining wrecker service for vehicles when needed by police staff. Manager Kenny Cole attached a written policy that addressed the procedures for ai rotation wrecker service. ChiefHall presented the drafted wrecker policy. ChiefHall explained the wrecker service would have a 30 minute or less respond time, or the next wrecker would be called. Board members requested a rate schedule be included in the policy. Mayor Walter Weeks asked for a motion to approve the policy MOTION BY: MAYOR PRO-TEM DR. LINDA ROBINSON; SECOND BY: APPROVED, AYES (5) MAYOR PRO-TEM DR. LINDA ROBINSON, COMMISSIONERS ALLEN, RAYNOR, BEASLEY AND MOSBY  with ai rate schedule included.  COMMISSIONER JOHN RAYNOR  NOES (0)  DISCUSSION: Mayor Walter Weeks requested we review this policy over the next D. Discussion on Changing the Town's Banking Service: After First Citizens closed the branch closest to Town Hall; they have offered the Town with merchant service machines at no cost. The Town still makes daily cash deposits at the Buies Creek location. At the July meeting, Commissioner Allen Mosby requested what would be involved in the Town changing banking services. The Town would need to prepare a Request for Proposal to change services. The process will take approximately 90 days to send out proposals, evaluate bids, and make a recommendation to the Board. Manager Kenny Cole recommends the Town pursue seeking services but not until the audit is complete in late October. The Board agrees to wait until October and asked Kenny to add this subject E. Recommendation from the Town Attorney on Revising our Ordinance 92.01: Ata previous meeting, the Board requested the Town Attorney to review the Town Ordinance on Uncontrolled growth of weeds, trees, and plants. Attorney Al Bain presented the Board with a Summary ofLocal Ordinances Regarding Growth of Grass and Weeds, as well as his recommendations. The Board discussed with Al Bain what authority the Town had at enforcing the ordinance. Mr. Bain informed the Board that once the lot on  three months and add it to a future agenda.  to October'sr meeting agenda.  4    HWY 27 was cleared, it no longer qualified as a wooded area. He advised the Board to amend the ordinance toi include a private contractor hired by the town. Dr. Linda Robinson made a motion to receive quotes from licensed businesses to clear lots and have this added to the Ordinance as well as set the Public Hearing for the amendments to MOTION BY: MAYOR PRO-TEM DR. LINDA ROBINSON; SECOND BY: APPROVED, AYES (5) MAYOR PRO-TEM DR. LINDA ROBINSON, COMMISSIONERS ALLEN, RAYNOR, BEASLEY AND MOSBY  Ordinance 92.01.  COMMISSIONER JOHN RAYNOR  NOES (0)  Dr. Linda Robinson also made a motion to obtain quotes for clearing the property on MOTION BY: MAYOR PRO-TEM DR. LINDA ROBINSON; SECOND BY: APPROVED, AYES (5) MAYOR PRO-TEM DR. LINDA ROBINSON, COMMISSIONERS ALLEN, RAYNOR, BEASLEY AND MOSBY  HWY: 27 and to send a notice to the property owner. COMMISSIONER JOHN RAYNOR  NOES (0)  F.A Appointments to Land Use Planning Committee: At the meeting in July, the Board appointed two members from the Board of Commissioners to serve on the Land Use Planning Committee and recommended that three members oft the Planning Board also serve. The planning Board met on August 7th and appointed Carolyn Spears, Ed Lauder, and Donna Pope. Vickie Abate was appointed as an alternate member. The first meeting for the committee is scheduled for August 21, 2014 at 7pm. Mayor Walter Weeks asked MOTION BY: MAYOR PRO-TEM DR. LINDA ROBINSON; SECOND BY: APPROVED, AYES (5) MAYOR PRO-TEM DR. LINDA ROBINSON, COMMISSIONERS ALLEN, RAYNOR, BEASLEY AND MOSBY  fora a motion to approve these appointments. COMMISSIONER JOHN RAYNOR  NOES (0)  VII. NEW BUSINESS  A. Consider Donation to the Town's Drug Fund Account: An anonymous donor has requested to donate to the Town's Drug Fund Account in the amount of $6,000.00 to buy supplies or equipment. Commissioner Jerry Beasley expressed his concerned and stated that this raises a red flag. After much discussion, Dr. Linda Robinson made ai motion to accept the Donation of $6,000.00. Commissioner Allen Mosby requested to send an  5    informal Thank You to the donor. Dr. Linda Robinson amended her motion to accept the MOTION BY: MAYOR PRO-TEM DR. LINDA ROBINSON; SECOND BY: APPROVED, AYES (4) MAYOR PRO-TEM DR. LINDA ROBINSON, COMMISSIONERS ALLEN, RAYNOR, AND MOSBY NOES (1) COMMISSIONER JERRY BEASLEY function held at the Moose Lodge on August 231d.  donation of $6,000.00 and write an informal Thank You to the donor.  COMMISSIONER JOHN RAYNOR  B. Moose Lodge Invitation: Commissioner Allen Mosby invited the Board to attend a  IX. PUBLIC FORUM  Pastor Karen McDougald with Saint Luke Church at 78 S. Orange Street expressed her concern on the safety oft the children who attended the church and her church members pertaining to the old building beside the church and asked for assistance from the Town tol help clean up this old property. The Board asked Attorney Al Bain to research the owner oft that building. Mayor Walter Weeks asked for a motion for the Attorney to research the owner oft the building and for the town to board up this property. MOTION BY: MAYOR PRO-TEM DR. LINDA ROBINSON; SECOND BY: APPROVED, AYES (5) MAYOR PRO-TEM DR. LINDA ROBINSON, COMMISSIONERS ALLEN, RAYNOR, BEASLEY AND MOSBY  COMMISSIONER JOHN RAYNOR  NOES (0)  Jonathan Johnson with Cotton Body Shop in Dunn expressed his interest inj providing  towing service for the Town. X. ADJOURN  Mayor Weeks asked for ai motion to adjourn the meeting at 8:35 pm.  MOTION BY: MAYOR PRO-TEM DR. LINDA ROBINSON; SECOND BY: APPROVED, AYES (5) MAYOR PRO-TEM DR. LINDA ROBINSON, COMMISSIONERS ALLEN, RAYNOR, BEASLEY AND MOSBY  COMMISSIONER JOHN RAYNOR  NOES(0)  E Zika Cortney Zwirnglown Clerk  Mayor, Walter Week  6