TOWN OF COATS Board of Commissioners July 10, 2014 7:00 p.m. OFFICIAL MINUTES I.A ABSTRACT: Are regular meeting ofthe Board of Commissioners was held Thursday, July 10, 2014 at Town Hall Board Room. II. ROLL CALL: Mayor Walter Weeks, Mayor Pro-Tem Dr. Linda Robinson, Commissioner..C. Allen, Commissioner John Raynor, and Commissioner Allen Mosby were in attendance. Commissioner Jerry Beasley was not present. Attorney Stacey Weaver was present. II. CALLTO ORDER: Ac 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 in the Mayor Walter Weeks asked for a motion to approve the agenda as presented. MOTION BY: MAYOR PRO-TEM DR. LINDA ROBINSON; SECOND BY: APPROVED, AYES (4) MAYOR PRO-TEM DR. LINDA ROBINSON, COMMISSIONERS ALLEN, RAYNOR, AND MOSBY Pledge of Allegiance. COMMISSIONER JOHN RAYNOR NOES (0) IV.APPROVAL OF CONSENT AGENDA A. Approval of Minutes (June 12"h and 26") B. Approval of Attorney Bill C. Review of Financial Statements D. Approval ofCemetery Plots Sales COMMISSIONER JOHN RAYNOR 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 (0) V.M MANAGER & COMMITTEE REPORTS/SPECIAL RECOGNITION DPARIMENTUPDATES: Town Manager Kenny Cole informed the Board of Commissioners that they would be Rebecca Dallamura from the Coats Library explained they had a 5% spike ini their statistics from last month. She also asked for any donations of paperback books because they were surprisingly very popular. Mayor Pro-Tem Dr. Linda Robinson and Commissioner John Raynor offered to donate as many paperback books as she wanted. Town Manager Kenny Cole explained that the Library would be moving to Town Hall in the winter. He was planning to submit the plans to Harnett County on 7/11/14, and upon approval, our staff would begin demolition. Commissioner Allen Mosby expressed his concern with asbestos and requested a report be done. Mrs. Dallamura invited the Board of Commissioners to attend a special event she was. hosting at the Library August 20th. Mrs. Debra would be there reading poems from the book Strawberry Blonde. Mike Collins from Parks and Recreation was present. He explained they were finally wrapping up baseball/softball season ending with 127 games. The 10 and under softball team was awarded the sportsmanship award. The 10 and under baseball team was awarded the sportsmanship award. The 12 and under boys baseball team made it to the state tournament hosted in Dunn, NC. Soccer begins in August. Mayor Walter Weeks thanked Mr. and Mrs. Hartman for having the Town Employees over: for lunch and he welcomed Wikis Bakery to the Town of Coats. Mayor. Pro-Tem Dr. Linda Robinson asked for an update on the property at the old school. Town Manager Kenny Cole explained he had email Mac and his company would be out of there in about two weeks. Dr. Linda Robinson then asked about the status of the property on 27. Town Manager Kenny Cole explained he was waiting for direction from Attorney Al Bain. Dr. Linda Robinson requested regular reports on both properties at future meetings. Commissioner Allen Mosby suggested inviting Mac to attend the taking photos at the next meeting, SO please dress accordingly. next meeting in August. 2 VI. OLD BUSINESS A. Reset Public Hearing Date Amending the Town Ordinances on Late Payment Notification for Water Department: A water bill is considered delinquent ifi not paid by the 1gthofeach month. All fees and charges must be paid in full by the 25th oft the 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. 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 of materials and time taking away from other duties. The cost break down oft tagging doors forr non-payment is approximately $374.00 a month. This was found by adding employees' salaries, cost oftrucks being used, and coats oftags. Gary Denton and Cortney Kerns are suggesting discontinue tagging, because it is stated on every bill that disconnection will occur on the 25th. The list consists on repeats every month and a lot of people wait until getting the notice to come and pay their bill. Manager Kenny Cole missed the cut off date to advertise the Public Hearing for this meeting SO he is requesting to: reschedule for 8/14/14. Commissioner Allen Mosby questioned about updating our payment methods. The Mayor asked Kenny Cole to get with the Town Attorney and draft a policy for taking credit cards over the phone. Mayor Walter Weeks asked for a MOTION BY: MAYOR PRO-TEM DR. LINDA ROBINSON; SECOND BY: APPROVED, AYES (4) MAYOR PRO-TEM DR. LINDA ROBINSON, COMMISSIONERS ALLEN, RAYNOR, AND MOSBY motion to reschedule the public hearing to 8/14/14. COMMISSIONER JOHN RAYNOR NOES (0) B. Amendment to the 2014-2015 Budget: Town Manager Kenny Cole forgot to add Appendix A and Attachment C to the 2014-2015 Budget Ordinance. He asked for the Board to please approve adding these to the Ordinance. Mayor Walter Weeks asked fora motion to approve Appendix A and Attachment C and add them to the 2014-2015 Budget MOTION BY: MAYOR PRO-TEM DR. LINDA ROBINSON; SECOND BY: APPROVED, AYES (4) MAYOR PRO-TEM DR. LINDA ROBINSON, COMMISSIONERS ALLEN, RAYNOR, AND MOSBY Ordinance. COMMISSIONER JOHN RAYNOR NOES (0) VII. NEW BUSINESS 3 A. Agreement Approval with Harnett County for Computer Support Services: Manager Kenny Cole attached the annual computer support services agreement from Harnett County. Mayor Walter Weeks asked for a motion to approve the agreement. MOTION BY: MAYOR PRO-TEM DR. LINDA ROBINSON; SECOND BY: APPROVED, AYES (4) MAYOR PRO-TEM DR. LINDA ROBINSON, COMMISSIONERS ALLEN, RAYNOR, AND MOSBY COMMISSIONER JOHN RAYNOR NOES (0) B. Agreement Approval with Harnett County Library System: Rebecca Dallamura attached an agreement with the Harnett County Library System for an integrated system from the state library. This is a new agreement Harnett County is asking the Town of Coats toj participate in. Mayor Walter Weeks asked for a motion to approve this MOTION BY: MAYOR PRO-TEM DR. LINDA ROBINSON; SECOND BY: APPROVED, AYES (4) MAYOR PRO-TEM DR. LINDA ROBINSON, COMMISSIONERS ALLEN, RAYNOR, AND MOSBY agteement. COMMISSIONERJOHN RAYNOR NOES (0) VII. PUBLIC FORUM Mayor Walter Weeks opened the Public Forum. No one being present Mayor Walter Weeks closed the Public Forum. IX. Adjourn Mayor Weeks asked for a motion to adjourn the meeting at 7:32 pm. MOTION BY: MAYOR PRO-TEM DR. LINDA ROBINSON; SECOND BY: DISCUSSION: At the next meeting Commissioner Allen Mosby would like to discuss banking options for the Town of Coats since First Citizens has left the Town. Mayor Walter Weeks asked for a draft of position explanations from our Town Attorney for the Town Clerk position and the Finance Officer Position. APPROVED, AYES (4) MAYOR PRO-TEM DR. LINDA ROBINSON, COMMISSIONERS ALLEN, RAYNOR, AND MOSBY COMMISSIONERJOHN RAYNOR NOES( (0) 4 CR Cortney Kerns, Town Clerk/Finance Officer Weeks KSL Mayor, Waltér 5