TOWN OF COATS Board of Commissioners May 8, 2014 7:00 p.m.  OFFICIAL MINUTES  I.A ABSTRACT:  AI regular meeting of the Board of Commissioners was held Thursday, May 8, 2014 at  Town Hall Board Room. II. ROLL CALL:  Mayor Walter Weeks, Mayor Pro-Tem Dr. Linda Robinson, Commissioner J. C. Allen, Commissioner John Raynor, and Commissioner Jerry Beasley were in attendance.  Commissioner Allen Mosby was not present. Attorney Al Bain was present. II. CALL/TO ORDER:  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 in the Town Manager Kenny Cole asked to add Item E to Old Business, assigning a Commissioner to help evaluate land use bids. Mayor Weeks asked for a motion to MOTION BY: MAYOR PRO-TEM DR. LINDA ROBINSON; SECOND BY: APPROVED, AYES (4) MAYOR PRO-TEM DR. LINDA ROBINSON, COMMISSIONERS ALLEN, RAYNOR, AND BEASLEY  Pledge of Allegiance.  approve the agenda with this change. COMMISSIONER JOHN RAYNOR  NOES (0)    IV.APPROVAL OF CONSENT AGENDA  A. Approval of Minutes B. Approval of Attorney Bill C. Review of] Financial Statements D. Approval of Cemetery 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 BEASLEY  NOES (0)  V. MANAGER & COMMITTEE REPORISSPECIALRECOGNITION  PPAKIMENTUPDAIE:  Town Manager Kenny Cole asked the Mayor and Commissioners to read the newsletter and review it. It would be going out with Gary's water report to every citizen ini town. He mentioned finance graphs that Karen Wooten, Finance Officer, had laid at their seats prior to the meeting. He reminded the Commissioners of the Ethics Training scheduled for May 14"h and the Budget Work Session scheduled for May 19th. He explained that after talking with lawyers about the property on HWY2 27, that he was advised to cut anything with "value." Mayor Weeks suggest enforcing our ordinance and he asked Attorney Al Bain to review our ordinance and compare with other towns to make sure the Town was taking the proper route with this situation. The Mayor makes a suggestion to either change or enforce the ordinance accordingly. Mayor Pro-Tem Dr. Linda Robinson MOTION BY: MAYOR PRO-TEM DR. LINDA ROBINSON; SECOND BY: APPROVED, AYES (4) MAYOR PRO-TEM DR. LINDA ROBINSON, COMMISSIONERS ALLEN, RAYNOR, AND BEASLEY  makes a motion backing up the Mayor's suggestion. COMMISSIONER JOHN RAYNOR  NOES (0)  Police Chief. Jeremy Hall read the stats for the Police Department. He also informs the board about a bicycle rodeo in the works to enforce and inform about bicycle safety in the Public Works Director Gary Denton thanked the Board for the new leaftruck in the works. He explains this will save. him and his guys a lot oft time and hassle. Rebecca Dallamura from the Coats Library explained her stats were pretty much the  town.  same as last month.  2    Mike Collins, Parks and Recreation Director, was absent due to baseball.  VI.P PUBLIC HEARINGS  A. Conditional Use Permit Application Submitted' by SCI Towers: The Planning Board at their regular scheduled meeting on April 3, 2014, recommended approval oft the attached CU Permit Application submitted by SCI Towers. The application is to a 195 foot construct a cellular tower on Town property located on Lemon Street. The Board of Commissioners approved al lease agreement with SCI Towers at the March 13,2014, regular meeting ofthe Board and set the required public hearing for our May 8, 2014 regular meeting of the Board, Mayor Walter Weeks opened the Public Hearing. No one else being present to speak on the subject matter, Mayor Walter Weeks closed the  Public Hearing.  VII. OLD BUSINESS  A. Conditional Use Permit Application Submitted by SCI Towers: Dave Herring from SCI Towers was present to speak on behalfofthe tower. He explained the land has been surveyed and the tower would be a collapsible tower. Mayor Weeks asked for a motion MOTION BY: MAYOR PRO-TEM DR. LINDA ROBINSON; SECOND BY: APPROVED, AYES (4) MAYOR PRO-TEM DR. LINDA ROBINSON, COMMISSIONERS ALLEN, RAYNOR, AND BEASLEY  to approve the CU Permit as submitted. COMMISSIONER JOHN RAYNOR  NOES (0)  B. Closure ofLemon Street for "Animal Awareness Day": Ms. Corinne Manes is requesting to close East Lemon Street from NC: 55 to Railroad Street on. June 7th from 10:00 am-4:00 pm. The purpose oft this request is for Animal Awareness Day. The Animal Awareness Day Proclamation was approved at the last regular meeting. Mayor Weeks asked for a motion to approve closing Lemon Street for the times requested. MOTION BY: MAYOR PRO-TEM DR. LINDA ROBINSON; SECOND BY: APPROVED, AYES (4) MAYOR PRO-TEM DR. LINDA ROBINSON, COMMISSIONERS ALLEN, RAYNOR, AND BEASLEY  COMMISSIONER JOHN RAYNOR  NOES (0)  C. Financing of a Leaf Vacuum Truck: The Town Board approved a LeafTruck for the Public Works Department in this fiscal year budget in the amount of $45,000. At our  3    January meeting, Mr. Cole discussed with the Board that the City of Sanford will havea a used leaftruck on GovDeals within the next few weeks. The Town of Coats was the highest bid on this vehicle in the amount of $31,552.50. Our previous financing proposal with First Citizens Bank has expired. Mr. Cole requested new financing arrangements  and received the following: First Citizens Bank Vehicle: Used LeafCollection Truck Cost: $31,555.00 Amount Financed: $30,555.00 Down Payment: $1,000.00 Rate: 3.40% Fee: $100.00 BB&T Cost: $32,000.00  (3). Annual Payments of$10,885.30. 1"'due-4/15/15  Vehicle: 2001 Diesel International Leaf Vacuum Truck Interest Rates & Financing Terms: 3 years at 2.05% 3annual payments of#11,106.96 beginning 4/18/15  Mr. Cole suggested we use BB&T for financing. Mayor Weeks asked for a motion to approve the resolution presented using BB&T for financing the leaftruck. MOTION BY: MAYOR PRO-TEM DR. LINDA ROBINSON; SECOND BY: APPROVED, AYES (4) MAYOR PRO-TEM DR. LINDA ROBINSON, COMMISSIONERS ALLEN, RAYNOR, AND BEASLEY  COMMISSIONER JOHN RAYNOR  NOES (0)  D. 2014-15 Fiscal Year Budget: Mr. Cole attached a copy oft the 2014-15 Fiscal Year Budget. The Town is still waiting for Health Insurance and Property and Liability premiums. Mr. Cole asked the Board to please review the budget as presented and save all questions and comments for the Budget Work Session May 19th at 6:00 pm. E. Evaluate Bids for the Land Use Plan: Mr. Cole is asking for one or two Commissioners to volunteer to help him review the Land Use Plan Bids. Commissioner  John Raynor volunteered. VIII. NEW BUSINESS  A. Consider 2014-15 Audit Contract with Petway, Mills & Pearson: Mr. Cole attached the annual contract with Petway, Mills & Pearson. Itisa a three year contract and we are  4    in our second year. Mayor Weeks asked for a motion to approve the contract as MOTION BY: MAYOR PRO-TEM DR. LINDA ROBINSON; SECOND BY: APPROVED, AYES (4) MAYOR PRO-TEM DR. LINDA ROBINSON, COMMISSIONERS ALLEN, RAYNOR, AND BEASLEY  presented.  COMMISSIONERJOHN RAYNOR  NOES (0)  B. Traffic Flow on Johnson Street: Traffic hazards have increased with the addition of Wal-Mart Express's entrance along Johnson Street. Traffic moving north along Johnson Street entering Wal-Mart Express is not yielding to oncoming traffic. One obvious solution would be to stop traffic along both directions. Public Works Director Gary Denton suggested putting in two more stop signs to make the intersection a three way stop. Mayor Pro-Tem Dr. Linda Robinson suggested changing the name ofthe two different streets instead ofhaving the entire street named Johnson Street because that can be confusing to drivers. She also suggested closing off the entrance to Wal-Mart, making the street curve slightly and not allowing traffic in the three different directions. A public hearing will need to be set ifthe Board approves any Traffic Schedule change. Forr now, until DOT is contacted with suggestions, Gary will out up two stop signs and warning cones to make it at three way stop. Mayor Weeks asked for a motion to allow Gary toj put MOTION BY: MAYOR PRO-TEM DR. LINDA ROBINSON; SECOND BY: APPROVED, AYES (4) MAYOR PRO-TEM DR. LINDA ROBINSON, COMMISSIONERS ALLEN, RAYNOR, AND BEASLEY  up stop signs and warning cones.  COMMISSIONER JOHN RAYNOR  NOES (0)  C. Late Payment Notification for Water Department: A water bill is considered delinquent ifi not paid by the 18"h ofe each month. All fees and charges must be paid in full by the 25!h 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 ofmaterials and time taking away from other duties. The cost break down of tagging doors for non-payment is approximately $374.00 a month. This was found by adding employees' salaries, cost of trucks 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. Ifthe Board approves to discontinue tagging, this will begin in. July. Mayor Weeks asked Gary and Kenny to check the ordinances. Mayor weeks asked forai motion to approve as long as  the ordinance did not say we had to tag.  5    MOTION BY: MAYOR PRO-TEM DR. LINDA ROBINSON; SECOND BY: APPROVED, AYES (4) MAYOR PRO-TEM DR. LINDA ROBINSON, COMMISSIONERS ALLEN, RAYNOR, AND BEASLEY  COMMISSIONER JOHN RAYNOR  NOES (0)  IX. PUBLIC FORUM  Mayor Walter Weeks opened the Public Forum. No one being present Mayor Walter  Weeks closed the Public Forum. X.CLOSED SESSION  Mayor Walter Weeks asked for ai motion to go into closed session at 7:55 pm. MOTION BY: MAYOR PRO-TEM DR. LINDA ROBINSON; SECOND BY: APPROVED, AYES (4) MAYOR PRO-TEM DR. LINDA ROBINSON, COMMISSIONERS ALLEN, RAYNOR, AND BEASLEY  COMMISSIONER JOHN RAYNOR  NOES (0) XI. Adjourn  The Board returned from closed session at 8:05 pm. Mayor Weeks asked for a motion to  recess the meeting for Monday, May 19 at 6:00 p.m. Resolved to recess the board meeting for May 19,2014.  MOTION BY: MAYOR PRO-TEM DR. LINDA ROBINSON; SECOND BY: APPROVED, AYES (4) MAYOR PRO-TEM DR. LINDA ROBINSON, COMMISSIONERS ALLEN, RAYNOR, AND BEASLEY  COMMISSIONERJOHN RAYNOR  NOES (0)  CLs  Cortney Kerns, Town Clerk/Finance Officer h