Mayor Walter Weeks Town Manager Kenneth C. Cole Town Attorney Alton Bain  OF  Commissioners J.C. Allen Jerry Beasley Allen! Mosby Don Pleasant Dr. Lindal Robinson  1905  The Town of Coats, North Carolina Regular Meeting of the Board of Commissioners  April 11, 2013- 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 B. Approval of Attorney Bill Review of Financial Statement III. Manager & Committee Reports A. Department Updates IV. Old Business V. New Business  A. Consider Revising Seal Bid Date of Surplus Town Hall  A. Consider Proclamation Declaring April 14-20th 2013 the Week of the B. Consider Awarding Financial Audit Services Proposal Consider Accepting Resignation of Planning Board Member  Young Child  VI. Public Forum VII. Closed Session  (Please limit comments to 3 minutes in order to allow others to speak)  Conduct a closed session pursuant to:  N.C.G.S. 143.318.11, (a)(3) - Consult with Attorney, Town of Coats N.C.G.S. 143.318.11, (a)(3)- Consult with Attorney, Town of Coats VS. N.C.G.S. 18381100-Appowat of Closed Session Minutes  VS. Ballentine, Strickland and McGill  Pope  VIII. Adjourn  Post Office Box 675 e Coats, North Carolina 27521 (910)897-5183 voice e (910)897-2662 fax    Mayor Walter Weeks Townl Manager Kenneth C. Cole Town Attorney Alton! Bain  OF  Commissioners JCA Allen Jerry! Beasley Allen! Mosby Don Pleasant Dr. Lindal Robinson  1905  The Town of Coats, North Carolina  Item Abstract: Consent Agenda Meeting Date: April 111,2013  Item No. II-A, B,C X  Information Action Item Consent Agenda  DEPARTMENT: Administration  CONTACTI PERSON: Kenny Cole, Town Manager REQUEST: Review Consent Agenda  SUMMARY: Attached you will find the following:  Minutes Attorney Bill  March 2013 Financial Statement Comments to Financial Statement:  REVENUES  10-3612-8900 Recraton-Miseelameous $25. .NSF 10-3839-8000 Miscellaneous Income $91 Notary Fees  EXPENSES  BUDGET: IMPACT: None  ATTACHMENTS: Minutes, Attorney Bill, Financial Statement  PUBLIC HEARING: NA PRIOR BOARD ACTION: None  RECOMMENDATION: Review and approve the Consent Agenda  Post Office Box 675 e Coats, North Carolina 27521 (910)897-5183 voice e (910)897-2662 fax    TOWN OF COATS Board of Commissioners Work Session Retreat March 2, 2013 8:00 am OFFICIAL MINUTES  IA ABSTRACT:  A special called Work Session/Retreat was held on March 2, 2013 at Central Harnett Hospital Boardroom located at 215 Brightwater Drive, Lillington, NC.  II. ROLL CALL:  Mayor Walter Weeks, Mayor Pro-Tem Dr. Linda Robinson, Commissioner Jerry Beasley, Commissioner Allen Mosby, Commissioner J( C Allen and Commissioner Don Town Manager Kenny Cole, Public Works Director Gary Denton, Police ChiefJeremy Hall, Librarian Rebecca DallaMura and Recreation Director Mike Collins were in  Pleasant were in attendance.  attendance.  I. CALL TOORDER:  Aq quorum being present, Mayor Weeks called the meeting to order at 8:00 am. Mayor Walter Weeks delivered the invocation and led those in attendance in the Pledge  of Allegiance.  IV. OPEN WORK SESSION:  Town Manager Kenny Cole opened the work session with a review of the items on the  agenda.  A. 2013-2014 Budget Discussion  Town Manager Kenny Cole shared the process of the methodology through which tax funds are administered and the allocation of those funds. Mr. Cole reviewed the Fiscal Year 2013-2014 Budget Calendar (Attachment #1) and covered details ofrequest from each department. Mr. Cole asked the Board to confirm ift these dates work with their  schedules.  A-1. Items of Consideration: 2013-14 budget.  Town Manager Kenny Cole presented the Board with items of Consideration for the  1    a. Unemployment Cost  Mr. Cole explained the changes ini the amount ofunemployment cost ini the next Budget year. A reformed bill will require the municipalities to make a 1% deposit  into ai reserve account for taxable wages. b.I Liability and Workers Comp Claims  Mr. Cole explained that above the premium, the Town has to pay the deductibles on claims. Mr. Cole suggested that we budget above premium amounts. Mr. Cole shared concerns with the rising health insurance premiums and the concerns of the possibility to request another Agent of Record to help service the The Board agreed to allow Town Manager. Kenny Cole to look into another. Agent  C. Rising Health Insurance Premium  account for the Town. ofRecord.  d. Schedule ofDebt Payments  Mr. Cole presented the Board with a debt payment schedule which reflected debt expiring in 2012-2013 budget and the schedule for remaining debt (Reference  #2).  f. Change in Revenues  Mr. Cole informed the Board of changes in Revenues pertaining to the loss of Internet Sweepstakes in the amount ofs $7,500 and the lost of $4,000 for franchising of Charter Cable. Mr. Cole stated that the Charter Cable franchising may be included in other State tax payments, however he has had limited information to how this will be distributed to the Town or ifthe Town will lose Mayor Weeks suggested to speak with David. Lewis concerning the Franchise. Mr. Cole. shared the tax base to do the purchase oft the new Town Hall and the tax base upon selling the present Town Hall netting a increase of $2,500 which would involve two (2) separate budget years. Discussion concerning the school property tax value increasing. Discussion concerning the new vehicle property tax amount being paid when you purchase your new license through the State.  this entire revenue.  g.Cola (Cost ofLiving Adjustment)  Mr. Cole shared with the Board the Cost ofLiving Adjustment figures for 1,2,3,  and 4 percent which would increase the payroll cost.  Mr. Cole presented the Board with the balances for the Central Depository account and also cash account including CD's(Reference #3 3, #4).  2    A-2 Departmental Discussions with the Board:  Town Manager Kenny Cole opened discussion from each department head.  a. Recreation Department- - Mike Collins  Mr. Collins shared with the Board how the Recreation Department has grown and his feelings that this has influenced a stronger community in Coats. Mr. Collins shared how the Town of Coats recreation department has more teams and activity than some of our surrounding towns. Mr. Collins asked the Board to continue to support the programs with additional funds in the following areas of! part-time help, programs and officials. Mr. Collins asked the Board to increase his department by $15,000 to ensure the funds needed to continue with the present activity. Mr. Collins shared how he is getting donations and support from parents  to improve the park. b. Librarian Rebecca DallaMura  Ms. DallaMura shared with the Board the appreciation from the residents that the Town kept the Library opened. Ms. DallaMura informed the Board of areas that adjustments are needed for, janitorial supplies, replacement oft the air conditioning unit and increase in the hours opened. Ms. DallaMura expressed concerns with  the Library being closed on Friday afternoon and Saturdays.  .Police Department - ChiefHall  ChiefHall addressed the Board with needs for the upcoming budget and concerns pertaining to the operation oft the police department. ChiefHall requested support with staff raises, vehicle maintenance, fleet maintenance, continued service to the public, purchase of one vehicle cost of$ $31,500, funds to update information technology and as school officer for Coats Elementary. ChiefHall expressed that the department doesn'tl have any fat to cut and in exchange for a staff raise would mean eliminating a position he would operate with no salary increase. ChiefHall and the Board discussed the concerns of applying for a grant to assist with the purchase ofa vehicle and the Town purchasing a vehicle. ChiefHall expressed the age ofthe lap tops and it being six to eight years since the computers have been replaced. ChiefHall explained the importance of a school officer which would assist with the park and recreation and ask ift the Board would support him Mayor Weeks commented that it was ok to applyfor grants, however, ifitisa match that the school system should meet the match and not the Town. Other  in applying for federal and state grants.  Commissioners agreed with the Mayor. d. Public Works - Gary Denton  Mr. Denton requested for the 2013-2014 budget for one added person and pay raises. Mr. Denton express needs to address safety issues with the streets, concerns with trees that need to be cut down, drainage, safe and clean water. Mr. Denton commented that Mr. Colel had included some ofthe department capital  request withl his CIP.  3    RESOLVED, to take 10 minute break. COMMISSIONER ALLEN MOSBY.  MOTION BY: MAYOR PRO-TEM DR. LINDA ROBINSON: SECOND BY APPROVED, AYES (5), MAYOR: PRO-TEM DR. LINDA ROBINSON, COMMISSIONERS MOSBY, ALLEN, PLEASANT AND BEASLEY.  NOES (0)  Mayor Weeks called meeting back to order at 10 am. B. Commissioner Budget Goals/Priorities:  (Reference #5)  Goals you would like for the Town to accomplish for the 2013-14 Fiscal Year: Mayor Weeks presented to the Board the list of goals that the Commissioners would like tos see accomplished in the 2013-2014 fiscal year. Mayor Weeks asked each Commissioner to rank their top five goals which resulted in the list below oft the four top  priorities:  1. Sell current Town Hall  2. New Town Hall open and fully operational 3. Reduce dependence on reserves for the operating budget 4. Consolidate Town Facilities to downtown area  Commissioner Allen Mosby requested information concerning the expense of moving the Library to the new facility due to ai new air conditioning unit needed at the present Library building. Discussion concerning the possibilities of moving the Library and what requirements would the USDA continue to control. Mayor Weeks requested to found out ifthere were any problems with moving the walls where all the partitions are presently and also ifUSDA would have issues concerning this. The Board agreed that information concerning the Library moving is one of the goals that they are interested in working on. Town Manager Kenny Cole informed the Board that he felt that the April Board meeting will be in the new building. Mr. Cole stated that the chair lift has been the biggest hold back. Mr. Cole confirmed with Mayor Weeks that the number two goal should be in  place by the end of April.  Mayor Weeks expressed his concerns oft the use of reserves being budgeted for one time Commissioner Jerry Beasley stated that if we continue to watch the funds as we have in  expenses and not for salaries.  the past several years the Town will be ok.  4    Mayor Pro-Tem Dr. Linda Robinson commented on the recreation department and what Mr. Collins has accomplished and stated that she felt that the Board should grant his Commissioner Beasley agreed that the Board should give support to Recreation Mayor Weeks commented on the working cooperation from all departments supporting one another. Mayor Weeks agreed that the Board needs to give some extra means of support to the recreation department. Mayor Weeks discussed raising fees for the participation to help assist with the demands. Mayor Weeks suggested a five dollar Board requested the information pertaining to the number of participants within a year Mayor Weeks suggested budgeting some funds to help provide management techniques to department heads and providing a small payi increase for key personnel. Mayor Weeks and the Board agreed to authorize Town Manager to sell items that are in the building oft the new property that won't be used to be place on GovDeals.  request. Department.  increase.  involved with the recreation department.  Your vision oft the Town in five years:  Mayor Weeks presented the Board with nine items that the Board has a vision for the Town in the next five years. Mayor Weeks asked that the Board identify the items that  the Board has any control over.  1. Be able to complete the Five Year Capital Improvement Plan 2. Have al balanced budget (without using reserves) 3. Current Town Hall in use for new purpose 4. Long term - focus attention on Downtown Buildings  RESOLVED, to authorize Town Manager to put together goals and visions in the order MOTION BY: MAYOR PRO-TEM DR. LINDA ROBINSON: SECOND BY APPROVED, AYES (5), MAYOR PRO-TEM DR. LINDA ROBINSON, COMMISSIONERS MOSBY, ALLEN, PLEASANT AND BEASLEY.  set by the Board.  COMMISSIONER DON PLEASANT.  NOES (0)  C.Review ofthe Capital Improvement Program:  (Reference #6)  5    Town Manager Kenny Cole presented his 2013-2014 CIP recommendations for the needs ofthe Town. Mr. Cole informed the Board the only added item from last years CIP isa sidewalk from the school to the main street which he stated would be 100% funded with The Board discussed the use of the Durango which was purchased to use as needed fora back up and rough weather or other situations. Town Manager stated that the Durango was being used as a patrol vehicle. The Board suggested placing the Durango back as a reserve. Town Manager requested that the Board consider one vehicle for the police Commissioner Jerry Beasley stated that if we decide to buy a police car that the Town should purchase the vehicle and not continue to geti in debt. Commissioner Allen Mosby Discussion concerning the sidewalk to school becoming a safety concern with the amount oftraffic. Commissioner Jerry Beasley stated that this was not a priority for the Town.  DOT.  department.  agreed.  The Board felt this wasn't an issue for the Town. D.I Discussion of Street Lighting along NC27 and 55:  Town Manager Kenny Cole informed the Board that the Town has three hundred street lights of all different types. Mr. Cole informed the Board the Town has a list of all street lights and where they are located. After working with Progress Energy, Mr. Cole suggested that the Town go withl High Pressure Sodium lights which would give a more  consistent lighting.  RESOLVED, to move toward replacing lighting as needed with High Pressure Sodium MOTION BY: MAYOR PRO-TEM DR. LINDA ROBINSON: SECOND BY APPROVED, AYES (5), MAYOR PRO-TEM DR.I LINDA ROBINSON, COMMISSIONERS MOSBY, ALLEN, PLEASANT AND BEASLEY.  lighting.  COMMISSIONER JERRY BEASLEY.  NOES (0)  E.I Listing ofTown Hall Property:  Town Manager Kenny Cole presented the Board with two options for selling the present  Town Hall.  1. Sealed Bids 2. Public Auction  The Board discussed both options and agreed to option one, Sealed Bids. The Board agreed for a 60 day process for advertising and for seal bids opening.  RESOLVED, to advertise selling ofTown Hall property by sealed bids within 60 days.  6    MOTION BY: MAYOR PRO-TEM: DR. LINDA ROBINSON: SECOND BY The Board asked the Town Manager to advertise as efficiently as possible in all areas. APPROVED, AYES (5), MAYOR PRO-TEM DR. LINDA ROBINSON, COMMISSIONERS MOSBY, ALLEN, PLEASANT AND BEASLEY.  COMMISSIONER ALLEN: MOSBY.  NOES (0) F.Adjourn:  RESOLVED, to adjourn meeting. COMMISSIONER ALLEN MOSBY.  MOTION BY: MAYOR PRO-TEM DR. LINDA ROBINSON: SECOND BY APPROVED, AYES (5), MAYOR PRO-TEM DR. LINDA ROBINSON, COMMISSIONERS MOSBY, ALLEN, PLEASANT AND BEASLEY.  NOES (0)  Mayor Weeks called meeting adjourned at 11:58 am.  Respectfully Submitted,  Karen Wooten, Town Clerk  Walter Weeks, Mayor  7    TOWN OF COATS Board of Commissioners March 14, 2013 7:00 pm  OFFICIAL MINUTES.  LA ABSTRACT:  AI regular scheduled meeting oft the Board of Commissioners was held on March 14, 2013 in the Board of Commissioners' Meeting Room at Coats Town Hall.  I. ROLLCALL:  Mayor Walter Weeks, Mayor Pro-Tem Dr. Linda Robinson, Commissioner Jerry Beasley  and CommissionerJC/ Allen were in attendance. Attorney Alton Bain was present. II. CALLTOORDER:  A quorum being present, Mayor Weeks called the meeting to order at 7:00 pm. Commissioner. Jerry Beasley delivered the invocation and Mayor Weeks led those in  attendance in the Pledge of Allegiance. IV. APPROVAL OF AGENDA:  Mayor Weeks asked to add to Agenda under New Business item E.-Shop Local RESOLVED, to approve Agenda adding item E-Shop Local under New Business. MOTION BY: MAYOR PRO-TEM DR. LINDA ROBINSON: SECOND BY APPROVED, AYES (3), MAYOR PRO-TEM DR. LINDA ROBINSON,  COMMISSIONER JERRY BEASLEY. COMMISSIONERS ALLEN AND BEASLEY.  NOES (0)    V.A APPROVAL OF CONSENT AGENDA:  Commissioner Jerry Beasley requested that it go on record the concerns of line items on the Financial Statement that are in the red. Commissioner Beasley suggested that the Town Manager talk with the department managers concerning these line items. Mayor Weeks suggested that the expenditures be review after the third quarter to see if any budget amendments are: needed to bel brought to the Board's attention during next  months meeting.  RESOLVED, to accept consent agenda. COMMISSIONER JERRY BEASLEY.  MOTION! BY: MAYOR PRO-TEM DR. LINDA ROBINSON: SECOND BY APPROVED, AYES (3), MAYOR PRO-TEM DR. LINDA ROBINSON,  COMMISSIONERS ALLEN AND BEASLEY.  NOES (0)  VI. MANAGERS UPDATE: Department Updates:  Town Manager Kenny Cole updated the Board that April sth to be the estimated date for final completion on new Town Hall project. The date change is due to the added renovations with the additional grant from USDA. Mr. Cole confirmed that the plans are to have. April's Board meeting in the new building. Mr. Cole informed the Board oft the Parade of] Businesses to be held May 16",4-7pm at the Coats Fire Station. Public Works Director Gary Denton introduced new staff employee Jamie Fisher to the Board. Mr. Denton commented that the department is continuing to pick up debris Recreation Director Mike Collins informed the Board that there are 21 teams for the baseball and softball schedule, which will begin playing in April and will: run through the middle ofJ June. Mr. Collins shared information about the program that Coats recreation will be participating in with the Health Department called "Rethink your Drink". Harnett County Health Department will be visiting 3 times during the summer games with this  around Town.  program.  Librarian Rebecca DallaMura was present for questions from the Board and there was  none.  2    Police ChiefJeremy Hall presented the Board with the stats from February 10-March Commissioner. Jerry Beasley question Town Manager Kenny Cole ift the electrical boxes on Main Street were temporary. Mr. Cole stated yes and Pat Godwin from Coats Chamber stated that she had inquired about them and they will be removed next week.  13, 2013 (Reference #1).  VII. OLD BUSINESS:  A. Consider Resolution and Bidding Requirements to Surplus Town Hall by Sealed Town Manager Kenny Cole presented to the Board a Resolution and Bidding Requirements to dispose oft the existing Town Hall by sealed bid procedure. Attorney Alton Bain requested that the following changes be made to the Resolution. 1. Open date be changed to April 17,2013 to allow 30 day notice.  Bids.  RESOLVED, to accept Resolution to dispose of Town Hall Property with April 17,2013 MOTION BY: MAYOR PRO-TEM DR. LINDA ROBINSON: SECOND BY Commissioner Jerry Beasley expressed the importance of good advertisement for the sell APPROVED, AYES (3), MAYOR PRO-TEM DR. LINDA ROBINSON,  date correction for sealed bids to be opened. COMMISSIONER JERRY BEASLEY.  ofthe property.  COMMISSIONERS ALLEN AND BEASLEY.  NOES (0)  (Reference # R-2013-02) Requirements.  Attorney Bain requested that the following changes be made to the Bidding  1. Correct spelling oft the sale to sell. 2. Change bid deposit date to April 17,2013  3. Change under Closing to read as: The successful bidder will be furnished a Quitclaim to the property. The date oft the closing shall be on or before May 17,2013. Attorney Bain also suggested the wording that the purchaser must be current on all taxes owed to the Town to be included on the Bidding Requirements.  The Board all agreed.  RESOLVED, to authorize Town Manager to make the changes to the Bidding  Requirements for the current Town Hall property.  3    MOTION BY: MAYOR PRO-TEM DR. LINDA ROBINSON: SECOND BY APPROVED, AYES (3), MAYOR PRO-TEM DR. LINDA ROBINSON,  COMMISSIONER JERRY BEASLEY.  COMMISSIONERS ALLEN AND BEASLEY.  NOES (0) (Reference: #2)  B. Consider Budget Amendment to Town Hall Project:  Town Manager Kenny Cole presented the Board with al budget amendment for Town Hall Project for the additional $15,200 in grant funds (Reference #3). RESOLVED, to accept Budget Amendment for Town Hall Project.  MOTION BY: MAYOR PRO-TEM DR. LINDA ROBINSON: SECOND BY APPROVED, AYES (3), MAYOR PRO-TEM DR. LINDA ROBINSON,  COMMISSIONER JERRY BEASLEY. COMMISSIONERS ALLEN AND BEASLEY.  NOES (0)  VII. NEW BUSINESS:  A. Consider Resolution Honoring Eagle Scout Nathan West Mooney. RESOLVED, to accept. Resolution Honoring Eagle Scout Nathan West Mooney. MOTION BY: MAYOR PRO-TEM DR. LINDA ROBINSON: SECOND BY APPROVED, AYES (3), MAYOR. PRO-TEM DR. LINDA ROBINSON,  COMMISSIONER JERRY BEASLEY.  COMMISSIONERS ALLEN AND BEASLEY.  NOES (0) 2013-03)  Mayor Weeks read and presented Resolution tol Nathan West Mooney (Resolution # R-  B. Consider Proclamation Declaring March 10-16. 2013 Girl Scout Week RESOLVED, to accept Proclamation Declaring March 10-16, 2013 Girl Scout Week. MOTION BY: MAYOR PRO-TEM DR. LINDA ROBINSON: SECOND BY APPROVED, AYES (3), MAYOR PRO-TEM DR. LINDA ROBINSON,  COMMISSIONER JCA ALLEN.  COMMISSIONERS ALLEN AND BEASLEY.  NOES (0)  4    Mayor Weeks read Proclamation and presented it to the Girl Scouts that were present.  (Reference#4) C. Litter Sweep Week.  Town Manager Kenny Cole informed the Board that North Carolina Department of Transportation is sponsoring a 2013 Spring "Litter Sweep" which is scheduled the last two weeks in April and September. Mr. Cole asked the Board to approve the Proclamation and support the 2013 Spring' "Litter Sweep".( (Reference # 5) RESOLVED, to accept Proclamation in support of the 2013 Spring "Litter Sweep". MOTION BY: MAYOR PRO-TEM DR. LINDA ROBINSON: SECOND BY APPROVED, AYES (3), MAYOR PRO-TEM DR. LINDA ROBINSON,  COMMISSIONERJCALLEN.  COMMISSIONERS ALLEN AND BEASLEY.  NOES (0)  D. Consider Proclamation Declaring March 11-17.2013 MS Awareness Week. Mr. Cole asked the Board to consider March 11-17,2013 as MS Awareness Week and explained the affects oft the disease on more than 2.1 million people worldwide. RESOLVED, to accept Proclamation Declaring March 11-17, 2013 MS Awareness MOTION BY: MAYOR PRO-TEM DR. LINDA ROBINSON: SECOND BY APPROVED, AYES (3), MAYOR PRO-TEM DR. LINDA ROBINSON,  (Reference #6) Week.  COMMISSIONERJC. ALLEN.  COMMISSIONERS ALLEN AND BEASLEY.  NOES (0) E. ShopLocal:  Coats Area Chamber Director Pat Godwin informed the Board of the "Shop Local First Initiative". Mrs. Godwin shared that all the Harnett County Chambers have agreed to combine efforts to promote this initiative. Mrs. Godwin shared that the goal is tol help consumers understand the impact ofbuying locally and what it means for the business owner, the local economy and the county in terms of sales taxes. Mrs. Godwin also  shared a copy ofa postcard mailing for requesting membership.  IX. PUBLIC FORUM: Mayor Weeks opened Public Forum.  Billy J. Coats, 82: N. Zeb Street, Coats addressed the Board concerning the current Town Hall property and that he would be bidding on the building. (Reference #7)  5    Hearing no other, Mayor Weeks closed Public Forum.  Mayor Weeks asked ifnotice would be required concerning change ofl location for our regular Board Meetings. Mayor Weeks suggested that notice be posted on door and in the local newspaper to ensure the residents would get this information. Mayor Weeks stated prior to adjournment ofthe meeting that it is the intent tol have the April Board  meeting at 21 E. Main Street, Coats, N.C.  X. ADJOURN:  RESOLVED, to adjourn meeting. COMMISSIONER JCA ALLEN.  MOTION BY: MAYOR PRO-TEM DR. LINDA ROBINSON: SECOND BY APPROVED, AYES (3), MAYOR PRO-TEM DR. LINDA ROBINSON,  COMMISSIONERS ALLEN. AND BEASLEY.  NOES (0)  Mayor Weeks called meeting adjourned at' 7:50 pm  Respectfully Submitted,  Karen Wooten, Town Clerk  Walter Weeks, Mayor  6    April3,2013  The Town of Coats Post Office Box 675 Coats, North Carolina 27521 Attn: Town Clerk  Re: Statement of Services Rendered by Alton D. Bain- - March 1,2013 through! March 31, 2013 03-13-2013 Study e-mail from Ann Smith regarding Pope V. Coats; Study 03-14-2013 Study statutes regarding sale of real property; Telephone call to  .5 1.5  Agenda for Board Meeting  Town Manager; Telephone call with Clerk regarding revisions to  documents; Attend Town Board Meeting.  2 hrs. @ $125.00 per hour  $ 250.00  TOTAL FOR TOWN OF COATS:  $250.00  Alton D.  ofC Coats  AR                :  :XX :        : XTX :  -        D lD 0 e a o  8888888 00 00 00    10 10 10 10 19 0 - 0 10 D 388888888 d0 888 00 00  10  88888 8888        88 8888 8888  888  D0    : :  0 0 8888 00  4f  &    io 10 13 DD 0 88888    8888 00  888888888 088 00 00    11 -  8888    o D 0 0  lD  3888888888 8888    of  -  - D 1D  888888888    88888    lD 10 0  88888 008    : :  88888        -  o 0 D D 0 o lo lD  - 60 000 of - 00 8888888888 8888    : :  10 1D  3888888    8888    Mayor Walter Weeks Town Manager Kenneth C. Cole Town Attorney Alton Bain  OF  Commissioners JCA Allen Jerry Beasley Allen! Mosby Don Pleasant Dr. Lindal Robinson  1905  The Town of Coats, North Carolina  Item Abstract: OfTown Hall Meeting Date: April 11, 2013  Item No. IV-A  Consider Revising Sealed Bid Date  Information X_ Action Item Consent. Agenda  DEPARTMENT: Administration  CONTACT PERSON: Kenny Cole, Town Manager REQUEST: Extend Town Hall Seal Bid date.  SUMMARY: Our previous Sealed Bid opening for' Town Hall was. April 17, 2013. Due to my schedule. I was unable to place the advertisement in the Newspaper until March 25, 2013. Bys statute we: must advertise ai minimum of30 days prior to thel bid Attached you will find the amendment to the Resolution and Bidding requirements  opening.  amending the bid date to April 25, 2013. BUDGET IMPACT: None  ATTACHMENTS: Resolution and Bidding Requirements  PUBLIC HEARING: NA  PRIOR BOARD ACTION: Approved Resolution and Bidding Requirements  RECOMMENDATION: Revise bid date as presented.  Post Office Box 675 e Coats, North Carolina 27521 (910)897-5183 voice e (910)897-2662: fax    Mayor Walter Weeks Town Manager Kenneth C. Cole Town Attorney Alton) Bain  OF CON  Commissioners J.C. Allen Jerry Beasley Allen! Mosby Don Pleasant Dr. Lindal Robinson  1905  BIDDING REQUIREMENTS  Sale of certain real property know as: Coats Town. Hall, 237North McKinley Street, Building +/- 6,900s square feet, 1.01. Acres, Parcel. Identification. Number 0690-74-3799.000)  GENERAL INFORMATION  The Town of Coats is requesting bids to sell the afore-mentioned property on April25, 2013 at 3:00 pm at the Coats Town Hall, 237 North McKinley Street, Coats N.C. This will be a cash sale  and no owner financing is offered by the Town of Coats.  BID DEPOSIT:  Each bidder must deposit a cashier's check in the amount of Five percent(5%) of the base bid amount/Payable to the Town of Coats) to be submitted with the attached Bidder Information Form attached as Exhibit "A", and, which deposit will be returned to all unsuccessful bidders. The deposit of the successful bidder will be retained by the Town of Coats and applied at closing to the purchase price. If the sale is not consummated by the successful bidder, the  deposit shall be retained by the Town of Coats as liquidated damages.  BIDDER REQUIREMENTS:  All bidders must be at least eighteen (18) years of age. If the bidder is represented by another individual or an individual acting on behalf of an entity, including a partnership, corporation, limited liability company, or estate, proofofa authority to sign on behalf oft the principal must be provided priori to the sale. Successful bidder must be current on all taxes owed to the Town, All bidders must complete Bidder Information Sheet attached as Exhibit "A" and submit it to the Town with the bid deposit no later than 3:00 pm on April 25, 2013 at which time bids will be  opened and publicly read aloud.    REALTORS SERICES: property. CLOSING:  All bidders shall have the option to engage the services ofa farealtor to assist with the sale ofs said  The successful bidder willl be furnished a Quitclaim Deed toi the property. The date oft the  closing shall be on or before May 17, 2013.  PROPERTY CONDITION:  The Town will convey the property "ASIS-WHERE IS". Any inspection oft the property by buyer may be performed during regular business hours, and such inspection may noti interfere with the Town'snormal use of the property. Bidders should contact the Town Manager's office to  schedule inspections. POSSESSION:  The Town of Coats will retain possession of the property until the successful closing oft the property sale. No improvements or alterations oft the property shall be made by the successful  bidder until the successful closing ofi the property.    EXHIBIT A  BIDDER INFORMATION  Sale of certain real property know as  BIDDER'S NAME: IfE Bidderi is an entity, Agent for bidder: ADDRESS: TELEPHONE NUMBER: EMAILADDRESS: BIDI DEPOSIT: BID AMOUNT: $.  CASHIER'S CHECK (5% OF BASE BID AMOUNT)  Dollars and  Cents  The bid deposit is required to be submitted with the bid.  I, the above-named bidder, or agent for bidder, wish to submit al bid for the above-referenced and ar receipt for my bid deposit. lfurtheracknowledge that the bid deposit will be retained by the Town of Coats iflam the winning bidder and willl be returned to me shouldIn not be the winning  property on. bidder.  lacknowledge thatlh havel been given the Bidder's Packet  Signature Date    Mayor Walter Weeks Town Manager Kenneth C. Cole Town Attorney Alton! Bain  Commissioners J.C. Allen Jerry Beasley Allen) Mosby Donl Pleasant Dr.) Lindal Robinson  BR  1905  Resolution Authorizing the Advertisement for Sealed Bids  for the Sale of] Property  WHEREAS, the Board of Commissioners oft the' Town of Coats desires to dispose of  certain surplus property of the' Town;  NOW,THEREFORE, BE IT RESOLVED by the Board of Commissioners that: 1. The following described property: is hereby declared to be surplus to the needs Coats Town. Hall, 237North. McKinley Street, 1.01 Acres, Building +/- 6,900 square. feet, Parcel. Identification Number 0690-74-3799.000) 2. The' Town Manager is authorized and directed toi receive on behalf oft the Board of Commissioners sealed bids for the purchase ofthe property  oft the Town ofCoats.  described above.  3. Sealed bids may be submitted to the' Town Clerk's Office and to be opened on 4. The' Town of Coats Clerk shall cause ai notice oft this resolution to be 5. The Board of Commissioners reserves the right to reject any or all bids.  April 25, 2013, at 3:00 pm at Coats Town Hall. published in accordance with G.S. 160A-268.  Adopted this 11 day of April, 2013.  Walter Weeks, Mayor  ATTEST:  Karen F. Wooten, Town Clerk  Post Office Box 675 e Coats, North Carolina 27521 (910)897-5183 voice e (910)897-2662 fax    Mayor Walter Weeks Town! Manager Kenneth C. Cole Town Attorney Altonl Bain  Commissioners JC Allen Jerry Beasley Allen Mosby Don) Pleasant Dr. Lindal Robinson  GR &  1905  The Town of Coats, North Carolina  Item Abstract:  Item No. V-A  Consider Proclamation Declaring April 14-20th 2013 as the Week of the Young Child  Meeting Date: April 11,2013  Information Action Item Consent. Agenda  X_  DEPARTMENT: Administration  CONTACT PERSON: Kenny Cole, Town Manager  REQUEST: Review Proclamation  SUMMARY: The Harnett County Partnership for Children (HCPC) is a 501(c)(3) non-profit, public/private organization designed to provide programs and services for young children ages birth to five and their families in Harnett County. Harnett County Partnership for Children and other local organizations, in conjunction with the National Association for the Education ofYoung Children (NAEYC), are The Week oft the Young ChildTM is an annual celebration sponsored by the National Association for the Education ofYoung Children (NAEYC). Thej purpose oft the Week ofthe Young ChildTM is to focus public attention on thei needs of young children and their families and to recognize the early childhood programs and services that meet those needs. The 2013 Week oft the Young ChildTM is April 14-  celebrating the Week ofthe Young Child.  20th and the theme is Early Years Are Learning Years.  BUDGET IMPACT: None ATTACHMENTS: Proclamation PUBLIC HEARING: NA PRIOR BOARD ACTION: None  RECOMMENDATION: Review and approve. Proclamation as presented.  Post Office Box 675 e Coats, North Carolina 27521 (910)897-5183 voice e (910) )897-2662 fax    PROCLAMATION ofthe TOWN OF COATS Ins Support of the Week oft the Young Child, April 14-20th,2013  0% Cuts 1905  Whereas, the Harnett County Partnership for Children and other local organizations, in conjunction with the National Association for the Education of Young Children (NAEYC), are Whereas, these organizations are working toi improve early learning opportunities, which are crucial to the growth and development of young children, andi to building better futures for Whereas, all young children and their families across the country deserve access to high-quality Whereas, in recognizing and supporting the people, programs and policies that are committed NOW" THEREFORE, IWalter Weeks, by virtue oft the authority vested in me as Mayor oft the Town of Coats, do hereby proclaim. April 14-20th, 2013 as The Week of the Young Child in the Town of Coats NC and encourage all citizens to work to make a good investment in early  celebrating the Week oft the Young Child, April 14-20th,2013; and  everyone in Coats, NCa and early education and care; and  tol high-quality early childhood education as the right choice for kids;  childhood.  Duly adopted this 11 day of April, 2013.  Karen Wooten, Town Clerk  Walter Weeks, Mayor    Mayor Walter Weeks Town Manager Kenneth C. Cole Town. Attorney Alton! Bain  OF CO  Commissioners JC Allen Jerry Beasley Allen! Mosby Donl Pleasant Dr. Lindal Robinson  1905  The Town of Coats, North Carolina  Item Abstract: Proposal Meeting Date: April 11,2013  Item No. V-B  Consider Awarding Financial Audit Services  Information Action Item Consent Agenda  X  DEPARTMENT: Administration  CONTACT PERSON: Kenny Cole, Town Manager REQUEST: Review Request for Audit Services  SUMMARY: The' Town Council invited qualified independent auditors having sufficient governmental accounting and auditing experience in performing an audit: in accordance with the specifications outlined in the Request For Proposal (RFP) to  submit aj proposal for the Town of Coats Auditing Services.  The: following proposals were: received:  FIRM  OOUTE $9,500 $7,800  1. Thompson, Price, Scott, Adams & Company $12,000  2. May & Place, PA 3. Petway, Mills & Pearson, PA BUDGET IMPACT: None  ATTACHMENTS: None. RFQ's can be viewed at Town Hall.  PUBLIC HEARING: NA  PRIOR BOARD ACTION: Authorized Request for Proposals for Auditing RECOMMENDATION: Approve Petway, Mills and Pearson to perform annual  Services  audit services based on the firm's s qualifications.  Post Office Box 675 e Coats, North Carolina 27521 (910)897-5183 voice e (910)897-2662 fax    Mayor Walter Weeks Town Manager Kenneth C. Cole Town Attorney Alton Bain  OFC COT  Commissioners JCAllen Jerry Beasley Allen! Mosby Don! Pleasant Dr. Lindal Robinson  1905  The Town of Coats, North Carolina  Item Abstract: Consider Resignation of Planning Board Member Meeting Date: April 11,2013  Item No. V-C  Information X_ Action Item Consent Agenda  DEPARTMENT: Administration  CONTACT PERSON: Kenny Cole, Town Manager REQUEST: Review Letter of] Resignation  SUMMARY: Attached you will find the resignation letter from Matt Cannady from  the Planning Board.  BUDGET IMPACT: None ATTACHMENTS: Resignation Letter PUBLIC HEARING: NA PRIOR BOARD ACTION: None  RECOMMENDATION: Accept resignation as presented.  Post Office Box 675 e Coats, North Carolina 27521 (910)897-5183 voice e (910)897-2662 fax    Spl2, 20/3  Mi Kenl CCle TomMengg Cats  MAh negek Shasbt  Coals Plu   siow,  -  Aa   19  Ccng Bs a hy tad  Yhufoan ayhi    E  g  bodmemkny,  -    faela  dhu 5 Pp  3A55  & Gs  CalSAC2252