TOWN OF COATS Board of Commissioners Work Session Retreat March 2, 2013 8:00 am OFFICIAL MINUTES  - :  LA ABSTRACT:  As special called Work Session/Retreat was held on March 2, 2013 at Central Harnett Hospital Boardroom located at 215 Brightwater Drive, Lillington, NC.  I. ROLL CALL:  Mayor Walter Weeks, Mayor Pro-Tem Dr. Linda Robinson, Commissioner Jerry Beasley, Commissioner Allen Mosby, CommissionerJC/ 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.  II. CALLTO ORDER:  A 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  ofA Allegiance.  IV. OPEN WORK SESSION:  Town Manager Kenny Cole opened the work session with ai review of the items on the  agenda.  A. 2013-2014 Budget Discussion  Town Manager Kenny Cole shared the process oft the methodology through which tax funds are administered and the allocation oft those funds. Mr. Cole reviewed the Fiscal Year 2013-2014 Budget Calendar (Attachment #1) and covered details of request from each department. Mr. Cole asked the Board to confirm if 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 in the amount of unemployment cost in the next Budget year. Areformed bill will require the municipalities to make a 1% deposit  into ai reserve account for taxable wages. b. 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 oft 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).  fChange in Revenues  Mr. Cole informed the Board of changes inl Revenues pertaining to the loss of Internet Sweepstakes in the amount of$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 ori if the Town will lose Mayor Weeks suggested to speak with. David. Lewis concerning the Franchise. Mr. Cole shared the tax base to do the purchase of 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 howl 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.  Ç. 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 staffr raises, vehicle maintenance, fleet maintenance, continued service to the public, purchase of one vehicle cost of$31,500, funds to update information technology and a school officer for Coats Elementary. ChiefHall expressed that the department doesn't 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 ofapplying for a grant to assist with the purchase ofa vehicle and the Town purchasing a vehicle. ChiefHall expressed the age oft the lapi tops and it being six to eight years since the computers have been replaced. ChiefHall explained the importance ofa 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. Cole had included some oft the department capital  request with! 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 to 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 ofr 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 iftl there 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 oft 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 of 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  request. Department.  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 pay increase for key personnel. Mayor Weeks and the Board agreed to authorize Town Manager to sell items that are in the building of the new property that won't be used to be place on GovDeals.  increase.  involved with the recreation department.  Your vision of 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 a 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 toj 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 oft the Capital Improvement Program:  (Reference #6)  5    Town Manager Kenny Cole presented his 2013-2014 CIP recommendations for the needs oft the 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 oft 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 aj police car that the Town should purchase the vehicle and not continue to get 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 ofall street lights and where they are located. After working with Progress Energy, Mr. Cole suggested that the Town go with 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. 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, hai Woot Karen Wooten, Town Clerk  WalterWèeks, Mayor  7