TOWN OF COATS Board of Commissioners December 13, 2012 7:00 pm  OFFICIALMINUTES  LA ABSTRACT:  A regular scheduled meeting oft the Board of Commissioners was held on December13, 2012 ini the Board of Commissioners' Meeting Room at Coats Town Hall.  I. ROLL CALL:  Mayor Walter Weeks, Commissioner Jerry Beasley, Commissioner Don Pleasant and Mayor Pro-Tem Dr. Linda Robinson and Commissioner Allen Mosby was absent.  Commissioner. JC C. Allen were in attendance.  II. CALLTO ORDER:  A quorum being present, Mayor Weeks called the meeting to order at 7:00 pm. Commissioner Don Pleasant delivered the invocation and Mayor Weeks led those in  attendance ini the Pledge of Allegiance. Attorney Stacy Weaver was present. IV.A APPROVAL OF AGENDA:  Mayor Weeks requested additions tol be added to the agenda.  1. Under New Business add Item D - Central Harnett Campus Hospital Discussion. 2. Add Item VII. Closed Session after Public Forum to conduct a closed session N.C.G.S. 143.318.11,(a (3) Consult with. Attorney, Town of Coats VS Pope N.C.G.S. 143.318.11, (a)(1) Approval of Closed Session Minutes N.C.G.S. 143.318.11, (a)(1) To discuss matters relating to the location or expansion of  pursuant to:  industries or other businesses.  1    RESOLVED, to accept agenda with the added items under New Business and Closed MOTION BY: COMMISSIONER DONE PLEASANT: SECOND BY APPROVED, AYES (3), COMMISSIONERS PLEASANT, ALLEN. AND  Session after Public Forum.  COMMISSIONER JERRY BEASLEY.  BEASLEY. NOES( (0)  V.A APPROVAL OF CONSENT AGENDA: RESOLVED, to accept consent agenda. COMMISSIONER DON PLEASANT.  MOTION BY: COMMISSIONER JERRY BEASLEY: SECOND BY APPROVED, AYES (3), COMMISSIONERS PLEASANT, ALLENAND  BEASLEY. NOES (0)  Mayor asked to move to Item B. under New Business.  VI. NEW BUSINESS:  B. Consider Proclamations honoring 13U Girls Soccer Team and 10U Boys Soccer RESOLVED, to accept proclamations honoring Coats Boys 10U Boys/Girl and Coats MOTION BY: COMMISSIONERJERRY BEASLEY: SECOND BY APPROVED, AYES (3), COMMISSIONERS PLEASANT, ALLEN AND  Team.  Girls 13U soccer teams.  COMMISSIONERJCALLEN.  BEASLEY. NOES (0)  Mayor Weeks read the Proclamations for both Coats 10U Boys/Girl and 13U Girls Soccer Teams and with the assistance oft the Board, copies of the Proclamations were  given to all players and coaches (Reference #1 and #2).  2    VI. MANAGERS UPDATE: Department Updates:  Town Manager Kenny Cole informed the Board ofi important dates, Ron's Barn lunch December 17, 12-1:30. Appointments to Committees/Boards will be included in January 2013 agenda. Coats will bel hosting the Harnett Regional Meeting at Ron's Barn on Police ChiefJeremy Hall gave monthly stats from the Police Department for November 8,1012- - December 13, 2012 (Reference #3). ChiefHall commented on the success of There was discussion concerning the. streets being dark at the Christmas parade and the Public Works Director Gary Denton informed the Board the truck that is used for picking up leaves and debris has been repaired and it has put the department around 3 weeks Librarian Rebecca DallaMura informed the Board of the new: software that illustrates the total circulation for the Harnett County Library System and each location in the County. She shared that she was pleased with the circulation for the Town at 6.4%. Recreation Director Mike Collins informed the Board oft the success oft the Basketball season that is underway with 161 teams and will include Saturday and Sunday activity. Mr. Collins updated the Board ofthe Winter Campbell Baseball Camp and the opportunity for the Town's children to be involved this year. Mr. Collins commented on the baby sitting course and they will be offering swimming activities and lessons after  January 28, 2013 at 6:30 pm.  the Christmas Parade and the activities after the parade. Board asked that this be addressed. next year.  behind, but the staffi is working to get caught up.  February 23, 2013.  Mayor Weeks asked to move to Item A. under New Business:  VIII. NEW BUSINESS:  A. Presentation oft the 2011-2012 Audit Report.  Phyllis Pearson with Petway Mills & Pearson, PA, presented to the Board the 2011-2012 annual audit review (Reference # 4). Ms. Pearson commented on needs of concern being as supply inventory and completed personnel payroll files. Ms. Pearson confirmed with Mayor Weeks that a review oft these concerns from the Board would be an excellent idea, Mayor Weeks asked. Ms. Pearson ifshe felt that the Town was on the right direction of getting our records andj financials in the right order. Ms. Pearson confirmed that was  correct.  3    RESOLVED, to accept and approve 2011-2012. Annual Audit. MOTION. BY: COMMISSIONER JERRY BEASLEY: SECOND BY APPROVED, AYES (3), COMMISSIONERS PLEASANT, ALLEN. AND  COMMISSIONER DON PLEASANT.  BEASLEY. NOES (0)  Mayor Weeks asked the Commissioners to consider volunteering to review the personnel files to assure that they are in order and also to review the supply inventory that was suggested by the auditor. This will be addressed during January 2013 meeting.  IX. OLD BUSINESS:  A. Consider Zoning Amendment to include Video Gaming. Planning Board/Vice Chairman Max Mathews was unable to attend. Town Manager Kenny Cole presented the Board with aj proposed amendment to the Zoning Ordinances to allow Video Gaming within the Town of Coats jurisdiction. Corrections requested by the Board during thel November g, 2012 meeting were addressed during the Planning Board meeting on December 64h,2012. All items that  were addressed and changed were:  Item A. Correction oft time being 9:00 am until 11:00 pm and to define primary  and accessory use.  Item F. To clarify primary and accessory use.  Add Item I. Include statement concerning violations and loss of Privilege Grandfather Statement. - Review statement ifi needed tol be included in  License. amendment. (Reference#5)  RESOLVED, to approve amending the Town of Coats Ordinances to include Video MOTION BY: COMMISSIONER JERRY BEASLEY: SECOND BY APPROVED, AYES (3), COMMISSIONERS PLEASANT, ALLEN AND  Gaming and schedule a public hearing for January 10, 2013.  COMMISSIONER. JCALLEN.  BEASLEY. NOES (0)  4    B. Consider Contract Award for Town Hall Renovations.  Town Manager Kenny Cole requested the Board to consider approval ofl Memorandum of Negotiations for Town Hall Renovations. The original base bid plus the alternates was $78,958 and the negotiated is $58,614. Mr. Cole informed the Board that the Memorandum ofNegotiations has been executed by the Town and the Contractor and has  been forwarded for approval by USDA.  RESOLVED, to approve the low bid, Talon Construction with a negotiated contract MOTION, BY: COMMISSIONER JERRYBEASLEY: SECOND BY APPROVED, AYES (3), COMMISSIONERS PLEASANT, ALLEN AND  amount of $58,616.  COMMISSIONER DON PLEASANT.  BEASLEY. NOES (0)  X. NEWBUSINESS:  C. Consider contract Extension with Waste Industries for Recycling.  Town Manager Kenny Cole presented the Board with a 18 months contract extension with Waste Industries which will expire on June 30, 2014. Mr. Cole informed the Board that Waste Industries are requesting a 3% increase which would cost the Town around $600 dollars. Mr. Cole requested the Board to accept this agreement and keep the current rate ofs3.29moleustomer: until. June 30, 2013 which will then be reflected in our 2013-  14 Fiscal Year Budget (Reference #7).  RESOLVED, to approve the contract extension as presented. MOTION BY: COMMISSIONIONERJERRY BEASLEY: SECOND BY  COMMISIONERICALIEN.  Commissioner Jerry Beasley questioned the cost oft trash cans that are left at vacant houses and non paying residents in the Town. Public Works Director Gary Denton informed the Board that wel had recently had an audit on our trash cans and that we are now being billed for 1019 cans each month. The Board suggested that at vacant houses  and non paying residents for Public Works to pick up those cans.  APPROVED, AYES (3), COMMISSIONERS PLEASANT, ALLENA AND  BEASLEY. NOES (0)  5    D. Central Hamett Campus Hospital Discussion:  Mayor Weeks asked if anyone would like to comment on the' Tour at Central Harnett Commissioner. JC Allen stated that it was impressive and that it will be an asset to the Mayor Weeks commented on the excellent job that Mike Jones had accomplished keeping the project within budget. Mayor Weeks also shared the support that the Town Town Manager Kenny Cole commented ont the equipment and details given to this new  Campus Hospital. surrounding area.  of Coats is given from Ken Bryan and Mike Jones.  facility.  XI. PUBLICI FORUM: Mayor Weeks opened Public Forum.  Hearing none. Mayor Weeks closed Public Forum.  XII. CLOSED SESSION;  RESOLVED, to conduct closed session pursuant to: N.C.G.S.1 143.318.11,()(3) N.C.G.S. 143.318.11, (a)(1). Approval of Closed Session Minutes N.C.G.S. 143.318.11, (a)(1) To discuss matters relating to the location or expansion of  Consult with Attorney, Town of Coats VS. Pope  industries or other businesses.  MOTION BY: COMMISSIONER DON PLEASANT: SECOND BY APPROVED, AYES (3), COMMISIOMEBSPIEASANT, ALLEN AND  COMMISSIONERJCALLEN.  BEASLEY. NOES (0)  Returned to open meeting at 8:43.  6    XIII. ADJOURN:  RESOLVED, to adjourn meeting. COMMISSIONERJCALLEN.  MOTION BY: COMMISSIONER JERRY BEASLEY: SECOND BY  APPROVED, AYES (3), COMMISSIONERS PLEASANT, ALLEN AND BEASLEY.  NOES (0)  Mayor Weeks called meeting adjourned at 8:45 pm.  Respectfully Submitted, Karen Sa  Nof Wooten, Town Clerk  E / - WalterWeeks, Mayor  7  : :  -