TOWN OF COATS Board of Commissioners November 19, 2012 5:30 p.m.  OFFICIAL MINUTES  I.A ABSTRACT:  Ar recessed meeting from November 8, 2012 oft the Board ofCommissioners was held on November 19, 2012 in the Board ofCommissioners' Meeting Room at Coats Town Hall.  II. ROLL CALL:  Mayor Walter Weeks, Commissioner Jerry Beasley, Commissioner Don Pleasant, Commissioner. JC C. Allen and Commissioner Allen Mosby were in attendance.  Mayor Pro-Tem Dr. Linda Robinson was absent.  III. CALLT TO ORDER:  A quorum being present, Mayor Weeks called the meeting back to order at 5:30 p.m.  Mayor Walter Weeks delivered the invocation. Tyrus Clayton with C.T. Clayton Engineering was present.  IV. NEW BUSINESS:  Town Manager Kenny Cole updated the Board with the trash schedule change for the week ofThanksgiving. Regular trash will be picked up on Saturday and recycle trash on the regular scheduled Friday. Mr. Cole confirmed the Christmas Parade on December 6"h  and will have vehicles available for the Board. A. Town Hall Bid Tabulations:  Town Manager Kenny Cole updated the Board with the results of the bids that were opened on November 15, 2012 at 10:00 am for the Town Hall Project. WECC, Inc. came in at $132,501 and the lower bidder was Talon Construction Company at $75,385. Mr. Cole presented the Board with detailed East Main Street Town Hall Improvements Bid breakdown (Reference #1) from Talon Construction Inc. The improvement breakdown Commissioner Beasley questioned if ADA upgrades would have to be done in the buildings that will not be in use in the next one (1) to two (2)y years. Mayor Weeks and  included ADA upgrades and renovation items totaling $55,043.    Mr. Cole stated that the loan with USDA is based on all the buildings being upgraded to Mr. Cole presented the alternate expenditures totaling $20,342 (included in Reference #1). Mr. Cole informed the Board that the last two (2) items, A-3 in the amount of $10,888 and A-4 in the amount ofs $5,200 were added after the base bid by USDA. Mr. Cole presented the Board with an adjusted project to have the construction done and keep within budget. The following items were suggested by Mr. Cole to eliminate. Items 10,13,17,A-1,A-2 were suggested items to eliminate which total $11,655. Commissioner Beasley questioned the cost ofitem 22 which is to: Construct New Wall. Provide New Metal Door with Frame. Install Ventilation Grilles and Finish Paint. Commissioner Beasley questioned ifthere wasn't another room that could be used to for Mayor Weeks and the Board discussed ifanother room in one of the buildings could be used for the evidence room. The Board, Town Manager Kenny Cole and Tyrus Clayton discussed moving the Police Department downstairs and using the upstairs for storage due to empty office space available in one oft the buildings. Tyrus Clayton suggested that we look into what the options are after speaking with the Chiefand the contractor. Questions concerning the requirements for an evidence room such as size and windows were discussed. Mr. Clayton stated the need for the larger door is for items that may require this space. Mayor Weeks asked ift the evidence room had to be located within the Police Department. Mayor Weeks suggested that this be reviewed between the Engineer, Commissioner Beasley questioned ift the motion is approved to negotiate with the contractor, ifit is going to take another year to get in the building. Commissioner Beasley expressed his frustration with the 18 months to purchase the building and now almost 5 months later and the continuation of negotiations still going on, He stated that if! he had known that USDA would have been like this he doesn't know that he would have voted to go with them. Commissioner Beasley stated that this situation with moving into the Other comments from the Board was expressed concerning being questions about when we are going to be ini the new Town Hall and not being able to give any explanation. Mayor Weeks and the Board expressed to Tyrus Clayton and Town Manager to get us Tyrus Clayton informed the Board that he had expressed to the bidders the need for this tol be aj priority and the need to move quickly on the project. Mr. Clayton confirmed to the Board that upon a negotiated price with Talon Construction Company which should be able to be completed by the end oft next week, approval from USDA and approval from the Board that a forty-five (45) day turn around time would be what we should expect due to the requirements of the bid being in that time frame. Mr. Clayton confirmed to the Board that sometime around the first of the year to move into the  ADA compliance prior to occupying the any of the buildings.  the Police Department evidence room.  Town Manager and the Chief.  new building is an embarrassment to the Board,  into the new building.  building would be reasonable.  2    RESOLVED, to accept the certified bid tabulation of Iow bidder Talon Construction Inc. recommended by CT Clayton Engineers and enter into a Memorandum ofNegotiations to  reduce bid to keep within the project budget. COMMISSIONER JERRY BEASLEY  MOTION BY: COMMISSIONER ALLEN MOSBY: SECOND BY  The Board questioned Tyrus Clayton concerning Talon Construction Inc. Mr. Clayton informed the Board that this company has been in business for several years, they have all licenses as required and have worked with other businesses which have contracted with Talon Construction Company. Mr. Clayton confirmed that he has no knowledge of APPROVED, AYES (4), COMMISSIONERS MOSBY,P PLEASANT, ALLEN AND  any complaints nor lawsuits against Talon Construction Company.  BEASLEY. NOES (0)  Commissioner Mosby questioned the cost of moving. Town Manager Kenny Cole stated Mayor Weeks asked not to wait until the renovations are complete and then have to contract with movers. Mayor Weeks suggested to take care oft this now.  that he was pricing companies to assist in the move.  V.A ADJOURN:  RESOLVED, to adjourn meeting. COMMISSIONER DON PLEASANT.  MOTION BY: COMMISSIONER ALLEN MOSBY: SECOND BY  APPROVED, AYES (4), COMMISSIONERS MOSBY, PLEASANT, ALLEN AND  BEASLEY. NOES (0)  Mayor Weeks called meeting adjourned at 6:05 pm.  Respectfully Submitted,  AAa Karen Wooten,  Clerk  Walter WeekMayor 6    3