TOWN OF GARLAND REGULAR MEETING OF THE BOARD OF COMMISSIONERS TUESDAY, SEPTEMBER 6, 2022 6:30 PM  The Regular Meeting of the Board of Commissioners of the Town of Garland was held at the Garland Town Hall in Garland, N.C. on Tuesday, September 6, 2022, at 6:30 pm. The following members of the Board of Commissioners were present:  Carolyn R. Melvin, Mayor Pro Tem JoA. Strickland Barbara A Peterson Ralph Smith, Jr.  Also, present: Mayor Austin Brown and Town Clerk Pamela Cashwell. There were three citizens  ina attendance. Commissioner Andy Johnson was absent from the meeting.  CALL TO ORDER  Mayor Austin Brown called the meeting to order at 6:30 pm and welcomed everyone in attendance. Town Clerk, Pamela Cashwell, was present recording notes for the minutes.  PLEDGE OF ALLEGIENCE INVOCATION continued. QUORUM  Mayor Austin Brown led the attendees in the recitation of the pledge.  Mayor Brown asked for a volunteer to provide the invocation. No one volunteered sO the meeting Mayor Austin Brown and Clerk Pamela Cashwell established there was a quorum present. Mayor Brown requested board members review the agenda for approval. Commissioner Strickland requested to add under Parks & Recreation #2. Update of the CDBG-NR Grant. Mayor Pro Tem Melvin made a motion to approve the agenda with said changes, seconded by Mrs. Gertrude Carter was recognized by Mayor Brown to address board members. Mrs. Carter resides at 3309 Norris Road, Garland N.C. 28441. She voiced concerns with the condition of the roads at the Garland Cemetery. She stated when dirt is added to cover the holes, it causes a muddy mess when iti rains causing cars to slide. She mentioned various roads within the cemetery that have large holes in them. She requested and pleaded with the town to do something about this situation. Multiple board members addressed this concern and discussed various options to improve roads at both cemeteries. The Cemetery committee was asked to contact a vendor who already does work for the town and meet with him at both cemeteries and obtain a quote to repair  APPROVAL OF AGENDA  Commissioner Smith, and carried unanimously. (See attached).  PUBLIC COMMENTS  the roads.  1    COMMISSIONER REPORTS  FINANCE  Credit Card Purchases- Clerk Pamela Cashwell provided a statement of and reviewed all the BVA & A.P. Check Listing- Clerk Cashwell reviewed the BVA reports with board members focusing on the percentage of expenditures to date for each department. Clerk Cashwell encouraged the Parks and Recreation Committee to start planning the projects they would like to accomplish in this fiscal year. She reviewed each grant BVA, and questions arose as tot the status and administration of each grant. Commissioner Strickland asked, "how do we light a fire under them?" Mayor Brown stated we already have. Commissioner Strickland replied no we have not, and Commissioner Smith stated hel has to agree with. Jo on this, stating hei feels they are fireproof. Commissioner Strickland voiced she felt like the administrators are working on larger projects and we are getting the shaft. A heated exchange ensued followed by a discussion of frustrations with a lack of communication between board members and the grant administrators. Mayor Brown read a text message he received from Mr. Mike Barnette regarding updates to the CDBG-NR Grant. Mr. Barnette's text indicated he was obtaining pricing for the lights and fencing, and the amendment and environmental documents should be completed in the next 30 days. This would be around the end of September. Mayor Brown stated he told Mr. Barnette we would like to use Terry Long since he gave the cheapest price. The A.P. Check Listing Report was provided and 2022 Annual Audit Update- Clerk Cashwell informed board members the audit team has started the 2022 audit having spent a week in the office. She reported additional information has been submitted as requested by the audit team. She noted the town audit would be completed and Steel Grate removed from former PD Evidence Closet- Commissioner Peterson stated she had this on the agenda last month, but the board did not vote on it. She stated Mr. Carberry was interested in the steel grate that was removed from the former Police department closet. Old Air Conditioning Unit in the Board Room- Commissioner Peterson stated she was interested Commissioner Smith stated he did not have a personal issue with either request, but he does not believe this can be done legally with a board vote. He stated he feels the items would have tot first be voted on as surplus items and then sold like the previous items were sold. Mayor Brown also noted if the board was to decide to surplus the air conditioning unit, it would cost to have it removed. Commissioner Peterson stated she did not realize this, and she withdrew the requests. Updates- Mayor Pro Tem Melvin stated the only update she has is her concern that the ditches that were cleaned around the park complex need ongoing maintenance to prevent them from getting back like they were. Commissioner Strickland noted she had contacted a vendor about using a tractor like sprayer to spray the ditches and she is awaiting a follow-up response. She stated she would follow-up ont this and let board members know what she finds out about spraying Update oft the CDBG-NR Grant- Mayor Brown updated board members earlier in the meeting and reiterated the environmental report for the park improvements should be completed by the end of  credit card purchases for the month. (See attached).  reviewed for the month of August 2022. (See attached). submitted to the LGC prior to the end of October.  BULDNGS/ÇEMEIERY  inp purchasing the wall unit air conditioner in the boardroom.  PARASRECREATION  the ditches.  this month according to the grant administrators.  STREETS  Updates- Mayor Brown stated he was not aware if the street sign replacements have been scheduled or not. Commissioner Strickland discussed the issue of debris being left curbside on  2    private properties for months. She noted she was able to discuss this with two property owners since the last meeting, one cleaned up the property as requested and the other one is working on cleaning up their property as it will take some time based on the way the tenant left the property. Commissioner Smith and other board members agreed that when a property contains debris from remodeling, construction, site cleaning or clearing, that this is not items that will be picked up during spring and fall clean ups. Several properties were discussed as having large amounts of debris on the property currently noting it has been there for months. They also agreed that policies and ordinances needed to have more "teeth" in order to enforce property owners to not leave large amounts of debris curbside for the town to remove. Commissioner Strickland stated she would work on a policy and ordinances so the town can better enforce these issues.  PUBLIC WORKS-WATERISEWER/GARBAGE  Schedule Fall Clean-Up- Board members discussed options for Fall Clean-Up. This pick-up will include leaf and limbs as well as other acceptable debris. Commissioner Smith made a motion to schedule the Fall Clean-Up for the week of October 10th -14"h, seconded by Commissioner Peterson and carried unanimously. A mass mailing will be sent out prior to the scheduled dates. Commissioner Strickland requested to add a letter concerning large amounts of debris being left curbside to inform citizens of their responsibilities to remove such debris in a timely manner. Mayor Brown said he found out about 3:00 pm today that an incident happened involving one of the town trucks and he asked if anyone else was aware of this incident. He stated we received a letter today from Geico insurance stating our vehicle was involved in an accident. Commissioner Smith stated he did know about that incident. He stated the truck was hit while the employee was inside the business and the truck sustained minor damage. The incident was witnessed but no one got the name or phone number of the witness. Officers were able to locate the individual that hit the vehicle. Mayor Brown requested the insurance company be contacted as requested to provide them with the requested information. Commissioner Smith stated he will take care oft this. Updates- Commissioner Strickland reported things are going pretty good with our police coverage stating they have really done a good job with slowing down traffic and she is pleased with the ways things are going. She said her only complaint is we seem to have some citizens who think itis beneficial to the town to post all over Facebook when the deputies are int town. Commissioner Peterson asked, how are you going to stop that? Commissioner Strickland replied well, you can't stop them, other than saying something to them when you see them. She explained we are spending everybody's tax dollars to try and make this place safer and if you are going to turn around and tell somebody, then when you get hit by a drunk driver or your family gets hit by a drunk driver, iti is what iti is. She said she thinks it is in poor taste when someone does that as we are trying to help our citizens and improve our town and we got people undermining us at every turn. Commissioner Peterson replied, you're damned if you do and damned if you don't. Commissioner Strickland spoke about an incidence at a local business that took deputies over thirty minutes to respond. She stated our county is over thirteen deputies short and until they can get things worked out with the county and the budget, we're out there flapping, hoping that nothing else happens to where you can protect yourself. Commissioner Smith stated the Sheriff does have a petition he's floating around and if anyone would like to sign it, they can sign it. Mayor Brown encouraged everyone to go tot the meeting Monday night and voice your concerns toy your County Commissioner and Commissioners as to demanding your police protection. Mayor Brown also noted we did get the floral arrangement for Deputy Emanuel, and she was very appreciative  SAFETY  ofit. OLD BUSINESS  There was no old business to discuss.  3    NEWI BUSINESS  Purchase of Generator for Well #4 using ARPA Funds- Mayor Brown stated the quotes received for a generator for Well #4 was in their packets and if the board was interested in purchasing a generator using ARPA Funding, they needed to include this in the project plans for the funding. Mayor Brown stated he received an updated generator estimate via email about an hour ago and the costs would be around $75,752.00 installed, wired and on a pad. Mayor Brown read the specifications of the generator on the quote. Commissioner Strickland inquired if the quote received for the rail replacements on the Gray Avenue Lift Station could be paid for with ARPA Funding. Mayor Brown stated we don't have time to wait for approval, we have to get those two pumps installed. He suggested reaching out to Envirolink to get a quote to install the new pumps. He asked Clerk Cashwell where was the quote to replace the railing at the lift station. She noted she had emailed the quote to him and all the board members when it was received. Clerk Cashwell informed board members that former ORC Neil Carroll had suggested asking Pearson Pumps to install the new pumps once they completed the installation of the new railings. Commissioner Smith stated this is not on the agenda can we move oni it. After further discussion, Commissioner Smith made a motion to approve up to $10,000.00 to complete the new railings and install the new pumps at the Gray Avenue Lift Station, seconded by Commissioner Peterson and carried unanimously. Mayor Brown stated he would contact Samantha tonight and see when she can meet with them sO plans can move forward with the purchase of the generator as there will be a lead time from ordering it and it being available. Mayor Brown stated they might want to think of other projects besides the $75,000.00 for the generator to use the ARPA Funding on. SRP-W-ARP-0237 Letter of Intent to Fund with Milestone Requirements- Clerk Cashwell stated this grant was awarded from the application that was submitted by McDavid Associates. Clerk Cashwell stated next steps would be to procure grant administrative and engineering services by requesting an RFP for administrative services and a RFQ for engineering services. Clerk Cashwell tried to clear up some questions board members had regarding this grant. Board members stated they were under the impression that McDavid Associates would handle these funds and they would work with a state engineer for the other funds. Commissioner Smith said well, they come up with the money, sO it is nothing but right to give them the first shot at coming up with a plan for this. Mayor Brown said that is what he thought they had already said, and the board was going to work with William Brisson and the state engineer on the 2.7 million. Both Commissioner Strickland and Smith stated that is what they thought as well. Mayor Brown stated we have a deadline of December 19, sO we got to figure out something for an engineering report submittal. The timeline of milestones have been provided to board members in the packets. Commissioner Strickland stated sO we should contact the state and see if they can provide us someone. Mayor Brown stated this is for the lagoon restoration not the money from William Brisson. Commissioner Strickland stated it is going to take it all. Mayor Brown stated he is not sure we can mix them like that. Mayor Brown stated the 2.7 million from William Brisson's office isnot tied to any kind of requirements is what we were told, that is money that would be sent to the Town of Garland for the purpose of the sewer lagoon. He continued, this is the 2.8 for the grant that we applied for, and McDavid did it on our behalf. He asked where do we need to go from here as far as with this, because don't they need to approve McDavid. He stated he couldn't recall how we did it last time. Clerk Cashwell explained the procurement process again of developing a RFP for administrative services and al RFQ for engineering services and submitting them to a list of prospective bidders in an effort to try and obtain three of each, then a selection committee would evaluate the proposals and qualifications using an established evaluation system and award the bids based on the evaluation process. The Selection committee would then make a recommendation to the board for approval of awarding the bids. Clerk Cashwell recommended obtaining assistance for next steps from the Mid-Carolina COG staff as part of the Management Grant Specialist Grant. Mayor Brown asked Clerk Cashwell to work with the COG  staff on getting the next steps started for this grant process.  4    ARPA Funding Under S.L. 2022 Request for Funding- Clerk Cashwell explained this is the 2.7- million-dollar ARPA funding that the town received for waterwastewater improvements that Representative Brisson notified us that we would receive from the N.C. General Assembly in the State Budget. Clerk Cashwell noted Ms. Trupti Desai P. E. emailed Mayor Brown about completing and submitting the Request for Funding request sO they can prepare the Letter of Intent to Fund. Copies of this request were included in board packets. (See attached). Clerk Cashwell recommended board members contact staff from the Mid-Carolina COG to assist with this request. She suggested board members meet with the Mid-Carolina COG staff to discuss their plans for this funding as they will need the board's input for the Request for Funding form. Mayor Brown stated he was told there wouldn't be any requirements for this funding. After further discussion, Mayor Brown asked Clerk Cashwell to contact Mrs. Samantha Wullenwaber and get two to three dates she is available to meet with the board and email them to board members to decide which dates they are available. Mayor Brown asked board members to reply to the email Employee Leave Requests- Mayor Brown stated we have two, you have one for Pam requesting tol leave at 12:30 pm on September 23 and to be gone until September 30". Randrell Boone has requested sick leave for today, sO the one we need to approve is Pam's. Commissioner Smith clarified the dates and Mayor Brown said she is requesting 44 hours of annual leave. Commissioner Smith said one more thing, I'm good with this, but one more thing, did we decide what we were going to do about Neil? He asked do we need to go into executive session. Mayor Brown replied he had not heard anything else about it, he has not said anything else about it. Commissioner Smith asked do we need to leave that hanging just like it is or. Mayor Brown replied, it's upt to y'all. Commissioner Smith stated he had made a motion that we did not pay him, and it never got a second. He saidI am willing to make one that we do pay him, that's up to y'all. Mayor Brown said his only concern is the verification of the hours. Commissioner Peterson said if he can verify the hours. Mayor Brown said that's my only concern, but that's upi to y'all, you can vote for it. Commissioner Smith said, "I don't see no way to verify it'. Mayor Brown stated then you don't pay it. Commissioner Smith said sO just leave it where it's at. Mayor Brown said that's what we pay an attorney for, Imean ain't nobody in the state that's going to allow you, if he takes us to court with that document he presented us, its not going to go anywhere. He continued; he isg going to spend more on fighting us on it than he would. Commissioner Smith said it wouldn'tgo nowhere. Mayor Brown said again that's up to y'all. Commissioner Smith said he couldn't see where it could be verified to start with. Mayor Brown said when he was asked to put it on his timecard, we would normally pay him for anything over and he didn't. Commissioner Smith stated he was still confused as to why he wasn't punching a timeclock. Commissioner Peterson asked did we ever get it resolved about the gentleman who called about his 401k. Commissioner Smith replied yes, he drew his money out. Mayor Brown said we need to make sure; we need to approve this request or whatever you want to do. Commissioner Smith said you're talking about, andl Mayor Brown replied, Pam's request, we need to get back to it, sO we need a motion to approve it. Commissioner Peterson made ar motion to approve Pam's leave request, seconded by Mayor Pro  regarding the available dates.  Tem Melvin and carried unanimously. MINUTES APPROVAL Regular Meeting - June 7,2022 Regular Meeting - July 5, 2022 Reconvened Meeting = July 19, 2022 Regular Meeting & Public Hearing - August 2, 2022 Closed Session Meeting - August 2, 2022  Commissioner Smith made a motion to approve all the minutes above as submitted, seconded  by Commissioner Peterson, and carried unanimously. (See attached).  5    CALENDAR OF EVENTS/ANNOUNOUNCEMENIS/CONDOLENCES  Condolences: The Town of Garland sends our sincerest condolences to all of those who have  recently lost loved ones. ADJOURNMENT  The next regular Board meeting will be held on October 4th at 6:30 pm. Peterson, and carried unanimously. Meeting adjourned at 7:46 pm.  Mayor Pro Tem Melvin made a motion to adjourn the meeting, seconded by Commissioner  Pamela Cashwul Pamela Cashwell, Town Clerk/Finance Officer  Board Approved: Austin Btown, Mayor Fbo  6