TOWN OF GARLAND IUESDAY,OCTOBER 4, 2022 6:30 PM  REGULAR MEETING OF THE BOARD OF COMMISSIONERS  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, October 4, 2022, at 6:30 pm. The following members of the Board of Commissioners were present:  Mayor Pro Tem Carolyn R. Melvin Commissioner Jo. A. Strickland Commissioner Barbara A. Peterson Commissioner Ralph Smith, Jr. Commissioner Andy Johnson  Also present: Mayor Austin Brown, Town Clerk Pamela Cashwell, Samantha Wullenwaber, Mayor Austin Brown called the meeting to order at 6:30 pm and welcomed everyone in attendance. Town Clerk, Pamela Cashwell, was present and recorded notes for the minutes.  Director of Local Government Services = Mid-Carolina Regional Council  CALL TO ORDER  PLEDGE OF ALLEGIANCE INVOCATION QUORUM  Mayor Austin Brown led everyone in the pledge of allegiance.  Town Clerk Cashwell offered the invocation.  Mayor Austin Brown and Clerk Pamela Cashwell established there was a quorum present. Mayor Brown requested' board members review the agenda for approval. It was requested that  APPROVAL OF AGENDA  the following items be added tot the agenda.  Finance: addition of formal acceptance of Deputy Town Clerk Resignation and Parks & Recreation: addition of a pole down at the park complex Public Works: addition of discussion oft temporary employee Safety: addition of single-wide behind Commissioner Johnson's house Streets: additions of cold patching, signs, equipment usage and dragging streets  addition of Emergency Plan  Mayor Pro Tem Melvin made a motion to adopt the agenda with amendments as shown above,  seconded by Commissioner Johnson, and carried unanimously. No one was present to speak under Public Comments.  PUBLIC COMMENTS  Page 1  October 4, 2022 Minutes    BOARDTRAINING PRESENTATION  Ms. Samantha Wullenwaber who is with the Mid-Carolina Regional Council was present. She provided an overview oft the types of training and services available. It was stated that commissioners had attended the required ethics training following their election. Included in the training was oath requirements, types of governments, open meeting laws, rules and procedures, agendas, motions, different types of official documents, types of public hearings, items to be adopted on an annual basis, advisory boards, record retention, public records, Code There was good discussion regarding items to be heard in open session and those to be heard in closed session. There was discussion regarding Public Record Requests. Clerk Cashwell stated all public record requests were sent to the Town Attorney to be completed. There was Ms. Wullenwaber again reminded the board about the services Mid-Carolina would be able to offer to the town. The board offered their thanks and appreciation to Ms. Wullenwaber.  of Ordinances, and financial responsibilities.  also discussion regarding public hearings.  COMMISSIONER REPORTS credit card purchases for the month.  FINANCE  Credit Card Purchases: Clerk Pamela Cashwell provided a statement of and reviewed all the BVA &A A.P. Check Listing: Clerk Cashwell provided details about the listing and stated expenses were at about 25% and this was right on track as projected. She stated the water/sewer was a bit higher as payments for the full year were completed. Deputy Clerk Resignation: It was agreed this item would be discussed during Closed Session. Emergency Plan: There was brief discussion regarding emergency plan regarding closures. A suggestion was made to follow county closures. Another suggestion was made to make decisions based on each individual circumstance. It was agreed moving forward the board would make these decisions. It was suggested a policy be created in the future. Discussion continued and it was agreed that moving forward, staff can contact the mayor who in turn would contact commissioners with his opinion/suggestion for needed closure and commissioners would vote. Commissioner Strickland made a motion to adopt procedure regarding emergency plan as stated, Commissioner Smith seconded, and carried unanimously.  BULDNGSCEMEIERY  Commissioner Peterson stated there were no new updates. She stated she had reached out to Mr. Dudley regarding previous request about roads in the cemetery and as of today she had not heard back. She indicated she would attempt to contact him again. There was discussion regarding a roof proposal which was $24,000. Commissioner Strickland stated she had contacted vendors to get additional quotes. There was discussion regarding using ARPA funds. There were questions regarding exactly what ARPAI funds could be used for. Ms. Wullenwaber stated those funds could be used for any general government services/government operations. There was discussion regarding the purchase of a generator from these funds as well. This generator would be located at the well pump site. Ms. Wullenwaber stated it was important to ensure the correct funds are being used. There was concern about waiting on the roof repair. Ms. Wullenwaber stated they could use general funds and then reimburse those funds from the  ARPA funds.  Page 2  October 4, 2022 Minutes    PARKS AND RECREATION  Ditch  Mayor Pro Tem Melvin stated the ditch needs to be cut and then sprayed. She stated she did not have an estimate to cut and spray the area. The estimate for just the spray would be $400 for labor but there would be an additional cost for the chemicals. There was discussion regarding the fence and area behind the shelters at the smallest field that is heavily weeded and Fix Pump at Bathrooms & Concession Stand: It was stated the cost for repair would come from Light Pole Down at Park Complex: It was stated this repair would also be paid from the Water  needs to be cleaned up. the Water Sewer budget. Sewer budget. STREETS  Cold Patch: Commissioner Johnson asked for additional direction regarding the cold patch on West Center Street. There was brief discussion if the state would complete and/or pay for the repair. It was stated that contact be made with the NCDOT for additional direction. Signs: This is a project that will take a bit of time. Commissioner Johnson stated some of the poles that are leaning over are very difficult to remove. It was stated that Randy is able to use Equipment Usage: There was discussion regarding who could use the tractor with the box blade equipment. It was stated it could be used by any commissioner as long as it was being used for Dragging Streets: There was lengthy discussion regarding numerous sections of streets that Temporary Employee: Itwas stated this item would be discussed during Closed Session. Single Wide: Commissioner Strickland stated the Grady Moore mobile home needs to go and that it is in terrible shape. There was discussion about the procedure required which included sending a certified letter. It was stated the letter needed to be sent tot the owner. There was concern about the metal hanging off and this is a safety issue. It was stated that the attorney should be contacted for additional advice. There was brief discussion about the cost and  the required equipment. town business.  need repair. The process for requesting work orders was discussed.  PUBLIC WORKS-V WATER/SEWER/GARBAGE  SAFETY  possible placement of al lien. OLD BUSINESS  Purchase of Generator #4 using ARPA Funds: It was stated Ms. Wullenwaber would assist with SRP-W-ARP-0237 Letter of Intent to Fund with Milestone Requirements: Clerk Cashwell stated al letter of intent had been received. There were questions if there would be a need for RFP and administrative procedures. Ms. Wullenwaber stated there would be an interiocal agreement the town would enter into with Mid-Carolina for them to handle. There was discussion whether the mayor had authority to enter into contracts. Clerk Cashwell stated she felt it was best for a ARPA Funding Under S.L. 2022-74 Request for Funding: Commissioner Smith made a motion to authorize the mayor to enter into an Interlocal Agreement with Mid-Carolina, Commissioner Hot Water Tank Repair Town Hall: An update was provided on the hot water tank repair at Town Hall, and it was recommended by Commissioner Strickland that it be replaced. It was requested that a quote be obtained. Commissioner Strickland stated she would get quotes.  coordination of this. There was discussion about the use of funds.  motion to be made to enter into interlocal agreement. Strickland seconded the motion, and carried unanimously.  Page 3  October 4, 2022 Minutes    NEW BUSINESS unanimously carried.  Special Events Application - Breast Cancer Awareness Rally = Commissioner Smith made a motion to approve the Breast Cancer Awareness Rally, seconded by Commissioner Peterson, Halloween Event: This event is scheduled to be held on October 29 at the ballpark. It was also stated that the town could sponsor the event and donate $300 for candy for inclusion in the trunk or treat event. Commissioner Strickland made a motion to approve the Special Events Application for a Halloween Event with a $300 Donation, seconded by Commissioner Johnson, Surplus Sale: Commissioner Smith stated he would be getting together with Randy in the near future and would go through everything and decide what can be sold. Town Property Political Signs: There was discussion about previous elections having candidates place political signs on town property. Commissioner Strickland made a motion not to allow political signs on town property, seconded by Commissioner Smith, and carried Purchase of Line Locating Equipment with ARPAFunds: This item was discussed previously. Special Event October 29, 2022 12:00pm - 5:00pm: This item was discussed previously. Regular Meeting - September 6, 2022 - Commissioner Smith made a motion to adopt minutes as Condolences: The Town of Garland sends our sincerest condolences to all of those who have  carried unanimously.  unanimously.  MINUTES APPROVAL  presented, seconded by Commissioner Peterson, and carried unanimously. CALENDAR OF EVENTS/ANNOUNOUNCEMENTS/CONDOLENCES  recently lost loved ones.  Regular Board Meeting - November 1, 2022 at 6:30 pm  CLOSED SESSION- = Commissioner Peterson made a motion to go into closed session pursuant to NCGS 143-318.11()(3) & (6) at 8:15 pm, seconded by Commissioner Smith, and Commissioner Petereson made a motion to exit closed session, seconded by Mayor Pro Tem  carried unanimously.  Melvin, and carried unanimously. OPEN SESSION  The board returned from closed session at 8:36 pm.  Commissioner Smith made a motion to hire the temporary public works employee as permanent full time at the rate discussed in closed session including uniforms and paid out of the water sewer budget effective October 6, 2022, seconded by Commissioner Peterson, and carried Commissioner Smith made a motion to increase the current full time public works employee's salary as discussed in closed session effective October 6, 2022, seconded by Mayor Pro Tem Commissioner Smith made a motion to hire Daw Tree Service to cut down the dying tree at Cain Park at a cost of $1,000, seconded by Mayor Pro Tem Melvin, and carried unanimously.  unanimously.  Melvin, and carried unanimously.  Page 4  October 4, 2022 Minutes    ADJOURMMENT  With there being nothing further to discuss, Mayor Pro Tem Melvin made a motion to adjourn, Commissioner Smith seconded, and carried unanimously. The meeting was adjourned at 8:38  pm.  Duly adopted this the 1st of November 2022 while in regular session.  Austin Brown, Mayor  hba  ATTEST:  Pamela Coslwelg Pamela Cashwell Town Clerk/Finance Officer  Page 5  October 4, 2022 Minutes