Town of] Hamilton Monthly Board Meeting September 12, 20197:00 PM Town) Hall Building  Due to the inclement weather on September 5, 2019 the regular monthly Board meeting was rescheduled for Present: Mayor Matthews; Commissioners Williams, Staton, Freeman and Everett. Commissioner Jackson was  September 12,2019. absent due tol his work schedule.  Meeting was called to order/welcome and prayer by the Mayor. Pledge to the flag by everyone.  A motion by Commissioner Williams to approve agenda as presented and motion second by Commissioner Staton. August 1, 2019 minutes were read by the Mayor, there were no corrections or addendums to the minutes. A motion to approve minutes as read by Commissioner Freeman and second by Commissioner Everett. Motion carried 4-0 Old Business: Mayor reports that the Town Board has received Audit Management Letters from the LGC and asks if letter could be released to public. It was explained to mayor that the letter is a working document for the Mr. Freeman reports that the DOT will be fixing the sinkhole on South and Railroad Streets has marked where they New Business: A motion to approve Workmen Comp Insurance 2019-2020 Policy ($5075.00) by Commissioner AI motion to approve NCRWA membership dues in the amount of($280.00) 10/12019-10/12020 by Commissioner A motion to allow Dementia Alliance of NC use of the Morris Lynch Center 10/12/2019 for their annual walk at no cost by Commissioner Freeman and motion second by Commissioner Everett. Motion carried 4-0 unanimously. All Dr. Landon Mason, Director of Economic Improvement Council was out of state and could not attend the Mr. Jeff] Best, CPA, LLC introduced himself to the Board and gave an overview how his firm operates. Mayor askedi ifa audit would be ready by October 2019. Mr. Best states that no matter who didi it at this time it would With no questions from the Board mayor ask for motion to approve the 2018-2019 Audit Contract from Mr. Best's Firm to do the Town of Hamilton 2018-2019 Financial Audit. A motion to approve by Commissioner Williams and Citizen: Ms. Mary Greene presented to the Mayor a Certificate. of Appreciation from Dementia Alliance ofNC for the Town's 2018 financial support and asks for financial support for 2019. She thanked the Board for allowing the organization use of the Morris Lynch Center. Motion by Commissioner Williams that the Town donate $500.00t to the Dementia Alliance of North Carolina. The motion was second by Commissioner Staton. Carried 4-0 Ms. Judith Stewart: Asks about the written agreement between the Town and Head Start for use of the Edna Andrews School; why Town employees cutting grass at the school if Head Start is responsible for maintaining  Motion carried 4-0 unanimously.  unanimously.  Bookkeeper and Board to answer concerns that the LGC has concerning the audits.  will cut street.  Everett and second by Commissioner Freeman. Motion carried 4-0 unanimously. Freeman and second by Commissioner Staton. Motion carried 4-0 unanimously. required paperwork has been received from Dementia Alliance ofNC.  meeting.  not be ready. He did commit tol having audit done by December 2019. second by Commissioner Everett. Motion carried 4-0 unanimously.  unanimously.    grounds/school building; why was Mr. Freeman seen working after hours at the school (11:00 PM) Why was the  playground equipment removed? Ini response to Ms. Stewart:  Commissioner Williams states that Town has a written agreement. Town will be cutting the outer perimeter oft the property.  Mr. Freeman states that Head Start has a very small mower and there is no way they can mow the entire property. Since the school belongs to the Town and he does not want to see it overgrown so for now the Mr. Freeman states that the playground equipment was old, unsafe and not up to OSHA standards so at his Mr. Freeman also states that the night in question that Ms. Stewart is talking about there was a sewer back up and Head Start team did not know where the lines were located; therefore he took Town sewer maps to The clerk asked tol be excused from meeting and Commissioner Williams began to take Board minutes at this point. Ms. Patricia Morring: Asked ifTown could spray for fire ants at the Lynch Center before the Alzheimer's walk; also debris in ditch blocking the flow of water. Mr. Freeman states he will check ditches and report back. Financial Report: Mayor and Commissioners went over the financials there were no questions or concerns from the  direction it was removed.  help locate the lines. There were: no costs to the Town for fixing the problem.  Board.  Commissioners' Report: Commissioner Everetts nothing at this time.  Commissioner Freeman: (3). bids for purchasing a truck for the Town: Feyer Ford 2019 Ford F150 XLT $27,703.41; NC Sheriff's Association 2018 $26,000.00 Boone NC and Capital Ford 2019 F150 $30,000.00. Mr. Freeman motion the Town purchase from Feyer Ford 2019 F150 for $27,703.41. The motion was second by He reports a limb from tree behind the Town's maintenance shop fell on his personal ladder (14f) that he at times uses for the Town's business; he is asking the Town to replace the ladder. Motion by Commissioner Williams that the Town replaces Mr. Freeman's ladder and the motion was second by Commissioner Everett. Motion carried 3-0. Commissioner Staton: The problem with tile in ditch on Railroad Street has been fixed by Mr. Freeman. Commissioner Williams: Set up workshop to discuss rates Electric'water/sewer, signage and business grants. Motion to go into close session by Commissioner Williams and second by Commissioner Staton.  Commissioner Everett. Carried 4-0 unamiously.  Mr. Freeman did not vote.  Motion carried 4-0.  Motion to come out of closed session and back into open session by Commissioner Staton and second by Back in open session no further business was discussed. Motion to adjourn the meeting by Commissioner Everett  Commissioner Freeman. Carried 4-0.  and second by Commissioner Staton. Motion carried 4-0. Meeting adjourned.  13 Poclhlul  10-3-19  hnair  16/3_19  Mayor  A9us  Cini iilias  Commissioner Williams