Town OfHamilton  Monthly Board Meeting  MS July 2020. 7:00pm  Present: Mayor Goodrich, Commissioners: Kerry Spivey, Linda Goodrich, Patricia Morring,  Judith Stewart and William Freeman.  Meeting called to order and welcomed byl Mayor Goodrich.  Prayer by Commissioner. Judith Stewart Pledge to the Flag: By all.  Review of previous minutes from 06.03 budget workshop, was noted that the minutes needed to Motion to approve previous minutes from 06/03 Special Call meeting made by Motion to approve Minutes from 06/041 Monthly Board meeting made by Motion to approve Minutes from Public Hearing 06/22 at 7:00 pm Spivey, Seconded by Commissioner Morring. Unanimous Decision Commissioner 5-0. Motion to approve Public Hearing on 06/03 at 7:15 pm by  be amended fori incorrect spelling ofPendergrant Hamilton) Ridge. Goodrich, Seconded by Commissioner Spivey. Unanimous Decision 5-0. Seconded by Commissioner Freeman. Unanimous Decision 5-0  Commissioner Commissioner Stewart made by Commissioner Freeman, seconded by  Commissioner Stewart. Unanimous Decision 5-0.  Old Business:  Town Resident Mrs. Randolph, Mayor Goodrich addressed the  In regards to a question asked by"  asked ift this affected vehicle tax as  tax rate which increased for the new fiscal year 20-21. It was previous determined that the Vehicle Tax was also increased along with property tax. information about speed bumps int the" Town ofHamilton the Inr regards toj previously stated into the financing of the speed bumps further. With the  well as property tax and after verifying thei information it was  Board stated that they would be looking possibility of assistance: from the county on the the best placement options before proceeding further.  financial burden they would place on the town, as well as  New Business:  from thel Economic Improvement council, came to update the' Town of  DrLandon Mason, in attendance on how the Head Start program was doing, as well as the fact that there would be a free towel distribution felt on' the Tuesday need July to center iti in Hamilton to be able to have shown by partner total of more than 21 Million dollars' worth ofhousehold goods to the Martin County  Hamilton Board as well as those County Town Residents. It was stated that they  7th from 10:00am-2:00pm for all Martin  that Head Start was  these things for our town residents and allow them tol have access to the generosity  their would be donating at area and this willl be open to all  Goods 360. It was also stated that in further generosity from Goods 360 they  residents ofMartin  Thel board was informed that with the required ofHamilton pay. felt the  County. council was  to was the taxes on each  generosity ofGoods 360 all the economic improvement  to urge  eighteen wheeler, ofwhich they received 11. And thati in return ifthe' Town  donation to thel Economic Improvement Council to offset that cost it would be greatly  make any  appreciated. Maintenance Supervisor Michael Maskell made aj presentation to the Town of Hamilton Board regarding which stated the overall requested amount from the maintenance department was in total as spreadsheet $33,260.30 being state regulated. Information on state regulated items were in the way of 2 chlorine gas detectors being fort the rewiring of the emergency generators that were not currently  different equipment and items that needed tol be purchased for the town. This was conducted in  $36,660.30 with that was being requested  as well as 2EP Pro Closure Systems, one for each well. With the other $3,400.00    Town OfHamilton  operations which left the town open to aj possible issue in the event of an outage. As well as Trailers fora mosquito sprayer since the previously used Mosquito sprayer was deemed tol be owned by the Town of Oak City which was no longer offered tot the Town ofE Hamilton for use. As well as al Plate compactor for future road repair which would cut down cost on the town int the future tremendously. One item not listed on the supporting documentation was a wood chipper which was not quoted at that time but mentioned to the' Town of Hamilton Board, as being an item that may need to bej purchased as soon as able to alleviate the are previously known as the "dump site." The dump site being an areai in town in which yard debris was previously being disposed of ont town property. Maintenance Supervisor had contacted state to find out regulations, states that if we are able to get the area down tol less than ai mile and repurpose the debris Commissioner Spivey noted that most of what Maintenance Supervisor Maskell was speaking about were needs for thet town, especially the state regulated items like the chlorine items and the generators but both Commissioner Spivey and Commissioner Freeman both currently and previously holding ORC positions for the Town of Hamilton felt that before we approved the Chlorine items that held the most monetary value on the requested items that they should be looked into further. With regards tor making sure we are getting the most cost effective and long term items that we are able to for the Town ofHamilton. Maintenance Supervisor Maskell stated that the other items all fell relatively within budget, where thet trailer would be able to come out oft thel Mosquito spraying section oft the budget, as well as the possibility of putting the compactor for fixing potholes on thel Powell Bill Funds. Motion was made to approve the purchase of Plate Compactor estimate price of$1,200.00; the trailer estimate price of $2,200.00 and the rewiring oft thet three emergency generators' price of $2,904.30 by Commissioner Spivey, Seconded by Commissioner Stewart. Unanimous Decision 5-0. Motion Approved. Next order of business was the review oft the proposed Personnel Policy for adoption. Commissioner Freeman noted that hel had items that needed attention and to be changed,  we gather we will then be within regulations.  follows.  Changes that were noted and made adjustments in thej proposed policies were as  1)  21 Holidays had been forgotten from original policy and needed to be except al NON BUSINESS gifti in the amount of no more than 50.00.  added back. Martin Luther King. Jr Day and Memorial Day. that says that a Town employee may were Examples from other Commissioners  oft the statement  2.) Commissioner Freeman wanted to verify the legality  in what this refers to as ifsomeone gave them aj present  given  or  But wanted to make sure that it was  for Christmas or brought them baked goods forab birthday holiday.  not going against the General Statue. As well as adding in a stipulation that the Maintenance Supervisor or whomever ist to be in charge 3.) oft the employees that work for thel Maintenance Department in the future would need to verify thel hours of the employees on the time sheets and sign off on it.  Motion was made by commissioner Spivey to approve the Personnel Policy with all the changes that had been requested from Commissioner Freeman added into the new Personnel Policy. Motion was Seconded by Commissioner Morring. Decision 4-1 Commissioner Freeman Opposed. Motion Carried. All changes that were requested were add/changed/ noted in the newly adopted personnel With regards to the personnel policy that was previously adopted it would cause there to be extra hours from aj previous amendment to the personnel policy on 02/28/2020 changing the way the employees were receiving personal time. It was noted by the clerk/finance officer to make it simpler for record keeping it was suggested that we pay out all accrued personal time that was earned between 02/28/2020 and 07/02/2020. A spreadsheet was given to show the amount per person and the current allotment the employees were given with thel beginning oft thel Fiscal year 20-21. Motion was made by Commissioner Spivey to pay out all outstanding personal time hours presented to the board Seconded by Commissioner  policy  Morring. Unanimous Decision 5-0. Motion Approved.    Town OfHamilton  Town Clerk Megan Hemenway presented aj Hamilton for the purpose of reorganizing the  proposal to the Board to donate time tot the Town of  better prepared fort the upcoming audit. Ity files, consolidating duplicate files, relabeling and getting legal, depending on whether it was seen was brought up by Commissioner Spivey that it may not be employee. It was noted by multiple as though Iv would be acting as a town resident and not an they should be paid for by the town. commissioners that ift there was to bet things done fort the town that  Hemenway.  Unanimous Decision 5-0 to deny donation oft time byl Megan Lawyer. Charging price were noted to be comparable to our previous to appoint RLynn Coleman as the Town ofHamilton Lawyer and hire their  Presented to the board was a resume for  R  and Peele as the Town of Hamilton town lawyer. Motion made firm for their approved.  Lawyer Lynn Coleman from Cary to replace. James  legal services. Seconded by Commissioner Goodrich. Unanimous Decision 5-0. Motion Use ofthe old town hall was proposed to the board to be used as a' "take al book leavea book"/Library ofs sorts. Was decided to bet tabled until a workshop could be done to discuss this further.  Review of Monthly Financial Reports: Commissioner Stewart. Unanimous decision 5-0.  Motion made to approve financials. Motion made by Commissioner Spivey, Seconded by  Town Comment:  Town Resident Mrs. Randolph, commented and thanked thel Board and the Maintenance Supervisor for their prompt attention to the: situation in which her lights went out. But noted that the abandoned houses around the town seemed to be taking: al longt time, and wanted tol know where we stood on that front. Previous Commissioner Williams as well as Current Commissioner Spivey both agreed that it had been al long process since they started previously. That the old board was able to send out letters and start the process as well as get one or two structures demolished. Mr. Williams also noted that Mid East should be our next step for the abandoned houses issue. It was noted that this was something the Itwas questioned by Mr. Williams, about total receipts being at 100% for the FY 19-20 considering thei impact the town hasl had because ofthe Covid-19. It was explained that it should be 100% oft the estimated collection amount not the amount billed to the customers but that clarification with the  current board is working on and will continue to work on as time moves forward.  bookkeeper was more than welcome.  Mayors Report:  Mayor Goodrich, No report or comment at thist time  Commissioners. Reports:  Commissioner Spivey- It was noted that there was an issue with the CCR (consumer confidence report) with the notification. It did not go out on the May bills, and didn't go in the notification was sent out via the One Call phone system, buti it was not noted till after newspaper. that, that it was av viable option ofr notification. It willl be going out on the. June Bills. However the CCR Mandated: and that there is a possibility for a violation from the EPA for this. However we is Federally will not know Commissioner Goodrich- Wanted to inform everyone that the rate the board that was sent on the last news letter is still being received with positive feedback at the moment. As well as the out should be up and running. It was also conveyed that this may help signal in the August but city's att this time, but it does open the possibility fora al booster int the future to assist the future, town residents it is unknown in cell  The not  until we get information back from the commission.  there is little newi information on the Verizon tower, but it was noted that in  Oak  Tower fact that  signal strength.    Town OfHamilton  Commissioner Morring- Notifying everyone that ther meals on wheels program has been up and running, at the present moment there are 11 meals that they deliver tol home bound residents andt that it seems tol be going well and smoothly at this time. Also to mention signage for the entrances to Hamilton, Commissioner Morring presented two signs for those that are town residents to vote on. Copies ofboth proposed images will be sent out in the news letter going out in the. June bills, as well as posted in' Town Commissioner Stewart-Noted that thel beautification is going well, still have a few shrubs toj plant but that everything is coming together nicely at this time. Flowers have been puti inj pots around town and  Hall for] people to vote.  placed where the empty pots were before.  Commissioner Freeman- No report or comment at this time  No Closed Session meeting necessary at this time.  Motion to adjourn board meeting made by Commissioner Spivey, Second by Commissioner Morring.  Unanimous decision 5-0. Meeting adjourned.  Town Clerk  Mayor  B04T 25 9DB  0361 Sesronced Dy  6.  ies. :  edhai 2919933  Aucinisn yade bs Comsissi 04Sn  Ma1Se : o7T sius decsns Mscomcarnpd 30.  SDurrst  Danpn) de. DMRT bpass 8 1e  sane a Ostw RS bnchildnen 9Su EG 154480 es ToV ECN r