TOWN OF MAXTON, NORTH CAROLINA BOARD OF COMMISSIONERS TOWN MEETING  July 18, 2023, 7:00 p.m. Minutes  The Board of Commissioners ofl Maxton, North Carolina met in formal session in the meeting chambers ofthe Town ofMaxton Town Hall located at 201 McCaskill Avenue Maxton, North Attendees: Mayor Paul Davis, Mayor Pro Tem Virgil Hutchinson, Commissioner Toni Bethea, Commissioner Elizabeth Gilmore, Commissioner Paul McDowell, and Commissioner Victor Staff Present: Town Attorney Timothy Snead, Town Clerks Michael Cousar and Cynthia Encinosa, Finance Ursula Goins, Chief William Davis, Public Works Director Preston  Carolina at 7:00 p.m.  Womack.  McKenzie, and Water and Wastewater Director Dennis Freeman.  Call to Order- Mayor Paul G. Davis Invocation- Commissioner Paul McDowell  Does any member have any known conflict ofinterest and appearances of conflict with respect to any matter coming before the board today? Ifso, please identify the conflict and refrain from any participation in the particular matter involved. (No known conflicts)  Approval of Consent Agenda:  a) Minutes from Board Meeting of. June 20, 2023  Mayor Davis requested a motion to approve Consent Agenda. Mayor Pro Tem Hutchinson made the motion, and it was seconded by Commissioner Gilmore. The vote was unanimous, and the  motion carried.  Adoption of Proposed Agenda:  Mayor Davis requested a motion to approve Proposed Agenda. Commissioner McDowell made the motion, the motion was seconded by Commissioner Womack. The vote was unanimous and  the motion carried. Old Business:  a) Reschedule Date for Town Fire Works (Discussion)    Commissioner Womack advised that ifthe Chief was okay with this, he suggested that we do the fireworks at national night out. Womack stated that people will already be out there and it should Commissioner McDowell asked what the recommendation ofthel Recreation Committee is. Chairperson Jamie Smith recommended Labor Day or the Collard Festival. Stated the Collard Festival was unique, and a lot of people normally attended. The other discussion was doing an event with just fireworks, but the other thing to consider is the heat. This will also give the community the opportunity to enjoy it, but it would also be al little bit cooler and ofc course it gets darker sooner. The Collard Festival would run really right with the fireworks, something a little bit different, but again change is good. That was our recommendation or Labor Day because we don'treally do anything around Labor Day, but it is a time where some oft the alumni, there'sa lot ofhomecomings, high school alumni that visit the area. From time to time, Iknow that the softball and baseball games have a lot of visitors and that is a busy time as well, sO that's another There was discussion between the board about the recommendation ofLabor Day and the Collard Festival from the Recreation Board. Commissioner McDowell stated that either one was fine with him. Attorney Snead asked Mayor Davis ifthis company would be available to do the fireworks at this time. Commissioner McDowell stated that we are choosing a date to take back tot the company. Mayor Davis stated that he was not sure at this time. Commissioner McDowell stated that this was the same company we've always used and that they are ai national company. Attorney Snead asked ifthey were available anytime we: need. Chairperson Jamie Smith stated that they were asked by Angela (Town manager) to give dates and that she would go back to the company with the dates. Commissioner Womack stated that the Town Manager stated that they Mayor Paul Davis asked for a motion to approve the Collard Festival for the rescheduled fireworks subject to approval by the company. Commissioner Womack made the motion and Commissioner McDowell seconded the motion. Vote was unanimous, motion carried.  be a good time.  opportunity but that's our recommendation.  are flexible.  New Business:  a) Learning Academy Fire Panel Replacement  Mayor Davis discussed the replacement oft the fire panel in the Learning Academy. The costs will be $7044.04 with Johnson Controls. Mayor Davis requested a motion to approve the contract. Commissioner. McDowell made the motion and Commissioner Womack seconded  the motion. Vote was unanimous, motion carried.  b) Resolution for Conveyance to the County of Scotland, North Carolina  Mayor Davis called on Seth Hatchett oft the Airport to explain. Mr. Hatchett thanked the Mayor and' Town Council for allowing him to speak. Two (2): years ago they were approached by the Scotland County Board ofCommissioners to swap some property right outside the Laurinburg/Maxton Airport. Seth stated that they owned aj piece of property that's about 1.57 acres. The county was offering to swap 3.22 acres of land and we liked that proposal. We like  2    that proposal, that's what we would like to do. The purpose ofthe swap would be to join properties sO that they can create a truck driving facility for Richmond Community College. Currently the truck driving school is located at the old Abbott laboratories plant they would move from the old Abbott laboratory to the Industrial Park. This has been approved by the Southeastern Regional Airport, it's gone before the Scotland County board of Commissioners and of course our next stepi is to go to the Town of Maxton and the City ofLaurinburg as CO- Mayor Davis stated that there's been al lot oftime at work, Seth agreed, stating that they are excited about it and been in a really good partnership with Richmond Community College. It's been a very successful program, they've already expanded three times out there sO they're really getting antsy about getting a permanent location where they can start building some stuff and the Industrial Park. Mayor Davis asked how many students they have. Seth stated that last year he believes that they graduated 60 in the past calendar year. Ofc course they were doing a CDL course class A and then this year they extended a Class B course as well. Which he thinks is box trucks and line trucks. So it's expanding and it's had a really good turn out al lot ofsuccess out  owners oft the airport.  there.  Mayor Davis asked ift there were any questions. None  Mayor Davis asked for a motion to approve the resolution. Commissioner Womack madea a motion to approve the resolution. Commissioner Hutchinson seconded the motion. Vote was  unanimous, motion carried.  c) Pastor Robert Chavis Tent Revival Beachum Park  Pastor Chavis thanked the board to allow him the opportunity to speak concerning the tent revival. Pastor Chavis corrected his name it is not Robert, but Brent Chavis. He is the pastor at Flames of] Fire ministry in Pembroke, North Carolina. Pastor Chavis states that they had' been doing tent revivals for a long time. They started doing tent revivals back in 2016. They are seeking to use the property there at Beacham Park. Pastor Chavis states that hej puts his speaker on the back ofl his truck sometimes and just rides around to spread the gospel. One day he was doing that and came through town and ended up at Beacham Park. Pastor Chavis stated that he had never: really been back there and it just felt like a good place to have a tent revival. Felt the Lord and spirit deal with us about using that property and we've actually been preaching here at the Lumbee Bank sometimes on Sundays as well. We're here to seek your approval for being Mayor Davis stated that it's his understanding that Pastor Chavis has met with the Town Manager. He asked Pastor Chavis has he provided the office with the information and insurance and all the things that would be necessary to move forward. Pastor Chavis stated that the Town Manager didn'task for insurance, we can do insurance, there is a company in Pembroke Dial's Insurance and they have short term insurance for events like this ift that's something that is  able to set up this tent revival.  needed and required we can most definitely have that.  3    Mayor Davis stated that hel has had a conversation with the Council about this matter too and that this is something unusual. We certainly don't want to interfere with something dealing with God, but there are certain things of concern that the Town would have about doing something like this. Mayor Davis asked Attorney Tim Snead to speak with the Council concerning this matter. Attorney Snead shared with the board a few quick thoughts that he's had about the park. The first thing he points out to. Pastor Brent is the first date is August 12th thru the 25Th and stated that isa lengthy event that he has planned. Pastor Brent agreed and stated that it is al lot ofwork putting the tent up, it is a 50x100 tent, a 5,000 square foot tent. Chavis stated to set it up on a Saturday, preach six days, and take it down because it's a lot ofwork that goes into it. Chavis stated that they normally do a week and halft to two weeks, that's the reason we are proposing this. Attorney Snead asked, "Are you are anticipating a large crowd?" Iu understand that it might see as many as 300 people. Attorney Snead stated that he was not speaking against him, he is just speaking on some ofh his thoughts on behalfofthe' Town. Snead "T don'tknow enough about Beacham Park, I don'ts spend enough time there". "T don'tk know ift this would interfere with the use that our citizens would have the park during that almost two week period". "T'm not familiar with the layout or how you would set it up, but It think that's something that the Board would need to consider, does that interfere with our citizen's everyday use out there or are we as a citizenry be out of a park for two weeks? That would be one thought, you mentioned the insurance and I think, Iv would encourage the Board that we would absolutely want him to havea policy ofinsurance in place. Certainly you can do the event coverage that you referred to.I would encourage the Town tol be named as an insurer. Unfortunately in today's society, ifthere is an event and there is an accident I would almost go on record to say that the Town would definitely get sued or we can count on a claim being made against the Town and we certainly, whether we are responsible or not we would have that coverage there. That would be a thought, the other thing is I don't know since my tenure as attorney here, Idon'trecall that we've ever had an event like this or a situation where wel had to consider what we're talking about here. So I'm not in any way saying no or yes to it. Ithink we do need to be aware that whatever we do, whatever precedence we set forth, whatever policies we come up with that this is what we will follow through with ifa another organization were to come. Certainly as a Town we cannot probably most folks in here are Christians I am, but we cannot favor one religion over another group that might bel here. It's going to be difficult from a legal standpoint to allow one group and deny another. So those are some of the things that I would just have the Board think about today. Whatever decision you make again, I'm not here to speak for or against they're serving a lot of other practical type matters as far a security or as far as that crowd of folks. I would guess there needs to be restroom facilities and some oft those things you may be able to address some of those. There are a lot of practicalities that the board may want to consider with whatever you do. Ifanybody has any questions, TI happily address them, but the faster you will be able to address Pastor Chavis asked were there any questions that they have, they have been doing this for a long Mayor Davis asked Pastor Chavis ifthere was anything else that he would like to add.  them. time.    Commissioner Womack asked about the liabilities and ifthey were going tol have portable bathrooms out there. Pastor Chavis stated yes we always use Rachel's Company for our port a  potties.  Pastor Chavis asked if anyone else had any other questions.  Commissioner McDowell asked that some of the questions that were brought be answered. Pastor Chavis asked what part is the insurance part. Security? He stated that they put this up in Lumberton and he's been in Pembroke and he's never had an issue as far as with security always had a good relationship. Chavis stated that he works with the officers well in the city of Lumberton and Pembroke as well. Basically they offered tol help out sometimes they would bring us out tower lights if we asked for it. They would ride through occasionally, but from 2016 until now we have never had an issue. Iunderstand the liability set up, I've left chairs under my tent and tables in both ofthese locations and nothing has ever happened and we depend on the Lord. I heard you all, but we depend on the Lord for these things. I understand that its government and Attorney Snead asked ifh he secured insurance in the past like we' ve talked about and Pastor Sandra McCallum asked Pastor Chavis with that park a lot of people use the track during the morning and would that interfere with your event people walking around the track. Pastor Chavis stated that it would not interfere. He stated that he understands that we. have the track grass area and the football area. He stated that they could set up on either one ofthose areas. Chavis stated that they could set up where the track is at and use the light pole that's there. Ifthat was appropriate with the city, then it would cut down with them setting up generators. Ifnot they could set up ini the other place and the track would be free from them and they would be on the Sandra McCallum asked about the noise because there is an apartment complex right across the street from the park and people work first and second shift. Have you ever had any complaints Pastor Chavis said not necessarily "T'mi not saying that they won'tcomplain, but it's no different than people riding down the road blasting music from their vehicles or the Town having an Sandra McCallum asked what time frame they were talking about doing this event. Pastor Chavis most times they start around seven (7)o'clock and go until about eleven (11), pm.  liability, but up to this point we have never had an issue.  Chavis answered yes.  other side and they would run the generators for the power.  about the noise?  event.  So you are looking at least (3) hours.  5    Mayor Davis suggests that the board table the matter until the Manager is back on duty, so Mr. Chavis can meet with the Manager and address some ofthese things that we don'tknow about Commissioner McDowell stated we can do that, but asked if possible that he could reduce the number of days to about five days. Commissioner McDowell stated that we have concerns, and  tonight.  one big concern is the length oftime.  Pastor Chavis asked what would be the concern for that.  Commissioner McDowell stated that we have other events, wel have people doing school give-a- ways that they have scheduled before school, and that it's around the time school will start back. Pastor Chavis stated that he talked to the Town Manager about that and I and she were in agreeance that there was nothing going on during that time. She wrote that down for me and she was holding anything during that two-week time for this meeting. So from my understanding there is nothing on the agenda right now according to the Town Manager that would hinder us. Commissioner McDowell stated that he did not say anything was on the agenda. They do schedule things like a week out to give out supplies, that's what we've always done in the park. Pastor Chavis stated, but from a legal standpoint I have been working with the Town Manager for at least a month and al half and Mr. Michael here and it's been at least a month to a month and Commissioner Gilmore stated that her question is did he discuss with the Town Manager about Pastor Chavis stated that the Town Manager did not tell him anything about the costs and we Commissioner Gilmore stated that we do have aj precedent about the use oft the park. Gilmore asked Michael Cousar, the Clerk did he know anything about the costs oft the usage oft the park. Michael stated that this was one oft the questions that the Town Manager had about what would Commissioner Gilmore stated that sO then she did not discuss that with him. Michael stated that Pastor Chavis we need an answer tonight because we' 've been working on this for the last month and al half at least trying to get this together and of course we are a ministry that is made up of multiple churches. We are not just one church and Pastor Garrett is an associate pastor from Mt. Elam Holiness Church. All of us had to get together on this date. We were working on another date and that didn'twork out, SO wel had to come together with that and also would like tol have time for some advertising as well. This is right around the corner, sO we were hoping to get an  al halfthat I've spoken with her to secure and reserve this time.  the precedent or the costs of Beacham Park. would be willing toj pay what we need to pay.  be the cost and what we would charge them for that amount oftime.  this was right.  answer tonight.    Commissioner Womack stated that normally there is no charge for the church, but we would Pastor Chavis stated that they are here to spread God's word. He said they are not here to make themselves famous and they are: not there trying to make a name for themselves. Pastor Chavis stated that he preaches on the street two (2) Sundays out ofthe month and he doesn'tneed a pulpit to preach out of, but he has one that he preaches out ofevery Sunday morning. Iknow for ai fact that our communities, our citizens, and our towns need is the gospel ofJesus Christ. Pastor Chavis states that all they want to do is spread the gospel. Iknow thatifMaxton could have Commissioner Womack stated that the insurance needed to be taken care ofwith the manager Commissioner McDowell stated that he is still concerned about the length oft time and that he isa gospel preacher and president ofthe Maxton Ministerial Alliance. He states that the length of timei is a problem and that they have the insurance in place. McDowell states that they need to get these things taken care of. Ifyou cut the time, Idon'thave aj problem with it. You get insurance and have some security. McDowell stated you are in the city limits of Maxton and he Mayor Davis entertained a motion. Commissioner McDowell made the motion that as long as he gets the insurance and security and cuts down the time to five days. Commissioner Hutchinson PUBLIC FORUM (2 MINUTES ONLY) NOTE: Please state your full legal name, address, and phone number the board & staff will not respond to individual comments or questions during Anthony Raynor, 419 Croom Road, Maxton, NC, 631-320-9168. Mr. Raynor addressed the audience and stated that many of you know a man was shot and killed in the town using an ATM machine a couple ofweeks ago. I'm curious tol know why our council is not providing the necessary resources desperately needed by the police department to improve safety in Maxton. Wel have a skeleton crew ofofficers and not enough cars for this skeleton crew. Ihave personally seen the ChiefofPolice driving his personal vehicle while on duty to relieve the burdens here. These instances have been brought up in these meetings ini the past. For instance two ofour council members were supposed to meet with Chad Deese of Robeson 911 emergency services tor review the dispatch call center and save our police department money and solve the dispatcher crisis. Needless to say this meeting never happened and this has been quite a few months since then. These meetings are meant to keep citizens ofN Maxton informed and address our concerns. Why hasn't there been any mention oft the upcoming elections? Why hasn'tas single inquiry I've brought to the attention oft the Council in the last year been responded to by the Council?Iam still waiting for the meeting with the council, please be aware that the registration to run for Commissioner Bethea stated to Mr. Raynor to make sure that he was there to sign up.  accept a love offering.  revival it will change everything.  before the event.  isa former Police ChiefofMaxton and he knows the Town of Maxton.  seconded the motion. Vote was unanimous and the motion carried.  thej public forum. The appropriate staff member will follow up ifneeded.  council ends on Friday at noon from my understanding.  7    Anthony Raynor stated toj please keep James Locklear Jr and his family inj prayers cause their Shante Quick, 1208 S.. Austin Street, Maxton, NC, 910514-5414. Mrs. Quick said as we all know it is summer and the kids are out ofs school. Personally I have witnessed stray dogs that were in the backyard fighting. Icalled Animal Control three (3) times in 3 hours and they never showed up. These dogs were aggressive and again kids were outside playing. These dogs could have easily attacked or killed someone's kids. What is the protocol on Animal Control following up with a call? Do they get to decide who they respond to? Iwould just like to know that. What Shawn Spencer, 504 S. Florence Street, Maxton, NC, 910 920-3171. Mr. Spencer said no calls after 9j pm. please. Ia am retired from the military with a background inj public relations, mass communication, and social media and I'm familiar with government contracts and budgeting. A few things I want to cover is Maxton is approaching a new season. Its election season, SO ify you know anyone who is interested in putting their name on the ballot, you have until noon this Friday. I'd do it for the right reason not for a title and not for a resume bullet, but to lead and serve your community. Communication since I've been in Maxton has been a topic ofconcern. Unfortunately we operate about twenty years behind anyone else or the rest oft the world when it comes to communication. There's a lot of good information that flows through here and for whatever reason itj just seems to stop. Like this gentleman tonight, the community college and the education that goes on there, significant information that should be active constantly. The other thing Ireally want to pick on is perception is reality, SO any business that is done. Ifthe perception ist that it violates legality and it violates ethics then the reality ofthe community is just that. So any of these things that we conduct business on, wej just need to make sure that they are not going in the opposite direction ofour opening prayers. Wer really need to look at what future we want for Maxton five, ten, fifteen years, twenty years from now. Our children and grandchildren sO what's our way ahead going to be, so It think my time has passed and I appreciate you not holding that against me, and II look forward to the future of Maxton. Rita McEachin 403 S. Austin Street, Maxton, NC, 513-375-8216. Mrs. McEachin said Ijust wanted tol know what are the qualifications that you need tol have to serve on the Board of Commissioners or Mayor, anything like that? Is there a sheet or something that tells you the  family is going through some hard times and can use our support.  process is used and how we are going to prevent this from happening.  qualifications?  Mayor Davis closed the Public Forum.  Reports: Recreation Report  Chairperson Jamie Smith just wanted to remind everybody that they are volunteers, do not get paid, and whatever they do is done from the heart. Ms. Smith said that what the recreation committee gets is a lot of feedback from people about things that are out of our control. One is communication and Iv would like to touch on this. We do try six (6) or seven (7) ways to reach  8    the community. They understand that everybody does not have Facebook. The committee has sent e-mails, letters, social media, and word ofmouth. The committee does the very best that they can. When the money permits, the budget permits we also do banners. What I would ask is the same thing that Ialways say. One thing about, well Mr. Lou said it best it's not criticism its critiquing and if you can' 't help don't hurt sO my thing is this definitely don't bash us, because we have our own families, we have our own lives, and our personal stuff. It takes a lot oft time, however, also don'tsit back watch us fall or sink, because as a community when wel have banners and stuff out and it doesn't look right don't go around talking about it because maybe we didn't do it maybe the rain came maybe when we left it looked okay. But also what can you do I just want to challenge everybody on that. Also, you don'thave to be a member of our team to just show up and help, it costs nothing to come out and help put up tents, tables whatever it is. While it's hot out there it's a lot that goes on with these events. These events can feel like there full-time jobs, and we work a lot ofovertime. So again please help, with that being said we have some upcoming events. Wej just came from a meeting tonight. We actually did not have time to finish planning sO we're going to table our calendar because there's a few events that are conflicts right now there's sO many people in the community doing stuff. So, we're trying not to step on anyone, but at the same time we also want to make that we can do our event. So August 1,2023, will be the date the calendar will be available, Iv will do my best to make sure we either have a digital copy or at least send an e-mail out SO ifyou wish tol have get an e-mail leave me your e-mail. Again we are working on social media. Our Facebook page was actually hacked. We found out someone was answering our vendors sO we' 're a little nervous on that because we want to make sure that ifresponses are given it's genuinely us, and not someone else. The other part ofthat is we always leave some at the town and mail some out. So ify you don'treceive communication by August 1 let me know. The second part oft that with these events it always comes a dollar sign. Idon'tcare what it is, please remember some oft the upcoming events will have of course our back to school, we always ask for a lot ofs school supplies this year we are doing a little different and the reason why we have a big community partner that will handle all ofour school supplies. We are going tol have an extra event after. So we need lots of water, beverages, some hydrates (Intelligible). We also need a lot of odds and ends for the children in the community. We the recreation team will have popcorn, cotton candy and slushies but it's going to be a water theme. So no heavy food again the group before us will have all of that we don'tneed that, but we need help with the drinks. The last part for our seniors this year we have some big events for them SO ift there is anyone that wishes to donate to them. Make sure you get Ms. Mary some good prizes for bingo, there senior dinner is actually going to be a dance this year, and then you also have a senior prom that's coming. So lots of great stuff coming on the forefront and be visible if you can't be there tell somebody, share get involved be supportive. Commissioner McDowell asked what the age oft the seniors is. Mary McNeill stated 55 years old Public Works Director Preston McKenzie informed the board and community that our public works is down to five employees due to finding people to work and low wages. Asked the board to find a way to raise the wages in effort to find employees and be able to keep them.  and up.    Commissioner Bethea stated "There goes one right there sitting in the middle oft the floor". Anthony Raynor, he needs aj job, he already works for the town go get him and put him on public  works" "T'm just telling you; you got an employee.  Police Department Report  ChiefDavis stated that he would keep it simple. "1208 S. Austin, I can'tspeak to you about the complaint in aj public forum when it's over P'lI speak to you about the K-9 problem. The Chief stated that PAL's has been awarded the juvenile crime prevention council grant, it's geared towards prevention and sanctions to achieve an alternative. Also Maxton is the only city in Robeson County that actually does juvenile community service. Iwish they could be here tonight, but they are at a game. The Chiefstated that right now. he is working on an equipment grant with humanoid playground and Commissioner Hutchinson is helping him with this. Also, the chief wanted everyone to keep in mind that this heat surge, he does not want anybody to take this heat for granted. Ifa anybody has need of an AC unit or help paying their bills they need to call the police department and he will point them in the right direction. Also, Chiefstated: he would help as much as he can. Chief announced National Night Out on August 1,2 2023, from 6pm to 9pm. The Chiefs stated that ifa anybody wanted to do a last-minute volunteer just walk in  the police department and let him know you want to volunteer.  ChiefMcDowell!  Announced the Maxton Ministerial Alliance does have funds to help people. Also, reminding individuals about the road closures on 5th Street July 24, 2023, and McNair and Patterson Street on. July 25,2023, and Airport Road crossing on. July 27, 2023. All crossing are scheduled to be closed for (3) days. There was discussion on the temporary railroad crossings. Mayor Davis suggested that we ask management to contact CSX to see ift they could leave one oft the roads Commissioner Gilmore addressed the audience and stated that we have aj public forum for the citizens during the town meeting to express their concerns. There are issues that person is standing up there for many citizens. Then we tell the individual the board and staff will not respond to individual comments or questions during the public forum. We tell the appropriate staffi members will follow up ifneeded. Well I think we: need to go a little further this is a public forum everyone here's what is said, but yet we don'thear what the staffer tells that individual or ifthat person has received a follow-up many people come back and say I have not been contacted It think that the council needs to have ai follow-up at the next town meeting. Detailing how the staffer addressed the concern. We are: not giving our citizens the necessary support too many people are coming back and saying that no one called me nothing has happened. This is my concern to the council that we maybe get an appropriate response to our citizens at the next town meeting. Commissioner McDowell agreed with Commissioner Gilmore however he explained the reason that we do not respond during the meeting is because then there will bea back and forth. Commissioner Womack also agreed and stated that the website needed to be updated as well. Commissioner Hutchinson stated that the technology that is being brought in  open because we don'tneed these roads closed at the same time.  Maxton is used in Atlanta, GA and other areas and will help a great deal.  10    ADJOURN carried.  Mayor Davis requested a motion to adjourn the meeting. Commissioner McDowell made the motion and it was seconded by Commissioner Gilmore. The vote was unanimous and the motion  PbDany Paull Davis, Mayor  MMAC Michael D. Cousar, MBA  II