Town of Robbinsville Regular Meeting Minutes October 7, 2020 Town Hall  A Regular Town of Robbinsville Board Meeting was called to order by Mayor Steve Hooper at 1:00P PM at the Town Hall on October 8, 2020. The Mayor lead the Pledge of Allegiance and Prayer.  Council present: Brian. Johnson, Debbie Beasley Public Hearing = Sewer Improvement Grant:  Brian. Johnson made a motion to open the public hearing. Debbie Beasley seconded the motion. Motion passed. Karen Kiehna with McGill presented an explanation and description of the Sewer Improvement Grant proposed request for funding from NCDEQ's CDBG-I program. She will bring the minutes for this presentation to the November 4, 2020 meeting for approval. Brian. Johnson made a motion to close the  public hearing. Debbie Beasley seconded the motion. Motion passed.  Public Hearing- - Old Town Hall Lease:  Brian. Johnson made a motion to open the public hearing. Debbie Beasley seconded the motion. Motion passed. Steve Hooper read the Resolution for the Lease oft the Old Town Hall. Brian Johnson and Debbie Beasley voted to approve the Resolution. The Clerk to the Board asked if a motion is required, Attorney  Davis stated it was not required. Opening of Bids - 1996 Ford Truck:  Mayor Hooper opened seven bids. Brian. Johnson made a motion to approve the highest bid, $805 from  Michael Kennedy. Debbie Beasley seconded the motion. Motion passed.  Approval of meeting minutes: Beasley seconded. Motion passed. Approval of agenda:  Brian. Johnson made a motion to approve the September 2, 2020 Regular Board meeting minutes. Debbie  Brian Johnson added the GREAT request to new business #8. Brian Johnson added new business #11- Veteran's Ad - Graham Star and moved Closed session to #12. Brian. Johnson made a motion to approve  the Agenda as amended. Debbie Beasley seconded the motion. Motion passed.  Public Comment:  Brian. Johnson made a motion to open public comment at 1:31 PM. Debbie Beasley seconded the motion. Motion passed. There was no public comment. Brian. Johnson made a motion to close public comment  at 1:32 PM. Debbie Beasley seconded the motion. Motion passed.  Page 10 of4    Old Business: Town Hall Mold Issue:  Brian. Johnson made a motion to approve. John. Jewell stucco repairs and newl bathroom vanity ($1,900) if the repairs include remove stucco, replace stucco and paint wall by bathroom at Town Hall and 8x12 wall in storage room. Debbie Beasley seconded the motion if the changes to the quote are made. Motion passed. Brian Johnson made a motion to approve the John Jewell quote ($1,000) for two new metal  basement doors. Debbie Beasley seconded the motion. Motion passed.  Collins- drainage update:  Brian Johnson presented two quotes for the Ford Street drainage repairs: ACE Clearing & Construction, Inc. -$ $13,985.75: and Adams Contracting Company- $14,359. Debbie Beasley stated that since the Town cannot afford to give the Town employees raises this year, she does not want to approve these repairs at this time. She suggested Bo Collins to contribute to the expense of this project. Brian. Johnson tabled the  repairs.  Town alleyway - off Morphew Street:  Attorney Davis discussed the procedures for closing alleys. The attorney will adjust the Resolution and bring it to the November 4, 2020 Board meeting. She stated that she will need the whole survey from  Terry. James. Brian. Johnson tabled this until the November 4, 2020 Board Meeting.  New Business:  RHS- -) Yearbook Advertisement: Beasley seconded the motion. Motion passed.  Brian Johnson made a motion to approve al % page Robbinsville High School yearbook ad, $130. Debbie  Sidewalk Project: Brian. Johnson tabled. Morphew Street Drainage Project:  Debbie Beasley made a motion to approve the quote from Tim Creasman, $5,600, for the Morphew Street  drain. Brian. Johnson seconded the motion. Motion passed.  Meeting Minutes Request:  Debbie Beasley made a motion to remove the employee's name in reference to the. Auditor's concerns from the August 14, 2020 Board meeting minutes. The Clerk to the Board asked if she only wanted to remove the employee's name, or the entire sentence. Debbie Beasley stated that she only wanted to remove the employee's name. Brian. Johnson seconded the motion. Motion passed. Brian. Johnson made amotioni to approve the August 14, 2020 Regular Board meeting minutes withi the change. Debbie Beasley  seconded the motion. Motion passed. NC811 Membership Agreement: Online Payment Upgrade:  Brian. Johnsont tabled this agreement until the November 4, 2020 Board meeting.  Page 20 of4    Brian. Johnson made a motion to upgrade the online utility payment program to the Southern Software integrated version, for an additional $100 cost per month. Debbie Beasley seconded the motion. Motion  passed.  American Flag power pole project: Beasley seconded the motion. Motion passed. Veteran's Ad - Graham Star: seconded the motion. Motion passed. Auditor Presentation:  Brian. Johnson made a motion to pay $1,300 to paint the Americant flag on 26p power poles in Town. Debbie  Brian. Johnson made ar motiont to approve al % page Veteran's. Ad, $250i in the Graham Star. Debbie Beasley  Nancy Lux with the Ray, Bumgarner, Kingshill & Assoc., PA presented the June 30, 2020 Financial Statements and Audit report. She stated that the Town is in a good financial standing and had no compliance violations this year. She made four recommendations that would help the Town improve  internal controls:  (1) No Personal Use of1 Town Property. (2) No blank purchase orders.  (3) Create aj policy for use of comp and vacation time. (4) Perform inventory count of Water/Sewer maintenance stock.  Steve Hooper explained to the Auditor that since the audit he has now put the Wex card in the Town vehicle and that the Town Visa card remains at the Town Hall to avoid accidental personal credit card use  int the future. Finance Update:  The Finance Director presented the Budget VS Actual for period ending 9/30/2020. She stated that the Town's revenue has exceeded the expenses to date by $7,698 in the General Fund and revenue has  exceeded the expenses to date by $58,353 in the Water & Sewer Fund.  Closed Session: motion. Motion passed.  Debbie Beasley made a motion to go into closed session at 3:10P PM. Brian. Johnson seconded the motion. Brian Johnson made a motion to come out of closed session at 3:52 PM. Debbie Beasley seconded the  There were no decisions made in closed session.  Brian. Johnson made a motion to adjourn the meeting at 3:54 PM. Debbie Beasley seconded the motion.  Motion passed.  Page 3 of4    Stevel  Brian. Johnson, Council Member  AL  B1  ABSENT  PMbml Debbie Beasley, Council Member  Shaun Adams, Council Member  ATTEST:  Syebokr Sonya Webster, Clerk to the Board  Page 4 of4