Town of Robbinsville Regular Meeting Minutes September 4, 2019  A regular Town of Robbinsville meeting was called to order by Mayor Pro Tem Brian. Johnson (due to the absence of Mayor Steve Hooper) at 1:00 pm at the Town Hall on September4, 2019.  Council present: Shaun Adams, Debbie Beasley, Brian. Johnson  Others present: Ellen Davis, Town attorney; Victoria Baker, DAR-Daughters oft the American Revolution; Dale Wade, US Census Bureau; John Colwell, Revved Up; Michele Shiplet, Church Mouse/GREAT; Dirk  Cody, citizen; Shari Birchfield, Town Clerk  Approval of meeting minutes for August 7th and August 26, 2019:  Brian motioned to approve both meeting minutes, Debbie seconded. Vote unanimous, pending the inquiry and changes! Shaun requested: questioned the August 7th meeting minutes regarding who actually motioned fort the Edna Phillips refund and on the August 26"h meeting minutes, Shaun would Brian. Johnson motioned to approve the agenda but to strike item #6 Gambling machines-proceed  like it noted that Ann McDonald was not present at the meeting. pending-Sheriff. Joseph. Jones. Debbie seconded. Vote unanimous.  Old Business: Headworks building/bids: building located at 200 Knight Street. 1) Michael Phillips 2) Darren Stewart  The Board opened the twol bids (Copies attached) received for the removal of the old Headworks  $4,000.00 $4,300.00  Brian motioned to accept the lowest bid of $4,000.00 by Michael Phillips. Debbie seconded. Vote  unanimous.  Quotes-Maintenance vehicle purchase:  After reviewing and discussing the quotes for the purchase of a Maintenance truck, Debbie motioned to purchase the one from. Jacky. Jones Chevrolet (copy attached). Brian seconded. Vote unanimous.  Year Model Truck  2020 $38,823.00 $47,023.00  3500 HD: Silverado Reg. Cab 4WD  Service body $8,200.00  Board procedures:  The Board discussed the changes they would like made to the Rules of Board Procedure policy with Town attorney Ellen Davis. Ellen stated that she would make the necessary changes and present itt to the  Board at the next meeting for adopting.    Snider Circle culvert repair:  Brian informed the Board that two bids were received for the Snider Circle culvert repair. Debbie motioned to table until able to speak Chadd Carpenter-Maintenance Supervisor). Shaun seconded. Vote  unanimous. Bids remained sealed. (Attached) Morphew St. drainage issues:  The Board reviewed a cost estimate by Maintenance Supervisor Chadd Carpenteri in regards to the Morphew St. drainage repair in the amount of $720.001 for materials (copy attached). Debbie motioned  to have Chadd proceed with the repair. Shaun seconded. Vote unanimous.  Street light-Lon Brown Rd-Pete Brown  The Board discussed Pete Browns request for a street light at his property on 92 Lon Brown Rd. Even though the property is in the Town limits, it would be unfair to provide one with a street light and not  all. Brian motioned not to accept the request. Debbie seconded. Vote unanimous.  Shared meters/extension request letters:  The Board discussed property owners that are in process of having their property/propertes single meter compliant but are not going to be able to have it done by the September 5th deadline. Mildred Cutshaw, Betty Phillips, Terry/Donna Hill and Robin Green submitted date extension request letters (Copies attached) to Town clerk, Shari Birchfield for Board approval. Debbie motioned to grant a six  month extension (March 4, 2019). Shaun seconded. Vote unanimous.  Collins Trailer Park-drainage repair update:  Brian informed the Board that the grade had been shot and the area mowed per Maintenance Supervisor Chadd Carpenter. There are a lot of projects going on and will get started as soon asi itis  feasible. NEW BUSINESS: Public comment:  Brian motioned to open public comment. Debbie seconded. Vote unanimous.  Dirk Codys suggested to the Board that due to the results of the State Audit investigation, that the Town should: seek a newi firm to conduct the Towns audit. Brian and Debbie assured Dirk that this had already been discussed and RFP's willl bes sent out in December 2019. With noi further public comments, Debbie  motioned to close public comment. Shaun seconded. Vote unanimous.  Proclamation for Constitution Week:  Victoria Baker with DAR-Daughters of the American Revolution, asked the Board to approvea Proclamation (copy attached) declaring September 17" through September 23, 2019: as Constitution Week fori the Town of Robbinsville. Shaun motioned to approve, Debbie seconded. Vote unanimous. Shaun stated that he would like to have signature lines for all the Board, notj just the Mayor. Dale Wade with the US Census Bureau requested the Town's assistance with getting the word outi in regards to the Census Bureau hiring part time census workers. Brian told Dale to leave some information  Census Bureau:  with us to display for our customers.    Deposit-Susan Farley (on the agenda but not present):  Briani informed the Board that Susan had spoken tol him in hopes that the Town would publicize more in regards to what requires a deposit being paid and when the change took place. Brian explained thati if water/sewer service is disconnected for non-payment, a deposit must be paid or if one is on file, an additional $50 must be paid towards the existing deposit. All new accounts require a deposit to be  paid.  Maintenance truck repair:  Brian asked the Board ift they would like to get Eric's maintenance truck repaired. The estimated cost is $2000.00-53000.00 and Chadd has the money in his budget to fixi it. Shaun: stated he would like to get some more quotes. Debbie discussed the 3 year warranty that is included with the Ford Dealership. Debbie motioned to have the truck repaired with the Ford Dealership. Brian seconded. Vote unanimous. Shaun stated that the approximate cost fort the current back up person is $57,000.00 a year and that he would like to eliminate this cost for the Town citizens. Shaun informed the Board that he would like to get certified. Debbie told Shaun to check on classes. Ellen, Town attorney, stated there could be issue of liability due to being an elected official. She stated that she would research it and follow up with the  Sewer Plant-back up person:  Board. Michele Shiplet:  Michele informed the Board that she had received the second Consultation proposal for the Downtown Historic Districting whichi is little over $13,000.00 and the third proposal hasn't been received yet. She asked if the Board would like to move forward. Brian: stated that hel had talked to the Town of Sylva in regards to the question of property taxes increasing. just by being designated in the Historic District and was told being designated in the Historic District does noti increase property taxes. Michele stated the NC Commerce told her that it would not increase property taxes also. Michele asked ift the Board would like to pursue, grants which would require only at forty percent match from the Town. Brian made a motion to proceed with the Historic Districting and seek out grants/private donations. Debbie seconded. Michele informed the Board that al business was interested in moving into the old Town Hall on Main Street and asked ift the Town would be willing to do al lease or maybe in thei future al lease to own. Ellen stated that lease to owni is not an option and al lease is doable but requires a public notice/public hearing. Michele informed the Board of building repurposing grants that are available but unsure oft the limitations on those. Brian asked ift the Town would have to seek those grants. Michele said yes. Michele updated the Board ont the progress of the mural wall and the new roof on the old VFW building Michele mentioned a meeting with the school regarding intellectually challenged children, September 18"at 3 pm at United Community Bank if anyone from the Town would like to attend. Michele also informed the Board of ai theft at the Community Garden involving pallets of boards for the outside classroom roof. Brian stated that he would speak to SheriffJ Joseph Jonesi in regards to the issues  Vote unanimous.  on Main Street.  int that area. Finance update: Tabled until next meeting.    Graham County' Veterans office- August water bill: Closed session- - 65143-318.11C,03 were made in closed session.  Debbie motioned to do a leak credit. Shaun seconded. Vote unanimous.  Brian motioned to goi into closed session at 2:20 p.m. Debbie seconded. Vote unanimous. Brian motioned to come out of closed session at 2:40 p.m. Debbie seconded. Vote unanimous. No decisions  With no further business, Debbie motioned to adjourn at 2:50  unanimous.  absent_  Steve_Hooper, Mayor  Brian. Johnsow,Counci Member Dulli Debbie Beasley, Council  A  ShaunAdams, Council Member EAL  Brnalt  ATTEST:  har Bickhclt Shari Birchfield, Deputy Clerkt tot the Board