Town of Robbinsville Regular Meeting Minutes October 2, 2019 Town Hall 4 Courts Street, Robbinsville, NC28771  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 October 2, 2019.  Council present: Brian. Johnson, Shaun Adams, Debbie Beasley  Others present: Chadd Carpenter, Maintenance Supervisor; Kevin Hensley, Editor of the Graham Star;  Michele Shiplet  Approval of meeting minutes:  August 7, 2019 meeting minutes: Shaun Adams had requested verification oft the person motioning for the Edna Phillips refund.. After listening to the recording, Deputy Clerk to the Board, Shari Birchfield, verified that Clerk to the Board, Sonya Webster, was correct as stated in the meeting minutes that Brian Johnson madei the motion to approve Ms. Phillips refund. Brian motioned to approve the August7,2019 August 26, 2019 meeting minutes: Shaun Adams had requested the meeting minutes to state that Ann McDonald was not present at the meeting. The Board viewed the change had been made. Brian. Johnson motioned to approve the August 26, 2019 meeting minutes. Debbie Beasley seconded. Vote unanimous. September 4, 2019 meeting minutes: Debbie Beasley motioned to approve the September 4, 2019  meeting minutes. Debbie seconded. Vote unanimous.  meeting minutes. Shaun Adams seconded. Vote unanimous.  Approval of agenda:  Brian. Johnson motioned to add item #10 Back Flow Cross Connection to New Business. Debbie Beasley motioned to approve the agenda with the addition, Shaun Adams seconded. Vote unanimous.  Old Business:  Snider Circle culvert repair:  The Board had tabled the Snider Circle culvert repair at the September 4, 2019 meeting to discuss with Maintenance Supervisor Chadd Carpenter the possibility of the Town doing the culvert repair. Chadd informed the Board that due to the time needed to do the repair is unavailable at this time and thati it Brian. Johnson motioned to open the sealed bids from the September 4, 2019 meeting. Debbie Beasley The Board opened the two bids (Copies attached) received fori the Snider Circle culvert repair. Shaun Adams motioned to accept the lowest bid of $875.00 by Michael Phillips. Debbie Beasley  would be less cost to have someone else take care ofit.  seconded. Vote unanimous. 1)Darren Stewart 2) Michael Phillips seconded. Vote unanimous.  $1300.00 $875.00  Page 1of3    Update: Morphew St. drainage issue repair  Maintenance Supervisor Chadd Carpenteri informed the Board that repair hasn't been started yet due to working ont the Collins Trailer park drainage issue but should only need half a day to fixs since iti is not in  the road.  Update: Collins Trailer Park drainage repair  Maintenance Supervisor Chadd Carpenter informed the Board that all that is needed to finish the Collins Trailer park drainage repair is putting in two pieces of pipe and doing the grade work.  Update: Ford Dealership-repair of Eric's maintenance truck  Maintenance Supervisor Chadd Carpenter informed the Board that Mountain Ford of Bryson City had repaired Eric's maintenance truck, we picked it up yesterday and iti is doing good. Chadd Carpenter stated that the warranty information wasn'tgiven when the truck was picked upl but it would be sent to  the Town.  Update: Historic Downtown Districting/Consultant info.  Michele Shiplet discussed Sybil H. Argintar of Southeastern Preservation Services (not present at meeting) being the Consultant for the Historic Downtown Districting and presented the Board with a Contract for Services (Copy attached) for a total contract amount of $5000, inclusive of all expenses. Debbie Beasley motioned to accept the contract. Shaun Adams seconded. Vote unanimous.  Update: Maintenance Vehicle purchase/lacky. Jones Chevrolet  Mayor Pro Tem Brian. Johnson asked Finance Director Sonya Webster about the budget amendment for the vehicle purchase. Sonyai informed the Board that they had voted 9/4/19 to purchase a new: 2020 Chevrolet maintenance truck and to demolish the old Headworks building. The vote wast to pay $48,000 cash for1 thet truck and charge half oft the expense to the Water & Sewer fund and half oft the expense to the General Fund. The Board had put $20,000 in the General Fund budget for this purchase. Budget amendment #1- - $4,000 is to appropriate the General Fund Balance and Budget amendment #2- $24,000 is to appropriate the Water & Sewer Fund Balance fori the purchase oft this new truck which was not included int the current budget and $4,000 to appropriate the Water & Sewer Fund Balance for the expense of demolishing the old Headworks building which was noti included in the current budget. Brian Johnson motioned to approve Budget Amendment #1. Debbie Beasley seconded. Vote unanimous. Debbie Beasley motioned to approve Budget Amendment #2. Brian. Johnson seconded. Vote unanimous. Debbie Beasley motioned to approve the Board Procedures Policy (Copyattached). Brian. Johnson  Adopt Board Procedures Policy: seconded. Shaun Adams voted against. Zenner Pilot System Agreement: Sewer Plant - Backup person:  The Board decided to table until November meeting.  The Board discussed the contract with Environmental Inc. (backup fori the sewer plant and testing for the water/sewer plants) will be upi for renewal in. July 2020. Town attorney, Ellen Davis informed the Board of her findings regarding Council Shaun Adams being the backup person. She stated that liability coverage would need to be provided by the Town while hei is ont the job even though he is not receiving  Page 2of3    any payment for his services, only volunteering. Also,! he would need to be givena specific title, noting that iti is without salary and who his boss would be when doing the volunteer work. Debbie Beasley motioned that the Town pay for the classes needed to get Shaun Adams certified. Shaun Adams seconded. Brian. Johnson asked the Town attorney if that would be a conflict of interest. Ellen stated that it would not be a conflict ofi interest since no monetary benefit will bei involved. Brian voted against.  Motion passed.  Missing credit card statements:  Shaun. Adams discussed the untaxed benefits noted by the State Auditors.  After discussion, Brian. Johnson motioned to recess at 1:25 p.m. until next Wednesday, October 9, 2019 at 1:00 p.m. Debbie Beasley seconded. Shaun Adams voted against. Town attorney, Ellen Davis informed  the Board to conduct public comment before recessing.  Public comment: seconded. Vote unanimous.  Debbie Beasley motioned to amend to open the meeting to conduct public comment. Shaun Adams Michele Shiplet discussed the option oft the Town selling the old Town Hall as a surplus property and at what price. She told the Board that the repairs are extensive. Town attorney, Ellen Davis, stated sell of Town property has to go by Public Law which involves meetings, public hearings and resolutions. Michele: stated that when she received the contractors repair costs that she would bring those toi the With no further public comment, Debbie Beasley motioned to close public comment. Brian Johnson  Board for review. seconded. Vote unanimous.  Discuss/approve Town assisting DOT - Five Point Intersection repair:  Brian. Johnson stated that the Board needed to discuss the DOT requesting assistance from the Town in the amount of $14,7951 for the Five Point Intersection project before recessing. Maintenance Supervisor Chadd Carpenter informed the Board that he had some concerns with the project and would like to speak to Andy Russell with DOT. Debbie Beasley motioned tot table till next meeting to discuss after Brian. Johnson motioned to recess at 1:50 until next Wednesday, October 9,2019at1:00 p.m. Debbie  Chadd: speaks to. Andy Russell. Shaun Adams seconded. Vote unanimous.  Beasley seconded. Vote unanimous.  absent_  Steve Hooper, Mayor  BrianJ Johnson, Council Member Debbie Pua Beasley,  A  & ads ShaurAdams, Council Member  abaes  ATTEST:  Ahgibickhnu Shari Birchfield, Deputy Clerk tot the Board  Page 3 of3    Town of Robbinsville Continued Meeting Minutes October 23, 2019 Town Hall 4 Court Street, Robbinsville, NC: 28771  A continued (from October2, 2019) Town of Robbinsville meeting was called to order by Mayor Steve  Hooper at1:00 pm at the Town Hall on October 23, 2019. Council present: Shaun Adams, Debbie Beasley Council absent: Brian. Johnson  Others present: Ellen Davis, Town attorney; Karen Taylor, Town of Robbinsville Tourism Director;  Michele Shiplet, GREAT; Chadd Carpenter, Town Maintenance Supervisor.  Approval of agenda: New Business:  Debbie Beasley motioned to approve the agenda. Shaun Adams seconded. Motion passed.  Discuss/approve Town assisting DOT- Five Point Intersection repair- = Chadd Carpenter info: The Board reviewed the DOT assistance request of $14,795. (Copy attached) Maintenance Supervisor Chadd Carpenter informed the Board that he had addressed his concerns with Andy Russell of DOTin regards to the Five Point Intersection repair and the distribution box will be dug out and any issues repaired. Chadd stated that he had also spoken to Andy Russell in regards to patching a section of pavement on Rodney Orr Bypass at the Mexican Restaurant. Debbie Beasley motioned toj proceed with the Five Point repair and to get a quote for the repair at the Mexican Restaurant. Shaun Adams  seconded. Motion passed. Back Flow Cross Connection:  Maintenance Supervisor Chadd Carpenter informed the Board that Keith Buff of NCF Rural Water Association had spoken to him in regards to the Town will be required to have a Back Flow Cross Connection ORC. The Board told Chadd to contact Keith Buff and get the ball rolling on classes for Town employees to avoid being fined by the State. Shaun Adams motioned to proceed with the classes.  Debbie Beasley seconded. Motion passed. REVVED Up - Christmas ideas  Michele Shiplet requested the Town's approval of REVVED Up decorating the Town for Christmas and have a monetary prize for businesses that are chosen as best decorated. The Board stated that decorating the Town would be a good thing but felt that the monetary donation should be requested Michele Shiplet informed the Board that Amber Benton would like to be on the November 6, 2019 meeting agenda in regards to the old Town Hall building. Michele stated that she was waiting on an email from Amber that would have the contractor costs for repair oft the building. The Board asked  from RTA.  Michele to: send the Town the email once she receives it.  Page 1of3    Letter/leak request- Veronica Orr Beasley seconded. Motion passed. Leak issue - 46. Junaluska Drive  The Board discussed a leak credit request letter submitted by Veronica Orr. The bill/leaki issue in question is. January 26, 2018. After reviewing, Shaun Adams motioned to approve the leak credit. Debbie  The Board discussed the leak being repaired at Cindy Price's residence at 46. Junaluska Drive andi that she had used the two leak credits available. Due to the property owner not being able to get the repair done in at timely manner, the leaki issue will affect ai total off four bills for Ms. Price. Debbie Beasley motioned to approve a credit on the October 28, 2019 water bill. Shaun Adams seconded. Motion  passed.'  Consolidated Pipe & Supply Co.  The Board discussed scheduling a date for Consolidated Pipe & Supply Co. to do a presentation on a new meter system. Maintenance Supervisor Chadd Carpenter informed the Board that it may be good idea to getaguote/nformation from Consolidated Pipe to compare to the meter system the Board is currently considering- - Zenner. Debbie Beasley: told Chadd to get it lined up fort the next meeting Consolidated  Pipe is available. Donation - Shop with Cop:  The Board reviewed the donation letter request (Copyattached) - Shop with a Cop -from the Graham County Sheriff's office. Debbie Beasley motioned to donate $200. Shaun. Adams seconded. Motion  passed.  Finance update - Finance Director Sonya Webster Shaun Adams seconded. Motion passed. seconded. Motion passed. seconded. Motion passed Motion passed. Motion passed.  Debbie Beasley made a motion to approve Pepsi tax release #9801 and Pepsi tax discovery #5736. Debbie Beasley made a motion to approve Mary Birchfield tax release #9763 and #9764. Shaun Adams Shaun Adams made a motion to approve Jerry Lee McGaha tax release #9765. Debbie Beasley Debbie Beasley made a motion to approve Gary Wiggins tax release #9766. Shaun Adams seconded. Debbie Beasley made a motion to approve Cheryl Gordan tax release #9799. Shaun Adams seconded.  The Finance Director presented the. July and August Budget VS Actual.  Page: 2of3    Debbie Beasley made a motion to approve Budget Amendment #3 $3,800 - to replace the 2003 Ford truck transmission which the Board approved in the Board meeting September 4, 2019. This will result inar net decrease oft the General Fund Balance. Shaun Adams seconded. Motion passed. Shaun. Adams made a motion to approve Budget Amendment #4 $15,000-DOT paving project for the Five Point Intersection road. This will result in a net decrease of the General Fund Balance. Debbie Debbie Beasley made a motion to donate $2501 to the Graham County Schools to pay for five mirrors in the new women's bathroom at the Football Stadium. Shaun Adams seconded. Motion passed. Finance Director told the Board that Randy Welch with SERCAP hosted a free continued education workshop at the Graham County Library, August 28, 2019 and included the surrounding Town's. This Debbie Beasley made a motion to purchase a quarter page Celebrating Our Veterans adi for $150. Shaun The Finance Director presented quotes from ADP and Heartland for payroll services which was recommend by the NC Treasurer to assist with internal control. The Board will review.  Beasley seconded the motion. Motion passed.  worked out well and they would like to do this each year.  Adams seconded. Motion passed.  Closed session: Noi items for closed: session.  With no further business, Shaun Adams motioned to adjourn at 2:00 pm. Debbie Beasley seconded.  Motion passed.  absent  Brian. Johnson, Council Member hliet Debbie Beasley, Council  Shaun Adams, Council Member  luni  a  ATTEST:  dlanbclhicl Shari Birchfield, Deputy Clerkt to the Board  Page 3of3