Open Meeting of the Board of Commissioners  For the Town ofWhitakers Tuesday September 8, 2020 at 7:00 P.N M Boardroom Chambers, Town Hall  Conference Call Number.1605313-5369; Access Number 864082  Present: Mayor Esterine Gary Pitt; Commissioner Doris Howington; Commissioner. Janice Bellamy; Commissioner Sammy Hopkins; Commissioner Doris Lindsey; and Others Attending: Town Clerk, Shante Williams; Town Administrator, Thomas Everett; Police Chief, Lynette Clements; Town Attorney, Brian Pridgen; Grant Consultant, Dennis  Commissioner Nancy Taylor Patton; Officer David Pate.  1. The meeting was called to order by Dr. Esterine Gary Pitt Mayor.  2. Commissioner Doris Lindsey lead devotion by Invocation and Pledge of Allegiance lead 3. Shante Williams, Town Clerk performed "Roll Call", and recognition of visitors Mayor Pitt informed conference callers oft the Ground Rules.  4. Agenda Approval  Mayor Doctor Esterine Gary Pitts asked to entertain a motion to approve amended agenda. Commissioner Bellamy made a motion to approve the amended agenda. Commissioner Taylor second the motion. No further discussion. The Commissioners vote was  unanimously "Aye". No opposition, motion carried.  5. Oath of Office: Officer David Pate  Officer David Scott Pate: sworn in by Chief Clements  Office Pate has 20 years of Law Enforcement experience, Radar and Highway Patrol, Child Safety Seat Certified, married, two children and resides in Roanoke Attorney Pridgen inquired as to whether Mr. Patton needed any of the minutes Mr. Patton stated that he has already submitted the unapproved minutes for the Mayor Doctor Esterine Gary Pitts asked to entertain a motion to table approval of minutes. Commissioner Bellamy moved motion to table the minutes approval until next Commissioner Taylor asked why were the minutes being tabled until next  Rapids, North Carolina. for the grants.  6. Approval of Minutes: August 5,2020; August 19, 2020  grant, but the minutes will need to be approved later.  meeting. Commissioner Howington second the motion.  meeting?    Mayor Pitt responded. saying she did not receive the meeting packet until late last night and Commissioner Lindsey just received the packet and no one commissioner had the chance to read the minutes. No further discussion. Commissioners voted unanimously "Aye". No opposition, motion carried.  7. Clean Water State Revolving Fund Environmental Assessment - Mr. Dennis Patton  Mayor Pitt called on Mr. Patton to give this report.  Mr. Patton stated that the Clean Water State Revolving Fund is the $650,000 project to re-line the sewer collection mains where Mr. Moore proposes to video 8,500 lineal feet of lines located in areas outside oft the CDBG-I Project Area in order to find the worst 3,200 lineal feet ofr mains to re-line. The project will also rehabilitate two lift stations - Walnut Grove and Main Street at their present An environmental assessment is required for this project. This is whereldescribe any potential impact, minimal impact, or no impact fora a variety of natural and man-made environmental elements, such as water, air, wildlife, noise, land Since the Town's engineer is proposing to use re-lining technology for the majority, if not all of the 3200 lineal feet of mains, this will avoid digging trenches to replace lines. The budget does have a very small amount of dig and replace cost estimate ini it just in case he and contractor run into small sections where there is no choice. But the intent is to reline all 3200 linear feet. The lift Thus, the impact on both types of environmental elements, natural and man- made, is minimal to none depending on the element. The noise during construction will be minimal and temporary. Generators willl be installed at lift stations where none exist and the 10 kw generators impact on air quality is well Commissioner Lindsey asked if the amount of footage takes up the funding? Mr. Patton answered the $500,000 is principal forgiveness and $500,000 is for  locations.  development, etc.  stations  will be re-fitted with new equipment at their current sites.  within limits. Are there any questions?  dig and replace.  8. CDBG-IN Monthly Activity Report: - Mr. Dennis Patton  Mayor Pitt called on Mr. Patton to give the CDBG-I activity report. Mr. Patton stated as you saw from the copy of the monthly report from the COG in your agenda packet, the activities continue to be administrative in nature; however, we learned last week during the monitoring visit that the release of funds letter has been issued. We are trying to locate the letter. This means the Town can begin expending grant funds for construction as soon as the project has gone to bid, and a construction contract is secured. lalso learned last week that the design and bid documents will be submitted this week by the town's engineer    for the CDBG-I engineer to review. Once approved, then the project can be bid and As you may recall from your review and work on the Fair Housing Plans, at least one fair housing activity has to occur during each quarter for the life of the grant. 1. To publish the Fair Housing Complaint Procedure in the newspaper 2. To discuss the benefits of forming a Citizens Advisory Committee to not only oversee and advise on CDBG-1 project, but also help disseminate Fair Housing information and new housing ideas. Two residents (Marion & Robert Gibbs) from the CDBG-I project area have volunteered to serve on this committee. If you think of anyone else to serve, please let me know. We will discuss Fair Housing at some of the meetings and will discuss other housing assistance ideas within the Neighborhood Revitalization Committee. 3. The board already discussed the benefits of forming Neighborhood Revitalization citizens advisory committee and it has agreed to take up 4. Mr. Patton will re-contact the Edgecombe County Human Relations Commission to see if they are planning any workshops or have literature we can use. He may need to contact Rocky Mount Human Relations Commission Are there any questions or comments? No further questions.  under construction contract by the end of this calendar year.  For this quarter, we agreed to:  revitalization ideas and resources.  for literature.  9. CDBG-I Neighborhood Revitalization Update - Mr. Dennis Patton  Mayor Pitt called on Mr. Patton to give the report on the CDBG-Neighborhood Mr. Patton stated that as mentioned in an email to the Board last week, the Neighborhood Revitalization grant application was delivered tot the Dept. of Commerce last week on August 31st. Typically, it takes them a couple of months to review all the applications they receive. We have a good application, but we have one or two technical weak spots. We will have to prayt that they will overlook them Mayor Pitt called on Mr. Patton to give the report on the ASADRA Loan/Grant. Mr. Patton apologized for his forgetfulness regarding the Governing Body Resolution already being approved by the Board. As he recalled, he had placed it on the agenda at the August 5th, meeting and stated it was the grant team's recommendation, when the Board approved the resolution, to re-apply fori this principal forgiveness loan. We are working on thei two deficiencies from the April application. This is the project where we are proposing to relocate the S. Porter St. lift station down the street near the corner of S. Porter and' Watson Streets out of the floodplain all together. Mayor Pitt asked if the new location has been determined?  Revitalization Grant.  or give us a chance to correct them.  10. ASADRA Governing Body Resolution    Mr. Patton responded that there were several vacant lots ini that vicinity. Attorney Pridgen stated commissioners wanted more time to consider or to Commissioner Lindsey asked what are the requirements for these positions? Attorney Pridgen stated they are overseeing the departments, being the middle person not the lead. The areas to assist are Street and Beautification, Water & Gary Pitts asked to entertain a motion toi implement a system to have commissioners to assist Commissioner Bellamy moved to accept the departments. Commissioner Taylor second  11. Continuation of discussion regarding Commissioner roles  create rules for them to be liaisons.  Sewer, Zoning, Cemetery, and Police.  department tol be created approval. the motion. Commissioners voted as follow: Commissioner Taylor "Yes" Commissioner Hopkins "Yes" Commissioner Bellamy "Yes" Commissioner Howington "Yes" Commissioner Lindsey "Yes" Departments  Commissioner unanimously voted "Yes" No opposition, motion carried.  Street and Beautification= Commissioner Taylor Police Department = Commissioner Hopkins Cemetery = Commissioner Lindsey Zoning = Commissioner Howington Water & Sewer: = Commissioner Bellamy  12.Appointment of Board representative to Volunteer Fire Department  Commissioner Bellamy will continue being the representative and present the  annual budget for the Fire Department to the Board. a. Police Department - Lynette Clements, Chief of Police  13. Departmental Reports for August 2020  Two Dogs were picked up on Edgecombe County side. One assault, no charges filed, victim refused to provide information. A couple of bank deposit escorts. One citation, which was the Town Ordinance for Demolition. Three traffic stops/ vehicle stops. Three Warrants issued meaning warrants taking out by citizens on other citizens. One arrest made. One vehicle maintenance, an oil change and front alignment. Eight new speed bumps. Three new intoximeters were received to test someone's alcohol intake. Narcotics testing kits. Traffic monitor will be moved by Positive Promotion on Pippen Street then the last place it will be is on this end of Hwy 33. Radar brackets need to be transferred to new  patrol car.    Another patrol car is needed in order for Office Pate to go to Radar training class, classes are September 28, October 2, November. 30, those are the last classes for this year. OIC bus would like to come here to do testing for Covid, HIV and STDs Chief asked if it would be ok for them to Commissioner Bellamy stated we need to spread the word about the testing and the importance of the wearing of the face mask. Commissioner Taylor asked what was the date for the testing? Chief Clements stated that Deans from OIC wanted to do the test one day next week, but she has to talk to Mr. Deans ift the Board gives the okay. Commissioner Taylor ask about the Stop Light at the main intersection, Chief Clements informed that it was an accident at the intersection the other day and they are not going to send anyone until Covid is over. Unfortunately, iti is going to take a fatality to get them to take it seriously,  come test?  that is was a delay due to Covid is that still the case?  and that is not what we want to happen.  Mayor Doctor Esterine Gary Pitts asked to entertain a motion to approve Commissioner Howington made a motion to approve the Police Report. The Commissioners vote was unanimously "Aye", No opposition, motion carried. 35 work orders ranging from meter reading to water and sewer. Water line Commissioner Bellamy asked why hasn't the grass been cut in the fields around Commissioner Bellamy stated that the Town has been cutting the grass and Mr. Everett stated no, it has not changed. We still have the letters to send tot the landowners. The grass could be cut if we have the manpower and the Commissioner Bellamy asked what happened to the manpower? Mr. Everett stated that due to Covid pandemic we lost al lot ofour manpower. The Equipment is SO old no one wants to work on it. Mayor Doctor Esterine Gary Pitts asked to entertain a motion to accept. Commissioner Taylor made the motion to accept the Public Works Report and consider allowing Mr. Everett to get the equipment he is requesting if the funding is available. Commissioner Bellamy second the motion. The Commissioners vote was unanimously "Aye", No opposition, motion carried. Administration - Thomas L. Everett, Town Administrator  Commissioner Bellamy second the motion. b. Public Works - Thomas Everett, Town Administrator broke on Cutchin Street fixed by Town of Enfield. Mr. Everett stated they do not belong to the Town. charging it to the landowner's taxes has that changed?  town?  equipment.    Contract from Pettaway, Mills and Pearson came with a preaudit report Attorney Pridgen stated that due to Covid the deadline has been extended until the end of the calendar year to submit Audit. Commissioner Lindsey asked with the extension will there be late fees or Attorney Pridgen stated there is no financial penalty, they will just send out a letter stating your audit is late. The only thing is it can hold you up on is Grant funding. They just want to see an audit report completed. Commissioner Howington had concerns about the date on the contractt to Attorney Pridgen stated that the contract was a standard contract for an audit. Attorney Pridgen asked Mr. Everett about what he stated about Mr. Everett stated in the trial balance, number ten general funds is out of balance and number thirty the water sewer out of balance. That was one oft the things Mr. Overton mentioned the General Ledger maybe off Commissioner Lindsey ask how could we correct it? careful where we pull our money from.  check list al lot ofs stuff that needs to be done.  penalties fori the audit being late?  have the audit completed. errors in the report.  balance.  Mr. Everett stated we have to go through the General Ledgers and be  14. Approval of Bills for August 2020  Mr. Everett stated for the month of August the Town wrote 35 checks totaling $90,683.08, two checks were voided making the total of check 33 Commissioner Howington asked about two checks written to Suez in the same amount one on the 25th of August then the other on the 31stof August checks number 2029 and check number 2036? Mr. Everett informed that the town paid the past and current invoice. Commissioner Taylor asked what is Mangums? Mr. Everett informed that Mangums is a company that works on truck Commissioner Howington asked what is the North Carolina Inner Local Mr. Everett informed that it is an insurance company like Blue Cross & Commissioner Taylor informed that it was a check for Blue Cross & Blue  active checks, totaling $89,793.08.  and tires. Located in Wilson. Risk Management Company? Blue Shield or Travelers. Shield on the report.    Mr. Everett informed that the Town has serval accounts with Blue Cross &B Blue Shield for various service they offer such as health, vision and Attorney Pridgen asked did the Town switch Liability providers he Mr. Everett informed that Travelers would fall under the Hackney Group. Attorney Pridgen asked what is the policy written by Risk Management? Mr. Everett stated that he would have to pull it up to find out.  dental.  thought Travelers was the provider?  Mayor Doctor Esterine Gary Pitts asked to entertain a motion to approve the Bills that were Commissioner Bellamy made a motion to approve the Bills that were paid. The Commissioners vote was unanimously "Aye", No opposition, motion carried.  paid.  Commissioner Taylor second that motion. 15. Commissioner Comments and Concerns  Commissioner Taylor stated if the Board approve Lyons Club sign to remind Commissioner Lindsey stated that she and some other pastors in the area have been making sure they spread the news about the importance of the Census to Commissioner Taylor stated that the Town could send out notice to for citizens to come to the Library on a day the Library is open, and someone could help citizens fill out their Census using the computers. A notice needs to be sent to Mr. Everett informed everyone that on the water bills there are four lines that the information can be placed on, for this month we had the notice about the Census. But al letter has been drafted to send out to the citizens. Commissioner Lindsey stated she noticed that citizens stacking trash on top of Commissioner Bellamy stated the bins are to small. Some families have multiple people in the household, and they will fill the bin up in at few days then the trash truck only comes once a week. That was al bad decision to switch to this  citizens to do 2020 Census.  their members  citizens providing information about thel bin pick up.  the bins maybe they need two bins.  company.  16. Citizen Comments and Concerns  Commissioner Taylor informed the Board about the Wrap Music Park grand opening 10/3 or 10/10 to have ribbon cutting, Speakers from WRAP, Cummins, Conservation Fund, and a statement from Mayor Pitt. Including face painting, tattoos, snow cones, Mayor Doctor Esterine Gary Pitts asked to entertain a motion to go into Closed Session. Bellamy moved motion to go into Closed Session. Commissioner Hopkins second the  hotdogs with chips and drinks. It will be a midday events.  motion.    The Commissioners vote was unanimously "Aye". Motion carried. Everyone was asked to leave besides Legal Counsel.  17. Closed Session for Personnel and Legal Advice  18. Adjournment  Recorded by and Submitted by Shante Williams, Town Clerk Shhantol Diphamo