Open Meeting Town ofWhitakers Board ofCommissioners Monday October 5, 2020 7:00 P.M.  Boardroom Chambers, Town Hall, and Virtual Conference Call Conference Call Number: 1-425-436-6369; Access Number 2295298 Present: Mayor Esterine Gary Pitt; Commissioner Sammy Hopkins; Commissioner Doris Howington; Commissioner Nancy Taylor; Commissioner. Janice Bellamy and  Commissioner Doris Lindsey  Others attending meeting: Town Administrator, Thomas Everett; Town Clerk, Shante Williams; Chief of Police Lynette Clements; Maintenance Supervisor, Jerry Howington; Town Attorney, Brian Pridgen; Grant Consultant, Dennis Patton; CPA, James Overton;  and Nash County Census, Adam Tyson  1. Meeting called to order by Mayor Esterine Gary Pitt.  2. Commissioner Rev. Doris Howington Lead in pray and Pledge of Allegiance. 3. Shante Williams, Town Clerk performed "Roll Call". Mayor Pitt stated some rules for  being on the call. 4. Agenda Approval  Mayor Pitts asked to entertain a motion to approve amended agenda. Commissioner Howington made a motion to approve the amended agenda. Commissioner Taylor second the motion. The Commissioners vote was 4 "Aye" and 1" Nay".C Commissioner Bellamy stated she did not receive the email. Motion carried. U.S. Department of Agriculture will be waving bonding covenant due to Covid. Everybody revenue for water and sewer are down because they were unable to charged late penalties and until this month the service could not bet turned off. The LCG letter and a copy oft the 2 years budget will be sent to Ms. Edmonson tomorrow. The board would need to approve and sign the LGC. Mayor Pitt ask Mr. Overton did he received Mr. Patton recommendations? Mr. Overton stated he did receive the recommendation and he made some changes. He did see where Mr. Patton was talking about al loan the Town had could more Mr. Patton informed that thel loan is a noi interest loan one payment per. year for Sewer rehab. Thisl loan is a new loan, where that application has been approved but Mr. Overton stated with the correction to the LGCI letter, he would suggest that the  5. Revision OfLGCI LetterApproval- Mr. James Overton  information about the loan be provided? the closing has not been approved. board approve the revised LGC letter.    Commissioner Howington move the motion to approve the LGCI Letter. Commissioner Lindsey second the motion. The commissioners voted the following:  Commissioner Bellamy "Nay" Commissioner Howington "Yes" Commissioner Lindsey "Yes" Commissioner Taylor "Yes" Commissioner Hopkins "Yes"  Mr. Overton stated that this letter has tol be signed by all the commissioners letting thel LGC know that commissioner is aware oft the issues identified in the letter. Commissioner Bellamy agreed to sign the Revised LGC Letter.  Motion carried.  6. Adopt Budget Ordinance - Mr. James Overton The LGC needed a summary of! budget. The budget was out ofl balance by $114,000.00.  The adopted budget should be approved by department total not by linei items. The Budget Ordinance that was adopted in June was no good because it was not Mayor Pitt asked Mr. Overton how was the Budget Ordinance from June over by? Mr. Overton informed that the Budget Ordinance was off by $114,250.00. Commissioner Howington stated to Mr. Overton inl his document she noticed the fund balance appropriation for the General Funds $114,000.00 along with an appropriation for the Powell Fund for $42,308.00 could he explain why? Mr. Overton explain thati it was the saving reserve fund for the Powell Bill that was Commissioner Taylor stated that the Budget Ordinance that was passed inj June has $500,000.00 more that the Budget Ordinance Mr. Overton was presenting for the Mr. Overton stated ift there was another Budget Ordinance out there, he needed to see ift because the information provided to him was out of! balance. Also, the minutes were: not posted on the website sO that he could see what Ordinance has been adopted sO the town needed to get the website up and running to the citizen cans see Commissioner Bellamy asked Mr. Overton to explain where he got the $114,250.00 from to balance out thel budget and ifi it was legal as to how the funds are being Commissioner Taylor stated that was one of! her concerns as well that the town is moving money. just to balance thel budget, where is the money coming from to Mr. Overton stated the fund balance is a withdrawal from your saving that isl how you balance the budget. It does not mean you will actually used all of the money. If the town has adopted a balanced budget, he will need a copy ofita and disregard adopting his document. Buti ifthere is not a adopted balanced budget them the  balanced.  on the town' 's adopted Budget Ordinance document.  board to adopt.  the minutes.  moved around to show a balanced budget?  balance thel budget?    board need to adopt something sO the it can be sent to the LGCand it can be Mayor Pitt asked Mr. Overton will hel look over the balance budget that was adopted  corrected next month.  inj June to make surei it was correct? Mr. Overton responded yes, he would.  Mayor Pitts asked to entertain a motion to Adopt Budget Ordinance.  Commissioner Hopkins stated thati it was not need for a motion the town has already adopted a Mayor Pitt asked Mr. Overton is there any other amendments that needed to be Mr. Overton replied not at this time. We will save the amendment until next month after the books are updated, sO we can see what amendments have tol be made. The bank account was reconciled last week SO the cash is right. Mr. Everett has filed the cash report with the LGC. Ifany amendments need to be approved, it will be at the next meeting. In addition, all the board minutes need to be updated and available to Attorney Pridgen ask Mr. Overton about the Payroll taxes and Retirement Mr. Overton stated he was provided the paperwork and that will bei the next thing Commissioner Howington asked for clarification to Mr. Overton is there anything that need to be done. as far Commissioner Bellamy voting No to the approval oft the Mr. Overton stated Commissioner Bellamy her right to disagree with anything on the letter SO her vote can remain not even after: she agreed to sign the LGCI letter. Mayor Doctor Esterine Gary Pitts asked to entertain a motion to approve August 5, 2020; August Commissioner Howington made motion to approve minutes. Commissioner Hopkins second the  balanced Budget Ordinance. approved.  the public upon request. Contribution Taxes?  he will work on once hei is out oft the hospital.  LGC letter, even ifs she has agreed to sign the LGCI letter?  7. Approval ofMinutes:  19, 2020; and September 8, 2020 minutes. motion. Commissioner vote as follow:  4 "Aye" and 1 "Nay". No further decision. Motion carried.  8. CDBG-IGrant ($1.789,530)COG Activities Report - Mr. Dennis Patton be administrative in nature, including a couple ofi important items:  As seem from the copy of the monthly report from the COG, the activities continue to The Town finally received the letter of Release of Funds that was signed and issued in The Town's DUNS number is now active, thanks to Commissioner Howington, and the The Town had its first monitoring visit and, because oft two instances of omissions by the COG, the Town received two findings where a debarment certification was not provided  June.  CDBG-I Unit has been informed that the account is active.    with the COG administration contract and! Section 3 employment and businesses language was not int the ad fori the solicitation ofe engineering services.  The Town has responded that these oversights. Are there any questions or comments?  Mr. Moore has submitted the design and bid documentation and is awaiting approval. Mayor Pitt stated that the town did reimbursed Commissioner Howington, and Mr. Patton did get permission and since it was ai third party the town will be reimbursed as This is the $650,000 sewer rehab project, which Mr. Overton referred to the $150,000 loan. This loan ist the funds the Town agreed to borrow along with $500,000 "free monies" where we video the sewer lines in much oft the remainder of town and reline 3,200 linear feet of the worst sections. In addition, the Walnut Grove and Main St. lift The draft of the environmental review for this project was completed and Mr. Moore When the engineering report and environmental review are approved, Mr. Moore can proceed with the design and bid documents, which also need to be submitted for review Commissioner Taylor asked Mr. Patton about the asset inventory management that Mr. Overton referred to was that a different grant the town has applied for was not Mr. Patton explained that was some kind of lingo Mr. Overton used but he was not sure what Mr. Overton meant. But Commissioner Taylor was correct it was something This is the $750,000 project where 5,700 linear feet of small 2-inch galvanized He has started the environmental review and Mr. Moore has begun the engineering  well. The DUNS number expiration date is 09/24/2021. 9. CWSRFLoan & Forgiven Principal ($650.000) - Mr. Dennis Patton  stations will be rehabbed.  submitted it along with his engineering report this past week.  and approval.  Are there any questions or comments?  approved?  different from this grant. waterlines will be replaced.  10. DWSRF Loan - Forgiven Principal ($750.000) - Mr. Dennis Patton  report.  Are there any questions or comments?  11. ASADRA/C CWSRF Loan- Forgiven Principal ($1,459,000) - Mr. Patton  As you will recall, this is the $1,459,000 project where we are proposing to relocate the Porter St. lift station completely out of not only the floodway, but also the floodplain entirely. Mr. Moore corrected the two deficiencies from the April application, and he delivered the revised application last week in time for the September 30th deadline. Commissioner Howington asked Mr. Patton is he had received all the documents he  Are there any questions or comments? needed for the CDBG-IGrants?    Mr. Patton responded yes; Mr. Everett was able to obtain the documents ini time for the  application.  12. Departmental Reports for September 2020  a. Police Department - Lynette Clements, Chief fofl Police  Aggravated assault with a sexual motive. Criminal damage with vandalism Couple ofo calls for service Help with accident 2t town ordinance tickets written 3Civil paper (subpoenas being served) 2arrest made Obtain 2 felony warrants for rape 3domestic violence 4traffic stops 5bank deposit  Simple assault  Vehicle maintenance (whole in the radiator)  On 10/22 Chief Clements will attending a meeting for NC Sheriff Association the meeting will be held in' Whitakers on Old Mill Rd. On 10/14 Chief Clements will be going to the Brick to speak with the high school kids about their thoughts and feelings ini reverence to the events that has taking place dealing with the police and the citizens. Commissioner Taylor asked Chief Clements ifs she knew ift the speed Chief Clements inform Commissioner Taylor that the speed monitor does not save the records of the speeds it only displays the speed. Commissioner Bellamy asked Chief Clements about the speed bumps. Chief Clements stated she can: start on them next week once she gets Commissioner Taylor asked Chief Clements about the Radar Class, the fact that 2 classes have already passed will the town have a police car toj put the equipment in so that the officers can be certified? Chief Clements stated she cannot honestly answer in reference to any Commissioner Taylor stated we do not need any other cops ift they do not have a car to drive. The board need to figure out something as far as the police cars because that is what Chief, and the Town of Whitakers need radar certified police officers. Mayor Pitt asked to entertain a motion.  5b body cams were received. Speed monitor was more to Pippen St. monitor kept the memory of people speed.  something to bult them down.  new police cars.    Commissioner Howington made a motion to accept the Police Report presented. Commissioner Hopkins second the motion. The commissioner's' votes were unanimously Aye". Motion carried.  b., Public Works - Jerry Howington, Maintenance Supervisor  Kept grass cut at pump stations Fixed water services to meter boxes Unstopping sewer services on the Town side Cut grass at the park, around the' Town Hall, and along the railroad. Flushed hydrants due to complaints of dirty water. Removed debris away from citizens residence. Cut grass at cemetery and patch whole around graves. Cut thel low hang limb with a hand cutter.  Picked up bulk trash.  Commissioner Taylor asked was the maintenance completely staffed? Mr. Howington informed that they were waiting approval tol hire 2 The' Town needs to get an extender jet to clean out the storm drains Commissioner Bellamy mention the 2 field on Spring St. that needed Commissioner Bellamy informed that board that she was apart oft the interviews process and the gentlemen are good candidates for the Commissioner Lindsey made a motion to accept the Maintenance Report presented by Mr. Howington. Commissioner Bellamy second The commissioner's votes were unanimously "Aye". Motion carried. Mayor Pitt asked to entertain a motion for Mr. Howington to hire 2 Commissioner Lindsey made a motion to allow Mr. Howington to hire ar new people. Commissioner Bellamy second the motion. Commissioner Howington asked was iti in the budget to hire any new personnel for the maintenance department? Commissioner Bellamy informed that it was previously voted on and The commissioner's votes were unanimously"Aye"." Motion carried. The General Ledger trail balance is still of balance, itisa work in  guys Mr. Kenney and Mr. Moody. havel help with the flooded roads.  tobe cut.  maintenance department. Mayor Pitt asked to entertain a motion.  the motion.  additional persons.  itv was on the budget.  Administration - Thomas L. Everett, Town Administrator progress when Mr. Overton comes back.    Commissioner Taylor asked Mr. Everett about the adjustments made Mr. Everett informed that the adjustment was something Mr. Overton was working on. We are trying to find out where is the money. The number can be moved around but that still will not show where the Commissioner Taylor agreed with Mr. Everett. On the document Mr. Overton sent the General Ledge show accounts with funds in, but the bank record does not show there is any money in these accounts. The  such as the $86,000 what was the adjustment for?  lacking money is.  question is where thei money went. Total of4 43 checks totaling $24,173.99 Powell in the amount of $2,500?  13. Approval of Bills for September 2020  Commissioner Taylor asked about the check #2046 for Michael Mr. Everetti informed that it was for al leak running into the street on Commissioner Taylor also had a question about check # 2055 for Century Link in the amount of $1091 but in the June, July,a and August Mr. Everett informed that the town has several accounts with CenturyLink and when we were: sending in thej payments, they were Commissioner Howington asked about the check #2070 for Cummins Mr. Everett informed that Cummins comes out and calibrate the generators. Commissioner Howington stated that in the past that was af free service. Mr. Everettinformed that currently they are charging Commissioner Howington also had a question about the check #2071 Mr. Everett informed that was for the Town ofWhitakers.org domain. Commissioner Taylor asked about the check # 2068 for Carolina Tires, in August we paid $985 now we are paying them $1100. Whati is the reason that the town is not utilizing the local mechanic shops? Mr. Everettinformed that thel local businesses to not provided the Commissioner Taylor stated that she noticed in the monthly bill there Mr. Everett informed that it would be in the next month bills because City of Rocky was having issues with their system and the representative that he had spoke with advised him to wait to pay the bill because they were experiences issues with their system.  Cutchin St.  there was not entry at all for Century Link. not being credited the correct account. what were the check for?  us for that service. for Domain Listing.  same warranty that Carolina Tires offer. was nothing for the Rocky Mount.    Commissioner Taylor asked about the Edgecombe County Officer that assisted the Town lasti month was paid $720 but this month $1740. We have a new: full time Officer and part time Officer and Chiefwhy Mr. Everett stated the town need extra coverage and suggested that Commissioner Taylor direct the question to Chief. Commissioner Taylor stated she would like to see the schedule and that the schedule used to be available for the board. Mayor Pitt stated the $30j pert that the Officers get paid was part ofthe increase buti it was not approved by the board and shel has the original copy and that was one of the things she asked Mr. Overton to amend Commissioner Taylor wanted to know why the Police schedule was no Commissioner Howington stated that Attorney Pridgen stated thati it was not a good idea for Police Department schedule toj publici nor Attorney Pridgen stated his recommendation that the Police schedule is not made public. From al law perspective people willl break thel law Commissioner Lindsey asked what did we received from Premier Mr. Howington informed it was gear worm that goes to the bush hog. Commissioner Howington asked about the FMRT Group. Mr. Everett stated he would have tol look up the invoice and get back with her to let herl know what the service was. Commissioner Howington asked why Joyce Bailey was still getting Mr. Everetti informed that Mrs. Bailey was in the office helping clean up and prepare for this year audit. He would really like for Mrs. Bailey to come back and help she was a great assent to the office ifthel board Commissioner Lindsey made a motion to pay the bills. Commissioner The commissioner's votes were unanimously "Aye". Motion carried.  did the amount go up: SO much?  in the Budget.  longer being provided to the board.  available for the board.  when certain Officers are working. Equipment in Enfield?  paid by thet town.  approves.  Mayor Pitt asked to entertain a motion. Hopkins second the motion.  14. Selecting Auditor  Commissioner Howington pointed out on the letter that the Board signed and was being sent to the LGC stated the Town was using Pearson. Commissioner Howington made a motion to use the current. Auditor to perform this year audit. Commissioner Taylor second the motion.  Mayor Pitt asked to entertain a motion.    The commissioner's' votes were unanimously "Aye". Motion carried. Commissioner Lindsey had questions on what her duty in the cemetery is? Mayor Pitt stated it has not been determined but iti is wherever she see fitto Commissioner Taylor informed that Gary from Cummins was going tos spray Mayor Pittinformed that everyone has not gotten access to their towns emails Commissioner Bellamy asked about Helen Pittman on Spring St getting an Commissioner Hopkins informed the Meadoc Metal offered $3975: for the all the vehicles and tol have the cars moved to thel lot on the corner JR is going to Commissioner Bellamy stated the shop has not been fixed, where is the money from the insurance check that was: send. That place is not suitable for no one to go in there. She would not even take her dogs in there and she has 2, and she Commissioner Howington stated the cars were not moved to see ifa anyone Commissioner Bellamy stated she will JR first thingi in the morning and she will Mayor Pitt stated the bids will be: sealed and left at' Town Hall until next board meeting. The cars will set on the corner lot for 30days for people to bid on. Commissioner Taylor made a motion to provide Ms. Pittman a $30 credit on herwater bill. Commissioner Bellamy second the motion. The commissioner's votes were 4 "Aye" and 1 "Nay". Motion carried. Commissioner Lindsey stated the new company GFLi is the worse.  15. Commissioner Commentsand Concerns  help. for fire ants.  tosend the information to everyone personal email.  adjustment on her water bill.  charge $75.  love her babies. would bid on them. tell him to move the cars.  Mayor Pitt asked to entertain a motion.  16. Citizen Commentsand Concerns  Mr. Tyson addressed the board with updated information pertaining to the 2020 census. The original due date was September 30, 2020 which was extended to October 5, 2020 then extended again to $600,000,000.00 divided by the counties every. year for the next 10 years. Meaning $18,200.00 per person in the household. Whitakers is currently at 42.6% and 10 out of11 counties.  October 31,2020.  Whitakers had 65.7% in 2010 census.  17.Adiournment    Mayor Doctor Esterine Gary Pitts asked to entertain a motion to adjourn the meeting. Commissioner Bellamy moved the motion to adjourn. CommissionerTaylor. second the motion. The commissioner  voted unanimously "Aye" Motion carried Meeting adjourned.  Respectfully submitted by: Shankcues  Town Clerk