Town of Whitakers Board of Commissioners March 4, 2024, at 7:00 P.M. Boardroom Chamber, Town Hall  Conference Call Number: 1-425-436-6369; Access Number 2295298  Present: Mayor Sammy Hopkins, Pro Tem Commissioner Dr. Doris Lindsey, Commissioner Doris Howington, Commissioner Janice Bellamy, Commissioner Nancy Taylor, and  Commissioner Racheal Tillery.  Others in attendance: Dr. Esterine Gary Pitt, Town Administrator, Tamica Gray, Town Clerk, Dennis Patton, UCPCOG Grant Representative, Tony Gorham, Veolia Representative, and Brain  Brown, Maintenance.  1. Call to Order and Meeting Guidelines - Mayor Hopkins  2. Devotion by Invocation and Pledge of Allegiance was led by Commissioner Janice 4. Consent Agenda (all items included hereunder may be approved by a motion to approve a. Approval of Agenda- Commissioner Janice Bellamy moved the motion, and Commissioner Pro Tem Lindsey seconded the motion. The motion was carried 5. Approval February 5, 2024, Regular BOC Minutes- Commissioner Doris Howington moved the motion, Commissioner Racheal Tillery seconded the motion. The motion was  Bellamy  3. Roll Call - Ms. Tamica Gray the Consent Agenda as presented)  unanimously 51 to 0.  carried unanimously 5 to0. 1)N Neighborhood Revitalization ($750,000)  6. Grant and Land Use Plan Updates- - Mr. Dennis Patton, Grant Administrator a. Monthly COG. Activity Report -Mr. Patton referred the Board to the February activity report ini the Agenda Notebook and reported the highlights on the month tol be: (1)Requisition #11 for $5,800 was prepared and submitted; (2) the Funding Approval agreement amendment for the $49,325 supplemental funding was executed; (3) participated in conference with homeowners of203 Spring St.; (4) submitted corrections to the 2023 Annual Performance Report. b. Status Report - Mr. Patton reported on the status oft the foundations of the first two houses, including the footers being poured and foundation materials being ordered. As mentioned, the Housing Specialist and I will be working with the owners oft the 3rd house to proceed to the next steps including signing the Deed ofTrust and Promissory Note and contracts for demolition and  the modular home.  2)CWSRFNUR-ARP- Porter St. Lift Station Relocation ($1,750,000)    a. Memorandum of Negotiation - Mr. Patton referred to the memorandum in the agenda notebook and reported that the McDavid Associates Project Engineer received the required number of bids on February 6th and the lowest construction bid was an amount of $1,471,821, which exceeds the project budget for construction. As the Memorandum describes, the Project Engineer completed negotiation and both parties agree to a bid contract amount of $1,210,223.30. This was accomplished by reduction in bid item, reduction on services in certain b.R Resolution to Tentatively Awarding Construction Contract and Amending the Capital Project Budget Ordinance Mr. Patton referred to the resolution in the agenda notebook and explained that the draft oft the resolution recommends both the awarding of the construction contract to Ralph Hodge Construction Company for an amount of $1,210,233.30 and the revision ofthe Capital Project Budget Ordinance to reflect the new construction amount and a new reduced construction contingency amount. He explained that all the other budget revisions are items that can be reduced at this stage to fund the construction contingency line item. C. Notice of Award - Mr. Patton referred to this document in the agenda notebook and explained the Notice of Award notifies the contractor that the negotiated amount oft the construction contract has been approved, bonds, certificate ofinsurance, and list of subcontractors need to be furnished, and to furnish acknowledgement oft this notice. This represents the gathering oft the last items before the construction contract is executed by both d. Motion to Approve the Memorandum ofl Negotiation and the Resolution to Tentatively Award Construction Contract and Amending the Capital Project Budget Ordinance; and to Execute the Notice of Award and Execute the Construction Contract - Mr. Patton requested the Mayor Hopkins called forai motion from the Board. Commissioner Nancy Taylor made a motion that the Memorandum of Negotiation, the Resolution to Tentatively Award Construction Contract and Amending the Capital Project Budget Ordinance be approved, and Mayor Hopkins is authorized to execute the Notice of Award and the construction contract. Commissioner Janice Bellamy seconded the motion. The motion was carried unanimously 5 to0. )DWSRF/VUR-ARP- - Galvanized/Cast Iron Water Lines Replacement ($2,839,000) a. Status Report - Mr. Patton reported that the pre-bid conference is scheduled for Thursday, March 7th at 2 pm and bids will be received on March 26th at 2 pm. Both will occur here in the 4). AIA - Sewer and CWSRF Projects - Mr. Patton stated that the cleaning and videoing oft the sewer: mains is held up due to the need for Mr. Moore and me to put an Asset and Inventory Assessment for the sewer collection system Offer and Acceptance before to Board to consider and approve. It is the same set of documents on the other State Revolving Fund grants. This project does the analysis oft the sewer mains and the four remaining lift stations sO that the Project Engineer can complete a more accurate and relevant set of plans and specs for the Clean Water State Revolving Fund ($4 to 5 mil) construction project. Time is of essence on getting the AIA investigations going to develop repair plans for the construction project, which must be bided and awarded by the end 2024. Thus, these two projects are linked. I would like to request that the Board either be polled or meet to approve the. AIA offer and Acceptance prior to April's  places, and reduction in depth of sewer main on Bell Street.  parties.  Board's consideration and action on these matters.  Board Room.    meeting ifit arrives prior to it. The Board agreed to take up the AIA offer and acceptance  document approval prior to the April Board meeting.  5) Land Use Plan Update - Mr. Patton reported that the Land Use Plan Advisory Committee met inl February to review the Existing Land Use Map and the Zoning Map. The Committee discussed the need for a map ofthe various neighborhoods within town. The Committee will meet this Thursday (March 7") at 3:30 to work on the neighborhood map and plan for the first  public input workshop. 7. Department Reports  A. Water/Sewer Veolia Report- Mr. Tony Gorham/Ms. Pitt- B. Discussion of DEQ Notice Violation- Mr. Tony Gorham/Ms. Pitt- Main Street Lift Sation current Status - Mr. Tony Gorham/Ms. Pitt D. Update on LEAD service line inventory: Charley Kirkley Project Manager of Veolia: Commissioner Doris Howington moved the motion, Commissioner Racheal Tillery seconded the motion. The motion was carried unanimously 51 to . Maintenance Department Mr. Brown- Commissioner Janice Bellamy moved the motion, Commissioner Nancy Taylor seconded the motion. The motion was F. Police Department Activity Log- Ms. Pitt, Administrator- Commissioner Janice Bellamy moved the motion, Commissioner Rachel Tillery seconded the motion.  0.  carried unanimously 51 to0.  The motion was carried unanimously 5 to 0. G. Financial Reports: Ms. Pitt, Administrator  a. Approval of Bills for February 2024- Commissioner Doris Howington moved the motion, Commissioner Janice Bellamy seconded the motion. b. Approval of Grant Project Ordinance for the TOW American Rescue Plan Act 2021: Coronavirus State and Local Fiscal Recovery Funds.  The motion was carried unanimously 51 to0.  . Update on Whitakers Library and reopening date. d. Update on the FY12021-2022 Audit . Taylor's Estate repairs and updates  Discussion to advance TOW towards the CardX system and direct deposit payroll. Approval to move forward to obtain a CardX contract for consideration. - Commissioner Howington moved the motion,    Commissioner Pro Tem Doris Lindsey seconded the motion. The motion g. Update on proposed Whitakers Community Development Advisory  was carried unanimously 5 too 0.  Board  8. Citizens Comments and or Concerns  No citizens signed up to voice comments and concerns. 9. Commissioners Reports, Comments and or Concerns Commissioner Bellamy: No Issues or Concerns  Commissioner Howington: Wright Centers 35th Anniversary, April 26, 2024 @ 6pm, R.T. McCarter Fellowship Center. Jerusalem Baptist Church having a community event June 7-9,  2024 @ Town Park.  Commissioner Pro Tem Lindsey: No Issues or Concerns Commissioner Taylor: No Issues or Concerns  Commissioner Tillery: Inquiring about the yard debris schedule and ifit would increase during summer months was advised that it would stay the same which is every third Wednesday of the Mayor Hopkins: Apologized for BOC not receiving email he sent out about the invitation to the Nash County Board of Commissioners meeting from Chairman Robbie B. Davis that was held on March 4, 2024, was having technical issues which are being corrected. Also gave a brief  month.  explanation on what happened at the County Board Meeting that he attended.  10. Adjournment  Commissioner Pro Tem Doris Lindsey moved to adjourn; Commissioner Doris Howington  seconded the motion. The motion was carried unanimously 5 to0.  The meeting adjourned at8:46 p.m.  Janee Recorded  Het  and submittéd byamica Gray, Town Clerk