Fairmont Board of Commissioners Regular Meeting Agenda  Date Place: I. I. III. V.  July18, 2023 CALL TO ORDER Pledge of Alleglance IV. Mayor's Presentations Approval of Agenda  Time: 6:00 p.m.  Fairmont-South Robeson Heritage Center  Invocation - Bishop J.J. Moultrie, Pastor of Oak Grove Missionary Baptist Church  a. Recognition of Bingo Volunteers/Assistants. - Linda Bethea, Phelecia Lewis and Pam Smith. VI. Public Comment Period/Citizens Appearance Anyone wishing to come before the board must place their name and topic of discussion on the list before the meeting begins. The Public Comment period ist thirly minutes, and each speaker will be given five minutes to speak. There will a. Approval of Minutes- - Regular Meeting, June 18, 2024, and Special Meeting, June 27, 2024.  be no discussion with the board.  VII. Consent Agenda- -1 These items will! be adopted with one vote.  VIII. Old Business a. None IX. New Business  a. Selection of Contractor forv waste collection (trash/imbs & leaves) StRAP Award Announcement Regional Wastewater. Agreement Amendment Comments a. Board of Commissioners and Mayor b. Town Manager  X.  XI. Executive/Closed: Session- - Personnel GS 143-318.11(a)6)  XII. Adjournment XIII. Community Announcements  a. Each' Week, Monday. - Thursday, Chair Aerobics, 10:00 to 11:00a.m., Heritage Center Saturday, July 20- - Senior Bingo, 12:00 to 2:00 p.m., Heritage Center Saturday, August 17- - Senior Bingo, 12:00 to: 2:00p p.m., Heritage Center Tuesday, August 20- - Regular Town Board Meeting, 6:00 p.m., Heritage Center  Respectulysubmited, Jerome Chestnut, Town Manager    Regular Meeting-. June 18. 2024  The Fairmont Board of Commissioners held their regular meeting on Tuesday, June 18, 2024, at 6:00 p.m. in the Fairmont-South Robeson Heritage Center with Mayor Charles Kemp presiding. Commissioners present were J.J. McCree, Terry Evans, Heather Seibles, Melvin Ellison, and Clarence McNeill, Jr. Commissioner Jan Tedder-Rogers was absent, Staff present included' Town Manager. Jerome Chestnut, Town Attorney Jessica Scott, Town Clerk Jenny Larson, Deputy Town Clerk Rodney Cain, and Public Works Director Ronnie Seals. Others in attendance: included. James  Hunt, Vanessa Abernathy, Ann Hughes, Andrea Hughes, and several citizens.  Call to Order and Invocation  Mayor Charles Kemp called the meeting to order at 6:00 p.m. Pastor James Hunt of Fairmont Northside Church ofGod, gave thei invocation/which was followed by the Pledge of Allegiance.  Mayor Presentation  Mayor Kemp recognized Ann Hughes, Gertrude Conner, Maxie Pittman, Bobby Faulk and Andrea Hughes for volunteering to help with food/refreshments at senior bingo and town employee  luncheons.  Public Hearing - Fiscal Year2024-2025 Budget seçonded the motion and it passed unanimously.  Commissioner Seibles made ai motion to go: into public hearing at 6:11 p.m. Commissioner Evans The purpose of the Public Hearing is to discuss the Fiscal Year 2024-2025 Budget. The budget includes a 2.5% cost ofliving pay raise for employees but keeps the utility and tax rates the same. The General fund budget 15$2,725,165, Powell Bill fund is $99,095, and the Water/Sewer fund is  $1,681,613.  There was no publici input on the public hearing for fiscal year 2023-2024 budget. Commissioner Seibles made amotion to add $2,500 to the budget for an annual Juneteenth celebration. CommisionerEvans seconded the motion and it passed unanimously. Commissioner Evans made ai motion to come out ofthe public hearing at 6:20 p.m. Commissioner  Ellison seconded the motion and it passed unanimously.  Approval of Agenda  Commissioner Evans made a motion to approve the agenda. Commissioner Ellison seconded the  motion and it passed unanimously.    7  Page 2 - Regular Meeting, June 18, 2024 Public Comment Period/Citizens Appearance Vanessa Abernathy - Juneteenth history  Ms. Vanessa Abernathy gave a brief history ofJ Juneteenth when Texas was notified on June 19, 1865, oft the Emancipation Proclamation officially abolishing slavery in the United States.  Consent Agenda  Uponmotion' by Commissioner Evans and seconded by Commissioner Ellison, it wasunanimously Approval of Minutes - Regular Meeting, May 21, 2024, and Budget Workshops, June 4, 2024,  voted to adopt the following consent agenda item:  and June 11,2 2024. Old Business  There was no old business this month,  New Business  Ordinance 24-259- Fiscal Year 2024-2025 Budget  Commissioner Ellison made ai motion to approve the Fiscal Year 2024-2025 Budget in the amount of$4,529,105. Commissioner. seconded thei motion andi it passed with a vote of4 to 1a as follows:  For; Against: Absent:  Commissioners Ellison, Evans, McNeill, and Seibles  Commissioner.McCree Commisonerlader-fogent  A signed copy of the ordinance is hereby incorporated by reference and made a part of these Selection of Contractor for Brownfields Assessment Grant - Terracon Consultants Inc. The EPA has awarded a Brownfields Community-Wide Assessment Grant (Cooperative Agreement Number BF02D63123 to the' TownofFairmontint the amount of$500,000. Theproject and budget period are from July 7,2023, through September 3, 2027. The purpose oft this grant is toi identify and assess any properties in the' Town of] Fairmont with environmental-related issues.  minutes.    Page 3 - Regular Meeting, June 18, 2024  The town advertised the Request for Proposals on May 1, 2024, with bids due on. June: 3, 2024.. A total of seven RFQs were received through state, regional, local, and direct solicitations. A1 review committee ofJerome Chestnut (Town Manager), Jennifer Larson (Finance Director, Town Clerk), and Ronnie Seals met on. June 17, 2024, to discuss and score the RFQs (See attached). The bids were opened at 330pm and closed at 5pm on. June 17,2024. Terracon Consultants, Inc: from Myrtle Commissioner Evans made ai motion to select Terracon Consultants, Inc. as the contractor for the Brownfields Assessment Grant. Commissioner Ellison séconded the motion and it passed  Beach, SC was the top scoring company.  unanimously. Commissioner Input  The commissioners thanked the citizens for coming to the meeting.  Mayor Input  Mayor Kemp announced there will beajob fair on Wednesday, June 26 from 10:00 a.m. to 3:00 p.m. in the Heritage Center. Representatives from Campbell Soup will be present.  Announcements  Wednesday, June 19 Town offices closed in Obsèrvance ofJuneteenth.  Thursday, June 27- - Special Board meeting to adopt Fiscal Year 2024-2025 Budget and Amended Fiscal Year 2023-2024 Budget, 6:00 p.m, Fairmont-South Robeson Heritage Center. Sundaf,June: 30-Fairmont's Fantastic Fourth Fireworks featuring thel Pizazz Band. Musicbegins at 5:00 p.m. with: fireworks at 9:30 p.m, in the Fairmont Community Park Thursday, July 4: and Friday, July,5-7 Town offices closed in observance of] Independence Day Tuesday, July 16 - Regular Town Board Meeting, 6:00 p.m., Heritage Center  Adjournment  There being no further business, Commissioner Evans made a motion to adjourn the meeting at 6:52 p.m. Commissioner Ellison seconded the motion and it passed unanimously.  Jennifer H. Larson Town Clerk    -   Special Meeting - June2 27,2024  Thel Fairmont Board ofCommissioners held a special meeting on Thursday, June 27,2024, at 6:00 p.m. in the Fairmont-South Robeson Heritage Center with Mayor Pro Tem Clarence McNeill, Jr. presiding. Commissioners present were Melvin Ellison, J.J. McCree, Terry Evans, Jan Tedder- Rogers and Heather Seibles. Mayor Charles Kemp was absent. Staff present included Town Manager Jerome Chestnut, Town Clerk Jenny Larson, Deputy Town Clerk Rodney Cain and Mayor Pro Tem McNeill called the meeting to order at 6:00 p.m. followed by the invocation and  Public Works Director Ronnie Seals,  pledge.  Administrative Matters Fee Schedule 2024-2025  Commissioner Evans made a motion to adopt the fee schedule for 2024-2025. Commissioner Ellison seconded the motion and it passed unanimously. A copy ofthe fée schedule is hereby  incorporated by reference and: made aj part oft these minutes.  Wite-OffUncollected Water Accounts for 2023-2024 in the amount of$12.209.52  Commissioner Seibles made a motion to write-off uncollectéd water accounts for 2023-2024 in the amount of$12,209.52;: Commissioner Ellison seconded thei motion andi it passed unanimously. A copy of the written offwater accounts is hereby, incorporâted by reference and made aj part of  these minutes.  Ordinance 23-260- Adopt FY. 2023-2024 Amended: Budget for $4.372.442.00  Commissioner Tedder-Rogers made a motion to adopt Ordinance 23-260- Adopt FY 2023-2024 Amended Budget for $4,372,442.00. Commissioner Ellison seconded the motion and it passed unanimously,. A signed copy. oft the ordinance is herebyincorporated by reference and made aj part Ordinance 24-261 - Grant Project Budget Ordinance for new Town Hall for $3.250.000.00 Commissioner Evans madèamotion to adopt Ordinance 24-261 - Grant Project Budget Ordinance for thenew' Town Hall for $3,250,000.00. Commissioner Tedder-Rogers seconded thei motion and it passed unanimously, A signed copy of the ordinance is hereby incorporated by reference and Commissioner Evans made ai motion to adjourn the: meeting at 6:04 p.m. Commissioner Seibles  ofthese minutes.  made aj part ofthese minutes.  seconded the motion and it passed unanimously.  Jennifer H. Larson Town Clerk    Memorandum for Record  1899 ARS  TO: FROM: DATE: REF: Background  Mayor and Commissioners, Town of Fairmont Jerome Chestnut, Town Manager  July11,2024  Selection of contractor for Solid Waste Services (Tab-IXa)  The Town of Fairmont released its Request for Proposals (RFP) for Solid Waste Removal Services on. June 27, 2024. The RFP was published on our website and Facebook Page. The RFP was sent out via direct solicitation tol local and regional Solid Waste Providers. Copies of our current Solid Waste provider contract were also provided as requested by those who solicited, Thel Bid opening for this RFP will be on June. 15, 2024, at Town Hall on the 2nd floor at 2pm. The bids will bet tabulated and provided to the Board of Commissioners on July 16, 2024, prior  tot the regularly scheduled meeting. Recommendation:  The Town Manager will oversee the Bid Opening and present the tabulated results to the Board ofCommissioners. The Board of Commissioners has the right to accept or reject any or all bids.    1 r7  Memorandum for Record  1899 CAR TO: FROM: DATE: REF: Background  Mayor and Commissioners, Town ofl Fairmont Jerome Chestnut, Town Manager  E 1  July11,2024  Streamflow Rehabilitation Assistance Program SIRAP)(Tab-IXb)  The Streamflow Rehabilitation Assistance Program (StRAP) provides funds to organizations working onj projects that help reduce flooding, restore streams, and protect the integrity of The Town ofFairmont applied for grant assistance through the StRAP Program on February 29, 2024. The submitted application covered stream debris removal of the section ofOld Field Swamp from HWY 130/Cottage Street to Leesville Road. This application also requested funds for Sediment Removal for the Pittman Mill Canal that runs from Church Street through town and The StRAP Awards were announced on June 27, 2024. The Town ofFairmont was one of15 entities that received funding for Sediment Removal under the StRAP Program. The Town of Fairmont will receive$150,000 for sediment removal oft the Pittman Mill Canal.  drainage infrastructure across North Carolina' 's waterways.  through the Old Field Community.  Recommendation:  No recommendation or approval needed by the Board at this time. The town's next stepi is to submit an updated scope of work and aj pre-award meeting is required before thel Division ofs Soil  and Water Conservation will send us a StRAP contract.    OF  Memorandum for Record  1899 CAR TO: FROM: DATE: REF: Background  Mayor and Commissioners, Town of] Fairmont Jerome Chestnut, Town Manager  July 11,2024  Regional Wastewater Agreement Amendment Meeting Request (Tab-IXc)  The Town of Fairmont serves as a regional provider ofv wastewater services for the towns of Fairmont, Proctorville, Fair Bluff, Cerro Gordo, and Boardman. These towns have been  operating under an interlocal agreement since 2010.  Since then, there have been countless changes in how this system operates and the status of the towns in this interlocal agreement. To facilitate a stronger system and discuss plans enhancement and operations oft the system, Irecommend that we schedule a special called meeting where short-term amendments can bei made to the current agreement and aj path is made as to the future This meeting will cover the topics of the current agreement in place, the account status of each municipality, any amendments sought by the Board ofCommissioners, and the future meeting schedule oft the decision process towards establishing an Independent Regional Sewer Authority  establishment ofal Regional Sewer Authority.  and what is needed toj put us in aj progressive position.  Recommendation:  The Town Manager is requesting a Special Called Meeting where this topic and any decisions made are the focus oft this meeting. My availability for evening meetings over the next week or soi is. July 18, 23, and 25th or we can discuss other potential dates as needed. Once a meeting date is established, Iwill extend this meeting notice to representatives from Columbus and Robeson County and the municipalities, The Lumber River Council of Governments, LKC. Engineering,  NCDEQ, and others that may have/need input on the agreement.    E FT  Memorandum for Record  (899  TO: FROM: DATE: REF: Background  Mayor and Commissioners, Town ofFairmont Jerome Chestnut, Town Manager  n 17 7 1  July11,2024  Executive. /Closed Session - Personnel NC GS 143-318.11 (a)(6)(Tab-XI)  (a) Permitted Purposes. - Iti is the policy ofthis State that closed sessions shall be held only when required toj permit aj public body to act in the publici interest as permitted in this section. Aj public body may hold a closed session and exclude the public conly when a closed session is required: (6)7 To consider the qualifications, competence, performance, character, fitness, conditions of appointment, or conditions ofi initial employment of an individual public officer or employee or prospective public officer or employee; or tol hear ori investigate a complaint, charge, or  grievance by or against an individual public officer or employee.  Recommendation:  The' Town Manager recommends that the Board ofCommissioners conduct a closed session in  accordance with NCGS 143-318.11 (a)(6)  LJ    TOWN OFFAIRMONT  MONTHY REPORTS  OF FARI  PR FS EEEARIS u  1899  TH CAROY  JULY 2024    Fairmont Police Department  890  Monthly Police Department Report  Date: Ref:  JUNE 4, 2024  To: From:  Jerome Chestnut, Jenny Larson Jonathan Evans, Captain  Monthly Report for May  Breakdown of Month Statistics-Police  Type of Service/ Jan. Feb. Mar. Apr May June July Aug. Sept Oct Nov Dec Yr  Activity Missing/Runaway 1 Arrests Accidents Citations Thefts Homicides/Suicide 0 Robberies B&E Assaults Narcotics Subpoenas Served Vandalism Reçovered Property All Other  2024 2024 2024 2024 2024 2024 202 2024 2024 2024 2024 2024 to  4 1 0 2 0 3 10 3 7 11 7 7 7 11 4 5 4 5 24 28 49 32 13 5 10 9 7 4 16 4 0 1 0 0 0 1 0 0 0 0 0 1 5 3 2 2 1 3 1 0 2 4 2 0 0 0 0 1 0 2 4 7 4 2 4  Date  Cash Value of 5,000 30,000 150 0 42,000 0  10 5  4 5  8 4  **Note**: (S) stands for Suicide    FAIRMONT FIRE. DEPARTMENT MONTHLY. REPORT:JUNE 2024  PREPARED BY: VERONICA HUNT, ADMINISTRATIVE FIRE CHIEF  EVENT  STATISTIC 0 6 0 4 3 0 0 7 € (EMS) - (FIRE) 0 0 0 0 1 4 20  STRUCTURE FIRES FIRE. ALARMS VEHICLE/AUTO FIRES MOTOR VEHICLE ACCIDENT TREE. GRASS, BRUSH, ETC. OUTSIDE. FIRES UTILITYLINE. DOWN TREE. DOWN ASSISTANCE TO OTHER AGENCIES ELECTRICALALINE FIRES TRAFFIC CONTROL DUMPSTER FIRES GAS. LEAKS SERVICE CALL ELECTRICAL HAZARD TOTAL. FIRE CALLS  The Fire Dept received a grant from the NC Dept of Insurance for 54 smoke detectors.  Participated in the Smoke Alarm Saturday June 15t.    TOWN OF FAIRMONT  Monthly Report  Gasoline On Hand Gals Counter A-1 Reggie A-2 Ronnie A-3 Devin A-4 Howard A-5 Spare A-6 Spare A-7 Veronica A-8 Spare A-9 Johnny A-10 James B-1 Fire B-2 Spare B-3 K. Bullard B-4 Spare B-5 Police B-6 Inmate' Van B-7 R. Gibson B-8 Tommy B-9 J.Edwards B-10 Spare C-1 C-2 Chad C-3 Spare C-4 Graham  7076  Month of. June 2024  Pres. Reading 28281,0 50234.6 21158.8 28862.2 17814.9 8941.7 14631.5 35630.5 27847.3 27797.4 21348.7 19018.6 38178.4 28695.0 36785.3 30112.2 26880.3 34298.3 29196.0 23256.5 31444.6 37708.3 13485.8 29550.8  Past Reading 28221.8 50029,2 21158.8 28792.7 17814.9 8941.7 14631.5 35630.5 27847.3 27797.4 21348.7 19018.6 38012.4 28695.0 36593.0 29984.2 26880.3 34122.9 29009.7 23256.5 31444.6 37599.5 13485.8 29438.1  59.2 Sewer 205.4 PWA 0.0 Water 69.5 Sewer 0.0 Water 0.0 Water 0.0 Fire 0.01 Police 0,0 Sewer 0,0 Sewer 0.01 Fire 0.01 Police 166.0 Police 0.0St 192.3 Police 128.0 PWA 0.0 Police 175.4 Water 186.3. Police 0.01 Police 0.0 Water 108.8 Water 0.0St 112.7 Sewer  24      Counter C-5 Spare C-6 #14 C-7 Spare C-8 Spare C-9 Spare C-10 E. Freeman D-1 J.Chestnut D-2 Thompson D-3 D. Davis D-4 B.. Jacobs D-5 Earl D-6 Spare D-7 Ricky D-8 Jeffery D-9 Spare D-10 S.R. Rescue Diesel On Hand On Road Gals Counter A-1 A-2 A-3 A-10 C-1 C-2 spare C-3 S.R. Rescue C-4 C-5 S.R. Rescue C-6 C-7 Sweeper C-8 C-9 C-10 Bus Diesel On Hand Off Road Gals A-1 A-2 A-3 A-10  Pres. Reading 15207.8 53027.7 20835.1 21413.1 17664.8 7831.8 11454.2 20072.4 18386.7 8498.7 17146.1 10476.6 5530.3 9924.2 8945.8 3656.7  Past Reading  15207.8 53027.7 20835.1 21413.1 17488.5 7812.1 11272.3 20016.0 18386.7 8378.4 17071.6 10476.6 5422.8 9850.2 8945.8 3446.7  0.01 Police 0.0 Sewer 0.0 Water 0.0 ADM 176.3 Police 19.7 Fire 181.9 PWA 56.4 Poliçe 0.01 Police 120.3 Police 74.5 Police 0.01 Police 107.5 Sewer 74.0 Water 0.01 Police 210.0 S. Robl Rescue    F7  426  Pres. Reading 9720.5 213.5 47109.8 5499.8 17469.0 5154,8 10075.2 20.0 3705.3 8519.8 2175.3 9085.8 399.4  Past Reading  9680.9 213.5 47109,8 5499.8 17400.7 4996.2 9989.3 20.0 3705.3 8407.2 2038.2 9085.8 399.4  39.6 Fire: 0.0: Fire 0.0 Fire 0.0 0.0 Sant 68.3: Sewer 158,6. S Robl Rescue 85.9: Water 0,0: S. Rob Rescue 0.0 Sant 112.6'St 137,1 Sant 0,0'St 0,0 Bus  49 82 58 40 82  247  L  10551.3 31445.2 2711.6 34921.6  10551.3 31445.2 2689.3 34828.8  OSt 0.0 Water 22.3 Water 92.8 Sewer      Public Works Department  Sanitation Division  1.1 Made Routine. Pick up of] Domestic Garbage  2. Remarks: Garbage pick up on regular basis by Waste Management  Water Division  1. Read water meter. 2. Worked reread list of 3. Cut off unpaid accounts of. 4. Turned water off. 5. Turn water on. 6.) Repaired water leaks. 7. Made water connection. 8.1 Raised water meters. 9. Replaced water meters. 10. Reread water: meters. 11. Pulled or locked unpaid accounts. 12. Performed Routine. Maint. At the Well site. 13. Remarks: Repair water leaks at these Location.  49 71 4 12 2 0 0 3 2 17  Alley, Thompson Powell Bill Division  1.N Made routine pick up of leaves & limbs. 2. Replaced missing or damaged street signs.  0 12 4 0  3.1 Mowed lots. 4. Pick up Stray animals. 5.1 Pick up Dead animals. 6. Made routine repairs of streets. 7. Remarks: Sewer Division 1.Flush sewer lines out. 2. Made sewer connection.  Filled Pot Holes With Cold Patch  2 0  3. Performed routine maintenance & service: at the sewer plant. 4. Remarks: Flush lines at these locations. Taylor & Gertri,Iona    7   Total Gallons Consumed Month of June 2024  Section PWA Street Water Police Sanitation Fire Sewer S.Rob Rescue Total  515.3 0.0 358.2 972.1 0.0 19.7 348.9 210 2424.2  E  Diesel Consumed Sanitation Street Water Fire Sewer Bus S.R.Rescue  On Road 137.1 112.6 85.9 39.6 68.3 0.0 158.6  Off] Road 0.0 0.0 22.3 0.0 92.8 0.0 0.0  Water Accountability 8.400 4.70 44% Sewer Plant 17.173 0.57 1.4"  Gallons Pumped Gallons Billed Percent Total Gallons Average For The Month Total Rainfall Water Leaks    Public Works Department Month of June 2024  Garage Division A. #48 B. #55 C. D. E. A. F. B. G. C. H. D. I. E. J. #48 #55 Parts Tax Frt Outside Work Total  1.1 Made Repairs To' Thel Following Vehicles:  F. G. H. I. J.  K.  2.Performed Scheduled Maintenance Service To:  3. Major Repairs to Following Vehicles:  $1,743.00  Shop Total All Vehicles Estimate Labor Parts Outside Work Tax Frt Grand Total  $1,743.00    To Town Manager: Jerome Chestnut  FROM: PUBLIC WORKS  REF: MAJOR LOSS & REPAIR REPORT  6/3/2024 #48  1A.I ITEM  B. Damage new compressor C.Cost to Repair  $918.00  2 A. Item  #55  B.Damage new condensor & pressure lines  C.Cost to Repair  $825.00  3 A. Item B.D DAMAGE C.Cost to Repair 4A. ITEM B. DAMAGE C.Cost to Repair 5A. ITEM B. DAMAGE C.Cost to Rejpair 6A A.Item B. Damage C.C Cost to Repair 7A. ITEM B.DAMAGE C.Cost to Repair 8 A. ITEM