Town ofWhitakers Board ofCommissioners May 6, 2024, at 7:001 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. Charley  Kirkley, Project Manager Veolia.  1. Call to Order and Meeting Guidelines Mayor Hopkins  2. Devotion by Invocation and Pledge of Allegiance was led by Ms. Tamica Gray, Town 4. Adoption proposal for lead service line- Charley Kirkley, Project Manager Veolia Charley Kirkley, representing Veolia, proposed an additional scope of work for the town to inventory its lead service lines. The program is required by the EPA and has a deadline ofOctober 16th, 2024. The inventory involves collecting and managing data, reviewing records, and getting the GIS department involved. The goal is to identify and document known lead service lines, which will allow the town to replace them in the future. Commissioner Howington asked about the program's scope, and Kirkley explained that it includes data collection, record reviews, and GIS involvement. He also clarified that the program requires an initial inventory by October, which will be based on available records. The fieldwork required for the initial inventory is the most expensive part oft the Mayor Hopkins asked ift the town's existing contractors would still need to do the work, given that new lines are being installed. Kirkley replied that the town would still need to do an initial inventory, but regular maintenance work would eliminate the need for fieldwork on those lines. Any unknown lines would need to be listed and reported to the The town has already replaced some water lines and meters, which has reduced the scope ofwork. However, Mr. Patton explained that more work is needed to complete the inventory. Kirkley stated that he could work with the town to use the inventory data for  Clerk 5.  3. Roll Call - Ms. Tamica Gray  proposal.  EPA.  future projects.    Ms. Pitt asked about the proposed cost of $33,050, which Kirkley explained was an addendum to the current contract. He also mentioned that funding is available through the Commissioner Taylor pointed out that the town's current contract with Veolia expires at the end ofthe fiscal year and is renewed annually. Ifapproved, the additional scope of work would need tol be budgeted fori in the next fiscal year. Kirkley assured us that his The meeting concluded with a discussion about applying for funding and proceeding with Consent Agenda (all items included hereunder may be approved by ai motion to approve  NCDEQ, with two upcoming application periods.  proposal would be an extension oft the current contract.  the project if approved. the Consent Agenda as presented) a. Approval of Agenda  Commissioner Bellamy made ai motion to approve the agenda.  Commissioner Taylor seconded the motion. The motion passed unanimously 51 to 0. Commissioner Bellamy made ai motion to approve the April 2, 2024, Regular BOC Minutes. Commissioner Taylor seconded the motion. The motion passed unanimously 5  7. Approval April 2, 2024, Regular BOC Minutes-  to0.  8. Grant and Land Use Plan Updates - Mr. Dennis Patton, Grant Administrator  1). Neighborhood Revitalization ($799,325)  a. Monthly COG. Activity Report - Mr. Patton referred the Board to the. April activity report in the Agenda Notebook and reported the highlights on the month to be: (1) Requisition #13 for $194,888 was prepared, submitted and received; (2) Fair Housing Month Proclamation adoption and future potential activities; (3) received deed from out-of-town niece deeding her interest to the owners of203 Spring St. (4) set up Deed ofTrust and Promissory Note conference with owners of 203 Spring St and the Town b. Status Report - Mr. Patton reported that two homes, 205 S. Porter St. and 305 Knight St., are mounted on their respective foundations and bolted together and tied down. The dealer is now working on all the services to the homes as well as the front and rear porches. The Deed ofTrust Conference with the 3rd homeowners will occur this Wednesday morning. This will begin a series of activities like the other two 2).DWSRF/VUR-ARP- - Galvanized/Cast Iron Water Lines Replacement ($2,839,000) a. Resolution Tentatively Awarding Construction & Amending Capital Project Budget Ordinance - Mr. Patton directed the Board to a copy of the resolution in the agenda notebook. He explained that the Town and Project Engineer received two bids on this  Attorney as well as Housing Specialist.  owners.    project, which is to replace galvanized, cast iron, and more 2-inch lines. The low bid from Herring-Rivenbark is stated in the resolution at $2,100,023.90. The other bid was $495,000 higher for the same work. After reviewing the bid tabulations and the initial documentation and assurances, McDavid Associates are recommending the tentative award oft the construction contract to Herring-Rivenbark, Inc. for $2,100,023.90 subject He also reviewed the revised Capital Project Budget Ordinance with the Board showing how funds ($30,723) from construction contingency were moved to the construction line item within the budget. Those are the only two changes that are needed at this b.E Execute Notice of Award - Mr. Patton explained that the Board will also need to authorize Mayor Hopkins to execute the Notice of Award. This will start the process of c.Approval requested - Mr. Patton requested approval motion: "To approve the Resolution Tentatively Awarding the construction to Herring-Rivenbark, Inc. for the amount of$2,100,023.90: and to amend the Capital Project Budget Ordinance as presented and to authorize Mayor Hopkins to execute the Notice of Award to the Mayor Hopkins called for ai motion from the Board. Commissioner Pro Tem Lindsey made a motion to approve the Resolution Tentatively Awarding the construction to Herring-Rivenbark, Inc. for $2,100,023.90 and to amend the Capital Project Budget Ordinance as presented and to authorize Mayor Hopkins to execute the Notice of Award to the contractor. Commissioner Howington seconded the motion. The motion Mr. Patton thanked the Board and stated he will keep the Board apprised of the contract progress and setting up the pre-construction conterence. He stated that there will be a pre-construction conference this Wednesday (May 8th) at 2 pm here for the cleaning, videoing, and smoke testing of the sewer lines throughout the Town.  to concurrence from NC Dept. of Environmental Quality.  moment. He asked ifthere were any questions SO far.  setting up the construction contract and bonding, etc.  contractor Herring-ivenbark, Inc)."  was unanimously approved 5 to0.  4). Land Use Plan  a. Community Input Workshop #1 (April 18th)-  Mr. Patton reported that the Land Use Plan Advisory Committee hosted the first oft two Community Input Workshops on the evening of April 18th. We had a good turnout of the Advisory Committee and we do appreciate the Board's attendance as well. The purpose oft this workshop was to showcase the work by the Committee on the various townwide land use and development issues and the strategies to resolve them over the next 10 years, which are covered in the 7 land use elements as shown on the wall. The workshop also featured the Committee's 10-Year Vision Statement and the b. Community Input Workshop #2 (May 9th) - Mr. Patton explained that we have divided the community into 11 Planning Areas or Neighborhoods for land use and  Existing Land Use Map and the Neighborhood Map.    development purposes. The idea is to identify specific land use related strategies for specific areas oftown with specific needs, e.g., White St. Corridor, Downtown District, Weaver St area VS. West Taylor area. This targeting of special land use strategies will help the Regulations Review Committee and the Planning Board during the next stage, which is to adjust the land use regulations and zoning mapi to accommodate the way He stated that the Committee will host the second Community Input Workshop this Thursday (May 9th) night at 7 pm ini this room. The approach at this workshop will be toa ask residents to sit down with a committee member covering certain neighborhoods and provide input on each neighborhood or those they feel comfortable with. Iti is an opportunity to provide input on land use in their neighborhood and any other planning  you want to develop over the next 10 years.  area they have thoughts on. 9. Department Reports  A. Water/Sewer - Veolia Report- Mr. Tony Gorham  AsofMarch, all sample and distribution requirements have been met, according tol Mr. Gorham's report. Furthermore, all lift stations are currently operating smoothly and do not require any maintenance or repairs. Notably, the Main Street lift station underwent maintenance on April 2, where the impeller and wear plates were replaced in both pumps. This upgrade has resulted in improved performance, with each pump now capable of pumping out 260 gallons per unit. Commissioner Pro Tem Lindsey made ai motion to approve the Veolia report, with Commissioner Howington seconding the motion. The motion was B. Maintenance Department - Ms. Pitt, Town Administrator  unanimously approved by a 51 to 0 vote  According to Ms. Pitt, the maintenance report highlights ai range ofactivities, including the completion of 12 work orders, as well as various regular tasks such as bulk pickup every Thursday, limb and yard debris collection, cemetery and town hall maintenance, and railroad track and park upkeep. Additionally, the report notes landfill runs, Sam's Club pickup, equipment repairs, rentals, and 15 water disconnections. The team also delivered door-to-door flyers. Commissioner Bellamy made a motion to approve the bills for April 2024, with Commissioner Howington seconding the motion. The motion was unanimously  approved by as 5to 0 vote.  Police Department Activity Log- (ChiefMorris Absent)  There was no police report activity log during the timeframe in question, as Chief  Morris was absent during that period. D. Financial Reports: Ms. Pitt, Town Administrator a. Approval of Bills for April 2024    Ms. Pitt, the Town Administrator, presented the bills for the period of April 1, 2024, to April 30, 2024, which added up to thirty-seven checks amounting to $278,619.79. Commissioner Howington made a motion to approve the bills for April 2024, with Commissioner Taylor seconding the motion. The motion was unanimously approved by a5to 0 vote  b. Update on 2021-2022 Audit  According to Ms. Pitt, she had previously made phone calls and ensured that all necessary materials had been sent to Ms. Rebekkah Barr, CPA. Specifically, she stated that a total of4 boxes were sent out, and 7 boxes  were subsequently returned.  C. TOW updates  According to the information, Nash County reached out to Mrs. Moore, which led to the town's collaboration with Nash County on the Cloudwyze Nash County Park Grant. The town's application is] pending and willl be determined by June. Additionally, the town was part oft the Nash County Hometown Grant Program, which aimed to: revitalize the T-Mobile sister program. The town was awarded aj portion oft the funds along with Spring Hope and Middlesex. At the Nash County Board meeting, which was scheduled for 9:00am, the board was set to vote on allocating funds to the town, but Mrs. Moore missed the meeting due to preparations for the town's meeting. The board had one last round of applications, and Commissioner Bellamy and Ms. Pitt assisted citizens in filling out the applications, including one resident on Highway 301, who was the last one approved and will receive repairs for their home. The town also received a Cardx card reader, which they will be trained on May 8th at 10:30am. Eastern Petroleum refueled the town's diesel tank with 17.9 gallons of non-highway dry diesel. The town also applied for a grant through Senator Davis and is awaiting ai response. The Covid-19 release report was completed on April 30th. Furthermore, the town was featured in a news  report by Robert Taylor's group.  10. Citizens Comments and or Concerns  Ben Neville, a resident of 501 W. Pippen St., addressed the town with several comments. Firstly, he inquired about the tax collection process and the percentage of taxes collected. Ms. Pitt replied that she was not aware oft the exact percentage, as it was handled by the county, but she offered to obtain the numbers and provide them to Mr. Neville. He acknowledged that the tax collection process was a valuable resource for the town.    Mr. Neville then expressed his concerns about community pride, stating that he noticed several city limit signs were missing or in disrepair. Specifically, he mentioned that signs were missing on Cutchin St and Wells Rd, and that none existed on 301 N. He also noted that the sign on New St Ext was missing and that the sign on HWY 33 was faded and needed to be replaced. He emphasized the importance oft taking pride in In addition, Mr. Neville brought up the issue of potholes, thanking the Mayor for filling a large pothole on. E. Nash St. He, however, pointed out that there were other areas around town that needed attention. Finally, he suggested that the town consider pulling up the posts at the entrances of the cemetery and addressing the holes at the last entrance, which he Amanda Hardison, ai resident of110N. New Street, built upon Ben Neville's comments about community pride and shifted the focus to transparency. Mrs. Hardison expressed her desire for the Board of Commissioners (BOC) to be transparent with the citizens regarding the TOW police department. She noted that the Chief's absence from the meeting and lack of report submission raised concerns about what was  the community and its appearance.  considered needed attention.  going on behind closed doors.  Mrs. Hardison emphasized that the citizens' safety was not in question, but rather, they needed answers about the decisions being made. She inquired about the whereabouts of the police cars that had been missing for overa week and how they were being utilized now that they were back. She also asked about the Chief's whereabouts and what measures he was taking to Furthermore, Mrs. Hardison expressed her concerns about the single officer in the town, citing that he was not able to respond to dangerous calls due to being alone, was not bringing revenue to the town due to his lack of radar certification, and was not making his presence known in the community. She also questioned why he was not attempting to recruit new Mrs. Hardison suggested that ift the current officer was not providing adequate protection, it would be more cost-effective to pay Nash and Edgecombe County sheriffs to cover the town instead of paying an officer for minimal protection. She mentioned that she had spoken with Sheriff Atkinson of] Edgecombe County, who was willing to provide officers to  ensure public safety.  officers or submitting reports.    the town at ai reasonable rate, and Sheriff Stone from Nash County, who also expressed willingness tol help. Mrs. Hardison concluded by urging the BOC to make a decision about using external law enforcement services  and budget accordingly.  11. Commissioners Reports, Comments and or Concerns  Commissioner Bellamy responded to Amanda Hardison's concerns, acknowledging the importance of providing adequate police coverage for the town. She assured the citizens that there have been no closed meetings or decisions made regarding police coverage, and that she was not attempting to conceal any information. Commissioner Bellamy suggested that utilizing county coverage could be a beneficial option. She requested patience from the Board of Commissioners, stating that they are working diligently to develop a plan to ensure the citizens' safety. Commissioner Bellamy emphasized that the BOC is committed to finding asolution that meets thei needs ofthe community, and that they will continue to work hard to address Amanda's concerns and those of the other citizens. Commissioner Howington announced that she had received a call from Councilman Ruben Blackwell and the Executive Director ofOIC in Rocky Mount, who had been in discussions with Edgecombe County's manager and Congressman Don Davis about a project to benefit Whitakers. The project involves submitting a grant to the federal government to establish a Whitakers Community Center, which would provide a shared space for citizens of Whitakers, Edgecombe County, and rural areas. The proposed center would feature computers, job placement training, and other educational programs offered by OIC staff. If the grant is awarded, the center would be located in a renovated building on Main Street, replacing some of the older structures in the area. The letter ofintent has already been submitted to Congressman Davis's office, and they are now waiting tos seei ifany additional documentation is required before proceeding with the full grant application. Commissioner Howington emphasized that the proposed community center would be a valuable asset to the town,  particularly in downtown Whitakers. Commissioner Pro Tem Lindsey: No Comment  Mayor Hopkins addressed the concerns of the Police Department, stating that the Board of Commissioners is actively working to secure additional funding to properly operate the police department. He shared that he had spoken with Senator Tom Tillis for two. hours and explained that the town's    current limitations are due to its eligibility for funding programs. The programs require a minimum amount of $25,000, but the town's budget is According to Mayor Hopkins, the program's requirements are also challenging, as the town would need to take over the salaries of officers within 2.5 years after receiving the grant. The starting salary for officers is $125,000, which would be a significant burden for the town to sustain. He emphasized that thel BOCi is exploring alternative solutions tol build up funds Mayor Hopkins also mentioned that several senators, congressmen, and other officials have reached out tot thet town, sensing the citizens' enthusiasm for change. He stated that the BOC has already spoken with both Nash and Edgecombe County to explore potential assistance, but no agreements have been reachedy yet. Ther mayor emphasized that the BOCisV working diligently to address the citizens' concerns and improve safety in the town. He concluded by asking for cooperation and collaboration with the BOC to Commissioner Taylor expressed that she believes a decision should have been made by now, asi it has been over two months since thel Board met with  not sufficient to meet this threshold.  for the police department.  ensure a safe and secure community for all residents.  Sheriff Stone and Sheriff Atkinson. Commissioner Tillery: No Comment  10. Adjournment  Pro Tem Commissioner Lindsey moved to adjourn the meeting. Commissioner Howington  seconded the motion. The motion passed unanimously 5 to 0.  Meeting adjourned at 8:40 pm 4  Bandak  Recorded and submitted Tamica  Town Gray, Clerk  by