Town of Whitakers Board of Commissioners June 3, 2024, at 7:00 P.M. Boardroom Chamber, Town Hall  Conference Call Number: -425-436-6369; Access Number 2295298  Present: Mayor Sammy Hopkins, Pro Tem Commissioner Dr. Doris Lindsey out with prior notification, Commissioner Doris Howington, Commissioner Janice Bellamy, Commissioner Others in attendance: Tamica Gray, Town Clerk, Dennis Patton, UCPCOG Grant Representative, Tony Gorham, Veolia Representative. Ben Neville, Dianne Whitaker, Nancy McDaniel, Annie  Nancy Taylor, and Commissioner Racheal Tillery.  Harrison, Ron Hughes, Erma Cherry  1. Call to Order and Meeting Guidelines - Mayor Hopkins  2. Devotion by Invocation and Pledge of Allegiance was led by Commissioner Janice  Bellamy  3. Roll Call - Ms. Tamica Gray the Consent Agenda as presented) a. Approval of Agenda  4. Consent Agenda (all items included hereunder may be approved by a motion to approve  Commissioner Bellamy made a motion to approve the agenda.  Commissioner Howington seconded the motion. The motion passed unanimously 5t to  0.  5. Approval May 6, 2024, Regular BOC Minutes-  Commissioner Tillery made ai motion to approve the May 6, 2024, Regular BOC Minutes. Commissioner Howington seconded the motion. The motion passed Resolution appointing Commissioner Nancy Taylor as Deputy Finance Director(action 7. Commissioner Tillery made a motion to appoint Commissioner Nancy Taylor as Deputy Finance Director. Commissioner Howington seconded the motion. The motion passed 8. Grant and Land Use Plan Updates - Mr. Dennis Patton, Grant Administrator a. Monthly COG Activity Report - Mr. Patton referred the Board to the May activity report in the Agenda Notebook and reported the highlights on the month tol be: (1) Requisition #14 for $7,050 was prepared, submitted and received; (2) participated in the Deed ofTrust and Promissory Note conference with owners of203 Spring St and  unanimously 51 to0. required)  unanimously 51 to0.  1). Neighborhood Revitalization ($799,325)    the Town Attorney as well as Housing Specialist; (3) participated in conference with owners of203 Spring St. and Housing Specialist toj provide them their moving allowance and discuss temporary relation; and (4) submitted the monitoring "Status b. Status Report - Mr. Patton reported that the construction to finalize the two homes, 205 S. Porter St. and 305 Knight St. continues and moving into the last items. One home is closer to completion than the other due to additional handicap ramp and shower stall for the one. Both must have final flood elevation certificate completed, building inspection, and Housing Specialist inspection along homeowner walk-through and requisition for final payments. Homeowners and flood insurance must be obtained. These items illustrate the details and complications of providing these homes to the  Report" to the Grant Representative.  beneficiaries.  2). Lead Service Line Inventory Assessment Application  a. Resolution approving application for financial assistance from Division of Water Infrastructure for lead service line inventory Mr. Patton reported that he contacted McDavid Associates on behalf ofthel Mayor and Board ofCommissioners regarding the lead service line inventory assessment requirement and the possibility ofl loan or grant funding to carry out the required inventory assessment. He stated that Mr. Moore was prepared toj put together an application proposing a work plan and requesting Mr. Patton referred the Board to the Resolution Approving Application for Financial Assistance in the agenda notebook. He stated that this resolution will look familiarin that it is required for all application for funding with the Division of Water Infrastructure. The resolution states the general purpose of the proposal and that the Town requests either a loan and/or grant funding. This resolution authorizes Mayor Hopkins to execute the application documents. Mr. Patton read the description of the inventory assessment activities from the application. Thej proposed amount requested is $60,150. The application is due on Friday, June 7th and this inventory is required ofall Commissioner Taylor asked why the application proposal is $60,150 when the Veolia proposal was approximately $30,000? Mr. Patton responded that he did know why there was this difference other than this was a project being managed by your engineer. Mayor Hopkins asked what the wish ofthe Board was. Commissioner Taylor made a motion to approve the Resolution Approving Application for Financial Assistance for $60,150. Commissioner Howington seconded the motion. The motion was  funding.  water system units across the nation.  Mr. Patton requested consideration for approval oft the resolution.  unanimously Approved 5 to 0.  3). Mr. Patton provided a brief update on the DWSRF/VUR-ARP - Galvanized/Cast Iron Water Lines Replacement ($2,839,000) and the Porter Street Lift Station Relocation ($1,750,000) projects. The Drinking Water project contract has been signed    by the Town and is on its way to. Attorney Pridgen's office. Pre-construction conference will bel held near the end oft the month. The Porter Street Lift Station Relocation construction contract is signed by all parties and notice to proceed has been given; however, the pre-construction conference will not occur until August or early September due the ability oft the Ralph Hodge Construction to get a whole and  appropriate construction crew together for this project.  4). Land Use Plan  a. Status Report - Mr. Patton stated that the Advisory Committee held as session on May 23rd to review the comments and responses received at second Community Input Workshop to add new thoughts on land use and development issues and strategies for each oft the 11 planning areas or neighborhoods to the Future Land Use Strategies chapter. These strategies will help the Board, the Planning Board, and the regulations review advisory committee during the next stage, which is to adjust the land use regulations and zoning map to accommodate the way you want to develop over the next b. Proposed Amendment to the Land Use Plan Contract = Mr. Patton referred to a copy oft the proposed amendment in the Board's agenda notebook and explained that the Board and he entered into an agreement to develop the Town's Land Use Plan in March of2023. He stated that, due to more work sessions than he had expected, he has exceeded his original contract amount by $60 on the last invoice. He stated that he will complete the Plan whether he gets paid or not. He asked the Board to consider increasing the agreement compensation amount by $1,910 on a not to exceed basis, which would make the grant total ofr not to exceed $6,560. He also directed the Board's attention to the extension of the completion oft the project to September 30th and the point ofc contract. The Board agreed that Commissioner Taylor be the Town's contact Mayor Hopkins asked what the wish oft the Board was. Commissioner Taylor made a motion to approve the amendment to the contract for the Land Use Plan services, as presented. Commissioner Tillery seconded the motion. The motion was unanimously  10 years.  person.  approved.  7.1 Department Reports  A. Water/Sewer Veolia Report- Mr. Tony Gorham  Commissioner Howington made a motion to approve the Veolia report. Commissioner Howington seconded the motion. The motion passed unanimously B. Maintenance Department Mr. Brian Brown, Maintenance Department Mr. Brown provided the Board of Commissioners with an update on various town projects, including the number of work orders completed for the month, yard debris removal, and ongoing work on the park and gazebo renovations. He also mentioned that the cemetery was being maintained and that we had utilized  5to0.    the Town of Enfield to dispose of the piles ofy yard debris. During the discussion, Commissioner Taylor inquired about the status of our dump truck, which was not functioning properly. Mayor Hopkins reported that we had attempted to contact mechanics for assistance but received no response. Commissioner Taylor then suggested contacting Steve Aycock, a reputable mechanic who lives in the Whitakers area and was recommended by a local resident. She offered to obtain his contact information and forward it to Mayor Hopkins once she had it. Commissioner Bellamy made a motion to approve the maintenance department report. Commissioner Tillery seconded the motion. The motion passed :. - Police Department Activity Log: Commissioner Janice Bellamy  unanimously 5 too 0.  a. Update on town Coverage  Commissioner Bellamy announced that the town has recently entered into agreements with the Nash County and Edgecombe County Sheriffs Departments to provide comprehensive coverage for our community. As aresult, our town is now fully protected, and State Troopers will also be present to assist with addressing the increased speeding issues. Commissioner Bellamy emphasized the importance of citizen patience, reassuring them that the board is working diligently to rebuild the police department and that this agreement is a significant step forward. She encouraged anyone with concerns to reach out to the Board of  Commissioners.  D. Financial Reports: Ms. Gray, Town Clerk a. Approval of Bills for May 2024  Ms. Gray, the Town Clerk, presented the bills for the period of May 1, 2024, to May 31, 2024, which added up to forty-one checks amounting to $65,376.43. Commissioner Howington made a motion to approve the bills for May 2024, with Commissioner Bellamy seconding the motion. The motion was unanimously approved by a 5to 0 vote.  b. Update on 2021-2022 Audit  Ms. Gray, the Town Clerk, advised the board that Mrs. Barr was still waiting on the trial balance from Mr. Overton in order to finish this audit and move on to the next. The BOC decided that due to the severity of the nature that they would let Attorney Pridgen reach out tol Mr. Overton or . Update of Whitakers Community Development Advisory Board - Ms.  his firm.  Gray/Commissioner Taylor    Ms. Gray reported that she and Commissioner Taylor met with Bruce Naegelen, and while there were no significant changes to the original plan, they did update the contact information. They also established a deadline for applications from interested parties, which is. June 24, 2024. Mr. Naegelen suggested that the advisory board should initially consist of an odd number of members, specifically 3-5 people. To facilitate this, the updated application is now available in Town Hall, located on the information table in the foyer, as well as at the post office. d. Resolution Appointing Commissioner Nancy Taylor Chair oft the Whitaker's Community Development Advisory Board (action required) Commissioner Howington made aj motion to appoint Commissioner Nancy Taylor as the Chair oft the Whitaker's Community Development Advisory Board with Commissioner Tillery seconding the motion. The  motion was unanimously approved by a: 51 to 0 vote.  9. Citizens Comments and or Concerns  Ben Neville, a resident of 501 W. Pippen St., spoke to the town with several comments. He began by praising Mr. Brown for the well-maintained cemetery and railroad, then turned his attention to vacant lots that have been cut by the town. Neville asked ifa feei is being charged toj property owners for this service and how it is collected. Commissioner Howington inquired ifMs. Gray was aware oft the situation, and she replied that she was Inr response, Mr. Brown and Mayor Hopkins explained that the lots were cut due to concerns about snakes and the safety ofl local children. Commissioner Howington acknowledged the reasoning but emphasized that property owners should be notified and charged for the upkeep oft their properties ift they are using town equipment. She suggested that the town should only cut lots ifar resident reports a problem through town hall, allowing for a formal process to ensure owners are billed accordingly. Ms. Gray mentioned that there had been discussions about sending nuisance letters to property owners before cutting their lots, giving them an opportunity to address the issue themselves. The topic of fees arose, and Ms. Gray recalled that when she started, she was told that the fee for cutting a lot was $100. It was agreed that the process would involve sending out nuisance letters first and, ifnecessary, cutting the lots and billing the owners Mr. Neville also brought up the issue of public records requests, stating that he submitted onei in November 2023 and another just last month, but has yet to receive a response. He  not. Neville then pointed out specific lots that had been cut.  accordingly, the board will decide on exactly what the fee will be.    specifically mentioned that one oft the requests was regarding the grass ordinance and asked ifsuch an ordinance exists. Mayor Hopkins replied that he had begun personally gathering information about vaçant lot ownership to ensure accurate billing in the future. Mr. Neville's final question concerned the installation of speed bumps on Bloomer Hill, which were installed by the town's maintenance crew but later removed due to a request from the DOT. He asked about the cost oft removing the speed bumps and whether they were approved by the board. Expressing concern about the town's funding and potential overstepping its city limits, Mr. Neville requested a formal written response tol his citizen Mayor Hopkins assured Mr. Neville that once the budget is settled, they will address other matters, including public records requests. Ms. Gray confirmed receiving Mr. Neville's: requests and was working on them, noting that she was the only person ini the  request.  office at the time.  10. Commissioners Reports, Comments and or Concerns  Commissioner Bellamy  Commissioner Bellamy stated that there were several things that need to be fixed in the town and that she was prayerful that they can get it together and the board as whole are  getting it together and working towards solutions to those issues.  Commissioner Howington  Commissioner Howington expressed her concern about the lockbox at the bank, which has been open since 2016 and has been incurring monthly fees. She believed that it was essential to move forward with drilling the box to discover its contents. She requested that the board come to a consensus on taking this action, and they agreed. Mayor Hopkins responded that the drilling oft the box was never put on hold, but he did try to find the key while at the bank when Commissioner Howington made her request.  However, he was unable to locate it. Mayor Hopkins: No Comment Commissioner Taylor  Commissioner Taylor brought up several topics during the meeting. Firstly, she asked about the maintenance shop's tractor and inquired about thei issue with it. Mr. Brown explained that the tractor needed a new clutch, estimated to cost $3,500. However, Commissioner Taylor suggested that two citizens, Mr. Ben Neville and Pat Taylor, would like to diagnose and fix the tractor with the board's approval, which was agreed upon.    Commissioner Taylor then turned her attention to the cemetery, asking ifthe posts could be removed since they were no longer necessary now that the cemetery was no longer locked. She suggested seeking permission from Pro Tem Commissioner Dr. Doris Finally, Commissioner Taylor raised concerns about the potholes on several streets in town, including New and Taylor Streets, East Nash Street, Railroad Street, and South Vance Street. She noted that $52,000 was budgeted for wave and gutter repairs and only $522 had been used sO far. She suggested filling the potholes atl Lowes to avoid further costs. Mr. Brown replied that they had already patched some of thel holes, but sinkholes were beginning to form, suggesting hiring a professional crew to fix them. Commissioner Taylor understood but emphasized that they couldn't wait indefinitely, as it could lead to Mr. Patton added that he had contacted ST Wooten but was unable to schedule an appointment. Instead, he provided two other contractors' names and estimates from Barnhill's estimator, who visited town and outlined needed repairs on some ofthe streets. The board agreed for Mr. Patton to obtain two additional estimates before proceeding  Lindsey, who oversees the cemetery.  costly repairs for residents who might damage their vehicles.  with street repairs. Commissioner Tillery  Commissioner Tillery expressed her concern about the overflowing clothes bins along 301. She noted that some of them had been removed, but the remaining ones were becoming increasingly unmanageable and giving the town an unsightly appearance. She asked ift there was anything that could be done to address the issue. Mr. Brown volunteered to obtain the phone number from the boxes and contact the company responsible for collecting the clothes and either have them removed or schedule ai timely  pickup.  11.A Adjournment  Commissioner Taylor moved to adjourn the meeting. Commissioner Tillery seconded the  motion. The motion passed unanimously 5 to 0. Meeting adjourned at 8:54 pm bmmuz  Recorded and submitted Tamica  T  by  Gray, Town Clerk