TOWN OF COATS Board of Commissioners Thursday, December 12, 2024 Official Minutes The Town of Coats Board of Commissioners met in regular session on Thursday, December 12, 2024 at 7:00 p.m. in the Board of Commissioners' Meeting Room at Coats Town! Hall. Members Present: Mayor Chris Coats Mayor Pro Tem Marc Powell Commissioner Jerry Beasley Commissioner Kelvin Gilbert Commissioner Shirley. Allen Commissioner Monique Warren-Clegg StaffPresent: Nick Holcomb, Town Manager Connie Lassiter, Finance Director/Town Clerk Others Present: Brian Taylor, Town Attorney Representative CALL' TOORDER A quorum being present, Mayor Chris Coats called the meeting to order at 7:00 p.m. A. Invocation & Pledge B. Approval of Agenda Mayor Coats delivered the invocation and led those in attendance in the Pledge of Allegiance. Mayor Chris Coats asked that the agenda be amended to addi to Section IV. Newl Business an Item E. "Mid Carolina Council of Government Proposal for Manager Search". RESOLVED, to approve the agenda as amended. MOTION BY: Mayor Pro Tem Marc Powell SECOND BY: Commissioner Shirley Allen APPROVED: Unanimously Approved II. CONSENT AGENDA A. Approval ofN Minutes - November 14, 2024 B. Approval of Attorney Bill - Services Rendered November 1-30, 2024 (letter of rate increase) C. Approval ofl Resolution Prohibiting Viewing of Pornography on Town Networks & Devices RESOLVED, to approve. Consent Agenda. MOTION BY: Commissioner Kelvin Gilbert SECOND BY: Commissioner Monique Clegg-Warren APPROVED: Unanimously Approved 1 III. PRESENTATION Aj proclamation recognizing the 104th birthday ofIval Lee Stone was read aloud by ai family member ofMs. Stone. Pat Godwin presented al history of events in the time ofMs. Stone's life thus far. IV. NEW: BUSINESS A. Cemetery Committee Appointments Town Manager Nick Holcomb requested that the Board appoint 5 to 7 volunteers to serve on the Cemetery Committee. Four current committee members (Sondra Smith, Michelle Godwin, Margaret House, Andrea Watkins). had expressed desire to continue to serve and Kathy Weeks offered to continue serving if she was needed. Jean Powell, Carletta Ivey Ennis and. Joan Ivey RESOLVED, to approve Kathy Weeks as an alternate and accept all others on the committee. Patterson applied for consideration ofappointment. MOTION BY: Commissioner Shirley Allen SECOND BY: Commissioner Jerry Beasley APPROVED: Unanimously. Approved B. Planning Board Appointments Town Manager Nick Holcomb announced that the terms for In-Town Planning Board Member Don Plessinger and ETJ members Misty Gil and Alan Pope were expiring. Don Plessinger seeks reappointment as an In-Town member, and LaShannon Boozer applied to be considered for the In-Town appointment. Misty Gil seeks reappointment as an ETJ member. Alan Pope offered to serve as an. ETJ member ift the Board desired. Mitchell Pope and Nicholas Pope: applied to be RESOLVED, to appoint Don! Plessinger as the In-Town member and to appoint Misty Gil and ETJ members. Mitchell Pope as the ETJ members. MOTION BY: Commissioner Jerry Beasley SECOND BY: Mayor Pro Tem Marc Powell APPROVED: Unanimously Approved Town Manager Holcomb noted that the appointments for the Planning Board would mean that Don Plessinger would stay as thel In-Town member on the Board of Adjustment and Mitchell Pope would replace Alan Pope as thel ETJ member on the Board of Adjustment. C.L LGC Financial Performance Indicator of Concern Response Finance. Director Connie Lassiter informed thel Board that a letter ofi response signed by the Board, Town Manager and Finance Director was needed regarding al Financial Performance Indicator of Concern (FPIC) for the Water and Sewer Capital Asset Condition Ratio similar to last year. Thel FPIC was triggered by the fact that the Town's Water Fund assets were almost fully depreciated, indicating they will need to be replaced to avoid a deferred maintenance issue, etc. Fortunately, the Town has ongoing improvement projects that are: improving the capital assets of the Water system which should help resolve the FPIC: fort the next audit. 2 RESOLVED, to approve signing of the Financial Performance Indicator ofConcern Response letter. MOTION BY: Commissioner Kelvin Gilbert SECOND BY: Commissioner Shirley Allen APPROVED: Unanimously Approved D. Reduction in Umbrella Liability for Sanitation Contractor Town Manager Nick Holcomb presented a request from Carolina Trash to consider adjusting the requirement ofl Excess Umbrella Liability Insurance from $5,000,0001 to $2,000,000 in return for Carolina Trash lowering the CPI increase cap from 5.0% to 2.5% which would provide a cost savings for the' Town next fiscal. Mr. Holcomb noted that thel Harnett County School System and the' Towns of Angier, Garner, Clayton and Knightdale only have a $2,000,000 umbrella requirement. Lillington and Dunn have a $3,000,000 requirement. The town attorney has reviewed the request and feels that the $2,000,000 liability coverage would RESOLVED, to approve the reduction in Umbrella Liability for the sanitation contractor. be sufficient. MOTION BY: Commissioner Kelvin Gilbert SECOND BY: Commissioner Jerry Beasley APPROVED: Unanimously Approved E. Mid-Carolina Council ofGovernment Proposal for Manager Search Justin Hembree, Executive Director ofl Mid-Carolina Regional Council (MCRC), presented the Board with aj proposal for the Town Manager Search for a cost of $5,000 that would be all- inclusive other than the advertising costs and background check costs as well as other potential cost as outlined in the written proposal. Mr. Hembree summarized the purpose and mission of the Mid-Carolina Regional Council, described key team members of MCRC that would bei involved with the search and outlined the proposed scope for the search process. He gave aj project outline for the' Town Manager Recruitment and Selection should the Board approve the proposal which would consist oft the following steps: Develop Candidate Profile Recruit Candidates Screen Applicants Interview Candidates Search Public Records Recommend Finalists Interview Finalists Check Backgrounds/Reterences Negotiate selection process. Design and Implement Advertising Campaign He added that MCRC would provide the! Board with updates throughout the recruitment and Board members inquired about the anticipated length oft time it would take to fill the position and the cost ofa advertising. Mr. Hembree: responded that the quickest possible time to fill the position 3 would be three toi four months with the potential to take up to six months. He noted that sometimes the search could take longer than expected. The cost of advertising was typicallya couple ofhundred dollars for at thirty day advertisement on thel NCLMj jobl board. The consensus oft the Board was toi follow the recommendation by Mr.Hembree that the Board allow him to come up with a profile for the position that he would send to the Board for feedback should the proposal be accepted. V. PUBLIC FORUM Mayor Chris Coats opened the Public Forum. Kathleen Parrish, 1041 N Railroad, Coats NC, expressed dissatisfaction with TA Loving crews causing damage tol her fence and leaving behind trash during the waterline project. She thanked Vicki Ingersoll, 30 NI Railroad, Coats NC, announced that coatschamber.org was the new website Town. Manager Nick Holcomb for his help in handling the issue. address for the Coats Chamber of Commerce. Mayor Coats closed thel Public Hearing after hearing no one else. VI. MANAGER UPDATE Town Manager Nick Holcomb and Public Works employee Wes Blount updated the Board on the current status oft the waterline project. VII. CLOSED SESSION Mayor Chris Coats called for motion to enter into closed session pursuant to NCGS 143- 318.11(6) RESOLVED, to go into closed session. MOTION: BY: Commissioner Jerry Beasley SECOND BY: Mayor Pro Tem Marc! Powell APPROVED: Unanimously Approved Board of Commissioners entered closed session at 8:11 p.m. RESOLVED, to reconvene in open session. MOTION BY: Mayor Pro Tem Marc Powell SECOND BY: Commissioner Shirley Allen APPROVED: Unanimously Approved Board of Commissioners reconvened in open session at 9:06 p.m. 4 RESOLVED, tol hire Kenny Cole as Interim Town Manager. MOTION BY: Commissioner Jerry Beasley SECOND BY: Commissioner Kelvin Gilbert APPROVED: Unanimously Approved RESOLVED, tol let Mid Carolina Council of Government move forward with search for Town Manager. MOTION: BY: Commissioner Kelvin Gilbert SECOND BY: Commissioner Shirley Allen APPROVED: Unanimously Approved Attorney Brian Taylor instructed the board that a motion to approve the contract was needed as well. RESOLVED, to approve the contract with the adjustment to the days of week, MOTION BY: Mayor Pro Tem Marc Powell SECOND BY: Commissioner Monique Warren-Clegg APPROVED: Unanimously Approved VIII. ADJOURNMENT Mayor Chris Coats called for a motion to adjourn. RESOLVED, to adjourn the meeting. MOTION BY: Commissioner Shirley Allen SECOND BY: Commissioner Monique Warren-Clegg APPROVED: Unanimously Approved Meeting adjourned at 9:13 p.m. The attached documents of reference are incorporated herewith and are hereby made aj part ofthese minutes. Minutes recorded and prepared by Finance Director/Town Clerk Connie Chris Coats Mayor Z ATTEST: Ch Conniel Eassiter Finance Director/Town Clerk 5