Working Session, March 28, 2012

CALL TO ORDER

Mayor Hunt declared a quorum present and called the meeting to order at 6:30 PM.

WELCOME/INVOCATION/PLEDGE OF ALLEGIANCE

Mayor Hunt welcomed everyone to the working session and Commissioner Boyd gave the invocation.  The Pledge of Allegiance was recited by the group. 

APPROVAL OF MINUTES

Motion by Commissioner Hunt, second by Commissioner Love, to approve the minutes of the March 13, 2012, regular meeting with the correction appending the word “Rowland” to the term “CDC” in the discussion of the STEP Committee report; the motion carried unanimously.

OPEN COMMENT PERIOD

Ms. Lolita Watson opined that the new banners looked wonderful and really perked up downtown.

OLD BUSINESS

  1. Discussion/decision on Depot Floor Plan – Commissioner Boyd stated that the floor plan is needed as a guideline. Commissioner Shooter stated that there was contention between the STEP Committee and the Historical Society. He also said that it must be remembered that under the terms of the contract that gave the depot to the town, the Historical Society has the complete responsibility to ensure the continued viability of the depot. The STEP Committee has presented an avenue to continue that viability by agreeing to pay for a floor plan to enhance the depot; this will assist the Historical Society in its endeavors.

Motion by Commissioner Shooter, second by Commissioner Love, to approve the use of $5,000.00 in STEP funds as recommended by the STEP Committee to prepare a floor plan for the depot, with the stipulation that the Historical Society has complete authority to oversee the design of the floor plan and any implementation of that floor plan as it sees fit; the motion carried unanimously.

  1. Appointment to Robeson County 225th Birthday Committee – Ms Lolita Watson has volunteered to be the town’s representative to this Committee.

Motion by Commissioner Shooter, second by Commissioner Boyd, to appoint Ms. Watson to the Robeson County 225th Birthday Committee; the motion carried unanimously.

  1. Donation Request, Landa Gaddy – Discussion ensued regarding the fact that the town cannot support every activity and request that comes to the Board.

Motion by Commissioner Hunt, second by Commissioner Love, to deny the donation request; the motion carried unanimously. 

NEW BUSINESS

  1. Project Graduation Donation –  The Commission agreed that, based on the discussion regarding Ms. Gaddy ‘s request from earlier, that this donation request also be denied.

Motion by Commissioner Love, second by Commissioner Hunt, to deny the donation request; the motion carried unanimously.

  1. Replacement of Copier – Discussion ensued regarding Mr. Proctor’s Memorandum 12-7, explaining the need for a replacement for the town’s 8-year-old system copier, for which parts are not even made any more. Mr. Proctor stated that we currently pay $35.00 per month for a service contract on this machine, which was purchased on a lease-purchase in 2004 and which we now own. The new machine will be $149.99 per months on a 63-month service agreement, after which time the town would own the machine. After extensive discussion:

Motion by Commissioner Shooter, second by Commissioner Love, following a 90-day trial, through June 30th, to enter into a 63-month service contract for a Canon IR1730if copier at a rate of $149.99 per month; the motion carried unanimously.

DEPARTMENTAL REPORTS

AdministrationMr. Proctor had three quick items:

  1. Ernest Britt of Britt & Britt Roofing has been to the Senior Center to look for leaks. They found two areas that are leaking and will return when the roof is dry to fix them both at no cost to the town.
  2. David Vaughan from NC EMA will be here tomorrow to finalize the paperwork for the FEMA project.
  3. He has been in touch with Julius Wilson, project supervisor for Subhode Kubera (the Family Inn at the I-95 Exit 1), and they are currently in the process of taking down all the old playground equipment; they’ve whitewashed over much of the graffiti; they’re generally cleaning up the area; they are going out on bids to get the restaurant roof rebuilt and get the restaurant open ASAP; and, Mr. Proctor and Mr. Wilson will be meeting Friday to discuss the ongoing problems with the dilapidated motel complex and to devise a plan to mitigate this eyesore.

Legal – No reports

Police – Chief Reaves had several items to impart:

  1. Sergeant Scott and Officer Locklear both received plaques from Mothers Against Drunk Driving (MASS) for making DUI arrests.
  2. A K-9 has been donated to the town, including all dog/officer training that may be required.
  3. The department is pursuing a Highway Safety grant for $200,950 that will provide two officers for four years, uniforms, two cars, and all the requisite equipment.

Public Works/Streets/Sanitation – Mr. Watson reported two items:

  1. Jerry Jones should be home from the hospital by the weekend.
  2. Mike Foxworth is retiring Friday and Willie Southern will be retiring on May 1st; Mr. Watson is in the process of getting new hires. Since these new hires will be at substantially lower pay, he asked if the new personnel could be put on 40-hour workweeks, and the consensus was that since the money is already in the budget and it won’t cost any more, that this was an excellent solution.

Water/Sewer – No reports

CDBG/STEP Program  Mr. Proctor presented the Board with a copy of a Memorandum he will be giving the STEP Committee at its meeting of Monday April 2nd that illustrated the need for three additional banners; he has talked with the folks from DGN, who said they had extras on hand. Mr. Proctor realizes that asking the Commission to ratify the proposal before the STEP Committee approves it is backwards from the usual procedure; however, the Committee is meeting on Monday April 2nd and with prior concurrence from the Board, the banners could be ordered Tuesday the 3rd and be here by Friday the 6th.

Motion by Commissioner Hunt, second by Commissioner Love, to approve the purchase of the additional banners, contingent upon the prior approval of the STEP Committee; the motion carried unanimously

Commissioner Hunt reported that at the last meeting, the Board discussed providing the additional $500.00 for April and May for Ben McCallum to account for the second STEP extension to May 31st, but neglected to vote on the matter.

Motion by Commissioner Hunt, second by Commissioner Love, to approve the payment of $500.00 per month for the months of April and May; the motion carried unanimously

Mayor Hunt stated that she has had correspondence from Art Jackson regarding the Planning Grant and the need for an extension. She will sign any extension papers the Rural Center sends. Mr. Proctor will so inform Mr. Jackson.

Board of Commissioners

    1. Commissioner Shooter asked where the Park Rules are for the park. Commissioner Hunt said that Shackleford Signs still had them and he would see that we got them back.
    2. Commissioner Love said she appreciated the Budget Calendar; Mr. Proctor stated that the calendar would have already been in the Commission’s hands, but he had to change it because he will be having cataract surgery on April 24th

ANNOUNCEMENTS/OTHER MATTERS OF INTEREST

There were no announcements or other matters of interest.

ADJOURNMENT

Motion by Commissioner Hunt, second by Commissioner Boyd, to adjourn at 8:05 p.m.

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