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November 29, 2016 at 7:00 PM - Regular Meeting

Agenda
I. Call Meeting to Order    (Mayor Massengill)
II. Pledge of Allegiance
III. Approval of the Agenda
IV. Consent Agenda    (Mayor Massengill)
IV.A. Consider Minutes for November 3, 2016
Attachments: (1)
IV.B. Consider Minutes from the November 10, 2016 Board Retreat
Attachments: (1)
IV.C. Consider Minutes from the November 12, 2016 Board Retreat
Attachments: (1)
V. Public Comment    (Mayor Massengill)
V.A. Visitors are asked to state their name and address for the record. 
V.B. Update related to the AMI Smartgrid process presentation. (Mike Settlage)
V.C. Update related to storm system damage on the south side of Benson (Jamie Guerrero, MRA)
VI. Department Reports
VI.B. Presentation of the Benson Electrical System billing vs sales report; July 1 - October 31, 2016. (Kim Pickett)
Attachments: (1)
VII. Old Business     (Mayor Massengill)
VII.A. Consider the approval of a longterm lease with Verizon Wireless to locate an antenna on the Mann Street Water Tower (Matt Zapp)
VII.A.1. Lease term of $27,600 per year with a 2% annual escalator. 
VII.A.2. Co-location of additional wireless companies are permitted.
VIII. New Business    (Mayor Massengill)
VIII.A. Consider the Town of Benson Financial Report for October 2016.  (Kim Pickett)
VIII.A.1. Financial Report Summary Document
Attachments: (1)
VIII.A.2. Financial Report Detail Pages
Attachments: (1)
VIII.B. Consider Budget Amendment #5 (Kim Picket)
Attachments: (1)
VIII.B.1. Accounting for an H & H Stormwater study for the Town of Benson (FEMA project) 
VIII.B.2. Accounting for $150,000 in insurance premium related revenues (Hurricane Matthew)
VIII.B.3. Accounting for repair related increases (Hurricane Matthew)
VIII.C. By motion, consider the formal appointment of Terry Hobgood as Town Clerk for the Town of Benson, effective December 1, 2016. 
VIII.C.1. The swearing in ceremony is scheduled for Tuesday December 13, 2016
VIII.D. Consider the acceptance and approval to move forward with the Fit & Fun Playscapes stencil program for West Main Street/ North Railroad Street. (Matt Zapp)
VIII.D.1. Location map of the installed play prints; near Mary Duncan Public Library.
Attachments: (1)
VIII.D.2. Example images of the play panels to be installed with the grant funding.
Attachments: (3)
VIII.E. Consider the conversion of the Town of Benson phone system to a voice over IP service (Matt Zapp)
VIII.E.1. Updating of the Town's phone system is included in the current budget. 
VIII.E.2. Proposed conversion period Q1 of 2017
VIII.E.3. Proposed vendor is VC3; implementation cost is not to exceed $15,500.
VIII.E.4. VC3 Statement of Work document
Attachments: (1)
VIII.F. Consider the acceptance of a scope of work/ contract with NCSU related to an Economic Development Strategic Plan for the Town of Benson (Matt Zapp)
VIII.F.1. Estimated project cost of $16,000
VIII.F.2. Anticipated project timeline to occur between January and June 2017
VIII.F.3. Contract documentation for the Scope of Work
Attachments: (1)
VIII.F.4. NCSU Terms of agreement for the Strategic Economic Development Plan process.
IX. Town Manager Report    (Matt Zapp)
IX.A. Purchase requests in excess of $5,000
IX.A.1. Authorization to spend $7,000 to replace the snow plow lost during Hurricane Matthew
Attachments: (1)
IX.A.2. Authorization to expend $6,800 for tree removal related to the Dutch Inn Pump Station replacement project. 
IX.A.3. Authorization to expend $7,350 for additional LED lights in the Electric Department 
Attachments: (1)
IX.B. Retirement recognition for Connie M. Sorrell, Town Clerk.
IX.B.1. Internal recognition during the Town Christmas Party on December 8, 2016
IX.B.2. Public retirement party on Dec 13, 2016 at the Conference Center Kitchen (5:00 - 6:30 PM).
IX.B.2.a. Food and refreshments to be provided and available to all guests. 
IX.B.3. Public ceremony and transition of Town of Clerk duties at the BOC meeting Dec 13, 2016 (7:00 PM)
IX.C. Town of Benson Christmas Party December 8, 2016.
Attachments: (1)
IX.C.1. Doors open at 5:30 pm for guests
IX.C.2. Dinner is served at 6:00 PM by Meadow Village Restaurant
IX.D. Board of Commissioners Meeting Tuesday, December 13, 2017.
IX.E. Leaf Collection runs from Tuesday, November 1, 2016 & ends January 31, 2017
X. Town Attorney    (Isaac Parker)
X.A. Block Grant Deed of Trust Satisfaction – 301 N. Holmes St. 
Attachments: (3)
XI. Board of Commissioners Report    (Commissioners)
XII. Mayor Report    (Mayor Massengill)
XIII. Information Only
XIV. Adjourn the Meeting  (Mayor Massengill)

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