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October 10, 2017 at 7:00 PM - Regular Meeting

Agenda
I. Call Meeting to Order    (Mayor Massengill)
II. Pledge of Allegiance (Mayor Massengill)
III. Approval of the Agenda
IV. Consent Agenda    (Mayor Massengill)
IV.A. Consider September 8, 2017 BOC Mintues
Attachments: (1)
IV.B. Consider September 12, 2017 BOC Mintues
Attachments: (1)
IV.C. Proclamation 115-2017 Halloween Observance
Attachments: (1)
V. Public Comment    (Mayor Massengill)
V.A. Individuals wishing to address the Board are asked to provide their name and address for the record. 
V.B. Recognition of the Electric Dept for Public Power Week-Oct 2-6, 2017 (Braston Newton)
V.C. Recognition of the Benson Fire Dept for National Fire Prevention Week- Oct 8-14, 2017 (Chief Johnson)
VI. Department Reports
VI.A. Healthy Harvest 2017 Update (Matt Smith)
VI.A.1. Saturday October 28, 2017 from 9:00 AM until 1:00 PM
VI.A.2. Approximately $5,000 in cash and product sponsorship has been raised. 
VI.B. Mule Days 2017- Event Recap and Analysis (Matt Zapp and Staff)
VI.B.1. Financial Analysis of Mule Days 2017
Attachments: (1)
VI.C. Media and Promotions Report (Terry Hobgood and Tyler Douglas)
VI.C.1. Mule Days related media and advertising statistics
VI.C.2. Presentation of the 2017 Load Management Promotional Video
VI.C.3. Presentation of the Public Works road patching video
VI.D. Video Camera and Security Measures Update (Chief Edwards & Kim Pickett)
VI.D.1. RFP has been released to secure technical assistance and pricing. 
VI.E. Large Project Status Updates (Matt Zapp)
VI.E.1. $20,000 NC Downtown Revitalization grant
VI.E.1.a. Project scope and details were delivered to the state on September 15, 2017
VI.E.1.b. The grant was awarded to the Town of Benson on September 25, 2017
VI.E.1.c. The project is being designed and a contractor will likely be selected at the BOC meeting on Nov 14, 2017.
VI.E.2. $80,000 NC Emergency repair grant (backflow check valve project)
VI.E.2.a. Project scope and bid documents are in progress with area contractors
VI.E.3. $3.1 million USDA Pump Station and sanitary sewer line upgrades
Attachments: (1)
VI.E.3.a. Construction officially began on Sept 20, 2017 with a total construction period of 240-days
Attachments: (1)
VI.E.3.b. The Hampton Inn pump station milestone is 120-days from Sept 20, 2017
VI.E.4. $150,000 AIA sanitary sewer system assessment grant
VI.E.4.a. Council action is formally needed on 10/26/17 to approve contract administration services with The Wooten Company
VI.E.4.b. A local match of $22,500 is included in the current FY 17/18 Water & Sewer budget
VI.E.4.c. Total project cost is $172,500
VI.E.5. $875,000 NC 16 Funds to perform sanitary sewer I & I repairs
VI.E.5.a. Work can begin upon the completion of the AIA study (summer 2018).
VI.E.6. $750,000 FEMA funding for the WWTP repairs
VI.E.6.a. Construction work is being bid and will begin with Council approval(s). 
VI.E.6.b. The WWTP concrete apron replacement of $37,000 is scheduled for October 24 - November 1, 2017
VI.E.7. Golden Leaf Grant application of $562,000 to repair storm water failures during Hurricane Matthew
VI.E.7.a. Application approved 10/5/17; awaiting formal announcement of funding. 
VI.E.7.b. Hood lot, NAPA, Bostic Property, etc. 
VI.E.7.c. Easements are being secured
VI.E.8. Golden Leaf Grant application of $500,000 to replace the Public Works department building
VI.E.8.a. Application approved 10/5/17; awaiting formal announcement of funding. 
VI.E.9. Golden Leaf Funding of $442,000 toward the Fire Truck Replacement purchase
VI.E.9.a. Application approved 10/5/17; awaiting formal announcement of funding. 
VI.E.10. Golden Leaf Grant-Partnership with Johnston County
VI.E.10.a. Letter of Intent to formally apply is currently pending.
VI.F. Written Reports
VII. Old Business     (Mayor Massengill)
VII.A. Consider the approval of MOU with Johnston County to provide additional sewer capacity (Matt Zapp)
VII.A.1. Provide an additional 250,000 gallons of sewer treatment to JoCo
VII.A.2. Lease up to 10,000 pounds of Nitrogen allocation to JoCo (as needed annually)
VII.A.3. Contract period of 60-months with annual off-ramps
VIII. New Business    (Mayor Massengill)
VIII.A. Road Closure Requests (Matt Zapp & Chief Edwards)
VIII.A.1. East Parrish Drive- October 28th- 7:30 AM until 2:30 PM
VIII.A.1.a. Request made by Town staff as it relates to the Healthy Harvest Car Show
VIII.A.1.b. East Parrish Drive, between Lee and Elm Streets. 
VIII.A.2. SW and SE Railroad Streets- October 31st from 4:30 PM until 9:00 PM
VIII.A.2.a. Request made by Town staff as it relates to Trunk or Treat 2017
VIII.A.2.a.1. Trunk or Treat to occur from 6:00 PM until 8:00 PM.
VIII.A.2.b. SW and SE Railroad Streets, between Parrish and Main Streets 
VIII.A.3. Gilbert Alley-  November 3rd from 4:00 - 8:00 PM 
VIII.A.3.a. Request made by William Neighbors of Neighbors & Associates
VIII.A.4. East Parrish Drive (Lee to Elm Streets)- Saturday November 4th 11:00 AM until 12:15 PM
VIII.A.4.a. Request made by Town staff as it relates to line-up of the Veterans' Day Parade
VIII.A.4.b. East Parrish Drive, between Lee and Elm Streets. 
VIII.B. Consider the approval of BFA Sound System Project Ordinance (Kim Pickett)
Attachments: (1)
VIII.B.1. A $12,000 grant has been awarded to the Town of Benson/BFA for replacement of Lighting Equipment in the Auditorium.
VIII.B.2. BFA will match the grant at $12,000
VIII.B.3. Two bids have been obtained for the work and Staff/Board of Directors of BFA have agreed to award the project to Tri-Tronics Audio Visual for $23,435.57
VIII.C. Consider the approval of August 2017 Financials (Kim Pickett)
Attachments: (3)
VIII.D. Consider approval of an educational contract for Finance Director Kimberly Pickett (Matt Zapp)
Attachments: (1)
VIII.D.1. Provide up to $10,000 over a three year period to obtain Masters in Public Administration 
VIII.D.2. Obligation of employment 5 year post graduation
VIII.D.3. 100% payback to Town of Benson if breach of contract before 60-months
VIII.E. Consider approval of JCVB matching grant of $9,360 (Matt Smith)
Attachments: (1)
VIII.E.1. Matching grant for Parks & Recreation
VIII.E.2. Approval of Purchase Order for construction of an asphalt walkway through the park land and connect the Civic Center ball-fields; making ADA compliant
VIII.E.2.a. Total PO for $18,720
VIII.F. Discussion related to Bat Removal at the Raynor House located in the Singing Grove (Tim Robbins)
VIII.F.1. Southern Wildlife Management cost estimate is $8,125
Attachments: (1)
IX. Town Manager Report    (Matt Zapp)
IX.A. Town related events and meeting reminders: 
IX.A.1. October 8-15, 2017- National Fire Prevention Week 2017
IX.A.2. October 26, 2017 - Regular BOC Meeting  7 Pm
IX.A.3. October 28, 2017-  Healthy Harvest in Downtown Benson (9:00 AM until 1:00 PM)
IX.A.4. October 31, 2017-  Halloween 2017
IX.A.4.a. Trick or Treat hours of 6 PM - 8:00 PM on October 31
IX.A.4.b. Trunk or Treat on SW and SE Railroad Streets from 6:00 - 8:00 PM
IX.A.5. November 4, 2017 - Veteran's Day Parade
IX.A.5.a. 12:00 Noon on Main Street- "Celebration of Thanks" to follow in the Singing Grove
IX.A.6. November 7, 2017 - Election Day
IX.A.7. November 10, 2017 - Town Hall Closed for Veteran's Day Holiday
IX.A.8. November 14, 2017 - Regular BOC Meeting 7pm
X. Town Attorney    (Isaac Parker)
XI. Board of Commissioners Report    (Commissioners)
XII. Mayor Report    (Mayor Massengill)
XIII. Information Only
XIV. Closed Session Pursuant GS 143-318.11 (a) (5): to establish, or to instruct the public body's staff or negotiating agents concerning the position to be taken by or on behalf of the public body in negotiating (i) the price and other material terms of a contract or proposed contract for the acquisition of real property by purchase, option, exchange, or lease; or (ii) the amount of compensation and other material terms of an employment contract or proposed employment contract.
XV. Adjourn the Meeting  (Mayor Massengill)

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