March 13, 2018 at 7:00 PM - Regular Meeting

I. Call Meeting to Order    (Mayor Medlin)

II. Pledge of Allegiance (Mayor Medlin)

III. Approval of the Agenda

IV. Consent Agenda    (Mayor Medlin)

IV.A. Consider February 13, 2018 BOC Meeting Minutes

IV.B. Consider February 23, 2018 BOC Retreat Minutes

IV.C. Consider February 24, 2018 BOC Retreat Minutes

IV.D. Consider BOC Retreat expenses

IV.E. Consider DOT Encroachment agreement

IV.E.1. This will enable TOB to install a transponder on the DOT rest area poles to get communication for smartgrid meters.

V. Public Comment    (Mayor Medlin)

V.A. Individuals wishing to address the Board are asked to provide their name and address for the record. 

VI. Department Reports

VI.A. Willa Chase Water Flushing Policy Update (Tim Robbins)

VI.B. Large Project Status Updates (Matt Zapp)

VI.B.1. $80,000 NC Emergency repair grant (backflow check valve project)

VI.B.1.a. Project scope and bid documents are in progress with area contractors

VI.B.1.b. The project was awarded to ELJ, Inc. at the BOC meeting on Nov 14, 2017.

VI.B.1.c. Construction will begin during Q1 of 2018

VI.B.2. $3.1 million USDA Pump Station and sanitary sewer line upgrades

VI.B.2.a. Construction officially began on Sept 20, 2017 with a total construction period of 240-days

VI.B.2.b. The Hampton Inn pump station milestone is 120-days from Sept 20, 2017

VI.B.3. $150,000 AIA sanitary sewer system assessment grant

VI.B.3.a. Council action was taken on 10/26/17 approving The Wooten Company to administer the grant. 

VI.B.3.b. A local match of $22,500 is included in the current FY 17/18 Water & Sewer budget

VI.B.3.c. Total project cost is $172,500

VI.B.3.d. Work has begun; expected deliverable should be in hand July-Aug 2018.

VI.B.4. $875,000 NC 16 Funds to perform sanitary sewer I & I repairs

VI.B.4.a. Work can begin upon the completion of the AIA study (summer 2018).

VI.B.5. $750,000 FEMA funding for the WWTP repairs

VI.B.5.a. Construction work is being bid and will begin with Council approval(s). 

VI.B.5.b. The WWTP concrete apron replacement of $37,000 is complete.

VI.B.5.c. The WWTP asphalt roadway replacement is complete.

VI.B.6. Golden Leaf Grant application of $565,187 to repair storm water failures during Hurricane Matthew

VI.B.6.a. Application approved 10/5/17; awaiting formal announcement of funding. 

VI.B.6.b. Hood lot, NAPA, Bostic Property, etc. 

VI.B.6.c. Easements are being secured

VI.B.6.d. MRA was approved on 11/30/17 to design repairs at the Hood lot; design is underway.

VI.B.7. Golden Leaf Grant application of $500,000 to replace the Public Works department building

VI.B.7.a. Application approved 10/5/17; working on contract details and funding now.

VI.B.8. Golden Leaf Funding of $422,158 toward the Fire Truck Replacement purchase

VI.B.8.a. Application approved 10/5/17; working on contract details and funding now.

VI.B.8.b. Check was received March 6, 2018 from Golden Leaf.  Project is closed.

VI.C. Written Reports

VII. Old Business     (Mayor Medlin)

VII.A. Consider Advisory Board Appointment/Reappointment Proposal (Mayor Medlin)

VII.B. Consider approval of Exceleron as the prepay vendor (Kim Pickett)

VII.C. Consider Purchase Outlay of $102,500 from the Town of Benson to Dale Parker for 4.953 acres of vacant land with a $122,500 donation from Dale Parker (Matt Smith)

VII.D. Consider Naming Rights Proposal for land donated by Dale Parker (Matt Smith)

VII.E. Consider approval of Budget Amendment #9 (Kim Pickett)

VIII. New Business    (Mayor Medlin)

VIII.A. Consider approval of January 2018 financials (Kim Pickett)

VIII.B. Consider the creation of a Social Media Coordinator role (Matt Zapp)

VIII.B.1. Salary Grade 13 ($31,430-$47,145)

VIII.C. Consider Resolution 185-2018 Accepting State Grant for Sewer Check Valve Installation (Matt Zapp)

VIII.D. Consider Downtown Benson New Business Start-Up Incentive Grant -- Chris Davis of Salvaged Heirlooms, 103 W. Main St. (Erin King-Joseph)

VIII.E. Consider Downtown Benson Electric Utility Assistance Grant -- Chris Davis of Salvaged Heirlooms, 103 W. Main St. (Erin King-Joseph)

VIII.F. Consider Downtown Benson New Business Rental Assistance Grant -- Chris Davis of Salvaged Heirlooms, 103 W. Main St. (Erin King-Joseph)

VIII.G. Consider Facade Improvement Grant for Max Miller -- 120 & 122 W. Main St. (Erin Joseph)

VIII.H. Consider Equipment Purchase for Video and Audio Equipment to record Town Board Meetings (Terry Hobgood)

VIII.I. Consider Rules of Procedure for Public Comment Periods (Ike Parker)

VIII.J. Consider Benson Police Department Pay Study and Salary Proposal (Chief Edwards and Matt Zapp)

VIII.J.1. Information to made available at the meeting.

VIII.J.2. No action is requested on March 13, 2018

VIII.K. Consider approval of Purchase Orders over $10,000

VIII.K.1. Request for security cameras at Town Hall, The Grove and Main St (Kim Pickett)

VIII.K.1.a. There is approximately $14,543 left in the Insurance Proceeds project.  I propose that the Town Hall and Main St cameras be funded out of the project.  The cost of the Grove cameras can be funded from the General Fund.

VIII.L. Consider a request by Junior Johnson Inc. to waive the requirements for curb and gutter, and sidewalks for a proposed 20+ lot residential subdivision on NC 50 S. (Braston Newton)

VIII.M. Consider a recommendation from Staff to engage Rich and Associates to perform a parking study of the Downtown Business District. (Braston Newton)

IX. Town Manager Report    (Matt Zapp)

IX.A. Town related events and meeting reminders: 

IX.A.1. March 22 -- BOC Budget Focused Meeting 7 PM

IX.A.2. March 24 -- Easter Eggstravaganza at the Civic Center 2 PM

IX.A.3. March 30 -- All Non-Emergency Town facilities closed for Good Friday

IX.A.4. April 8 -14 -- National Library Week

IX.A.5. April 10 -- BOC Regular Meeting 7 PM

IX.A.6. April 21 -- Keep Benson Beautiful 8:30 AM

IX.A.7. April 26 -- BOC Budget Focused Meeting 7 PM

X. Town Attorney    (Isaac Parker)

XI. Board of Commissioners Report    (Commissioners)

XII. Mayor Report    (Mayor Medlin)

XIII. Adjourn the Meeting  (Mayor Medlin)