October 9, 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 September 11, 2018 Emergency Meeting Minutes

IV.B. Consider September 11, 2018 Regular Meeting Minutes

IV.C. Consider FY 2018-2019 Pay Classes for Town of Benson Personnel.

IV.D. Memo -- Hampton Inn Economic Development Grant Payment

V. Public Comment    (Mayor Medlin)

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

V.B. Recognition of PARTF Grant Contributors (Mayor Medlin)

VI. Department Reports

VI.A. Written Reports

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 to occur June - August of 2018

VI.B.1.d. Project is at 95% completion

VI.B.2. $150,000 AIA sanitary sewer system assessment grant

VI.B.2.a. Council action was taken on 10/26/17 approving The Wooten Company to administer the grant. 

VI.B.2.b. A local match of $22,500 was included in the FY 17/18 Water & Sewer budget

VI.B.2.c. Total project cost is $172,500

VI.B.2.d. Work has begun; expected deliverable should be in hand July-Aug 2018.

VI.B.2.e. Project is at 90% completion

VI.B.3. $875,000 NC 16 Funds to perform sanitary sewer I & I repairs

VI.B.3.a. Work can begin upon the completion of the AIA study (summer 2018).

VI.B.3.b. Immediate and emergency repairs are underway throughout the town. 

VI.B.4. $960,000 FEMA funding for the WWTP repairs

VI.B.4.a. Construction work is being bid and will begin with Council approval(s). 

VI.B.4.b. The WWTP concrete apron replacement of $37,000 is complete.

VI.B.4.c. The WWTP asphalt roadway replacement is complete.

VI.B.4.d. On 7/31/18 FEMA and NC Emergency Services release Benson to continue work at the plant up to $960,000

VI.B.5. Golden Leaf Grant application of $565,187 to repair storm water failures during Hurricane Matthew

VI.B.5.a. Application approved 10/5/17

VI.B.5.b. Hood lot, NAPA, Bostic Property, etc. 

VI.B.5.c. Easements are being secured

VI.B.5.d. MRA was approved on 11/30/17 to design repairs at the Hood lot; design is underway.

VI.B.6. Golden Leaf Grant application of $500,000 to replace the Public Works department building

VI.B.6.a. Application approved 10/5/17

VI.B.6.b. The roof replacement is nearly complete.

VI.B.6.c. Benson should select a General Contractor and commence additional work in Q3/4 of 2018.

VII. Public Hearing (Mayor Medlin)

VII.A. SD 2018-03 - Monroe Fields: Subdivision preliminary plat consisting of 36.21 acres divided into 33 lots located on Benson-Hardee Rd. approximately 3,600 west of Mingo Rd. in the Benson ETJ  (Andy Thomas, N-Focus, Interim Planning Director)

VII.B. Consider rezoning of property located at 315 N. Wall St. from B-2 (General Business District) to B-3 (Highway Business). (Andy Thomas, Interim Planning Director)

VIII. Old Business     (Mayor Medlin)

VIII.A. Consider Request to Rename North and South McKinley Street in Memory of Dr. James Daniel Royster (Mayor Medlin)

VIII.A.1. Request received from Cathy Royster Chrismon on July 10, 2018. Letter sent to property owners on August 28, 2018. 2nd letter sent to property owners on September 25, 2018.

VIII.B. Approval of 2018 Resurfacing Bid Award (Tim Robbins)

VIII.B.1. Bid approved for Asphalt Services on Demand on July 10, 2018 in the amount of $164,955 for primary bid, alternate A, and alternate B. Asphalt Services on Demand has now withdrawn their bid.

VIII.B.2. 2nd lowest bid is Johnson Brothers Utility. They have agreed to honor their original bid if approved. 

VIII.B.2.a. Primary Bid -- $201,836.68

VIII.B.2.b. Alternate A -- $12,786.22

VIII.B.2.c. Alternate B -- $16,667.42

VIII.B.2.d. Total -- $231,290.32.

VIII.C. Consider contract with Ramey, Kemp, and Associates to complete a Comprehensive Transportation Plan for the Town of Benson at a cost of $45,000 (Matt Zapp)

VIII.C.1. $40,000 approved in the FY 2018-2019 Budget. Staff recommends utilizing an additional $5,000 from savings in the Planning Department salaries budget to complete the full scope of work.

VIII.C.2. Board approval to engage in negotiations with Ramey, Kemp, and Associates granted at the August 14, 2018 meeting.

IX. New Business    (Mayor Medlin)

IX.A. Consider Resolution 193-2018 Local Water Supply Plan (Tim Robbins)

IX.B. Consider approval of NC Parks & Recreation Trust Fund Project Agreement (Matt Smith)

IX.C. Consider approval of August 2018 Financials (Kim Pickett)

IX.D. Consider water line easement agreement between the Town of Benson and Neighbors Holdings (Ike Parker)

IX.E. Consider contract between the Town of Benson and South River to renew a substation lease for a 60 month period (Matt Zapp).

IX.F. Consider contract agreement between NCDOT and the Town of Benson to utilize the same utility consulting engineer as the I-95 widening contract, Davis, Martin, Powell, and Associates. (Matt Zapp)

IX.G. Presentation on Main Street Utility Replacement (Matt Zapp)

X. Town Manager Report    (Matt Zapp)

X.A. NCDOT I-95 Meeting

X.A.1. Thursday, October 11 -- Hampton Inn 100 Water Place Landing.

X.A.1.a. Public Drop-In -- 5 PM - 7 PM

X.B. 2nd October BOC Meeting (Audit Presentation)

X.B.1. Tentative Date -- Tuesday, October 30th at 7 PM

X.C. Town related events and meeting reminders: 

X.C.1. October 7 - 13 -- Fire Prevention Week

X.C.2. October 12 -- South Johnston Optimist Club Reverse Raffle Benefit for Parks and Rec (American Legion)

X.C.3. October 15 -- Prayer Service and Dinner to Honor Benson Fire Fighters - 7 PM

X.C.4. October 19 -- Movie Night at the Grove & Black and Orange Egg Hunt

X.C.5. October 31 -- Halloween Trick or Treat 6 PM - 8 PM

X.C.6. October 31 -- Halloween Trunk or Treat on Railroad Street 6 PM - 8 PM

X.C.7. November 3 -- Run for the Brave 5K and Healthy Harvest 9 AM

X.C.8. November 3 -- Veterans Day Celebration 12 PM

X.C.9. November 6 -- Election Day

X.C.10. November 12 -- All Non-Emergency Town Facilities Closed for Veterans Day

X.C.11. November 13 -- BOC Regular Meeting 7 PM

X.C.12. November 22 - 23 -- All Non-Emergency Town Facilities Closed for Thanksgiving

X.D. Chamber of Commerce Sponsored Events

X.D.1. October 11 -- Sundown in Downtown (Coastline)

X.D.2. October 25 - 28 -- Mule Days

XI. Town Attorney    (Isaac Parker)

XII. Board of Commissioners Report    (Commissioners)

XIII. Mayor Report    (Mayor Medlin)

XIV. Closed Session

XIV.A. NC GS 143-318.11 (a) (3): To consult with an attorney employed or retained by the public body in order to preserve the attorney-client privilege between the attorney and the public body, which privilege is hereby acknowledged.

XV. Adjourn the Meeting  (Mayor Medlin)