October 26, 2017 at 7:00 PM - Regular Meeting

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 October 10, 2017 BOC Minutes

V. Public Comment    (Mayor Massengill)

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

VI. Department Reports

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

VI.A.1. $20,000 NC Downtown Revitalization grant

VI.A.1.a. Project scope and details were delivered to the state on September 15, 2017

VI.A.1.b. The grant was awarded to the Town of Benson on September 25, 2017

VI.A.1.c. The project is being designed and a contractor will likely be selected at the BOC meeting on Nov 14, 2017.

VI.A.2. $80,000 NC Emergency repair grant (backflow check valve project)

VI.A.2.a. Project scope and bid documents are in progress with area contractors

VI.A.2.b. Bids are being solicited and a contractor will likely be selected at the BOC meeting on Nov 14, 2017.

VI.A.3. $3.1 million USDA Pump Station and sanitary sewer line upgrades

VI.A.3.a. Construction officially began on Sept 20, 2017 with a total construction period of 240-days

VI.A.3.b. The Hampton Inn pump station milestone is 120-days from Sept 20, 2017

VI.A.4. $150,000 AIA sanitary sewer system assessment grant

VI.A.4.a. Council action is formally needed on 10/26/17 to approve contract administration services with The Wooten Company

VI.A.4.b. A local match of $22,500 is included in the current FY 17/18 Water & Sewer budget

VI.A.4.c. Total project cost is $172,500

VI.A.5. $875,000 NC 16 Funds to perform sanitary sewer I & I repairs

VI.A.5.a. Work can begin upon the completion of the AIA study (summer 2018).

VI.A.6. $750,000 FEMA funding for the WWTP repairs

VI.A.6.a. Construction work is being bid and will begin with Council approval(s). 

VI.A.6.b. The WWTP concrete apron replacement of $37,000 is scheduled for October 24 - November 1, 2017

VI.A.7. Golden Leaf Grant application of $565,187 to repair storm water failures during Hurricane Matthew

VI.A.7.a. Application approved 10/5/17; awaiting formal announcement of funding. 

VI.A.7.b. Hood lot, NAPA, Bostic Property, etc. 

VI.A.7.c. Easements are being secured

VI.A.8. Golden Leaf Grant application of $500,000 to replace the Public Works department building

VI.A.8.a. Application approved 10/5/17; awaiting formal announcement of funding. 

VI.A.9. Golden Leaf Funding of $422,158 toward the Fire Truck Replacement purchase

VI.A.9.a. Application approved 10/5/17; awaiting formal announcement of funding. 

VI.A.10. Golden Leaf Grant-Partnership with Johnston County

VI.A.10.a. Letter of Intent to formally apply is currently pending.

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

VII.B. Consider approval of an educational contract for Finance Director Kimberly Pickett (Matt Zapp)

VII.B.1. Provide up to $10,000 over a three year period to obtain Masters in Public Administration

VII.B.2. Obligation of employment 5 year post graduation

VII.B.3. 100% payback to Town of Benson if breach of contract before 60-months

VIII. New Business    (Mayor Massengill)

VIII.A. Presentation of the FY2016-2017 Audit/ Rives and Associates, LLP (Jay Sharpe)

VIII.A.1. Materials to be made available at the BOC meeting. 

VIII.B. Consider acceptance of three Golden Leaf Grants (Matt Zapp)

VIII.B.1. Benson Public Works Facility and Grounds Improvement Grants $500,000

VIII.B.2. Benson Stormwater System Repair Grant $565,187

VIII.B.3. Benson Fire Truck replacement Grant $422,000

VIII.C. Consider the AIA Sanitary Sewer System Project Ordinance (Kim Pickett)

VIII.D. Consider approval of Budget Amendment #3 (Kim Pickett)

VIII.D.1. Budget Amendment #3 provides funding as it relates to the AIA Sewer Grant 

VIII.E. Consider acceptance of contract with The Wooten Company for AIA Grant Administration and Execution (Matt Zapp)

VIII.F. Consider allocation of paving at the WWTP (Matt Zapp)

VIII.F.1. Emergency repairs are needed on the asphalt roadway that leads to the WWTP; this repair is partially funded by the FEMA grant from Hurricane Matthew.

VIII.F.2. Bids are still being received; we anticipate having a recommendation in hand at the BOC meeting.

VIII.F.3. Approval will be needed on October 26, 2016 to perform paving in November 2017.

VIII.F.4. Estimated cost of $40,000

VIII.G. Consider allocation of paving at McKinley Street (Matt Zapp)

VIII.G.1. Repairs are needed on McKinley Street due to severe water and sewer road cuts

VIII.G.2. The Water/Sewer Fund 30 can and should pay for these repairs

VIII.G.3. ST Wooten can install the asphalt when completing Church Street

VIII.G.4. Estimated cost of $25,000

VIII.H. Museum Board assessment and vote as it relates to the Raynor House (Terry Hobgood)

VIII.H.1. The Museum Board discussed the Raynor House on October 16, 2017

VIII.H.2. The Museum Board voted that they have no desire to preserve the Raynor House at the Grove considering its current condition.

VIII.H.3. Staff is looking for direction as to "next steps" in the preservation or removal of the building. 

VIII.I. Consider the reappointment of Hampton Whittington to serve as Benson's Representative on the Johnston County Economic Development Board (Matt Zapp)

IX. Town Manager Report    (Matt Zapp)

IX.A. Town related events and meeting reminders: 

IX.A.1. October 31, 2017 - Halloween

IX.A.1.a. Trick or Treat hours of 6 PM - 8:00 PM on October 31

IX.A.2. November 4, 2017 - Veteran's Day Parade

IX.A.3. November 7, 2017 - Election Day

IX.A.4. November 10, 2017 - Town Hall Closed for Veteran's Day Holiday

IX.A.5. November 14, 2017 - Regular BOC Meeting 7pm

IX.A.6. November 23-24, 2017 - Town Hall Closed for Thanksgiving Holiday

IX.B. H & H Stormwater Study Update

IX.B.1. Memorandum from Jamie Guerrero of MRA

IX.B.2. Presentation expected to the BOC on November 14, 2017

IX.C. Willa Chase Subdivision Water Quality Update

IX.C.1. Presentation expected to the BOC on November 14, 2017

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.
GS 143-318.11 (a) (6): to consider the qualifications, competence, performance,
character, fitness, conditions of appointment, or conditions of initial employment of an
individual public officer or employee or prospective public officer or employee; or to
hear or investigate a complaint, charge, or grievance by or against an individual public
officer or employee. General personnel policy issues may not be considered in a closed
session. A public body may not consider the qualifications, competence, performance,
character, fitness, appointment, or removal of a member of the public body or another
body and may not consider or fill a vacancy among its own membership except in an
open meeting. Final action making an appointment or discharge or removal by a public
body having final authority for the appointment or discharge or removal shall be taken
in an open meeting.

XV. Adjourn the Meeting  (Mayor Massengill)