Mayor Shiela Williams called the meeting to order and Commissioner Weaver offered invocation.  Robert Masters, Town Administrator called the roll.

COMMISSIONERS PRESENT

Commissioner Humphrey, Commissioner Gibson, Commissioner Jenkins, Commissioner Weaver and Commissioner Hamm.  Town Attorney, David Orcutt was also present.

The Board held general discussion in reference to the salary range of the Finance Officers Position.  They also discussed general projects and goals for the Town.

No action was taken at this meeting.

Mayor Shiela Williams called the meeting to order and Commissioner Weaver offered invocation.  Tracy Sullivan, Town Clerk called the roll.

COMMISSIONERS PRESENT

Commissioner Humphrey, Commissioner Gibson, Commissioner Jenkins, and Commissioner Weaver.  Town Administrator, Robert Masters and Town Attorney, David Orcutt were also present.

APPROVAL TO PAY THE BILLS

Commissioner Gibson made the motion to approve to pay the bills.  Commissioner Weaver seconded the motion.  The motion carried.

APPROVAL OF THE MINUTES

Commissioner Humphrey made the motion to approve the minutes of the Regular Meeting held on January 6, 2009. The motion was seconded by Commissioner Weaver.  The motion carried.

Tracy Sullivan, Finance Officer reported the Bank Balances.

CITIZENS PETITIONS AND COMPLAINTS

No citizens signed the petition and complaint sheet.

UNFINISHED BUSINESS

Commissioner Gibson made the motion to accept the recommendation of the Planning Board to rescind their prior recommendation to remove Donald Davis’ property from the Sharpsburg ETJ.  Commissioner Humphrey seconded the motion.  The motion carried.

Robert Masters announced that the Board would hold an interview for the Finance Officer’s position on February 10, 2009 at 6:00 pm.

NEW BUSINESS

a. Commissioner Weaver made the motion to adopt the Resolution for Declaration of Surplus Property and Sale of Property via Electronic Auction. The motion was seconded by Commissioner Jenkins. The motion carried.

b. Commissioner Humphrey made the motion to adopt the Resolution to Remove Designations on the Accounting Records.  Commissioner Gibson seconded the motion.  The motion carried.

c. Commissioner Gibson made the motion to approve the application and execution by the Mayor of the USDA Grant application.  Commissioner Jenkins seconded the motion.  The motion carried.

d. Commissioner Hamm made the motion to adopt the Service Memorandum Agreement; Carolina Opportunities, Inc for the USDA Grant.  Commissioner Gibson seconded the motion.  The motion carried.

e. The board moved the decision to purchase Carina meters to the meeting held on February 17, 2009.

f. Commissioner Humphrey made the motion to approve to mail the flyer Chief Bissette presented in reference to a community meeting with the Chief in the March utility bills.

DEPARTMENTAL REPORTS

Robert Smith read the Streets and Sanitation report. (attached)

Otis Ray read the Parks and Recreation Department report.

Tab Balkcum read the Fire Department report.

Sgt. Griffin read the police report.

Robert Smith read the Water and Sewer report. (attached)

Otis Ray read the Electric report. (attached)

CLOSED SESSION

Commissioner Gibson made the motion to go into closed session to discuss personnel issues.  Commissioner Humphrey seconded the motion.  The motion carried.

OPEN SESSION

Commissioner Weaver made the motion to return to open session.  Commissioner Humphrey seconded the motion.  The motion carried.

ADJOURNMENT

Commissioner Jenkins made the motion to adjourn the meeting. Commissioner Humphrey seconded the motion.  The motion carried.

1. Call to order

Mayor Williams called to order the regular meeting of the Town of Sharpsburg Board of Commissioners at 6:00 p.m. February 24, 2009.

1. Roll call

Mayor Williams conducted a roll call. The following persons were present: Mayor Williams, Commissioner Jenkins, Commissioner Weaver, Commissioner Humphrey, Commissioner Gibson, David Orcutt, Town Attorney, and Robert Masters, Town Administrator.

1. Adopt Agenda

Motion made by Commissioner Jenkins and seconded by Commissioner Weaver to adopt the meeting Agenda with changes recommended by the Board.  Motion carried.  Mayor Williams asked if there were any additions or deletions from the Minutes.  There were none.

1. New business

• 1. Water/Sewer Rate Increase.  Mr. Masters addressed the need of a 10% increase in the water/sewer rates to help balance the budget in the Water/Sewer enterprise fund.  Mr. Masters indicated that realized revenues in that department year to date were running well below budgeted amounts.  A 10% increase was necessary to prevent the water/sewer fund from closing the year in a deficit and being unable to transfer a budgeted amount of funds to the Town’s general fund.  Likewise Mr. Masters recommended a partial reduction in force that would reduce four (4) full-time positions to part-time at 25 hours a week.  This partial reduction in force would stay in effect until approximately June 30, 2009.
  1. Closed Session to Discuss Personnel Issues.  Motion was made by Commissioner Gibson and seconded by Commissioner Weaver to enter into closed session of the Board to discuss personnel issues.  After some discussion on the need for and savings to be realized by staff hours reduction, motion was made by Commissioner Weaver and seconded by Commissioner Jenkins to return to open session of the Board meeting.

• 1. Partial Reduction in Staff Work Hours.  Motion was made by Commissioner Gibson and seconded by Commissioner Humphrey to reduce the working hours of four (4) employees to part-time at 25 hours a week.

• 1. Consideration of Water/Sewer Rate Increase. A motion was made by Commissioner Gibson to adopt the recommended 10% water/sewer rate increase as presented by the Town Administrator.  Motion was not seconded.  Commissioner Gibson then called for a roll call vote on the motion.  Vote as recorded as follows:

• • Commissioner Gibson   Yes

• • Commissioner Hamm   No

• • Commissioner Jenkins  No

• • Commissioner Weaver  No

• • Commissioner Humphrey  No

V. Old Business

• a)  USDA Grant Submission.  The Town Administrator expressed his concerns over delays in signing the necessary paperwork for the USDA grant and loan application to finance sewer rehabilitation.  The Board has directed that the documents not be signed until final approval of the previous grant funds for the Preliminary Engineering Report are received from the NC Rural Center.  Mr. Masters indicated that the application needed to signed and sent to USDA during the first week of March unless this funding is deemed not desired by the Board of Commissioners.  The Administrator was confident that the NC Rural Center would ultimately approve of the Preliminary Engineering Report and release the Town’s grant funds.

• b) Finance Officer Position.  The Town Administrator indicated that another qualified candidate had been identified for the Finance Officer position.  Commissioner Humphrey indicated that she had concerns over newspaper accounts she had read concerning the candidate.  Commissioner Hamm asked how the Town could discuss hiring a Finance Officer when a decision had just been made to reduce the work hours of four town employees.  Mr. Masters attempted to explain the complexities of paying town staff out of various departments.  Mayor Williams expressed concerns that the Town had already approved the hiring of a Finance Director and that in light of past financial mishaps at the Town, this position was needed.  No action was taken by the Board on this matter.

• c) Beasley Park.  No action taken by the Board.

• d) Fire Department Allocation for FY 2009-10.  Commissioner Jenkins informed the Board that he and the Town Administrator had been in contact with the Fire Department concerning their 2009-10 fund allocation.  Essentially the Town is negotiating a method of making the annual allocation based on a percentage of the collected ad valorem taxes in a previous year.  Commissioner Jenkins is awaiting further discussion with the Fire Department on this matter.

VI. Administrator Report/Comments. The Town Administrator reiterated his concerns that without an adequate increase in the existing water/sewer rates, the water/sewer enterprise fund would not receive adequate revenues to support the operations of that department.  Furthermore, the burden of supporting the Town’s General Fund would fall solely on the Electric Fund which could cause that fund to close the fiscal year at a net operating loss for the year.  Although this could done by the Board, he advised against it and expressed concern that this action by the Board would most likely result in an audit issue after the close of this fiscal year.  Both the Administrator and Mayor cautioned the Board on this action reminding them that the funds available in the general operating fund remained low and that failure to adequately raise utility rates in the past had led to a severe financial crisis.  No further action was taken by the Board following these comments.

VII.  Adjournment.  With no other business coming before the Board of Commissioners, Mayor Williams adjourned the meeting.

These Minutes of the Sharpsburg Board of Commissioners meeting on February 24^th, 2009 are hereby adopted.

Mayor Shiela Williams called the meeting to order and James Walker offered invocation.  Tracy Sullivan, Town Clerk called the roll.

COMMISSIONERS PRESENT

Commissioner Humphrey, Commissioner Gibson, Commissioner Jenkins, Commissioner Weaver, and Commissioner Hamm.  Town Administrator, Robert Masters and Town Attorney, David Orcutt were also present.

APPROVAL TO PAY THE BILLS

Commissioner Gibson made the motion to approve to pay the bills.  The motion was seconded by Commissioner Humphrey.  The motion carried.

APPROVAL OF THE MINUTES

Commissioner Hamm made the motion to approve the minutes of the Regular Meetings held on December 2, 2008 and December 16, 2008. The motion was seconded by Commissioner Weaver.  The motion carried.

Tracy Sullivan, Town Clerk reported the Bank Balances.

CITIZENS PETITIONS AND COMPLAINTS

No citizens signed the petition and complaint sheet.

OLD BUSINESS

Commissioner Hamm inquired the status of the 911 addresses for the Town of Sharpsburg.

Tracy Sullivan, Town Clerk informed her that 301 Mobile Home Park and Pine Park were in the process of posting their addresses and other mobile home parks would be contacted soon.

NEW BUSINESS

a. Michelle Clemmons, The East Group presents the NC Rural Economic Development Center Supplemental Grant Application.

b. Commissioner Gibson made the motion to adopt the Resolution of Support and Commitment for the Wastewater Collection System Rehabilitation Project.  Commissioner Jenkins seconded the motion.  The motion carried.

c. Commissioner Gibson made the motion to adopt the Service Memorandum Agreement; Carolina Opportunities, Inc. for the Supplemental Grant from REDC.  Commissioner Jenkins seconded the motion.  The motion carried.

d. Commissioner Weaver made the motion to approve that the Board that is elected after the 2009 election hold an organizational meeting in December 2009 or January 2010 to discuss ongoing projects.  Commissioner Hamm seconded the motion.  The motion carried.

e. Commissioner Gibson made the motion to adopt the Memorandum Service Agreement; Carolina Opportunities, Inc. for the Capital Improvement Plan Grant from REDC.  The motion was seconded by Commissioner Jenkins.  The motion carried.

f. Commissioner Gibson made the motion to adopt the Resolution of the Project Budget for the CIP.  Commissioner Weaver seconded the motion.  The motion carried.

g. Commissioner Weaver made the motion to adopt the Resolution Certifying No Conflict of Interest Exists for Repair and Rehabilitation of the Town’s Wastewater Collection System.  Commissioner Jenkins seconded the motion.  The motion carried.

h. Commissioner Gibson made the motion to adopt the Authorizing Resolution for Wastewater System Improvements – Phase I.  Commissioner Weaver seconded the motion.  The motion carried.

i. Robert Masters, informed the Board that Nash County was resistant to taking Don Davis’ property into their planning zone.  The Board decided to send the issue back to the Planning Board for determination before going further with the issue.

DEPARTMENTAL REPORTS

Robert Smith read the Streets and Sanitation report. (attached)

Commissioner Jenkins read the Fire Department report.

Commissioner Jenkins read the Parks and Recreation report.

Chief Bissette read the police report.

Robert Smith read the Water and Sewer report. (attached)

Otis Ray read the Electric report. (attached)

ANNOUNCEMENTS

Mayor Williams announced the upcoming meeting dates:

Regular Meeting on January 20, 2009 at 6:30PM

ADJOURNMENT

Commissioner Jenkins made the motion to adjourn the meeting. Commissioner Weaver seconded the motion.  The motion carried.

Mayor Sheila Williams called the meeting to order and Commissioner Weaver offered invocation.  Tracy Sullivan, Town Clerk called the roll.

COMMISSIONERS PRESENT

Commissioner Humphrey, Commissioner Gibson, Commissioner Jenkins, Commissioner Weaver and Commissioner Hamm.  Town Administrator, Robert Masters and Town Attorney, David Orcutt were also present.

OLD BUSINESS

a. Commissioner Weaver made the motion to adopt the Purchasing and Contract Policy with the approved changes.  The motion was seconded by Commissioner Hamm.  The motion carried.

b. Commissioner Gibson made the motion to remove Don Davis’ parcel of 2.37 acres from the ETJ of Sharpsburg.  Mr. Davis would provide a land survey and incur all costs associated related to this change.  Commissioner Humphrey seconded the motion.  The motion carried.

NEW BUSINESS

a. Commissioner Gibson made the motion to adopt the 2009 Meeting Schedule.  Commissioner Jenkins seconded the motion.  The motion carried.

b. The Board informed Mr. Masters that all citizens with inaccessible meters should receive a certified letter stating that they are in violation of the Sharpsburg Ordinances and that they will have a specific amount of time to correct the problem before their power is disconnected.

c. Commissioner Hamm made the motion to table making a decision in hiring a firm or an individual to perform the duties of the Town Finance Officer.  Commissioner Weaver seconded the motion.  The motion carried.

d. Commissioner Hamm made the motion to approve the Town being closed on December 26, 2008 as long as each employee takes a vacation day for their time off.  Commissioner Weaver seconded the motion.  Commissioners Jenkins, Humphrey and Gibson did not vote for or against therefore their vote was recorded as a yes vote.  The motion carried.

ANNOUNCEMENTS

Mr. Masters announced that the Employee luncheon would be on December 23^rd at 12:00 and invited the Board to attend.

Mayor Williams announced the upcoming meeting dates:

Regular Meeting on January 6, 2009 at 7:30PM

ADJOURNMENT

Commissioner Jenkins made the motion to adjourn the meeting. Commissioner Humphrey seconded the motion.  The motion carried.

Mayor Sheila Williams called the meeting to order and Commissioner Weaver offered invocation.  Tracy Sullivan, Town Clerk called the roll.

COMMISSIONERS PRESENT

Commissioner Humphrey, Commissioner Gibson, Commissioner Jenkins, Commissioner Weaver and Commissioner Hamm.  Town Administrator, Robert Masters and Town Attorney, David Orcutt were also present.

OLD BUSINESS

a. Commissioner Weaver made the motion to adopt the Purchasing and Contract Policy with the approved changes.  The motion was seconded by Commissioner Hamm.  The motion carried.

b. Commissioner Gibson made the motion to remove Don Davis’ parcel of 2.37 acres from the ETJ of Sharpsburg.  Mr. Davis would provide a land survey and incur all costs associated related to this change.  Commissioner Humphrey seconded the motion.  The motion carried.

NEW BUSINESS

a. Commissioner Gibson made the motion to adopt the 2009 Meeting Schedule.  Commissioner Jenkins seconded the motion.  The motion carried.

b. The Board informed Mr. Masters that all citizens with inaccessible meters should receive a certified letter stating that they are in violation of the Sharpsburg Ordinances and that they will have a specific amount of time to correct the problem before their power is disconnected.

c. Commissioner Hamm made the motion to table making a decision in hiring a firm or an individual to perform the duties of the Town Finance Officer.  Commissioner Weaver seconded the motion.  The motion carried.

d. Commissioner Hamm made the motion to approve the Town being closed on December 26, 2008 as long as each employee takes a vacation day for their time off.  Commissioner Weaver seconded the motion.  Commissioners Jenkins, Humphrey and Gibson did not vote for or against therefore their vote was recorded as a yes vote.  The motion carried.

ANNOUNCEMENTS

Mr. Masters announced that the Employee luncheon would be on December 23^rd at 12:00 and invited the Board to attend.

Mayor Williams announced the upcoming meeting dates:

Regular Meeting on January 6, 2009 at 7:30PM

ADJOURNMENT

Commissioner Jenkins made the motion to adjourn the meeting. Commissioner Humphrey seconded the motion.  The motion carried.

Mayor Shiela Williams called the meeting to order and Commissioner Weaver offered invocation.  Tracy Sullivan, Town Clerk called the roll.

COMMISSIONERS PRESENT

Commissioner Humphrey, Commissioner Gibson, Commissioner Jenkins, Commissioner Hamm, and Commissioner Weaver.  Town Administrator, Robert Masters and Town Attorney, David Orcutt were also present.

APPROVAL OF THE MINUTES

Commissioner Humphrey made the motion to approve the minutes of the Regular Meeting held on November 4, 2008 and November 18, 2008. The motion was seconded by Commissioner Weaver.  The motion carried.

Tracy Sullivan, Town Clerk reported the Bank Balances.

CITIZENS PETITIONS AND COMPLAINTS

Moses Hayes – Mr. Hayes voiced his concern about the electric rate increase.

Joseph Strachan – Mr. Strachan complained that the ditch located on his property on Queen Street had not been cleaned out by the Town in several years.  He stated that someone from the Town told his mother that the Town would clean the ditch if they gave permission to dig the ditch on their property.

Mr. Masters asked Mr. Strachan to leave his information so that he may contact him in reference to the ditch on his property.

OLD BUSINESS

1. Commissioner Humphrey made the motion to table the Procurement Policy until December 16, 2008.  The motion was seconded by Commissioner Gibson.  The motion carried.
2. Mayor Sheila Williams opened the sealed bids for the radio tower and it was awarded to David Pride for $200.00.  Both Ford Crown Victorias were also awarded to David Pride but Mr. Pride asked to withdraw his bid on both vehicles.  The Board of Commissioners decided to advertise again for sealed bids on the vehicles.

Michelle Clemmons with The East Group presented the Preliminary Engineering Report to the Board.

NEW BUSINESS

a. Commissioner Gibson made the motion to adopt the Resolution accepting the  Preliminary Engineering Report. The motion was seconded by Commissioner Humphrey. The motion carried.

b. Commissioner Jenkins made the motion to table the Planning Board’s recommendation to remove Don Davis’ parcel of land from Sharpsburg’s ETJ until December 16, 2008.  Commissioner Humphrey seconded the motion.  The motion carried.

c. Commissioner Humphrey made the motion to approve an electric rate increase of 16% effective for the billing on January 1, 2009.  Commissioner Hamm seconded the motion.  Commissioners Hamm, Humphrey and Gibson voted to approve and Commissioners Weaver and Jenkins voted against.

d. Commissioner Hamm asked the Board to donate money for the purchase of a bicycle for a child from the community for Christmas.

e. Commissioner Humphrey made the motion to sell both street sweepers.  Commissioner Jenkins seconded the motion.  The motion carried.

f. Commissioner Jenkins made the motion to reduce the Parks and Recreation department’s budget from $8,000 in Summer Activities to $0.00 and $8,000 in Beasley Park Improvements to $0.00.  Commissioner Weaver seconded the motion.  The motion carried.

g. Robert Masters asked the Board to consider granting the Town Employees 3 days (Wednesday, Thursday and Friday) off for the Christmas Holiday.  The Board did not approve the consideration.

DEPARTMENTAL REPORTS

No department reports due to the time.

ANNOUNCEMENTS

Mayor Williams announced the upcoming meeting dates:

Regular Meeting on December 16, 2008 at 6:30PM

ADJOURNMENT

Commissioner Jenkins made the motion to adjourn the meeting. Commissioner Weaver seconded the motion.  The motion carried.

Mayor Sheila Williams called the meeting to order and Commissioner Weaver offered invocation.

Tracy Sullivan, Town Clerk called the roll.

COMMISSIONERS PRESENT

Commissioner Humphrey, Commissioner Gibson, Commissioner Jenkins, Commissioner Weaver and Commissioner Hamm.  Town Administrator, Robert Masters and Town Attorney, David Orcutt was also present.

NEW BUSINESS

a. Commissioner Gibson made the motion to adopt the Resolution Authorizing Property Taxes To Be Written Off.  The motion was seconded by Commissioner Humphrey.  The motion carried.

b. Commissioner Weaver made the motion to adopt the Resolution Declaring 2 Crown Victorias and 1 police radio tower surplus and to be sold by sealed bids.  Commissioner Jenkins seconded the motion.  The motion carried.

c. Commissioner Jenkins made the motion to adopt the Sharpsburg Organizational Chart.  Commissioner Weaver seconded the motion.  The motion carried.

CLOSED SESSION

Commissioner Humphrey made the motion to go into closed session.  Commissioner Hamm seconded the motion.  The motion carried.

OPEN SESSION

Commissioner Hamm made the motion to go into open session.  Commissioner Humphrey seconded the motion.  The motion carried.

ANNOUNCEMENTS

Mayor Williams announced the upcoming meeting dates:

Regular Meeting on December 2, 2008 at 7:30PM

ADJOURNMENT

Commissioner Hamm made the motion to adjourn the meeting. Commissioner Weaver seconded the motion.  The motion carried.

Mayor Pro Tem Becky Humphrey called the meeting to order and Commissioner Weaver offered invocation.  Tracy Sullivan, Town Clerk called the roll.

COMMISSIONERS PRESENT

Commissioner Gibson, Commissioner Jenkins, and Commissioner Weaver.  Town Administrator, Robert Masters and Town Attorney, David Orcutt were also present.

APPROVAL OF THE MINUTES

Commissioner Jenkins made the motion to approve the minutes of the Regular Meeting held on October 7, 2008 and October 21, 2008. The motion was seconded by Commissioner Hamm.  The motion carried.

Tracy Sullivan, Town Clerk reported the Bank Balances.

NEW BUSINESS

a. Commissioner Jenkins made the motion to table the Expenditure Internal Control Policy until November 18, 2008. The motion was seconded by Commissioner Weaver. The motion carried.

b. Chief Bissette informed the Board of the procedures on collecting revenue from ordinance violations.  He stated that the Town Ordinance would need numerous revisions and the process would not benefit the Town at this time.

c. Commissioner Gibson made the motion to approve the payments to The East Group for the Preliminary Engineering Report.  Commissioner Jenkins seconded the motion.  The motion carried.

d. Commissioner Jenkins made the motion to approve the bids from Weaver’s Asphalt, paving Barnhill Avenue for $25,000.00 and a portion of East Main Street for $9,000.00.  Commissioner Hamm seconded the motion.  The motion carried.

DEPARTMENTAL REPORTS

Robert Smith read the Streets and Sanitation report. (attached)

Commissioner Jenkins read the Fire Department report.

Commissioner Jenkins read the Parks and Recreation report.

Chief Bissette read the police report.

Robert Smith read the Water and Sewer report. (attached)

Otis Ray read the Electric report. (attached)

CLOSED SESSION

Commissioner Jenkins made the motion to table the closed session until a special called meeting could be scheduled.  Commissioner Weaver seconded the motion.  The motion carried.

ADJOURNMENT

Commissioner Hamm made the motion to adjourn the meeting. Commissioner Weaver seconded the motion.  The motion carried.

Mayor Sheila Williams called the meeting to order and Commissioner Weaver offered invocation.  Tracy Sullivan, Town Clerk called the roll.

COMMISSIONERS PRESENT

Commissioner Humphrey, Commissioner Gibson, Commissioner Jenkins, Commissioner Weaver and Commissioner Hamm.  Town Attorney, David Orcutt was also present.

CLOSED SESSION

Commissioner Weaver made the motion to go into closed session pursuant to G.S. 143-318.11 (6).  Commissioner Humphrey seconded the motion.  The motion carried.

OPEN SESSION

Commissioner Jenkins made the motion to return to open session.  Commissioner Humphrey seconded the motion.  The motion carried.

OLD BUSINESS

Commissioner Gibson made the motion to adopt the Water Shortage Plan with the change of the words Town Manager to Town Administrator.  The motion was seconded by Commissioner Humphrey.  The motion carried.

CLOSED SESSION

Commissioner Gibson made the motion to go back into closed session.  Commissioner Jenkins seconded the motion.  The motion carried.

OPEN SESSION

Commissioner Gibson made the motion to go into open session.  Commissioner Weaver seconded the motion.  The motion carried.

ANNOUNCEMENTS

Mayor Williams announced the upcoming meeting dates:

Regular Meeting on November 4, 2008 at 7:30PM

ADJOURNMENT

Commissioner Hamm made the motion to adjourn the meeting. Commissioner Jenkins seconded the motion.  The motion carried.