ALSO PRESENT: PRESENT: Commissioner Robert Wright. ABSENT: Commissioner Allen Thomas, Jr.,

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1 4847 The Hoke County Board of Commissioners convened for a regular meeting at 7:00 pm on Monday, November 5, 2018 in the Commissioners Room in the Pratt Building. PRESENT: Chairman James Leach Vice Chairman Harry Southerland Commissioner Tony Hunt Commissioner Robert Wright ALSO PRESENT: Letitia Edens, County Manager Grady Hunt, County Attorney Gwen McGougan, Clerk to the Board ABSENT: Commissioner Allen Thomas, Jr., Chairman Leach called the meeting to order at 7:00 pm. Vice Chairman Southerland led the Pledge of Allegiance and Pastor Willie McCaskill gave the Invocation. Item 1. Adoption of Agenda Chairman Leach asked if anyone had any changes to the Agenda. County Manager Letitia Edens asked to table Manager s Report Item 10b, Consideration of Acceptance of Property Donation. No other changes were requested.

2 4848 Motion: Upon motion by Commissioner Wright and second by Vice Chairman Southerland the Board voted unanimously to approve the Agenda as amended. Item 2. Public Comment Ms. Charlotte Kelly 3450 L. McLaughlin Road Raeford, NC Ms. Kelly, a longtime resident of the Bowmore Community, voiced her support for a Community Building in the Bowmore area. Ms. Kelly asked the Board to seriously consider the Bowmore Community s request for a Community Building. Vice Chairman Southerland asked the meeting attendees to remain at the end of the meeting to further discuss the Community Building. Item 3. Public Hearing: Hoke County Draft Water Shortage Response Plan County Attorney Grady Hunt opened a Public Hearing for any Citizen comments about the Draft Water Shortage Response Plan. There were no speakers. Motion: Upon motion by Commissioner Hunt and second by Commissioner Wright the Board voted unanimously to close the Public Hearing. The County Attorney asked the Board to allow a 30-day period in which comments during the Public Hearing or on the website can be recorded. Mr. Hunt asked the Board to address the Draft Water Shortage Response Plan at the second meeting in December, The Plan can be approved at that meeting. Item 4. Public Hearing for Conditional Use Permit at corner of Highway 401 and Bedford Drive Planner Robert Farrell presented an Application for Conditional Use Permit CU-18-5 submitted by Moorman, Kizer & Reitzel, Inc. for the use of a Shopping Center located on the acre parcel located at the corner of Highway 401 and Bedford Drive also known as Parcel Identification Number (PIN) County Attorney Grady Hunt opened a Public Hearing for comments regarding the proposed shopping center.

3 4849 Using the monitor screens in the Commissioners Room, Mr. Farrell displayed the location of the parcel. There are five potential lease spaces in the project, including one that can potentially install a drive-thru. Moorman, Kizer & Reitzel Engineer Jimmy Kizer advised the Board that this parcel is Lot 8 of the Commercial section of Bedford Subdivision. There are tenants interested in locating in the building. Motion: Upon motion by Commissioner Hunt and second by Commissioner Wright the Board voted unanimously to close the Public Hearing. Motion: Upon motion by Vice Chairman Southerland and second by Commissioner Wright the Board voted unanimously to approve Conditional Use Permit CU-18-5 for a shopping center at the corner of Highway 401 and Bedford Drive. Item 5. Consent Agenda a. Minutes from October 15, 2018 regular meeting b. Minutes from October 16, 2018 resumption of October 15, 2018 recessed meeting c. NC Vehicle tax refunds totaling $2,431.87

4 4850 d. Approval of request to reclassify Register of Deeds Clerk position to Deputy Register of Deeds e. Resolution for Designation of Applicant s Agent for NC Emergency Management

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6 4852 f. Resolution for road additions of Eagles Ridge Phase II to the State DOT system g. Approval of Hoke County Department of Social Services contract with Hoke County Information Technology for IT support position h. Approval of Hoke County Department of Social Services contract with Hoke County Public Buildings for two part-time Housekeeping positions i. Resolution Declaring two Emergency Management vehicles surplus

7 4853 j. Finance 1. Project ordinance for Single Family Rehab 2015 CDBG Grant 2. Hurricane Florence Recovery expenses

8 4854 Motion: Upon motion by Commissioner Hunt and second by Vice Chairman Southerland the Board voted unanimously to approve Consent Agenda Items a j. Item 6. Resolutions Authorizing the Advertisement of Offers to Purchase Surplus Properties Clerk Gwen McGougan presented Resolutions to advertise pending offers for three surplus properties: a.

9 4855 b. c. Motion: Upon motion by Commissioner Hunt and second by Commissioner Wright the Board voted unanimously to approve the advertisement of properties at 3426 Ashemont Road, 4303 Blue Springs Road and off Blue Springs Road. Item 7. Resolution Accepting Offer of Bid for Surplus Property

10 4856 Clerk Gwen McGougan presented a Resolution for approval to accept an offer of a bid on surplus property located on Army Road: Motion: Upon motion by Commissioner Hunt and second by Commissioner Wright the Board voted unanimously to accept the bid of $1, for the surplus property located on Army Road. Item 8. Request for a Community Building in the Blue Springs Township Mr. James Davis and Ms. Christina Davis-McCoy made a request that the County consider building a Community Building in the Bowmore area of Hoke County. The Blue Springs Community Development Corporation has been working with the Hoke County Board of Elections to construct a multi-use Community Building within the Blue Springs Township that can be used as a polling location on Election Day. Mrs. Daphne Dudley, who serves as the Chief Judge for the Blue Springs Township, explained that the current polling location for the Blue Springs Township is located in the Antioch Township, which can be confusing for citizens on Election Day. Mr. Davis introduced Mr. Johnnie McLaughlin. Mr. McLaughlin s mother, Ms. Stella Graham McLaughlin, willed three acres to her son, Sim M. McLaughlin, Jr. This property is located at the corner of Laurinburg Road and Walter Gibson Road. Mr. Johnnie McLaughlin advised the Board that the McLaughlin family has agreed to donate this parcel to the County for a Community Building site.

11 4857 Commissioner Hunt said that the precinct lines were redrawn several years ago and the new boundaries had the effect of placing the polling site outside its township. Commissioner Hunt added that he supports the effort to build a Community Building within the Blue Springs Township. Chairman Leach said that the Board s goal is to have a Community Building in each township and that he supports the effort. Vice Chairman Southerland added that he also supports the effort and hopes that the building will be used by the community for community activities in addition to a polling site. Mr. Johnnie McLaughlin told the Board that there is a monument on the property and requests that it be undisturbed. Item 9. Request from Tylertown community to reestablish the Tylertown Fire Department Mr. James Wells, a resident of the Tylertown community, asked the Board to consider restoring the Tylertown Fire Department as an active fire department in Hoke County. There are many elderly residents in Tylertown and the time it would take for North Raeford Fire Department, currently serving the Tylertown area, to respond to a call in Tylertown could make a difference in whether an elderly person survives a fire. The same concept applies to mobile homes. There are numerous mobile homes in the community and the response time to a mobile home fire is critical to saving lives and property. The residents of Tylertown are entitled to rapid fire response and protection. Mr. Wells added that the fire department building needs extensive repairs. Firefighter gear is needed in addition to a properly equipped van and trucks. Former Tylertown Fire Chief Hervon McCollum told the Board that the community has approached him for advice on how to put Tylertown Fire Department back in service. He believes that the fire department can be operated with the tax funds that the County provides. The community has long held a desire to be able to assist their neighbors in time of crisis, such as a fire. In the past year the community has been able to assemble a Board of Directors, Bylaws and donors. They need the support of the Board of Commissioners to make this happen. Mr. McCollum gave his word that the fire department will be operated responsibly. Mr. McCollum asked that the meeting minutes reflect the community s gratitude to North Raeford Fire Department and Chief Baker for their support of the Tylertown Community and their willingness to provide fire protection for the community in recent years. Vice Chairman Southerland said that he has been approached by members of the Tylertown Community asking for his support in the effort to reestablish the fire department. He agrees that the community needs fire protection and he offered his support and assistance in their endeavor.

12 4858 Chairman Leach asked County Attorney Grady Hunt what the next step should be. Mr. Hunt replied that the next step is to bring in the State Fire Marshal s office to advise the Board and the Tylertown Community on how to achieve the goal of reestablishing the Tylertown Fire Department. Mr. Hunt added that he can make contact with the Fire Marshal s office and schedule a time for them to meet with the Board and the community. Vice Chairman Southerland said that he would like to have this meeting as soon as possible. Commissioner Hunt suggested that the Attorney contact the Fire Marshal s office and report back to the Board at the November 19, 2018 meeting with a proposed date and time. Vice Chairman Southerland agreed and asked that the State Fire Marshal s office give the Board and community a checklist of items that are needed to reopen the fire department. 10. Manager s Report a. Employee Christmas Bonuses Mrs. Edens asked the Board what they have in mind for the Employee Christmas Bonuses. Funds need to be transferred to the appropriate line item in advance of the distribution of bonus checks on November 20, Vice Chairman Southerland said that last year s bonuses were increased because the employees did not receive a COLA. The employees did receive a COLA this year so the Manager s recommendation of $500 for full-time employees, $300 for part-time employees and $100 for employees hired between July 1, 2018 and October 31, Commissioner Hunt asked what was budgeted. The FY 2019 budget reflects bonuses of $300/$200/$100. Vice Chairman Southerland said that the employees have worked hard and deserve a higher bonus. Commissioner Wright added that the employees stepped up during and after the hurricane and exceeded expectations. Motion: Upon motion by Vice Chairman Southerland and second by Commissioner Wright the Board voted unanimously to approve Christmas Bonuses of $500 FT, $300 PT and $100 New Hires. Mrs. Edens will present the Budget Amendment at the November 19, 2018 regular meeting. b. Consideration of property donation This item tabled until a future meeting. c. Readvertisement for bids for construction of Tylertown Community Building Mrs. Edens advised the Board that the first round of Requests for Bids yielded only 3 bids on partial construction of the community building. The next advertisement will be for bids from General Contractors to be responsible for construction from foundation to completion.

13 4859 Motion: Upon motion by Commissioner Hunt and second by Vice Chairman Southerland the Board voted unanimously to approve Requests for Bids for the Tylertown Community Building as amended to specify General Contractors. Item 11. Closed Session No closed session was held. Vice Chairman Southerland said that there was a personnel issue but it would not be addressed at tonight s meeting. Item 12. Adjourn Motion: Upon motion by Commissioner Hunt and second by Vice Chairman Southerland the Board voted 4-0 to adjourn the meeting at 7:40 pm. James Leach, Chairman Gwen McGougan, Clerk to the Board