November 29, 2016 at 7:00 PM - Regular Meeting

I. Call Meeting to Order    (Mayor Massengill)

II. Pledge of Allegiance

III. Approval of the Agenda

IV. Consent Agenda    (Mayor Massengill)

IV.A. Consider Minutes for November 3, 2016

IV.B. Consider Minutes from the November 10, 2016 Board Retreat

IV.C. Consider Minutes from the November 12, 2016 Board Retreat

V. Public Comment    (Mayor Massengill)

V.A. Visitors are asked to state their name and address for the record. 

V.B. Update related to the AMI Smartgrid process presentation. (Mike Settlage)

V.C. Update related to storm system damage on the south side of Benson (Jamie Guerrero, MRA)

VI. Department Reports

VI.A. Written Reports

VI.B. Presentation of the Benson Electrical System billing vs sales report; July 1 - October 31, 2016. (Kim Pickett)

VII. Old Business     (Mayor Massengill)

VII.A. Consider the approval of a longterm lease with Verizon Wireless to locate an antenna on the Mann Street Water Tower (Matt Zapp)

VII.A.1. Lease term of $27,600 per year with a 2% annual escalator. 

VII.A.2. Co-location of additional wireless companies are permitted.

VIII. New Business    (Mayor Massengill)

VIII.A. Consider the Town of Benson Financial Report for October 2016.  (Kim Pickett)

VIII.A.1. Financial Report Summary Document

VIII.A.2. Financial Report Detail Pages

VIII.B. Consider Budget Amendment #5 (Kim Picket)

VIII.B.1. Accounting for an H & H Stormwater study for the Town of Benson (FEMA project) 

VIII.B.2. Accounting for $150,000 in insurance premium related revenues (Hurricane Matthew)

VIII.B.3. Accounting for repair related increases (Hurricane Matthew)

VIII.C. By motion, consider the formal appointment of Terry Hobgood as Town Clerk for the Town of Benson, effective December 1, 2016. 

VIII.C.1. The swearing in ceremony is scheduled for Tuesday December 13, 2016

VIII.D. Consider the acceptance and approval to move forward with the Fit & Fun Playscapes stencil program for West Main Street/ North Railroad Street. (Matt Zapp)

VIII.D.1. Location map of the installed play prints; near Mary Duncan Public Library.

VIII.D.2. Example images of the play panels to be installed with the grant funding.

VIII.E. Consider the conversion of the Town of Benson phone system to a voice over IP service (Matt Zapp)

VIII.E.1. Updating of the Town's phone system is included in the current budget. 

VIII.E.2. Proposed conversion period Q1 of 2017

VIII.E.3. Proposed vendor is VC3; implementation cost is not to exceed $15,500.

VIII.E.4. VC3 Statement of Work document

VIII.F. Consider the acceptance of a scope of work/ contract with NCSU related to an Economic Development Strategic Plan for the Town of Benson (Matt Zapp)

VIII.F.1. Estimated project cost of $16,000

VIII.F.2. Anticipated project timeline to occur between January and June 2017

VIII.F.3. Contract documentation for the Scope of Work

VIII.F.4. NCSU Terms of agreement for the Strategic Economic Development Plan process.

IX. Town Manager Report    (Matt Zapp)

IX.A. Purchase requests in excess of $5,000

IX.A.1. Authorization to spend $7,000 to replace the snow plow lost during Hurricane Matthew

IX.A.2. Authorization to expend $6,800 for tree removal related to the Dutch Inn Pump Station replacement project. 

IX.A.3. Authorization to expend $7,350 for additional LED lights in the Electric Department 

IX.B. Retirement recognition for Connie M. Sorrell, Town Clerk.

IX.B.1. Internal recognition during the Town Christmas Party on December 8, 2016

IX.B.2. Public retirement party on Dec 13, 2016 at the Conference Center Kitchen (5:00 - 6:30 PM).

IX.B.2.a. Food and refreshments to be provided and available to all guests. 

IX.B.3. Public ceremony and transition of Town of Clerk duties at the BOC meeting Dec 13, 2016 (7:00 PM)

IX.C. Town of Benson Christmas Party December 8, 2016.

IX.C.1. Doors open at 5:30 pm for guests

IX.C.2. Dinner is served at 6:00 PM by Meadow Village Restaurant

IX.D. Board of Commissioners Meeting Tuesday, December 13, 2017.

IX.E. Leaf Collection runs from Tuesday, November 1, 2016 & ends January 31, 2017

X. Town Attorney    (Isaac Parker)

X.A. Block Grant Deed of Trust Satisfaction – 301 N. Holmes St. 

XI. Board of Commissioners Report    (Commissioners)

XII. Mayor Report    (Mayor Massengill)

XIII. Information Only

XIV. Adjourn the Meeting  (Mayor Massengill)