Town of Belhaven Board of Aldermen Regular Meeting Monday, April 8, 2024-6PM 257 W.Pungo Street AGENDA  I. I.  Callt to Order- - Mayor Ricky Credle  Conflict of Interest Statement: Members of the Belhaven Board of Aldermen are advised, hereby, oft their duty under the Local Government Ethics. Act to avoid conflicts ofi interest andi the appearance of such conflict; and further, are instructed to refrain from participating in any matter coming before this Board of Aldermen with respect to which there is a conflict ofi interest or  appearance ofs such conflict." Invocation & Pledge of Allegiance IV. Adoption of Agenda - April 8, 2024  III.  V.  Approval of Minutes Regular Scheduled Meeting March 11, 2024  Special Called Meeting March 25, 2024  VI. Presentation - Annual Financial Audit: Thompson, Price, Scott, Adams &Co.  1.Approve Contract Amendment  VII. Public Comments VIII. Finance Report -Lynn Davis  1. Financial Report - March 31, 2024 IX. Town Manager's Report- t-Lynn Davis  X.  Old Business- None XI. New Business  1.Crossing Grade Agreement with Carolina Coastal Railway Co. Inc. 2. Appointment of Administrative Chief of Police Department 3. Amend Town of Belhaven Travel Policy 4.A Approve Letter of Engagement with. Jeff Best, CPA 5. Approve Contract to Audit Accounts for FY23  XII. Board members discussion/remarks  XIII. Adjournment  NEXT MEETING: MONDAY, MAY13,2024    Meeting Date: 11,2024  April 8, 2024  MINUTES APPROVAL  Agenda Item: Approval: Minutes for Board of Aldermen Regular Meeting March  Background Information: Minutes of the March 11, 2024 Regular Scheduled Board of Aldermen Meeting are attached for review, corrections if needed, and approval. Staff Recommendation: Approve minutes as written or with changes noted.  Cost of Implementation: NIA  Motion:  2nd:  Approved or Denied:  Date:    Town of Belhaven  Board of Aldermen Regular Meeting Monday, March 11, 2024 - 6PM 257 W. Pungo Street  6 7  8 The Belhaven Board of Aldermen met on Monday, March 11, 2024 at the Belhaven Civic Center, 257 W. Pungo 9 Street, Belhaven, NC. Board members present were: Mayor Ricky Credle, Aldermen Shanika Ebron, Greg 10 Satterthwaite, and Carrie Bonnie. Administrative staff present were Town Manager Lynn Davis, Town. Attorney 11 Chad Stoop, Finance Director Jacki Waldron, and Town Clerk Camry Sadler. The meeting was called to order at  12 6:02 PM. 13 15 16 17 18 19 20 21 22 24 26 28 31 34 37 40 43 46  14 Mayor Credle read the Conflict of Interest Statement:  "Members of the Belhaven Board of Aldermen are advised, hereby, of their duty under the Local Government Ethics Act to avoid conflicts ofinterest and the appearance ofs such conflict and further, are instructed to refrain from participation in any matter coming before this Board of Aldermen with respect to which there is a conflict ofi interest or appearance ofs such  conflict."  23 INVOCATION & PLEDGE OF ALLEGIANCE  25 Mayor Credle asked Alderman Greg Satterthwaite to lead the Invocation and the Pledge of Allegiance.  27 ADOPTION OF AGENDA  29 Mayor Credle asked if there were any changes to tonight's agenda. Manager Davis requested to add a 32 Ar motion was made by Alderman Ebron to adopt the February 12, 2024 agenda with noted 33 changes. The motion was seconded by Alderman Bonnie. The motion passed 3-0. 35 APPROVAL OF MINUTES-BOARD OF ALDERMEN MEETING FEBRUARY 12, 2024AND 38 Mayor Credle asked if there were any corrections or additions to the February Board of Aldermen 41 An motion was made by Alderman Bonnie to approve the Board of Aldermen February meeting 42 minutes. The motion was seconded by Alderman Ebron. The motion passed 3-0. 44 Mayor Credle asked if there were any corrections or additions toi the February Board of Aldermen 47 A motion was made by Alderman Satterthwaite to approve the Board of Aldermen February 48 special called meeting minutes. The motion was seconded by Alderman Ebron. The motion 51 PUBLIC HEARING: CONSIDERATION OF ZONING AMENDMENT: REGULATION OF FOOD  30 Closed Session toi further discuss town personnel.  36 FEBRUARY 28, 2024 SPECIAL CALLED MEETING  39 regular scheduled meeting minutes.  45 special called meeting minutes.  49 passed 3-0. 50 52 TRUCKS 1  Board of Aldermen March11,2024    53 A motion was made by Alderman Ebron to open the Public Hearing to consider a zoning 54 ordinance amendment to allow the operation of food trucks in the General Business, Highway 55 Business, and Marine Business Zoning Districts. The motion was seconded by Alderman 58 The purpose of this public hearing is for the consideration of a zoning ordinance amendment to allow 59 the operation oft food trucks in the General Business, Highway Business, and Marine Business Zoning 60 Districts. Regulations have been drafted by the Planning Board for the council's approval. The public is 61 allowed an opportunity to express their views concerning the proposed amendment. Business owners 62 ini the Town were sent letters regarding the proposed regulations and were invited to voice their 65 Restaurant owners from River Forest Manor, Fish Hooks, and Spoon River were all in agreeance that 66 fees for food trucks should be enforced. The cost of running a restaurant is expensive and outside 67 vendors should have to pay to set up here. Local restaurants have worked hard to build their 68 businesses and reputations in this town. Food trucks not only take revenue away from local restaurants 69 for the day, but customers could potentially follow these businesses out of Belhaven. 71 Carol Roop from the Chamber of Commerce recommended charging food truck vendors a higher 72 operating fee on weekends to help avoid losing the town's weekend business. 74 AI motion was made by Alderman Bonnie to close the Public Hearing. The motion was seconded 77 HAPPY 125TH BIRTHDAY TO THE TOWN OF BELHAVEN! The council presented refreshments to 80 SPECIAL PRESENTATION: DOWN EAST PRESERVATION PRESENTATION- DAWSON TYLER 82 Mr. Dawson Tyler has recently expanded his business here in Belhaven. Many citizens have witnessed, 83 with curiosity, his remodel of the gas station on Main Street. Mr. Tyler wanted an opportunity to share his 84 vision of preservation and information about his business, Down East Preservation, with the Town. He 85 currently has 35 employees ini the Edenton office. Down East has preserved 48 historic homes to date in 86 addition to The Herringbone Restaurant, Blue Moon Beach Grill, The Jackson Dairy, and Kadesh A.M.E. 87 Zion Church just to name a few. The company specializes in recreating moldings, fireplaces, historic 88 doors, custom furniture and built-ins, and stained glass. Mayor Ricky Credle encouraged the citizens to  56 Bonnie. The motion passed 3-0.  57  63 concerns. 64  70 73 76 79 81  75 by Alderman Ebron. The motion passed 3-0.  78 community members present.  89 stop by the Belhaven office to check it out.  90 91 93  92 PUBLIC COMMENTS  94 Citizens are given the opportunity to voice their opinions, concerns, compliments, etc. about town 95 matters. Each citizen is given 3 minutes to speak. Mayor Credle opened the floor for comments. The  96 following public comments were received. 98 Carol Roop, Chamber of Commerce  97  99 Ms. Roop thanked Dawson Tyler for the presentation and all the work that was completed on the Main 100 Street office. Friday March 15, at 10 AM there is a town litter clean up scheduled. This will take place 101 monthly in different areas of Belhaven. She reminded everyone it is no one specific person's job to 102 clean up but all the citizens. May 18, Trinity Methodist Women's Club has a plant exchange. Happy 103 Birthday to thet town on 3/7. Local business's had a great turnout with this celebration. They offered 104 refreshments and discounts in store. Friday March 8, River Forest Manor had a successful Girls Night  2  Board of Aldermen March 11, 2024    105 Out, March 9, Wine and Design Event was sold out. Everyone continue to "prettify" our town-lfa 106 Saturday clean up would work better for people, let her know and she will advertise.  107  108 Debra Moore, 460E E Pungo St.  109 Ms. Moore made the recommendation of having the town litter clean up on Saturdays sO more people 110 could attend. She reported, as of February 12 cats had been spayed/neutered with more scheduled in 111 March and 35 cats had been fixed out of the West Pungo colony. She is working with al local rescue  112 organization for vouchers to help offset the cost of spay/neuters. 116 FINANCE REPORT/BUDGET ORDINANCE AMENDMENTS  113 115 117  114 This concluded Public Comments.  118 Financial Report  119 Finance Officer Waldron presented the financial results as of February 29, 2024. She 120 referenced the disclaimer that the information provided in these reports are Compiled Financial 121 Statements (unaudited). They are for the timely release of financial information only. They do 122 not provide independent 3rd party assurance about the accuracy of the information contained 123 therein. She stated that if the council had any questions about the financial reports to come 126 Acopy of the "Financial Report as of February 29, 2024" is herein attached as Exhibit. A and  124 see her in her office. 127 incorporated by reference. 129 BUDGET AMENDMENTS 131 Police Department Grant.  125 128  130 Budget Ordinance Amendment #9: Amend the revenues for Governor's Crime Commission 133 A motion was made by Alderman Ebron to approve Budget Ordinance Amendment #9. The 134 motion was seconded by Alderman Satterthwaite. The motion passed 3-0. 136 Acopy of the "Budget Ordinance Amendment #9"i is herein attached as Exhibit B and  132 135 138 139 141 143 144 145 146 147 148 149 150 151 152 153 154  137 incorporated by reference. 140 TOWN MANAGER'S REPORT  142 Manager Lynn Davis gave her manager report.  Gloria Rogers served as the Town Clerk for The Town of Belhaven from 2016-2019. She lost her battle to cancer this past weekend. The council held a moment of silence in honor of Ms. The Town and the Council would like to thank Jacki Waldron for the outstanding job she has done as the Finance Director over the last year. She was a great asset tot the Town and will be Tim Zheng from Thompson, Price, Scott, and Adams CPA was on site this morning to review the draft audit. He was very pleased with the findings and thanked everyone for the work and We are currently waiting on revenue estimates from Beaufort County before completing the draft  Gloria.  missed. Ms. Waldron's last day here is Friday March 15. effort. The final audit will be presented to council in April.  FY25 budget.  3  Board of Aldermen March 11,2024    155 156 157 158 159 160 161 162 163 164 165 166 167 168 169 170 172 174  There is a planning meeting on March 20th at Charlie Smith-1/2 day workshop for the council. Reminder to respond to email from Penny' Whiteheart so she can interview each council Becky Veazey with the MAPS Group completed employee interviews March 5 and 6th. She will New street signs have arrived and most have been installed since last council meeting. If The town has had multiple rabid fox reports in the recent weeks. Please call Beaufort County Animal Control to make these reports. We have learned, in most cases, the fox is not rabid. The Belhaven Police Department update: The Town is taking great strides in the right direction! As survey will go out to the community in the upcoming weeks regarding the need for 24/7 protection. This will be great feedback when moving forward. The Town and Council are fully committed to maintaining the Police Department. Manager Davis recommends a closed session  member prior to scheduled workshop. review her report to the council in April. anyone is still missing a sign, contact Town Hall.  They have encountered some type of poison, according to officials.  to discuss current personnel status.  171 This concluded Manager Davis's report.  173 OLD BUSINESS  175 REGULATION OF FOOD TRUCK DISCUSSION  176 Mayor Credle asked if any members oft the council had comments or suggestions on the proposed 177 guidelines. Ai few of the suggestions were: vendors would need to schedule ahead of time or give an 178 advanced notice, possibly posting on the listserv to get feedback on fees other towns are currently 181 Currently, there are 51 food trucks in Belhaven. 3 of these, pay utilities through the town while 2 have no 182 local address. Omar's has an agreement with Radcliffe Marine and is properly set up according to 183 Beaufort County Health Department regulations. Alderman Satterthwaite would like these changes to  179 implementing, and do we need to require vendors to have insurance.  180  184 be made on the draft ordinance and sent back out to council by April 1.  185  186 MAPS GROUP PAY STUDY  187 The MAPS Group has been engaged to perform a pay and classification of the job positions within the 188 town. The initial meetings with staff took place March 5th and 6th. To complete the study and 189 recommendations, the MAPS Group will need toi identify a competitive set of local government 190 employers relative to geography, services offered, and organization size. The following cities and  191 counties were discussed for possible inclusion in the competitive set:  192 193 194 195 196 197 198 199 200 203 passed 3-0. 204  Washington Winterville Beaufort County Edenton Ahoskie New Bern Pamlico County Ayden Farmville  201 Amotion was made by Alderman Ebron to approve the competitive set for MAPS Group poay 202 and compensation study. The motion was seconded by Alderman Satterthwaite. The motion 205 Ac copy of the "MAPS Group Standard Methodology for Selecting Organizations for study"is  206 herein attached as Exhibit Cand incorporated by reference.  4  Board of Aldermen March 11, 2024    207  208 RESOLUTION OF TENTATIVE AWARD FORWATER STREET WATER LINE REPLACEMENT PROJECT 209 The Water Street waterline replacement project was recently rebid due to only one bid being received 210 earlier. Rick Bostic Construction and Demolition, Inc. was the lowest bidder for the project, in the 211 amount of $515,454.00. Stroud Engineering recommends at tentative award be made to the lowest 214 Amotion was made by Alderman Bonnie to adopt the Resolution of Tentative Award for the 215 Water Street Water Line Replacement. The motion was seconded by Alderman Satterthwaite. 218 A copy of the "Resolution of Tentative Award" is herein attached as Exhibit D. and incorporated  212 bidder, contingent upon the approval oft the NCDEQ.  213  216 The motion passed 3-0. 217 219 by reference. 220 221 NEW BUSINESS 222  223 APPOINTMENT OF INTERIM FINANCE DIRECTOR  224 The Town is required by the LFV to have an appointed Finance Director. With the resignation of Jacki 225 Waldron, the Town Council will need to appoint an interim Finance Director. Int the past, between 226 vacancies, the Town Manager has been appointed as Interim Finance Director. 228 Amotion was made by Alderman Bonnie to appoint Lynn Davis as the Interim Finance Director 229 until a new Finance Director is selected. The motion was seconded by Alderman Satterthwaite.  227  230 The motion passed 3-0. 232 BOARD DISCUSSION/COMMENTS  231 234  233 Mayor Credle asked if any of the council had items they wanted to discuss or any comments. 235 Alderman Carrie Bonnie questioned what the town could do about the signs attached to power poles or 236 left stuck in the ground on street corners around town. They are an eye sore and left for months, it 237 seems. Manager Davis reported that Code Enforcement or Public' Works will pick them up if not on right 238 of way. No sign should be attached to ai town electric pole as that may cause a safety issue. 240 Alderman Bonnie also wanted to discuss the need for communication of events toi the public. She has 241 inquired about an app that the town could send announcements out on as well as respond to 242 community members. Almost everyone uses smart phones now and having an app on their phone to 243 report issues such as power outages, potholes, missing street signs, etc. could be useful. This app can 244 have many administrators sO not one person is managing. The Council agreed to explore the cost and 247 With no other comments, a motion was made by Alderman Bonnie to enter into a closed 248 session per North Carolina General Statute S 143-318.11. The motion was seconded by 251 An motion was made by Alderman Satterthwaite to resume the open session. The motion was  239  245 set up fees. 246  249 Alderman Ebron. The motion passed 3-0.  250 253 255 257 258 259 5  252 seconded by Alderman Ebron. The motion passed 3-0.  254 The meeting was adjourned at 7:42 pm. 256 Approved this the 8th day of April, 2024.  Board of Aldermen March11,2024    260 261 262 263 264 ATTEST: 265 266 268 269 Attachments 270 271 272 273  Ricky Credle, Mayor, Town of Belhaven  267 Camry Sadler, Town Clerk, Town of Belhaven  Exhibit A: Finance Statement as of February 29, 2024 Exhibit B: Budget Ordinance Amendment: #8 Exhibit D: Resolution of Tentative Award  Exhibit C: MAPS Group Standard Methodology for Selecting Organizations for study  6  Board of Aldermen March 11, 2024    Meeting Date: March 25, 2024  April 8, 2024  MINUTES APPROVAL  Agenda Item: Approval: Minutes for Board of Aldermen Special Called Meeting  Background Information: Minutes of the March 25, 2024 Special Called Meeting Board of Aldermen Meeting are attached for review, corrections if needed, and Staff Recommendation: Approve minutes as written or with changes noted.  approval.  Cost of Implementation: N/A  Motion:  2nd:  Approved or Denied:  Date:    Town of Belhaven  Board of Aldermen Special Called Meeting Monday, March 25, 2024. -5PM 257 W. Pungo Street  6 7  8 The Belhaven Board of Aldermen met on Monday, March 25, 2024 at the Belhaven Civic Center, 257 W. Pungo 9 Street, Belhaven, NC. Board members present were: Mayor Ricky Credle, Mayor Pro Tem Ricky Radcliffe, 10 Aldermen Shanika Ebron, Nathan' Van Nortwick, Greg Satterthwaite, and Carrie Bonnie. Administrative staff 11 present were Town Manager Lynn Davis, Town Attorney Chad Stoop, and Town Clerk Camry Sadler. The  12 meeting was called to order at 5:01 PM. 14 Mayor Credle read the Conflict of Interest Statement:  13 15 16 17 18 19 20 21 22 25 28 30 33 35 38 41 43 45 46 47 48 49 50 51 52 ATTEST: 53 54 1  "Members of the Belhaven Board of Aldermen are advised, hereby, of their duty under the Local Government Ethics Act to avoid conflicts of interest and the appearance of such conflict and further, are instructed to refrain from participation in any matter coming before this Board of Aldermen with respect to which there is a conflict of interest or appearance of such  conflict."  23 INVOCATION & PLEDGE OF ALLEGIANCE  24 Mayor Credle asked Mayor Pro Tem Ricky Radcliffe to lead the Invocation and the Pledge of Allegiance. 26 Ar motion was made by Alderman Van Nortwick to enter into a closed session per North Carolina General 27 Statute S 143-318.11. The motion was seconded by Alderman Ebron. The motion passed 5-0.  29 At this time, the media present was asked to leave. 32 Mayor Pro Tem Radcliffe. The motion passed 5-0. 34 The media was invited back int the open meeting.  31 A motion was made by Alderman Van Nortwick to resume the open session. The motion was seconded by  36 A motion was made by Alderman Van Nortwick to extend an employment offer to the candidate discussed 37 in closed session. The motion was seconded by Mayor Pro Tem Radcliffe. The motion passed 5-0. 40 Mayor Credle asked if any of the council had items they wanted to discuss or any comments.  39 BOARD OSCUSSIONICOMMENTS  42 With no other comments, the meeting was adjourned at 6:27 PM.  44 Approved this the 8th day of April, 2024.  Ricky Credle, Mayor, Town of Belhaven  55 Camry Sadler, Town Clerk, Town of Belhaven  Board of Aldermen Special Called Meeting  March: 25, 2024