September 13, 2021 (REGULAR MEETING)  Minutes of the regular meeting of the Mayor and Board of Commissioners of the Present: Mayor Sam Bishop, Commissioners Cicely McCulloch, Robert Ball, Jeff  Town of Elkin, September 13, 2021, 6:00 p.m. at Town Hall.  Eidson, Will Gwyn and Tommy Wheeler.  Also present: Town Manager Brent Cornelison, Assistant Town  Manager/Recreation Director Adam McComb, Town Attorney Raymond Parker Mayor Bishop welcomed everyone and called the meeting to order. He asked Police Chief Monroe Wagoner to lead our Pledge of Allegiance. The following items were presented for the consent agenda:  and Town Clerk Cathie Tilley.  CONSENT AGENDA  Minutes of August 9, 2021 (Regular Meeting) Tax Releases and Discoveries (included as Exhibit A)  Budget Amendment 2022-5 in the amount of $13,000 from Coronavirus Response Grant Program for airport projects (included as Exhibit B)  There were no questions regarding the consent agenda. Amotion by Commissioner McCulloch to approve the Consent Agenda was seconded by Commissioner Wheeler and was unanimously approved.  SPECIAL RECOGNITIONS:  Hispanic Heritage Month Proclamation - Mayor Bishop and Cynthia  Gonzalez  PUBLIC COMMENTS  Mayor Bishop opened the public comments period.  The following spoke: St.)  Martha Smith - Branch Library Manager (111 N. Front  There being no other public comments, Mayor Bishop closed the Public  Comments period.  MAYOR AND BOARD COMMENTS FOR STAFF  Commissioner Ball and Commissioner Gwyn:  Echoed Ms. Smith's comments thanking the Town's Police Department, Fire Department, Elkin Rescue Squad and all first Stated he thinks our staff does a fantastic job with the resources  responders. Mayor Bishop: they have.  PUBLIC HEARINGS  1. Conduct a Public Hearing for a Rezoning Application for Parcel ID Number  4962-00-41-1429 on Elkin Wildlife Road (Sarah Harris)    Ms. Harris presented the following:  This is a legislative hearing and anyone may speak.  Anyone speaking, please state your name and address for  the record.  Received petition August 6, 2021.  Proposed to rezone parcel #4962-00-41-1429 located on Elkin Wildlife Road from R-20 Residential District to M-2 Heavy Public Hearing notice was published in The Elkin Tribune August Surrounding property owners were mailed a letter on August 25, Following presentation, Mayor Bishop opened the Public Hearing for There being no comments, Mayor Bishop closed the Public Ms. Harris explained no action will be taken tonight. Planning Board will review this item at next week's meeting. This matter will be back before you in October.  Industrial District. 25th and September 1st.  2021. comments.  Hearing.  2. Conduct a Public Hearing and Consider Passing an Ordinance to Annex  Property Located at 158 Interstate Way (Sarah Harris)  This request is to approve corrective advertisement and ordinance This is a legislative hearing and anyone may speak.  description.  Anyone speaking, please state your name and address for Received petition February 22, 2021,tovoluntarly annex 158 Public Hearing notice was readvertised in The Elkin Tribune Following presentation, Mayor Bishop opened the Public Hearing for There being no comments, Mayor Bishop closed the Public Ms. Harris requested approval of amended Ordinance to Extend the Corporate Limits of the Town of Elkin, North Carolina. Commissioner Wheeler made a motion to approve the amended ordinance as presented. There were no questions. Upon a second by Commissioner Ball, the motion was unanimously approved. (Copy may be found in Ordinance Book 5, Pages 2021-09-0085 and 2021-09-0086.)  the record. Interstate Way.  August 25th and September 1st.  comments.  Hearing.  This concluded the Public Hearings. REGULAR MEETING  1. Receive a presentation from the Surry County Substance Abuse Recovery Program about their "Ride to Recovery" Program (Becky Dursee) Ms. Dursee presented an in-depth look at the importance of the transportation division of the county's recovery program.  Page 2of5    Deborah Giep, Substance Abuse Recovery Transportation Coordinator, spoke regarding the process of starting the transportation program  where there had not been one.  Currently trying to start a volunteer program.  Service only Surry County residents and only work within Surry Both ladies noted challenges, but focused on the successful and inspirational narratives of the Substance Abuse Recovery Program especially in regards to the Ride to Recovery program.  County.  2. Consider Budget Amendment 2022-6 for asphalt paving, concrete repair and re-striping at the Elkin recreation Center in the amount of $33,218 (Adam  McComb)  This request is for paving the immediate parking area at the Rec Center Have $37,282 in the budget for this; need an additional $33,218. This is for the first phase of paving at the Rec Center. We lost quite a bit of revenue during revaluation appeals. Thought we could use Covid money for this, but we can't. Commissioner McCulloch made a motion to approve Budget Amendment #2022-6 in the amount of thirty-three thousand, two hundred, eighteen dollars ($33,218.00) to be used in the first phase of paving at the Recreation Center. There were no questions. Upona second by Commissioner Gwyn, the motion was unanimously approved  including sidewalk repairs. Town Manager Cornelison:  (copy of BA#2022-6 included as Exhibit C).  3. Consider using Powell Bill Funds to contract with WithersRavene! to complete a Pavement Condition Survey (Town Manager Comelison and Travis Butcher)  Town Manager Cornelison:  We get asked all the time, "When is my road going to be paved"  along with other similar comments. We looked at our paving schedule.  The only information we have is what Robert (Fuller) and  Kevin (Wilson) did many years ago. This is outdated.  WithersRavene! can do a more in-depth study of what is needed. Will provide a much better guide for street paving and Will allow the Board to make better decisions at our They will do a town wide Pavement Condition Survey (PCS) and report for this fiscal year at a cost of eighteen thousand, five hundred dollars ($18,500), along with a presentation to the Board at a cost of two thousand dollars We do not recommend spending the $2,000.00 for  maintenance moving forward.  retreats.  ($2,000.00).  the presentation Page 3 of5    Study will cover 29.32 miles of streets and will give usa really good roadmap of what needs to be paved, sealed or Following discussion, Commissioner McCulloch made a motion to approve Town of Elkin 2021 Pavement Condition Survey Proposal for Professional Services, WR Project No. 06211087.00. There were no questions. Upon a second by Commissioner Wheeler, the motion was unanimously approved  repaired.  (copy included as Exhibit D).  4. Consider approving Town of Elkin Bad Debt and Write-Off Procedures  Administrative Policy (Dina Reavis)  The town will try to collect all debt through a debt collection agency, but some cases will be uncollectible (bankruptcy, deceased, court refused judgment, untraceable or de-minimis/mmateral amounts). This policy sets uniform guidelines for delinquent accounts receivable to be deemed uncollectible debt" or "write-off status" (unjustifiable cost or expired statute of limitations) and establishes proper authorization to account for such receivables within the Town of Elkin records. Commissioner Eidson made a motion to approve a Bad Debt and Write- off Procedures Policy. There were no questions. Upon a second by Commissioner McCulloch, the motion was unanimously approved (copy  included as Exhibit E).  5. Consider approving Utility Write-off's for Fiscal Year 2021 at 6/30/21 (Dina  Reavis)  Following the Bad Debt and Write-off Procedures Policy, the following utility accounts need to be written off for fiscal year 2021: Leanne Mantero - deceased - $245.34 Eva Johnson - deceased - $300.35 Samuel Hayes - deceased - $1,103.97 Zachary Bobbitt - deceased - $511.48 Total amount $2,161.14  Commissioner Wheeler made a motion to approve the request to write off the abovementioned utility accounts totaling $2,161.14. There were no questions. Upon a second by Commissioner Eidson, the motion was  unanimously approved (copy included as Exhibit F).  COMMISSIONS AND BOARDS (Town Manager Cornelison)  Advisory Board Minutes Included:  Elkin Main Street Advisory Board (July 20, 2021)  MANAGER UPDATES  Surry EDP meeting was not held this month due to COVID. Met with Duke Energy about trees on West Main Street. Will take down trees if the Town will haul them off.  Rescheduled for October 15th. Plans to do work in two years.  Let Brent know if you plan to attend.  Page 4 of5    We are keeping this in our plan. the trees or taking them down.  Intwo years, Duke will work with property owners about trimming  There being no further business, Commissioner Gwyn made a motion to adjourn. Upon a second by Commissioner McCulloch, the motion was unanimously  approved. The meeting adjourned at 6:45 p.m.  Mayor  hE  Attest:  Catherine  Town  G  Page 50 of5