March 6, 2020 (Recessed Meeting - Retreat)  Minutes of the recessed meeting of the Mayor and Board of Commissioners of the Town of Elkin, March 6, 2020, 9:00 a.m., at the Heritage Arts and Trails Center. Present: Mayor Sam Bishop, Commissioners Cicely McCulloch, Robert Ball, Jeff Also present: Town Manager Brent Cornelison, Assistant Town Manager/Director of Recreation and Parks Adam McComb, Finance Director John Holcomb, Public Works Director Robert Fuller, Police Chief Monroe Wagoner, Fire Chief Kevin Wilson, Economic DevelopmentPanning Director Leslie Schlender, Planner Sarah Harris (joined the meeting at 10:00 a.m. for a presentation; then returned at noon), Downtown/Community Manager Laura Gaylord (joined the meeting at noon), Police Captain Josh Tulbert, Town Attorney Raymond A. Parker and Town  Eidson, Will Gwyn and Tommy Wheeler.  Clerk Cathie Tilley. Guests:  Barry Huff - Planning Board Member Bill Colvard - Editor The Tribune  Welcome- Mayor Bishop  Convened the recessed meeting and welcomed everyone. Turned meeting over to Town Manager Cornelison who introduced Kelly Gooderham, Manager, Martin-Starnes &  Associates, CPAS  Financial Overview- - Kelly Gooderham:  CASH AND INVESTMENTS: GENERAL FUND: same  Cash position increased by $680,971  Revenues increased .8% and expenditures remained about the Total fund balance this year - $2,735,180 (last year $2,796,486) Change from prior year - decreased $61,306 NC Local Government Commission fund balance as a percentage of expenditures requires 8%; Town of Elkin is at 36%  Fund Balance Position increased 4% Ad valorum taxes increased 1%  Uncollected property taxes decreased 8.4% Collected property taxes increased 3% Intergovernmental revenues increased 1.5% Sales and services decreased 1.8% General expenditures decreased 13.8%  Public safety increased 1.8% (increase in Fire Department Cultural and recreational increased 8.5% (increase in operating  operating expenses) expenditures)  Page 1 of 16    o Debt service decreased 1.1%  WATER FUND:  Unrestricted net position is similar to the Fund Balance within the  General Fund  County Water Rate Discussion (Town Manager Cornelison and Board)  Referenced handout of Gentry Road Waterlines and noted the county County has increased their rates 7% each year to get their rates up to a Referençed another handout showing county customers. Pointed out the highest users are Weyerhaeuser and Wayne Farms with water usage for October as follows:  rates are lower than our in-town rates.  comparable rate.  Wayne Farms used 556,400 gallons and paid $2,423.80 Town outside rate would be $7,794.60; inside rate Weyerhaeuser used 2,340,090 gallons and paid  would be $3,897.30.  $10,942.23.  Town outside rate would $32,771.26 inside rate  would be $16,385.63. Have met with both businesses. They understand this predicament. Neither plans to close. Both have wells.  Might have to start using less water from the town This is going to be a significant increase for them. Residential customers will see a decrease in their bills. There was much discussion regarding water rates including but not Reduce 68 out-of-town customers to in-town rates County customers - increase fifty percent FY'21 FY'22 - go to in-town rates This is for planning.  and use their wells some.  limited to:  New customers that just came in will increase fifty percent FY'21 There was other discussion regarding taking over Ronda customers.  and the other fifty percent FY'22.  Leasing Police Vehicles (Town Manager Cornelison and Police Chief  Wagoner)  Last year we discussed police vehicles being a budget item every three Inar meeting with Chris Knopf, Surry County Manager, we learned they have started leasing their vehicles as have other surrounding counties. Compared buying versus leasing six (6) vehicles for the town (2020  years.  This was a big hit to the budget.  Ford Police Interceptor Utility):  Buy:  Page 2 of 16    Spend - $200,520 Spend-$ $216,115  After 5 years, total spent- - $134,520 After 5 years, total spent-$ $120,115 Savings after 5 years lease - $14,405 the town hall vehicle has left the driver stranded.  Lease:  Noted Adam (McComb) has one vehicle that needs to be replaced, and Going to this type vehicle for the Police Department can only help.  9:45a.m. = 10:00 a.m. BREAK  Master Plan Planning and Zoning Priorities (Leslie Schlender and Sarah  Harris)  Town Manager Cornelison:  Reminded the commissioners that at last year's retreat they rated Asked commissioners to do the same with the items this year. Ms. Schlender stated the first couple of items on your list are from the  potential budget items in their order of priority.  Master Plan. List included the following:  Update zoning ordinances: $35,000-545,000 Update land use plan: $20,000-$35,000 Gateway signage: $2,300 ea. Gateway monument signs: $25,000 ea. HATC exterior: $60,000 HATC interior: TBD East Main Street alley parking lot: $60,000 Medians on Bridge Street: $5,000 ea. Crosswalks on Bridge Street: $23,000 ea. DH Griffin parcel repair: $36,000-552,000 Community hangar upgrades: $40,000-570,000  Slides and reasons for these requests were briefly discussed; will look at these more closely later in the  meeting.  Special Appropriations (Town Manager Cornelison)  Reminded the Board of the amounts these entities received last year.  Following is what they are requesting this year: Elkin Rescue Squad -$8,200 Watershed NOW-$1,500 Elkin Valley Trails Association - $2,500 Northwestern Regional Library - $85,000 Grace Clinic - -$3,000 Foothills Arts Council  $9,000 Fireworks - $5,750 Yadkin Valley Arts Guild-$1,200 YVEDDI-$15,000  Foothills Arts Council - Foothills Theater- $5,000 Foothills Arts Council - Elkin Valley Fiddlers - $1,000  Page 3 of 16    YVEDDI is a new organization making a request this year. There is a small increase in the cost for fireworks.  This is and will continue to be in the Recreation and Parks Following much discussion, it was the consensus of the Board to fund  budget. the requests as follows:  Elkin Rescue Squad-$ $8,200 Watershed NOW-$1,500 Elkin Valley Trails Association - $2,500 Northwestern Regional Library $85,000  There is just a little over $5,000 in the Lillard Funds. $80,000 from the town and $5,000 from the Lillard Funds. Commissioner Eidson said Explore Elkin might be able to  help with the loss of the Lillard Funds.  Grace Clinic - $0.000 Foothills Arts Council - $9,000  Foothills Arts Council - Foothills Theater - $5,000 Foothills Arts Council - Elkin Valley Fiddlers $0.00 Request to help fund Elkin Roots Festival Commissioner Eidson said this event fits in with Explore Elkin; suggested moving to Explore Elkin,  Fireworks $5,000 Yadkin Valley Arts Guild-$0.00 YVEDDI -$ $0.00  11:05 a.m. - 11:20 a.m. BREAK  Future Fire Department Priorities Discussion (Chief Kevin Wilson)  Town Manager Cornelison told the Board there are a lot of things to talk One of those items is a different location for ai fire station. We are asking for the Board to give us guidance for the future.  about.  Our last payments for fire debt service will be in 2022. Current fire station was constructed in 1965. We had an evaluation done last year. recommended for major renovations. Street/CC Camp Road intersection. grown to the north and to the east.  Ifwe stay where we are, a long-term capital improvement project is Itcurrently takes us about six minutes to get to the North Bridge We also did a study of the location of the station and how the town has We contrasted this information to what the coverage area would be if fire apparatus responded from the Elkin Rescue Squad (940 Coverage would be improved responding from this  North Bridge Street). location.  NFPA 1710* states, "The travel times for units responding on the first alarm must arrive within 4 minutes and all units must arrive within 8  Page 4 of 16    minutes. Municipal jurisdictions often equate 4 minutes of driving time Percentage of municipal limits covered by 1.5 road miles from current Relocation of some fire apparatus to the Elkin Rescue Squad would improve the 1.5 road mile coverage to 34%, an increase of Percentage of municipal coverage within a five-minute travel time is  too one and one-half miles. locations is 21%.  13%. currently 41%.  Percentage of municipal coverage within a five-minute travel time from Elkin Rescue Squad would improve to 57%, an increase of Data indicates the overall demand for service is concentrated in the We own land on CC Camp Road, but it is not suitable for a new fire  17%.  North Bridge Street and CC Camp Road areas. station. Other potential sites include: Adjacent to Elkin Rescue Squad Claremont/Eldon Parks Drive Johnson Ridge Road Property near Shiki's We have three trucks (2014, 2003 and 1993) Life expectancy is 30 years  There is a possible land swap with this property  Would cost $450,000 to get this land ready to build on  Cost to replace Ladder 20 is 1.75 million dollars Cost to replace a fire engine is .8 million dollars  Cost to build a fire station is 4 million dollars building requirements, location, and land options.  There was much discussion regarding the fire station including costs,  Town Attorney Parker:  Currently have a public hearing scheduled on a solar farm. Solar farms are becoming more and more prevalent in our ETJ. Zoning has to be addressed if they are in our ETJ. When Elkin was granted regulatory authority in our ETJ, there was little ifa any zoning being done by the county, and there were more Suggested the Board consider doing away with the ETJ. We have a regular meeting scheduled Monday (March gth). After discussion, it was decided the Town Manager, Town Attorney, Commissioner Gwyn and Commissioner Wheeler would be at the o Ifitis is necessary to have a meeting, they would move the meeting  annexations being done. The county now has zoning.  Town Manager Cornelison:  There will not be a quorum.  meeting.  to March 16th.  Page 5 of 16    12:00 p.m. - 12:40p p.m. LUNCH Improvement Projects (Staff)  Heritage Arts and Trails Center Exterior and Interior (Cornelison and  Schlender)  Presentation included but was not limited to the following topics:  Murals  National Park Service Funding Watershed NOW Exhibition Vineyards Exhibit Lowe's Grant Textile Corner Chatham Foundation Exterior Paved Trail Amphitheatre  East Main Street. Alley Parking (Cornelison)  Asked Robert Fuller to speak to this who presented the following  information:  About a year ago, the town signed a lease agreement with We are looking at entering the alley by the railroad going in  the railroad.  We can add shrubs to this area. one way and coming out one way. Asphalt - $35,000 Curb and gutter - $25,000 Total Cost- - $60,000 Landscaping Cost- $5,000  Medians for Bridge Street (Cornelison)  Presentation included but was not limited to:  Looking at concrete medians on Bridge Street at the intersections at Standard Street, Main Street, and Market  Street.  Showed slides of examples of medians: Median done by DOT Median of dyed concrete to look like brick Median that is just painted on DOT does not like the concrete torn up for landscaping Cost for concrete median is $5,000 There would be six medians ify you do all three intersections (cost - $30,000) Also looking at crosswalk enhancement. Stamping that looks like brick would cost $23,000 per intersection (would be for all four sides of the There was discussion regarding less expensive  intersection). crosswalks.  DH Griffin Parcel (Cornelison)  Page 6 of 16    Town tried to purchase this property some years ago, but the property owner did not want to sell. Tor repair the sinkhole was going to cost over six figures. DHGriffin is looking at repairing the sinkhole. DHC Griffin engineer has estimated:  Repairing only the first part- - $35,315 Repairing all the way $51,635  They will sell the property to the town if we pay for repairing the Asked Board if they want to do a budget amendment to purchase Following discussion, Commissioner Eidson made a motion to proceed with this project with the maximum cost to be fifty-two thousand dollars ($52,000). After further discussion, Commissioner Wheeler seconded the motion. The motion was four (4) in favor and one (1) against the motion. Voting in favor of the motion were Commissioners Eidson, Wheeler, Gwyn and McCulloch. Voting against the motion was Commissioner Ball.  sinkhole.  the property by paying for the repairs.  Motion was approved.  Community Hangar Upgrades (Cornelison)  Presentation included but was not limited to: hangar. Costs for two items are: Insulation - $40,000 Roof-$70,000  Showed slides of repairs that need to be made to the  1:35p.m. - 1:45 A p.m. BREAK  Departmental Updates and Special CIP Requests  ED, Planning, Main Street Planning- = Sarah Harris:  Main tasks in 2019 were: Updated ordinances Issued permits Variance requests Rezoning requests  Brought commercial properties into compliance  New constructions - increased from 9 to 22 Signs - slight increase from 28 to 30 Additions - increased from 10 to 20 Alterations - increased from 11 to2 25 Other = slight decrease from 5to 4 Comparing permits and requests: Zoning Permits - 46% Zoning and Code Violations - 39%  Zoning Verification Letters and Address Requests =  4% each  Page 7 of 16    Conditional Use Permits, Variance Requests and  Minor Subdivisions - 2% each Re-zonings - 1% Upcoming Fiscal Year:  Land Use Plan (2000) needs to be updated Designed to guide future actions ofa a State mandated Chapter 160D includes revisions to Majority of ordinances date back to early  community our ordinances 2000's  Main Street-Laura Gaylord:  Presented slides of various activities and events that happened downtown throughout the year. Downtown statistics for past 12 months:  Current businesses in the Municipal Service District  108  New businesses - 18 Closed businesses - 4 Available spaces -7 Buildings for sale - 8 buildings and 3 parcels containing 7 leasable spaces Vacant buildings on Main Street - 8 Downtown Investment: Past 12 months: Past 3 years:  Private - $1,157,500 Public-$ $168,000 Private - $6,466,186 Public-$ $1,787,386  NC Main Street Program focuses on four points of economic development - economic vitality, organization, Economic Vitality (grants, add downtown living, promote business renovations) Current and upcoming renovations -7 Façades improved - 10 Façade grant applications - 3 approved, 1 not approved and 1 pending Mural grant approvedlcompleted- -1 First new upper-level residential soon to be occupied in downtown - will be owner Second renovation with 2 new apartments = Painted benches, planters and cigarette butt  promotions and design  occupied  Johnson/Tribune building receptacles Page 8 of 16    Organization (partnerships involving the community; SHPO Visit: State Historic Preservation Office representative to come to Elkin and provide historic tax credit seminar for 20 locals interested in purchasing and restoring Gene Rees: Working with downtown building owner providing advice on upcoming historic restoration and tax credit options Increased Volunteer Base: Light-Up-Night, landscaping volunteers, decorating Main Street for various holidays, involve business Worked with new partners on projects: Jonesville (lighting the bridge), G&B Energy (tree of lights), HCMH (bridge and mural), Explore Elkin (snowflakes), FAC, EHS students (2 senior projects) Promotion (MSAB funded events to market  utilize state resources)  a historic property  owners in events  downtown):  New for Light-Up-Night (Elkin MSAVevent)  25' tree of lights year)  Snowflakes purchased (1/2 bought in 2019; second 1/2 to be purchased this Crowds were bigger than ever  Light up the Bridge communty-connect project/ Jonesville TDA, HCMH, DEBA, MSAB funded) Shop Small Events (merchant participation and donations for prizes) Halloween on Main (crowds grow every year/good exposure for new businesses) Applied for HGTV Hometown Take Over (help from Danielle and Sarah to create Design (aesthetic improvements; design focus on  video Feb 2020) trals,wine/music'arts): Two new murals  Four new business wayfinding barrels Pressure cleaned downtown sidewalks NC Main Street: Elkin is one of five NC Main Street communities in consideration for a federal façade grant program offered by the National Park Service if the state of NC is chosen for the grant by the NPS (update pending from NC Main St Program)  Page 9 of 16    Awards for Downtown Elkin in 2019 (nominated by Laura 2019 Elkin Awards from NC Main Street Program - Reeves Theater and Rock Façade Park 2020 Elkin Award from NC Main Street Program - Elkin will receive an award in March, but we cannot announce what it is until after the conference NC American Planning Association for Great Places Award 2019 - Reeves Theater for People's Choice Award: Great Historic Rehabilitation Downtown TOE Projects Pending This Year's Budget Parking lot paving and landscaping behind Pedestrian refuges/islands at Bridge Street Enhanced crosswalksstamped design Upcoming MSAB Projects for 2020/2021  Gaylord):  Approval:  Southern on Main intersections  Murals on alley doors facing new parking lot behind Community Mural in downtown, preferable along Main Street for Elkin Photo-op YVHC Wayfinding Signs at Rock Façade and intersection of Main/Bridge Streets  Southern on Main  Economic Development (Leslie Schlender)  Housing in the downtown area has been a big focus  Working with the National Housing Development on  town homes Incubator project more efficient) Heritage Center Town branding Hosting meetings in Elkin Blue Ridge Parkway traffic flow (bring to Elkin) Surry EDP is still a partner with Elkin Harbor Freight Captain Josh Tulbert  Updates on existing businesses (how do they become  Police Department  LiveScan Machine (AFIS - Automated Fingerprint  Identification System)  SBI stopped program of providing fingerprint cards tolocal agencies with preprinted check digit  numbers.  These number are required on warrants and magistrate's orders for felonies and some misdemeanors to process arrests.  We have two options: Page 10 of 16    Transport every arrestee needing fingerprints to the nearest agency with a LiveScan Purchase our own LiveScan machine Transport arrestees to Surry County Sheriff's Office  machine  Detention Center:  32.4 miles round trip 45 minutes travel time fingerprint arrestee Will increase: Fuel budget Vehicle depreciation Response time to other calls Will jeopardize safety for citizens and other Ifarrestee receives unsecured bond or written promise, the officer would have to transport the Remaining fingerprint cards should last between 1-2 years depending on the number of arrests made PD provides the service of fingerprinting citizens at their request forj job applications and licensure  Does not include time it would take to  officers  arrestee back to Elkin  applications  Many employers are requiring digital prints We must refer them to the Sheriffs We charge $5/card for inked prints (Sheriff's Office charges $10 for digital prints) Increasing our price to match the Sheriff's Office could help recoup some of our money Increase the quality of prints captured Reduce amount time to fingerprint Reduce amount time to submit fingerprints to the SBI and receive a  that we cannot provide Office  LiveScan machine will:  someone response  Quote from Idemia for cabinet LiveScan machine is  $20,875  Chose Idemia: Lower price  Reliability (according to Surry and Yadkin counties sheriff's offices) Low Maintenance (according to Surry and Yadkin counties sheriff's offices)  Radios  Page 11 of 16    VIPER System:  Nationwide radio infrastructure upgrades to this system requires software upgrades for us to continue using our radios  Upgrades needed are not compatible with most of our radios due to their Alli in-car radios, dispatch consoles for police and fire and half of portable radios will not work on the network by  age  year 2025  Last radios ordered took months to be delivered As upgrade gets closer, demand will Ifwe wait until 2025, we may have trouble getting enough radios to equip everyone Quoted price for 15 portable radios is  increase  $23,116.50 years $24,035.00  Buy five radios each year for three Quoted price for 10 in-car radios is  Buy four radios first year and six radios the second year  Quoted price for dispatch console is $42,380.57 2021 PSAP (Public Safety Answering Points) Grant Requesting funding for a radio console for Will request grant jointly with Surry County Communications Center and Mount Airy Police Department  Grants:  Program  dispatch  2020 Local Law Enforcement Block Grant  (submitted)  Requesting funds for an Idemia LiveScan Requesting funds for additional safety equipment for the City School System  fingerprint machine School Safety Grant (submitted)  including:  Warning lights Cameras Road Striping  Active shooter training equipment Additional safety gear for SROS  Chief Monroe Wagoner (provided some numbers for year 2019):  Uniform Crime Reporting Crimes:  Page 12 of 16    Murder-2 Sex Offense-5 Assault - 68 Burglary-24 Larceny -502 Vehicle Theft-9 Fraud - 89 Service Calls: Accident -721 Alarm - 818 Checkpoint - 126 Escort - 358 Security Check-6,579 Warrant -2 236 Street Duty - 788 Stranded Motorist- - 270 Suspicious Activity - 1,184 Traffic Stop-2,036 Unlock Vehicle - 646 Other-5,669 911-976 phone calls) Assist Others - 14,376 Pawn Tickets - 1,215  Involuntary commitment (medical) - 564  Others:  Administrative - 19,860 (incoming and outgoing  Fire Department (Chief Kevin Wilson) Ran a total of 649 calls 381 were medical 268 were fire Aid given - 25 Aid received -5 56 Overlapping calls - 79 Training hours - 1,563 Calls by zone: Central -185 Downtown - 50 East - 186 North - 85 West - 111 Out of town - 32 Volunteers - 49 New-5  Average response time - 5:53 minutes Community Risk Reduction Events - 44  Members:  Page 13 of 16    Part-time-11 New-1 Full-time-5 New-1 Retired-15 FF Certified-20 EMT/EMR Certified 1-2 20 Explorers -6  Have over 200 training hours  Car Seats:  Have 6 fulltime techs We partner with Lifeline Pregnancy  Teach parents the correct way to install car seats in  their vehicles Volunteer Retention Grant: Received $30,000 Smoke Alarm Grants alarms Recreation and Parks (Adam McComb) Hurricanes in 2018  Starting to shoot videos  April 24th we will be starting program to install smoke  Reminded everyone of the damage from the storms Have been fully reimbursed by FEMA ($117,942.63) Waiting for full reimbursement of $100,000  Repairs are almost complete NC RTP Bridge II Grant Project complete EVTAI matched $25,000 Went a little over budget  Only needed $5,000 from town budget  - Program/Facility P&L's  Day Camp - Operated at a $1,500 subsidy (summer 2019) Pool - Operated at a $5,453 subsidy (summer 2019) Recreation Center - Operated at a $37,177 subsidy Athletics - Operated at a $7,643 subsidy Dog Park. = Cost approximately $20,000; completely funded through donations Future Capital Improvements for Board consideration Pool - need to re-plaster (cost approximately $100,000)  Splash Pad  Has been chatter about this Ifplaced elsewhere, it will impact revenue at the pool (especially if offered for free) Recommend placing at the pool Ifthis is something the Board would like: Will begin to detail out costs and needs  Page 14 of 16    Would recommend a complete upfit to  include:  New bathhouse Splash Pad compliant)  More pool deck (we are currently non- Have a rendering available Can pursue more detailed information  Stand-alone Athletic Park participants  Soccer is growing exponentially every year in Since losing Chatham Park, we are currently 'squatting' at the Industrial Park This land is well-suited for our needs Plans/thought should be considered before Probably would be opportunities with Elkin City Schools, Surry County or others for such  the land is sold ac complex  IfBoard is in agreement, Iwould: Begin looking into suitable land Research economic impact of such facilities Look into costs to build and operate Although grants are very competitive, we should try to get them. Consensus of the Board is to start looking at land  for this.  Public Works (Robert Fuller) Elkin Water Plant:  Generator Project  Estimate - $507,000 Spent to date - $238,349 Isa1 10-month project progress)  Started July 2019 (showed slides of Generator will be delivered Monday Will be in place April 2020  Town Manager Cornelison: Airport  No funding from the State T-hangar Projects  Going to have to buy property We have to find a project to spend money on  Will be seeing a conceptual drawing for a building This is years down the road Will look for funding from the State  Air Care Helicopter  Moved from Elkin airport Page 15 of 16    Broadband (most used because of high access speeds)  Met with Surry Communications Offered in four different forms:  DSL  Distance from switching station determines speed (closer to switching station equals  faster speed) Fastest option available Speed varies with the number of users (will be slower during peak hours) Slowest form available  Fiber Optic Cable Satellite  Elkin is 100% covered with broadband  Final Discussions and Comments for Staff (Board)  No comments  Closing Remarks (Mayor Bishop)  Thanked staff, Board Members and citizens for attending the retreat  This has been a very productive meeting  There being no further business, Commissioner McCulloch moved to adjourn. Upon a second by Commissioner Gwyn, the meeting adjourned at 3:30 p.m.  h Sam'E  7 Bishop, Mayor  Attest:  C. Tilley,  Gme  s  Page 16 of 16