March 5, 2021 (Recessed Meeting - Retreat)  Minutes of the recessed meeting of the Mayor and Board of Commissioners oft the 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 Dina Reavis, Public Works Director Travis Butcher, Police Chief Monroe Wagoner, Fire Chief Kevin Wilson, Economic DevelopmentPanning Director Leslie Schlender, Planner Sarah Harris (joined the meeting at 2:15 p.m. for a discussion on electronic gaming), Town Attorney Raymond A. Parker (arrived at 9:45 a.m.) and Town Clerk  Town of Elkin, March 5, 2021, 9:00 a.m., at the Liberty.  Eidson, Will Gwyn and Tommy Wheeler.  Cathie Tilley.  Welcome- Mayor Bishop  Convened the recessed meeting and welcomed everyone. Turned meeting over to Town Manager Cornelison: We have a full day ahead and expect to get a lot Hope to get our budget process started sooner than usual.  accomplished.  Financial Update = Dina Reavis:  2020 Audit:  There was a slight increase in Cash and Investments. Saw in increase in both Revenues and Expenditures Increased by $636,701 to $3,371,881.  Fund Balance - General Fund:  Available Fund Balance 2020 increased $658,771 over  2019.  There was slight increase in ad valorem taxes. Intergovernmental revenues increased from $2,054,932 to Saw a decrease in Sales and Services and Cultural and There were increases in General Government Expenditures and Debt service decreased from $168,087 to $70,704. Water Fund had a loss of$125,994. Month Ending February 28, 2021: General Fund Actual-to-Date VS Budget  $2,614,598. Recreational. Public Safety.  Revenues: 77% Expenditures: 57% Sales and Use Tax- up Franchise Utility Tax- down Cable Franchise Fees - down Powell Bill - down  Page 1 of 15    Solid Waste Disposal - down NCCMT Portfolio Interest - down Beer and Wine tax - up ABC Revenue up FY2021 Year End Forecast:  General Fund Actual-to-Date VS Budget  Revenues: 100% Expenditures: 85% Revenues: 97% Expenditures: 82% Employee wage increases Tax revenue neutral rate Catching up water bills from COVID  Enterprise Fund  Town Manager Cornelison:  Presented a comparison of actual salaries to the average Explained the process to calculate this figure Ar result of the governor's executive order that prohibited utility shutoffs, late fees and reconnections and mandated providing a payment plan (six months) for delinquencies. Staff recommends bringing an updated resolution for  for other towns the size of Elkin  Debt Setoff  Board to consider.  Attorney Parker:  In1 1992, town extended water to Oak Grove Community. Property owners gave deeds of trust to Town and the Northwest  Piedmont Council of Governments. One of these properties is going to be sold.  Northwest Piedmont Council of Governments has cancelled their deed of trust on this property. Still looking to see if Town has cancelled their deed of  trust.  10:30 a.m. = Mayor Bishop recessed for a 15-minute break. 10:45 a.m. - Mayor Bishop reconvened the meeting. Special Appropriations (Town Manager Cornelison)  Following is requested funding for this year: Elkin Rescue Squad -$8,200 Elkin Valley Trails Association - $10,000 tob be earmarked for trails Northwestern Regional Library $80,000 Foothills Arts Council-$ $9,000 Foothills Arts Council - Foothills Theater - $5,000 Commissioner Wheeler:  Reminded Board that $5,000 is placed in Adam's budget  Discussion:  Page 2 of 15    As a former department head and having budget requests turned down, it is hard to see money given to outside These figures are included in the current budget. Itis time to start looking at letting these agencies look for grants, conduct fundraisers, etc. because of our capital Asked Adam McComb how much the Recreation and  agencies Town Manager: Commissioner Eidson:  requests. Mayor Bishop:  Parks Department spend on trails. the trails and their upkeep.  This question resulted in much discussion regarding  Representatives in attendance from the agencies were given an  opportunity to address the Board.  Heard from EVTA and Elkin Library. Each agency request was discussed at length. Following discussion, it was the consensus of the Board to  provide the following funding:  Elkin Rescue Squad -$5,000  Elkin Valley Trails Association $5,000 (this is included in the Recreation and Parks Budget each year) Northwestern Regional Library $80,000 Foothills Arts Council- - $9,000 Foothills Arts Council - Foothills Theater- - $5,000  Water Fund Projects and Ronda Water Assessment Update (Ryan Hager)  Update on capital project objectives: Raw' Water Supply  Improvements to the raw water line, emergency raw water  line and raw water pumping station.  Completed.  Water Supply County.  West Zone improvement for additional supply to Wilkes  North Zone tank control modifications. Original Timeline - FY 17-23. Original Cost - $3,344,000. West Zone Improvements. East Zone Improvements. Original timeline - FY 17-22. Original Cost - $1,667,000. North Zone Improvements.  Fire Protection  Showed picture of a cast iron waterline from our system. Talked about problems from them getting clogged.  Aging Infrastructure  Page 3 of 15    East Zone Improvements. Original Timeline - FY21-30. Original Cost- $3,091,000.  Miscellaneous staff.  Miscellaneous system needs and costs provided by Elkin  Original Timeline - FY 15-30. Original Cost- $1,000,000. WTP generator.  Completed FY 19-20.  Next Steps  West Zone water supply improvements (preliminary). New 250k gallon tank-$1,900,000. Water line improvements - $1,400,000. Total  $3,300,000. Recommend applying to DWI for funding April 30, 2021 application deadline. Fall 2021 determination of funding. Two to three-year process until constructed.  Ronda-Elkin MRF  Ronda received a grant in partnership with Elkin. There has been discussion about Elkin taking ownership of  Ronda's water system. Study's objective is to analyze:  Elkin taking over ownership of Ronda's water system. Elkin providing contract operation and maintenance Review current status of Ronda water system including: Identification of water system assets. Preliminary condition assessments. Review water production and purchase. Routine operations and maintenance tasks. Billing operations and water user rates. Evaluate operating budget. Based on completed preliminary assessments, make  services.  Staffing needs.  recommendations on:  Need for further asset inspections and evaluations. Need for rehabilitation of assets. Need for capital improvement projects.  Town Manager Cornelison:  WK Dickson has a general understanding of the Ronda We are waiting on Ronda to come back to us with their We will work with Ryan to see what the numbers look like  system. information.  Need to do further assessment.  and bring back to the Board.  Page 4 of 15    Are we going to increase their water rates?  Contract states we will increase their rates as we increase Elkin's rates, but we have not done that. We have them at $3.50 right now; should be at Commissioner Eidson suggested we send Ronda a letter explaining we held off increasing rates while Study has not been completed, and do not know when it will be completed. Let them know we are raising their rates to $7.00. Come back to this Board with what they say.  $7.00.  waiting for their study.  12:00 p.m. Mayor Bishop recessed the meeting for lunch. 12:45 p.m. Mayor Bishop reconvened the meeting.  Surry County Economic Development Update (Todd Tucker)  Appreciates the Town's support.  Has been an interesting and challenging year for everybody. Although many companies had layoffs due to COVID-19, most companies in Surry County are in the process of hiring people back that Presented an overview of 2020 addressing topics including but not  were laid off. limited to the following: - Unemployment  Some local businesses hired back employees that had been laid off and also added employees. Some are back to pre-COVID numbers. We are heading in the right direction. Inquiries were up from the previous year.  Project inquiries and client visits.  Most inquiries want an existing building, and several want  asite. Projects  There is a lot of competition with sites.  Majority of existing industry and small business numbers  were down because of COVID.  Expect this trend to continue in 2021.  Marketing  Events were cut back due to COVID (meetings and trade Presented several marketing techniques that have been updated or added during the shutdown. Attended a few virtual trade shows and workshops. COVID negatively affected marketing and programming. Working on more things virtually and will utilize technology  shows were canceled).  Programs  going forward.  Page 5 of 15    Zoning  Briefly discussed zoning and its effects on economic  development.  Finished FY 19-20 under budget.  Improvement Projects  Town Manager Cornelison gave Mayor and Commissioners a list oft the Asked board members to rank each project from 1 (low) to 5  improvement projects.  (high) after hearing all presentations. Town Manager Cornelison and Leslie Schlender Heritage Arts and Trails Center Exterior and Interior next Phase Exterior--Brent (cost estimates): Paved Trail - $17,000 Concrete Trail - $45,000 Amphitheater - $100,000- -$300,000 Sign - getting ready to go into fabrication "It Starts with a River" - $25,000  Interior-Leslie:  Ifiti is interactive - $80,000-9 $200,000  East Main Street Alley Parking--Brent (cost estimates)  Asphalt - $35,000 Curb and gutter = $25,000 Landscaping 1 $5,000 Total - $65,000 concrete. Market Street Square-Brent Presented:  Discussed making it look rustic by using gravel rather than  Concept of proposed idea  Description of work and projected costs - $259,000  (additional services - $125/hour) Discussed looking at doing something ourselves. Staff will investigate other options.  Entrance/Gateway Signage -Leslie Showed pictures of a lighted sign  Provided renderings of sign placement (near the Fairfield Inn Isconstructed of Corten steel with a rock veneer on a concrete  area) base with lights Brent Cornelison New Fire Station Study  Cost is $25,000  Last year, site seemed like a high priority Possible locations include: Rescue Squad  Surry Center (property behind KFC) Eldon Parks Road and Claremont  Page 6 of 15    Johnson Ridge Road This is the primary location. Cost will be $21,000. Cost will be $7,000.  Has been some discussion with the county about their property. Considered a feasibility study on all four locations. County said to go ahead with a feasibility study on their site.  Adam McComb Recreation and Parks Projects  Proposed projects for FY21-22  Re-pave and stripe parking lots at Municipal Park Phase 1 Around Recreation Center Building Phase 2 From creek to Pool - $62,000 Phase 3 Around tennis Courts and ballfield -  $65,000 $55,000  Total-$ $182,000  East Standard Street Upgrades - Dog Park - New  Location  Friends of Dog Park are going with an updated plan Does not include on-street parking Total cost- $51,100 They are proceeding with their fundraising. Cremation is becoming more popular; therefore, have looked into prices for columbarium Site prep $5,000 Columbarium - $20,000 Purchase one and then add another one depending on demand 64 niches (front and back)  Hollywood Cemetery Columbarium  Recommend pricing $500/niche for residents; $1,000/niche for nonresidents  Water Plant Demolition  Demolish cistern on itself, bury stirring tanks in  cistern and cap with fill  Almost all of the demolished structures will remain on-site due to using crushed concrete Leave water plant offices and maintenance for storage and Fire Department training Add outdoor accessible restrooms adjacent to the o Cost estimate - $85,000  as filling  water plant Baseball Field Re-Lamp foot candles Page 70 of 15  Replacing current lights with LED will almost double    o Cost: Lighting and installation - $30,000  Crater Park Street Parking  There is a lot of use at this park Toadd diagonal street parking: Monroe Street $20,000 Standard Street- - $80,000 Crater Park street parking - $100,000 Handicap parking $35,000 Pickleball courts $60,000 Outdoor games - $13,000 Contingency $12,000 Total-$220,000  Future Projects  Less PARTF Grant ($110,000) and Powell Bill ($80,000) Town investment- $30,000  Soccer Park Land Identification Classen property Industrial park Hurt property  Described fields that could be at each location and their usage.  Municipal Pool Spray-Park Expansion Conservation Funds Spray-Park - $185,000 budget numbers  Pool built in late 1970's with Land and Water Going to have to re-plaster pool-$100,000  Need Board direction prior to pursuing hard  Elkin Recreation Center Expansion  Built in 1988  Need Board direction prior to pursuing hard  budget numbers  Following the presentations, Town Manager Cornelison asked Board Members to rate these projects (1,2, and 3).  2:15 p.m. Mayor Bishop recessed the meeting for a 10-minute break. Electronic Gaming Operations Discussion (Sarah Harris)  2:25 p.m. Mayor Bishop reconvened the meeting.  We currently have four establishments in Elkin  1428 Suite 100 North Bridge Street (next to Subway) - 115'to R- 2125 North Bridge Street (Ridgeview Shopping Center) - 70't to 1617-1647 North Bridge Street (Elkmont Shopping Center)  8; 198' to Robin Road and 291' to Elk Court R-20; 587' to 142 Glendale Road  Page 8 of 15    Two establishments (Ubux and McDollards) = both 75' to church property line (Ubux is 479' to church structure; McDollards is 230' to church structure)  These can be regulated through zoning.  Our ordinance reads, "Location: No adult establishment or tattoo establishment shall be located within 500 feet of any zoning district boundary line of R-8, R-12, R-20 and/or within 1,000 feet of a property line of any school, park, church or similar place of religious service; and/or within one-half mile of any other adult establishment or tattoo Three out of four of these establishments are out of compliance. Planning Board has been receiving a lot of complaints about these Establishment at 1428 Suite 100 North Bridge knows he does not meet Following discussion, Commissioner Eidson made a motion to send letters to these establishments notifying them they have sixty (60) days tocome into compliance. There were no questions. Upon a second by Commissioner Gwyn, the motion was unanimously approved. Economic Development, Planning and Main Street (Leslie  establishment. businesses. requirements.  Want to know how you want to address this.  Departmental and Advisory Board Updates  Schlender) Main Street  New businesses - 11 Expansions -4 Closed-3 Highlighted:  Investments and renovations Building issues Improvement and accomplishments Items ofi interest included but were not limited to: Vaughan Bassett (possible brewing project)  Economic Development  Old Wal-Mart Carter Mill Road Former Middle School Rite Aid PGW Drive Memorial Park Drive Spring Valley Apartments Darnell Property ACC Coatings off plan)  Elkmont Shopping Center (Harbor Freight) CC Camp Road (carwash next to Taco Bell)  Housing project next to Town Hall (stormwater run-  Page 9 of 15    Mill Property (might be donated to town; Foothills Arts Council signed agreement with owner) Trail easement going east out of town Yadkin Valley Bank (building being looked at)  Russell property Bonanza Group Chatham Park  Tourism Explore Elkin Trail Days Planning  Due to COVID, Planning Department saw a slight decrease in zoning permit applications 2019 - 76 applications 2020 - 56 Development is up  In2 2021, have seen an increase in zoning permit applications for new businesses including:  Elks Edge Carwash Cookout Harbor Freight Cypress Trails  There has been a noticeable decline in violations  We attribute this to residents being at home during Possibly making investments in properties (painting, landscaping, etc.)  COVID  FY21-22  Will finish updating Land Use Plan and Town Ordinances ) Projected to complete in August Breakdown of Activities: Zoning Permits - 42% Zoning and Code Violations - 31% Zoning Verification Letters - 7% Address Requests - 7% Minor Subdivisions - 5% Conditional Use Permits - 4%  Flood plain permits, variance, re-zonings - 4%  Police = Chief Monroe Wagoner Service Calls:  Accident- - 719 Alarm - 862 Checkpoint- -2 229 Escort- - 197  Involuntary commitment (medical) - 634  Page 10of 15    Security Check- - 5,622 Warrant - 188 Street Duty = 830 Stranded Motorist- 263 Suspicious Activity - 1,502 Traffic Stop -2,364 Unlock Vehicle - 600 Other - 5,962 Criminal Offenses: Child Abuse -3 38 Disturbance -3 366 Domestic- 184 DWI-31 Drug Violations - 119 Alcohol Violations - 143 Missing - 19 Vandalism - 113 Uniform Crime Reporting Crimes: Sex Offense -5 Assault - 69 Burglary - 77 Larceny - 377 Vehicle Theft-56 Fraud-9 91 Phone Calls: 911-1 1,050 calls)  Administrative - 20,179 (incoming and outgoing phone  Assist Others = 14,800  Fire - Chief Kevin Wilson Ran a total of 532 calls Fire - 36 Medical - 260 Hazardous (no fire) - 16 Service Call- -74 Good Intent - 54 False. Alarm and False Call-71 Severe Weather and Natural Disaster - 20 Special Incident- 1 Staffing for Adequate Fire and Emergency Response (SAFER) Grant ($485,726) ended in November Responded to 40 calls from neighboring departments  Members:  Volunteers - 30 Paid - 15 Retired - 16 Non-member - 1  Page 11 of 15    Total of 62 on roster  Recreation and Parks - Adam McComb COVID Impacts to Department: Hoping some regulations will relax. Spring refunds in 2020  Staff has made the best of our time as possible with  COVID-19.  Athletics:  Had some Fall clinics for soccer and baseball November 2020 - flag football program. Spring 2021 - sports planned with Health Department input for youth soccer and youth baseball  Registration numbers for soccer, t-ball and machine Little League Baseball - had seven register; cannot have a  pitch are going well  team.  Will be running some clinics  Pool:  Hope to open pool for summer swim activities and summer Program adjustments will be made as directed by  camp.  Health Department Revenues and foot traffic down due to COVID Capacity limits were mandated Only had public swim/lap swim and pool rentals Did not have swim teams and lessons  Recreation Center:  Revenues and foot traffic are low Capacity limits Facemask requirements Flood repair Ongoing  Projects:  Will take most of fiscal year to reçover Will be assessing park grounds and green spaces to see if over seeding is required  Upcoming Projects:  Gold Star Memorial - VFW  Goal of dedication on Memorial Day 2021 Friends of the Dog Park are fundraising money to install fence and develop facility  Dog Park  Public Works = Travis Butcher Water Plant:  New raw' water valve (electric)  New turbidity monitors (cut down % oft turbidity)  Page 12 of 15    Finished water meter vault Chlorinators Surface wash motor rebuild Flood gates for reservoir Repaired floc mixers  Plug for clear well overflow protection from floods  Cost estimate - $15,000  Employees did work; replaced with stainless  Cost $500  Future Water Plant Projects:  Convert to electric actuators; they are more efficient than High service pump replacement (current ones are 53 years These are responsible for pumping 750,000 gpd Risk and Resiliency Assessment and Emergency Standard Street water line project - railroad access to  air. old). Distribution:  Response Plan. Bridge Street:  Cost estimate $50,000 Employees did work Cost- $9,500 Installed 700' of6"C900  This connected the two mains on the south Hydrant at Terminix had a flow of 339 gpm  side of the railroad tracks Went to 1,298 gpm  North Elkin Water Tank: Colony Lane:  Interior sand blasted and recoated New hydrant and line valve Water line 60' of6",400' of2" Flushed hydrant Flushed hydrant for park - 300' of2" New flush points installed  Streets:  Oversize pickup  Will pick up one oversized item for $25  Will not have to wait until April for item to be picked up (Bulk Item Pickup Day)  Trimmed trees along Ivy Circle, Brookwood and Dillon Removed sand from Memorial Park Drive and library  Right-of-way mowing Brush pickup parking area  Maintaining trash and recycle cans Help EVTA with millstones  Page 13 of 15    Leaf pickup Victoria Street is to be paved Bridge Street islands Street sign maintenance Compact Track Loader  Need to replace Backhoe - Cost $110,000 Compact Track Loader - Cost $87,000  Can be used by more than one department  Street cleanup Stack brush at garage Clean sand off Memorial Park Drive Forklift Snow Removal Mowing  Anytime there is an issue at the park, have to call someone to come in to do the work  Staff decided it would be more cost effective to purchase Following discussion, it was the consensus of the Board to use money that was overbudgeted to  compact track loader.  make this purchase.  Final Discussions and Comments for Staff  Adam McComb:  Recreation fees need to be advertised before July 1st.  We plan to have two swim sessions: One pool session - $5 Two pool sessions - $8 We run the tennis tournaments now: Tournament fee $15  Commissioner Eidson:  Ist there a policy on street parking on Dillon Street?  Discussed on-street parking and some problems it creates  on this street.  Closing Remarks (Mayor Bishop)  Thanked staff for all their work.  A lot has been accomplished.  Commissioner McCulloch made a motion to go into closed session according to NCGS 143-318.11(a)(3) for a legal update from the Town Attorney. Upon a second by Commissioner Gwyn, the Board went into closed session at 4:05 p.m.  Page 14 of 15    The Board returned to open meeting at 4:10 p.m. There being no further business, Commissioner McCulloch made a motion to adjourn. Upon a second by Commissioner Gwyn, the motion was unanimously approved. The Board  adjourned at 4:10 p.m.  Sam  3  Catherine  ii  C. Tilley, Town Clerk  Page 15 of 15