TOWN OF FOUR OAKS TOWN COUNCIL: MEETING May 10TH, 2021 AGENDA  1) Call to Order  2) Invocation and Pledge of Allegiance 3) Approval ofMinutes 4) Proclamations a) Joey Yow b) Becton Dickinson c) Linwood & Betsy Byrd d) Durwood Stephenson e) Memorial Day  a) Town Council Meeting April 124, 2021  f) National Day ofl Prayer - Read at ceremony on May 6th 5) Public Hearings - Pauline. Ketchum, Planning & Zoning Administrator a) Johnny & Lori Taylor Special Use Permit b) Brig & Karen Hansley - Special Use Permit c) Chapter 160D Amendments - First Revision Overview  New Business  a) Planning Board Vacant Seat Applications- - Ian' Trammell & Tommy Dees  b) Reaffirm Commitment to I-95/1-40 Crossroads of America Economic Development Alliance,  Inc. Memorandum ofUnderstanding FODDA Updates - Reid Williams & Eric Fogleman d) Approval of CDBG-CV Budget Ordinance  7) Mayor's Comments 8) Department Reports a) Police -1 Hatch  b) Parks & Rec & Outreach -] Hines Water and Sewer- - Medlin d) Sanitation & Streets - Surles Finance - Hardy Adjournment 125    TOWN OF FOUR OAKS TOWN COUNCIL MEETING  May 10th, 2021 MINUTES  Call to Order  Mayor. Linwood Parker called the May 10th, 2021 regular scheduled' Town Council meeting to order at 7:00 p.m. Those present included Commissioners Andy Hardy, John Hatch, Mike Hines, Vic Medlin, and Carles Surles. Also present were Public Works Director Barry Stanley; Planning & Zoning Administrator Pauline Ketchum; Town Clerk Martha Garris recording minutes; Town of] Four Oaks Development Coordinator Reid Williams; and Mike Dart from FO: Benson Newi in  Review.  Invocation and Pledge of Allegiance  Commissioner Hatch gave the opening Invocation with Commissioner Hines leading the Pledge  ofAllegiance.  Approval of Minutes  Town Council Meeting - April 12"h, 2021  Commissioner Hardy made ai motion to approve the Town Council regular meeting minutes as  presented, seconded by Commissioner Surles, voting unanimous.  Proclamations  Proclamation Honoring Rev. Joey Yow for his ministerial services and dedication to the Town-C Commissioner Hardy read & presented the proclamation to Rev. Joey Yow. Rev. Yow Proclamation Recognizing Becton Dickinson & Co. for their service and dedication to the Town- Commissioner Medlin read and presented the proclamation to BD: representatives. Alvin Norman - Associate Director, JD Miller Facilities Maintenance Manager, & Cathy Webb-F HR Business Partner. They each expressed that BD is excited to be aj part of Four Oaks and to be a Proclamations of Appreciation for Linwood & Betsy Byrd and Durwood & Vickie Stephenson for their dedication and generosity ofl land donations to the Town- Commissioner Hines read and presented the proclamations tol Linwood & Betsy Byrd and Durwood Stephenson. Mr. Byrd thanked the Board and commented that he and Betsy moved to Four Oaks in1969, raised their family here and hopes that donating the land will help Four Oaks continue to be a great place to live for al long time. Mr. Stephenson thanked the Board and commented he served on a World Games Committee with Rev.. Joey Yow years ago, was involved with the Mayor in getting BD to Four Oaks, went to school with the Mayor, and ifyou live long enough you will accomplish something to get an award. Mayor Parker thanked Mr.  thanked the Town and community for all the support over the years.  member of the Four Oaks Chamber of Commerce.  Stephenson for making a call to help get BD to come to Four Oaks.    Proclamation in Honor ofMemorial Day Proclamation for National Day of] Prayer  Commissioner Surles read thej proclamation in honor of Memorial Day.  Mayor Parker reported this was read at the National Day of Prayer ceremony on. May 6th, 2021.  Mayor Parker thanked Anita Stephenson for putting the ceremony together.  Public Hearings  Mayor Parker called the meeting into aj public hearing.  Pauline Ketchum, Planning & Zoning Administrator, relayed the Planning Board met on. May 4,  2021 for the following hearings. Johnny Taylor - Special Use Permit  Mrs. Ketchum relayed the planning board heard the request for a special use permit by Johnny Taylor at 890 Tettersville Road for an oversize 1,720 sq. ft. accessory building. Johnny Taylor was present to: represent the request. Mrs. Ketchum reported 5 letters were mailed out to neighbors within a 500 sq ft radius and she received no comments back, all requirements can be met, and the planning board recommended the approval oft the building. Commissioner Hatch inquired ift the build would be used for storage only. Mr. Taylor responded it would be used for storage and some tinkering but not as a public business. There were no further comments. Mayor Parker closed the public hearing. Motion to approve Johnny Taylor's special use permit request for an oversized accessory building was made by Commissioner Medlin, seconded by Commissioner Hardy, voting unanimous. Mayor Parker instructed Mrs. Ketchum to make sure  this building will be for personal use only and not a business. Mayor Parker called the meeting into aj public hearing. Brig & Karen Hansley - Special Use Permit  Mrs. Ketchum relayed the planning board heard the request for a special use permit by Brig & Karen Hansley at 117 Grady Street for an oversized three (3) car garage with upstairs storage and explained the garage's foundation will be elevated 6 to 8 inches to match the house. Brig & Karen Hansley was present to represent the request. Mrs. Ketchum reported 58 letters were mailed out to neighbors within a 500 sq ft radius and she received no response; all: requirements can be met; and the planning board recommended the approval of the garage. Commissioner Medlin inquired ifs all setback requirements could be met. Mrs. Ketchum: responded with yes, Commissioner Hardy inquired ift the foundation would be elevated with hopes toj prevent flooding. Mr. Hansley responded with yes. Commissioner Hatch inquired ift the build would be used for storage only. Mayor Parker asked Barry Stanley ifl he thought everything would be okay with the drainage. Mr. Stanley responded with yes, There were no further comments. Mayor Parker closed the public hearing, Motion to approve Brig & Karen Hansley's special use permit request for an oversized garage with upstairs storage was: made by Commissioner Medlin,  seconded by Commissioner Hardy, voting unanimous.  Chapter 160D Ordinance Amendments - First Revision Overview  Mrs. Ketchum reported the effective date for the Chapter 160D Ordinance Amendments is July 1$,2021. Our attorney, Chip Hewett and Marcus Burrell, completed the Town's Chapter 160D Ordinance revisions and provided a checklist to make sure all statutory requirements were: met    by July 1st. Mrs. Ketchum also reviewed and discussed any questions she had pertaining to Chapter 160D Ordinance Amendments with Mr. Hewett & Mr. Burrell. The attached draft with the changes and checklist was presented to the Planning Board and now tot the Board to review. She commented this is replacing the Chapter 153A Ordinance with the Chapter 160D Ordinance which we are already doing what is required ini the amendments but we just needed to change some. language based on the general statute requirements. Mrs. Ketchum stated, "The proposed amendments are in compliance with the Town of Four Oaks Comprehensive Land Use Plan, aka "comprehensive Plan," vision and mission statements and other adopted Town plans haying bearing on the matter. This is the 1st draft oft the Chapter 160D for review with the final approval vote being on the 14th day ofJune 2021 by the Board of Commissioner." Commissioner Hines inquired about the meaning of#10 on the checklist which states, "permit development regulations to be adopted on 1st reading with a simple majority." Mrs. Ketchum responded this probably falls under subdivision regulations and/or under single family regulations to make sure we go through the proper procedures and make sure they meet all NC building codes. Mrs. Ketchum was going to verify exactly what this actually means. Mayor Parker thanked Mrs.  Ketchum and the Planning Board for all they are doing.  Public Comment  Anthony Whitaker, Four Oaks Middle School Principal, gave updates for the school: (1) thanked the Board for allowing the school to have the gth Grade Award Ceremony ini the Park on May 27; (2) May 18 the school needs proctors for EOG testing; (3) FOMS will be hosting summer school June 7-July 15, Monday - Thursday which is recommended for students to attend, catch up and be ready for move: forward for the: next year; (4) school is striving for an A or high B rated school by 2023-2024; & (4) he proudly announced that 6th grade teacher, Jaclyn Thompson-Dawes, was named Johnston County Public Schools Certified Employee oft the Month. She truly dedicates herselfto teaching her students. For the gth Grade Award Ceremony, the Town will provide chairs for the kids, and provide and setup the sound system. Commissioner Hardy inquired if the school would need the SRO: for summer school. Mr. Whitaker was going to find outi ift they will be updating the SRO contract since it just covered the Joan Pritchett, Chamber of Commerce, reported the Chamber's upcoming planned events: (1) May 11th at 10:00 am will be the ribbon cutting at BD as a celebration oft their partnership with the Town; (2) Spring Movies in the Park - May 22, & June 26; (3). Acorn Festival - September 11; (4) Car and Motorcycle Swap Meet - October 9; (5) Movie Night in the Park - October 23; (6) Oyster Roast - November 11; (7) Christmas Tree Lighting & Movie in the Park -I December 3;(8) Christmas Parade - December 4. The Chamber is working on details for all the Fall events.  actual school year.  New Business  Planning Board Vacant Seat Applications - Ian Trammell &' Tommy Dees Commissioner Medlin relayed the Planning Board has a vacant seat due to the resignation of Stanley Johnson from the Holt] Lake area and there were 2. Planning Board applications received 11) Ian Trammell of 302 W: Hatcher Street - Mr. Trammell has been aj resident for 3.5, years, isr retired from the US Army, and owner of Monkey Ink Tattoos. Commissioner Hatch inquired if he had volunteered before, Mr. Trammell responded yes and he was seeking an opportunity to continue in civil service, he considers Four Oaks as. his home and wants  ofwhich the applicants were present for the Board to interview:    tol be involved. He commented he wants to be aj part of the Town's: future growth. Commissioner Hardy asked Mr. Trammell what he could bring toi the Planning Board and what experience he had. Mr. Trammell responded he had no experience but he is good at self-improvements and seeking out information and is eager to learn and work with others in the Town. He looks forward to researching successes and falls of zoning amendments made in local communities around us to help our Town, along will regulations and looking 12) Tommy Dees of200 Spring Branch Drive- - Mr. Dees has been a resident over 20 years, is the owner ofDees Construction, a licensed NC Real Estate Broker and General Contractor. Commissioner Hardy asked Mr. Dees what he could bring to the Planning Board and what experience hel had. Mr. Dees responded he hasn't been on a planning board but he has been in construction and development and dealt with planning boards all over the state through his work. He sees the need tol have planned, good growth in Four Oaks and would like to use. his years of experience and help in any way he can. Commissioner Medlin thanked both gentlemen for their interest and stated the Board will make a decision and the Town Clerk will bei in touch with each applicant. Commissioner Hines inquired how many members are on the Planning Board. Mrs. Ketchum responded 5 from within the city limits and 5: from the ETJ and shared a map of where each member lives in thej jurisdiction. The Town tries to keep equal numbers from the city limits and ETJ tol have a fairi representation Mayor ask about the Board of Adjustments ("BOA") existence. Mrs. Ketchum commented there is no longer a BOA because we. haven't used it in al long time and thel Planning Board is handling Reaffirm Commitment to I-95/1-40 Crossroads of America Economic Development Mayor Parker explained he would like the Board to: reaffirm the Town of Four Oaks commitment to working together with the City ofl Dunn & Town ofl Benson moye forward with the Alliance and let Benson know Four Oaks is willing to discuss any changes to the MOU they are concerned about, Motion to reaffirm the Board's commitment tot the Alliance was made by Commissioner Hardy, seconded by Commissioner Medlin, voting unanimous.  at purposed subdivision growth in Town.  throughout the jurisdiction.  everything now.  Alliance, Inc. Memorandum ofUnderstanding ("MOU")  FODDA Updates  Reid Williams, Town of Four Oaks Development Coordinator, recommended Dustin Norris as a new member nominee to the Design Committee. Motion to accept Dustin Norris to the Design Committee was made by Commissioner Hardy, seconded by Commissioner Medlin, voting Eric Fogleman, chairperson for the Design Committee, presented a list of prioritized items the design committee feels are important for the downtown revitalization project to enhance safety, maintenance, and aesthetics. The committee recommends these items and asked the Board  unanimous.  review and consider discussing with the CDBG-CV engineer.    CDBG-CV Budget Ordinance- - Martha Garris, Town Clerk  Clerk Garris read the CDBG-CV project budget ordinance between the Town ofFour Oaks and the North Carolina Department of Commerce Rural Economic Development Division which needs approval by the Board to move forward with the funding oft the CDBG-CV project. The project is also known as the CDBG-CV COVID Recovery Assistance- CBD. Pedestrian Improvement Project. The: revenues of $900,000 for the project are from the NCI Department of Commerce CDBG-CV and the amounts appropriated for the project are pedestrian improvements (A/B & Construction) of$875,000 & administration of $25,000. Motion to approve the CDBG- CV budget ordinance was: made by Commissioner Medlin, seconded by Commissioner Hardy,  voting unanimous. Mayor's Comments  Mayor Parker asked Public Works Director Barry Stanley had looked into the drainage issues and paving in the Forest Hills Subdivision. Mr. Stanley responded yes and there is aj plan in  place. Commissioner Hardy added that will be in the 2021-2022 budget.  Department Reports Police- - Hatch  Commissioner Hatch reported all was going well and turned it over to Clerk Garris. Clerk Garris read the monthly police report (attached) that had been provided by Chief. Anderson.  Parks & Rec and Outreach -) Hines  Commissioner Hines reported: (1) baseball season was going well and the town guys are keeping up the fields; (2) building ofthe Veteran Memorial project in Barbour's Grove Park was underway; & (3) Sunday, May 30 at 4:00 pm there willl be a Memorial Day Observance in the  Park.  Waterand Sewer - Medlin water and 6% gain for sewer. Sanitation & Streets  Commissioner Medlin read the water and sewer report (attached). Water had revenue of$21,164 and the sewer had revenue of$41,106. The 12-month daily average per gallon was a 5% loss for  Commissioner Surles reported: (1) sanitation is good; and (2): for streets, some ofthe pot holes had been fixed around town; & (3) the State had put rocks on one; side ofUS 301 near. Forest Hills and needs to put some on the other side by the pond. Commissioner Hatch thanked the Mayor Parker commented in coordination with the downtown project, there is ai need to get with Durwood Stephenson to see what needs to be done about getting Main Street paved when doing  town for putting up the one-way street signs on Bandy Street,  the downtown revitalization project because it is a State maintained street.  Finance-I Hardy  Commissioner Hardy read the financial report (attached) with total funds of $1,959,991 and made ai motion to approve the April payables listed ini the attached report, seconded by  Commissioner Surles, voting unanimous.    Executive Session  Motion was made by Commissioner Hardy, seconded by Commissioner Hines to move out of regular session and into executive session to discuss economic development matters fort the  Town of Four Oaks Development Corporation, voting unanimous.  No motions were made  Motion was made by Commissioner Medlin, seconded by Commissioner Hardy to move out of  executive session and into regular session, voting unanimous  Regular Session Continued New Business Continued  Planning Board Vacant Seat Applications - Ian Trammell & Tommy Dees - Continued Ian Trammell lives at 302 W: Hatcher Street who is interest in being aj part oft the town and has shown interest before. The board discussed there are 2 other planning board Tommy Dees lives at 200 Spring Branch Drive, which is from the same area as the person who resigned. Filling the vacancy with someone: from the same area would be consistent with having a wide spread representation around the town and ETJ. Mr. Dees also has construction experience and has dealt with planning board across the State. Commissioner Medlin commented the planning board needs someone with construction experience. Commissioner Hatch commented that he hated to see the board turn down someone who is interested in being involve in the Town and he knows Mr. Trammell has been turned down before. Commissioner Hardy commented there may be some opportunity to get involved Motion was made to accept Tommy Dees as the applicant to fill the Planning Board vacant seat based on the geography oft the vacant seat was made by Commissioner Medlin, seconded by Clerk Garris was to relay the decision to the applicants and: refer Mr. Trammell to Reid Williams  The Board discussed the two Planning Board candidates:  committee members that live in that same area oft town.  onal Downtown Committee that could be a start for Mr. Trammell.  Commissioner Hines, voting unanimous,  to discuss joining one oft thel Downtown Committees.  Adjournment  With no further business brought before the Town Council, motion to adjourn at 8:40 p.m. was made by Commissioner Medlin, seconded by Commissioner Hines, voting unanimous.  ATTEST: Mbsyle Martha Garris, Town Clerk  A Parker, Mayor  30  Linwood    TOWN OF FOUR OAKS BUDGET MEETING May 25, 2021 AGENDA  1): Call to Order  2) Invocation and Pledge of Allegiance  3) Public Comments  4) Budget Session - FY 2021-22 Proposed Budget & Preliminary Budget  Ordinance 5) Adjournment    TOWN OF FOUR OAKS BUDGET MEETING May 25th, 2021 MINUTES  Call to Order  Mayor Linwood called the May 25th, 2021 special called the Town Council budget meeting to order at 6:11 p.m. Those present included Commissioners Andy Hardy, John Hatch, Mike Hines, and Carles Surles. Also present were Town Clerk Martha Garris recording minutes. Not present  and excused Commissioner Vic Medlin. Invocation and Pledge of Allegiance  Commissioner Hatch gave the opening Invocation with Commissioner Surles leading the Pledge  of Allegiance. Public Comments  Mayor Parker thanked everyone for their hard work and commented that the Veteran's Memorial in] Barbour's Grove Park was looking nice. He commented he had reviewed the budget and thanked Commissioner Hardy and Clerk Garris for a good job done on it.  Budget Session  Commissioner Hardy presented the 2021-2022 Proposed Budget. He told the board that the budget reflects an increase in reserves for the General Fund and Water & Sewer Fund. The Town is currently on the Local Government Commissions ("LCG") Unit. Assistance List ("UAL") due to our fund balance availability ini the general fund is lower than our population group and an internal control issue with the budget. As for the fund balance availability, we meet and exceed state guidelines but we are under the average fund balance availability for our similar population group in the State. We are working to improve and get off the LCG UAL. Commissioner Hardy highlighted the significant budget line item changes:  1) General Fund  a) Revenues - Total Revenues $2,238,000  Current taxes line -1 increased approximately $60K primarily due to the growth int the town. Tax rate will remain at 45 cents per $100 tax value. Motor Vehicle Taxes line - increased approximately $10,000 due to growth. SRO reimbursements line- Officer salary and benefit reimbursement from Johnston County Schools for providing SRO: in schools-NOTE: assuming Open Space Fees - included $100,000 because the Civitan Rd developer plans toj pay for all the open space fees at one time which is $800 per lot and other  JCPS will renew the contract.    developers are paying as they go. These fees will be put in a separate account Garbage Fees - increase approximately $15,000 due to the town growth P&R: revenue is included because we will be having the football program  for parks & recreation use. later as: needed.  b) Expenses - Total Expenses $2,238,000  Salary lines - employee salary increase of3%  Community Involvement - total of$17,500 remained the same as prior year however the allocation willl be: $5,500 to the Chamber of Commerce; and split the remainder between the Four Oaks Elementary School, Four Oaks Middle Miscellaneous expense line - this amount goes into the reserve and the town needs to work to increase reserves to improve fund balances required by the Fire department increased approximately $14,000 which includes part-time salaries and aligns with the fire departments budget from taxes. Fire department receives a portion oft the ad valorem taxes received from the county equivalent Police department vehicles line - replace Lt. Lebow's car with a SUV because it Police department supplies line - increase includes new body cameras Chiefp purposed the need for an additional officer position due to the town's growth and the need to fill two (2) teams with 3 officers each. Commissioner Hatch expressed his concern for the need oft the additional position for the growth and safety of the town. The board recognizes the need sO they agreed to revisit this need around September after we find out ifJCPS will be renewing the SRO contract and hopefully some oft the unknown expenditures will clear up Sanitation department vehicles line - $100,000 budget is for various needs such as al backhoe, roofreplacement on town shop, trash truck overhaul, etc. Some oft these items were budgeted for in 2020-2021 but the Town was unable to address due to other unexpected expenses. Commissioner Hardy commented that at some point there are other needs such as more public works staffing and other equipment replacements that we need to be prepared for as needed. Parks & Rec maintenance & repair line - includes cost ofh hosting a. July 4th Streets department maintenance & repairs line - increase approximately $70,000 to include paving Benson Ave. & the Forest Hills subdivision.  School, and South Johnston High School.  State  to 8 cents of the towns 45 cents.  will be sturdier for the weight oft the K9 cage.  by then.  celebration in the future.  ) Suggestions for proposed budget changes:  Elections expense line - add $3,500 agreed on the follow increase:  Mayor suggested increasing the Council's salaries. The board discussed and i. Commissioners increase from $60/month to $100/month ii. Mayor increase from $90/month to $125/month    Commissioner Hardy pointed out as already mentioned, we have some significant projects in progress that pose some uncertainties such as the Downtown Revitalization Project, the Ashley Furniture Project, the Alliance project, SRO position, and the need to increase reserves to meet the LCG expectations. We: need to keep these ini mind as we consider looking at specific needs. Ini the budget, the reserve is $226,000 but wel have to exclude the $100,000 P&R open space fees making the budget much tighter. The Board will reevaluate things in September and discuss Mayor Parker commented the. Board needs to implement a plan to control the growth in town and  adding a police officer position.  al plan tol be able to replace equipment and increase staffing as needed.  2) Water and Sewer Fund  a) Revenues - Total Revenues $1,497,000  The NC Rural Water Association ("NCRWA") recently performed a water and sewer: rate study for the town. The results from the rate study indicated water rates were significantly low by approximately $10.82 and sewer rates were close to even. The NCRWA: ran a scenario to include a 5-year rate increase plan which would cover cost of depreciation over the 5 years in order to reach full cost recovery ofwater and wastewater operations. The plan included an estimated annual increase by the county of 6% for water and 5% for sewer, an annual 2.5% cost ofl living increase, and increasing outside rates to double inside rates by year 5. The rate study will be reevaluated annually tol help accomplish our 5-year plan. The rate study will help the town get rates where they need to bei in 5 years to recover costs. Commissioner Hardy recommended we follow the direction laid out ini the rate study going forward. Water charges line - increased $130,000 based on thei rate study 5-year plan. Sewer charges line - increased $98,000 based on the rate study 5-year plan.  b) Expenses - Total Expenses $1,497,000  Salary lines - employee salary increase of3%  Water purchases line - increase as a result of. Johnston County increasing their Miscellaneous Expense this amount goes into the reserve and the town needs to work to increase reserves to improve fund balances required by the State. Sewer maintenance & repairs line - increase due to expenses associates with Sewer transmision/treatment line increase as ai result of Johnston County  costs to the town by 6%.  maintaining sewer pump stations. increasing their costs to the town by 5%.  Commissioner Hardy commented that the town doesn'thave a capital project fee and it has been recommended we have one to help maintain our water & sewer systems as needed similar to the County's. We: need to look into including that to the tap fees for new customers. He also stated we don't charge a sewer capacity fee but will soon be adding it to the fee schedule for new builds because the county will soon start charging the town al bulk sewer capacity fee of$11/gpd. We are going to soon update our fee schedule to bring back toi the Board for approval.    Commissioner Hardy discussed the American Rescue Plan Act money that we will be receiving from the State in the amount ofapproximately $660,000 will have to be spent based on specific guidelines. We are. looking atj probably spending it on water and sewer infrastructure such as improving pump stations, new: meters project, and evaluating our underground pipe systems. Mayor Parker commented that the town does need to develop a capital improvement plan ("CIP") on paper and outline a 20-year plan. Commissioner Hardy added that a CIP will help get Commissioner Hardy made a motion to accept the proposed budget as presented except to include the minor changes discussed in the general fund, seconded by Commissioner: Hines, voting unanimous. Mayor reiterated the budget leaves the tax rate at 45 cents per one. hundred dollars of property value and includes water & sewer rate increases based on the NCRWA rate The next budget meeting is scheduled for June 22, 2021 at 6:00 pm for the public hearing and  USDA loans when needed.  study recommendations. final approval. Adjournment  With no further business brought before the Town Council, motion to adjourn at' 7:20 p.m. was made by Commissioner Hines, seconded by Commissioner Hardy, voting unanimous.  ATTEST:  A Linwood Parker, Mayor  Mosoyn Martha L. Garris, Town Clerk