Town of Hertford  Regular Session Meeting (In Person/FaceDook) Monday, February 13, 2023 - 6:00PM Horace Reid Community Center, 305 W Grubb Street  The Council oft the Town of Hertford held a Regular Session Meeting at the Horace Reid Community Center (also by Facebook) on Monday, February 13, 2023, at 6:00F PM.  COUNCIL MEMBERS PRESENT Earnell Brown, Mayor Jerry Mimlitsch Connie Brothers STAFF PRESENT Janice McKenzie Cole, Town Manager Gina Durante, Town Clerk John Leidy, Attorney A quorum was present. CALL TO ORDER  Ashley Hodges, Mayor Pro Tem Sandra Anderson  Mayor Brown called the meeting to order, INVOCATION & PLEDGE OF ALLEGIANCE  The invocation was given by Councilwoman Anderson, followed by the Pledge of  Allegiance.  APPROVAL OF AGENDA  Ar motion was made by Councilman Mimlitsch to approve the agenda as presented and Councilwoman Anderson seconded the motion. It passed unanimously, 5-0.  CONSENT AGENDA  Mayor Pro Tem Hodges made a motion to approve the Consent Agenda and it was  seconded by Councilman Mimlitsch. It passed unanimously, 5-0.  CITIZEN CONCERNS  Muriel Harmon thanked Council for the opportunity to speak to them. As budget season is approaching, Mrs. Harmon suggested that the Town invest in an upgraded sound system. She explained that with the growth of the town and the increasing number of events being held, a better sound system is needed as the current sound system was not audible to all residents and people in attendance of the events in Town.  February 13, 2023 Regular Session Minutes  1    Sara Winslow thanked Council and commended Manager Cole for being an advocate for the Town regarding the Harbor Town dinner cruise boat and working to get the Town grants to upgrade our dock. Ms. Winslow also spoke about July 4th fireworks and the need to monitor where those are being set off as there are significant safety issues. Lastly, Ms. Winslow commented that the flashing speed sign on the new S-bridge is effective when it is working, and it has been inoperable for a few weeks.  CONTINUED BUSINESS  a) Retreat N-Focus - Invoice and Proposed Agenda  Manager Cole has given Council a copy of the contract for the facilitator for the Council Retreat scheduled February 25th and 26th. All costs are included in the contract, including the facilitator's travel and lodging fees. The proposed agenda was also distributed to Council. Manager Cole asked Council to review the proposed agenda and email her any changes. First Tryon, the Town's financial advisors, will present either by Zoom or in person. Council discussed that they preferred to have them present in person and would like to have a financial report from First Tryon to review and familiarize themselves with prior to the retreat. Mayor Brown asked for a motion to approve the invoice from N-Focus. Councilwoman Brothers made the motion and Councilman Mimlitsch seconded. The motion to approve the invoice passed unanimously, 5-0.  NEW BUSINESS  a) WithersRavenel Task Order #5  Manager Cole explained that this is the task order for the AIA Grant for the Winfall Sewer Merger Study. There was discussion if Winfall needed to be notified of the study should they need to provide any access or information to WithersRavenel. Manager Cole explained that this is an analysis, and WithersRavene! has the information they need. Mayor Pro Tem Hodges made a motion to accept Task Order #5 as presented. Councilwoman Anderson  seconded the motion and it passed unanimously, 5-0. b) Adoption of a Brand and Flower for the Town of Hertford  Manager Cole stated that the Town is branding itself as a destination to attract people. The logo "Cultivating the Arts" representing Hertford as a brand will be voted on. She explained to Council that the daylily was adopted by the previous Council as the town flower. The daylily has already been used on various media, including banners and stickers for Hertford. She asked for a vote on the brand "Cultivating the Arts". Council discussed the brand and agreed that Cultivating the Arts would attract visitors on a continuous basis. Mayor Pro Tem Hodges made a motion to adopt "Cultivating the Arts" as Hertford's brand. Councilman Mimlitsch seconded it and the motion passed unanimously, 5-0.  c) Budget Amendment (Powell Bill) February 13,2023 Regular Session Minutes  2    Manager Cole explained that she realized a budget amendment is not necessary to approve the purchase of the two (2) solar speed displays as she is seeking approval to fund it out of the Powell Bill. The new displays will collect data and can measure what time of day speeding on and near the S-Bridge occurs. Counciwoman Brothers made a motion to approve the invoice and it was seconded by Councilman Mimlitsch. The motion passed unanimously, 5-0. d) Approval of Article II, Section 4-21 of the Town Ordinance Manager Cole told Council that a Town employee who works with street maintenance is also performing Code Enforcement, with an emphasis on junk, nuisance, and abandoned vehicles. Over 100 vehicles have been identified by the Nuisance Code Enforcement Officer, and the Town Clerk is sending out letters to the residents where the vehicle is located, at a rate of 12 per week. Our current Town Ordinance states that the police department and building inspector are responsible for the administration and enforcement of such violations. As per Town Attorney, John Leidy, the ordinance needs to be rewritten as substituting Nuisance Code Enforcement Office for police department and/or building inspector will not suffice. Attorney Leidy explained that the procedures in the current ordinance can be streamlined, and vehicle owners can request a hearinglappeal prior to the removal/towing of vehicles at the owner's expense. Manager Cole has provided the Town Clerk with information on selling vehicles for their scrap metal worth to businesses that have no affiliation to the town, and that information will be included with the violation letters. Attorney Leidy will have an updated ordinance for Council to review at the Work Session, February 27th. Manager Cole discussed the option of the Town leasing vehicles versus purchasing vehicles. She stated the Local Government Commission does not have a preference if Hertford leases or purchases as many municipalities are leasing. There are financial benefits as well as covered maintenance, vehicle buy-back, and no mileage limitations. Manager Cole will prepare a comparison of  e) Leasing Vehicles  leasing versus buying vehicles for Council. Proposed Budget Schedule  Manager Cole, Assistant to the Town Manager Doris Walton, and Account Specialist Ashley Eure have prepared a budget schedule and have begun meeting with Department Heads. There is flexibility in the schedule to approve the budget in ample time and have the public hearing. Councilman Mimlitsch made a motion to approve the proposed budget schedule with the change that the budget be approved at the regular session on June 12, 2023, rather than the same night as the public hearing. Mayor Pro Tem seconded the motion. It  passed unanimously, 5-0. g) WWTP Building  February 13,2023 Regular Session Minutes  3    Manager Cole provided council with graphics and an estimate for a building replacement for the WWWTP. The WWTP needs many repairs. Councilman Mimlitsch gathered information and pricing on a replacement building/warehouse for WWWTP. There are several advantages of the prefabricated metal building, an important advantage being the Town's ability to customize the interior of the building to fit our unique needs. Council discussed the relocation of staff and equipment to the new structure and the condition of the existing building, in which renovations would be extensive and expensive. Some operational equipment is fixed in the current building and would remain there. Engineers would need to survey the land where the new building would be established and determine the  size and type of building that we can accommodate.  h) Managers Update  Manager Cole spoke with Harbor Town Cruise Project regarding the dinner cruise boat. Harbor Town has purchased a different dinner cruise boat than originally stated, and the new vessel will not be able to dock in Hertford as the river level is too shallow fori the boat requirements. Manager Cole made it clear that Hertford still wants to move forward upgrading our dock. Manager Cole has asked them to confirm that money for Hertford dock upgrades is included through the Golden Leaf Grant. We should hear back in approximately 3 weeks, and the funds would be available in June. If there is confirmation that the funds for Hertford are there, a permit should be requested quickly as the permit process Manager Cole updated Council on the grant from the Department of Commerce that Sharon Smith of the Albemarle Commission assisted with and wrote for us. The vegetation has been cleared in Jennie's Gut and it is flowing.  can take 6-7 months.  COUNCIL REPORISICONCERNS  Councilman Mimlitsch acknowledged the sudden passing of Tony Key. He was a long- time resident and friend to many in Hertford. He will be profoundly missed. Councilman Mayor Brown thanked Manager Cole for the clean-up that is happening around Hertford. She also noted that the Town is working with the Perquimans County Rec Center to host movies in Central Park. Two movies are confirmed, and the dates will be announced. Mayor Brown shared that Seeds of Success will have financial instruction for the kids on February 20th and 21st. The goal of the lesson is to teach them to save, Mayor Pro Tem Hodges noted that anything the Town would like to do in memoriam for Tony Keys needs to be sustainable and appropriate. He thanked Manager Cole for advocating on behalf of Hertford regarding the Harbor Town Cruises. Various issues  Mimlitsch asked that Mr. Key's family be in the community's prayers.  set financial goals, and grow one's money.  February 13, 2023 Regular Session Minutes  4    were brought up as concerns in meetings Mayor Pro Tem Hodges previously attended for Harbor Town Cruises. Mayor Pro Tem Hodges stressed the importance of ensuring the funding associated to the Harbor Town Cruises and its destinations be used for that  itv was intended, including upgrading the Hertford dock.  Mayor Brown asked for a motion to adjourn. Mayor Pro Tem Hodges made a motion to adjourn the meeting and Councilman Mimlitsch seconded. It passed unanimously, 5-0.  The meeting was adjourned at 7:25PM.  February 13, 2023 Regular Session Minutes  5