VILLAGE OF MARVIN  10004 New Town) Road] IN Marvin, NCI 28173 Tel: (704)8 843-1680 |Fax:( (704)8 843-1660 www.marvinne.org  CAI  VILLAGE COUNCIL AND. PR&G BOARD. JOINT! MEETING MINUTES  Tuesday, November 30, 2021 - 9am Village Hall, 10004 New Town Road Joint] Meeting (Virtual Meeting) AGENDA ITEMS  1. Call to Order & Determination of Quorum Village Council & Staff Absent: Councilman Wortman PR&G Board  Mayor Pollino and Chairman Baresich called the meeting to order at 9:02am and determined that a quorum was present.  Present: Mayor Pollino, Mayor Pro Tem Vandenberg, Councilman Lein, Present Virtually via Webex: Councilman Marcolese  Staff Present: Christina Amos, Austin W. Yow, Hunter Nestor, Jamie Bays, Derek Durst  Present: Chairman Baresich, Vice-Chair Culp, Bob Nunnenkamp  Present Virtually via' Webex: Dan Wilson Absent: None (1 Vacant Seat)  2. Consider Allowing Councilmembers. and Board Members to Participate Remotely  MOTION: Mayor Pro" Tem Vandenberg moved to allow Councilmembers andl Board Members toj participate remotely.  VOTE: The motion passed unanimously, 3-0.  3. Adoption of the Agenda  Mayor Pro Tem Vandenberg requested toi make the following changes:  Add Item #6 "Discuss and Consider. Amending Manual of] Fees and Charges to Modify Professional Pass and Facility Add Village Council Business Item #1 "Discussion of Goyermentnon-Pront Communication Requests" Add Village Council Business Item #2 "Discuss and Consider. Adoption iPad Usage Policy"  Rentals Fees"  MOTION: Mayor Pro Tem Vandenberg moved to adopt the agenda as amended.  VOTE: The motion passed unanimously, 3-0. VOTE: The motion passed unanimously, 4-0. 4. Discussion of Annual Treel Lighting & Santa Parade  MOTION: Bob Nunnenkamp moved to adopt the agenda as amended. Vice-Chair Culps seconded the motion.  TIME STAMP: 3:30  Derek Durst, Public Facilities Manager, informed the Council and] Board thatt thej preparations are proceeding for both thej parade andt the tree lighting. He explained that the parade would! begin at 3pm ande end by 4:30pm at] Marvinl Efird) Park. Het then explained the timeline of planned events for the tree lighting. The Council and Board discussed the proposed parade route, musical  performances, and communications. TIME STAMP 20:20  5. Discussion of2022 Marvin Day Celebration (Saturday, May 21, 2022)  The Council and] Board discussed logos for the event. Both the Council and] Board agreed to select an Owl as the officiall Marvin Day mascot and logo (shown below). They then discussed the timeline of events for the celebration in depth. The Council and Board also discussed planning additional events to market to teenagers, food trucks, ice cream, the art and gardens tours, the car  show, sponsorships, communications, and marketing. Following this discussion, Dan Wilson left the Webex meeting.  Page12        4 MARN TIME STAMP 1:50:20  w MAR May  May  6. Discuss and Consider Amending Fee Schedule tol Modify Professional Pass and Facility Rentals Fees  Christina Amos, Village Manager, explained that many professional pass holders also reserve the Barn at Marvin Efird Park to hold classes or events for free. She asked ift the Council and Board wanted to consider changing the fee schedule to create a distinction between the professional passes and barn rentals, as well as to consider changing rental fees to an hourly rate. She added that a discounted rate could be provided to professional pass holders during non-peak holders. The Council and Board discussed this in depth and agreed by consensus that professional pass holders should not get free facility rentals. Both boards agreed that as separate photography pass should be provided and that ai flat hourly rate should be implemented for all  rentals. Staff willl bring a revised fee schedule based ata a future meeting.  PR&G BOARD ADJOURNMENT  MOTION: Vice-Chair Culp moved to adjourn the PR&G meeting at 11:12am. Bobl Nunnenkamp seconded the motion.  VOTE: Thei motion passed unanimously, 3-0.  VILLAGE COUNCIL BUSINESS  TIME: STAMP: 2:09:15 information tol be shared. TIME STAMP 2:12:25  1. Discussion of Government/Non-Profit Communication Requests  Austin W. Yow, Village Clerk & Assistant to the Manager, explained that HOPE Union County and the Union County Library Foundation have requested for the Village to share news on the residents' list. Council agreed by consensus to allow the  2. Discuss and Consider Adoption of iPad Usage Policy (See attached VC Item 2, which is included as ai reference in these minutes.) Mr. Yow explained that this policy is toi regulate the usage of Village-issued iPad devices for Councilmembers and employees.  MOTION: Mayor Pro Tem Vandenberg moved to approve the iPad Policy.  VOTE: The: motion passed unanimously, 3-0.  VILLAGE COUNCILADIOURMMENT  MOTION: Mayor Pro Tem Vandenberg moved to adjourn the meeting at 11:17am.  VOTE: The motion passed unanimously, 3-0.  2-14-2021  Adopted:  A Austin W. Yow  F : A SEAL  Ay  u S Village Clerk & Assistant to the Manager  Page 212    VC Ihnz  Policy Number P-2021-11-01 Adopted November 30, 2021  Title iPad Usage Policy Adopted by Village Council  Subject Personnel Number of] Pages 1  Purpose:  The Village of Marvin issues individual iPads and related hardware accessories to Councilmembers: and Senior Staffi in order to promote digital viewing ofmeeting agenda packets, and to aid in carrying out thei functions oftheir assigned duties. The Village of Marvin requires that Councilmembers and employees follow the guidelines listed  below regarding usage of these devices.  Policy:  All Comealmemberyemployes are required to be always professional and conscientious when using Village- issued devices. The iPads and related accessories are municipal property. Coumalmemleryempoyes who leave the Village of Marvin for any reason must relinquish their Village-issued iPad and all related accessories immediately. Comalmemberyemployees are responsible for the security and information stored on the devices. The iPad device must be password protected. Comelmembenyemployees are responsible for retaining all public  records created in the course of using the devices.  Usage:  Itis the Village of Marvin policy that representatives of our organization who are issued an iPad understand the devices are issued primarily for business use. Comcimemlervempoyes are responsible for any and all non-  business-related expenses incurred while using the devices.  Thew Village of] Marvin reserves the right to amend or alter the terms ofthis policy.  Acknowledyment ofiPad Usage Policy  I,  have received, read and understand the Village  ofMarvin iPad Usage Policy.  Emplye/Coumelimember Signature and Date: Assigned Devices &. Accessories:  Surrendered - Signature and Date: