Town ofMicro  Board ofCommissioners Saturday - January 14, 2023 9:00 a.m. - 12:00 noon Micro Town Hall  Special Meeting/Work Session MINUTES  r0  Present: Marty Parnell, Mayor Coy Stanley, Commissioner Katy Garcia, Commissioner Lee Worsley, Triangle J Council of Governments Kimberly Moffett, Interim Town Clerk  Absent:  Kevin Worley, Mayor Pro Tem  1. CALLTO ORDER  Call to Order Pledge of Allegiance Invocation  Mayor Parnell called the meeting to order at 9:20 a.m. 2. ADUSTMENTADOFTON OF THE AGENDA a. Adoption of the Agenda ACTION: Motion: Second: Vote:  Adoption of Agenda Commissioner Garcia Commissioner Stanley Unanimous  3. BOARD TRAINING a.  LGC Fiscal Training for Elected Official  Everyone in attendance watched a total of 8 modules regarding Fiscal Training for board members. This training module was created and offered by the Local Government  Commission. Additional Board Training  b.  Ms. Moffett shared a document that included many topics; organizational meeting, types of meetings, quorums, open meeting laws, public records, record retention, agendas, motions, types of documents, items that require annual adoption, and ordinances information.    4. STAFF RECRUITMENT a. StaffVacancy Discussion  Town Clerk Financial Officer  There was discussion regarding opportunities to assist with fillingi in until such time there is al better understanding on full financial situation. Some suggestions included  interns, university apprentice programs and Next Gen.  5. OTHER  a. Planning Board. Appointment(s) >T. Byron Smith- -In-Town >) John Schullery- - In-Town > Chad Holloman-E ETJ  There was discussion regarding process for appointment tol boards. Itwas consensus oft the board they would like tol begin an interview process when there is more than one applicant foray vacancy. Currently there are two vacancies for ETJ positions and one vacancy for in-town. It was agreed that Chad Holloman would be recommended to Johnston County Board of Commissioners for appointment to fill one oft the ETJ vacancies on the Planning Board. Ms. Moffett will forward this recommendation to the County Clerk fori inclusion on the next) Johnston County Board of Commissioners meeting. It was also consensus that interviews be set up fort the in-town vacancy. Included in thei interview process would be either the Mayor or Mayor Pro' Tem, Town Clerka and Planning Board representative. Followingi interviews, recommendations) for appointmentwill be provided to the Board of Commissioners at their next meeting for appointment.  ACTION: Motion: Second: Vote: b. Financial Items  Recommendation of Mr. Holloman for appointment to ETJ vacancy  Commissioner Stanley Commissioner Garcia Unanimous Operational Items  There was discussion and concerns about correct figures and numbers. As many bank reconciliations were not completed, we cannot proceed with the: auditwithout these records. This item is being addressed and worked on the Triangle/Staff. There was lengthy conversation about audits and the process. Mr. Worsley shared concerns about the findings from the recent FY '20-'21 audit. Mr. Worsley: stated these types off findings (segregation of duties) are very typical for small towns with small staff numbers. Mr. Worsley addressed: some budget    violations and stated there was a need to getal handle on this. He stated this would It was also stated there were: some: minor errors in payroll and the way some information was entered. He reassured there was nothingi improper justa a simple Itv was agreed that a financial report needs tol be provided on each agenda moving Mr. Worsley stated there is concern over decrease in fund balance. Itwas stated a good deal of moneyi is being losti in the utility fund. Itwas stated the upcoming budget will need tol be as essential as possible and the town will need to be very mindful moving forward. There was a discussion regarding operational savings and looking for all opportunities for savings. There was also discussion regarding ARPA funds. Mr. Worsley stated they can be used for revenue replacementand: additional  include pre-audit procedures: and monthly reporting.  entry mistake. forward.  information willl be provided..  6. ADJOURNMENT a. Adjourn the Meeting  With there being nothing further, the meeting was adjourned at 1:28 p.m.  ACTION: Motion: Second: Vote:  Adjournment ofthe Meeting Commissioner Garcia Commissioner Stanley Unanimous  Duly adopted this the 14th day of February, 2023 whilei in regular session.  Marty Parnell Mayor  505  ATTEST:  <Kinldy ALMoGet Kimberly A. Moffett, CMC, NCCMC Interim Town Clerk