Town of Mocksville Regular Board Meeting January 2,2024  The Town of Mocksville Board of Commissioners met for the Regular Board Meeting on Tuesday, January 2, 2024 at 6:00 p.m. inl Mocksville Town Hall located at 171 S. Clement Street.  Present: Commissioners Present:  Mayor, Will Marklin Jenny Stevenson Johnny Frye Rob Taylor Justin Draughn  Absent: Carl Lambert  Others Present: Ken Gamble, Town Manager All Benshoff, Town Attorney Lynn Trivette, Town Clerk Wade Stewart, Parks and Grounds Lead Brian Moore, Public Works Director Emily Quance, Human Resource Director, Deputy Clerk Rana Gaither, Administration Specialist Lead Renee Bradford, Community Development Assistant Andy Lipscomb, Assistant Fire Chief Mayor Marklin called the meeting to order.  The Town ofMocksville Board paused for a moment ofs silence. Mayor Marklin led thel Pledge of Allegiance. Conflict of Interest Statement  "Pursuant to NC General Statutes and the Town of Mocksville Code ofEthics Policy adopted November 9th, 2010, amended ofJan. 6, 2019. and further endorsed on August 9th, 2022, Iv would ask each of you before you adopt the agenda ifthere is any actual, potential, or perceived conflicts ofi interest with respect toa any matter on the proposed agenda which will come before the Town Board of Commissioners for consideration and/or decision at this meeting. Ifso, please speak up and let the Board know at this time  before the agenda is adopted." Adoption of Agenda  A motion was made by Commissioner Taylor to adopt the agenda as written. The motion was seconded by  Commissioner Stevenson which carried by a nanimous vote 4-0.  January2,2024    Citizen Comments  Mayor reads; Under GS section 160A-81.1, the Board shall provide one period for public comment per month. Public comments are a valued part of the Board meeting but we also have tol handle monthly business items. Ifyour public comment is not heard this month we provide the same opportunity at each month's Board meeting. Public comments are limited to 3 minutes per comment. The Mayor asks that groups appoint spokespersons for groups supporting the same position, especially when the number of people wishing to attend the meeting exceeds the capacity ofTown Hall. When the comments become repetitive and no longer provide new information then discussion for this meeting may be stopped. Asa reminder, the comment period is not a question and answer session. As always, the Mayor shall provide  for the maintenance ofc order and decorum in the conduct oft the comment period.  No one spoke.  Communications from Boards, Commissions & Agencies 2024 Social Media Campaign = Renee Bradford addressed the Board:  Town social media and how it has changed and grown from 2022 to 2023. What can we dot to make it better? Thel Merchants want to see more posts on what is happening within the town and just share when the town has a major event happening. The town wants to see more about how the town operates and what isl happening in the town. The town enjoys the stories and they likel knowing about events and how they work. The poll showed the interviews (Mayor, Manager) were liked at 84.6%; seeing different aspects of how the town is run 84.6% and what is happening ini the town 97.4%. The new vision is focusing more on what is happening within the town and keeping the citizens informed and learn about the amazing place Brick Paver Project - Heritage Alliance Project - Sharon Anderson addressed the Board: Heritage Alliance group purchased the land; donated it to the town and then the pavilion was built for beautification. Sharon brought a canvas portrait to show how the pavilion looks. Sharon would like the Board's permission since the town owns the land ifthel Heritage Alliance group could have ai fundraiser selling brick pavers to continue the beautification in the area. Iti is as small piece of land but the brick pavers can be put onsite at the location of the pavilion. Once we receive permission for the fundraiser  that Mocksville is. After all, time in Mocksville is Time Well Spent.  then we would come back before the Board with a concept to take action on.  The Board does not have an issue with the fundraiser.  Preview of Changes to Table of Uses - Planning and Zoning Director, Johnny Easter addressed the Johnny briefed the Board on the proposed changes to the table of uses proposed by the Planning Board and provided them with a copy of those changes to review before the Public Hearing in February.  Board:  January2, 2024    Mocksville Fire Needs Study - NC Fire ChiefConsulting- - Gregory Grayson addressed the Board:  Summary of Recommendations 1. Response Data Analysis:  The following are recommendations related to data collection to allow more accurate analysis of Considerutilizing: the mpeyNemhnmyle ofthe unit report to declare non- emergency unit responses anywhere int the response. Doing sO will allow the exclusion of such responses from the response time analysis. Also, consider making this a required field Consider placing emphasis on the aid section with all staff to understand the meaning of thev values in this section. Whenevaluating response times, an agency should exclude where any aid was given to another department. Leaving values as the default of "none" will include those potentially long responses in your demonstrated pertormance evaluation for your. AHJ or first-due area. Consider making the default blank, if not already. Consider developing aj process to monitor timestamps that not in chronological order. The errors will cause a mathematical error when calculating a time difference between two Consideru utilizing the Population Density field in the Incident Info section to define urban, suburban, and rural area to allow further analysis related to response times and potential Now that Mocksville has historical demonstrated performance data, consider establishing response time goals and report on how the department is performing against those goals.  demonstrated performance and demand.  for all unit reports with the default empty.  date/time fields. Only a few existed in this dataset.  different goals for those areas.  2. Community Risk. Assessment:  Each oft the following is part of an overall Community Risk Reduction (CRR) program, defined as "The identification and prioritization ofrisks followed by the integrated application of resources to improve public. safety andi reduce increasing call volumes."v The goal is to incorporate emergency operations with prevention efforts at the fire station level. The station- level approach is preferred because risks vary from one station to another and even within a station's district. Ultimately, a CRR program aims to examine problems and develop prevention Data collected for this master plan and continued. analysis in the future creates an opportunity to determine if specific hazards are increasing or decreasing based on incident response. Risks may change as new development or demographic change occurs in Mocksville, impacting service  or mitigation strategies to reduce risk and hazards.  delivery.  When developing strategies, they should include the use of the Five E's. Education - Will education help the public - who, where, when? Engineering - What engineering or technology is available to help? Enforcement - Is additional or more substantial enforcement needed?  January2,2024    Economic Incentives - Could incentives increase compliance?  Emergency Response - Would changes ini response make a difference (personnel, training,  etc.)?  Using the Five E's is to identify a strategy or, in many cases, multiple strategies to prevent or When developing a CRR plan, Mocksville Fire must determine what strategies have already been implemented in the community to prevent duplication. Outside resources may be available through partnerships with many community organizations such as law enforcement, nonprofits, health departments, EMS, religious, and local businesses. These groups may offera different perspective to provide staff and additional funding and resources because ofl limitations within the Preparing a CRR plan should align with the department's mission and strategic plan. Creatinga plan at the station level allows personnel to engage the community they serve and provide additional information for Mocksville Fire's continuous improvement process. It empowers staff toi interact and learn more about their community and take ownership oft the program. Station personnel begin to understand thei importance of collecting accurate data to: support their plan, developing strategies using partnerships, gaining their input, soliciting feedback from the community, and ultimately deciding what risk to prioritize. The below figure is al basic methodology offered by Vision 20/20 to identify and analyze risks within a community. Vision 20/20 includes a coalition of national organizations and experts that exemplify how collaboration, communication, and commitment to data-based solutions can save lives and properties. Using the following process, Mocksville Fire should begin integrating CRR into the fire The Mocksville Fire Department should begin integrating CRR into the fire department to  mitigate the risk from reoccurring.  fire department.  department to address all risks in the community. address all risks in the community. 3. Geographic Information System Analysis:  Four scenarios were presented to Mocksville in this report for consideration. In Scenario 1,t the headquarters station is relocated to a more optimum site but is very close inj proximity to the current headquarters fire station location. A 6.3% service coverage improvement to the town us found and a slight increase for the unincorporated area. The downsides are the cost ofar new headquarters fire station ($18 million), and the overall service/coverage level improvement is rather minimal for the town and worsens for the Davie County unincorporated area. Scenario 2 left the headquarters fire station in place and added a fire station north of town. The most significant overall gains were achieved with this scenario. A 13% service coverage improvement for the town was dentified and a 22.6% improvement for the Davie County unincorporated area. An approximate $8 million investment should be planned for the: second fire Scenario 3 relocated the headquarters fire station to a more optimal site PLUS added ai fire station north oft town. This effort llustrated a 12.2%. service coverage improvement for the town and 22.1% for the Davie County unincorporated area. The greatest downside is the approximate $18 million cost to construct a new headquarters fire station. This cost is in addition to the  station with this model.  January2,2024    approximate $8 million needed for the second station, producing a total cost ofa approximately $26 Scenario 41 left the headquarters fire station inj place and added a second fire station north oft the Interstate. A 10.6% service coverage improvement for the town was identified along with a 11.5% improvement for the Davie County unincorporated area., An approximate $8 million capital improvement plan budget should be planned for the second fire station.  million.  As summary of the options can be found below:  Analysis Model Current 2 3 4  Model Description  Town of Mocksville Service Level Score 76 82.3 (+6.3) 89 (+13) 88.2 (+12.2) 86.6 (+10.6)  Davie County Unincorporated Fire District Service Level Score 60.9 60 (.9) 83.5 (+22.6) 83 (+22.1) 72.4 (+11.5)  Projected Cost for the Option $0 $18M $8M $26M $8M  One central fire station. Optimized relocation of Mocksville's Central Fire Station. Keeping the Central Fire Station inj place but adding a2 2nd fire station. Relocating the central fire station, addinga second fire station, and optimizing both Keeping the Central Fire Station inj place and considering placing as second fire station north ofthe Interstate on Highway  locations.  601.  The assessment team encourages the Town of Mocksville to consider model 2, then model 4 to best improve service coverage in the most cost-effective manner. There may be external reasons tor relocate the headquarters fire station, but that will come at a significantly higher cost.  4. Equitable Funding Analysis:  The Town of Mocksville should review the potential elements that they want to consider on establishing an equitable funding level. Next, the town and county should have discussions on the elements that Davie County would agree to consider for establishing a model. An additional discussion should occur regarding potentially placing a weight on the elements selected. Once there is agreement on the elements and the weighting, a three-to-five-year period of that data should be established. This structure would discern what the appropriate level of funding ofthe fire department's total budget thet town should be funding and what proportion Davie County should be funding under the fire protection service district or rural fire tax district. These model changes would be effective at the beginning oft the next fiscal year (July 1). Also, if Davie County needs toi increase the yield oft the fire district by raising the tax rate, iti is not unusual that this may take a couple years to achieve sO that unincorporated taxpayers can make incremental adjustments.. Also, the formula should be reviewed annually, and data should be adjusted on three to five year rolling averages to minimize spikes due to changes in the  operational needs of the fire department.  January: 2, 2024    Ina addition, the Town ofMocksville should consider requesting Davie County to establish ai fire protection service district for Mocksville for the unincorporated. areas ofI Davie County that Mocksville Fire serves. Aspecific process must be followed by Davie County to establish such a service district. The Town of Mocksville would then fund the fire department through the town's General Fund. Ideally, the proportion of funding for the town and the unincorporated area of Davie County would reasonably reflect the appropriate proportion oft the cost ofc operating and  providing fire services in the area. 5. Mechanical Assessment  The town should establish a fire apparatus capital improvement program (CIP) to address the increasing needs in the fire department with the age oft the fire apparatus and thei increasing cost of fire apparatus, regardless of the methods that the town uses to fund the fire apparatus. Planning should occur immediately in planning for a 1)a replacement engine, 2)ar replacement ladder and 3) an additional fire engine for the second fire station. Collectively, these three pieces off fire apparatus could accumulate to over $3 million. Behind the first out engine, the other two are 25 and 32 years old and have served their purpose. The ladder is 22 years old. Currently, from the time fire apparatus is ordered until it isi manufactured and delivered is approximately three (3) years. Therefore, planning should occur for at least these three pieces off fire apparatus as soon as  conditions will allow. 6. Fire Station Facility Needs:  In addition, the town's capital improvement plan should identify funding to begin the process of fire station construction in order to improve the overall service delivery level. Under the most conservative models, iti is recommended to address at least $8 million toj provide funding fora a  second fire station. 7. Additional Considerations:  Although this analysis did not include evaluating staffing components, the Town of Mocksville should also give consideration to future firefighter staffing needs. Across North Carolina, there is a net loss of volunteer firefighters of approximately 4.5% per year. One of the greatest concerns ofmost municipalities that utilize volunteer firefighters is funding the transition to more career firefighters, which is becoming the greatest funding challenge, far beyond the capital costs that  are reviewed within this report.  Ken addressed the Board:  Looking at all options. Not at a decision point. Looking at growth to allow for wise decisions. Looking at best course ofa action. Huge commitment and big price tag. Budget retreat conversation. Engine replacement.  January2,2024    Consent Agenda  A1 motion was made by Commissioner Draughn to adopt the consent agenda as presented. The motion was. seconded by Commissioner Taylor which carried by a unanimous vote of4 4-0. ltems approvediwere: (A) December 5, 2023 Regular Board. Meeting (B). Monthly Financials (C) Tax Releases and (D)  Contribution Based Cap. Report. Consider Amendments to Utility Policy Rana Gaither addressed the Board:  Iv would like the Board to consider amending the Utility Billing Policy. The Town desires to treat all customers in ai fair and consistent manner. The additional information comes from speaking with residents 1. Iam recommending the following amendment to the Town of Mocksville Utility Policy  on a daily basis and are: reflective of situations that needed to be addressed.  a. Addition to Section II - Billing & Collections; 29-Unautiorized Usage  2.9 Unauthorized Usage - Int the event a service application is not completed and a customer is not billed for services received, the Town reserves the right to bill the customer for all services received for up tot three years. The customer willl be responsible for both the minimum usage charge as well as the cost ofa all usage over 3000 gallons per billing cycle. The Town may disconnect any unauthorized. account without notice. and require a service application, deposit and full payment of any service charges prior A motion was made by Commissioner Taylor t0 approve amendment 10 the Utility Policy. The motion was  tore reconnecting service.  seconded. by Commissioner Frye which carried by a unanimous vote 4-0. Consider Budget Amendment #6 Emergency Repairs Enterprise! Fund FY 23-24  Lynn Trivette addressed the Board:  A motion was made by Commissioner, Frye t0 adopt budget amendment #6 in the amount of867,000for emergency, pump. repairs using enterprise fimd balance FY23-24. The motion was. seconded by Consider Budget Amendment #7 Emergency Services General Fund FY 23-24  Commissioner Draughn which carried by a unanimous vote 4-0.  Lynn Trivette addressed the Board:  A motion was made by Commissioner Taylor 10 adopt budget amendment #7 in the amount of S12,150for emergency tree services using general fund interest on investments line item. FY23-24. The motion was  seconded by Commissioner, Stevenson which carried by a nanimous vote 4-0.  January2 2,2024    Consider Budget Amendment #81 Powell Bill General Fund FY23-24  Lynn Trivette addressed the Board:  Powell Bill revenues should be the amount you actually receive in the budget year. The revenues in prior years should be taken out off fund balance. Budget amendment is moving funds to the correct line item in A. motion was made by Commissioner Draughn 10 adopt budget amendment #8 in the amount of $0.00 only to movej funds toi the correct line item in the budget; Powell Bill General Fund FY23-24. The motion  the budget.  was seconded by Commissioner Stevenson which carried by ai unanimous vote 4-0.  Communication from Town Staff Town Attorney Al Benshoff: N/A Town Manager Ken Gamble:  The Town has been working with Liberty Shed since they discovered an active sewer line that needed to be replaced due to the proposed spur location. The estimated cost for this work is $300,000. The Town and EDC were unable to locate any additional grants due to Liberty Shed being maxed out on grant funding based onj jobs created and capital investment. Liberty Shed decided to not move forward with the  project and turn down their $350,000 grant with NCRR. Communication from Mayor and Town Board  Commissioner Lambert: N/A Commissioner Taylor: N/A Commissioner Frye: N/A Commissioner Draughn: N/A  Commissioner Stevenson: Happy New Year and Iappreciate our social media about the town.  Mayor Marklin: A new year and lots of things coming up; budget, social media but I want to share about al lady coming in the store that has moved here from Massachusetts and she just loves Mocksville along with the Greenway at Rich. Park and the downtown. Wel have so much to be proud ofand going into the New Yearl I wanted to reiterate that. We all know it because we live here but we need to remind ourselves  ofit. We are blessed.  Motion to enter closed session per NC GS 143-318.11 (a)(3) to preserve the attorney-client privilege. A motion was made by Commissioner Taylor 10 enter closed session 7:11pm. The motion was seconded A motion was made by Commissioner Taylor to re-enter open session 7.45pm. The motion was seconded  by Commissioner Stevenson which carried by a manious vole 4-0. by Commissioner Stevenson which carried by a unanimous vote 4-0.  January 2, 2024    Adjourn  AI motion was made by Commissioner Taylor 10 adjourn the. January 2, 2024. Regular Board Meeting. The motion was seconded by Commissioner Stevenson which carried by a ananimous vote 4-0. The attached documents are incorporated herewith and are hereby made aj part oft these minutes.  Milian gmai a  William. J.I Marklin, Mayor  dyn Juatkes  Lymn Trivette, Town Clerk, MMC, NCCMC  January 2, 2024