Town of Mocksville Regular Board Meeting December 5,2023  The Town of Mocksville Board of Commissioners met for the Regular Board Meeting on Tuesday, December 5, 2023 at 6:00 p.m. in Mocksville Town Hall located at 171 S. Clement Street.  Present: Commissioners Present:  Mayor, Will Marklin Jenny Stevenson Johnny Frye Rob Taylor Justin Draughn Carl Lambert  Absent:  Others Present: Ken Gamble, Town Manager Al Benshoff, Town Attorney Lynn Trivette, Town Clerk Chris Vaughn, Parks and Grounds Director Brian Moore, Public Works Director Jennifer Evens, Marketing and Communications Coordinator Emily Quance, Human Resource Director, Deputy Clerk Rana Gaither, Administration Specialist Mayor Marklin called the meeting to order.  The Town ofl Mocksville Board paused for ai moment of silence.  Mayor Marklin led the Pledge of Allegiance. Conflict of Interest Statement  "Pursuant to NC General Statutes and the Town of Mocksville Code of Ethics Policy adopted November 9th, 2010, amended ofJan. 6, 2019 and further endorsed on August 9th, 2022, Iwould ask each ofy you before you adopt the agenda ifthere is any actual, potential, or perceived conflicts ofi interest with respect to 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  AI motion was made by Commissioner Taylor t0 adopt the agenda as written. The motion was seconded. by  Commissioner Lambert which carried by a uanimous vote. 5-0.  December 5, 2023    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 thel Board meeting but we alsol have to 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 of Town 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  fort the maintenance of order and decorum ini the conduct of the comment period.  No one spoke.  Communications from Boards, Commissions & Agencies Lynn Trivette recognized Administration new. hire Amber Barnhardt Jennifer Evens recognized Community Development new hire Renee Bradford Eddie Carrick, CPA- Audit Presentation for FY Ending June 30, 2023  Eddie Carrick, CPA addressed the Board to give annual audit presentation for the year ending June 30, 2023. The Town receive an unqualified opinion, which means the financial statements do fairly represent  the books and records for year ending June 30, 2023. General Fund pages 49-53 of your audit report: Revenues and transfers are up 2.2 million dollars Ad valorem (taxes) increase 95,000 Fire protection increase from DC 97,000  Local Option Sales Tax increase over 205,000 showing continued growth  The main thingi is the ARPA funds were: recognized. Last year your basic plans were to use the ARPA funds for a water/sewer project. Then newi rules were implemented and said if less than 10 million you can use the ARPA funds as revenue replacement which made it sO much easier for smaller towns and sO we deferred those revenues last year, FY 22-23 1,675,000 million recognized into the general fund using those replacement rules. Those funds at this time can be used as you wish. Ifyou still want to use the funds for a water/sewer project you can and can transfer these funds from general fund tot the enterprise  fund.  Expenditures for general fund were actually 53,000 less than the year before.  Transportation line was less because the town did not do as much paving (costly/finding a contractor) to the streets; therefore the Powell Bill funds accumulate; then when you schedule the paving the expense is up. Bottom line revenues over expenses including ARPA funds (1,675,000) transferred to general fund Available fund balance 8,860,000 or 163% of current year's expenditures. This is very strong for a town  3,116,000.  our size. Ad valorem collection rate 99.34% compared to 97% state wide. Water and Sewer pages 55-57 ofy your audit report: Revenues without grants were 4,494,000 an increase of 420,000 Grant/projects funds include 1,444,000  December 5, 2023    Expenditures for water and sewer 3,332,000  Bottom line revenues over expenses 1,162,000 VS 1,178,000 prior year -16,000 about the same as last year  Unrestricted cash 2,351,000 VS 1,754,000 prior year an increase 597,000  Note:  LGC: is about 25% of the stafft they use tol have SO therefore they cannot review the audit reports like they used to. About 3 years ago they started using performance indicators and the auditor inputs the data which generates trends and performance indicators. Ifany town's results are shaded: red, the town must submit a response to the auditor's findings, recommendations, and fiscal matters within 45 days from the auditor's board presentation. The response must address allj performance indicators shaded in red and the majority  of] Board must sign it. The response is sent to thel LGC.  Two items showed up red this year and one them the town had nothing to do with.  #13 ini red: The indicator showed that the town did not collect 3% (or more) ofi its budgeted ad valorem taxes. This could be an indicator of negative economic events, inaccurate budgeting, and/or issues with the collection process. Uncollected revenues at the 3% level represent several pennies oft the tax rate. Davie County Tax Department inadvertently added exempted values to the tax total which you cannot collect on making the budget unattainable. This resulted in the town over budgeting the tax revenues. #8 in red: Water and Sewer Capital Assets Condition Ratio The capital assets condition ratio formula calculates the remaining useful life. A remaining useful asset value less than 0.50 may signal the need to The town has depreciated the remaining value down to 49% of what the original value was. The town has older assets. Ifthe LGC looked at working progress it would not have shown below 50%. The Town has an 80+ year old water treatment plant. Davie County has a similarly aged plant. Mocksville and Davie County have been in talks since late 2018 and formally agreed to build one: regional plant in Cooleemee to serve everyone's water needs in 2020. Plant construction started in 2023 and is expected to be completed by June 2026. Our current water treatment plant will be decommissioned when this occurs and we have intentionally decided only to invest what is needed to keep the plant in operational condition and in compliance with state and federal regulations. However, the Town has made significant investments over the last three years upgrading our waste water treatment plant ($3.9M)and will complete another $4.5M waste water system improvement project before June 30, 2024. In addition to that project the Town plans to build a 500,000 gallon elevated storage tank ($3.4M) and make $1.6M in pump station improvements int the next two years. The Town is currently in the process ofa an Asset Inventory and Assessment study for both our water and sewer system which we will use to identify future  (-4.5%)  replace the assets in the near future.  capital projects.  December 5,2023    Consent Agenda  A motion was made by Commissioner Draughn to adopt the consent agenda as presented. The motion wass seconded. by Commissioner Stevenson which carried by a unanimous vote of5-0. ltems approved were. (A) November 7, 2023 Regular Board. Meeting and Closed Session (B). Monthly Financials (C) Tax  Releases and (D) Contribution Based Cap Report.  Organizational Meeting:  Oath of Office and Installation ofMayor, Will Marklin Presented by Town Clerk, Lynn Trivette Presented by Mayor Will Marklin Presented by Mayor Will Marklin  Oath of Office and Installation ofc Commisioner-Elect, Justin Draughn Oath of Office and Installation ofCommisioner-Fltel, Rob Taylor  Consider Appointment of Mayor Pro-Tem for the Town ofl Mocksville seconded by Commissioner Frye which carried by a nanimous vote. 5-0.  A motion was made by Commissioner Lambert to appoint Rob Taylor as Mayor Pro-Tem. The motion was  Consider. Piedmont Triad Regional Council (PTRC) Board of Delegates (BOA) Appointment and Representatives from each county and municipality meet oncea ai month to receive updates regarding federal funding, housing and workforce development. This person also serves on the Transportation Advisory Committee. This is where a need for a road or an intersection change would be presented and to receive Department ofTransportation representation. It is two meetings in one. This also allows you to If the situation arises that the Representative could not attend, the alternate would go to the meeting A motion was made by Commissioner Taylor to appoint Commissioner Johnny Frye as PTRC. Boardof Delegates and Commissioner Justin Draughn as the Alternate. The motion was secondedb by  Alternate  meet others that serve. instead.  Commissioner Stevenson which carried by a unanimous vote. 5-0.  Consider Northwest Piedmont Rural Planning Organization (NWRPO) Transportation Advisory A motion was made by Commissioner Frye to appoint Mayor Will Marklin as NWRPO Transportation Advisory Committee representative. The motion was. seconded by Commissioner Lambert which carried  Committee (TAC) Appointment and Alternate  byat umanimous vote 5-0.  December 5, 2023    A motion was made by Commissioner Taylor to appoint Commissioner.ustint Draughn as the Alternate for NWRPO Transportation Advisory Committee. The motion was seconded by Commissioner Stevenson  which carried by a nanimous vote. 5-0.  Consider Amendments to Classification Salary Schedule  Emily Quance addressed the Board:  Iami recommending the following amendments to the Town of Mocksville Classification Salary 1. Change the title Community Downtown Coordinator Assistant to Community Development  Schedule:  Assistant.  a. Title change only. The title on the classification plan did not match the job description.  b. No change in pay or grade.  2. Change the title Downtown Coordinator to Director of Marketing and Community Development a. Title change only. The title on the classification plan and job description will match.  b. No change in pay or grade.  3. Change the Finance Director/Town Clerk titlet to Finance Director  a. Succession planning will split the Finance Director position and Town Clerk position. b. Itisi important to anticipate retirements and have train employees to assume greater  responsibilities. Title Change only d. Noo change in pay or grade  4. Add the title Assistant Town Manager/Town Clerk  a. Succession plan designed to identify and prepare internal candidates for management b. Succession plan to provide continuity in leadership and avoid extended and costly  position.  vacancy in a key position. Title will be a Grade 38 on1 the pay: scale. d. This will be a reclassification and promotion. e. Add. Job Description  5. Add. Job Description for Town Manager  a. Useful tool that explains the tasks, duties, function and responsibilities of a position. b. Gives an employee a clear and concise resource to be used as a guide forj job Ajob description is a measuring tool to ensure that the employee is meeting job  performance. expectations.  A motion was made by Commissioner Taylor to approve amendments 10 classification salary schedule that includes title and grades for Administration and Community. Development. The motion was seconded  by Commissioner Frye which carried by a manimous vote. 5-0.  December 5,2023    Consider Personnel Manual Annual Update Emily Quance addressed the Board:  Iam recommending the following amendments to Town of Mocksville Personnel Policy and Procedures Page 2-A Article I: Organization of the Human Resources System Section 6. Human Resource Designee Assistant Town Manager/Town Clerkanceprecte: or Human Resources Director/Deputy Town  Manual to reflect the classification schedule title changes:  Clerk-HumaP-Resewreesspec.aHSt  11  Page 11 - Article I: Organization of the Human Resources System, Section 6. Human Resource Designee - Assistant Town Manager/Town ClerkFinanceDirecter or Human Resources  Director/Deputy Town ClerkyHuman-Resewreesspec.aist  The Town Manager may delegate human resources functions to the Assistant Town Manager/Town Clerk/FancePiecter and/or the Human Resources Director/Deputy Town Clerk/uman-Resoures Specialist as designee(s). Such functions may include the preparation and maintenance of personnel records, onboarding and orientation of new employees, policy interpretation for employees and the performance of such other duties in connection with the human resources program as the Board of  Commissioners and/or Town Manager shall require.  Entire Policy: Replace Human Resources Specialist with Human Resources Director. seconded by Commissioner, Stevenson which carried by a manimous vote. 5-0. Consider Adoption of the 2024 Town Board Meeting Schedule  A1 motion was made by Commissioner Lambert to approve, personnel manual updates. The motion was  A motion was made by Commissioner Stevenson t0 adopt 2024 Town Board Meeting Schedule. The motion was. seconded by Commissioner Taylor which carried by a unanimous vote 5-0.  Consider. Approval oft the FY2024-25 Budget Calendar  A motion was made by Commissioner Frye to approve the FY2024-25 budget calendar. The motion was Consider Planning Board Applicants for Board Reappointments for a' Three Year Term Expiring A motion was made by Commissioner Taylor to reappoint Clint. Junker and Chuck Taylor to the Plamning Board terms expiring December. 2026. The motion was. seconded by Commissioner Lambert which Consider Agreement forl Purchase and Sale of Real Property Between Town of Mocksville and  seconded by Commissioner Taylory which carried by a manimous vote. 5-0.  December 2026  carried by a manimous vote. 5-0.  Energy United Electric Membership Corporation Town Manager addressed the Board:  December 5, 2023    THIS. AGREEMENT, including any and all addenda attached hereto ("Agreement"), is by and between the TOWN OF MOCKSVILLE, N.C. a North Carolina municipal corporation ("Buyer"), and ENERGYUNITED BLECTRIC FOR AND IN CONSIDERATION OF THE MUTUAL PROMISES SET FORTH HEREIN AND OTHER GOOD AND VALUABLE CONSIDERATION, THE RECEIPT AND SUFFICIENCY OF WHICH ARE HEREBY Section 1. Terms and Definitions: The terms listed below shalll have their respective meaning givent them ass set forth (a) "Property": (Address) 317 Sanford Ave., 182 S. Salisbury St. and six other parcels ini Mocksville, NC to which addresses are not assigned as shown in the attached Exhibit A, together with all buildings and improvements thereon and all fixtures and appurtenances thereto and all personal property, ifany, itemized on  MEMBERSHIPCORPORATION, al North Carolina corporation ("Seller").  ACKNOWLEDGED, THE PARTIES HERETO AGREE. ASI FOLLOWS:  adjacent to each term. Exhibit A. $ 2,000,000.00 9 10,000.00_  (b) "Purchase Price" shall mean the sum ofTwol Million Dollars $2,000,000.00), (i)"Earnest Money" shall mean Ten' Thousand Dollars ($10,000.00)  payable on thej following terms:  (ii) Delivery ofa promissory note secured by a deed of trust, said promissory note in the amount of Five Hundred  Thousand Dollars ($500,000.00) being payable over a term of ten years, with an amortization period of no years, payable in annual installments of principal, together with accruedi interest on the outstanding principal balance att the rate ofz zero percent (0.0%) per annum in the amount of $ 50,000.00 (Fifty Thousand Dollars with the first principal payment beginning on the last day of. June following the date ofClosing. At any time, the promissory note may be prepaid in whole or in part without penalty and without further (ir) Cash, balance of Purchase Price, at Closing in the amount of One Million Five  interest on the amounts prepaid from the date ofs such prepayment. Hundred Thousand Dollars ($1,500,000.00) Dollars.  $ $1.500.000.00  The second leasei is for the use oft thel Education Center for 24 days annually, the days tol be reserved in writing by the Seller. Seller may negotiate for more days at any time. Seller may use all 24 days at Seller's discretion, for example six days one month and zero days in a different month. The consideration for the second lease is the contents ofthe Education Center consisting primarily of furniture, which will be conveyed to the Buyer at closing and the Seller's loan at an interest rate of 0.0%. The term of the second lease shall be for as long as the Buyer owns the Education Buyer will present two lease agreements to the Seller at closing. The first lease is for the pole yard as identified in Exhibit A. Thel Buyer willl lease the poles yard to the seller for $1.00 for twelve months and then payment of$1,500.00 per month beginning on the thirteenth month. After the first year the tenancy shall be month-to-month. The Seller shall move the current lineman training area, including pole and line course, to thej pole yard or other off-site location A motion was made by Commissioner Lambert to approve agreement, for purchase and sale ofreal property between Town of Mocksville and Energy United Electric. Membership Corporation. The motion was seconded by Commissioner Draughn which carried by a aanimous vote. 5-0.  Center.  before closing. After the first year, the tenancy will be month-to-month.  Communication from Town Staff  Town Attorney Al Benshoff: Merry Christmas and Happy New Year  December 5, 2023    Town Manager Ken Gamble:  Recognizing Brian Moore and his crews and how hard they work especially in the weather conditions they endure during water leaks after hours. The water leak on 601 Friday night in the rain and after hours expecting to send out al boil notice but with outstanding performance and team work the leak was fixed and the notice did not have to take place. His staff also sets up for events and takes down for events and wej just want them tol know it does not go unnoticed and we appreciate it. Great job! Recognizing Chris Vaughn and his staff during leaf pick up. No calls have reached me and complained Recognizing Lynn Trivette's staff and taking all the phone calls concerning leaf pick up and making sure our customers know we are doing the best we can and keeping them informed in a professional manner. Recognizing Jennifer Evens and Renee Bradford during this time oft the year when all the events are taking place. Wel had an issue concerning a Façade Grant and it could have ended up ugly and hard feelings but. Jennifer stayed on top ofit and advocated for the town and all worked out well. Recognizing ChiefCarter and staff finishing the ISO Inspection with the State and they should here back within 90 days of the outcome. Jeanna White will be doing an article on EMS and FD foral lifesaving situation using CPR and the individual came by thel FD to give thanks. A great Christmas present for the  about leaf pick up and the truck being out ofservice.  family.  Chris Vaughn addressed the Board and gave an update on the leaftruck in the shop.  Communication from Mayor and Town Board  Commissioner Lambert: Merry Christmas to everyone.. A big five star toj public works for last week's water leak issues and taking care ofit all in the rain, after hours and on al Friday night. You need tol know the Board talks behind the scenes and knows what is going on and how great our departments are. Much Commissioner Taylor: Great jobt to the staff and proud to be a part oft the Board. Iappreciate everyone Commissioner Stevenson: Congratulations to our Commissioners and Mayor.II love working with you all. All the events taken place in town have been wonderful and the hard work shows for all departments and Commissioner Frye: Ithank all the departments for aj job well done. I am out walking and see. al lot that goes on during the day. It is much appreciated. Iam looking forward to working with the three new Commissioner, Draughn: Merry Christmas everybody and Ia am glad to serve another 4 years with this Mayor Marklin: Amber and Renee welcome to the team. Jenny and Ia attended al MS dinner at the Olive Tree which is opening soon and the food was really good.. Iinvited the former Mayor ofHP to the bed races and he was blown away by the event that took place. He was impressed with the lights on the  appreciated and Merry Christmas. here and Merry Christmas.  Iappreciate it. Merry Christmas and Happy New Year.  elected officials.  Board. We have a great group here and appreciate everyone.  December 5, 2023    buildings and from an outsider that is a compliment for the town. Looking forward to the next 4 years and serving the town with this Board. Ithank the Town Attorney for what he does for the town. Merry  Christmas to everyone. Adjourn  AI motion was made by Commissioner Taylor t0 adjoun the December 5, 2023. Regular Board. Meeting. The motion was seconded by Commissioner Draughn which carried. by a unanimous vote. 5-0. The attached documents are incorporated herewith and arel hereby made a part ofthese minutes.  a  Milkan gmMadk. William J. Marklin, Mayor  Suetie)  dpn  Lynn Trivette, Town Clerk, MMC, NCCMC  December 5, 2023