Town of Mocksville Special Board Meeting April17,2023  The Town of Mocksville Board of Commissioners met for the Special Board Meeting on Monday, April  17,2023 at 6:00 p.m. in the Mocksville Town Hall located at 171 S. Clement Street.  Present: Commissioners Present:  Mayor, Will Marklin Jenny Stevenson CarlLambert Johnny Frye Justin Draughn Rob Taylor  Absent:  Others Present: Ken Gamble, Town Manager Lynn Trivette, Town Clerk Frank Carter, Fire Chief  Chris Vaughn, Parks and Grounds Director Tami Langdon, Community Development Brian Moore, Public Works Director Emily Quance, Human Resources Mayor Marklin called the meeting to order.  The Town of Mocksville Board paused for ai moment of silence.  Mayor Marklin led the Pledge of Allegiance.  Adoption of Agenda  A motion was made by Commissioner Lambert 10 adopt the agenda as written. The motion was seconded  by Commissioner Taylor which carried by a manimous vote 5-0.  MeterSys AMI Meter Feasibility Study Presentation- - Lauren Brown, Vicel President and Chief Itist the mission of MeterSYS to assist public utilities in the planning, selection, and implementation of advanced metering infrastructure with a focus on sustainability of performance, enhanced customer engagement, greater operational efficiencies, and more effective natural resource management.  Project Officer  April 17,2023    Town Goals for AMI:  Replace end-of-life water meters Improve customer service and self-service options Accurately measure customer water consumption at the meter Increase efficiency oft the meter reading and billing process  Support transition to monthly billing Standardize metering equipment  Support asset management and water distribution planning/hydraulic modeling  Key Findings:  Current meter equipment is beyond useful life with most meters in service over 20 years. Bi-monthly reads create operational and customer service risks by limited field visits and no notitications ofr meter failure, potential water leads, or unauthorized use. Field staff are spending majority oft time reading and rereading meters which impact ability to Meter reads and work orders are all paper based and manual keyed into system which creates Limited data shared with customer on usage presents challenges with high bill complaints, water  perform other responsibilities. opportunity for errors.  resource management, and conservation. Benefits of Advanced Metering Infrastructure (AMI):  Accurate billing Reduced water and revenue loss System alerts/alarms Operational efficiencies and safety Improved accuracy and read resolution Read data frequency (720 reads VS. 1 read ai month) Safe, secure, and reliable technology Provides platform for future technology  Responsive to customer inquiries, leak detection, and water conservation Customer access to data and self-service options via customer portal Ability to send alerts and notifications via email, voice, and text Information on rebates, leak investigation tips, and drought compliance Empowers staff with detailed usage data for enhanced customer service  Meter Reading  $ $ $ $  34,400 21,932 14,576 6,045  Re-Reads / Estimated Reads Reduction Customer Service (Customer. Account Setup) 10% Customer Service (Non-Pay Discomnet/Recome), 10%  April 17,2023    Customer Service. Account Management Leak Adjustment Management Account Delinquency Collection Revenue Capture from Water Meters Wastewater Revenue Recovery Meter Scrap Value Fleet Costs Water AMI Benefits Year 1  $ 2,112 $ 133,461 $ 1,490 $ 68,354 $ 46,711 $ 16,618 $ 625 $ 346,324  Benefits due to automation, efficiency, increased revenue capture, and reduced water loss supported by data from Town on current cost of services, count of issues experienced, and water loss estimated at 16%.  Engaging and Informing Customers: Empowers Customer Service and Metering Teams with Support Data Improved Self-Service Options for Customers Automatic Notification of Potential Leak and High Bill Customers Can Pay Bill, Seel Bill History, Customize Alerts, Add Accounts and Users, Contact Utility Helps Utility with Drought Enforcement Compliance. and Non-Compliance Robust Reports and Usage Analyses Multiple Languages  AMI Fixed Base Estimated Cost Summary:  Network Meters and Transmitters Labor Lid Replacement (3%) with Labor Software Contingency Total  $90,000 $942,391 $225,787 $38,325 $35,000 $123,582 $99.856 1,554,941  Professional Services (PM, Software Contiguration, Bonding)  $  Town meters are end-of-life and comprise -$750,000 of the cost of AMI.  Consultant Recommendations:  Recommendation: MeterSYS and Willis Engineering to coordinate on the work order data from meter exchange and future AMI system to leverage hydraulic modeling and water resource Recommendation: The Town authorize development ofa bid package/Request for Proposals for selection of an AMI vendor and a customer engagement portal during FY23-24. Development of bid package(s), management of evaluation process, support of contract review  management.  and negotiations with vendors by December, 2023.  April17,2023    Lead AMI implementation through program management with target completion by. June,  2024.  Budget Workshop FY 23-24-1 Ken Presentation  General Fund Snap Shot: Revenues $6,629,524  (413,421 Higher Than FY22-23) Sales Tax Ad Valorem Interest on Investments Fire Tax/Funding Expenditures $6,629,524  Fire Department Study $15.00 PT Staring Pay Addressed Salary Compression Inflationary Increases Health & Property Insurance - 15% Supplies, Utilities, Fuel Equipment Replacement Facility Improvements Pedestrian Crossing N. Main & Gaither COLA Wayfinding & Streetscape Fire Department Study $25,000  Inl Depth Examination and Specific Recommendations Regarding: ISO Review & Recommendations (Underway in FY22-23-S4,500)  Staffing Study - Present & Future Needs Apparatus Condition & Replacement Program Funding Model Recommendations (10) Set Turn out Gear: $60,000 Thermal Camera: $7,000 Hurst Combi - Tool: : $10,750  Facility Needs  April 17, 2023    Air Compressor for Station: $5,500 Upgrade few remaining nozzles: $3,500 MSA RITI Pack: $4,000 Hose: $15,000 Rope & Rescue Equipment: $5,000 (6) Ballistic Vest: $4,800 (3)AEDs to replace aging units: $3,000  Town Administration:  Phase II Pavers and Steps Capital Project Bathroom ADA Compliant Capital Project  $31,235 $28,250  Human Resources: Recommending 5% COLA: Tenure 5+ Years = 8% Resignation Rate:  31F FT Staff  529(16)-Less' Than 5 Years Service 39%(12)) Less Than 3 Years Service Avg. Salary PW & P&G- $16.82 ($35,000) Two Men and a Truck - $171 hr Flagger- - $181 hr Delivery Driver- $181 hr Entry Level Manufacturing - $19-23 hr  COST OF EMPLOVEE TURNOVER Beyondr retaining talenteda andc capablew workers, businesses shouldt takea a keeni interest ine employeer retention,ifonly! toa avoid! thes staggering costs ofe employee turnover. annualsalary $5,500 COST DF TURNOVER  type Employee Turnovercostas percentageof Entrylevel 30-50y Mid-level 150y High-level UP TO 4004  ANNUAL DIRECT replacement costs  Avragetumoxrcoxle employee earning Total 58anhour  Costsand savings fromu unfilled jobs Zk 38 15% Separation costs ZEx Totaltralning costs  April 17,2023    Comparison of Wage Increases:  Fiscal Year COLA FY22-23- Davie County FY22-23- Mocksville FY23-24- Davie County FY23-24- Mocksville Total -] Davie County Total- Mocksville Net Difference  Merit 1% 0% 2% 0%  Bonus $2,000 $0 $0 $0  Total $3,050 $1,750 $1,050 $1,750 $4,100  2% 5% 1% 5%  $3,500 $600  Davie County Employees Received More  Projected Tax Base Growth:  Tax Base Increased by $45,813,408 from FY2022-23 tol FY2023-24.  Expected Tax Base Increase 2024-25/2025-26 AVGOL Expansion - $97,000,000 SES Expansion $21,000,000 SES Annexation - $651,000 (Unimproved) Blackwelder Annexation - $2.2M (Unimproved) Angell Knoll Annexation - $2.2M( (Unimproved) New Homes $6M-$12M (25-50 New Homes) TOTAL-SIGIM-SIGMI (+$500,000 Ad Valorem)  Davie Industrial Center 500,000 sqft Building & Land- - $32,000,000 (Empty - No Upfit)  Community Development: Phase 3 Wayfinding Signs Trees(8) & Installation  Capital Improvement Request for FY 2023-2024  $32,200 $7,200  April 17, 2023    Ornamental Fence  $17,500 Total $56,900  Parks and Grounds: Requests $100,372 Softball FieldSteps & Ramp  $4,200.00  Sand Pro 3040  $28,672.15 $5,500.00  Maintenance Shop Parking Expansion  Shelter 51 Bathroom Remodel Shelter 11 Roof Replacement I-401 Mulch Project  $32,500.00 $3,500.00 $26,000.00  Public Works:  Road & Sidewalk Condition study and maintenance plan $25,000  Equipment Requests $27,722  Snap Shot Enterprise Fund: Revenues $4,136,305  Includes 3% Rate Increase Per Raftelis Rate Study Increase Brakebush Brothers Consumption  Expenditures  Water-$ $1,310,298 Sewer-$1,815,724 Capital Projects-S $951,033  Brakebush Brothers Force Main Project (Transfer to Capital Project Ordinance)- - $123,694  April 17,2023    North Elevated Tank Project Transfer to Capital Project Ordinance) - $346,200  Madison Road Pump Station Upgrades-$300,000 Water Line Replacement Program (Valves)-$120,869  Contracts /Insurance - $59,250  Current Projects:  Facilities to Serve Brakebush Asset Inventory and Assessments Southpoint Pump Station and Force Main North Elevated Tank  Asset Inventory and Assessments (AIA):  $200,000 each for Water and Wastewater Update and expand previous AIA Rate Study Update Included by Raftelis Asset Management Plans Water AIA - Scope of Work:  Field Program - pipeline locating, valve testing, tank evaluations GIS Mapping Update - Third Edition, digital deployment Distribution Modeling - update, add smaller pipes, Davie County Treatment Plant - assessments, demolition plan Metering and Billing - AMI study with MeterSys  Wastewater AIA - Scope of Work:  Field Program - smoke testing, CCTV Inspections, slope surveys GIS Mapping Update = Third Edition, digital deployment Modeling - flow monitoring, capacity assurance planning Plant & Pump Stations - assessments, testing  Questions and Discussions: and non-profits.  The Board discussed sidewalks, crosswalks, arms, I-40 maintenance, code enforcement, Joppa Cemetery  The Board decided to reduce Arts Council to $10,000 and add to code enforcement.  April 17,2023    Public Works On Call Personnel Policy Amendment FY23-24- - Brian Mooreand Emily Quance  Section 14. On Call and Call Back Pay  On-Call and-CallBnek-Time "On-Call" time is umpaid time when the employee is required to remain in a stand-by status or available by phone or pager away from the work site and the employee is able to use the time for their own purposes. Compensable "On Call" time is when an employee isi required to remain on-call at thej place ofwork or where the calls are sO frequent, i.e., every 30 minutes, the employee cannot use the time effectively for their own personal purposes. Call Back/Return to Duty When a nonexempt employee is actually called back to duty, all time from the point that the employee leaves home until the employee returns is considered work time. Compensable time also includes the time responding and answering a call back to duty handled by phone. The employee will bej paid a minimum of2 hours pay or actual hours worked On-Call Premium - Public Services nonexempt employees are periodically required to bei in a formal "on-call" stand-by status during which time they are expected to be available for contact by phone and to be able to report to work, in a' Town vehicle if needed. The following rules apply 1."On-call" stand-by status is not considered work time and, thus, is not compensable. However, in recognition oft thej potential inconvenience, employees in this status will 2. Any time spent in actually responding to a call to return to duty (including commuting time) is work time and willl be recorded as time worked. This may result in an overtime  whichever is more, when called back to duty.  int these cases.  receive additional compensation of$150 per week. obligation under the Fair Labor Standards Act.  A motion was made by Commissioner, Frye to adopt the public works on call personnel policy amendment effective FY2 23-24. The motion was seconded by Commissioner Stevenson whichcarried by a unanimous  vote. 5-0.  Fee Schedule FY 23-24-C Chris Vaughn and Lynn Trivette  PARKS AND GROUNDS All shelter rentals by Town Residents: are discounted: at ar rate of50%.  48hr notice is required to rent shelters Shelters are only available for rent: Morning: 10am to 2pm OR Afternoon 3pm to 7pm after 7pm  *Additional $101 for shelter rentals before 10am & The full day fee willl be charged for all rentals that include Morning and Afternoon times. $30 (Shelter #4 - $17.50 - no restrooms)  Town Residents Shelter rental 41 hours or less Town Residents Shelter rental more than 4 hours  $60  April 17,2023    A motion was made by Commissioner Stevenson to adopt the parks and grounds shelter rental amendment to the fee schedule effective FY23-24. The motion was. seconded by Commissioner, Lambert  which carried by a manimous vote 5-0. Budget Amendment FY 22-23-I Lynn Trivette  A motion was made by Commissioner. Lambert 10 adopt the budget amendment mumber 9for fund. 30 in the aount of $219,000. The motion was. seconded. by Commissioner Draughn which carried bya  unanimous vote. 5-0. Adjourn  AI motion was made by Commissioner Taylor to adjourn the April 17, 2023 Special Board. Meeting. The motion was. seconded. by Commissioner Draughn which carried by a manimous vote. 5-0. The attached documents are incorporated herewith and arel hereby made aj part oft these minutes.  dyn Juutte) William J. Marklin, Mayor  a  Milan Amalk. Lynn" Trivette, Town Clerk, MMC, NCCMC  April 17,2023