AGENDA MEETING 6:00 PM Tuesday, December 14, 2021 RCARE Dining Room  REIDSVILLE CITY COUNCIL  1873  1. Call to Order.  2. Invocation by Elder Thaddeus Steward, Associate Minister, Galilee Pentecostal Holiness  Church, 224 Pennsylvania. Avenue, Reidsville.  3. Pledge of Allegiance. 4. Approval of Consent Agenda.  (A) Approval ofNovember 9, 2021 Regular Meeting Minutes. (C) Approval of 2020-2021 Audit Contract Extension.  (B) Approval of November 9, 2021 Closed Session Minutes. (Separate Enclosure)  5. District A Seat:  (A) Resignation of Councilman Donald Gorham & Appointment of new District A Council  Member.  6. Recognitions: 7. Oath of Office:  (A) Outgoing Mayor Jay Donecker.  (A) Administering the Oath to the newly elected Mayor and Council Members.  8. 2021-2023 Council Organization as required by G.S. 160A-68:  (A) Election of Mayor Pro Tem (B) Appointment of Council Liaisons:  ABC Board Appearance Commission Chamber of Commerce Community Pool Association Downtown Corporation Historic Preservation Commission Human Relations Commission Parks & Recreation Advisory Commission Piedmont Triad Regional Council ofGovernments Citizens Economic Development Inc.  Planning Board  9. Public Comments. Members.  10. Adjourn and move to the Gymnasium for a reception honoring newly elected Council    MINUTES OF THE REGULAR MEETING OF THE REIDSVILLE CITY COUNCIL HELD TUESDAY, NOVEMBER 9, 2021 AT 6:00 P.M. COUNCIL CHAMBERS, CITY HALL at City Hall with Council and staff attending in person.  This meeting, which was livestreamed on the City of Reidsville's) YouTube Channel, was held in Council Chambers  CITY COUNCIL MEMBERS PRESENT:  Mayor John M. "Jay" Donecker Mayor Pro Tem Harry L. Brown Councilman James K. Festerman Councilmember Terresia Scoble Councilman Donald L. Gorham Councilman William Hairston Councilwoman Sherri G. Walker  COUNCIL MEMBERS ABSENT: CITY STAFF PRESENT:  NONE  Summer Woodard, City Manager Angela G. Stadler, City Clerk William F. McLeod, City Attorney Chris Phillips, Assistant City Manager of Admimstration/Finance Director Donna Setliff, Community Development  Manager  CALLTOORDER,  Mayor Donecker called the meeting to order.  INVOCATION BY REVEREND PETER DODGE, PASTOR OF] REIDSVILLE ALLIANCE CHURCH, 1300 FREEWAY DRIVE, REIDSVILLE. Reverend Peter Dodge, Pastor of Reidsville Alliance Church, 13001 Freeway Drive, Reidsville,  provided the invocation. PLEDGE OF ALLEGIANCE.  Mayor Donecker and Council then led in the Pledge of Allegiance.  PROCLAMATIONS & RECOGNITIONS: SENIOR HIGH SCHOOL.  RECOGNITION OF MR.JOE WALKER IIL,ATHLETIC DIRECTOR, REIDSVILLE Mayor Donecker asked Joe Walker III, the Athletic Director at Reidsville High School, to come forward, along with Mr. Walker's father, Mr. Joe Walker Jr. The Mayor then read the Certificate of Recognition. (A COPY OF THE CERTIFICATE IS HEREIN INCORPORATED AND  MADE A PART OF THESE MINUTES.)  November 9, 2021  Page 1    Dr. Denise White, Vice Chair ofthe Rockingham County Branch oft the NAACP, representing Chairman Jeff Crisp, then presented Joe Walker III with a Community Service. Award and expressed her appreciation for his contributions to Reidsville High School and the community. Mr. Walker thanked everyone involved in tonight's recognitions, including his family, and said it is hard being. Joe Walker. He said he stands on the shoulders ofhis father and grandfather and will continue to do the right thing, even when it involves late nights and being away from his family. He said he wants to always treat all kids like he would treat his own son. He expressly recognized thej part his family plays in his life and the choices he makes and how much he While Mr. Walker shook hands with members oft the City Council, Councilman Gorham said he had the opportunity to work with Coach Joe Walker III and that he was one oft the best offensive guards and was a heck ofag good defensive end. He added that Walker also served as Assistant Principal at Reidsville High School and taught him the ropes during that time, which had been right after he had retired as Principal. He said he appreciates him and his service to the  appreciates their support.  community.  APPROVAL OF CONSENT AGENDA.  Mayor Pro Tem Brown made the motion, seconded by Councilman Hairston and unanimously approved by Council in a' 7-0 vote, to approve the Consent Agenda.  The lone Consent Agenda item follows:  APPROVAL OFTHE OCTOBER 12,2021 REGULAR MEETING MINUTES. With the approval of the Consent Agenda in a 7-0 vote, the Council approved the October  12, 2021 Regular Meeting Minutes.  End of Consent Agenda- -  PUBLIC HEARINGS:  CONSIDERATIONS OF AN AMENDMENT TOTHE SCOPE OF THE CDBG- INFRASTRUCTURE 19-I-3112 PROJECTTO INCLUDE THE REIDSVILLE INTERMEDIATE SCHOOL OUTFALLLINE AND THE WESTERN CONNECTOR. Ms. Amanda Whitaker of WithersRavenel, grant administrator for thej project, explained that the City ofReidsville: in 20191 had received a CDBG-Infrastructure grant for $1,999,298 from the NC Department of Environmental Quality, Division of Water Infrastructure, to replace or repair approximately 7,8001 linear feet ofs sewer line in the areas ofHart Street, Washington Avenue, Circle Drive, Terry Street and Wray Street. While the application included the Reidsville Intermediate School Outfall as part oft the project, it was not listed in the public hearing process, she said. The Reidsville Intermediate School Outfall was included in the Engineering Report, Environmental Review, and Bid/Design Packet. In order to include the Reidsville Intermediate School Outfall in the project, Whitaker stated that the City needs to hold a public hearing stating that it is amending the project scope to include this area. Once this is complete, the state will approve the scope amendment, and the City can bid the project as designed, she added.  November 9, 2021  Page 2    Ms. Whitaker asked ift there were any questions from Council, but none were offered. Mayor Donecker opened thej public hearing at 6:14 p.m. With no one speaking for or against, the Councilman Hairston made the motion, seconded by Councilwoman Walker and unanimously approved by Council in a 7-0 vote, to approve the scope amendment. CONSIDERATION OF A REQUESTTOREZONE ROPERIYLOCATED ONS SOUTH PARK DRIVE, SPECIFICALLY PARCEL NO. 173833, FROM CONDITIONAL USE RESIDENTIAL (CU R-12)TO RESIDENTIAL-20 (R-20). DAVID CHAPMAN WITH SOUTHBURY DEVELOPMENT.LLC.SUBMITTEDTHE APPLICATION.AND BELMONT ESTATES, LLC,OWNS THE PROPEKD.L2VA-s) Ini making the staff report, Community Development Manager Donna Setliffreviewed her October 26, 2021 memo on the request oft the applicant David Chapman, which follows: The applicant is requesting approximately 44 acres located on the east side of South Park Drive directly across from Pine Hill Drive be rezoned from Conditional Use Residential-12 (CU R-12) to Residential-20 (R-20). The area to the north and west is zoned R-20, the south and southeast is zoned RS-12. Most of the surrounding area is developed residential, except fori the southeast In 2006, this property was rezoned from R-201 to CU R-12 with the issuance ofa Conditional Use Permit. The agreed upon CUP conditions detailed howt the property was to be developed. Not long after the approval, Reidsville and North Carolina experienced a slump in residential development and the project did not proceed as planned. Rezoning the property back to its original zoning of R-20 allows ai future developer to basically start fresh. This is a general use application; therefore, all uses of R-20 would be permitted. No undue hardships are being imposed by this rezoning. Itis in keeping with the City Comprehensive Plan as it encourages the development of residential property in general. The Planning Board unanimously recommended the rezoning be approved.  public hearing was closed at 6:15 p.m.  which is the location oft the. JayCee Park.  SUGGESTED MOTION  Based on the information provided in the staff report and verbal evidence presented during the public hearing this request is reasonable, in the public interest and consistent with the City's Comprehensive Plan and other adopted land use plans. Therefore, Imake a motion to approve Councilmember Scoble asked about "Note 28" which is included in Residential-20 zoning requirements. Setliffexplained that means they have tol be doublewides, they have tol have  the rezoning. (END OF MEMO)  November 9, 2021  Page 3    porches on them and she went through the requirements ifthey were modular units that are built Mayor Donecker opened the public hearing at 6:19 p.m. by asking ifa anyone wished to speak in Mr. Randy Hall with C-3 Design & Engineering out ofC Creedmoor, NC, on behalfofthe client, noted that this property had been rezoned several years ago with strict guidelines and requirements. He said they were trying to ease some oft those restrictions to go back to R-20. He said they respectfully request Council's approval of this sO they can go back to the drawing board and create subdivision plans, which will get up to Reidsville's standards. Councilman Festerman, noting thej previous discussion tonight, asked ifthere were any plans for doublewides? Mr. Hall replied no, these would be stick built home with real foundations.  off site and brought there. favor or disfavor?  With no other questions, the public hearing was closed at 6:21 p.m.  Mayor Pro Tem Brown read the following motion: Based on the information provided in the staff report and verbal evidence presented during the public hearing this requesti is reasonable, in the public interest and consistent with the City's Comprehensive Plan and other adopted land use plans. Therefore, I make a motion to approve the rezoning. The motion was seconded by Councilmember Scoble and unanimously approved by Council in CONSIDERATION OF A' TEXT AMENDMENT REGARDING SETBACK FOR FREESTANDING POLE SIGNS IN HIGHWAY BUSINESS. (T-2021-07) Inr making the staff report, Community Development Manager Donna Setliff reviewed her  a 7-0 vote.  October 26th memo, which follows:  The attached Text Amendment is being proposed by Staff. The Amendment corrects issues with A pole sign ini the Highway Business District shall be required to have at least a 7-foot ground clearance. When the sign has a 7-foot to 15-foot ground clearance, it shall have at least a 10- foot setback. Ifthe ground clearance is 15-feet or greater, the sign may have a 5-foot setback. The Planning Board unanimously recommended to City Council the Text Amendment be As she reviewed the memo, Setliff stressed that the 7-foot ground clearance is thei minimum allowed. She noted that the City's current ordinance has 7-to-12 feet and then skips to 15 feet SO this text amendment includes the 13-14 feet that had previously been left out. Mayor Donecker opened the public hearing at 6:23 p.m. With no one speaking in favor or  setbacks for freestanding pole signs in Highway Business.  approved. (END OF MEMO)  disfavor, the public hearing was closed at 6:24 p.m.  November 9, 2021  Page 4    Councilman Hairston then made the motion, seconded by Councilman Gorham and unanimously approved by Council in a 7-0 vote, to approve the T2021-07 Text  Amendment.  The Text Amendment as approved follows:  Amendment T2021-07  AMENDING THE CITY OF REIDSVILLE ZONING ORDINANCE  AN ORDINANCE AMENDING ARTICLE VII, SIGNS SECTION 12, SIGNS REQUIRING PERMITS OF THE CITY OF REIDSVILLE ZONING ORDINANCE  BE IT ORDAINED by the City Council oft the City of Reidsville, North Carolina, that the Zoning Partl. That Article VII, Section 12, Sign Requiring Permit, Notes to the Table of Signs Requiring (f) Freestanding pole and ground signs shall be no closer than 51 feet from the right-of-way, sidewalk or property line whichever is greater and 101 feet from residential property in all Freestanding pole signs int the Highway Business District must have at least a 7-foot ground clearance. However, a pole sign with a 7-foot to 15-foot ground clearance the sign shall be setback 10-feet from the right-of-way, sidewalk or property line whichever is greater. A freestanding pole sign with a 15-foot ground clearance may have a 51 foot setback from the Freestanding ground signs ini the Highway Business District must have at least a 15 foot setback All Freestanding pole or grounds signs in Highway Business shall be at least 10 feet from  Ordinance of the City of Reidsville be amended as follows:  Permits (f) be amended as follows:  districts except Highway Business.  right-of-way, sidewalk or property lines whichever is greater.  from the right-of-way, sidewalk or property line whichever is greater.  residential property.  Part II. This Ordinance shall become effective upon its adoption by the City Council oft the City  of Reidsville, North Carolina. ADOPTED this the Reidsville, North Carolina. November 9, 2021  day of  2021 by the City Council of the City of  Page 5    /s/  JOHN M. "JAY" DONECKER, MAYOR, REIDSVILLE, N.C.  /s/_  Angela G. Stadler, City Clerk  CONSIDERATION OF AN ORDINANCE1 TO EXTEND' THE CORPORATE LIMITSOF THE CITYOF REIDSVILLEBY ANNEXING' THENON-ANNEXED AREA OF PARCEL NO. 181647Z1 AND 72 OFF LIBERTY: ROAD.' THE REQUESTTOVOLUNTARILY ANNEX' THIS CONTIGUOUS PROPERTY IS BEING MADE BYTHELANDOWNER Ini making the staffreport, Community Development Manager Donna Setliffnoted that the property owner, Sandra R. Smith, has submitted a fully executed request to voluntarily annex approximately 250 acres ofl land located off ofLiberty Road. This is a contiguous annexation, Setliff said, adding that staffhas found this petition to be valid and recommends approval ofthe With no questions from Council, Mayor Donecker opened thej public hearing at 6:25 p.m. Mr. Randy Hall with C-3 Design & Engineering returned to thej podium sincel hei is also working with Southbury Development on1 this project. He said this project should: not only add lots to the City of Reidsville but it should also increase the City's tax base and add more good-looking homes fori its residents. He said they were looking forward to working with the City on this project as well. Councilman Festerman asked what size homes are they proposing tol build? Mr. Hall: replied there would be variation in sizes since the tract is sO big, but he said he thought 1500 square feet would be the minimum. The Councilman asked about the price range for these homes in today'sn market? Mr. David Chapman with Southbury Development came forward and said most of the homes would bei ini the 1,500-square-feet to the mid 2,000-square-feet range andj priced in thei mid-$200,000 to low-to-mid $300,000 range. Mayor Donecker asked ift there would be any one-level patio homes? Mr. Chapman replied there would be a variation withl both one-story and two-story. The Mayor asked ift there would be townhouses, to which Mr. Chapman responded ini the negative. Noting these homes would bei in our watershed, Mayor Donecker asked ift they would be done in a cluster fashion or be non-dense? Mr. Chapman said he thought it was close to 40% open space sO the homes would bei more: in a cluster fashion and would have al lot of amenities and tiei into the walking trails. The Mayor said the City has ai need for homes ofthose sizes, adding this is great. Councilman Festerman asked if, as the developer, they would be responsible for the streets and curb and gutter, etc.? Mr. Chapman responded, yes. The Councilman asked what width of street they would propose? Mr. Hall said they would be built tol NCDOT standards for subdivision roads. Councilman Festerman said he was concerned about runofftoo. He asked about their plans to address that. Mr. Hall said their plans would be reviewed by the City and by the State and that they were  SANDRA R. SMITH. (A2021-02)  attached Ordinance after the public hearing.  November 9, 2021  Page 6    awarei it was in a critical watershed. The runoff area with any pollutants ini it will be treated before it is dispersed offt the site, he added. Mr. Hall stressed that everything will be legitimate and by the book. Councilman Festerman asked ifthey foresee putting sidewalks in the community? Mr. Hall said yes. The Councilman said he is al big proponent ofs sidewalks. Mr. Hall added that there would also be a walking path along the edge ofthis property that they would be incorporating with the Councilman Festerman also asked about greenspace: in such al large tract ofl land. Again, it was noted Councilmember Scoble asked what the proposed number ofhousing units would be? Mr. Chapman said it would be either 417 or 418. Mr. Hall said this is a concept plan SO once they get into approvals and move forward with construction drawings and work out all thel kinks, they would know more and, most likely, they might lose some oft those lots to make things work. He said they hoped to stick Councilman Festerman asked about a timeline for construction, etc. Mr. Chapman asked ifthey can start tomorrow, which drew laughter. Councilman Festerman joked as long as we have Donna, you can. Mr. Chapman talked ofhow wonderful Setliff had been to work with and said Reidsville has been blessed tol have her. She has been amazing, he said, adding he wished every town he worked with had someone like her. Councilman Festerman said Mr. Chapman is not the first one to stand there and say that. Mr. Chapman said Setliffhas been terrific and that he couldn'tsay enough. Councilmember Scoble noted it is amazing how much knowledge Donna has in her head and can Mr. Douglas Shumate of324 Farmington Drive came forward and said hel had some concerns about the wastewater treatment situation that the City of Reidsville is in. He asked ifit was true that we have not been up to. DENR standards for several years? The Mayor asked ifMr. Shumate was talking about this request? Mr. Shumate said it would be adding wastewater so he wanted to know ifwe are presently meeting the DENR standards for that. The Mayor replied ini the affirmative. Mr. Shumate asked ifthe City would be adding on to the wastewater treatment facility? The Mayor said no, but then followed up that hel believed that is ai real concern in any community that is going to add this number ofhousing units. He said our Public Works Department is actively in conversation with our State Division of Water Quality on a fairly frequent basis. He said we have tol be very proprietary about how much wastewater we can handle as a City sO he said he appreciates Mr. Shumate asking that question. He said al lot oft time people get fired up about getting all oft these new residents, but we also have a responsibility toj people who are already here. Mr. Shumate said he had been under the impression that we currently weren'tmeeting the DENR standards sO it was aj real concern. Mayor  sidewalks.  that number is believed to be about 40%.  as close to that number as they can.  answer any question.  Donecker said "we are".  With no one else coming forward, the public hearing was closed at 6:34 p.m.  Mayor Donecker asked if there was a motion to annex the non-annexed areas of Parcel No. 181647Z1 and Z2 off of Liberty Road. Councilman Gorham said "so moved," which was seconded by Councilmember Scoble and unanimously approved by Council in a 7-0 vote.  The Ordinance as approved follows:  November 9, 2021  Page 7    A2021-02  AN ORDINANCE TO EXTEND THE CORPORATE LIMITS OF THE  CITY OF REIDSVILLE, NORTH CAROLINA Non-Annexed Area of Parcel No. 181647Z1 & Z2  offI Liberty Road  WHEREAS, the City Council has been petitioned under G.S. 160A-31 to annex the area WHEREAS, the City Council has by resolution directed the City Clerk to investigate the WHEREAS, the City Clerk has certified the sufficiency of the petition and aj public hearing on the question oft this annexation was held in City Council Chambers, 230 West Morehead Street, at 6:00 P.M. on Tuesday, November 9, 2021, after due notice by publication on  described below; and  sufficiency oft the petition; and  Sunday, October 24, 2021; and  WHEREAS, the City Council finds that the petition meets the requirements of G.S. NOW, THEREFORE, BE IT ORDAINED by the City Council oft the City of Section 1. By virtue oft the authority granted by G.S. 160A-31, an approximate 250 acres located offLiberty Road is hereby annexed and made part oft the City of Reidsville as of Lying and being located in Simpsonville Township, Rockingham County, North Carolina. Beginning at an existing iron, specifically the southeast corner oflot 4, also the south corner oflot3, per Phase II map of Ashcroft recorded in plat book 39, page 94 oft the County Registry; thence S 03°44'55" E with Ashcroft Business Park, LLC( (DB 1009-1673)a distance of 446.05 feet to a stone, corner with Mt. Carmel Holiness Church, Inc. (DB 1203- 837, PB: 54-39); thence with said church, S 00°48'02" W 357.40 feet to an existing iron, corner with Livingston College, (estate file 00E-520, PB: 54-39); thence with Livingston College, S 00°43'38" W 199.86 feet to an existing iron in the north right-of-way ofMcCoy Road and continuing 30 feet to aj point in the center ofs said road; thence along the center of McCoy Road approximately 600 feet to aj p-k nail in the centerline intersection ofMcCoy Road and Liberty Road; thence S 72°01'34" W 1678.27 feet to an existing subsurface iron at the center end of] Liberty Road; thence S 04°01'07" E 31.01 feet to an iron in the south right-of-way of said road, a corner with the City ofReidsville (DB 1553-534, PB 82-33);  160A-31;  Reidsville, North Carolina that:  January 31, 2022:  November 9, 2021  Page 8    thence continuing with the City ofReidsville the following calls: S 70°16'19" W 80.00 feet to an iron, S 19°43'41"E 50.00 fee to an iron, N 70°16'19". E 20.00 feet to an iron, S 38042'30" E 25.00 feet to an iron, S 04°01'07"] E 455.73 feet to an iron, S 04003'04"E 659.46 feet to an iron, S 86°54'58" W 1405.94 feet to an iron, S 05°05'20" W 1117.63 feet to an iron, S 05°20'13" W 343.13 feet to an iron, N 83°00'12" W 1034.01 feet to an iron, N 82042'45" W 448.05 feet to an iron ini the line of Lake Reidsville property; thence with the lines ofl Lake Reidsville as follows: N 01°17'32" W 104.54 feet to an iron, N 19°39'32"E 634.52 feet to an iron, S 47°25'57" W 664.95 feet to an iron, S 19°58'28" E 275.98 feet to ani iron, corner with Stephen Luking; thence with Luking's line, N 82053'30" W 367.65 feet to an iron, corner with Kenneth H. Dill (DB 1256-1195); thence with Dill N 05052' E 1145.34 feet to an iron, corner with W. R. Carter (DB 884-1261); thence with Carter N 05°15'30" E 596.00 feet to an iron, corner with Mark Durham (DB 1574-2833, PB 85-16); thence with Durham S 84012'13"E 527.87 feet to an iron, continuing with Durham N 05°15'30" E 562.89 feet to an iron in the line of Boyd W. Somers, Jr. (DB 919-742); said iron being S 85°14'22"E 15.19 feet from as set stone; thence with Somers S 85044'52" E 402.53 feet to an iron and passing over an iron at 151.45 feet to a corner with Melissa C. Gibbey (DB 946-369, PB 35-41); thence with Gibbey S 85044'04" E 1115.91 feet to a stone, continuing with Gibbey N 04°05'30"] E 576.05 feet to an iron, corner with John Brown (DB 1060-1755); thence with Brown N 04°05'30" E 340.53 feet to aj point in thel Brown line, corner with Cory Scott (DB 1525-2853); thence with Scott and then Joseph T. Rauch (DB 1538-629, PB31-91) the following courses: N 61°20'30" E 123.70 feet to aj point, N 32°30'30" E 271.25 feet to a point, N 63°34'30" E 275.65 feet to a point, S 46042'30" E 215.75 feet to a point, N 37°03'30". E 239.20 feet to a point, N 67°35'30" W 375.40 feet to a point, S 71°59'30" W 145.90 feet to aj point, S 74032'23" W 293.34 feet to aj point, N 04005'30" E 137.25 feet to an iron, corner with Kenneth R. Vaden (14E-490); thence with Vaden N 06°05'40" E 952.14 feet to an iron; thence continuing with Vaden S 85040'20" E 317.98 feet to an iron, corner with Robert M. Rourk (DB 1017-1892); thence with Rourk and then Najeeb Ur Rehman (DB 1017-1899 and DB 1412-1347) S 83°49'20" E 2403.08 feet to an iron, corner with Charles M. Royal (DB 1526-490, PB: 39-94, DB 1496-2990) corner of lot 6, Phase II, plat of Ashcroft; thence continuing with Royal and the south lines oflots 6,5, and 4 ofs said Ashcroft Development, S 86°03'50" E 455.74 feet to an iron, the point and place of beginning and by GIS calculations being approximately 250 acres, more or less. Section 2. Upon and after January 31, 2022, the above described territory and its citizens and property shall be subject to all debts, laws, ordinances and regulations in force ini the City of] Reidsville and shall be entitled to the same privileges and benefits as other parts oft the City ofl Reidsville. Said territory shall be subject to municipal taxes according to G.S. 160A-  58.10.  Section 3. The Mayor of the City of Reidsville shall cause tol bei recorded ini the office oft the Register of Deeds of Rockingham County, and in the office oft the Secretary of State at Raleigh, North Carolina, an accurate map of the annexed territory, described in Section 1 above, together with a duly certified copy oft this ordinance. Such a map shall also be delivered to the Rockingham County Board of] Elections, as required by G.S. 163-288.1.  Adopted this gth day of] November, 2021.  November 9, 2021  Page 9    /s/  John M. "Jay" Donecker Mayor  ATTEST: /s/  APPROVED ASTOI FORM:  /s/  Angela G. Stadler, CMC/NCCMC  William F. McLeod Jr. City. Attorney  City Clerk  End of Public Hearings-  SURPRISE RECOGNITION OF DONNA SETLIFF.  Mayor Donecker then came down from the Council dais, noting how interesting it was that David Chapman had taken the time to talk about Donna's abilities during her last official acti in front ofCity Council. He said Donna will be missed, but she will be remembered as he read aloud aj plaque that willl be placed on the chair she often occupied in Council chambers that reads: "DONNA'S CHAIR Dedicated to. Donna Setliff, Retired Community Development Manager & Frequent Occupant ofThis Chair During 41 Years of Service to the City". She received a standing ovation from those in attendance as well as hugs from Mayor Donecker and Councilman Festerman. Setliff thanked everyone for the recognition. She said this is very hard for her because Reidsville has been likea child tol her, as shel has watchedi it grow in sO many different directions. She noted iti is going to be very hard to back away from that. She said it has been a pleasure working with everyone, including Summer during her short time as Manager. She said she wished she could work al little longer, but it has been 41 years. City Manager Woodard also expressed her thanks for everything Donna has done  but noted it does not end the friendship they have developed.  UPDATES:  CONSIDERATION OF A PROPOSED REQUEST FOR QUALIFICATIONS (RFO)FOR Ini making the staff report, City Manager Summer Woodard reminded Council members that at their October 12th meeting, staffhad presented engineering and construction prices. She noted that aj proposed Request for Qualifications had been prepared as directed by the Council; however, she said given the history and depth oft this proposed project, she was recommending that the item be added to the Council Retreat in. January of 2022. She said this would afford City Council and stafft the opportunity to give proper attention to this matter and develop clear steps and objectives about how to move forward with this proposed project. She said this has been many years int the making and that it behooves us all to take a step back and really focus on this as a whole project. She said a great chance to do that would be during the retreat in. January. In thei meantime, staff can review the RFQ and look ahead at what would be sought in terms of qualifications, etc. The City Manager said she thought we owe it to our community and citizens to do our due diligence and have this as ai retreat item. Councilmember Scoble said she thought  THE CYPRESS DRIVE IMPROVEMENT PROJECT.  our citizens will appreciate that.  November 9, 2021  Page 10    BUDGETARY ITEMS:  CONSIDERATION OF OFFER BY NC DEPARTMENT OFTRANSPORTATION Ini making the staff report, City Manager Summer Woodard explained that the NC Department ofTransportation has offered toj purchase a portion oft the City's lower. Jaycee Park property for ai right ofway and aj permanent utility easement, which is located at the dog park. NCDOT is willing toj pay $12,719.00, she said, of which $2,694 will be used to relocate the dog park fencing out oft the proposed right of way. All oft this is needed sO that DOT can start working on replacing the bridge along South Scales Street, which will be replaced with a large culvert. She said it will take about a year to complete the project once started. Ms. Marianna Pio ofNCDOT, who was attending the meeting virtually, said the monies needed to relocate the dog part fencing are actually $2,494 with the rest ofit for the purchase oft the land and the trees. While they don't have al let date yet, Ms. Pio said a project this size usually takes approximately five months to complete, but 6-9 months have been allotted for this one, a little shorter than the one year she had previously discussed with the City. Councilman Festerman asked ift the City will be able to: retain and move that fencing once NCDOT purchases the property? Ms. Pio said the quote from Able Fencing calls for relocating some ofthe fencing and that any fencing that will no longer be needed will bel left for the City. Councilmember Scoble asked how much smaller will this change make the dog park and how much land will the City bel losing? Ms. Pio said for the right of way, the land being purchased from the City is. .766 acres while the land for the permanent utility easement is. .228 acres. Together the two parcels of land affected are approximately 20.25 acres with the right of way being acquired at. .766 acres, leaving 19.48 acres remaining, she said. The permanent utility easement will still be owned by the City, Ms. Pio explained, but NCDOT will acquire the rights to it for perpetuity. Councilmember Scoble asked ift the City would be responsible for upkeep and maintenance ofthe property? Ms. Pio stated that ini reference to the permanent utility easement, yes, the City would be responsible but that NCDOT would be responsible for the right of way. Duke Energy will be placing some poles in that area, she Councilman Gorham then made the motion, seconded by Councilmember Scoble and unanimously approved by Council in a 7-0 vote, to accept the offer and approve the  FOR PROPERTY ON SOUTH SCALESSTREET.  added, but the City would be responsible for maintaining that.  Resolution.  The Resolution as approved follows:  Resolution Authorizing and Approving Sale of a Portion of Property Located at South Scales Street to the North Carolina Department ofTransportation  for Project 7 # 17BP.7.R.141  November 9, 2021  Page 11    WHEREAS, the City of Reidsville owns property located at South Scales Street Parcel #152219 & Parcel 149187, said property being shown on the attached map, for which the City has no  governmental or other public need;  WHEREAS, the North Carolina Department ofTransportation has offered toj purchase a portion ofs said property for Right of Way and Permanent Utility Easement for the amount of $12,719.00 ofwhich $2,694.00 is tol be used to relocate the fencing out oft the proposed Right of Way which amount, in the opinion oft the City Council, is fair and reasonable.  NOW, THEREFORE, BE IT RESOLVED BYTHE CITY COUNCIL OFTHE That pursuant to N.C.G.S. Section 160A-274(b), the sale of the above mentioned property ini the amount of$12,719.00 is hereby approved and the sale ofland to the North Carolina Department ofTransportation is hereby authorized; and the Mayor and City Clerk are hereby authorized to execute on behalfofthe City ofReidsville aj proper deed to convey said  CITY OF REIDSVILLE:  property.  This the gth dayofNovember, 2021.  /s/  By: John M. "Jay" Donecker Mayor, City of Reidsville  ATTEST: /s/  (CITY SEAL)  Angela G. Stadler, CMC/NCCMC  City Clerk  CONSIDERATION OF FREEWAY DRIVE MOWING. AND LANDSCAPING AND Inr making the staff report, City Manager Summer Woodard, noting that the City has taken over thel landscaping of Freeway but NCDOT continues to do the mowing, reviewed her November 1st  BUDGET ORDINANCE. AMENDMENT NO.5.  memo, which follows: Date: To: From: Subject:  November 1, 2021 Mayor Jay Donecker City Council Members Summer Woodard, City Manager Mowing and Landscaping for Freeway Drive  Ihave been ini touch with NCDOT regarding mowing and landscaping for Freeway Drive. Currently, NCDOT is only mowing Freeway Drive four (4) times per year. This is not enough. Freeway Drive is ai main corridor for our City. Staffhas been working with a Mowing and Landscaping company and they have given us a quote to mow Freeway Drive every other week for a total of $64,800.00 annually. Please find attached a budget amendment for halfay year of  November 9, 2021  Page 12    mowing for Freeway Drive. Iti is Management's: recommendation to contract this service out to NCDOT has agreed to allow the City to take over mowing, and they would reimburse per the Municipal Maintenance. Agreement between the City and NCDOT. Per that agreement, this would only equate to the City being reimbursed $3,558.63. Ihave sent ai request to NCDOT asking ifthey would reimburse the City of] Reidsville what they are currently paying the contractor to mow. II have not received a reply at this time. (END OF MEMO) Manager Woodard stated that the mowing ofl Freeway Drive four times a year is not enough aesthetically speaking. The company that the City has been working with mowed Freeway Drive to get an idea ofwhat it would cost for them to do it, she said, adding that the company did a great job, also picking up trash and litter along the roadway. NCDOT had agreed that this could be done, she said, The cost estimate came in at $64,800, she stated, and Lindsey Tuttle in Public Works who is over our Streets Department said for stafft to do the mowing would mean the creation oft two additional positions to mow every two weeks. The cost ofs staff doing the mowing wouldn'tcome in anywhere close to the $64,800 when factoring in benefits, etc., the City  ensure we arel keeping one ofouri main corridors properly cared for.  Manager added.  Manager Woodard said they were looking at doing al budget ordinance. amendment for halfof that amount for the rest oft this fiscal year. She said she wasn't satisfied with what NCDOT was offering us through reimbursement of the Municipal Maintenance Agreement at $3,558.63. She said she had asked ifNCDOT would be willing to reimburse the City what the State is currently Manager Woodard said staff wanted to find out ift this was something Council would be interested in since Freeway Drive is ai main corridor into the City and this past summer showed Counciwoman Walker asked ifthis was: for the entire year. The City Manager responded in the affirmative, agreeing that during the off season, the company would continue toj pick up trash, do landscaping, mulching, etc. In response to a question from Councilmember Scoble, Manager Woodard said thei mowing would be from the beginning to end" of Freeway Drive, which is an While at the election polls, Councilman Gorham said hei received complaints from five people about maintenance ofFreeway Drive. Mayor Donecker agreed, saying this is what has driven us to do this because the mowing has been inadequate. The Mayor said from his perspective this is a very reasonable option, adding that while wel like to think its Scales Street, at this point Freeway Drivei is truly our City center. He said if we can't! have our most visible: road clean and looking neat, what do you think people will say about the rest oft the City. He said he felt we need to do  paying the contractor to do, which isj just bush hogging.  that mowing it once ai month is not going to be sufficient.  extensively long area.  this toj provide thel best look for our commercial district, etc.  November 9, 2021  Page 13    Councilmember Scoble asked ift the company giving the quote is a local company? Manager Woodard said it is the company that has been doing our other landscaping and mowing for at Mayor Donecker then made the motion, seconded by Councilman Hairston and unanimously approved by Council in a 7-0 vote, to approve. Budget Ordinance Amendment  least the past three years or longer.  No. 5 so that this can be implemented.  Budget Ordinance Amendment No. 5 as approved follows:  BUDGET ORDINANCE AMENDMENT NO.5  WHEREAS, the Mayor and City Council oft the City of] Reidsville adopted a budget ordinance on June 8, 2021 which established revenues and authorized expenditures for fiscal WHEREAS, since the time of the adoption of said ordinance, it has become necessary to make certain changes in the City's budget to appropriate funds for Spring mowing of Freeway NOW, THEREFORE, BE IT ORDAINED, by the Mayor and City Council oft the Cityof Reidsville that the budget ordinance as adopted on. June 8, 2021 is hereby amended as follows; Section 1. That revenue account number 10-3999-0000, Appropriated General Fund Balance, Section 2. That expense account number 10-4260-3519, M&R Freeway Drive, be increased  year 2021-2022; and  Drive;  bei increased by $32,400.00. by $32,400.00.  This the 9th day ofNovember, 2021.  /s/ John M. "Jay" Donecker Mayor  ATTEST: /s/ City Clerk  Angela G. Stadler, CMC/NCCMC  CONSIDERATION OF PROPOSED USE OF 20-21 SURPLUS AND BUDGET Inn making the staff report, Assistant City Manager of Administration/Finance Director Chris  ORDINANCE AMENDMENT NO.6.  Phillips reviewed his October 29, 2021 memo, which follows:  November 9, 2021  Page 14    PROPOSED USE OF 20-21 SURPLUS  To: Summer Woodard, City Manager Date: October 29, 2021  From: Chris Phillips, Assistant City Manager of Administration  While the 2020-2021 fiscal year had its challenges, financially there were some savings. Some City facilities were closed; there were open full-time and part-time positions for much of the year; CARES Act funds were received to offset some public safety costs. Property tax and sales tax collections were more than budgeted. Sales tax collections were even more than expected due to increases in on-line purchasing. The excess receipts from these revenue sources more than covered the deficits from others, including interest income. The fiscal year will end with an increase in unappropriated fund balance of approximately $1,700,000. This increase already has taken into account over $500,000 in capital items budgeted for through the carryover process. There were a few other projects under discussion during the 21-22 budget process that have not yet been financed. Below is a listing of items to be considered for funding from  the projected surplus: Splash Pad Downtown Grants Greenfields Grant Salt Barn Mural Payroll Software Peg Channel Public' Works Roof Hometown Christmas Block Mural Freeway Drive Olive Drive Garbage Truck  $ 400,000 To be included with $182,000 already provided. $ 40,000 Tor replenish one year's budget due to project volume. 8,500 Application feei for potential grant funding. $ 10,000 RFQ call for artists tol be sent in coming weeks. $ 60,000 Final module needed to move all financials to Tyler. $ 24,600 Grant funding from prior year not spent. $ 52,000 Final area needed to complete entire complex roof repair. $ 10,000 New decorations for Downtown. $ 12,500 Fundraising in prior year but expenses in current year. $ 32,400 Spring mowing to be presented separately in November. $ 50,000 Already approved to close access to City property on Olive. $ 300,000 Already approved for necessary replacement.  $  A budget ordinance amendment, to be considered by City Council, has been attached to appropriate fund balance for the items above that have not already been included in other amendments. The remaining surplus funds will be approximately $700,000 if the items above are approved. Iwould be happy to answer any questions or to discuss any  of the above items in more detail.  Thank you for your consideration. (END OF MEMO)  Phillips noted that for the last several years staffhas looked at surplus and what could be done with it. This past year, due to the pandemic, there was a lot of uncertainty when the budget was being prepared, but fortunately, the City did well financially. Hei reviewed the reasons as listed in his memo, including a 16-17% increase in sales tax revenues over the previous year. He said they knew there would be some savings when the budget was adopted for 2021-2022, and a lot of capital requests for 2021-22 were held for the carryover process because it was known there would be some funds for those. We've done about $500,000 in capital from savings and that there were additional savings and excess revenues that wel hadn'taccounted for, he said. There  November 9, 2021  Page 15    had been several projects that had been under discussion. He said we have about $1.7 million we can look at with the largest expenditure being $400,000 towards the splash pad. He then went through the items listed in his memo. He added that Budget Ordinance Amendment No. 6is for With no questions for Phillips, Mayor Pro Tem Brown made the motion, seconded by Councilwoman Walker and unanimously approved by the Council in a 7-0 vote, to approve  the $605,000 ini items that had not already been approved.  Budget Ordinance Amendment No. 6.  The Budget Ordinance Amendment as approved follows:  BUDGET ORDINANCE AMENDMENT NO. 6  WHEREAS, the Mayor and City Council of the City of] Reidsville adopted al budget ordinance on. June 8, 2021 which established revenues and authorized expenditures for fiscal WHEREAS, since the time oft the adoption of said ordinance, it has become necessary to make certain changes in the City's budget to appropriate prior year surplus funds; NOW,THEREFORE, BE IT ORDAINED, by the Mayor and City Council oft the City of Reidsville that the budget ordinance as adopted on June 8, 2021 is hereby amended as follows; Section 1. That revenue account number 10-3999-0000, Appropriated General Fund Balance, bei increased by $605,100.00; that revenue account number 15-3999-0000, Appropriated Section 2. That expense account number 10-4110-2609, Governing Board Special Projects, bei increased by $400,000.00; that expense account number 10-4950-5800, Downtown Grants Program, be increased by $40,000.00; that expense account number 10-4930-4400, Community Contracted Services, bei increased by $10,000.00; that expense account number 10-4920-5805, Economic Development Reserve, be increased by $8,500.00; that expense account number 10-4123-5800, PW Capital Improvements, be increased by $52,000.00; that expense account number 10-4130-5500, Finance Capital Equipment, bei increased by $60,000.00; that expense account number 10-4210-5509, IT Capital Equipment, be increased by $24,600.00; that expense account number 10-4950-2600, Main St Supplies, be increased by $10,000.00; that expense account number 15-4930-5501, Block Mural, be  year 2021-2022; and  Downtown Fund Balance, be increased by $12,500.00.  increased by $12,500.00; This the 9th day ofNovember, 2021.  /s/ John M. "Jay" Donecker Mayor  ATTEST: /s/ City Clerk November 9, 2021  Angela G. Stadler, CMC/NCCMC  Page 16    CONSIDERATION OF EMPLOYEE BONUSES AND BUDGET ORDINANCE Inr making the staff report, Assistant City Manager of AdminstrationFinance Director Chris  AMENDMENT NO.7.  Phillips reviewed his October 29, 2021 memo, which follows:  PROPOSED EMPLOYEE BONUSES  To: Summer Woodard, City Manager Date: October 29, 2021  From: Chris Phillips, Assistant City Manager of Administration  As 2020 came to a close, many people were heard saying they welcomed 2021 and an end to one of what was considered the worst years in modern history. As 2021 is now nearing a close, it has become obvious that 2020 was not an isolated "bad" year. The COVID pandemic has lingered and other related operating difficulties, including recruitment and retention along with supply chain issues, continue to exist. Many area employers are offering signing bonuses and referral bonuses to help in attracting new employees and retention bonuses to try and keep the employees they have. The public sector is participating in this practice as well with many units of government or school systems following suit. It is recognized, too, that most of these jobs are front line workers, essential employees, that had to keep working during the pandemic. Many of them did not have a virtual option that SO many employers were In light of working during the extended pandemic, at this time, staff would like the City Council to consider paying a one-time bonus of $3,000 to each full-time employee (as of November 1, 2021) and $1,500 to each part time employee (as of November 1, 2021). This bonus would cost approximately $775,000 including related benefits. The bonuses While the 2020-2021 fiscal year had its challenges, financially there were some savings. Some City facilities were closed; there were open full-time and part-time positions for much of the year; CARES Act funds were received to offset some public safety costs; and sales tax collections were more than expected due to online purchasing. The fiscal year will end with an increase in unappropriated fund balance. Many capital items that were not included in the 2021-2022 budget will be purchased from this increase, including the installation of a splash pad. After taking all of these into consideration, the net increase to unappropriated fund balance is almost enough to cover the cost of these bonuses. Therefore, a budget amendment is attached to use $700,000 of fund balance for this purpose. The remaining $75,000 can be found in current year savings. Thank Phillips noted that with the other items just approved, $700,000 remains which staff would recommend be given as a one-timel bonus of $3,000 to each full-time employee and $1,500 to  able to offer.  will be paid at the beginning of December.  you for your consideration. (END OF MEMO)  November 9, 2021  Page 17    each part-time employee that has worked during this past year. He stated that many said they would be glad to see 2020 go, but 2021 has been a lot like 2020, and wel have had essential workers show up every day SO we'd like to take advantage of this surplus and give those bonuses. The total cost is $775,000, he stated, with $700,000 coming from the surplus and the remaining $75,000 coming from other savings they will find. He said we have seen al lot ofour peers doing the same thing, including attempts to recruit and maintain employees by offering such bonuses, as it gets harder and harder to hire and keep employees. This will help keep us competitive as well as to thank our employees for work done over the past year, Phillips stated. Mayor Donecker said he agreed with that 100% and noted wel have had a number ofunfilled positions with employees having to take up that slack, at the same time doing essential work and being exposed to COVID. He said it is a good way to thank our employees for sticking with us through a tough time. The Mayor said hopefully we are turning a corner and should find that out Councilmember Scoble asked for an update on our vaccination rates. Phillips said he didn'thave the current numbers here but he noted that all new hires must be vaccinated sO our percentages are going up. He said the unvaccinated are still being tested weekly. City Manager Woodard said from her last conversation with our HR Director, she thought we were around 85%. Mayor Donecker asked if there was a motion to adopt Budget Ordinance Amendment No. 7, to which Mayor Pro Tem Brown said "so moved," seconded by Councilman Hairston  in another month or SO.  and unanimously approved by Council in a 7-0 vote. Budget Ordinance Amendment No. 7 as approved:  BUDGET ORDINANCE AMENDMENT NO.7  WHEREAS, the Mayor and City Council ofthe City of Reidsville adopted a budget ordinance on June 8, 2021 which established revenues and authorized expenditures for fiscal WHEREAS, since thet time of the adoption of said ordinance, it has become necessary to make certain changes in the City's budget to appropriate funds for Employee Bonuses; NOW, THEREFORE, BE IT ORDAINED, by the Mayor and City Council oft the City of Reidsville that the budget ordinance as adopted on June 8, 2021 is hereby amended as follows; Section 1. That revenue account number 10-3999-0000, Appropriated General Fund Balance, Section 2. That various expense account numbers for Payroll and Benefits be adjusted as  year 2021-2022; and  bei increased by $700,000.00.  necessary to pay bonuses totaling $700,000.00. (See attached.)  November 9, 2021  Page 18    This the 9th day ofNovember, 2021.  /s/ John M. "Jay" Donecker Mayor  ATTEST: /s/ City Clerk  Angela G. Stadler, CMC/NCCMC The attachment noted in the BOA: follows:  CITY OF REIDSVILLE December. 2021 Employee Bonus $3,000 per full-time employee $1,500 per part-time employee  Employer Benefits Retirement  Expected Bonus 3.00 2.00 1.00 9.00 3.00 $ 9,000 11.00 11.00 $ 33,000 9.00 31.50 4.00 12.00 16.00 2.00 3.00 1.00 1.00 5.00 2.00  Costo of FICA  GENERAL FUND 10-4120 10-4122 10-4123 10-4130 10-4210 10-4310 10-4311 10-4312 10-4314 10-4340 10-4350 10-4510 10-4710 10-4740 10-4910 10-4920 10-4950 10-6140 10-7113 PARKS & RECREATIO N 11-6120 11-6121 11-6123 11-6124 WATER 61-7114 61-7120 61-7121 61-7122 November 9, 2021  Employees ADMINISTRATION PERSONNEL ADMINISTRATION PUBLICWORKS FINANCE INFORMATION MANAGEMENT SYSTEMS ADMINISTRATION POLICE DETECTIVE POLICE DIVISION DIVISION PATROL POLICING COMMUNITY FIRE CODE INSPECTIONSA ENFORCEMENT STREET MANAGEMENT CEMETERY PLANNING ECONOMIC DEVELOPMENT MARKETS SMAINST SQUARE PROGRAM PENNHOUSE SERVICES  401K  Total  $ 9,000 $ 689 $ 1,030 $ 450 $ 11,168 $ 6,000 $ 459 $ 686 $ 300 $ 7,445 $ 3,000 $ 230 $ 343 $ 150 $ 3,723 $ 27,000 $ 2,066 $ 3,089 $ 1,350 $ 33,504 $ 33,000 $ 2,525 $ 3,775 $ 1,650 $ 40,950 $ 27,000 $ 2,066 $ 3,089 $ 1,350 $ 33,504 $ 94,500 $ 7,907 $ 10,811 $ 4,725 $ 117,943 $ 36,000 $ 2,754 $ 4,118 $ 1,800 $ 44,672 $ 48,000 $ 3,672 $ 5,491 $ 2,400 $ 59,563  $ 1,030 $  450 $ 11,168  $ 689 $ 2,525 $ 918  $ 3,775 $ 1,650 $ 40,950  24.50 $ 73,500 $ 5,623 $ 8,408 $ 3,675 $ 91,206  $ 12,000 $ 6,000 $ $ 9,000 $ $ 3,000  $ 1,373 $  600 $ 14,891 450 $ 11,168 150 $ 3,723 150 $ 3,723 750 $ 18,614  459 $ 686 $ 300 $ 7,445  689 $ 1,030 $ $ 343 $ $ 230  $ 3,000 $ 230 $ 343 $ $ 15,000 $ 1,148 $ 1,716 $  $ 6,000 $ 459 $ 686 $ 300 $ 7,445  Total GeneralFund 151.00 $ 453,000 $ 35,333 $ 51,823 $ 22,650 $ 562,806  ADMINISTRATION PARKS&REC FACIITIES ATHLETICS SENIORCENTER Recreation TotalPaiksand METERREADING WATERPLANT DISTRIBUTION WATER PARKRANGER  7.50 4.00 1.00 5.00 17.50 3.00 7.50 4.00 1.00  $ 22,500 $ 1,721 $ 2,574 $ 1,125 $ 27,920 $ 15,000 $ 1,148 $ 1,716 $ 750 $ 18,614 $ 52,500 $ 4,016 $ 6,006 $ 2,625 $ 65,147 $ 22,500 $ 1,721 $ 2,574 $ 1,125 $ 27,920  $ 12,000 $ 918 $ 1,373 $ $ 3,000 $ 230 $ 343 $  600 $ 14,891 150 $ 3,723  $ 9,000 $ $ 12,000 $ $ 3,000 $  689 $ 1,030 $ 450 $ 11,168 918 $ 1,373 $ 600 $ 14,891 230 $ 343 $ 150 $ 3,723  Page 19    TotalWaler TREATMENT WASTEWATER PLANT COLLECTION SEWER SYSTEM MAINTENANCE PLANTS Total Sewer Fund Combined Ulity GARAGE TOTAL  15.50 $ 46,500 $ 3,557 $ 5,320 $ 2,325 $ 57,702  SEWER 62-7130 62-7131 62-7133 80-4250  8.00 4.00 7.00 19.00 5.00 208.00  $ 2,746 $ 1,200 $ 29,782  24,000 $ 1,836 $ 12,000 $ 918  $ 1,373 $  600 $ 14,891  $ 21,000 $ 1,607 $ 2,402 $ 1,050 $ 26,059 $ 57,000 $ 4,361 $ 6,521 $ 2,850 $ 70,731 34.50 $ 103,500 $ 7,918 $ 11,840 $ 5,175 $ 128,433 $ 15,000 $ 1,148 $ 1,716 $ 750 $ 18,614 624,000 $ 48,414 $ 71,386 $ 31,200 $ 775,000  CONSIDERATION OFI DOWNTOWN CAMERAS AND BUDGET ORDINANCE Inr making the staffreport, Assistant City Manager of Adminstration/Finance Director Chris  AMENDMENT NO.8.  Phillips reviewed his October 29, 2021 memo, which follows:  DOWNTOWN CAMERAS  To: Summer Woodard, City Manager Date: October 29, 2021  From: Chris Phillips, Assistant City Manager of Administration  The cameras in downtown Reidsville have been installed for over ten years. Regular maintenance has been performed and replacements have been made as needed over the years. The system has aged to a point that it will have to be replaced soon. Replacement of the camera system could be part of other improvements in the downtown area. If fiber can be installed under the sidewalk, the backbone of the camera system would be much different and there would be less visible equipment. The camera system will continue to be part of the larger discussion of downtown. There is a portion of the General Fund fund balance that is committed to the downtown. These dollars are from municipal service district (MSD) taxes collected that were not paid out in the grant program over many years. A portion of these funds, $37,000, was dedicated to just the camera system. At this time, the attached budget ordinance amendment will move that amount to the current year budget. These funds will be used to replace some nonworking cameras and possibly to add some new cameras now needed. Any amount remaining when the time comes to replace the entire system will  go toward that cost.  Please let me know if there are questions or concerns. Thank you for your consideration. (END OF MEMO)  November 9, 2021  Page 20    Phillips stated that the City had dedicated some $37,000 in: monies to maintain our downtown cameras and, at some point, replace them. He said this budget ordinance amendment will move those monies from Fund Balance to Budgeted Expenditures SO that it can be used. Unfortunately, $37,000 will not replace our camera system, he noted, but we: need to put that money aside now tor replace some individual cameras that are: not working. He said there are also a couple of cameras we want to add since the system was put in place. Therefore, this money will be used to maintain the system and an eventual overhaul, Phillips continued. Eventually we' d like to have fiber in the downtown area and ifv we tear up the sidewalks for some other reason, we will place conduit for the fiber. This $37,000 has always been budgeted for the cameras but, again, this Councilmember Scoble asked about the opportunity of replacing existing cameras with more accurate models. Phillips said we will buy the most current versions oft the cameras that are compatible with our system or ai new system. In response to a question from Councilmember Scoble, he said het thought currently only about 3-4 cameras are: not working, but there are a few Councilwoman Walker asked about the cost ofa ai new system, which Phillips said would be about $130,000 to replace what wel have. He talked ofthe benefits once we go to fiber. Councilmember Scoble asked about the investment to put in fiber. Phillips said the biggest issue is how to geti it where it needs to go, which would mean tearing up the sidewalks. He said iti isn'tso much the cost ofthe fiber but ofhow to get it there, adding this would be al big project. Councilman Hairston asked ifs someone still monitors the cameras internally? Phillips said they are not watched all thet timel but someone would have to take a chance on that, adding that they Mayor asked if there was a motion to approve Budget Ordinance Amendment No. 8, to which Councilwoman Walker said "so moved", that drew a second from Councilmember  budget ordinance amendment will allow access of those funds, he said.  others that we: really want toj put up that we don'thave right now.  are recorded. The screens are in aj place where people work, he added.  Scoble and was unanimously approved by Council in a 7-0 vote. Budget Ordinance Amendment No. 8 as approved follows:  BUDGET ORDINANCE AMENDMENT NO.8  WHEREAS, the Mayor and City Council ofthe City ofReidsville adopted al budget ordinance on June 8, 2021 which established revenues and authorized expenditures for fiscal WHEREAS, since the time ofthe adoption of said ordinance, it has become necessary to make certain changes in the City's budget to appropriate funds for Downtown Cameras; NOW,THEREFORL, BEI IT ORDAINED, byt the Mayor and City Council ofthe City of Reidsville that the budget ordinance as adopted on June 8, 2021 is hereby amended as follows;  year 2021-2022; and  November 9, 2021  Page 21    Section 1. That revenue account number 10-3999-0000, Appropriated General Fund Balance,  bei increased by $37,000.00.  Section 2. That expense account number 10-4210-5500, IT Equipment, bei increased by  $37,000.00.  This the 9th day ofNovember, 2021.  /s/ John M. "Jay" Donecker Mayor  ATTEST: /s/ City Clerk OTHERI ITEMS: memo, which follows: Date: To: From: Subject:  Angela G. Stadler, CMC/NCCMC  CONSIDERATION OF ADOPTION OF STATE HOLIDAY SCHEDULE. Ini making the staff report, City Manager Summer Woodard reviewed her November 1,2 2021  November 1, 2021 Mayor Jay Donecker City Council Members Summer Woodard, City Manager  Proposal to Follow North Carolina State Holiday Schedule  The City ofReidsville's holiday schedule is outlined in thel Personnel Policy. Ihave attached the current policy for your review. Ifeel that the City ofReidsville's Holiday Schedule needs to Iwould like to recommend City Council follow the North Carolina State holiday schedule. This is a detailed schedule that does not take away or add any holidays to our current policy. This simply verifies what days will be observed for each holiday. Ihave attached the State holiday schedules for 2021 and 2022. Iwould ask that City Council consider amending the Personnel Policy to state that the City ofReidsville follows the North Carolina Holiday Schedule. (END OF MEMO) (THE CURRENT. POLICY AND STATE HOLIDAY SCHEDULES FOR: 2021 AND 2022 AS REFERENCED ARE HEREIN INCORPORATED AND MADE. A PART OF Woodard noted that the City's staff and Management Team have been reviewing thel Personnel Policy and while she didn't want tol bring it piecemeal to Council for approval, she did want Council to consider at least altering the Holiday Schedule for the coming year, After review, she  bei more: simplified and fair for all employees.  THESE. MINUTES.)  November 9, 2021  Page 22    said we felt it needs to be simplified and made fairer for all employees. She gave an example from the current schedule, "At the City Manager's discretion, the day after Thanksgivingmay bes switched for the Monday or Friday of Christmas week when Christmas falls on a Wednesday." She said she thinks we can do better by simplifying that and following the State Holiday Schedule, which is the third attachment in Council's agenda packets. That schedule specifies the dates observed so that all employees have the same availability and ifthe State should add any holidays, we could tag onto that if we want. Between the current City schedule InI response to the Mayor'squestion of whether a motion was needed, the City Manager said no, this could bei more administrative, but she wanted tol be transparent and bring it before the  and the State schedule, no holidays are added or taken away, she noted.  Council.  PUBLIC COMMENTS. "Thank You" From Catherine Wilson.  Ms. Catherine Wilson of615 Maple Avenue, Reidsville, came forward, saying she was here tonight to say "Thank You" although normally she would come to City Council meetings to ask for something. Sometimes it would be pertaining to "The Block"because she was always trying to make that al better part ofthe City, aj notable place, she said. She stressed she wants people to realize these black-owned businesses that once lined the streets are a very important part ofthe history of Reidsville. Ms. Wilson said she thanks God today that through thel help oft the Mayor, the City Council, the City of] Reidsville, the "Old School Block 4 Committee, the Reidsville Downtown Corporation and the Mural Committee wel have all come together and accomplished this goal. She expressly shared her gratitude for "the Backbone" Judy Yarbrough and all she did to turn the dream ofThe Block Mural into ai reality. She said it all worked out and that her mother, who just turned 94 years old, helped with the captions on the back of the mural through notes she had taken over the years and the memories she shared. She thanked Councilman Gorham and Mayor Pro Tem Harry Brown for attending her mother's birthday celebration and making it extra special. Ms. Wilson added that she retired to do nothing, but it is busy here and Reidsville is her family. She thanked everyone and said she will greatly miss Donna Setliff when Councilman Gorham said this is the first timel hel has ever thought ai round of applause was necessary for the Public Comments part of the Council Meeting. All members oft the Council  she retires this month.  applauded Wilson's comments and thanked her. Mr. Richards Discusses "Project Talon".  Mr. Evans Richards of 4411 Jacque St, Richmond, VA came forward and thanked the Mayor, Mayor Elect and City Council for the opportunity to address Council to advocate on behalfof Project Talon. He said they are working on this project with the State ofl North Carolina, the City ofR Reidsville and the Rockingham County. He said the goal ofthis project is to bring an estimated 300. jobs to the old American Tobacco facility here in town. Mr. Richards continued that some parts oft the project are still confidential, but that he would like to give members of Council the opportunity to ask any questions they may have pertaining to the proposed traffic  November 9, 2021  Page 23    flow for Martin Luther King Jr. Drive, or any questions that would not affect the confidential There were no questions from the Mayor and members of City Council. Richards added that he would like in writing from the Council that they are in favor ofthe project and that he understands he will be shouldering the responsibility of contacting Norfolk and Southern  aspect oft the project.  Railroad and Duke Energy with regard to the project.  CITY MANAGER'S REPORT: written report, which follows:  Inn making her Manager's Report, City Manager Summer Woodard reviewed her November gth  Date: To: From: Subject: Training:  November 9, 2021 Mayor Jay Donecker City Council Members Summer Woodard, City Manager City Manager's Monthly Report  Attended new board member orientation for the. Annie Penn Foundation on Friday, NLC will be held virtually this year. The dates will be Friday, November 12th, Monday,  October gth.  November 151h, and Tuesday, November 16h.  Personnel:  Human Resources closed advertising for the Public Works Director position on Friday, October 29th. The Community Development Manager position is still being advertised.  City Council:  City Attorney Bill McLeod and Ih have attached for your review Election-Related Procedures for filling a vacancy on City Council since Mayor-Elect Gorham's District A seat will become available. Ifyoul have any questions, please let Mr. McLeod and Iknow.  Projects:  City staffi is working on creating photo opportunities throughout downtown for the holiday season. Photo opportunities will be located at Market Square, Kelly's Way, Star News will bel hosting the annual Christmas Parade Sunday, November 21 from 4:00 Hometown Christmas will be Friday, December 2nd, from 6:00 to 9:00 p.m., and the tree  Mural Park, Abstract Alley and the library.  to 6:00 p.m.  lighting will be at 6:30 p.m. at Market Square.  November 9, 2021  Page 24    Staffi is looking at updating the bathroom facilities at Lake Reidsville this fiscal year. We have also completed replacing the boards on the dock at Lake Reidsville last week. Added to the written report was an update from the Rockingham County Youth Development Center, which is 23% completed with an estimated completion date of August 31, 2023. It is slightly behind schedule due to a. shortage ofe employees to watch  over the inmate labor.  Events/Meetings:  Met with the new store manager for Lowe's Home Improvement, Ryan Ore. We visited Cambridge Park and Courtland Park. We discussed partnership opportunities between Management Team signed the pink fire hydrants in memory or honor ofs someone they Attended Management Team'sm monthly Personnel Policy Review meeting on Virtually, attended Annie Penn Foundation's Board of] Directors meeting on' Thursday, Met with various members of Management Team to discuss landscaping at Lake Attended the Reidsville Rams High School Football game Friday, October 22nd. On Monday, October 25", Iinterviewed with the Chamber of Commerce for a segment On Wednesday, October 27,Iw was the guest for the Mike Moore media show. Attended the pet costume contest at RCARE on Thursday, October 28th. Participated in downtown trick or treating with the merchants Friday, October 29th. Received updates from Management Team regarding projects for fiscal year 2020-2021. Onl November 2nd, Iattended a Family Forward meeting at the Reidsville Area Foundation. (END OF WRITTEN MANAGER'S REPORT)  Lowes and the City of Reidsville.  knew.  Wednesday, October 20th. October 21S. Reidsville.  Rode the SKAT bus transportation route October 25th.  on their Views and Issues TV: show.  Location of December 14th Council Meeting.  Manager Woodard added that, in looking ahead to the December 14th Council meeting, we would like to propose it be held at RCARE sO that social distancing could be followed and the  reception for the newly elected bel held without breaking tradition. BOARDS & COMMISSIONS APPOINTMENTS:  The ballots for the lone Board and Commission appointment were distributed to Council  members.  COUNCIL MEMBERS' REPORTS.  Mayor Pro Tem Brown - Mayor Pro Tem Brown said hel had attended The Block Mural Celebration on MLKJr. Drive on October 23; the McLaurin Good Neighbor Association Zoom meeting on November 1. He said he would also like to take the opportunity to congratulate Councilmember Scoble and Mayor-Elect Donald Gorham on the recent election. He added his appreciation to Donna Setliff for her service to the City and for her friendship.  November 9, 2021  Page 25    Councilman Hairston - Councilman Hairston said he would like to piggyback on Mayor Pro Tem Brown's comments regarding Donna Setliff. He expressed his gratitude for all the things she has done for the City ofReidsville in those 41 years ofs service and thanked her for her legacy. He also welcomed those newly re-elected to the City Council. He said hel had attended the NAACP meeting this month, as well as, the Ministerial Alliance meeting and Human  Relations Commission meeting.  Councilwoman Walker - Councilwoman Walker said she had attended the Ribbon Cutting and Open House on October 13 at the newly constructed Vocational Rehabilitation Services building in' Wentworth and the. ABC Board meeting on October 28, 2021. As a side-note she added apparently Spectrum News says that the new. ABC Store being built near Love's' Travel does not exist, that the road doesn'teven exist. She said all shel had to do was call Donna Setliff to get the matter straightened out. Councilwoman Walker said she also attended the Appearance Commission meeting on October 28. She shared information regarding the Reidsville Appearance Commision-sponsored Holiday Lighting Contest, with the winner being announced on December 20. Councilwoman Walker said she, along with Councilman Gorham and Mayor Donecker, were present for the Community Baptist School students' visit to City Hall and other locations throughout the City. She said she dressed up like a clown and attended thel Downtown Halloween event on October 29 and was present for the Rockingham County Commissioners meeting, which was held here at City Hall on November 1.7 The Councilwoman said she would like to publicly thank Donna Setliff for her service at these meetings but also for all the things Councilmember Scoble Councilmember Scoble said she would like tol highlight a few things she was excited about: the Downtown Sidewalk Event on October 16 and the Downtown Halloween event on October 29. She said both were well attended and brought lots ofexcitement and people downtown. She also encouraged everyone during this holiday season to shop local, eat local and enjoy local businesses such as our Nail Salons, Barber Shops, Beauty Shops, Carpet Cleaners, Restaurants, Car Washes, Boutiques, Dry Cleaners, and Breweries. Councilmember Scoble also attended the following events included in her report: the Kiwanis Club Genesis Program on October 14; the Racial Equality in our Community #1 event on October 17; the Kiwanis meeting on October 21; the dedication ofThe Block Mural on October 23; the Racial Equality in our Community #2 on October 24; the Chamber Board meeting on October 27; the Kiwanis 100th Anniversary celebration meeting for next year on October 28; Election Day on November 2; the Kiwanis Shoes for Kids Paper Drive on November 4; and the Racial Equality in Councilman Gorham - Councilman Gorham said he would like to thank his fellow Council members for their support during this past election. He said they are the best and hel has some big shoes to: fill. He continued by saying hel had attended the Planning Board meeting on October 20; the Old School Block Celebration and Mural Dedication on October 23; had great conversation with students from Community Baptist School; and attended the Downtown Halloween event held byn merchants on October 29. He: said he also attended several football games.  she does behind the scenes.  our Community #3 on November 7, 2021.  November 9, 2021  Page 26    Councilman Festerman - Councilman Festerman said he would like to start with his disappointment that Mayor Donecker, after 16: years together, didn't1 let him be the first to give hisi report tonight but that he still came: in last. Mayor Donecker and Councilwoman Walker commented "they saved the best for last." Hei mentioned that this' Thursday, November 11h,i is Veterans Day and to remember those who protect and serve us and gave some, and those who gave all. He also asked the City Manager for an update on the fire atl Foss Recycling. Councilman Festerman said hel had received numerous calls today regarding the fire and smoke. City Manager Woodard reported shel had been in communication with the Fire Chief as of5:45 p.m. tonight, and they are still fighting the fire, that no one had been injured, but that several Councilman Festerman said he would like to thank the City Manager for addressing the: issues concerning Freeway Drive. He said he would like to welcome Reidsville's newest citizen, City Manager Summer Woodard, who moved into her new house last night and that the tax bill is on the way, which drew laughter from those attending. Councilman Festerman expressed his appreciation to Donna Setliff for the outstanding, job shel has done and for her friendship. He also thanked Mayor Donecker for his leadership and friendship and wished him and his wife Anne Mayor Donecker- - Mayor Donecker said he appreciates those comments and would like to take the opportunity to congratulate Mayor-elect Donald Gorham on his well-deserved election. He added that Reidsville is stepping up. The Mayor also congratulated Mayor Pro Tem Harry Brown and said hel hopes he will continue to serve in the Mayor Pro Tem positon. He expressed his appreciation to Donna Setliff for her service and said hel hopes shei is proud oft the things they have accomplished during the time she has worked for the City. He commented shel had taught Mayor Donecker said he would also like to thank the City staffa and said the bonuses are well deserved, that it is phenomenal how wel have gotten through the pandemic sO far. Hei thanked Councilman Gorham said he would like to be the last one to express his appreciation for Donna  vehicles had been damaged.  the very best.  him a great deal and that he was "wet behind the ears" when he started.  City Manager Woodard for the impact she is making in downtown.  Setliff for her service to the City.  ANNOUNCEMENT OFB BOARDS & COMMISSIONS APPOINTMENTS. City Clerk Angela Stadler announced the lone board and commission appointment: Ms. Catherine Wilson of615 Maple Avenue has been re-appointed to the Reidsville ABC Board. (A COPY OF' THE BALLOTS ARE HEREIN INCORPORATED AND MADE Al PART OF MOVETOTHE FIRST-FLOOR CONFERENCE ROOMI FOR A CLOSED SESSIONTO DISCUSS CONFIDENTIAL INFORMATION (CLOSED SESSION MINUTES)AND ECONOMICI DEVELOPMENT PURSUANTTONCGS 143-3181IAXDR4. Mayor Donecker asked for a motion to go into closed session to discuss confidential information (closed session minutes) and economic development pursuant to G.S. 143-  THESE MINUTES.)  November 9, 2021  Page 27    318.11(a)(1) & (4). Councilman Gorham stated "so moved," which was seconded by Councilwoman Walker and unanimously approved by Council in a' 7-0 vote. Upon return to open session, Mayor Pro Tem Brown made the motion to adjourn, seconded by Councilman Gorham and unanimously approved by Council in a' 7-0 vote, at  MOTION TO ADJOURN. approximately 8:31p.m.  John M. Jay" Donecker, Mayor  ATTEST:  Angela G. Stadler, CMC/NCCMC, City Clerk  November 9, 2021  Page 28    THE CITY OF  Reidsville NORTH CAROLINA  ESTARLISHED 1873  MEMORANDUM. - AUDIT CONTRACT EXTENSION  To: Summer Woodard, City Manager  From: Chris Phillips, Asst. City Manager/Finance Director  Date: November 17, 2021  Attached is a contract extension for the June 30, 2021 audit. The Local Government Commission requires the audit contract to reflect October 31st as the audit due date. They will allow submission up to December 1st without a contract extension. Any audit reports submitted after December 1st requires a The City falls late in the audit cycle for Cherry Bekeart, which was agreed upon when the auditors were chosen. Being late in the cycle and with holidays there is little room for schedule modifications. The City and the auditors strive to meet the December 1 submission date. We will not be able to submit the report by that date this year. The report will be submitted as soon as possible and will be Please have the City Council approve this extension as part of the consent  contract extension.  ready for presentation at the City Council's January retreat.  agenda at their December meeting.  Finance Department Chris Phillips, Finance Director enupecesylencus  230 West Morehead St. Reidsville, NC 27320 (336) 349-1055 (phone) (336) 349-1005 (fax)    LGC-205 Amendment Whereas Primary Government Unit  AMENDMENT TO CONTRACT TO AUDIT ACCOUNTS Rev. 10/2021  City of Reidsville N/A Auditor Cherry Bekaert, LLP Fiscal Year Ending 06/30/21  and and  Discretely Presented Component Unit (DPCU) (if applicable)  entered into a contract inv which the Auditor agreed to audit the accounts oft the Primary Government Unit  and DPCU (if applicable)  Audit Report Due Date 10/31/21 Modified due date 12/31/21 Modified fee  for  and originally due on  hereby agree that iti is now necessary that the contract be modified as follows.  UM  Original due date 10/31/21 Original fee  Modification to date Modification toi fee Primary Other (choose 1)(choose 0-2)  O O O O o o O o o o o o  Reason(s) for Contract Amendment  Change in scope Issue with unit staff/turnover Issue with auditor staffworkload  Third-party financial statements not prepared by agreed-upon date Unit did not have bank reconciliations complete for the audit period  Unit did not have reconciliations between subsidiary ledgers and general ledger complete Unit did not post previous years adjusting. journal entries resulting in incorrect beginning Unit did not have information required for audit complete by the agreed-upon time  balances int the general ledger Delay in component unit reports Software implementation issue Software system failure Software - ansomwarele/peratack Natural or other disaster Other (please explain)  Plan to Prevent Future Late Submissions  Ift the amendment is submitted to extend the due date, please indicate the steps the unit and auditor will take to prevent late filing of audits in subsequent years. Indicate NAI ift this is an amendment due to a change in cost only.  Additional Information  Pleàse provide any additional explanation or details regarding the contract modification.  By their signatures on thet following pages, the Auditor, the Primary Government Unit, and the DPCU (if  applicable), agree to these modified terms.  Page1of3    LGC-205 Amended AMENDMENT TO CONTRACT TO AUDIT. ACCOUNTS  Rev. 10/2021  SIGNATURE PAGE AUDIT FIRM  Audit Firm* Cherry Bekaert, LLP Date*  Authorized Firm Representative" (typed or printed) Signature*  Email Address  GOVERNMENTAL UNIT  Governmental Unit* City of] Reidsville  Date Primary Government Unit Governing Board Approved Amended  Audit Contract* (Ifr required by governing board policy) Mayor/Chalirperson" (typed or printed)  Signature" Email Address  Date  Chair of Audit Committee (typed or printed, or" "NA) Signature  Date  Email Address  GOVERNMENTAL UNIT - PRE-AUDIT CERTIFICATE (Pre-audit certificate not required for hospitals) Required by G.S. 159-28(a1) or G.S. 115C-441(a1)  *ONLY REQUIRED IF FEES ARE MODIFIED IN THE. AMENDED CONTRACT*  This instrument has been pre-audited! in the manner required by The Local Govemment Budget and Fiscal Control Act or by the School Budget and Fiscal Control Act. Primary Governmental Unit Finance Officer* Signature*  Date of Pre-Audit Certificate"  Email Address*  Page 2of3    LGC-205 Amended AMENDMENT TO CONTRACT TO AUDIT ACCOUNTS  Rev. 10/2021  SIGNATURE PAGE - DPCU (complete only if applicable)  DISCRETELY PRESENTED COMPONENT UNIT  DPCU N/A  Date DPCU Governing Board Approved. Amended Audit  Contract (frequiredbyg governing! board pollcy) DPCU Chairperson (typed or printed)  Signature Email Address  Date  Chair of Audit Committee (typed or printed, or" "NA") Signature  Date  Email Address  DPCU - PRE-AUDIT CERTIFICATE (Pre-audit certificate. not required for hospitals) Required by G.S. 159-28(a1) or G.S. 115C-441(a1)  *ONLY REQUIRED IF FEES ARE MODIFIED IN THE AMENDED CONTRACT*  This instrument. has been pre-audited in the manner required by The Local Government Budget and Fiscal Control Act or by the School Budget and Fiscal ControlAct.  DPCU Finance Officer (typed or printed) Date of Pre-Audit Certificate  Signature Email Address  Page 30 of3