River Bend Town Council Work Session Minutes April 13, 2023 Town Hall 7:00 p.m. Mayor John Kirkland James Castranova Brian Leonard Barbara Maurer Buddy Sheffield Jeff Weaver Delane Jackson Mandy Gilbert Kristie Nobles Sean Joll Dave Baxter  Present Council Members:  Town Manager: Finance Director: Town Clerk: Police Chief: Town Attorney:  Members of the Public Present: 21 Bend Town Hall with a quorum present. ADDTTOASDELETONSTO, AGENDA VOTE-A Addition to Agenda Advisory Board. The motion carried unanimously. VOTE- Addition to Agenda VOTE-A Approval of Agenda unanimously.  CALL TO ORDER  Mayor Kirkland called the meeting to order at 7:00 p.m. on Thursday, April 13, 2023 at the River  Councilman Weaver motioned to add item 5A1 to vote on a member to the Parks and Recreation Councilman Weaver motioned to add item 5B, an exemption for the Parks and Recreation Advisory Board Municipal Building Use prohibitions. The motion carried unanimously. Councilman Sheffield motioned to accept the agenda as amended. The motion carried The Town Manager stated that the Town has received a $150,000 grant fori the water system and a $150,000 grant for the sewer system. He stated that these resolutions are required to receive Councilman Sheffield motioned to approve the AIA Water Resolution as presented. The motion Councilman Castranova motioned to approve the AIA Sewer Resolution as presented. The  Discussion - AIA Water and Sewer Resolutions  the grant funding. VOTE -A AIA Water Resolution carried unanimously. (see attached) VOTE -A AIA Sewer Resolution motion carried unanimously. (see attached)    River Bend" Town Council Work Session Meeting  April 13, 2023 2of7  Discussion = Audit Committee Recommendation  Councilman Leonard stated that the Audit Committee met on April 3rd and recommended Thompson, Price, Scott, Adams and Company to provide audit services FY 22-23 through FY2 24- Councilman Leonard motioned to accept the Audit Committee's recommendation to engage Thompson, Price, Scott, Adams and Company to provide audit services beginning with FY22-23 and FY23-24 and FY24-25, and to authorize the Mayor to execute the contract on behalf of the Councilman Weaver stated that the Council had directed the Parks and Recreation Advisory Board to review the Town's recreational amenities and to provide the Council with recommendations. on potential additions. He stated that he has created a document that gives the advisory board more guidance of what the Council is asking of it. Councilman Leonard asked Councilman Weaver if hel had discussed it with the advisory board and he stated he had not, that Councilman Weaver motioned to approve the Parks and Recreation Special Assignment as Councilman Weaver motioned to appoint Ms. Beddow to the Parks and Recreation Advisory Councilman Weaver stated that the Parks and Recreation Advisory Board has an event planned that would include painting, and the use of paint is currently prohibited. He recommended amending the Building Use Policy to include an exemption for town events from the prohibitions. Councilman Leonard asked if the Council could exempt Town activities from the prohibitions and the Town Attorney stated that the Council could. The Town Manager asked if the event included alcohol and the Parks and Recreation Chairperson stated that there would not be any alcohol. The Town Manager stated that he is less concerned with painting with an advisory board because the Town funds that advisory board, whereas the town does not fund private events by the public held on town property. It was decided that the Town Manager would revise the current Building Councilman Weaver stated that the Parks and Recreation Advisory Board had originally requested $20,000 fori the July 4th celebration but have since amended their request to $10,000. The Town Manager stated that he had invited the Parks and Recreation and the Red Caboose Library chairpersons to this meeting to answer any questions that the Council may have regarding this and the next item. Councilman Leonard stated that hei is concerned that the City of New Bern ish having fireworks at the same time and he is also concerned with having a split event and the town staff availability for both events. Councilwoman Maurer stated that her main concern is safety and security, that she spoke with Chief. Joll who stated that he did not have the staff for an event for that length of time. Councilman Weaver stated that the Town would need to contact surrounding agencies for assistance, and het thinks the rate is $35 an hour per officer. Councilman Leonard asked how many additional officers were needed and Councilman Weaver stated that it would be based on the anticipated number of guests. He also stated that there would need to be ifadditional help other than law enforcèment would be necessary at that event and the Parks and  25.  VOTE-A Audit Committee Recommendation Town. The motion carried unanimously.  Discussion - Parks and Recreation Special Assignment from Council  he was waiting until the Council approved the document. VOTE-F Parks and Recreation Special Assignment from Council presented. The motion carried unanimously. (see attached) VOTE. = Parks and Recreation Advisory Board Appointment Board for the appropriate term. The motion carried unanimously. Discussion --Building Use Policy Exemption  Use Policy and present it att the next Council meeting. Discussion - Parks and Recreation July 4th Recommendation  verage 10! sa. lot:ofiplanning fon law. enfofcement: coverage for an event of that size. The Town Manager for the ftermnorstatedhiaw: enforcemteritiedinidmidibaimbcued for the afternoon event at the Country Club. He asked    River Bend Town Council Work Session Meeting  April 13, 2023 3of7  Recreation chairperson, Keenan Castranova, stated that CERT and Community Watch would be needed. Counciwoman Maurer stated that CERT only has about 3 volunteers and is not active. She also stated that Community Watch struggled to get volunteers for the Easter Egg Hunt. The Town Manager asked ifMs. Castranova has reached out to those groups and she stated that she has. The Town Manager stated that he has the 10:00 a.m. through 1:00 p.m. activity staffed. Councilman Sheffield asked what size the stage in the request is and Councilman Castranova stated that it is a 16' x 20'. He stated that a vendor will build the stage a few days prior to the event and take it down a few days after. Counciwoman Maurer asked about parking at the golf course and the Town Manager stated that when fireworks were discussed in previous years the parking was going to bei int the grassy area at the golf course. He also stated that the event is less than 2 months away and ift the Council chooses to approve the fireworks, he would need to secure the fireworks contractor as soon as possible. Councilman Leonard asked about the additional security needed for an all-day event and the cost of that. Councilman Weaver stated that the Police Chief would determine if the additional staff is needed and the Town Manager stated that this event was not included in the overtime budget item in the current year and that would need tol be considered. The Mayor asked ifity would be acceptable to gather morei information on staffing and vote on this item at next week's meeting, and Councilman Weaver agreed. Discussion = Parks and Recreation Red Caboose LibraryF Recommendation Councilman Weaver stated that the Parks and Recreation Advisory Board has made two recommendations: fort the Reb Caboose Library, which is sponsored by the Parks and Recreation Advisory Board. He stated the Parks and Recreation Advisory Board recommends removing the conditions that prevent the Red Caboose Library from requesting funds from the Town Council and the board also recommended that the library have its separate budget from the Parks and Recreation Advisory Board's budget. Councilman Weaver asked if there was an agreement that the Red Caboose Library would not request funding from the Town and Councilwoman Maurer stated that there was an agreement that was made in good faith and she felt it was time to move forward with the library because it has done al lot fori thei town. Councilman Weaver asked ift there was al binding contract and the Town Attorney stated that it wasn't al binding contract, but it was entered into the minutes of that meeting when the Council approved the Red Caboose Library to become a part of the Parks and Recreation Advisory Board. The Town Manager stated that Council did not imply that condition, that the library offered not to ask for funds when they requested to be included in that advisory board. Councilman Sheffield stated that he felt the only issue was ift the library budget would become separate from thel Parks and Recreation budget and there is no indication how much funding the library would request. The Town Manager stated that he has spoken with Linda Klopf, representative for the Red Caboose Library, and she has submitted an amount to him because the Council is currently in budget season. Councilman Leonard asked if the funding is needed mainly for rent and Linda Klopf stated that was correct, and that rent and insurance are the largest expenses. Councilman Weaver asked if the Red Caboose Library is a private organization and Linda Klopf stated that is it open toi the public, then the Town Attorney stated that it is a separate cooperative entity of the Town of River Bend. The Town Manager stated that town could hire the Red Caboose Library to provide services to the Councilman Sheffield motioned to look into establishing a contract for library services at a future Councilman Weaver stated that the additional recommendation from the Parks and Recreation Advisory Board was to have a separate budget for the Red Caboose Library and that would no longer be needed ift the Council pursues a contract with the library. The Council agreed. Discussion = Planning Board Rezoning Recommendation for Parcel 8-206-083 Councilman Sheffield stated the Planning Board has recommended to. the Council to rezone parcel 8-206-083 from Institutional to PDR-MF (multi-family housing). Councilman Sheffield  Town of River Bend in a contractual agreement. VOTE- Red Caboose Library Contract meeting. The motion carried unanimously.    River Bend Town Council Work Session Meeting  April 13, 2023 4of7  stated that a Public Hearing is required before the Council can cast their vote on the Councilman Sheffield motioned to schedule a Public Hearing on the Planning Board's Recommendation to rezone parcel 8-206-083 on May 18, 2023at7:00 p.m. The motion carried Councilman Sheffield moved to go into a Closed Session under NCSG $143-318.11()3). The motion carried unanimously. The Council entered Closed Session at 8:01 p.m. Councilman Sheffield moved to return to Open Session at 8:25 p.m. The motion carried  recommendation.  VOTE-F Public Hearing for Parcel 8-206-083 Rezoning  unanimously. CLOSED SESSION OPEN SESSION unanimously.  REVIEW - Agenda for the April 20, 2023 Council Meeting The Council reviewed the agenda for the. April 20, 2023, Council Meeting.  ADVOURNMENTRECESS  There being no further business, Councilman Sheffield moved to adjourn. The motion carried  unanimously. The meeting adjourned at 8:27 p.m.  Aionalg Kristie J. Nobles, CMC Town Clerk  B1 31 plannmg 1or daw enioeemeni. C  :. sted- IANN enforcerentwduld' 'ben mpedes R e  :    River Bend Town Council Work Session Meeting  April 13, 2023 5of7 2023-RES-02  Town of River Bend Resolution  AMERICAN RESCUE PLAN WATER INFRASTRUCTURE  Whereas, the American Rescue Plan (ARP) funded from the State Fiscal Recovery Fund was established in S.L. 2021-180 to assist eligible units of government with meeting their water Whereas, the North Carolina Department of Environmental Quality has offered Rescue Plan (ARP) funding in the amount of $150,000 to perform an Asset Inventory and Assessment study Whereas, the Town of River Bend intends to perform said project in accordance with the agreed Now, therefore bei itre resolved, byt the River Bend Town Council that the Town of River Bend does That the Town of River Bend does hereby give assurance to the North Carolina Department of Environmental Quality that any Conditions or Assurances contained in the Award Offer will be That Delane. Jackson, Town Manager, and successors sO titled, is hereby authorized and directed to furnish such information ast the appropriate State agency may request in connection with such application ort the project; to make the assurances as contained above; and to execute such other  infrastructure needs, and  detailed int the submitted application, and  scope of work,  hereby accept the American Rescue Plan (ARP) offer of $150,000.  adhered to.  documents as may! be required by the Division of Water Infrastructure.  Adopted this the 13th day of April, 2023  John R. Kirkland, Mayor  ATTEST:  SLEs Aoy Kristie. J. Nobles, Town Clerk, CMC    River Bend" Town Council' Work Session Meeting  April 13,2 2023 6of7 2023-RES-03  Town of River Bend Resolution  AMERICAN RESCUE PLAN WASTEWATER INFRASTRUCTURE  Whereas, the American Rescue Plan (ARP) funded from the State Fiscal Recovery Fund was established in S.L. 2021-180 to assist eligible units ofg government with meeting their wastewater Whereas, the North Carolina Department of Environmental Quality has offered Rescue Plan (ARP) funding in the amount of $150,000 to perform an Asset Inventory and Assessment study Whereas, the Town of River Bend intends to perform said project in accordance with the agreed Now, therefore bei iti resolved, by the River Bend Town Council that the Town of River Bend does That the Town of River Bend does hereby give assurance to the North Carolina Department of Environmental Quality that any Conditions or Assurances contained in the Award Offer will be That Delane. Jackson, Town Manager, and successors SO titled, is hereby authorized and directed to furnish such information as the appropriate. State agency may request in connection with such application ort the project; to make the assurances as contained above; and to execute such other  infrastructure needs, and  detailed int the submitted application, and  scope of work,  hereby accept the American Rescue Plan (ARP) offer of $150,000.  adhered to.  documents as may be required by the Division of Water Infrastructure.  Adopted this the 13th day of April, 2023  Jehn R. Kirkland, Mayor  ATTEST:  Kuagandd Kristie. J. Nobles, Town Clerk, CMC    River Bend" Town Council Work Session Meeting  April 13, 2023 7of7  The Council: recently approved aj motion to direct the P&R Advisory Board to work on a special project. Councilman Weaver presented that) motion. In an effort toi make suret that Council understands the assignment andi isi in agreement with it, hel has presented the followingl language. Ifapproved by Council, Councilman Weaver, acting ast the P&R: Liaison, will deliver the directive tot the P&R Advisory Board.  Members oft the) P&R Advisory Board,  Itis the goal oft thel Mayor, Town Council, and' Town) Manager, toj provide recreational amenities that The Town of River Bend currentlyl has a paved walking track (unlit), fenced in dog park, small pavilion, fishing/water view dock, basketball court, toddler playground/area,; and al large field areat that can be The demographics of our town havel been changing for quite some time and weI nowl have more families Simply put, It'st timet to reevaluate our recreational areas for potential improvements. so that we: are The council is tasking the P&R. Advisory Board with providingar recommendation and comprehensive list ofp potential additions to our growing recreational areas that would be an enhancement and benefit Dor notl burden yourselves with ascertaining the specific costs oft these amenities (asi in actual quotes), this can be done at: al latert time. We: are currently seeking input on what our citizens need and would) like 1.) Iti is requested that thel P&R Advisory board provide a comprehensive recommendation of needed 2.Itisr requested that this recommendation be submitted to the members oft town council nol later than  accommodate the widely ranging demographics of our citizens.  used: for many activities.  with children ofvarying age ranges than ever before.  providing everyone with safe and engaging recreational amenities.  to our entire community. their) leaders toj provide.  enhancements tot the recreational spaces within town) limits.  December1,2023. Respectfully, River Bend' Town Council