AGENDA SEDALIA TOWN HALL 6121 Burlington Road January 29th,2 2024  SEDALIA TOWN COUNCIL MEETING  7PM  Minutes  CALL TO ORDER: The regular scheduled meeting for the Town of Sedalia was called too order at 7:00 pm at the Sedalia Town Hall by Mayor Morgan. PRAYER & MEDITATION: Time was allotted for: silent prayer and meditation. PLEDGE OF ALLEGIANCE: Time was allotted for pledge to the U.S. Flag. ROLL CALL: Mayor Morgan, Mayor Pro Tem Faison, Councilwoman Jones,  Councilwoman Wrenwick, and Councilman Sharpe.  A. MOTION to approve the agenda with request to move the Presentation ofthe' Town Audit to thet top oft the agenda was made by Mayor Pro Tem Faison and seconded by B. B.MOTION to approve the minutes from the January 8th' Town Council meeting was made by Councilwoman Wrenwick and seconded by Councilman Sharpe. Motion  Councilwoman Jones. Motion carried.  carried.  C.GUESTS/REPORTS/DISCUSSIONS L.Presentation of Town Audit  Tony Brewer, CPA, stood in for Eddie Carrick, CPA, presenting thet town's: audit for the year 2023. According to the financial information from 2022, Mr. Brewer provided some highlights oft thei town's financial status for their General Fund as of2023:  Ad valorem tax collections were up by $48k.  LOST was up by $4k. grant in 2022. the town in 2022.  Restricted intergovernmental was down by $50k due to a $50,0001 revitalization Other revenues were down by $117k due to a piece of] property that was donated to Total revenue was down by about $111ki in 2023, due to the donated property. Expenditures were also down by about $25k, mainly because Capital outlays were Available Fund Balance increased to 172% of General Fund expenditures from 130% The collection rate was at 96.54%, slightlyl below the state average of 97%.  down int the Public' Works Department.  in 2022.  1    The Town of Sedalia is still debt-free as of6/30/2023.  The collection rate average was a cause of concern for Councilman Sharpe, who stated that "The collection rate is out of[ [the Town of Sedalia's] control," mentioning thati iti is 100% dependent on Guilford County. He continued, "We have a difficult time trying to figure out what the numbers would be last year.. The 96.54%i is being presented as a slight to the town." Mr. Brewer responded, stating that "Ithe Sedalia town average being lower than the state average] is not a slight.. When you' 've gota a small population, then a handful of unpaid taxes brings [the town's] percentage down," explaining that iti is easier for larger cities tol have al high percentage because their large numbers allow for better statistics, even when they have the same number of discrepancies as smaller municipalities. Administrator Cam also added that "96.54% is good, given that many [of Sedalia's] residents lost their jobs due to Covid-19, and it's still only 0.5% away: from the Councilman Sharpe also pointed out the discrepancy between the Town of Sedalia having al large balance but not seeing any returns ini their interest, asking CPA Tony Brewer ift thati is normal. Tony Brewer agreed that the town should bei making more interest on their finances, suggesting that the town looki into 'NC Cash Management: He stated that the organization has had a scandalous history for the past 5-7 years, in which municipalities complained about low returns. However, after a change ini management, NC Cash Management is doing much better with giving outl high returns oni investments. Asamunicipality, the' Town of Sedalia is limited in the investments it can make. Mr. Brewer stated that this will: make it harder: for Sedalia to move their finances to another financial company. However, since the banks and financial institutes are starting to recover from COVID, "nowi is thet time to start shopping for better interest rates." He suggested that the Town of Sedalia put its money in an investment account to accrue interest and only move: it toi the checking account when necessary for payments. This Tony Brewer, CPA, continued, informing the Town that LGC will no longer bei issuing unit letters. Auditors are now required to report to the governing body "Financial Performance Indicators" and to notify the governing body oft their requirement to submit ar response to the LGC ift there are. Financial Performance Indicators of Concern ORi ifthe audited financial statements include one or more deficiencies or other findings. The Town of Sedalia will now be expected to develop a' Response to the Auditors' Findings." This response must be signed by the majority of the members of the governing body and be: submitted to the LGC within 60 days oft the auditor's presentation addressing each deficiency or other audit finding and providing aj plan to address each indicator of The' Town of Sedalia's General Fund expenditures are above average fori its size, with the average unit: size being 191.09%, which is 59.09% higher than the average unit of Sedalia'ss size. Additionally, thel biggest issue that Mr. Brewer found was that there wasa water-sewer fund, while the Town doesn't utilize water-sewers. He: advises the town to put that money into the General Fund. Councilwoman Wrenwick: informed him that "[The Town of Sedalia created the water-sewer fund] because we plan on having some in  [state] average."  will allow the town to receive a higher return on their finances.  concern.  2    the future." To which Mr. Brewer responded that thei town could commit the money to water and sewer without having a full separate fund fori it. Administrator Cam added that that money could possibly be invested, to which Tony Brewer agreed, stating that they could move iti to a money-market account, since the allotted $15,000 only made $2 In' Tony Brewer's opinion, there were no performance: indicators of concern nor significant deficiencies or material weaknesses in 2023. He added that, although the town isi in good standing now, "the smaller you are, [the town] is, the quicker [it can] become unhealthy," stating that "one little emergency can wipe out $100,000 real quick"  in 2023.  IL.End-of-Vear Finance Report  Councilwoman Wrenwick reported on the December 2023 financial transactions and  balances.  Thel balance for each account as of] December 31, 2023 American Rescue Plan: $133,692.96 Powell Bill Fund: $133,557.53 Guilford County ARP: $65,348.65 Savings: $487,657.24 Checking: $13,401.10  Town Center/Bike and Pedestrian Fund: $40,933.03  Liberty Storage Shed initially took payment twice but has since reimbursed the duplicate Planning Board Vice-Chair Mariam Jeffries asked if there was aj printout about the money that Guilford County gets from citizens' property taxes because $4,000 seemed kind of small. Councilwoman Wrenwick responded that "most people don'tpay their property Administrator Dungee stated that the town has been consistently going over its $15,000 monthly budget for bills/general use and has decided to increase its monthly transfer Returning to thei investment discussion during thej presentation of the town audit, Councilman Sharpe believes that the town should looki into investing with NC Cash Management, and/or atl least have them come to present to the town. The' Town Council seemed to agree with lookingi into this option, bringing up an investment firm that the town was interested in working with, called 'NC Capital Management Trust. However, Councilwoman Wrenwick reminded them that the reason the' Town of Sedalia chose not to work with that organization int the first place was thati it was based on securities, and the town wasntcomfortable with having their money goi into volatile stocks. Councilwoman Wrenwick stated that all municipality statements can be found online.  payment.  taxes in December and choose to pay them around June/July."  from savings to checking to $22,500 monthly. The' Town Council agreed toi this change.  3    IIL.Planning Board Meeting Update  Planning Board Vice-Chair Mariam Jeffries reported the update from the Planning Board Meeting of] January 18th, It was decided by the Planning Board Members that they would adjust Section 6-1.5 oft the Town's Development Ordinance (2021) to include: Informational, Commercial, and Directional signs ofa all sizes need to be approved by  the Town Council, on aj permit basis. Sign limits on public and private properties.  An established permit system forl business promotion within Town limits. More. specific speech regarding the type ofzoning in which these changes should be held, "In all zoning districts, the requester would need tol have a drawing specifying The Planning Board continued their review of the Flood Damage Prevention Ordinance, starting at the "Substantial Damage" provision, to Section 3. Part 3 "Certification The Planning Board will continue going over thel Flood Damage Prevention Ordinance  dimension of the sign and apply for a permit."  Requirements.  during the next Planning Board Meeting on February 15th, 2024.  IV. Report on Relocation oft the' Welcome Signs  Mayor Pro Tem Faison presented the reporton thei relocation of the Town ofs Sedalia The town was recently informed by) James Marley, an engineering technician with the North Carolina Department of Transportation (NCDOT), that the two welcome signs have not been installed according toi the plans that were approved by their office. The town wasi informed that the district office did not receive thei required notifications ofwork beginning or being completed, as stated within the Special Provisions. Therefore, their office did not know the project was completed until it was recently discovered. According to NCDOT, the approved plan indicates that the proposed signpost on the west side oft town (along US-70 -1 near Commons Drive) was supposed tol be 16' from the edge of the pavement; however, iti is currently 9.5' from the edge ofthe pavement, Additionally, the sign on the east: side of town (along US-70 - near Doria MarshallLane) was supposed tol be 22' from the edge oft the pavement; however, iti is currently 16' from The Town ofs Sedalia is responsible for the costs to move the signs and is currently Administrator Dungee proposes that the town contacts NCDOT to have someone come down and view the markings before construction begins sO that the town doesn'thave to worry about such ai misstep happening again. She added that the sign company originally  welcome signs.  the edge of the pavement. seeking less expensive estimates.  4    put the markings in the right spot; however, when they subcontracted the work, the subcontractor made a mistake, which the town of Sedalia now has to rectify with NCDOT. Alton Rucker (904 Rockhurst Dr, Gibsonville, NC27249) states that the company that made the mistake should be financially responsible fori this mishap, as the town took: all necessary precautions. Mayor Pro' Tem Faison replied that thel business does not exist anymore, and they did not tell the town that they were, going out ofl business before Planning Board Vice-Chair Mariam Jeffries asked if the town was still within its warranty, to which Administrator Dungee answered, "Based on the contract, it's too late, since NCDOT took 2 years to say something [about the sign)."F Roofer, Matthew O'Dell chimed in, asking ifit could possibly be a service project for the town, to which Administrator Planning Board Member Robert Jones asks "What's thel lesson learned going forward with the new contractor?" to which Mayor Morgan joked "The new contractor can'teven turn on their equipment without [the' Town Council] being there." The Town Council Since there is nothing morei that the town can do to fight NCDOT's claims, they have decided tol look  agreeing to work with them.  Dungee declined, as ai result ofunderground wires and cables.  agreed.  at"atleast one more" bid from a contractor and go with thel best price.  V.Update on GMS Services  Administrator Dungee presented. an update on the proposed use of GMS services. The town was looking at GMS Services tol help the town with things that will aid its growth, such as:  Payroll assistance Human Resources Hiring Packages Insurance Packages  The concern is that, although the company can offer useful packages for Town of Sedalia employees, the town would still have toj pay GMS Services whether employees accept these packages or not. This is especially: a concern because the two full-time town employees, Clerk Dodd and Administrator Dungee, do noti need insurance, and the only positions open are part-time, and employees do not qualify fori insurance.. Administrator Dungee was torn between needing some parts ofthe package buts still having toj pay for the full packages. Councilwoman Wrenwick: added that the town had already lost a candidate due to al lack of insurance and believes that they should probably "bite the bullet" as an employer.  Packages offered:  Simpler Package Cost: $104 per employee per month ($1,248annually) Stronger Package Cost: $133 per employee per month ($1,596annually) Planning Board Member Jay Riehle states that working with GMS Services will only be financially necessary ift the Town of Sedalia is looking tol hirel hundreds of workers. He  5    mentioned that hiring can be done on an Excel sheet; it costs about $101 to look upa a candidate's felonies, and for any otheri issues, saying that "Google is your friend for new hires." Ifthe requisitions are good, thej jobj posting will handle most ofits vetting for you.) Jay Riehle has volunteered his services, as necessary, for the Town of Sedalia's! hiring process going forward, as the town is only looking tol hire about 1-2 positions within the next few The' Town Council has decided not toj pursue further discussions with GMS Services but tol keep the  years.  option open for potential future needs. VI. Update of Town Park Project  Councilman Sharpe gave an update on the Town Park Project, in collaboration with North Carolina A&T State University's Landscape. Architecture program, alongside Professor Paul The junior class ofl North Carolina. A&T State University's Landscape Architecture program is collaborating with the' Town on a park project. The initiative is led by Paul Kron from Foothills Planning & Design, who serves as their adjunct professor and is contracted by the Town to oversee the project. This collaboration aims not only to efficiently accomplish project goals but also to provide valuable learning experiences for the students. Additionally, it contributes to fulfilling requirements for applying for the Parks and Over the next 12-15 weeks, a series of five classroom assignments has been planned. These assignments collectively aim to gather the essential details required for the town to submit a comprehensive application for al PARTF grant. Ifsuccessful, this grant has the potential to significantly augment thej project funding, potentially doubling it from the current $500,000 The assignments are strategically designed to provide thet town with the information and documentation needed to enhance their chances ofsecuring: additional financial support  Kron.  Recreation Trust Funds (PARTF). grant.  toa at total of$1,000,000. for the project:  Assignment #1 -1 Park Design Concept  Assignment #2- -] Establish List ofl Design Elements to be Detailed and/or Specified Assignment #3 -) Research and Present Product. Alternatives & Preliminary Cost Assignment #4 - Research and Present Drawings, Details, Specifications & Preliminary Cost Estimates forl Potential Design Elements to Be Built On-Site Assignment #5 -Produce and Present Recommended Bid Package  Estimates  Councilman Sharpe is excited to see that the' Town of Sedalia is working with the Landscape Architecture program, stating that "the park committee was interested in ways to bring Administrator Dungee stated that Professor Paul Kron, ofl Foothills Planning & Design, is working with Melinda Ford next week for a GIS examination ofthe park'sl landscape. "[Ms.  more young people in, sO this is perfect."  6    Ford] doesal lot of thei mapping and GIS with thel Piedmont Triad Regional Council (PTRC), and she's created this GIS [system] so that he can actually go in on: sight with the device, and use a measuring wheel to map out where everything's going tol be." Stating that it's one thing to puti it on paper, butwhen) you can actually see the topography ofal landscape,it gives more information about what aspects oft the park can be put where. VII. Adopt Resolution Authorizing Physical Destruction of Device Mayor Morgan read the' Town of Sedalia Resolution. Authorizing the Discharging and  Destruction of Electronic Devices. The follow devices were. listed: Dell ARRC 2019 HP Notebook Lenovo Chromebooks $330 ASUS Sonicmaster ASUS Ultrabook ASUS Tablet ASUS Tablet ASUS' Tablet Sprint Answering Machine Dell Keyboard Sprint Landline Office Phone AT&T. Answering Machine Pitney Bowes Postal Scale Sanyo Foot Control 2Wire DSL Filter Embarq 660 Series Router 15 Device Chargers  Itwas decided by Administrator Dungee that the devices will be sent to The Recycling With a unanimous vote, thei motion to authorize the discarding of old/broken' Town ofs Sedalia technology was carried by Councilwoman Wrenwick. and seconded by Councilwoman) Jones.  Centeri in Greensboro, NC, to be shredded.  VIII. Submitted Quote on Town Halll Roof Repair  Mayor Morgan discussed two submitted quotes for roofr replacement of the Sedalia Town  Hall.  7    Ina attendance was Matthew O'Dell, part-owner of Arthur's Roofing, a 20-year old company that is top 10 in Greensboro, NC. He spoke on behalf ofhis company.  Mr. O'Dell states that  "I was riding threw here and I [noticed] that [the Town Hall's] shingles were blown up, and Icame through to blow out your gutters, [and noticed that] thei roofis pretty: softi in a couple of places." Her recommended the installation of 50-year architectural shingles and thei replacement ofany rotten wood. "We'll go over the whole roof with synthetic underlayment. It's not the felt that [contractors] used to use." He also recommended winter-guard on the gutters, sO that when the gutters freeze, they won't back underneath the: shingles. He mentioned that he could also putl lifetime metal over the: shingles the Sedalia Town Hall already has, which would save thet town about $1,000. Arthur's Roofing also uses Landmark CertainTEED Certified Master Shingle's, which comes with a guarantee that once you put these shingles on thel building, the manufacturers will back the shingles for 50 years. "That way, even ifs something happens to [Arthur's Roofing), you are backed by the company that makes the: singles. Councilwoman Jones asked ift the shingles were. algae-free, to which Mr O'Dell stated that he utilizes Zinc shingles, which are algae resistant for 10-15 years. The addition ofleaf guards for the gutter would cost about $1,200-$1,300. Arthur's Roofing usually does a 10-year warranty buti is willing to extend itt to 15-years for the Town of Sedalia, and agreed to bypass the $4,000 deposit for his $8,000 quote.  The' Town Council agreed tol keepi in touch with Matthew O'Dell  The second roofing quote came from Garcia Roofing, who is offering the following  services:  Tear off1 1 layer ofe existing roof shingles Replace any rotten wood Install ai new layer of felt Plywood roof replacement  Replace all lead boots, kitchen and dryer vents and re-flash as needed  Install ai new: 30 year fiberglass self sealing shingle These attachments come with: a 5-year labor warranty, for $6,975 The' Town Council has agreed to wait for one more quote.  IX. Update on Sedalia Fresh  Councilwoman Jones provided the update for Sedalia Fresh, which has decided to rebrand itself for 2024. Sedalia Fresh will now take place from April tol November at the Charlotte Hawkins Brown Museum (on the athletic field) on the first Saturday ofe every  month, from 9 am to 12 pm.  8    Shaterra Williams, marketing director for Sedalia Fresh, will work 101 hours a month, with 5 hours being allotted to marketing tasks, and the other 5 for the actual event. This totals to about $1,050 for the duration oft the event, allowing for the' Town ofs Sedalia to be about $300 under budget. Thei remaining $300 will be used for event signage. Councilwoman Jones asked the committee ift they had decided on the types ofitems that would be able tol be sold this time around, to which Administrator Dungee responded that the Committee went back and forth with this issue, stating, "Last time, wel had more items that were not produce... This time, since we were wiping the slate clean, we decided to try to reach out to more farmers and folks that have more produce, [without alienatingl everybody that may have homemade products," continuing that they didn't want Sedalia Fresh to look like a flea market. However, the committee has decided to Administrator Dungee brought up aj possible issue that Ms. Williams faced earlier in the week with an existing fresh market, whol had given her pointers on how to establish Sedalia Fresh. This fresh market owner has reached outt to Shaterra Williams to inquire about how she may have gotten her vendor list because the owner had received emails Additionally, there seems to be conflict based on the new date and time of the 2024 Sedalia Fresh events. Sedalia Fresh was originally supposed tol be on' Wednesday evenings, buta after much research, they found that the day that most people go shopping is on Saturdays, so they made: necessary changes to the Sedalia Fresh calendar. However, this has caused a conflict within the timing oft the other market, making it seem asi ift the Town of Sedalia sent someone to get guidance from other markets, just to steal their According tol Ms. Williams, she received the list of vendors through research, as farmland is public knowledge. However, Administrator Dungee is nervous about how these actions may bej perceived by the general public. However, Mayor Pro Tem Faison stated, "Ifthese are the available vendors, then there is going to be: some overlap," to which the Council Administrator Dungee asks the Town Council if they should bite the bullet and change the date orl keep the date and welcome the competition. Planning Board member, Jay Riehle, stated that the general public won'th be an issue because the "consumers won'tb be affected" and will most likely go to whatever is closest to them. The only people affected will be the vendors, as they will have to pick a side to determine which event to work with. The other marketi is about 20 minutes away from Sedalia, in the direction of Burlington, meaning that vendors in the Sedalia/Greensboro, area will most likely be interested in Sedalia Fresh, while vendors closer to Burlington will most likely stay with the other market anyway. Planning Board Member) Jones believes that the Council should The" Town Council decided tol keep the vendor list, along with the newly proposed date,  allow homemade soaps and lotions to be sold.  from her vendors asking if she was giving their information out.  vendors and customer base.  agreed.  "Let the chips fall where they may."  D.CITIZENS COMMENTS  9    Clerk Dodd announced that Sedalia Town Hall is seeking additional members for the 2024  Founder's Day Celebration Committee. ANNOUNCEMENTS  All regular scheduled meetings arel held at the Sedalia Town Hall at 7:00 pm. The next Town Council meeting will bel held on February 5th. The next Planning Board meeting will bel held on February 15th. Thei next' Town Council Agenda meeting will bel held on February 26th.  Meetingadjourned. Submitted By:  Approved By:  Kayla Dodd, Town Clerk  Howard Morgan, Mayor  (SEAL)  Date  10