MINUTES TOWN OF STOKESDALE REGULAR TOWN COUNCIL MEETING 8325ANGEL-PARDUE ROAD STOKESDALE, NC: 27357 MARCH 09, 2023 AT 7:00 PM  Member's present were: Mayor Mike Crawford; Mayor Pro-Tem Derek Foy; Council Members: Jimmy Landreth, Tim Jones, and Jim Rigsbee (arrived at 7:13 PM); Town Attorney Charles Winfree; Finance and Budget Officer Kim Thacker, Town Clerk Dale Martin and Deputy Town  Clerk Robbie Wagoner.  1.  Call to Order, Pledge of Allegiance, and Invocation  Mayor Mike Crawford called the meeting to order and led the Pledge of Allegiance. Councilman  Jones delivered the invocation.  2.  Review and Adopt the Agenda  Mayor Crawford requested that item #10 be removed - First Amendment to Ancillary  Intergovernmental Water Services Agreement.  Mayor Crawford requested that item #12A be added: Administrative Assistant Staff Position. Councilman Jones requested that item 12B be added: Discussion on the deannexation in Councilman Landreth made a Motion to adopt the agenda as amended. Mayor Pro Tem Derek  Summerfield.  Foy seconded the motion. Mayor Crawford Councilman Landreth Aye Councilman Rigsbee Not present  Aye  Mayor Pro Tem Foy Aye Councilman Jones  Aye  Motion carried. 3.  Review and Adopt the Minutes: March 10, 2022 Regular Council Meeting; June 9, 2022 Closed Session; June 9, 2022 Regular Council Meeting; October 13, 2022 Regular Council Meeting; February 9, 2023 Regular Council Meeting, March 2,  2023 Budget Workshop Meeting March 10, 2022 Regular Council Meeting  Mayor Crawford made a Motion to approve the March 10, 2022 Regular Council Meeting  minutes as presented. Councilman Landreth seconded the motion.  Page 42    Mayor Crawford Councilman Landreth Aye Councilman Rigsbee Not present  Aye  Mayor Pro' Tem Foy Aye Councilman Jones  Aye  Motion carried.  June 9,2022 Closed Session  Mayor Crawford made a Motion to approve the June 9, 2022 Closed Session minutes as  presented. Councilman Landreth seconded the motion.  Mayor Crawford Councilman Landreth Aye Councilman Rigsbee Not present  Aye  Mayor Pro Tem Foy Aye Councilman Jones  Aye  Motion carried.  June 9, 2022 Regular Council Meeting  Mayor Crawford made a Motion to approve the. June 9,20221 Regular Council Meeting minutes  as presented. Councilman Landreth seconded the motion.  Mayor Crawford Councilman Landreth Aye Councilman Rigsbee Not present  Aye  Mayor Pro Tem Foy Aye Councilman Jones  Aye  Motion carried.  October 13, 2022 Regular Council Meeting  Mayor Crawford made a Motion to approve the October 13, 2022 Regular Council Meeting  minutes as presented. Mayor Pro Tem Foy seconded the motion.  Mayor Crawford Councilman Landreth Aye Councilman Rigsbee Not present  Aye  Mayor Pro' Tem Foy Aye Councilman Jones  Aye  Motion carried.  February 9,2023 Regular Council Meeting  Mayor Crawford made a Motion to approve the February 9, 2023 Regular Council Meeting Councilman Jones referred to comments he made at the meeting in regarding to a letter sent to Forsyth County by the former Mayor giving the developer of Coldwater permission to connect to the Town's water system. He asked that the letter be attached to these minutes. Mayor Pro Tem  minutes as presented. Mayor Pro Tem Foy seconded the motion.  Page 43    Foy added that the Council did ratify that action. Town Clerk Dale Martin asked for direction in the event that the letter is not located. Discussion was held ini regard to the letter whether or not it can be found. Councilman Jones then asked that a verbatim transcript of his comments at the  February 9, 2023. meeting be inserted in the minutes. Mayor Crawford withdrew his motion.  Councilman Jim Risgbee arrived at the meeting at 7:13 PM.  Councilman Jones made a Motion to continue approval oft the February 9,2023 minutes and that a verbatim transcript of his comments bei inserted in the minutes. Mayor Pro Tem Foy seconded  the motion. Mayor Crawford Councilman Landreth Aye Councilman Rigsbee Aye  Aye  Mayor Pro Tem Foy Aye Councilman Jones  Aye  March 2, 2023 Budget Workshop Meeting  Mayor Crawford made a Motion to approve the March 2, 2023 Budget Workshop Meeting  minutes as presented. Councilman Landreth seconded the motion.  Mayor Crawford Councilman Landreth Aye Councilman Rigsbee Aye Motion carried. 4.  Aye  Mayor Pro Tem Foy Aye Councilman Jones  Aye  Public Safety Reports: a) Stokesdale Fire Department  Fire ChiefTodd Gauldin presented the Stokesdale Fire Department's report.  b) Guilford County Sheriff's Office  Mayor Crawford read written report submitted by the Guilford County Sheriff's office.  5.  Administrative Reports: a) Administrative Report:  Town Clerk Dale Martin presented the Administrative report.  b) Planning Board:  None presented.  Page 44    c) Events Committee:  None presented.  d) Property Committee:  Mayor Crawford updated Council on the mirror purchased for men'si restroom which should be Councilman Jimmy Landreth reported that ai representative from Mr. Appliance checked out the refrigerator and recommended, as a last source before replacing the unit, that it be unplugged and plugged back up to seei ifitl had frozen up. Mrs. Hunsucker did that and it appears to be working  hung up shortly.  fine for the time being.  e) Town Park Improvement Committee:  Mr. Tee Stephenson, Chairman oft the Town Park Improvement Committee reported that bids were requested and received for the basketball and pickle ball courts and the playground. Committee will be reviewing the proposals to submitted to Council for approval.  However, for the amphitheater, bids were requested but we did not receive any and there will be  further discussion on this later in the meeting.  6.  Financial Reports:  a) Finance/Budget Officer: Kimberly Thacker  Mrs. Kim Thacker presented the finance report for both the General Fund and Water Fund. Mayor Pro-Tem Foy announced the receipt of a $400,000 grant for the water system from the  Department of Water Infrastructure.  7.  Citizen's Comments from the Floor (3-Minute Limit per Speaker).  Tyler McGee, 80371 NC Hwy. 69N.Stokesdale, NC - stated that he has lived here his whole life. He explained the drainage situation and the need to reroute water through his property. He discussed it with NCDOT, and they bought in the pipe and installed it. He received a certify letter from the Town advising him that ify you damage your box, you are responsible for any repairs. He stated that he felt he was singled out to receive this letter since other citizens were: not Mayor Crawford stated that the letter was sent certify only to ensure that he received the letter. The Town is concerned with the: meter and simply wanted to advise you ofyour responsibility. Councilman Jones echoed the Mayor's concern with the vault and the separation between the  sent letter also.  vault and the driveway.  Page 45    Eddie McGee, father ofTyler McGee - reminded Council that the State did this work. The water line was located prior to the work however, the water line was still cut. That was not their fault but the State's. He stated that the driveway was only widened at the road. Priscilla Olinick, 8100 Pleasant Ridge Road, Summerfield, NC-t thanked Council for their support of Summerfield's deannexation issue. She spoke oft the detrimental effect this could have on the Town of Summerfield and asked for Council's continued support ofthis issue. Mark Nadel, 8211 Wendy Gayle Dr., Stokesdale, NC - stated that hel has sent ai request to Council to review the Town's Development Ordinance as it is outdated and expressed his concern that it was not addressed by Council. He spoke oft the development happening in town Councilmembers took note ofMr. Nadel's request. Several members pointed out measures being taken to ensure that Town ordinances arel being followed and reviewed in a timely manner. It was noted that a number of grant projects have timel lines and the Town is taking care oft those items first. The review oft town regulations may require professional assistance but is on the One Councimember referenced Mr. Nadel's mass email and that replies by Council could be a violation on the Open Meetings Law and therefore, Council shouldn'ti reply to emails in this  and the Town's need to stay on top ofit.  Town's radar.  manner. OLD BUSINESS 8.  Consideration of a request to move funds within the General Administrative  Expense and Payroll Expense Categories.  Mrs. Thacker explained the need to move: money within the following categories.  INCREASE DECREASE Balance  40000 = General Administrative Expense Item #41000 Lawn/Outdoor Maintenance- Item #70400 IT Security & Website Design -  $3,500.00 $17,100.00  Item #40800 Postage -  $1,500.00 $2,000.00  $2,500.00 $10,000.00  80000 - Payroll Expenses Item #80500 Health Insurance- Item #80200 Mileage Reimbursement Item #80300 Payroll Processing Fees  $1,000.00 $18,700.00  $500.00 $500.00  $700.00 $2,800.00  Page 46    Mayor Pro Tem Foy noted that $17,100 would not be enough for Lawn/Outdoor Maintenance.  Mrs. Thacker corrected the amount to be $43,500.  Mayor Crawford made a Motion to approve moving funds as requested.  Mayor Pro Tem Foy recommended the Amended amount of$43,500 bei noted in the motion. Councilman Jones asked that the document name be referenced ini the motion "Requests to Mayor Crawford accepted both amendments. Councilman Jones seconded the motion.  move money within the categories - Thursday, March 9, 2023".  INCREASE DECREASE Balance  40000-General Administrative Expense Item #41000 Lawn/Outdoor Maintenance- Item #70400 IT Security & Website Design-  $3,500.00 $43,500.00  Item #40800 Postage  $1,500.00 $2,000.00  $2,500.00 $10,000.00  80000 - Payroll Expenses Item #80500 Health Insurance Item #80200 Mileage Reimbursement- Item #80300 Payroll Processing Fees  $1,000.00 $18,700.00  $500.00 $500.00  $700.00 $2,800.00  Mayor Crawford Councilman Landreth Aye Councilman Rigsbee Aye Motion carried. NEW BUSINESS 9.  Aye  Mayor Pro Tem Foy Aye Councilman Jones  Aye  Opening and Consideration of] Proposals for Auditing Services  Mrs. Thacker reported that ai request for proposals was sent tot the list of vendors approved at the February meeting and the submittal deadline was. March 3rd. She stated that we have received an email from Gibson & Company that they were unable to submit aj proposal at this time. We have received one proposal from Wade Greene, PLLC and read the company's bio sheet. Council was concerned that wel have only one proposal to review and asked that it be resubmitted  to an extended list ofvendors.  Page 47    Mayor Pro Tem Foy made a Motion to resubmit proposals with a submittal deadline of April 7, Councilman Jones seconded the motion and offered an Amendment to send to firms off the NC State Treasurers website, post to the Town's website and any appropriate listserv. Mayor Pro Tem Foy asked that Council receive the proposals at least 2 days prior to the meeting  2023, and present proposals at the April 13 meeting.  to allow for their review. Mayor Crawford Councilman Landreth Aye Councilman Rigsbee Aye Motion carried.  Aye  Mayor Pro Tem Foy Aye Councilman Jones  Aye  10. First Amendment to Ancillary Intergovermmental Water Services Agreement  This item was withdrawn from the agenda.  11. Discussion on 5% rate increase projected by GFL for solid waste and recycling Mayor Pro Tem Foy referenced al letter received from GFL in regards to an increase of 5%1 in service fee to be affective. July 1,2023. He explained that in accordance with the contract with GFL, an increase could be imposed based upon the Consumer Price Index. He commended Councilman Landreth for requesting a cap of 5% during those negotiations and therefore this increase is capped at 5% instead oft the 7% CPI rate. He noted the lack of complaints the Town has received in regard to their service. Town Clerk Martin noted that citizens have complained that no bulk pick upi is offered which was not a free service by the prior provider either. Mayor Crawford recalled the contract contained aj provision that a dumpster be brought in once  services.  ort twice a year and asked that staff follow up with GFL on setting a date.  12. Town Park Improvement Projects  Mayor Pro Tem Foy explained that proposals were: received for the playground and' basketball and pickleball courts. Committee is currently reviewing these proposals and hope tol havea Mayor Pro Tem Foy expressed his disappointment that no bids were: received for the amphitheater. He stated that vendors are booked ori it's costs prohibitive. He stated that others he has talked with did not share his excitement for this project. He stated that the Committee may be  package to Council prior to the April meeting.  looking at other options for the park.  Page 48    Councilman Landreth agreed with Mr. Foy and added that the Committee will be looking at upgrades to what we already have out there, erosion control, improvements to the soccer fields  among other things.  13A. Administrative Assistant Position description. He stated that the position is needed.  Mayor Crawford stated that aj job description was approved at the last meeting and read the Mayor Crawford made a Motion to create an open Administrative Assistant position, rate of $16/hrat 20 hrs per week and that a 90-day probationary period be implemented. The Mayor asked the Finance Officer ifa a budget amendment is needed. Mrs. Thacker stated that due to transferring money within the category, she believes the money is available. Councilman Rigsbee stated that he felt it more appropriate to wait on the new budget year.  Mayor Pro Tem Foy seconded the motion.  Council discussed and requested the position be a sworn position.  Mayor Crawford Councilman Landreth Aye Councilman Rigsbee No Motion carried.  Aye  Mayor Pro Tem Foy Aye Councilman Jones  Aye  13B. Discussion on Summerfield Deannexation  Council noted this issue needs to be watched closely as it could have an effect on small towns across the State. Several other communities were mentioned, Kingston and Lexington, Topsail Priscilla Olinick spoke again and thanked Council for their continued support and suggested a  Beach have all had similar issues with deannexation.  resolution approved by Council should Summerfield need it in the future. 13. Citizen's Comments from the Floor (3-Minute Limit per Speaker)  None presented.  14. Closed Session in accordance with $ 143-318.11. Closed sessions.  (a) Permitted Purposes. - It is the policy of this State that closed sessions shall be held only when required to permit a public body to acti int the public interest as permitted in this section. Aj public body may 6) To consider the qualifications, competence, performance, character, fitness, conditions of appointment, or conditions of initial employment of an individual public officer or employee or prospective public officer or employee; or to hear or investigate a complaint, charge, or grievance by or against an individual public officer or employee. General personnel policy issues may not be considered in a closed session. A public body may not consider the qualifications, competence, performance, character, fitness, appointment, or removal ofai member of the public body or another body and may not consider or fill a vacancy among  hold a closed session and exclude thej public only when a closed session is required.  Page 49    its own membership except in an open meeting. Final action making an appointment or discharge or removal by aj public body having final authority for the appointment or discharge, or removal shall bei taken  ina an open meeting.  Mayor Crawford made a Motion to enter into Closed Session at 8:53 pm. Mayor Pro Tem Foy  seconded the motion. Mayor Crawford Councilman Landreth Aye Councilman Rigsbee Aye Motion carried.  Aye  Mayor Pro Tem Foy Aye Councilman Jones  Aye  Council reconvened in Open Session at 9:10; pm.  Mayor Crawford made a Motion to hire Mrs. Lynn Callahan, effective 3-13-2023, pay rate of $16 per hour, at 20 hours per week and that a 90-day probationary period be implemented.  Councilman Landreth seconded the motion. Mayor Crawford Councilman Landreth Aye Councilman Rigsbee No Motion carried. 15. Council Comments Stokesdale Elementary School.  Aye  Mayor Pro Tem Foy Aye Councilman Jones  Aye  Councilman Rigsbee thanked Mr. Wagoner for attending in his absence, reading to students at Councilman Landreth: referenced the new: format for the minutes and thanked Staff for work on catching up minutes. He referenced the issues going on: in Summerfield. He spoke of Stokesdale's good quality of life and his hope of small businesses moving to town. Councilman Jones thanked citizens and staff: for being here tonight.  Mayor Crawford thanked Council for assisting him with Town issues and procedures.  16. Adjournment seconded the motion. Mayor Crawford Councilman Landreth Aye Councilman Rigsbee Aye  Councilman Jones made a Motion to adjourn the meeting at 9:17 PM. Councilman Landreth  Aye  Mayor Pro Tem Foy Aye Councilman Jones Page 50  Aye    Motion carried.  Being no further business to come before Council, the meeting adjourned at 9:17 pm.  ANNOUNCEMENTS:  The' Town of Stokesdale Town Planning Board willl hold a meeting on March 25, 2023 at 7:00 PMi inside the' Town Hall Council Chambers, located at 8325 Angel Pardue Road, The Town of Stokesdale Town Council willl hold a Budget Workshop on April 6, 2023 at7:00 PM inside the' Town Hall Council Chambers, located at 8325 Angel Pardue Road, The' Town of Stokesdale Town Council will hold a regular meeting on April 13, 2023 at 7:00 PMi inside the' Town Hall Council Chambers, located at 8325 Angel Pardue Road,  Stokesdale, NC 27357.  Stokesdale, NC27357.  Stokesdale, NC27357.  Approved: Approved April 13, 2023.  Michael E. Crawford, Mayor Jk  Aak  Dalel  FATa  F. Martin, Town Clerk  B  Page 51