MINUTES TOWN OF STOKESDALE SPECIAL CALLED TOWN COUNCIL MEETING BUDGET WORKSHOP 8325. ANGEL-PARDUE ROAD STOKESDALE, NC27357 MAY04, 2023A AT 7:00 PM  Present: Mayor Michael E. Crawford, Mayor Pro Tem Derek Foy, Councilman Councilman Tim Jones arrived at 7:10 PM, Budgett and Finance Officer, Kimberly Jimmy Landreth, Town Clerk Dale F. Martin, and Deputy Town Clerk Robbie Lee Wagoner II. (Councilman Thacker, Jim  was Rigsbee  NOT present)  1. CallTo Order, Pledge of Allegiance, and Invocation.  Mayor Mike Crawford called the meeting to order at 7:09 pm, led the Pledge of Allegiance and  delivered the invocation.  2. Review and Adopt the Agenda.  Councilman Jimmy Landreth made a Motion to adopt the agenda as presented. Mayor Crawford  seconded the motion.  Mayor Crawford Councilman Landreth YES Councilman Jones  YES YES  Mayor Pro Tem Foy YES Councilman Rigsbee ABSENT  3. Citizen Comments from the Floor (3-Minute Limit per Speaker).  Jordan, Balmforth, 7708 Hap Court, Kernersville, NC with Stokesdale Parks and Recreation, requested assistance with lighting at the baseball fields. He explained the improvements made the ballfields by the organization. He spoke of community efforts to upgraded the baseball fields and to the: needed repairs. He reported that they have received bids for the replacement of light the previous cost ofthe LED lights, the total amount was $108,000. Given what's already poles been the amount remaining is $68,000. However, the organization is not asking the Town for the full paid Council complimented Mr. Balmforth on the improvements made thus far to the baseball fields. Council asked questions ini regard to the financial position of the organization and how much they have raised towards the improvements. Mr. Bamforth explained the fundraising efforts forai money new  and noted with  amount but for help in reaching that goal.  playground which netted $33,000.  78    Mr. Balmforth stated that estimates were prepared by professionals which will meet requirements. Council asked about corporate donations. Mr. Balmforth stated that when they have been asked, they Mayor Pro Tem Foy asked Mr. Balmforth for the funds being requested out ofthe $68,000 needed. Mr. Balmforth requested $45,000 to $50,000 with the organization raising the balance. He noted money he Councilman Jones asked if the Parks and Recreation' s budget is available to the public. Mr. Balmforth Mr. Balmforth was asked ift the fields do not have lights will there be a program and he said no. Mayor Pro Tem Foy explained the processes by which government entities have to operate and must track expenses and provide: reports to Council for any funds spent and asked ift the organization's board would be willing to vote to make this request and it not be from you personally. Mr. Balmforth stated that he has some preliminary information but has not gone through this process. He stated yes 100% Council stated they would like to see the proposal and asked that he complete the application in accordance with the Town's policy and that this request will bei taken under consideration. Council asked about sponsorships for naming of seats, etc. Mr. Balmforth noted some precedence there Council recognized the need and asked Mr. Balmforth to come back to the regular Council meeting to make a formal request. Council expressed support in working with the organization, however, Council and Mrs. Thacker noted changes to the budget from the last budget workshops. Mayor Pro Tem Foy then stated that hel had a conversation with Mrs. Martin today in regards to the Town's Development Ordinance and 160D regulations and the need to codify all ofthe Town's Town Clerk Martin explained a major change to the Development ordinance adopted by the NC General Statutes known as 160D. In previous discussions with Mr. Oliver Bass, she assumed that it had been adopted and the Town's ordinances amended accordingly. However, in conversations with Mr. Snyder, 160D has not been adopted as is required by the NC General Statutes. Mrs. Martin explained her conversation with Municipal Code, an organization that prepares codes all across the Country on the best way to tackle this issue. They recommend a re-write given the significant changes that will be required by 160D. The estimate gaven today is approximately $20,000. Mrs. Martin then explained that once you reach 5,000 inj population in your community, the NC General Statutes requires you tol have all your general operating ordinances codified into a publication like your. Development Ordinance. The estimate from Municipal Code for that project is also  have showed up and noted efforts to advertise their participation.  has spent as well as others spent to keep the organization out ofdefault. promoted full transparency and stated that the budget is available to anyone.  the board would vote to make this request.  ini naming for previous donors.  recognized this is uncharted territory for Stokesdale.  operating ordinances and asked her to explain.  approximately $20,000 as that project will be prepared from scratch.  79    Councilman Jones asked ifs she has this in writing. Mrs. Martin stated that this was conversation today. Councilman Jones then asked ifs Staffcould find the several years ago when the Town did the Development Ordinance.  given in a telephone  original proposal submitted  Council continued to discuss how toj proceed with this task. Mrs. Thacker explained some budget adjustments that could be done to fund these items, such as contingency funds and lawn care and maintenance funds. She felt we had the money in the budget if Council decides to do this. Mrs. Thacker then mentioned that Council requested she move $1,000 from fire inspections and investigations toj public safety for traffic control at the school. The money is in the public  line safety  item but failed to take it out oft the fire inspections line item.  Councilman Landreth made a Motion to budget $1,000 for traffic control/public safety line item for the first week of school at Stokesdale Elementary School. Mayor Pro Tem Foy seconded the motion. Council members expressed concerns with the Town paying for this when it should be the  responsibility ofthe School System or Sheriff's Department.  Mayor Crawford  YES YES  Mayor Pro Tem Foy YES Councilman Rigsbee ABSENT  Councilman Landreth YES Councilman Jones  Motion carried, vote 4-0.  4. Discussion of 2023-2024 Annual Budget.  General Fund  Council continued to discussed changes to investment earnings line item, contingency for Code of Mayor Pro Tem Foy made a Motion to create ai new line item under the General Administration category for Code of Ordinance in the amount of $40,000 and increase Investment Earnings from $77,000 to $85,000, decrease Lawn and Maintenance from $60,000 to $50,300 and remove the Emergency Contingency amount of $40,000. Councilman Landreth seconded the motion.  Ordinance, insurance coverage and lawn and maintenance.  Mayor Crawford Councilman Landreth YES Councilman Jones  YES YES  Mayor Pro Tem Foy YES Councilman Rigsbee ABSENT  Motion carried, vote 4-0.  80    Water Fund  Mayor Pro Tem Foy recalled the Town incorporating an Inspection Fee for developers and  recommended ai new revenue line item for these fees at $5,000.  Council discussed selling water tol both developers inside and outside town limits and recommended legal review of any charges imposed. It was also suggested that we have a separate line item for the expense side ofreviewing these plans by the Town Engineer and that it be a separate item from reviews in general for our water system. Following the discussion, it was recommended that we  increase the line item for Engineer and Consulting to $55,000.  Schedule of Fees and Charges: Council discussed the lost key fee.  Council discussed fees for shelter and field rentals and the desire tol be reasonable. Staff suggested Town Clerk Martin pointed out the Street Closing fee changes. She explained the recent case in Angel's Glen cost the Town $1,357.46 for the advertising. She noted that $250 is extremely low. Mayor Pro Tem Foy made a Motion to increase the: fee for Street and Easement Closings to $1,500.  putting together a sheet with fees charged by surrounding community facilities.  Councilman Landreth seconded the motion.  Councilman Jones expressed concern and asked that we: make an adjustment.  Mayor Pro Tem Foy Amended his Motion to $700 per case. Councilman Landreth accepted the  amendment.  Mayor Crawford Councilman Landreth YES Councilman Jones  YES YES  Mayor Pro Tem Foy YES Councilman Rigsbee ABSENT  Motion carried, vote 4-0. Water usage fees:  Mayor Pro Tem Foy stated that the Town usually sees ai modest increase in water usage fees by Winston-Salem but we have no data yet tol back that up and therefore no recommendation to increase Councilman Landreth brought up an issue whereby water is being stolen by hooking up to fire hydrants  our fees at this point.  and the possibility of damaging a hydrant. No action taken.  81    Mayor Pro Tem Foy stated that Town hasn't done a water fee study in al long time and that the Water Infrastructure Grant could be used for such. Several Councilmembers agreed that this would be Mayor Pro Tem Foy noted that he liked that the special revenue funds are separated and would like to  appropriate.  see those described in the Budget Message.  5. ( Citizen Comments from the Floor (3-Minute Limit per Speaker).  None presented. Council Comments:  Mayor Pro Tem Foy thanked everyone for their comments. Councilman Landreth also thanked everyone for their efforts. Councilman Jones also thanked staff and those in attendance.  6. Adjournment.  Councilman Landreth made a Motion to adjourn at 8:29pm. Mayor Crawford seconded the motion.  Mayor Crawford Councilman Landreth YES Councilman Jones  YES YES  Mayor Pro Tem Foy YES Councilman Rigsbee ABSENT  Motion carried, 4-0.  Being no further business to come before Council the meeting was adjourned at 8:29pm.  Approved: December 14, 2023.  Z1 Michael E. Crawford, Mayor  ATTEST:  Aak Dale F.] Martin, Town Clerk  82