MINUTES TOWN OF STOKESDALE SPECIAL CALLED TOWN COUNCIL MEETING BUDGET WORKSHOP 8325 ANGEL-PARDUE ROAD STOKESDALE, NC27357 JUNE 14, 2023 AT 7:00 PM  Member's present were: Mayor Pro-Tem Derek Foy; Council Members: Jimmy Landreth, Tim Jones, and Jim Rigsbee; Finance and Budget Officer Kim Thacker, and Town Clerk Dale Martin. Absent  were. Mayor Mike Crawford and Town Attorney Chuck Winfree. 1. Call To Order, Pledge of Allegiance, and Invocation. Councilman Jim Rigsbee delivered the invocation. 2. Review and Adopt the. Agenda.  Mayor Pro Tem Derek Foy called the meeting to order and led the Pledge of Allegiance.  Councilman Jimmy Landreth made a Motion to adopt the agenda. Mayor Pro Tem Foy seconded  the: motion.  Mayor Crawford Councilman Landreth Aye Councilman Rigsbee Aye  Absent  Mayor Pro Tem Foy Aye Councilman Jones  Aye  3. Citizen Comments from the Floor (3-Minute Limit per Speaker).  None presented.  4. - Discussion of] Fiscal Year 2023-2024 Annual Budget.  Mayor Pro Tem Foy began discussions with the General Fund. Council discussed fire inspection and investigations and who is responsible for those for our local businesses and who pays for the Council discussed the $40,000 projected for the code of ordinance book and recodification oft the development ordinance. Mrs. Martin explained that the proposal was from Municipal Code, the company that prepared the Stokesdale Development Ordinance. She stated that the development ordinance will be updated and the cost is based on the number oftext amendments that has been generated since 2018. Her best estimate was that it would not be $20,000, that she could only recall 2  inspections.  105    or 3 amendments in her research. She added that the Code ofOrdinance book would be created from scratch by pulling all the town's operating ordinances together. It was asked ifthe code would be accessed through the internet as opposed tol hard copies. Mrs. Martin stated that the Town will have Mayor Pro Tem Foy asked ifMrs. Martin thought the Code book projects could be done with a budget of$30,700. Councilman Jones recalled when the development ordinance was done back in 2016 and believes the Town got a proposal for both. He asked ifs staff could locate that proposal and share it with Council. Mrs. Martin noted other companies out there such as American Legal, but having the development ordinance prepared by Municipal Code she speculated that they would be cheaper. Mrs. Council then discussed the $1,000 for traffic control at Stokesdale Elementary School and their objections due to it not being the Town's responsibility. There was concern that it would be a recurring expense and a short route for the school's administration to get money. Councilman Landreth asked if staff could contact the school and ask them to submit their request for funding in writing. By Mayor Pro Tem Foy then brought up special revenue funds and highlighted those. Mayor Pro Tem Foy referenced conversations with Mr. Balmforth with Stokesdale Parks and Mr.J Jordan Balmforth, 7708 Hap Court, Kernersville, NC - provided the organizations Articles of Incorporation and was able to determine that no bylaws were created. Hes stated that they have paid to have bylaws drafted and read 2 sections included in these bylaws. The sections read dealt with protection to the Town should the organization disband or transfer property ownership. Councilmember Rigsbee explained that these bylaws and any agreement would need to be voted on Stokesdale Parks and Recreation and then presented to Town Council for a vote as well. Mr. Balmforth explained the transparency set out in the bylaws and noted the section whereby the bylaws can be amended or repealed except for Article III, the section that provides for the transfer of property and the protection toi the Town. He added that the Stokesdale Parks and Recreation Board has adopted these bylaws. Council commended Mr. Balmforth: for his diligence in getting this done SO quickly. He was asked if this document will be recorded, and Mr. Balmforth stated that it would be recorded. Mr. Balmforth stated that this provides protection for the Town but also for the organization Mayor Pro Tem Foy asked that the document be emailed to staff sO that it can be shared with Council. Mayor Pro Tem Foy made a Motion that in the General Fund, reduce Account # 40350 $40,000 to $30,700 and to remove $9,300 from undesignated funds and strike $7,100 for survey that was  both a hard copy as well as it being accessible through the internet.  Martin stated that she would give itl her best shot to work within that budget.  consensus, the $1,000 remained ini the budget.  Recreation.  by  forever.  duplicated. Councilman Jones seconded motion.  106    Mayor Crawford Councilman Landreth Aye Councilman Rigsbee Aye  Absent  Mayor. Pro Tem Foy Aye Councilman Jones  Aye  Motion carried, vote 4-0. Water Enterprise Fund  Council had no concerns with the proposed budget.  Mayor Pro Tem Foy made a Motion that the Finance/Budget Officer propose this draft water enterprise fund budget as presented at the next budget meeting. Councilman Landreth seconded the  motion.  Mayor Crawford Councilman Landreth Aye Councilman Rigsbee Aye  Absent  Mayor Pro Tem Foy Aye Councilman Jones  Aye  Motion carried, vote 4-0.  5. Discussion and possible vote on Town Hall meeting room usage.  Councilman Landreth stated that we called this meeting for Thursday and found we. had a conflict with the use ofthis room. Council discussed reserving the room for Thursdays throughout the year for use Councilman Jones made a Motion to reserve the Council Chambers each Thursday at 61 pm to conduct Town business, Council meetings, Planning Board meeting, etc. Councilman Rigsbee seconded the  by the Council.  motion.  Mayor Crawford Councilman Landreth Aye Councilman Rigsbee Aye  Absent  Mayor Pro Tem Foy Aye Councilman Jones  Aye  Motion carried, vote 4-0.  Councilman Jones then made a Motion for the non-profits, that are not paying for the use oft the room, that we add verbiage to the Town's Facility Use Agreement, that the Town reserves the right to cancel  107    their reservation oft the room with a 48-hour notice for conducting town business. Mayor Pro Tem Foy Mayor Pro Tem asked that we always be considerate as these organizations must plan ahead and often use management companies that have to carve time out to meet with these groups. Although he realizes that town business should take place. Councilman Jones suggested they pay a fee which would help the Town's budget and that that might warrant removing this clause from the agreement.  seconded the motion.  Mayor Crawford Councilman Landreth Aye Councilman Rigsbee Aye  Absent  Mayor Pro Tem Foy Aye Councilman Jones  Aye  Motion carried, vote 4-0.  6. Citizen Comments from the Floor (3-Minute Limit per Speaker).  None presented.  7. Council Comments.  Councilman Rigsbee thanked everyone for being here.  Mayor Pro Tem Foy congratulated Stokesdale Parks and Recreation group for creating their bylaws and on the grant to improve the ballfields for generations to use. He reminded everyone ofthe Special Called meeting for next Wednesday June 21, 2023, to continue the public hearing on the budget and Mayor Pro Tem Foy asked for the following agenda items: $50,000 grant to Stokesdale Parks and Recreation for lights and poles, a 3% cost ofliving adjustment for staffin this budget.  for the adoption ofthe budget.  Mayor Pro Tem Foy thanked everyone for coming out also.  Councilman Landreth is happy with budget, thanks to Parks and Recreation, and thanks to Tee Councilman Jones also thanked everyone for being here and Parks and Recreation for understanding  Stephenson for being here.  the need to protect the Town's money and for the bylaws.  8. Adjournment.  Councilman Landreth made a Motion to adjourn the meeting at 8:02 pm. Councilman Jones seconded  the motion.  108    Mayor Crawford Councilman Landreth Aye Councilman Rigsbee Aye Motion carried, vote 4-0. Approved: January 11, 2024.  Absent  Mayor Pro Tem Foy Aye Councilman Jones  Aye   Michael E. Crawford, Mayor  ATTEST:  Amak Dale F. Martin, Town Clerk  109