a  MINUTES TOWN OF STOKESDALE REGULAR TOWN COUNCIL MEETING 8325. ANGEL PARDUE: ROAD STOKESDALE, NC27357 JANUARY13, 2022 AT 7:00PM  Available Venues to Watch/Attend:  a) Attend in Person at Stokesdale Town Hall in Council Chambers at 7pm. b) View Live Stream at Town of Stokesdale's YouTube Channel at 7pm: samwsNNS/ICIUNTTO 56F EDH6wliA/live View & Participate (Citizen Comments) Virtually via Zoom  Member's present were Mayor Mike Crawford, Mayor Pro-Tem Derek Foy, Council Members: Jimmy Landreth, Tim Jones and Jim Rigsbee; Town Attorney Tom Medlin; Interim Town Clerk Dale Martin, Finance & Budget Officer Kim Thacker, and Deputy Clerk Robin Yount.  1.  Call to Order, Pledge of Allegiance and Invocation  Mayor Mike Crawford called the meeting to order and led the Pledge of Allegiance. Pastor Eddie  McKinney, Stokesdale United Methodist Church delivered the invocation.  2.  Review and Adopt the Agenda  Councilman Tim Jones stated that the discussion on a policy for collection of delinquent water accounts was continued last month and asked that it be added back to this agenda. Mayor Pro Tem Derek Foy made a Motion to adopt the agenda as amended to add a #9 "Discussion on a Policy for Collection of Delinquent Water Accounts."  Councilman Jimmy Vote: Councilman Rigsbee-aye, Mayor Pro Tem Foy-aye, Councilman Landreth-aye,  Landreth seconded the motion.  Councilman Jones-aye, Mayor Crawford-aye. Motion carried.  3.  Review and Approve Minutes: October 21, 2021 (readopt due to error), December  9, 2021 and December 21, 2021.  Councilman Jones stated that he was not ai member of Council during the October meeting and asked the Town Attorney Tom Medlin ifl he could vote on these minutes. The Town Attorney stated that he can vote on the minutes as they are Council minutes and he is a sitting member. He added that Councilman Jones could request Council allow him to abstain from voting. Ifyou  simply don'tvote, it counts as affirmative.  177    Councilman Jones asked to abstain from voting: Councilman Rigsbee-yes, Mayor Pro Tem Foy-no, Mayor Crawford-no. Councilman Landreth voted yes, however stated that he has Mayor Pro Tem Foy made a Motion to approve minutes for October 21,2021 as presented. Vote: Councilman Rigsbee-aye, Mayor Pro Tem Foy-aye, Councilman Landreth-aye, Councilman Jones-abstain (counts as affirmative), Mayor Crawford-aye. Motion carried. Mayor Pro Tem Foy made a Motion to approve minutes for Dec 9, 2021 as presented. Vote: Councilman Rigsbee-aye, Mayor Pro Tem Foy-aye, Councilman Landreth-aye, Mayor Pro Tem Foy made a Motion to approve minutes for Dec 21, 2022. Mayor Crawford Vote: Councilman Rigsbee-aye, Mayor Pro Tem Foy-aye, Councilman Landreth-aye,  ]  confidence: in Councilman Jones and asked to change his vote to no.  Mayor Crawford seconded thei motion.  Councilman Rigsbee seconded the motion.  Councilman Jones-aye, Mayor Crawford-aye. Motion carried.  seconded the motion.  Councilman Jones-aye, Mayor Crawford-aye. Motion carried.  4.  Public Safety Reports:  Fire Department Guilford County Sheriff  Fire ChiefTodd Gauldin presented this month's report noting the number of fire calls and emergency calls answered. His safety tip for this month is that 1-5 fires involve some type of heat equipment. He recommended that those units be checked routinely and that you follow all safety guidelines. He spoke oft the forecasted winter storm and urged everyone to be prepared a  head oft time.  No Guilford County Sheriff's: report presented due to traveling restrictions.  5.  Administrative Reports:  Administrative Report from Interim Town Clerk: Town Clerk Dale Martin presented the Administrative Report:  61 meters sold  6non-working meters replaced 121 meters transferred to auto-read 65811s requests were processed  14 applications for transfer of service were processed 41 meters/applications were put on hold: for builders  178    665 water bills were sent out 33 work orders were prepared  Mrs. Martin stated that Staffhas provided updated Council members information to various agencies across the state and are ini the process of updating pages on1 the Town's website. She Mrs. Martin reported that the ethics training that is required for the Mayor & Councilman Jones will be scheduled in April and will forward to Council upon receipt. She noted the Essentials of Government Course that is available to all Council members has been postponed until the spring, Mrs. Martin reported that a Mr. Matt Casto, NC Rural Water. Association, Inc stopped by to introduce himselfa and offered his assistance with submitting the 2021 Water Supply Plani that is due April 1St. He provided a list of reports that will need tol be generated such as water usage separated by category (residential, commercial, institutional and industrial), new water lines, new water connections, and meters replaced. This will be a great learning experience for us. Mrs. Martin noted that staffwill continue to work on: minutes for both the Planning Board and Town Council and noted the email list sent to Council: regarding the minutes. She asked Council Councilman Landreth asked ifthe final minutes can be sent out to Council once they have been approved. The Town Clerk stated that this is not a problem at all and also plans to get the Mrs. Martin then discussed reorganizing the town's files. She stated that she would like to plan a Friday and Saturday (ifneeded) to reorganizing and moving files. With your permission, we would like to close the office Friday afternoon and come in Saturday morning and stay until finished. Dates that work for Priscilla, Robin and I arel February 11th and 12th. She explained the need to develop an indexing system that can be accessed by everyone. She added that it may include moving some: file cabinets and we will need assistance with that task. Mayor Crawford asked for objections from Council. Councilman Rigsbee stated that he would like to see a community shredding event be incorporated. He noted that hel has seen old files that he thought could be destroyed. Mrs. Martin stated that you can certainly make a community event out ofit and charge a very nominal fee to cover the cost to the Town for the truck. Councilman Landreth stated that there are documents that we àre looking for and wanted to make sure that we are very careful about what is destroyed. Councilman Rigsbee stated that the Town does have a Records Retention Guide and should bei followed. Any documents that can be destroyed based on that guide could be set aside and Council look through them to see if we feel Councilman Jones stated that he recalls the Town voting on a. Retention Policy ai number of years ago. The Town Clerk stated that she has found. a number of copies oft the Retention Policy in the office. She then explained that the NC Department ofNatural and Cultural Resources, Records Division spent some time ai few years back revising the schedule. A new schedule has been  noted that tonight's agenda was placed on the website.  tol let her know ift they have any questions.  minutes caught up on1 the town's website.  something needs to be kept.  179    published and she is planning to bring the newi revised schedule to Council for adoption at the Mayor Crawford suggested wej plan the community shredding day when it warms up. Mrs. Martin stated that we would reorganize files now but have the shredding event at a later date. Kim Thacker stated that she has some experience with a shredding truck and that it may be  February meeting.  expensive. Mrs. Martin stated that she would check into it.  a) Planning Board: None presented. supporting the Christmas parade.  b) Events Committee: Mayor Pro Tem Foy thanked everyone again for participating and Property Committee: Councilman Rigsbee reported that the Town's landscaper will be on call to clean sidewalks and parking lot in the event wel have snow and ice. Mayor Crawford suggested we ask ifanother microphone could be added to the stafftable when  we talk with the. Audio company about the wiring issues. Financials: Finance/Budget Officer:  6.  Kim Thacker  Budget & Finance Officer Kim Thacker presented the December Financial reports. She highlighted the General Fund and noted the money market account at $23,230.41, total CDARS at $2,558,070.11, Fidelity Bank Account balance is $570,890.12 and accounts receivables at $56,452.07. She referred to the Budget VS Actual report and noted that we have total reimbursement of shared overhead expenses for. July through December from the water fund Mrs. Thacker then highlighted the Water Enterprise Fund and noted Total CDARS at $499,505.58, Fidelity checking account is $595,233.95 and the Capital Reserve. Fund at $122,169.42. She noted the accounts receivables at $32,117.91 and added that she and Mrs. Hunsucker! had a conversation about different reports tol help nail down the water accounts that Mrs. Thacker then referred back to the General Fund and requested permission to move $660.00 from category 6300 Proftesional/Atomey) to 6200 (Audit) to cover the cost ofthe audit. The contract with Rouse, Rouse, Rouse and Gardner was approved prior to the budget being finalized and we are $660 short in that line item. She explained that ifyou grant permission to move the money from one account to another in the same category, a budget amendment will not be Councilman Jones asked ifno one separates out the attorney's hours for the general fund and the  $53,186.79.  are past due.  required.  water fund. Mrs. Thacker stated no it is not separated out.  180    Mayor Pro' Tem Foy made a Motion to decrease Legal/Professional fees from $50,000 to $49,300 ($700) and increase the audit amount from $13,200 to $13,900 ($700) to offset this Vote: Councilman Rigsbee-aye, Mayor Pro' Tem Foy-aye, Councilman Landreth-aye,  expense. Councilman Landreth seconded the motion.  Councilman Jones-aye, Mayor Crawford-aye. Motion carried.  7.  Citizen's Comments from the Floor (3-minute! Limit per Speaker)  Abby and Carey Price thanked the Council for the opportunity to speak tonight and explained that they are planning to open a mobile coffee shop in downtown Stokesdale. Mr. Price explained the revitalization efforts taking place downtown and stated that ift they are successful, they plan to move: into aj permanent location when a unit becomes available. They stated that they are excited about this opportunity and invited everyone to çome enjoy a cup of coffee. They Mayor Crawford advised them to contact the Guilford County Health Department to make sure they meet all the requirements. Councilman Jones and the Town Attorney advised them to contact Oliver Bass, Guilford County Planning to make sure all zoning and building code Carey Price stated that they have reached out to Mr. Bass but have not been able to get in touch with him. Councilman Jones advised them to contact the Town Clerk for assistance in getting in Mark Nadel, 8211 Windy Gayle, Stokesdale, NC, spoke from the audience and was asked to come to the podium. He asked for location oft this coffee shop. He then asked why the Town is discussing this now. Several Council members stated that this couple was simply introducing themselves to the community. Councilman Jones suggested Mr. Nadel bring his questions up ifa Councilman Rigsbee then asked to speak on behalfoft the citizen, Kristen Law, a resident of Stokesdale and a Representative ofNorthwest High School PTSO. He explained their efforts to renovate 24 mobile units at the high school. Aj public information session is planned for January 22nd to gather input and solicit community involvement and sponsorships fort this project. It's called Mobile Make Over and encourage everyone to get involved with this very worthy cause to  made themselves available for questions.  requirements are: met as well.  touch with Mr. Bass.  zoning matter is necessary.  help out the community. OLD BUSINESS  8. Consideration of a Proposal from Stokesdale Heating & Air Conditioning to replace HVACumits at' Town Hall. (Continued from November 9th, December 9t) Council discussed the need to replace two units at Town Hall that are not working properly. They discussed issues with receiving parts and supplies from Trane units versus York Units. It  was noted that the other units at Town Hall are all York Units.  181    Mayor Crawford asked ifother vendors were contacted or has the Town dealt with Stokesdale Heating & Air before. Councilman Landreth stated that we have dealt with Stokesdale Heating and Airi in the past and they have provided good service to the' Town, Councilman Jones expressed his concern with Trane in that you can't use generic parts and must use Trane parts on these units. Mayor Crawford stated that it seems al little high however, he has not purchased units for al building such as town hall. He stated that we have done business with them before and felt Councilman Rigsbee made al Motion to replace two (2) units, onei int the Clerks office and one in Councilman Jones asked for an amendment that the motion include all the details of the quote dated October 11,2021. Councilman Rigsbee agreed and restated his motion: to approve the installation oftwo units as quoted in the letter dated October 11, 2021 (see below) in its entirety with York units ini the amount of $20,450.00. Councilman Jones seconded the: motion.  r  wel had a good track record.  the Council Chambers with York units.  tokesdale  Town of Stokesdalo POI box 465 Stokesdale, NC: 27357 (336) 643-4011 stokesdals@stokesdals.org October 11, 2021 Clerk Office Existing systenn Is leaking refrigerant. Cost to replace with York Unlt as instelled now. XNOOCOAZAIAMMIAL 5t ton' York Heat Pump Package Unit. Using exlsting roof ourb, high voltage and low voltage wiring. Crane service to set unit on roof. Total Cost $10,975.00 Councli Chambers Unit Exieting unit has compressor failure, Costt tor replace unity with' York Unit as Installed now. XND3BCOAAMAMIAL 3 ton' York Heat Pump! Package Unlt. Using existing roof ousb, high voltage and low voltage wiring. Crane service to set unit on roof. Total Cost $10,175.00 Option to replace bath units at one time, WIll reduce crane service cost and labor for install and wiring. Total Cost both systeme asi listed above. $20,460.00  6900 U8158 (336)043-7397 Stokeadale, NC: 27357 Emal: omi2oaalisaul.net  182    Mayor Pro Tem Foy asked ifal budget amendment will be needed amendment and asked Mrs. Thacker to confirm. Mrs. Thacker stated that yes, a budget amendment would be required in Vote: Councilman Rigsbee-aye, Mayor Pro Tem Foy-aye, Councilman Landreth-aye, Councilman Jones asked about any warranty information. He stated that he would be more comfortable ifwel had additional information about what we are getting. Councilman Rigsbee stated that can ask for full warranty package from the Stokesdale Heating & Air before the units Mrs. Thacker stated that she has another financial matter before we. move on to the next item. She stated that we are out ofbalance in the water fund by $349.30: and needs al budget amendment to decrease an expense or increase revenue on the water side.  order for her to issue a purchase order.  Councilman Jones-aye, Mayor Crawford-aye. Motion carried.  arei installed.  Councilman Jones cautioned the Council on doing budget amendments without a written copy in hand when we on vote them. He stated that it becomes very confusing and difficult to track. Mayor Pro Tem Foy suggested we include that in the February budget amendments.  NEW BUSINESS  9. Discussion on a Policy for Collection of] Delinquent Water Accounts (continued from Councilman Jones stated that when Covid came along, the Town had to: freeze collecting on past  December 9, 2021)  due accounts. Hej presented the verbiage written on the water bills:  "PLEASE MAKE CHECKS PAYABLE TO' TOWN OF STOKESDALE MAILTO POI BOX 465 STOKESDALE NC: 27357 ACCTS 60 DAYS. PAST DUE WILL BE DISONNECTED AND Al RECONNECTION FEE OF $75. ADDED TOTHE  ACCOUNT BALANCE MUST BE: PAID IN FULL"  Councilman Jones stated that all oft those collection items have expired, and we: now have a number of past due accounts. He stated that if we don't] pay our phone bill, light bill it will be turned off and sO we can'tcontinue operating like this either. He stated that he spoke with Gene Robertson and asked ifit would be aj problem to get this done and he said no it would not bea a problem, He added that he spoke with Mrs. Martin, and shei indicated several outside agencies that will assist residents with paying their water bills. We have an obligation toi the citizens of the Town of Stokesdale to collect this money. Mayor Pro Tem Foy stated that he agrees and that itv was a state mandate that water not be turned off during Covid but that all has been lifted and Mayor Crawford asked if we should send ai final warning to these customers. It was: suggested that we send a courtesy letter to the name and address on the account. Councilman Rigsbee asked  we should follow the Town's policy that was just read.  183    the Attorney ifthere is any requirement that the Town give ai final written notice before the water is cut off. Mr. Medlin stated that he is not aware ofa any written notice required and asked the Clerk what the normal procedures are. Mrs. Martin explained that Mrs. Hunsucker will make courtesy calls to those that are past due, aj past due stamp is put on those bills as well. She explained that the' Town policy requires a $75 reconnection fee however, it was. her understanding that we are billed $50 to cut off the water and $50 to turn it back on. Councilman Jones stated that he addressed this with Mr. Robertson and that he indicated that he bills the town Councilman Jones explained the disconnect process in which a tag is placed on the meter to prevent people from tampering with the meter. Ifthat doesn'twork, then wel have had to remove Mayor Crawford made a Motion that the Clerk's Office send out emails or phone calls to these delinquent accounts, that they provide the information that wel have that will assist anyone with paying their delinquent bill and any that are still delinquent by the end of the months, we cut it Mayor Pro Tem Foy stated that he would like for the' Town Attorney to confirm that there are: no Mayor Crawford amended his motion for legal confirmation that no mandates still exist. Councilman Jones wanted to clarify that we are asking Town Staff to make one courtesy phone call or email to the account holder, but we are not going to be waiting to hear back from those people if we can't get in touch with them. A consensus oft the Council was this is correct. Councilman Jones then suggested the disconnects be done on a Monday or Tuesday and not a Thursday or Friday, to allow these people time to come pay their bill and get their water turned Councilman Landreth asked if we are opening ourselves up to any liability. with aj phone call if we talked to someone other than the account holder. The Council discussed methods to protect the privacy oft the account holder. The' Town Attorney asked how many delinquent accounts are there. Mrs. Thacker said approximately 25 or 30. Mr. Medlin stated that this could be accomplished with an email or letter and may be easier for Staffto deal with than making phone Councilman Jones stated that if we send letters this time and then the next: round of delinquent accounts roll around and we fail to send out a courtesy letter are we: setting any type of  for the disconnect fee but has not been billing the reconnection fee.  the meter and charge to reinstall the meters.  off.  mandates in affect for cutting offutilities.  back on before the weekend.  calls.  precedent.  Mayor Crawford asked toi remove making aj phone call from his motion.  Mr. Medlin stated that he didn'tfeel we would be setting aj precedent. He explained that Covid put a stop to this and now all the mandates have expired as of] January. The Town has not done  184    much in the way ofcollecting these accounts. and so now we are: starting our regular collection efforts again. The letter that the Mayor recommends could say we are notifying you ofyour past due account and here are some agencies that, ifyou qualify, may assist you with utilities, and then let them know that their account is more than 60 days past due and that it will be cut offif Councilman Jones wanted toi make sure that this is a one-time courtesy call and not put the Town ina a place where we do this every month. He didn't want to see Staff end up counseling these people but provide the information to each customer on paper and get staff out oft the middle of Councilman Landreth asked ifa a letter could be sent out to all customers. Councilman Rigsbee asked: if we could buy a stamp that says past due. The Town Clerk reported that Mrs. Hunsucker does place aj past due stamp on past due bills. Councilman Rigsbee said we. just need to enforce Mayor Crawford again stated that he withdraws making a phone call from his motion and ADDED that we: send an email to those with an email address and letter by US Postal for all those without email that the water will be cut off by January 24 or 25. Council discussed the time frame needed toj prepare the. letters and get them out in the mail. Mayor Pro Tem Foy then recommended the cut off date be extended tol February 7th.  not paid by a certain date.  it.  thej policy.  Mayor Crawford had no objections to February 7th.  Councilman Landreth stated that we. have. let people slide and that they need a little bit oft time to pay this bill. He stated that this shows people that we are not those big corporate giants and that a Mr. Medlin asked when do water bills go out. The Town Clerk stated that they were: mailed today. Mr. Medlin asked if another bill would go out prior to February 7h. The Clerk said no. Councilman Landreth stated that hei is not going to vote toj just start cutting off water, he is in favor of sending a letter and giving them al little bit oft time to come in and pay. Mayor Crawford stated that the letter would be ai form letter: informing them oft the past due account. Mayor Pro Tem Foy and Councilman Rigsbee felt that each letter should contain the name. and account information. The Clerk stated that the letters could be merged with account Mr. Medlin stated that the motion was amended to extend the cut-off date to February 7th Mayor  few days is not a big deal.  name and information relatively easy. Crawford accepted that amendment. Councilman Rigsbee then seconded the motion.  Mayor Pro Tem Foy restated the Motion that Mr. Medlin confirm that municipalities are within their rights, outside the utility mandates applied last year, to disconnect water on delinquent  185    accounts and have the Water Deputy Clerk send out al letter by first class mail, to all delinquent accounts beyond 60 days notifying them that their water will be cut off on February 7th unless The Town Clerk asked to explain "make arrangements". Mayor) Pro Tem Foy asked that this be removed. Mr. Medlin recommended the motion state that the account be made current as the Vote: Councilman Rigsbee-aye, Mayor Pro Tem Foy-aye, Councilman Landreth-aye,  they are able to pay the bill or make arrangements with the Deputy Clerk.  Town policy states.  Councilman Jones-aye, Mayor Crawford-aye. Motion carried.  9.  Consideration of a proposal to repair lighting in front ofTown Hall. Councilman Rigsbee stated that lights are out in front ofTown Hall and that Blaney has Council discussed placing a cap on this expense and Councilman Rigsbee suggested a cap at Councilman Rigsbee made a Motion to contract with Blaney Electric to repair the lights in front Councilman Jones asked to amend the motion to include the proposal submitted by Blaney Electric. Councilman Rigsbee accepted the amendment. Mayor Pro Tem Foy seconded the  submitted a proposal to repair those lights.  $1,300.00  ofTown Hall with a cap of$1,300.00.  motion.  Proposal DATE PROPOSAL 12/10/2021 4282 PHONE# ALTERNATE# Prisollle 643-4011 JOB LOCATION 8325 ANGIL-PABPUIEROAD: STOKES TOTAL  7357  NAME VADORESS TOWN 8325 ANGISL OP STOKESDALAE PARDUII JOAD STOKESDALE, NO2 27357  BUDGET -#4Lighis In QUOTIT Grounds Shining rOT RIPAIRI Ups onl LIGETING 'ront Colums- DONOTE HGLiphia Romoved* Along #21 13ulbst Sidownlk. thnt rso Repairy on Len w/Iulbs Sido Only or Bellustan as Noeded #41 Roplaoud Lighis Outsido Cicalo- on! Repalry w/Bulbsg Proyided ori Ballasia Stronger/Brighier ns BBuibs Liplts las Oulaldel rontt Doural Not Working- Pleasal Loonios Swlicha or Rupniril iF nouded BSTIMATRD! LABORI $95. NIBDED- .00/Hour? 2mon/vohiolo 6-8Hours BSTIMAFID! Bulba, Ballast, MATRRIAL.S7 aic. NBIDBD Sulus" Ix  $570.00-$760.00 $300,00-8500.00  0,00  Wo) Jook forwvardtov working withs yout  TOTAL $0.00  186    Vote: Councilman Rigsbee-aye, Mayor Pro' Tem Foy-aye, Councilman Landreth-aye, 10. Consideration of a proposal for wiring in the Council Chambers to connect TVand A brief discussion was held about whether or not this was needed. It was noted that the Town Attorney attends by Zoom occasionally and that iti is important that the TV work with Zoom. It was noted that a budget amendment would be required. Councilman Rigsbee stated that he would follow up with Brian Cox from Audio Light to get an explanation why the TV does not Mayor Pro Ten Foy made a Motion to continue this item to the February 10, 2022 meeting. Vote: Councilman Rigsbee-aye, Mayor Pro Tem Foy-aye, Councilman Landreth-aye,  Councilman Jones-aye, Mayor Crawford-aye. Motion carried.  laptop and for a microphone at the podium.  work with the new laptop.  Councilman Rigsbee seconded the motion.  Councilman Jones-aye, Mayor Crawford-aye. Motion carried. 11. Appointments of Stokesdale Planning Board members.  Mayor Crawford made a Motion to appoint Randy Braswell to the Planning Board. Councilman Vote: Councilman Rigsbee-aye, Mayor Pro Tem Foy-aye, Councilman Landreth-aye, Mayor Pro Tem Foy made a Motion to appoint Chris Sumner to a 2-year term, Mayor Crawford Vote: Councilman Rigsbee-aye, Mayor Pro Tem Foy-aye, Councilman Landreth-aye, Councilman Rigsbee made a Motion to appoint Ron Southard to a 1-year term. Mayor Pro Tem Vote: Councilman Rigsbee-aye, Mayor Pro' Tem Foy-aye, Councilman Landreth-aye, Councilman Jones reported that Mr. Southard daughter passed away recently and asked that we Councilman Jones made a Motion to appoint Jim Greene to a 1-year term. Mayor Pro Tem! Foy Vote: Councilman Rigsbee-aye, Mayor Pro Tem Foy-aye, Councilman Landreth-aye,  Jim Rigsbee seconded the motion.  Mayor Crawford amended his motion to include. a 2-year term. Councilman Jones-aye, Mayor Crawford-aye. Motion carried.  seconded the motion,  Councilman Jones-aye, Mayor Crawford-aye. Motion carried.  Foy seconded the motion.  Councilman Jones-aye, Mayor Crawford-aye. Motion carried.  keep the family in our prayers. seconded the motion.  Councilman Jones-aye, Mayor Crawford-aye. Motion carried.  187    Alternates:  Councilman Jones made a Motion to appoint Bruce Angel as an Alternate member. Mayor Vote: Councilman Rigsbee-aye, Mayor Pro Tem Foy-aye, Councilman Landreth-aye, Councilman Jones made a Motion to appoint Michael Threatt as an Alternate member. Mayor Vote: Councilman Rigsbee-aye, Mayor Pro' Tem Foy-aye, Councilman Landreth-aye, Councilman Rigsbee made a Motion to appoint Mark Nadel as an alternate member. Mayor Pro Vote: Councilman Rigsbee-aye, Mayor. Pro Tem Foy-aye, Councilman Landreth-aye, Mayor Pro Tem Foy made a Motion to appoint Stuart Hommel as an Alternate member. Vote: Councilman Rigsbee-aye, Mayor Pro Tem Foy-aye, Councilman Landreth-aye, Councilman Jones announced that Mr. Hummel is currently in the hospital and tol keep him in Councilman Rigsbee made a Motion to appoint Kurtis Gentry as an Alternate member. Vote: Councilman Rigsbee-aye, Mayor Pro Tem Foy-aye, Councilman Landreth-aye, Councilman Landreth stated that in the past we encouraged the alternate members to attend all the Planning Board meetings. He asked if we could put aj policy in place where the Chairman or someone be responsible for knowing who is attending and then call an. Alternate to serve ifa regular member will be absent. Councilman Jones stated that as Chairman, he attempted toi touch base with eachi member to make sure we would have a quorum. Ifsomeone is can'ta attend, then it would be a good idea to contact the Alternates. He commended Ron Southard for always showing up to the meetings. Ifthe Chair is certain a quorum is present and: maybe one. Alternate then he felt good about being able to conduct town business. An attendance system might be cumbersome to keep up with. They are not paid and give up their time to come do this for us and would like it tol be a simple as possible. He stated that he was not aware ofany issues in the past. Councilman Landreth asked how we should handle seating an Alternate. Councilman Jones stated that wel have not had a formal process to establish the order where one is picked, the Chair  Crawford seconded the motion.  Councilman Jones-aye, Mayor Crawford-aye. Motion carried.  Pro Tem Foy seconded the motion.  Councilman Jones-aye, Mayor Crawford-aye. Motion carried.  Tem Foy seconded the motion.  Councilman Jones-aye, Mayor Crawford-aye. Motion carried.  Councilman Rigsbee seconded the motion.  Councilman Jones-aye, Mayor Crawford-aye. Motion carried.  our prayers.  Councilman Jones seconded the motion.  Councilman Jones-aye, Mayor Crawford-aye. Motion carried.  will simply pick someone from the audience.  188    Mr. Medlin asked ift there is some language in the Planning Board's Policies and Procedures Manual regarding attendance at meeting. Councilman Landreth stated that it has been brought up in the past, but he was against having all the. Alternates show up and have to sit in the audience during the meeting. Mr. Medlin stated that language could be added to cover attendance ifit's an issue. Councilman Jones stated that he didn'tbelieve the Policies and Procedures Manual covers attendance and stated that we may be trying to solve aj problem that doesn'tneed 12. Cost of living increase for' Town of Stokesdale staff members hired prior to June Mayor Pro Tem Foy made a Motion to give a 4% cost of living increase to all staff1 hired prior to Mayor Pro Tem foy stated that to the best ofhis knowledge the last increase was given in 2019 and it was a 3% increase. He stated that hel has worked with Mrs. Thacker toj project the cost out ini this year's budget and feels that the Town can afford to do this. He added that it be a cost of living increase and not tied with performance, however he commended the Staff on great performance. He stated that this was discussed during the budget workshops in 2020; however, covid had hit and they felt the time was not appropriate. Hej presented the: following handout  to be solved. It can be adjusted at a later date.  30th, 2021.  July 1st2021. Councilman Rigsbee seconded the motion.  illustrating the projected expense and the affect on the budget.  BLANK  189    3172  Snapshot ofsaayputetaAcual Line llam Throughf FY221 HalfwayP Point (25 weeks)  %ofBudgety YIDAt for Remainder afFYz2 41.6% 90,036  ActualyD FY22 Budget 25V Weeks 64,109 $ 154,145 Projecteds Salary for2 2ndH Halfa ofVear (27v weekst Assumings Same Poy Rate) Hourly! Pay Rato Weelly Hours 25.00 Salary (15ka annually)  SalaryFY22YTD Town Cerk WaterD Deputyo Clork $ 18.45 Deputyo Clork Finance Oflicer Salary (45ka annually) Total ProjectedPayfor? 2ndHalfofYear Projected CosttoT Townfora 490 Coste ofliving! Increasef for25v wecks Towm Clerk Water Deputyclerk Deputy Clerk Finance oificer ataPpeaadPoasd Increasef forz 2ndHaltofvear TotalProjectedi Exponsef fors SalaryE Brokend downto3 Duckets yroSalary Expense Projecleds Salarye Expensef from1 12/27-6/30 Projected Cost of25V weeks ofCosto oflMingincrease EY22P Projertods Salnry Expense Total Howt thel TotalA ActualE Expendltures Projecto Out With thel Implementations ofa4% TotalP Projecteds Salary Expendituref forFY22 TotalProjected! Expenditure! fort Melkaralayomh $ 11,414.09 TotalPrajectedt Expenditure for Medicare/SS (CoundiOn $ 2,907.00 TotalProjected Medicare/SS Totals Salary PlusFICA  Projected Projected Pay 24 0  16,200 19,926 23,355 23,365 82,857 GOO 738 900 2,238 64,109 82,857 2,238 149,204  S $  Effective 1/24/22  ProjectedA Actual Budget Varlance 149,204 $ 154,145 $ 4,941 withink budget $ 14,321.09 $ 14,454 $ 133.20 withink budget 163,524.86 168,599.29 $5,074.43 withinbudget  DtroctF From WEF Fund; Snapshoto ofG Gary's Salaryn Budgeted/Actunll Linel ltemT ThroughFY22 Watur Techniclal! Actualyro FY22 Dudget 25V Weeks wilbeproposings 4%Costofi Livingl Increase! forz aliStaffr Hiredb before7 1/1/21.  Hallway Polnt (25 weoks) 3,542 10,000  BudgetD Dalance %ofBudgety YIDAt forR Remalnder ofFY22 35,4% 6,458  Salary FY22VTD Propasal  Hej presented some inflation statistics and noted that hel believes a 4% increase is a good number. He believes this increase is merited for our employees and hopes that Councils sees it that way as Councilman Rigsbee also commended Staff and noted that ift they were. not here then the Council Mayor Crawford stated that he began the meeting praising Staff and appreciates all they do for Mayor Pro Tem Foy amended his motion to make thei increase affective with the next pay period  well. He made himself available for questions. would be obligated by law to do this work.  him being a new member. on 1-23-2022.  190    Councilman Rigsbee accepted the amendment.  Vote: Councilman Rigsbee-aye, Mayor Pro' Tem Foy-aye, Councilman Landreth-aye,  Councilman Jones-aye, Mayor Crawford-aye. Motion carried. 13. Discussion on conversations with Rockingham County Officials.  Mayor Crawford reported that he and Councilman Jones were fortunate enough tol have good discussion with Representatives from Rockingham County about the possibility ofH having a second water source for the Town. He stated that we ran into some roadblocks, they don't think they have the capacity, but we did discuss the various options. Councilman Jones agreed that it was a very good meeting. It helps us. know the questions we need to ask sO that documents can be prepared tol bring to Council: for a vote. He stated that there are technical things that will need to be investigated. Mayor Crawford stated that we. have left the door open and have some Councilman Landreth stated that we are looking at our options and putting these discussions on the table for the citizens. Mayor Crawford and Councilman Jones explained that we will need to consult with the NC Water Association and possibly Engineers to get some things defined for the Town. Councilman Landreth recommended we get citizen input and input from other towns that  stumbling blocks to overcome but it was a good meeting.  have water systems before we spend any money on this project. 14. Discussion and possible vote on NCDOT Matters.  Councilman Landreth stated that none ofus know about the road projects going on. He: referred toa a letter he received from an attorney. He stated that he is always being asked about the 158 project and other projects going on but we don'thave all the information. He noted that there are plans out there that the public needs to know about that affects their property. He stated that his letter was on the 158 project and understands that others have received the same letter. Councilman Jones asked ift the letter was a solicitation to represented citizens in these projects. Councilman Landreth stated that it was. He stated that he sits on Council and people ask him Councilman Rigsbee pulled the 158 project up on his cellphone and stated that there is a contact name listed that we could reach out to: for some answers. Hei noted the time line listed on the Councilman Jones stated that his last information was that the 158 Bypass had not been funded Councilman Landreth stated that he is concerned about this personally but also, that nobody knows what is going on. He did not want people tol be taken advantage of. He asked Councilman Rigsbee ifhe could contact. NCDOT. and stay on top ofit. Councilman Rigsbee stated that he  about these projects, but he doesn'tl know what's going on.  plan to move the project forward.  and they didn't know when it would be funded.  191    could check into this. Councilman Landreth stated that he may be affected personally and did not want it tol look like hel has a conflict ofinterest. However, we. need to get al handle on this. Councilman Jones stated that he: supported this agenda item with enthusiasm because this did generate the largest turnout in this building. Our citizens care about this issue. Approximately 2 or 3 years ago, he recalled a Council meeting where Mayor Flynt, Mayor Pro Tem Hooks indicated that they were having conversations with NCDOT and when he asked that they share that with Council they declined. He expressed his frustrating then because he felt they should disclose what they knew at that time. He: stated that there are four things this Council should be concerned about with regard to NCDOT projects: US 158 Bypass-Northern Route, the' Town has lost contact with the Metropolitan Planning Organization through NCDOT and we should be receiving emails and their minutes of what they do that impacts us. The third item is Angel Pardue Road. Council just approved a subdivision and anticipate an increase in traffic. Council should be proactive and start conversations with! NCDOT and Guilford County School about a problem coming, He noted that it is DOT's responsibility to do road improvements. The: fourth item is the widening ofHwy 68 and 65 all the way to 220 at the intersection ofHwy. 158 where the new Bi-Rite is located. He stated that we. have no maps in this building and no contact with NCDOT officials regarding these projects except for those conversations with former Mayor and Mayor Pro Tem. He stated that he did not know what the next step should be but that maybe Councilman Rigsbee stated that he would make contact and seei ifs someone could come speak on The Town Clerk stated that shei receives emails regarding the TCC: meetings and former Mayor Flynt attended some oft those meetings. She stated that she received meeting notices for all their upcoming meeting for 2022 that she can forward to Councilman Rigsbee. She stated that she did not know if Council needs to appoint a representative to serve on this board or not. Councilman Jones asked if former Mayor Flynt relayed any oft this information to Council. Councilman Rigsbee stated that he would follow up with NCDOT, He stated that he could not commit to attending all these meetings but would contact them to see who might bei the best one to come speak to the Council. Councilman Jones suggested we invite Bobby Norris, the District Councilman Landreth asked ift these meeting are: recorded. The Town Clerk did not know. Mayor Councilman Jones asked Mr. Southard and Mr. Gauldin with the Fire Department ift they have contacts with NCDOT. Chief Gauldin stated that there is a member of the Fire Department that attends those meetings. He recalled some projects were put on hold; however, he was aware of survey work going on. He stated that they will reach out to see ift they can obtain a contact. Councilman Jones made a Motion to continue this item to the February meeting. Councilman  7  invite al NCDOT Representative to our February meeting.  all these projects.  Engineer to attend our meeting.  Pro Tem Foy suggested we see. if they have audio ofthese meetings.  Landreth seconded the motion.  192    Vote: Councilman Rigsbee-aye, Mayor Pro Tem Foy-aye, Councilman Landreth-aye, Councilman Jones-aye, Mayor Crawford-aye. Motion carried. 15. Citizen's Comments from the Floor. (3-minute Limit per Speaker)  None  16. Council Comments.  Councilman Rigsbee thanked everyone for coming tonight.  Mayor Pro Tem Foy wished everyone a Happy New Year and thanked everyone for coming out. Councilman Landreth commended Mayor Pro Tem Foy for coordinating the biggest Christmas Parade ever despite pending weather issues. He also thanked staff for their efforts. Councilman Jones thanked staff for their efforts, he thanked Mayor Pro Tem Foy and all others that participated in this year's parade despite impending storm. Hei mentioned discussions with local citizens on aj possible sales tax increase coming down the pike. He also: referred to discussions regarding efforts to establish a charter school in Stokesdale. He thanked everyone in  person and online listening tonight. Mayor Crawford thanked staff for their efforts.  17. Adjournment. motion.  Councilman Landreth made a Motion to adjourn the meeting. Councilman Jones seconded the Vote: Councilman Rigsbee-aye, Mayor Pro Tem Foy-aye, Councilman Landreth-aye, Being no further business to come before the Council, the meeting was adjourned at 9:24 pm.  Councilman Jones-aye, Mayor Crawford-aye. Motion carried.  Announcements:  a) No Planning Board Meeting Thursday, January 27th at' 7pm at Town Hall (No Town Council Meeting Thursday, February 10th at' 7 pm at' Town Hall  cases filed)  Approved: February 10, 2022  Crawford, Mayor  K  ATTEST:  Chaat Dale Martin, Town Clerk  193