MINUTES TOWN OF STOKESDALE 8325. ANGEL PARDUE ROAD STOKESDALE, NC27357 April 7, 2022 AT 7:00 PM  SPECIAL CALLED BUDGET WORKSHOP MEETING  Attending: Mayor Mike Crawford, Mayor Pro Tem Derek Foy, Councilman Jimmy Landreth, Councilman Tim Jones (Arrived at 7:121 PM), Councilman Jim Rigsbee, Finance Officer Kim  Thacker, Town Clerk Dale Martin, Deputy Clerk Robin Yount.  Call7 To Order and Invocation 1. Pledge of Allegiance Jim Rigsbee gave the invocation. 2. Review & Adopt the. Agenda  Mayor Mike Crawford called the meeting to order and led the Pledge of Allegiance. Councilman  Councilman Jimmy Landreth noted that an Agenda Item for Review and Adopt the Agenda was not on included on the agenda. Councilman Landreth requested to move Discussion on Water Specifications to agenda item to #4 and Discussion & Consideration ofl Hazen and Sawyer proposal to agenda item #5. Agenda item # 6 will be discussion oft the annual budget. Councilman Landreth made the Motion to adopt the agenda with these changes. Mayor Pro Tem  seconded the motion. Vote: Councilman Jim Rigsbee. Noes: None 3. Citizen Comments  Ayes: Mayor Mike Crawford Mayor Pro Tem Derek Foy, Councilman Jimmy Landreth,  Eileen Thiery, 8101 Meadow Springs Rd. discussed the landscaping around the town clock. She promised at the March 10, 2022 meeting to provide the town with the invoices for the landscaping. She is speaking on behalf oft the "Friends of Stokesdale" and is asking the Town to pay for materials and landscaping. No labor costs are included. Ifthe Town agrees to pay, then the check can be made payable to the "Friends of Stokesdale". Mrs. Thiery provided a copy of  the bill to Mayor Crawford.  4. Discussion on Water Specifications  Councilman Tim Jones discussed the water specifications. Council voted to approve the Hazen & Sawyer proposal to update the towns water specifications. The 2017 and 2019 water specs  225    specified 8-inch pipe for new sub-divisions for main water lines. Thel Hazen & Sawyer specs that we recently voted on specified six-inches OR eight-inches given the choice oft the contractor or as approved in the contract drawing. There is a shift ini the industry towards 8-inch and the reason for this is to allow higher fire flows from the hydrants. The downside ofthis is more water sitting and will age and notl have proper water chemistry. The 2019 specs that call for 8- inch were used for several new: subdivisions ini town but the specs in this building show 6-inch in the subdivisions. He has not found an explanation for this. Another problem is the hydraulic model for the subdivisions. This needs to be submitted to the town as part of the preliminary planning process. Dale Martin, Town Clerk has also noted typos in the specifications that need to Councilman Jones made a Motion staff review and create a list oft the subdivisions plans that were not reviewed by the Engineer representing the' Town of Stokesdale during the tenure of  be corrected.  Mayor John Flynt. Mayor Pro Tem Foy seconded the motion.  VOTE: Noes: None  Ayes: Councilman Tim Jones, Councilman Jim Rigsbee, Councilman Jimmy Landreth,  Mayor Pro Tem Derek Foy, Mayor Mike Crawford.  Councilman Jones made a Motion for stafft to create a list of major subdivisions and phases that were not inspected by an engineer being employed by the Town of Stokesdale between December 2017 to current. Mayor Pro Tem Foy seconded the motion. Mrs. Martin, Town Clerk noted that the town does have a folder for the major subdivisions. Some are broken down by phases and we should be able toj pull this information.  Vote:  Ayes: Councilman Jim Rigsbee, Councilman Tim Jones, Councilman Jimmy Landreth,  Mayor Pro Tem Derek Foy, Mayor Mike Crawford  Noes: None  5. Discussion & Consideration of] Hazen and Sawyer Proposal Dated 4/5/22 Councilman Tim Jones explained that this document was provided from Mr. Babson with! Hazen and Sawyer after their meeting. The fee schedule for the proposal is located on the back oft the Councilman Jones made a Motion to approve the April 5, 2022, proposal from] Hazen and Sawyer with a cap of $5000 and authorize Mayor Crawford to sign. Mayor Pro Tem Derek Foy Mayor Pro Tem Foy noted that any contract we enter needs tol have al budget amendment done. Ayes: Councilman Jim Rigsbee, Councilman Tim Jones, Councilman Jimmy Landreth,  document. The fees incurred will be for plan renewal.  seconded the motion.  Vote:  Mayor Pro Tem Derek Foy, Mayor Mike Crawford  Noes: None  226    Councilman Tim Jones made a Motion to require a vote of council to authorize the Mayor to Councilman Jimmy Landreth asked if a sub-committee should be formed ofl Mayor Crawford and Councilman Tim Jones to review and approve the NCDEQ application, This would allow to Mayor Mike Crawford clarified that Councilman Landreth is recommending authorizing the Mayor to sign the application and engineers report after both Mayor Crawford and Councilman Councilman Tim Jones stated that he will withdraw his motion in consideration to Councilman Councilman Jimmy Landreth made ai new, Motion giving the mayor authority to approve the applications only after both the Mayor and Councilman Jones have reviewed the engineer's Mrs. Martin, Town Clerk recommended that we put aj policy in place for the permitting process. There is no current process in place to go through each step from the beginning to the end with the subdivisions. Oncei this is done then it will go before the mayor and Councilman Jones to review, and they will then have the authority to sign off only after each step has been completed. Councilman Jimmy Landreth made the Motion for a sub-committee with Mayor Crawford and Councilman Tim Jones. Ifboth agree after reviewing the engineer study, they can then sign the North Carolina application to DEQ. Mayor Mike Crawford seconded the motion.  sign the North Carolina Department of Environment Quality application.  speed up the approval process without having a special called meeting.  Jones has reviewed and both agreed. Landreth's recommendation.  summary and approve.  Vote: Noes: None  Ayes: Councilman Jim Rigsbee, Councilman Tim Jones, Councilman Jimmy Landreth,  Mayor Pro Tem Derek Foy, Mayor Mike Crawford  Councilman Tim Jones made Motion to charge $315 for al Plan Review Fee for applications. Councilman Jimmy Landreth questioned if the fee should be charged to current applications that has already been submitted. He does not agree with being retroactive on the new fee on current  Mayor Pro Tem Foy seconded the motion.  applications. Vote:  Ayes: Councilman Jim Rigsbee, Councilman Tim Jones, Mayor Pro Tem Derek Foy,  Mayor Mike Crawford Noes: Councilman Jimmy Landreth  Councilman Tim Jones made the Motion to require 3 complete sets of blueprints be provide to the town for Watermain Extension applications. Councilman Jimmy Landreth seconded the  motion.  227    VOTE: Noes: None  Ayes: Councilman Tim Jones, Councilman Jim Rigsbee, Councilman Jimmy Landreth,  Mayor. Pro Tem Derek Foy, Mayor Mike Crawford.  6. Discussion on 2022-2023 Annual Budget.  Mayor Pro Tem Derek Foy asked Kim Thacker, Finance Officer to give an update on the Mrs. Thacker stated that the proposed budget does include the changes that Council made in the  General Fund.  the March 3, 2022 meeting and: noted that we were not in balance. Mayor Pro Tem Foy noted the $25,000 was for the beer and wine tax.  Mayor Pro Tem Foy recommended toi increase the Greensboro - Jamestown profit share from Mayor Pro' Tem Foy asked council if they are ok with reducing the State revenue line item from Councilman Landreth recommended reducing to $295,000. There was a consensus to reducing Mayor Pro Tem Foy stated that the towns expenses are well budgeted. There is a concern that this fiscal year we amended the budget to install two HVAC units. Due to the supply and delivery issues, this expense will not be incurred until next year. Line item 40500 should be $37,000. Councilman Landreth recommended coming back to this item at the May 5th. budget Mayor Crawford asked what is causing the increase for facility rentals. Mayor Pro Tem stated that the enrollment for the soccer program was down due to covid but now it is back up. Mayor Pro Tem Foy asked if we should increase the lawn/outdoor maintenance line item from $45,000 to $47,000. Hunter Enterprises has increased their fees for the first time in five years Mrs. Thacker requested a budget amendment of $5000 to increase line item #30100 Planning and Councilman Landreth asked to see a copy oft the Gray & Creech copier lease and questioned if Councilman Landreth questions the Internet/Phone line item. Mayor Pro Tem Foy thinks this line item can be cut in half. Mayor Pro Tem noted ouri internet service is with Spectrum and he did  $13,000 to $20,000. $315,000 to $300,000. the line item to $295,000.  work session.  from $41,0001 to $45,000. Zoning advertising,  we are paying for a service contract or a lease agreement.  not want to sign another 3-year contract.  228    Councilman Tim Jones questions the $11,200 fori internet/phone and asked about seven tv's that was bought without a vote: from Council. Dale Martin, Deputy Clerk verified there are six tv'si in  the building.  Mayor Pro Tem Foy stated that the General Fund budget looks good to him.  Councilman Landreth asked about Membership/Dues line item #40300 and questions ift there are Mayor Pro Tem Foy stated a membership the Piedmont Triad Council of Governments. We have been paying for the last two years but no one is taking part in this organization or attending Councilman Jones made a Motion to discontinue the membership with the Piedmont Triad Council ofGovernments ift the town is a member. Councilman Landreth seconded the: motion. Ayes: Mayor Crawford, Councilman Tim Jones, Councilman Jimmy Landreth,  any memberships that we no longer need to renew.  the lunch meetings.  Votes: Noes: None  Councilman Jim Rigsbee, Mayor Pro Tem Derek Foy  Mayor Pro Tem Foy stated he approves to end the membership but understands it may be important to be a member ift the town would benefit from it. At this time, he has not seen the Mrs. Thacker reviewed the towns current memberships and confirmed all dues have been paid. Councilman Landreth recommended leaving the Membership & Dues line item at $10,000. Mayor Crawford noted the Legal and Professional line item #60300. It's currently budgeted for $50,000 and to date we. have only spent $22,000 with being eight months into the fiscal year. He Mayor Pro Tem Foy stated that Mrs. Thacker must present al balanced budget and do we want to put the surplus in al line item or discuss it at the next month budget meeting. Shoulda Mrs. Thacker will check the statue on how to budget a contingency line item.  benefit.  She does not knowi ift there will be any increases next year.  recommends lowing to $30,000.  contingency line item be added?  Mayor Pro Tem Foy stated he thinks we are budgeting tool high for meters. He suggests not having two-line items under this category and only Electronic Water meters. It's difficult to understand if we are buying a meter for a change out or buying a meter for a new construction. Councilman Landreth questions ifwe should slow down on the change outs oft the meters. Mrs. Martin stated that we. have already slowed down the change outs. Mayor Pro Tem Foy stated that they can keep the number for the meters at $45,000 but he recommends $35,000. Councilman Jones asked what we are paying for each meter. Mrs. Martin confirm there is a tracking system for each meter and the cost $270.00. Councilman Jones recommends keeping the  229    linei items segregated. Mayor Pro Tem Foy will work with Mrs. Thacker and Mrs. Hunsucker on Mayor Pro Tem stated that it would be good for the town to have more engineering oversight in putting in water lines and not just developers. We need tol have our own engineer for oversight of Councilman Jones requested that Mrs. Thacker designate Gary Matchunis tol be designated as the towns ORC in the line item. Mrs. Thacker stated that she will add a separate line item identifying  at tracking system for the meters other than a handwritten log.  the town.  Gary Matchunis as ORC.  7. Closed Session for the purpose of discussing Personnel matters.  $143-318.11. Closed sessions. Permitted. Purposes. -I  (6) To consider the qualifications, competence, performance, character, fitness, conditions of appointment, or conditions of initial employment of an individual public officer or employee o7 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. Final action making an appointment or discharge or removal by a public body having, final authority. for the appointment or discharge, or removal. shall be taken in an Mayor Mike Crawford explained there was no need to go into closed session. The reason for closed session was to discuss consulting with someone to assist in completing the backlog of minutes. Mayor Crawford, Councilman Landreth and Mayor Pro Tem Foy offered to help  open meeting.  with completing a set ofminutes each. Council Members gave brief comments in closing.  8. Adjournment motion. VOTE: Noes: None  Councilman Jimmy Landreth made the Motion to adjourn. Mayor Pro Tem Foy seconded the  Ayes: Councilman Tim Jones, Councilman Jim Rigsbee, Councilman Jimmy Landreth,  Mayor Pro Tem Derek Foy, Mayor Mike Crawford.  Being no further business, the Council meeting was adjourned at 9:30pm.  Approved: May 12, 2022.  Michael  ATTEST:  2E4  NaMocti Dalel F. Martin, Town Clerk  230