MINUTES TOWN OF STOKESDALE REGULAR TOWN COUNCIL MEETING 8325 ANGEL PARDUE ROAD STOKESDALE, NC 27357 JULY14, 2022 AT 7:00PM  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; Finance and Budget Officer Kim Thacker, Town Clerk Dale Martin and Guilford County Planner Oliver Bass.  1.  Call to Order, Pledge of Allegiance and Invocation  Mayor Mike Crawford called the meeting to order and led the Pledge of Allegiance. Councilman Mayor Crawford introduced and welcomed Mr. Robbie Wagoner as the new Deputy Clerk for  Tim Jones delivered the invocation. the Town of Stokesdale.  2.  Review and Adopt the Agenda  Councilman Jones made a Motion to add the following items:  1. 8.1 before New Business - Discussion ofwork performed on the pressure reducing valve 2. 16.1 Discussion on the Metropolitan Planning Organization, Town's Representation and  by Underwood. NCDOT projects  Mayor Pro Tem Derek Foy seconded the motion.  The Vote: Councilman Rigsbee = aye, Mayor Pro Tem Foy = aye, Councilman Landreth =  aye, Councilman Jones = ayes, Mayor Crawford - aye. Motion carried.  3.  Review and Approve Minutes: May 5, 2022 Budget Work Shop; May 12, 2022 Regular Town Council meeting; June 28, 2022 Open Session; June 28, 2022 Closed  Session; May 5, 2022  Mayor Crawford made a Motion to approve the minutes ofl May 5, 2022 as presented. Mayor Pro The Vote: Councilman Rigsbee - aye, Mayor Pro Tem Foy - aye, Councilman Landreth- -  Tem Foy seconded the motion.  aye, Councilman Jones - ayes, Mayor Crawford - aye. Motion carried.  May 12, 2022  Mayor Crawford made a Motion to approve the minutes of May 12, 2022 as presented. The Vote: Councilman Rigsbee -aye, Mayor Pro Tem Foy - aye, Councilman Landreth = aye, Councilman Jones - ayes, Mayor Crawford =- aye. Motion carried.  Councilman Jones seconded the motion.  271    Inl Favor  Rick Ringler, 8642 W. Market Street, Suite 136, Greensboro, NC - stated that hei is the Engineer on this project. He explained the single-family residential neighborhood planned for this area. He stated that the project has been through the planning process and that NCDOT is  aware oftheir plans. He made himself available for questions.  Opposed None presented.  Mayor Crawford closed the public hearing.  Council pointed out that this neighborhood is partially in an area offuture plans for road construction by NCDOT. Council discussed whether or not future property owners would be notified by the Realtors and/or developers. It was noted that the Town has no responsibility in regard to: road construction by NCDOT and if or when any construction may occur. While Council hoped any future property owners would be notified of these future plans, it was the right ofthe property owner to request such rezoning and develop the property for the highest and best use as they wish. The Town Attorney reminded Council of the general use rezoning and Mayor Pro Tem Foy made a Motion to deny the rezoning request because thej property is in an area for a future highway and not in the best interest oft the public. Councilman Landreth The Vote: Councilman Rigsbee-no, Mayor Pro Tem Foy - aye, Councilman Landreth -  conditions would not be allowed.  seconded the motion  no, Councilman Jones - no, Mayor Crawford - no. Motion failed.  Councilman Jim Rigsbee made a Motion to approve the rezoning in Case 22-04-STPL-02908 property located at 7808 US Highway 158 from AGt to RS-30. Councilman Jones seconded the Attorney Medlin stated that the request isi inconsistent with the Land Use Plan and therefore the Councilman Rigsbee amended his motion to state that the request is reasonable to rezone the property from AG to RS 30 to provide single-family residential and in the public interest. The request is inconsistent for business use. Councilman Jones accepted the amendment. The Vote: Councilman Rigsbee - aye, Mayor Pro Tem Foy - no, Councilman Landreth- - aye, Councilman Jones - ayes, Mayor Crawford -a aye. Motion carried. 8.1 Report of] Pressure Reducing Valve work performed by Underwood  motion.  motion should reflect the findings and reason for approving the request.  Councilman Jones explained that work performed to replace the pressure reducing valve and then the subsequent issues that resulted from the valve not being set correctly. He explained that the tank was monitoring by Yates Construction, Gary Machunis and himself over the holiday weekend. Gary Wilkerson ofUnderwood came back on site to fix the issues, and all seems to be  274    working as it should. Councilman Jones asked Mr. Wilkerson to adjust the Town's bill for the work performed since the Town had to incur additional charges tol have it monitored over the Councilman Jones then made a Motion to accept a $500 credit from Underwood. Mayor Pro Council then thanked all those involved in this process and for staying on top ofit until it was fixed. They also thanked the Fire Department for monitoring the situation as well. The Vote: Councilman Rigsbee - aye, Mayor Pro Tem Foy - aye, Councilman Landreth - aye, Councilman Jones - ayes, Mayor Crawford - aye. Motion carried.  weekend. Mr. Wilkerson has agreed to a $500 adjustment to the invoice. *  Tem Foy seconded the motion.  NEW BUSINESS 9.  Consideration of NCDOT Blacksmith Subdivision Encroachment Agreements (2)  with NCDOT and Angel Farm Development LLC  The Town Clerk stated that this is ai request by the Engineer for the Blacksmith subdivision. Town Attorney Tom Medlin explained the need for the encroachment agreements on behalfof the NCDOT. He noted the Town'sl liability should the developer default on the project. He recommended the Town have an agreement that binds the developer until the construction is Councilman Jones made a Motion to approve two Encroachment Agreements with NCDOT and Angel Farm Development, LLC: for the Blacksmith Subdivision, a development agreement to be reviewed and approved by the Town Attorney and to authorize the Mayor to sign all documents.  complete and water lines are operational.  Councilman Rigsbee seconded the motion.  The Vote: Councilman Rigsbee - aye, Mayor Pro Tem Foy - aye, Councilman Landreth =  aye, Councilman Jones - ayes, Mayor Crawford - aye. Motion carried.  10. Discussion on Town Park  Mayor Pro Tem Foy stated that in order for the Town to apply for grant money and to develop the park, al Park Improvement Committee needs to be established. He has two applicants to recommend for this committee: Deanna Ragan and' Tee Stephenson. Councilman Rigsbee stated Mayor Pro Tem Foy made a Motion to appoint Deanna Ragan to the Town Park Improvement It was noted that Mayor Pro Tem Foy and Councilman Landreth will be aj part of the committee. Councilman Jones stated that a 3 or 5 person committee works best toj prevent any split votes. He also asked ift the Committee would have any spending authority. It was noted that all  that he may have ai recommendation for the committee as well. Committee. Councilman Landreth seconded the motion.  expenditures would be brought to Council.  275    The Vote: Councilman Rigsbee - aye, Mayor Pro' Tem Foy = aye, Councilman Landreth- Mayor Pro Tem Foy made a Motion to appoint Tee Stevenson to serve on the' Town Park The Vote: Councilman Rigsbee - aye, Mayor Pro Tem Foy - aye, Councilman Landreth = Councilman Landreth noted aj problem with trash at thej park and explained this occurred during Mayor Pro Tem Foy stated that he would support some oft the Town's grant money being used for an Amphitheater that would be utilized by both the Town and our schools. Hei noted that he and Councilman Landreth met briefly with an Architect, walked the property and identified an Mayor Pro Tem Foy made a Motion tol hire Hawkins Landscape Architecture in the amount of $1,950 to create a design for an Amphitheater for the Town Park. Councilman Jones seconded Council briefly discussed the site, cost and uses for this Amphitheater. It was noted that the funds will not come from property tax money but from grant money that must be spent or returned. Specific costs and details will be discussed once we get a design drawn up. It was suggested that Council look at costs of facilities in surrounding communities such as Summerfield and Oak The Vote: Councilman Rigsbee - aye, Mayor Pro Tem Foy - aye, Councilman Landreth-  aye, Councilman Jones - ayes, Mayor Crawford - aye. Motion carried. Improvement Committee. Councilman Landreth seconded the motion. aye, Councilman Jones - ayes, Mayor Crawford - aye. Motion carried.  the holiday weekend. It has been cleaned up.  area that could be used to build this facility.  the motion.  Ridge.  aye, Councilman Jones - ayes, Mayor Crawford - aye. Motion carried. 11. Discussion on closing Town Hall to the public on Fridays  Councilman Landreth recommended Town Hall be closed on Fridays to the general public. He stated that this will give Stafft the opportunity to catch up. Council discussed placing ai notice on the front door, the website and facebook page. It was suggested that in certain situations where deadlines are tol be met, staff will be available. There was some disagreement that once another part-time employee was hired, staff would be able tol handle the traffic. It was noted that this is not a day off for staff but an opportunity to catch up onj paperwork. Council asked that Staff notify them when there would be no staffin the office on Friday. The Town Attorney advised that there was no statutory requirement regarding the hours Town Hall is open. Vote: Councilman Rigsbee-no, Mayor Pro Tem Foy. -yes, Councilman Landreth -yes, Councilman Jones yes, Mayor Crawford - no. Motion carried 3-2.  12. Discussion on VisitorLog  276    Councilman Landreth stated that there is a visitor log kept for anyone coming into the building to make payments, etc and felt that this was: not necessary. He suggested a log be kept for those that have appointments or have ai need to enter the office area. Councilman Jones stated that in the past it was used to determine the flow oftraffic through Town Hall and a valid management tool. Councilman Landreth made a Motion for Stafft to remove the VisitorI Log for anyone coming into the Town Hall Lobby. Mayor Pro Tem Foy seconded the motion. Vote: Councilman Rigsbee-yes, Mayor Pro Tem Foy  yes, Councilman Landreth- - yes, Councilman Jones yes, Mayor Crawford = no. Motion carried 4-1. Council discussed keeping a visitor log for anyone entering the back office area Councilman Rigsbee made al Motion tol keep a VisitorLog for anyone entering the secured office area ofTown Hall. Councilman Jones seconded the motion. Councilman Rigsbee stated that the log should be kept in the back and in aj professional manner with the individual information being verified before the visitor enters the office area. Councilman Jones recommended we use the current form we have on file. The Vote: Councilman Rigsbee - aye, Mayor Pro Tem Foy - aye, Councilman Landreth - aye, Councilman Jones - ayes, Mayor Crawford - aye. Motion carried. 13. Discussion of drafting summary meeting minutes conforming to NCGS 143- Councilman Jones asked that this item be placed on the agenda. Council discussed what is required by the NC General Statues for Council minutes. It was suggested that brief and accurate minutes be kept, and that long narratives were not necessary. Councilman Jones referenced a publication by Trey Allen with the UNC School of Government "What are "Full and. Accurate" that said minutes should contain what Council has done and not what is said by individual members. It was suggested that the' Town retain the YouTube videos and audio recordings as part Councilman Rigsbee stated that the Town will need toi make sure that wel have storage space in the future for keeping these electronic records and retaining a hard copy. He also cautioned Councilmembers to speak into the microphones sO that everything is audible. The Town Attorney Medlin reminded Council that the minutes have to be approved by Council and that is done with the written record that would show the motion or action and vote, and kept in an official minute book, discussion is not necessary. Council would all have tol listen to the recordings to be able to approve those but maintaining the recordings is acceptable. 14. Review of Friends of Stokesdale paid invoices and canceled checks in conformance  318.10(e)"  oft the Town's records.  with NCGS 159-40"  277    Finance and Budget Officer Kim Thacker sent an email on June 6th tol Friends of Stokesdale however, no response has been received. Council discussed sending additional request by formal Councilman Jones made a Motion that the Town Attorney draft a letter and send certified to the Friends of Stokesdale requesting a copy ofall paid invoices, cancelled checks and contracts they have with the Town of Stokesdale. Mayor Pro Teml Foy seconded the motion. Council discussed how the clock, mural and school sign all came about and the grant money received toj pay for most ofit. Eileen Thiery was present and stated that the Friends oft the Stokesdale was not aj part oft the clock, it was suggested by an individual. Council discussed their authority through the NC General Statues to request financial information from non-profits when the Town gives them money. Joe' Thacker, PO Box 82, Mayodan, NC27027 -reported that the Friends of Stokesdale received 501c3 non-profit status in 2019. He stated that he did not receive any correspondence regarding this request but read about it ini the Northwest Observer. He stated that the group will provide invoices and cancelled checks as requested; however, he did not see any reason for After a brief discussion regarding an audit, Council felt that one was not necessary. Councilman Jones stated that he has previously made ai motion that was seconded and passed to have staff locate documents or request Friends of Stokesdale toj present the Town a copy of receipts, cancelled checks or agreements for money given to thel Friends of Stokesdale. Councilman Jones then amended his Motion tol have the Town Clerk draft a letter to the Friends of Stokesdale requesting all paid invoices, cancelled checks and contracts with the Town of Ms. Molly Byrd, member ofl Friends of Stokesdale encouraged Council to call and ask for any of Vote: Councilman Rigsbee-yes, Mayor Pro Tem Foy -yes, Councilman Landreth -yes,  7  letter drafted by the Town Attorney.  requesting an audit.  Stokesdale. Mayor Pro Tem Foy accepted the amendment. this information before: it is discussed like this in an open forum. Councilman Jones yes, Mayor Crawford -yes. Motion carried.  15. Discussion on water rates  Mayor Pro Tem Foy presented the following handout for discussion. What Forsyth County Charges the Town of Stokesdale Date Water Rate Per Cubic Foot Percent Increase  Cumulative Water Increase  7/1/2019 7/1/2020 7/1/2021 7/1/2022  $0.02406 $0.02406  $0.02490 3.49% 3.49% $0.02569 3.17% 6.77%  278    Data Taken From Hazen & Sawyer Document Titled "Town of Stokesdale Water Projections"  dated 2/15/2021  The average household in the Town of Stokesdale consists of2.85 residents The projected per capita use per person is 60 gallons per day. consumes 62,415 gallons annually or 5,201 gallons per: month  2.85 residents * 60 gallons per day * 365 days per year means the average household  The TOS charges customers $6.49 per 1,000 gallons used plus a $25 service fee each month.  The average CURRENT residential water bill is currently $58.75  Motion 1: To increase the price per 1000 gallons by 3,17%. New Price per 1000 gallons Motion 2: Toincrease the service fee by 2%. New: service fee would be $25.50 Ifmotion number 1 passes, the new average residential water bill would be $59.85 (increase of Ifboth motions pass, the new average residential water bill would be $60.35 (increase of Mayor Pro Tem Foy made a Motion to increase Town water rates by 3.17% per 1000 gallons to $6.70, and toi increase the service fee by 2%1 to $25.50, increases to be effective with the August Vote: Councilman Rigsbee-yes, Mayor Pro Tem Foy yes, Councilman Landreth -yes,  will be $6.70  1.96%) 2.72%)  billing. Mayor Crawford seconded the motion.  Councilman Jones yes, Mayor Crawford -yes. Motion carried. 16. Discussion on part-time Deputy Clerk (20 hours/week)  Mayor Pro Tem Foy stated that he still sees ai need for a parttime clerk tol be a back up for current staffand to take Mrs. Martin's position when she retires. Mayor Crawford offered to assist with developing aj job description. Item will be revisited once a description is drafted. 16a. Discussion on MPO (Metropolitan Planning Organization)  Councilman Jones questioned the Town's: involvement with this areas. MPO and the need to: stay abreast of projects going on within Stokesdale. It was: noted that this area's Representative is Reese Walker a Councilman in Summerfield. Mayor Crawford offered to contact Mr. Walker and see what information he could provide. Council asked that Staff check into the process for  appointing ai representative to the organization.  17. Citizen's Comments from the Floor. (3-minute Limit per Speaker)  279    None presented. 18. Council Comments.  Councilman Rigsbee expressed support for Friends of Stokesdale and the work they do in the Mayor Pro Tem Foy referred to the rezoning case and expressed his support for the development but wanted potential citizens to be aware of future road plans in that area. Thanked Mr. Wagoner for attending the meeting tonight and looks forward to working with him. Councilman Landreth also thanked everyone for coming out to the meeting and welcomed Mr. Councilman Jones also thanked everyone for being here. He welcomed Mr. Wagoner. He expressed support for Friends of Stokesdale but also felt he had obligation to account for every dollar oft the Town's money. He thanked Yates, Mr. Matchunis for their work on the water issues  community.  Wagoner.  over thel holiday weekend. Announcements:  Mayor Crawford made the following announcements:  Cancelled - Planning Board Meeting Thursday, July 28th at' 7pm at Town Hall Town Council Meeting Thursday, August 11th at' 7 pm at Town Hall  19. Adjournment. motion.  Councilman Landreth made a Motion to adjourn the meeting. Mayor Pro Tem Foy seconded the Vote: Councilman Rigsbee-yes, Mayor Pro Tem Foy-yes, Councilman Landreth -) yes, Being no further business to come before Council, the meeting was adjourned at 10:33 pm.  Councilman Jones -yes, Mayor Crawford -yes. Motion carried.  Approved: September 8, 2022.  R  ATTEST:  Dalsota Dale F.I Martin, Town Clerk  280