MINUTES TOWN OF STOKESDALE REGULAR TOWN COUNCIL MEETING 8325. ANGEL PARDUE ROAD STOKESDALE, NC 27357 SEPTEMBER 8, 2022. AT 7:00PM  Members present: Mayor Mike Crawford, Mayor Pro Tem Derek Foy, Councilman Jim Rigsbee, Councilman Jimmy Landreth, Councilman Tim Jones, Finance Officer Kim Thacker, Town Clerk Dale Martin and Deputy Clerk Robbie Wagoner. Mr. Scott Tippett provided Legal  Representation. 1.  Call to Order, Pledge of Allegiance and Invocation  Mayor Mike Crawford called the meeting to order and led the Pledge of Allegiance. Councilman  Tim Jones gave the invocation.  Mayor Crawford read a statement commemorating September 11, 2001 tragedy. Mayor Crawford read al Proclamation designating September 17-23, 2022 as Constitution Mayor Crawford then addressed criticism the town received regarding a funding request for Deputies to direct traffic at the school the first week. Private funding was secured for this expense. The Mayor also addressed criticism for not hosting a 9-11 event and offered the Town's participation and assistance ifanother grouplorganization in town wanted to take the lead.  Week.  2.  Review and Adopt the Agenda  Mayor Pro Tem Foy requested to move item #161 up to discuss with item #13 as they are related. Councilman Jones added an item #16b to discuss the purchase and installation oft the Constitution, Bill of rights and Declaration ofl Independence to be hung in town hall. Mayor Crawford made a Motion to adopt the agenda as amended. Councilman Jimmy Landreth Vote: Councilman Rigsbee-aye, Mayor Pro Tem Foy-aye, Councilman Landreth-aye,  seconded the motion.  Councilman Jones-aye and Mayor Crawford-aye. Motion carried.  3.  Review and Approve Minutes: September 9, 2021 Regular Town Council meeting, July 14, 2022 Regular Town Council Meeting; August 11, 2022 Closed Session  Minutes  September 9, 2021 Minutes:  290    Mayor Crawford made a Motion to approve the September 9, 2021 minutes as presented. Mayor Councilman Jones reminded Council that he was not present at this meeting and not havinga a chance to review the recording would be voting no on this matter. Vote: Councilman Rigsbee-aye, Mayor Pro Tem Foy-aye, Comndlimanlandrethys Councilman Jones-nay and Mayor Crawford-aye. Motion carried, 4-1.  Pro Tem Foy seconded the motion.  July 14. 2022 Minutes:  Mayor Pro Tem Foy asked that page 61 be amended to include the cost oft the Architect Hawkins Mayor Crawford made a Motion to approve the. July 14, 2022 minutes as amended. Mayor Pro Vote: Councilman Rigsbee-aye, Mayor Pro Tem Foy-aye, Councilman Landreth-aye,  Landscape Architect in the amount of $1950.  Tem Foy seconded the motion.  Councilman Jones-aye and Mayor Crawford-aye. Motion carried.  August 11,2022 Closed Session  Mayor Crawford made a Motion to approve the August 11, 2022, Closed Session minutes as Councilman Jones noted that thej job description was attached and that there should not be any  presented.  restrictions placed on these minutes. Mayor Pro Tem Foy seconded the motion.  Vote: Councilman Rigsbee-aye, Mayor Pro Tem Foy-aye, Councilman! J Landreth-aye,  Councilman Jones-aye and Mayor Crawford-aye. Motion carried.  4.  Public Safety Reports:  Firel Department  Deputy Chief Randy Southard presented the Fire Department's report. He highlighted calls received this month due to the Town's continued growth. He then referred to the "Ready- Guilford" website and announced that citizens can subscribe to the weather alert system to better Councilman Jones asked about the appointment process for the Fire Department's Board and for a list oftheir current. Board members. Chief Southard explained how the 12 members are elected to their Board at their annual meeting in July and stated that he would provide a list ofthe current Board. (A list of Board members was provided to Councilman Jones at the end oft the  stay informed of weather conditions within the county.  meeting) Stokesdale Fire Department Board Members  1. 3.  Sammy Pegram Powell Shelton, Jr.  2.  Stuart Chandler 4. Ray Joyner  291    5.  Laura Gibson 7. Ashley Westbrook 9. Bill Sorrell 11. Dewayne Dalton  6. John Flynt 8. Tim Kallam 10. Archie McGee 12. Doug Stephens  Mayor Crawford introduced Mr. Scott Tippett who is providing legal counsel tonight and  thanked him for his service,  5.  Administrative Reports:  a) Administrative Report from Interim Town Clerk:  Town Clerk Dale Martin presented the August administrative report highlighting water bills mailed and received and past due accounts, various reports submitted during the month, and update on subdivision water lines extensions and the process for approvais. She announced that the State of] Emergency issued by Governor Cooper has expired and that the Town would be  rescinding the order in Stokesdale. b) Planning Board: None presented.  c) Property Committee:  None presented.  d) Park Improvement Committee:  Chairman Tee Stephenson reported that the Committee has been meeting weekly, have reviewed the results ofa a citizen' s survey conducted several years ago and discussed items identified as a priority. The Committee has reviewed aj proposal for an amphitheater and playground and shared  other ideas for future development and maintenance of the park.  6.  Financials: Finance/Budget Officer:  Kim Thacker  Finance and Budget Officer Kim Thacker presented the financial report for August. For the General Fund, shel highlighted various account totals, accounts receivables, ARP fund totals and money reimbursed by the water fund. For the Water Fund, she highlighted various accounts, Mayor Pro Tem Foy asked about inactive accounts and whether or not a separate line item should be created for those accounts, After a brief discussion, Mrs. Thacker stated that she would: request this report each month sO that we can continue to track these accounts.  accounts receivables, and funds that reimburse the general fund.  292    Mrs. Thacker then reported she sent information on September 3, 2022 tot the. Auditors tol begin the Town's annual audit report. She also reported that she is registered to attend a free. ARP Experts Tour in Greensboro on September 21st and hopes tol learn more about ARP funds. Citizen's Comments from the Floor (3-minute Limit per Speaker)  7.  Mark Nadel,8211 Windy Gayle Dr., Stokesdale: thanked the Mayor for the recognition of9-  11 and encouraged the Town tol host a 9-11 event in town.  Councilman Rigsbee asked Mr. Nadel ifl he would be willing to participate in the coordination of Eileen Thiery, 8101 Meadow Springs Place, Stokesdale, NC- spoke on behalfofthe Friends of Stokesdale and invited Council and the public to two events. On September 16th the group will host a dance/social with a silent auction fundraiser at the Longhouse in Stokesdale, tickets $20 and on October 1st, Farmer's Day at Stokesdale United Methodist Church fora a display of historic Deputy Chief Southard reported that the Fire Department has never sponsored a 9-11 event but  an event. Mr. Nadel stated that he would be willing to help.  old farm equipment, contests, food and fun. participated in those held in the past.  NEW BUSINESS:  8.  Review proposals and Approve contract with Gray & Creech for Copier at Town The Town Clerk reported that Staff met with two companies, Gray & Creech and COECO to discuss copiers for Town Hall. Mrs. Martin stated that the current copier has served the town well with very little issues since she has been here. After review of the two proposals, staff recommends we continue with the same sharp copier for another 3-year term lease at a lower Mayor Pro Tem Foy made a Motion to approve a contract with Gray & Creech to continue a lease (3-years) for the same Sharp MX-3071 currently used in' Town Hall, monthly lease payment of$ $144, annual maintenance cost of$1,464 (includes toner, labor, parts and service calls), overage copy cost for black/white @ $0.015 & color cost @ $0.070. Councilman Vote: Councilman Rigsbee-aye, Mayor Pro Tem Foy-aye, Councilman Landreth-aye,  Hall.  (Current contract with Gray & Creech expires on September 26, 2022.)  cost.  Landreth seconded the motion.  Councilman Jones-aye. and Mayor Crawford-aye. Motion carried.  9.  Proposal by Hunter Enterprises for Repairs to Turfat' Town Park Soccer. Field.  293    Councilman Rigsbee stated that the proposal is straight forward for the repairs needed at the soccer field. There is a question on the additional watering that will be needed for the new sod, Councilman Rigsbee made al Motion to approve aj proposal by Hunter Enterprises $1,400 for repairs to the turf at the Town Park soccer: field. Mayor Pro Tem Foy seconded the motion. Councilman Jones asked that the invoice date of August 26, 2022 be added to the: motion.  and he will follow up on that question.  Both Councilman Rigsbee and Foy agreed to the amendment.  Vote: Councilman Rigsbee-aye, Mayor Pro Tem Foy-aye, Councilman Landreth-aye, 10. Proposal by Hazen and Sawyer for engineering services, plan review, and Aaron Babson, PE, Associate Vice-President, Hazen and Sawyer was introduced. Mr. Babson stated that he was approached several months ago about reviewing plans and conducting inspections ofsubdivisions to ensure that Town specifications are being met. The funds appropriated at that time have been spent and before Council is ai new proposal to continue that Mayor Pro' Tem Foy made a Motion to approve a proposal by Hazen and Sawyer for engineering services, plan review and intermittent inspections for water line system extensions ini the amount Councilman Jones seconded the motion and asked that the date oft the proposal, September 6, 2022 be added to the motion. He asked that it be noted that this was for Blacksmith Subdivision  Councilman Jones-aye and Mayor Crawford-aye. Motion carried.  intermittent inspections.  service.  of$8,000.  and others that require review.  Mayor Pro Tem Foy agreed to the amendments.  Councilman Jones noted that a portion of this fee is being recovered by a fee imposed on the Vote: Councilman Rigsbee-aye, Mayor Pro Tem Foy-aye, Councilman Landreth-aye, Mayor Pro Tem Foy asked that Council consider items #16, #14 and #15 now: since they all 16. Discussion on Administration of Grant Application by Hazen and Sawyer (if  developer to ensure that town specifications arel being met.  Councilman Jones-aye. and Mayor Crawford-aye. Motion carried.  relate to Hazen and Sawyer.  needed).  294    Mayor Pro Tem Foy explained that Mr. Babson is currently working with other clients to assist inj preparing a grant application for ARP funds through the Division of Water Infrastructure for Mr. Babson stated that the Town could apply themselves; however, it does require an Engineer's report that we could prepare for you. He stated that they are prepared and feel they we could prepare this application very efficiently and quickly for the' Town. He explained that the grant can be up to $400,000 and encouraged the Town to apply for the maximum. Hei then noted the Mr. Babson then noted the second option is for a planning grant that can be used for a: specific project which would need to be identified within the next couple ofweeks. Mayor Pro Tem Foy pointed out that the proposal for the grant assistance includes the cost ofMr. Babson meeting with Council to identify these projects and invited him to the Council's Water workshop Mayor Pro Tem Foy and Mr. Babson agreed that any studies that come out ofthis process could be used for other grant opportunities in the future. It was pointed out that these grants can be Mayor Pro Tem Foy made a Motion to approve aj proposal up to $8,000 with Hazen and Sawyer for assistance to the Town of Stokesdale in applying for a $400,000 grant through the Councilman Jones seconded the motion and asked that it be clarified since both proposals are dated September 6, 2022 and for $8,000. He further identified the proposal for NC: Division of  potential grant funding. Hei noted the uses allowed under this grant money.  uses allowed under the grant.  meetings ifthis proposal passes tonight.  used for tangible items but not for construction.  Department of Water Infrastructure ofl North Carolina.  Water Infrastructure Funding Application Assistance. Mayor Pro' Tem Foy agreed to the amendment.  Vote: Councilman Rigsbee-aye, Mayor Pro Tem Foy-aye, Comndlimanlamdretnye Councilman Jones pointed out that he also attended the meeting with Mr. Foy and Mr. Babson and would be glad to share any information from that meeting with any Council member ifthey sO desire. He thanked Mr. Babson for his information and stated that we are very fortunate to 15. Consideration ofal Resolution to Apply for Asset Inventory Grant through the Mayor Pro Tem Foy stated that with the passage ofthe grant assistance proposal, for administrative purposes, Council will need to adopt a resolution to apply for the. Asset Inventory Mayor Pro Tem Foy made a Motion to approve the following a resolution to apply for Asset  Councilman Jones-aye and Mayor Crawford-aye. Motion carried.  have him in Stokesdale.  Division of Water Infrastructure.  Grant through the Division of Water Infrastructure.  Inventory Grant through the Division of Water Infrastructure.  295    RESOLUTION NO. R-2022-04  RESOLUTION BY GOVERNING BODY OF APPLICANT  WHEREAS, The Town of Stokesdale has need for and intends to conduct a study to develop  asset inventories, condition assessment of critical assets, and other components of ac comprehensive asset management program for their water system, and  WHEREAS, The Town ofStokesdale intends to request State grant assistance for the project, NOW THEREFORE BE IT RESOLVED, BY THE TOWN COUNCIL OF THE TOWN That Town of Stokesdale, the Applicant, will arrange financing for all remaining costs of the That the Applicant will provide for efficient operation and maintenance of the project on That the Applicant will adopt and place into effect on or before completion of the project a schedule of fees and charges and other available funds which will provide adequate funds for proper operation, maintenance, and administration of the system and the repayment of all That Michael E. Crawford, Mayor, the Authorized Official, and successors SO titled, is hereby authorized to execute and file an application on behalf of the Applicant with the State ofl North Carolina for a grant to aid in the study ofor construction oft the project described above. That the Authorized Official, and successors SO titled, is hereby authorized and directed to furnish such information as the appropriate State agency may request in connection with such application or the project: to make the assurances as contained above; and to execute such other That the Applicant has substantially complied or will substantially comply with all Federal, State, and local laws, rules, regulations, and ordinances applicable to the project and to Federal  OF STOKESDALE:  project, ifapproved for a State grant award. completion of construction thereof.  principal and interest on the debt.  documents as may be required in connection with the application.  and State grants pertaining thereto.  Adopted this the gth day of September, 2022 at Stokesdale, North Carolina.  CERTIFICATION BYRECORDING OFFICER  The undersigned duly qualified and acting Town Clerk ofthe Town of Stokesdale does hereby certify: That the above/attached resolution is a true and correct copy oft the resolution authorizing the filing of an application with the State ofNorth Carolina, as regularly adopted at a  296    legally convened. meeting oft the Town Council duly held on1 the gth day of September, 2022; and, further, that such resolution has been fully recorded in the journal of proceedings and records in my office. IN WITNESS WHEREOF, Ihave hereunto set my hand this gth day of  September, 2022.  Mayor Crawford seconded the motion.  Vote: Councilman Rigsbee-aye, Mayor Pro Tem Foy-aye, Councilman Landreth-aye,  Councilman Jones-aye and Mayor Crawford-aye. Motion carried.  14. Consideration of a Resolution to Apply forl Preconstruction Planning Grant through Mayor Pro Tem Foy made a Motion to approve the following resolution to apply for Preconstruction Planning Grant through the Division of Water Infrastructure.  thel Division of Water Infrastructure.  RESOLUTION NO. R-2022-03  RESOLUTION BY GOVERNING BODY OF APPLICANT  WHEREAS, The Town of Stokesdale has need for and intends to conduct a study on their  water system described as Stokesdale Water Supply Pre-Construction Planning  Grant, and  WHEREAS, The Town of Stokesdale intends to request State grant assistançe for the project, NOW THEREFORE BE IT RESOLVED, BY THE TOWN COUNCIL OF THE TOWN That Town of Stokesdale, the Applicant, will arrange financing for all remaining costs of the That the Applicant will provide for efficient operation and maintenance of the project on That the Applicant will adopt and place into effect on or before completion of the project a schedule of fees and charges and other available funds which will provide adequate funds for proper operation, maintenance, and administration of the system and the repayment of all That Michael E. Crawford, Mayor, the Authorized Official, and successors sO titled, is hereby authorized to execute and file an application on behalf of the Applicant with the State of North Carolina for a grant to aid: ini the study of or construction of the project described above.  OF STOKESDALE:  project, ifa approved for a State grant award. completion of construction thereof.  principal and interest on the debt.  L.  297    That the Authorized Official, and successors SO titled, is hereby authorized and directed to furnish such information as the appropriate State agency may request in connection with such application or the project: to make the assurances as contained above; and to execute such other That the Applicant has substantially complied or will substantially comply with all Federal, State, and local laws, rules, regulations, and ordinances applicable to the project and to Federal  documents as may be required in connection with the application.  and State grants pertaining thereto.  Adopted this the gth day of September, 2022 at Stokesdale, North Carolina.  CERTIFICATIONEYRECORDING OFFICER  The undersigned duly qualified and acting Town Clerk oft the Town of Stokesdale does hereby certify: That the above/attached resolution is a true and correct copy oft the resolution authorizing the filing of an application with the State ofNorth Carolina, as regularly adopted at a legally convened meeting of the Town Council duly held on the gth day of September, 2022; and, further, that such resolution has been fully recorded ini the journal of proceedings and records ini my office. IN WITNESS WHEREOF, Ihave hereunto set my hand this gth day of  September, 2022.  Mayor Crawford seconded the motion.  Vote: Councilman Rigsbee-aye, Mayor Pro Tem Foy-aye, Councilman Landreth-aye, 11. Discussion ofTown Park storm water piping system vote repair and possible Councilman Jones explained the notification ofa sink hole at the park by a Guilford County Sheriff. Upon evaluation by himself, Councilman Landreth and Gene Robertson with Yates Construction, emergency repair process was initiated, and the area was roped off for safety Councilman Jones offered the following invoice to be authorized forj payment due to the Mayor Pro Tem Foy made a Motion to authorize the Finance Officer toj pay the invoice to Yates Councilman Jones seconded the motion and asked that the date oft the invoice, invoice number and a description ofthe work performed be added to the motion. Invoice date 8-11-2022, #982  Councilman Jones-aye and Mayor Crawford-aye. Motion carried.  upgrades.  reasons.  emergency situation that was presented. Construction in the amount of $2,948.12  298    and further described as Labor, equipment and materials require to repair broken storm water Mayor Pro Tem Foy stated that there isi money in the budget to cover this expense. Vote: Councilman Rigsbee-aye, Mayor Pro Tem Foy-aye, Councilman Landreth-aye, Councilman Jones-aye and Mayor Crawford-aye. Motion carried. Councilman Jones thanked Yates for their prompt service.  drain system at the soccer field.  Council then held a brief discussion on a possible long-term solution to the problem. 12. Discussion of Fifty Thousand Dollar ($50,000) Small Town Development Grant. Mayor Pro Tem Foy announced the receipt ofa $50,000 grant for capital improvements or equipment from the State. He explained that we budgeted to receive this money during our budget discussions, and we allocated the money for the town park. He suggested the scope of work encompass the construction of an amphitheater, nature trails or playground which is inline Mayor. Pro Tem Foy made al Motion that Mr. Wagoner prepare a scope of work to include the construction ofs an amphitheater, nature trails and a playground for the town park for submission  with the discussions held by the Town Park Improvement Committee.  as required by this grant. Mayor Crawford seconded the motion.  Vote: Councilman Rigsbee-aye, Mayor Pro Tem Foy-aye, Councilman Landreth-aye,  Councilman Jones-aye and Mayor Crawford-aye. Motion carried. 13. Discussion of and Adoption ofConflict-af-Interest Policy.  Mayor Pro Tem Foy stated that a Conflict-ol-Interest Policy is a requirement for the previous Mayor Pro Tem Foy made a Motion to approve the Conflict of Interest Policy, effective 9-8-  grant and by statute. 2022.  Mayor Crawford seconded the motion.  Councilman Jones asked ift this policy is going to conflict with our existing Ethics Policy. Mr. Scott Tippett suggest that we: state whichever is the more restrictive policy be adopted. Mayor Pro Tem Foy read NCGS 143C-6-23(b) which is required for governmental agencies to accept grant funds and therefore, in his opinion they would not conflict with each other. Mr. Tippett then suggested this policy bei incorporated into the Town'sl Ethics Policy.  Mayor Pro Tem: rescinded his previous motion.  299    Mayor Pro Tem Foy made a Motion to adopt this Conflict-of-Interest policy as presented and  incorporate said policy into the Town's current Ethics policy.  Councilman Jones seconded the motion.  Vote: Councilman Rigsbee-aye, Mayor Pro Tem Foy-aye, Councilman Landreth-aye, 16b. Discuss the purchase and installation of the Constitution, Bill of] Rights and Councilman Jones stated that he has had discussions about this in the past and felt the Town should have on display aj poster size of all three documents at a reasonable cost. Council asked Staff to get quotes on obtaining these documents and framing costs. Councilman Landreth suggested we get donations towards this expense and offered $100 towards the cost. Each Council member offered $100 towards the cost. Councilman Rigsbee recalled that some civic clubs offer this as a service and recommended stafflook into that option. 17. Citizen's Comments from the Floor. (3-minute Limit per Speaker) Eileen Thiery said that Amazon has these posters and frames.  Councilman Jones-aye and Mayor Crawford-aye. Motion carried.  Declaration ofIndependence to be hung in town hall.  18. Council Comments.  Councilman Rigsbee revisited the traffic issue at the school and noted the traffic studies that have been conducted in the past by the school system and Sheriff's office. He noted that that Guilford County Schools and Guilford County Sherif's Department has more: resources and the responsibility to provide this service. He didn't feel the citizens of Stokesdale should pay for Mayor Pro Tem Foy thanked those in attendance and for the Mayor's opening remarks on 9-11 and Constitution Week. He gave a "shout out" tol Mr. Babson for attending, the Stokesdale Parks and Recreation Committee (which is not affiliated with the Town) for their outstanding involvement in the installation of! play equipment and work at the baseball fields, the addition of microphones, etc. by fundraising efforts. Noted the increased in basketball and the surrounding atmosphere is all good. Cheerleading has now been added to their programs. He congratulated Olivia Carr, who made the NC State Cheerleading travel team and wished her all the success. Councilman Landreth also thanked those in attendance. He thanked staff for1 their efforts and Councilman Jones also thanked those in attendance. He stated that regarding a 9-11 ceremony, he encouraged groups such as our churches to step forward and join forces to do this. He also agreed with comments about funding the traffic control at the school and suggest citizens ask the Mayor Crawford agreed with all the previous comments and thanked those in attendance for being here. He also thanked staff and Mr. Tippett for his legal representation.  this service.  added that he is happy to be living in Stokesdale.  school system or the sheriff's department to provide this service.  300    Announcements:  Planning Board Meeting Thursday, September 22nd at 7pm at Town Hall Town Council Meeting Thursday, October 13th 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-aye, Mayor Pro Tem Foy-aye, Councilman Landreth-aye, Being no further business to come before Council, the meeting was adjourned at 8:52 pm.  Councilman Jones-aye and Mayor Crawford-aye. Motion carried.  Approved: October 13, 2022.  HE Michael E. Crawford, Mayor  ATTEST:  Aallmat Dale F. Martin, Town Clerk  301