MINUTES TOWN OF STOKESDALE 8325. ANGEL PARDUE ROAD STOKESDALE, NC2 27357 MARCH 4, 2021 AT 7:00 PM  SPECIAL CALLED TOWN COUNCIL MEETING  Members present were: Mayor John Flynt, Mayor Pro-Tem Thearon Hooks, Council Members: Jimmy Landreth, Derek Foy, Jim Rigsbee, Town Clerk Alisa Houk, Finance and  Budget Officer Kim Thacker and Deputy Clerk Priscilla Hunsucker.  1. CallTo Order.  Mayor John Flynt called the meeting to order.  2. Discussion on 2021-2022 Annual Budget.  Mrs. Kim Thacker explained that she took recurring expenses from last fiscal year and plugged those into this year's budget. She looked back a little farther for the Town's income. Mrs. Thacker began with the General Fund and explained the allocation split for salaries between the general fund and water fund. She then noted a change in the Town's Cable Franchise Fees that will now be coming from the NC. Department of Revenue and included in the State  Collected Revenues.  Mrs. Thacker noted that contribution & donations will remain the same. She noted a decrease in investment earnings which has decreased for everyone. She noted a decrease in Planning & Zoning Fees. Mayor Flynt questioned the decrease and noted that wel have already received $36,000 this year and would expect that much or more: next year. Mrs. Thacker stated that this can bei increased ifv we believe we will get more revenue. Councilman Foy agreed with the Mayor and stated that we have seen a big year sO far and that looking ahead there are some big developments out there that wel haven'tseen; yet. Mayor Flynt recommended at least $35,000 and noted developments being planned. By consensus, the Council felt that $35,000 was acceptable Mrs. Thacker explained that she has gone back several years to review the State Collected Revenues and noted that the larger revenue sources come ini in March and June, sO we don'thave those yet. She used the Department of] Revenue website, which anyone can go look at, to estimate those revenues for next year. Several Councilmembers agreed with the $315,000.  for Planning & Zoning Fees.  Mrs. Thacker stated that that concludes the Town's Revenues.  20    Mrs. Thacker then noted Expenses for Capital Outlays, Events funds and line items left blank since she felt that iti is up to the Council to decide what you want to do next year. The numbers included are basically fixed expenses. She noted that since we: raised the Planning Fee Revenues, we may need toi increase Planning expenses as well. Mayor Flynt stated that the fee to Guilford County remains at $25,000 and he would like toi increase that to $50,000 and consider hiring a Town Planner, Councilman Foy recommended that Planning Advertising be increased to Mayor Flynt again recommended the Town hire a' Town Planner and noted the complaints being received with every zoning case, we. have major projects coming up in the near: future and no one with the Town currently has the time or expertise to take on these items. Councilman Foy stated Mrs. Thacker stated that the. Administrative and Property Expenses are mostly fixed but  $4,000.  that he would like more information before that decision is made. welcomed any comments on changes the Council feels is needed. was recommended that we take a look at it later and adjust it ifneeded. website design now. After a discussion that amount wasi reduced to $8,000.  Expenses for the park was discussed, such as tree work and mulch. $40,000 wasi reasonable but it Mayor Flynt asked about IT Security and Website Design. It was noted that we are not doing any Mrs. Thacker stated that the Audit has been consistent at $13,200. Legal for Mr. Medlin, it was noted things coming up and internal issues that he does in addition to the Council meetings. By Mrs. Thacker stated that shel had ai request from a Councilmember to: figure in a3%1 raise in salaries. Mayor Flynt stated that he did not think that was enough since no: raise was given last year. He noted that since Mrs. Thacker just started and recommended ai raise for her be delayed until next year. Councilman Foy stated that he was the one that recommended the 3% across the Board. Mayor Flynt then recommended something for merit and longevity since a cost ofliving only allows them to break even and recommended 6% which amounts to another $2500. Various other amounts were discussed, both increases and decreases by the State and private sector. Mrs. Thacker referred tol Public Safety and stated that those expenses are pretty much set in stone. Mayor Pro Tem Hooks stated that inspections are fixed however, investigations can go up or down depending on cases in town and: noted a recent increase in charges being filed. He recommended the Town make sure it is covered in this area and recommended $15,000. The Council discussed previous cases that were investigated, and the amount spent this year. It was Mayor Flynt asked to go back and discuss Payroll Processing Fees. He stated that the service has been unacceptable and that we. may need to go back to the old provider. Mrs. Thacker stated that she agrees with the Mayor on the lack of response from ADP. Mrs. Thacker explained the transfer ofinformation from one provider to the next and how W2's are computed. She stated  consensus $50,000 was agreeable.  Salaries were left as presented.  decided to leave it as presented and do a budget amendment ifneeded.  21    that she and Councilman Foy have repeatedly contacted them about the corrected W2's. She noted that their payroll service is wonderful. Mayor Flynt stated that ifit takes aj payroll company 61 months to get us a corrected W2 then he wanted to increase the budget and gol back tot the original provider. Council discussed the issues caused by notl having a W2 here on. March 4thand wanted a company that appreciates the Town of Stokesdale. Councilman Landreth recommended this amount be increased by $300 and it be brought before the Council at their Mrs. Thacker then noted the Reimbursements from Water Fund, $129,661. She then noted that Revenues and expenses difference should now be zero, however, iti is $64,513,22 difference. Councilman Rigsbee stated that he wanted to go back to our Parks and recommended $25,000 be put ini the budget sO that we can get a building started this year. The Council discussed increasing that amount to $100,000 for improvements and pulling from reserves what is needed. The Council discussed Events/Communty line item. Contributions to the schools was discussed and the impact a Guilford County tax increase would have on the school's budget. It was recommended that the Council do something to help the teachers sO that money does not come out oftheir pockets. It was recommended that we combine Events and Community and set it at $12,000 and do an amendment later ifs something comes up. It was agreed to combine the two  next meeting.  line items.  Mrs. Thacker stated this brings our undesignated funds to $47,486.78.  Councilman Foy reminded Mrs. Thacker that we: need to have a line item for $3,000 for elections Councilman Foy stated that the $100,000 allocated to our park is the biggest allocation made. for the Town in a decade. Mayor Pro Tem Hooks asked if we expected any grant money tol be added tot this project. It was noted that this is from the Town's budget. Mayor Flynt noted that at one time we discussed equipment and hiring our own maintenance crew and asked ift that is still being considered. Councilman Rigsbee stated that we don't know how much al building will cost and it will be next summer before its built. Let's get the building done sO we will have a place to Mrs. Thacker then moved onto the Water Fund. She explained the average used for backflow fees. Investment fees same as general fund. She explained her projections for Taps & Connections fees, Water Capacity Fees and Water Sales. She noted a decrease in late fees due to Covid although we are coming out oft that now. Total income was estimated to be $527,000. Mrs. Thacker stated that the $1.1 million mentioned earlier was not included since she felt that it was up to the Council to decide where that money is to be spent. Councilman Foy recommended  expense for this coming up election in November.  store the equipment then work on that.  adding a line-item titled House Bill 436 and include the amount.  22    Council discussed whether or not this grant amount should be included in the budget. It was noted that the money comes in and out so it balances out for our budget. The Council and staff pointed out the requirements that must be met to get this money that seems to be guaranteed. By consensus the Council agreed to include the grant as a separate line item.  Mrs. Thacker stated that for Water Purchased she used what was purchased last year and the year to date for this year to come up with an estimate. She explained what is included under Contracted Operations. Under the Engineering & Infrastructure Consulting, we. have finished up Mrs. Thacker stated that most oft the remaining line items are mostly fixed however, explained Salaries. She explained that this is Gary's salary, $10,000. She looked at the last couple ofyears Mrs. Thacker noted a zero amount in line item 13005 for WaterLine/Meter Installation and recommended that be merged with 13008 Water Line Repair. All agreed. Town Clerk Houck pointed out that most oft the bills from Yates are for contract work, but sometimes we get a call for a watermain leak that the Town pays for. The bills are broken down for each item and sometimes we are billed separately for these type events. She explained that Mrs. Hunsucker checks these bills with our workorders to make sure they balance out. The Council discussed the line item for Electronic Water Meters -Changeout, Town Clerk stated that Water Works that provides our meters has offered to do a study to see ifwe could save money by changing out the meters and have a central system read the meters instead oft them riding around to read them. However, it was going to bet thousands ofd dollars. She and Mrs. Thacker discussed what was spent previously and year to date. They agreed that this amount is Mayor. Flynt reminded everyone that Hazen & Sawyer will be coming in with aj proposal shortly and felt we should take some money out ofr reserves to close up some ofthese loops around town. He added that they looked at replacing the meters with the electronic ones several years ago and noted that it is a safety issue with people reading these meters on busy highways. Not sure. how much it would cost to switch them out but would like this to be looked into. Councilman Foy stated that ift this would be aj permissible expense, we could uset the grant money. Mayor Pro Tem Hooks added that it would improve the quality of our water by not having dead ends and more consistent inspections. It was noted that the Town still has approximately 400 oft the old meters and 200 auto read meters, It was: noted that the life span of at transponder: is about 10 years, and it would be best to stagger them, sO they don'tgo out at the same time. Council was interested in getting more information and figures on this matter. A line item 16001 was added for Meter Changeout in the amount ofs $25,000. Staff will pull Mrs. Thacker then briefly explained the changes in both funds and stated that we are out of balance by $23,531.20. Where do you want toj pull this money from? Mayor Pro Tem Hooks  some projects and this amount should cover the costs that are left.  and felt it would be under that amount.  sufficient.  information together and email out to the Council.  23    stated that wel have two more meetings to work on1 the budget and asked for new sheets to reflect Council discussed the current. number of water customers and what increase the Town might see Mrs. Thacker stated that she will update her sheets and email out to Council. Councilman Foy asked that on the Balance Sheet presented to the Council at their monthly meetings, show the current: rate of return and maturity date for the CR's. Mrs. Thacker agreed. The Town Clerk stated that the next meeting is April 20th.  what has been discussed tonight.  over the next year. It was decided to base figures on 650 customers.  3. Citizen Comments None presented.  4. Adjournment.  Mayor Flynt made a Motion to adjourn the meeting. Councilman Landreth seconded the motion and the vote was all: for and motion carried. The meeting adjourned at 8:40 PM.  Approved: August 12, 2021.  Attest:  GR  Ankzk (Interim Town Clerk at time ofs signing)  Dale. F. Martin  24