TOWN OF STOKESDALE REGULAR TOWN COUNCIL MEETING MINUTES 8325 ANGEL PARDUE ROAD STOKESDALE, NC27357 February 13, 2020 AT7PM  I. II.  Call to Order: Mayor Flynt Invocation: Frank Bruno  III. Pledge of Allegiance: Lead by Mayor Flynt  Mayor Flynt wanted to note the passing of. Juanita Southern. She wasi instrumental in getting our Veteran's Monument started, erected, and funded. The Mayor wants to express the condolences of the IV. Review and Adopt the Agenda: Mayor Flynt motioned to move #5 under New Business to Item 7 under Stokesdale Fire Dept. Report. Discussion of and adoption of updated Town of Stokesdale Water Specifications to right after Public Safety report sO Gene Robertson would not have to stay fori the whole meeting and to adopt the agenda. Thearon Hooks seconded the  Town to the family and let them know she is in our thoughts and prayers.  motion. VOTE: Mayor Flynt: Yes Thearon Hooks: Yes Jim Rigsbee: Yes  Derek Foy: Yes Jimmy Landreth: Yes  V. VOTE: Mayor Flynt: Ves Thearon Hooks: Yes Jim Rigsbee: Yes  Approval of Minutes: Jan. 9, 2020 minutes: Mayor Flynt motioned to approve the minutes as  written without reading. Thearon Hooks seconded the motion.  Derek Foy: Yes Jimmy Landreth: Yes  VI. Public Safety Reports:  Guilford County Sheriff's Report: Lt. Fuller commented that the Sheriff's Dept. answered 82 calls for service in the month. January in and around the Stokesdale area. He thanked the Town and the NWO for contacting him to discuss the manpower at District One. As of December 2019, the Sheriff's dept had their call response time down to 10 minutes and 16 seconds. As of January 2020, it was down to 9 minutes. On ag good night District One has 5 officers that work the night shift. You may not see them all because some will bei in unmarked vehicles. District One is down 36% in major crimes.  3495 IPage    Stokesdale Fire Dept Report: Chief Gauldin commented that the fire dept responded to 80 calls for service in. January. 33 were fire and 47 were medical. The Fire Dept. said there has beena trend in people just driving upi to thet fire dept. in an emergency instead of calling 911. Folks need to call 911, you could come to the station in an emergency and no one be there because Adoption of the updated Town of Stokesdale Water Specifications: Mayor Flynt introduced Gene Robertson from Yates Construction and explained that Gene and Alisa have been working for several months on updating the Town's' Water Specifications. Those Specifications are completed now and need the approval of Council so that they can then be sent to Hazen & Sawyer to review and put their Engineering! Seal ont them. Once Hazen's review is completed, they can be given out to our Developers. He asked Gene to explain the Specifications and what changes were made. Gene gave a presentation oft the changes. Mayor Flynt Motioned to adopt the Town of Stokesdale Water Specifications revised effective December 19, 2019.. Jim Rigsbee  they are out on another call.  seconded the motion. VOTE: Mayor Flynt: Yes Thearon Hooks: Yes Jim Rigsbee: Yes  Derek Foy: Yes Jimmy Landreth: Yes  VII. Departmental and Administrative Report: Financials and admin updates: A copy of the. January VIII. Committee and Board Reports: Events Committee wants to change their meeting date to the first Tuesday of each month so items can be added to next T.C. meeting agenda. Framers Market will start May 6 and run through October 28th. Frank and Derek have been talking about trying to have a movie night in the park on. June 5th the last day of school. They are working on the particulars. The Events Committee is also working on plans for the 160th Anniversary of the Town, the town was founded in 1860 and was originally called Green Pond. If anyone knows the exact date the Towny was founded or has any historyi information at all they would like to share please bringi it to Town Hall. They would like IX. Citizen's comments from the floor (3 Minute Limit per Speaker) there were no comments at this X. Public Hearing Items: Rezoning Case #19-12-STPL-09464: AG to RS-30, 8975 Belews Creek Property. This is a request to rezone property from AG (Agricultural) to RS-30 (Residential, Single-family). Affected property is loçated at the southeast intersection of NCI Highway 65 (Belews Creek Rd) and Coldwater Road, Guilford County Tax Parcel 165044 (part), Stokesdale NC. Beingat total of 17.34 acres Oliver Bass presented the case to Council. Beginning at a point, said point being on the southern margin of North Carolina Highway 65/ Belews Creek Road, thence from said beginning point South 03 degrees 45' West 811.52' to a point; thence North 85 degrees 11'West 961.08' to a point in the center of Coldwater Road; thence with the center of said road the following three courses and distances: North  2020 Financials is attached to the minutes.  to get as much history as they can to share with everyone.  time.  (Applicant and Owner: Billy Ray Moore).  3496/Page    02 degrees 20' East 148.97' to a point, North 00 degrees 32' East 399.47'1 to a point, North 01 degrees 18' East 295.85' to a point on the southern margin of Belews Creek Road; thence with the southern margin of said road thei following nine courses and distances: South 69 degrees! 57" East 223.49' to a point, South 73 degrees 09' East 95.43'to a point, South 77 degrees 22' East 100.00' to a point, South 81 degrees 33': 100.00' to a point, South 84 degrees 54' East 100.00' to a point, South 88 degrees 54' East 100.00' to a point, North 87'00' East 100.00' to a point, North 83 degrees 04' East 100.00' to a point, North 78 degrees 48' East 99.68' to the point and place of beginning containing 17.34-;: Acres per recorded/Published information. The RS-30 Residential Single-Family District is primarily intended to accommodate moderate density single-family detached dwellings lots in areas without access to public water: and wastewater. services. The overall gross density in RS-30areas will typically be 1.3 units per acre or less. Character oft the Areas, this area developed for single-family residential on 1 acre or larger lots. Existing Land these(s) on the Property: Undeveloped. Surrounding North: Single-wide large acre lots, South: Single-family dwellings, East: Single-family dwellings large acre lot, West: Undeveloped and single-family dwellings 1-3 acres. This area developed for single-family Staff recommends approval: Staff recommends approval because although the RS-30 allows less than the recommended densities, recommended for the Residential Development Areas, it allows development of single-family dwellings at moderate tol low densities in an area without access to public water and sewer. Approval is reasonable and ini the publicinterest because it will allow housing opportunities for residents. Area Plan Amendment Recommendation: No  Use  residential on 1 acre or larger lots.  land use plan amendment is necessary should this request be approved. Mayor Flyntopened the public comment session of the Public Hearing.  Bill Greco of Land solutions of Greensboro, NC: stepped up to give his approval of allowing this property to be rezoned for RS-30, he explained that the property has already had some preliminary studies done, and there are like residential homes around the area they are asking No one else ask to speak for the change of rezoning sO Mayor Flynt opened the comments Robert Oglesby several minutes regarding his personal experience with low water tables, the traffic on Coldwater Rd. already heavy and new homes are going to create more traffic. He said the road is already buckling from the amount of trafficthat travels the road every day. He read the Town of Stokesdale's Land Use Vision and said he doesn'tfeel that building more houses on  for the rezoning tol be changed for.  session for anyone that wanted to speak against the rezoning change.  Coldwater does not fit the Vision Statement. Robin Oglesby reinterated her father'sstatements.  Catherine Buntoff spoke about what a wonderful asset our Town's water system is tot the Town, and this new development isn'tg going to hook up to the Town'swater. She feels that all the welis already in use in the town can become a strain, she feels that all new development  should be required to hook on to the Town's water system.  3497/Page    Bill Greco returned to the podium and gave answers to the oppositions concerns by explaining the research, studies, and regulations that the developer will have to comply with before any building takes place. There are RS-30 lot all around this property so it fits in well with the Thearon Hooks motioned to approve this rezoning of 8975 Belews Creek Rd, Stokesdale, NC: 27357, Property, because iti is consistent with the Town's current planning and zoning ordinances. Jim Rigsbee  surrounding area. seconded the motion. VOTE: Mayor Flynt: Yes Thearon Hooks: Yes Jim Rigsbee: Yes  Derek Foy: Yes Jimmy Landreth:' Yes  Mayor Flynt called fora a! 5-10 minute between 8:15 to 8:25 break.  XI. OLD BUSINESS: 1.  Discussion on Park Survey Results and Grant progress; Jimmy Landreth reported that he has received and calculated approximately! 500 Park Surveys as of todays date. Ati this time the most popular items seem to be Nature Trails, Benches. He said there were: several request for Pickle Ball and hel had never even! heard of that. He: said there were several people that complained about the baseball fields, but the Town has nothing to do with the baseball fields. He will make some copies of the numbers and put them out on the lobby Discuss and possible vote on part time staff position: Director of Events and Parks. TABLED Discussion regarding attorney access policy: Derek Foy motioned to eliminate the Attorney  table.  2. 3. VOTE: Mayor Flynt: Yes Thearon Hooks: Yes Jim Rigsbee: Yes XH. NEW BUSINSESS: 1.  UNTIL NEW BUDGET BEGINS  Access policy. Jim Rigsbee seconded the motion.  Derek Foy: Yes Jimmy Landreth: Ves  Discussion and vote on putting bids out for new Auditing Firm. Jim Rigsbee motioned to put out bids for: a new audit firm. Jimmy Landreth seconded the motion.  VOTE: Mayor Flynt: Yes Thearon Hooks: Ves Jim Rigsbee: Yes  Derek Foy: Yes Jimmy Landreth: Yes  2.  Establish Budget/Finance Officer statuses. TABLED until after the closed session meeting.  3498 IPage    3.  Discussion on recommendations from the Ordinance Review Committee: Mayor told Council he already has five revised Ordinances that the ORCI has given him to give to the  Planning Board for review.  4.  Discussion on General Fund YTD spending and spending outlook for remainder of fiscal year. (Will be discussed fully in! March, April, May Budget meetings.) Derek Foy had asked for this to be put ont the agenda. He states that he has been analyzing the General Fund Budget for several weeks, he spoke with Kin Thacker (our accountant/Dept. Finance Officer) on Tuesday February 11, 2020. He says where his head is ati is hei is optimistic about the new fiscal yeàr budget that will begin. July 1, 2020. Hei is concerned about the ending oft the current fiscal year budget. He'soptimistic about the new year because het thinks the Town In in the position to do some things he thinks willl be pretty cool. He hopes to see park improvements, he would like to see more support for the youth organizations. He believes that critical to the success of the Town's future is how we allocate thei fixed expenses between our town's funds. Derek says right nowi the General Fund inl his opinion has too many fixed indirect expenses. Derek said in the future he would recommend that that we allocate indirect expenses in proportion to revenue in both funds. Secondly, Derek said we really need to work to find good vendors that will give us premium goods & services at good quality and good prices. General Fund expenditures to date are! $341,000. Derek said according to his math we will spend between $ 520,000 to 530,000. By June 31. He asked Alisa if she had anything to add to that. Alisa explained that over the next months, we are expecting franchisei fee reimbursements that will add up to $170,000 to $175,000. He asked again if Alisa what expenses she expected to come out of General Budget between now and June 31, 2020. Alisa said: she had already given council an estimated breakdown which showed that between January and. June 31, 2020 we expected oure expenses to be $76,000.00." There will be $100,000. And $150,000. int franchise fees to cover these expenses. John Flynt added that a lot ofour overages this year have been in park and accounting expenses. A lot of this was due to the overtime expenses for the time spent converting the Quickbooks account to online version and streamlining the accounts. The park expenses were from things like having to reseal the parking lots and walking trails due to age causing cracks and potholes. There was never any money puti in Capital Outlay for future repairs to the park and Town Hall grounds. He said we can relook at items for allocation like salaries, we divide up the salaries now by percentages for each employee but we can look at adjusting those more. Thearon Hooks reminded everyone that our Auditor Rex Rouse had: stated during the Budget Adoption meeting that we may have spent more this year buti it wasi because we were taking care of maintenance issues that had never been taken care of before this year. Derek then said we can continue these budget discussions later in the budget meetings. Alisa brought up that there were 8 budget amendments that Kim had asked them to vote on in the. January meeting and they had tabled them. Ifthey adopt these budget amendments it is going to take care of most if not all of the overages that Derek may be seeing. There was discussion about the Budget Amendments, Tom Medlin the Town Attorney explained and answered some questions, the said he highly recommended that council approve adoption of at lease 1-5 of the Budget Amendments. Mayor Flynt motioned to adopt Budget Ordinances 1-5, Thearon Hooks seconded the  motion.  3499/Page    VOTE:  Mayor Flynt: Yes Thearon Hooks: Yes Jim Rigsbee: Yes  Derek Foy: Yes Jimmy Landreth: Yes  5  Discussion of and vote on Task 1. of Hazen & Sawyer Hydraulic Model study. Mayor Flynt read the request wei are asking to approve Task 1, to allow Hazen & Sawyer to be on call for us and to approve our revised' Water Specifications. Jim Rigsbee motioned to approve Task1 10 of the Hazen Water Study. Mayor Flynt seconded the motion. No other discussion.  VOTE:  Mayor Flynt: Yes Thearon Hooks: Yes Jim Rigsbee: Yes 5.  Derek Foy: Yes Jimmy Landreth: Yes  Discussion and vote on ordering year-round banners for downtown light poles. Frank Bruno presented the proposal for year- round banners for Downtown, from Your Shirt'sInk. Thearon Hooks motioned to approve the purchase of 20-6 60X30" Sunbrella pole banners at $148.00 each, total $2960.00 for Downtown. Jim Rigsbee seconded the motion.  6.  VOTE: Mayor Flynt: Yes Thearon Hooks: Yes Jim Rigsbee: Yes 7.  Derek Foy: No Jimmy Landreth: No  Discussion and vote on request from DEQ to waive fees fort tap and meter connection to connect business dwelling on corner of Hwy 158 and Hwy 68 formerly known as Bill's Auto Sales due to contamination of well. Mayor Flynt presented this item. He explained that this was one oft the original contaminated areas in Stokesdale. He explained that DENR had contacted him and asked if the Town would be willing to cover the cost ofi installing Town water tot the site. There was a lot of questions and discussion. Item died for lack ofa  motion.  Mayor Flynt Recessed the Regular Town Council meeting at 9:45PM to go into Closed Sessions listed XIII: CLOSED SESSION: Mayor Flynt Opened the Closed Session part of the meeting at 9:50PM 143-318.11 (a)(3) Attorney- Client Privilege regarding a contractual agreement. 143-318.11 (a)(6) Discussion/Potential vote on New Part Time Staff Position(s) for Town of Stokesdale. Per Town Attorey Tom Medlin Item 2. 143-318.11 (a)(6) Discussion/Potential vote on New Part" Time Staff Position(s) for Town of Stokesdale. Portion of the Closed Session meeting can be included with the regular council minutes and is open to the public. Willi include withi the Regular T.C.  below. 1. 2.  Meeting minutes of February 13, 2020.  3500Page    Derek Foy opened for the Discussion of new part time staff. Derek said his thoughts are coming from several different areas. Number Onel he said thati it has become apparent to him that Alisa is overworked, she works ai tremendous amount of overtime. Number two There was at topici in the meeting agenda in February to hire al Deputy Clerk. He said hei is assuming that this need fora a part time Deputy Clerki is on everyone'sr mind here. Thearon spoke up and the Part-time Deputy Clerk position was on the February 9, 2020 work: shopi meeting agenda. (the February 9 work: shop was not held due to bad weather), Thearon added that if council decided to consider someone for a part time Deputy Clerk position they would have to be vetted and sworn inj just like the rest ofs staff because oft the confidential nature of our documents.. Alisa spoke up and described what she is really looking for is a part time person that can filli in for Priscilla at the front desk when Priscilla is working on the billing each month, fill in when someone is out oft the office, someone that is flexible to come in as needed 20 or3 days a week fort thist filli in ori to work on further organizing our files. Mayor Flynt said the reason for Alisa's overtime this year has been assisting Kim Thackerv with the QuickBooks conversion from paper to online, Alisa is also responsible for attending Regular, Special, Emergency, work: shop meetings of Council, and she is also on call 24 hours a day for Water or Town Emergencies, where she may be required to come int to call necessary emergency personnel and handle the phones. There was a lot of discussion regarding a part time person's duties and what hours they would work. Cross-Training Priscilla for more duties, training time fora a new hire. Jimmy Landreth brough up the Finance Officer/budget Officer question since Derek found out the Budget Officer was supposed to be a member of council or staff. Alisa said she had talked to the Mayor, Tom Medlin, and Kim Thacker about this and they! had decided the easiest thing to do if for Kim and Alisa to just switch titles. Jimmy Landreth questioned thej job duties. Tom Medlin and Alisal both explained to council that the jobs were basically interchangeable. She and Kim both worki in the finance and budget accounts together all the time. After much more discussion and suggestions that a couple of different councilmen take on the Budget Officer position and although they wanted to bei involved and work with the Budget officer none wanted to literally take the title, Tom Medlin suggested that Alisa be named the Budget/Finance Officer, and because of the limited work that Kim actually does with both thei finance and budget that she ber named the Assistant Finance Officer. After more discussion, Tom Medlin asked council to confirm if they agreed to Alisa being named the Budget/Finance Officer, Kim be named the Assistant Finance Officer, the consensus was Yes. Thearon asked if this needed a vote. Tom said no that this was al lateral move and did not need a vote. Mayor Flynt reopened thet Regular Town Council meeting at 10:34PM. XIV. Citizen Comments from the Floor (3 Minute Limit per Speaker) NONE  XV. Closing Comments from Council Jim Rigsbee had not comments.  Derek Foy announced that Stokesdale Parks and Recwould be having basketball tournaments Sat. Feb. 29th and April March 6th. Hei invites everyone to come out and support the kids.  Jimmy Landreth thanked everyone for staying. Thearon Hooks Thanked everyone for coming and staying.  Mayor Flynt Thanked everyone for coming. He commented that it was nice civil meeting andi that they  got al lot accomplished.  3501/Page    Council has scheduled al Business meeting for March! 5th at 7pm, and Reg. Town Council meeting will XVI. Adjournment: Mayor Flynt motioned to adjourn at: 10:45pm. Thearon Hooks seconded the  be March: 12, 2020 at 7pm.  motion. VOTE:  Mayor Flynt: Yes Thearon Hooks: Yes Jim Rigsbee: Yes  Derek Foy: Yes Jimmy Landreth: Yes  Approved May 14, 2020 Town Counci/Meeting  4  Mayor  Bli  Town Clerk  hw  3502 [Page