Town of Stokesdale January 11, 2018  REGULAR TOWN COUNCIL MINUTES  Council Members in Attendance: Mayor John Flynt, Thearon Hooks, Jr., Bill. Jones, Other Attendees: Oliver Bass of Guilford County, John Bain, Town Attorney, Alisa Houk, Deputy Clerk, Kim Hemric, Town Administrator/Town Clerk/Finance Officer,  Frank Bruno, TimJones Philip Pulliam, Budget Officer Invocation: Done by Frank Bruno.  Pledge of Allegiance: Completed by those in attendance.  Review and Adopt Agenda: The agenda was approved after aj period of comments regarding Minutes being approved in chronological order and closed session minutes being presented together as one unit for Council review. It was agreed upon that catching up on Minutes would be a priority for February, 2018's1 regular meeting. Ms. Hemric, Town Administrator/Town. Clerk noted that she had been coming in early and working on the weekends to work on drafting minutes, also reporting that it was a challenge for staff with the front desk deputy clerk position not being filled. Frank Bruno made the motion and John Flynt seconded it. Closed Session minutes from 11.15.17 were postponed for approval at the 2.18.18 Regular Town Council Meeting. Public Safety Reports: Sergeant Eric League from the Guilford County Sheriff's Office reported that 70 calls were received for the month of] December, 2017, fort the Town of Stokesdale. He stated 1062 calls came into the sheriffs office for Stokesdale for the 2017 calendar year, ofwhich 76 calls were crime-related. Stokesdale Fire Department: ChiefTodd Gauldin reported for December, 20171 the fire department had responded to; 36 calls medically correlated for Stokesdale, and 28 oft them being fire- related. Gauldin stated that with a 4% increase, thei fire department is prepared to respond to approximately 900 calls in 2018. ChiefGauldin encouraged citizens to use Monthly Financial Report: Philip Pulliam, Budget Officer, reported the revenue for the General Fund was $89,063.00, of which $63,907 was from quarterly utilities franchise tax distribution received in December, 2017. Expenses were: approximately $117,804.00, with salaries being $34,668.00 oft that total expense. For the Water Enterprise, Mr. Pulliam reported income was $254,841.00, being led by $209,038.o0in Republic Waste/Trash Pickup: Representatives from Republic Waste Services were at the regular town council meeting to address recent complaints from various citizens, regarding dissatisfaction in receival of services. Republic Services rolled out that beginning February, 5th, 2018, all citizens would receive, garbage service every Wednesday in an effort to improve services. Republic Services verbally acknowledged recent stress on their system beyond the inclement weather issues of recent occurrence, and that they are working on having multiple trucks in thes same area as their long-term goal. Aquestion was asked about Summerfield receiving services for $10 as compared to a quote for $100 recently given to a citizen. The representative from Republic Services  Vote= All ayes.  the correct fuel for alternative heat sources.  watersales.    said that the information was incorrect. He stated the price of$10 is the same across the Ordinance Violation Update with Town. Attorney: Brian Pearce, gave an update on the ordinance violation with Northwest Meadows/the developerand the' Town of Stokesdale. Pearce reported that al letter datedJuly: 31, 2017 had not been responded to and was now considered final. Mr. Pearce stated that the developer's letter of response from August, 2017 did not include the word appeal or contain language referencing an appeal. He referenced ordnance 8.34 and 8.4. Mr. Oliver Bass, Planner, with Guilford County, reported the structure exceed the 6' requirement, and that the word "sign" was used on thej permit application. Mr. Bass shared that a building permit had not been issued ifi it was not a sign, and that the developer did not go through thej proper appeal process. In summary, Mr. Bass reported that a building permit should have been obtained first and that the structure did not show up on the site plan design. Motion was made by Frank Bruno to consider the response to Mr. Bass's letter on August 4th, 2017 as an appeal and send the case back tot the Planning Board.John Flynt seconded the motion, adding to waive any penalties until that hearing takes place. Tim Jones said the developer should complete the Board of Adjustment Application, and pay thei necessary $200.00 fee. Vote = 3 Ayes (Thearon Hooks,Jr., Frank Bruno, John  board for both municipalities.  Flynt) 21 Nays (Bill Jones, Tim Jones)  John) Flynt Thearon Hooks, Jr. BillJones Frank Bruno TimJ Jones Public Hearings:  Aye Aye Nay Aye Nay  CASE 17-11-STPL-05762: Easement Closing Application. A request for easement closing across 8616 to 8622 Belews Creek Road, Guilford County, Tax Parcels 0223694, 0223393, 0167187, and 0224661 in Oak Ridge Township, Applicant Billy Moore. Mr. Oliver Bass, Planner with Guilford County, commented on NCGS 152(a) - 143 and the fourl lots noted on the plat map provided. Mr. Billy Moore spoke, saying that he is trying to obtain a septic tank permit, thati the septic tank is the reason for the easement closing. Speaking in opposition was Jimmy Williams (spouse, Cybil) saying they are not opposed to what Mr. Moore is doing, but their concern is ift the lots sales, for example ofl lot #4 sales, people could ride horses or all-terrain vehicles on it. The public hearing closed at 8:37p.m. Motion made by Frank Bruno. Thearon Hooks, Jr. seconded the motion. Vote  = All ayes. John Flynt Thearon Hooks, Jr. BillJones Frank Bruno TimJones  Aye Aye Aye Aye Aye  Special Use Permit:    Case 17-12-STPL-06345: The public hearing was fora a request for a special use permit to establish a landscape and horticultural business in an AG (agricultural) business in an AGz zoning district. The proposed site consists of approximately four acres, ofabout nine acres purchased on Cogan Lane by Mr. Leonard Kerns. Mr. Oliver Bass, Planner for Guilford County, stated that the business would be allowed in the. AG district with a special use permit and that ifMr. Kerns sold the property at a future date, the special use] permit would remain with the actual property. Kerns said hel has owned a small landscaping business for 20 years and plans tol have no: retail sales on thej property. Seven of nine citizens sworn in fort the publich hearing said they had further questions. James Burkhead said they considered the special use permit as spot zoning. Doris Dimaria said she was concerned about the nose and damage to the road. Robert Burkhead III asked ifi neighbors had been notified about the public hearing. At Mayor Flynt'srequest, Mr. Kerns agreed to ask forad continuance until February 8, 2018, and in thei interim meet with his neighbors to discuss their concerns. All of on Council voted Website/Web Hosting: Tim. Jones stated he had contacted a web hosting company about the town's website and email problems, but before any decisions could be made, they, the council, should have a written report or assessment from Tech Authority, the current' IT vendor. John Flynt motioned to have Tim Jones and Frank Bruno reach out directly to' Tech. Authority and request an assessment. Frank Brunoseconded the  Ayet to continue to next month's regular town council meeting.  motion. Vote = All Ayes. John Flynt Thearon Hooks,Jr. Bill. Jones Frank Bruno TimJones  Aye Aye Aye Aye Aye  Job Description/lown Administrator: Frank Bruno: stated that he and Ms. Hemric (Town Administrator/Towm Clerk/Finance Officer) are working on a job description and task report for thet townsadministrator position. It was noted that Ms. Hemric was promoted tothei town administrator position in August, 2016, but although itl has been frequently brought up at town council meetings, she does not yet have ajob description outlining her responsibilities and level of authority. No further action or Insurance Bonding: Frank Bruno stated that by the next town council meeting he would confirm and expects to know ifthe town has thei insurance and bonding coverage it should have. (The North Carolina League of Municipalities coverage documents are in Public Records: Vicki White-Lawrence has been working on completing a project she started over a year prior. Mr. Thearon Hooks, Jr. said afters she completes the public records project, that he and she will get together and decide what needs tol be done next.  votes occurred.  the Administrator/Town Clerk'soffice)  No: further action or votes occurred.    Town Hall Usage: Frank Bruno said he did research on surrounding policies of approximately: 7 or 8 surrounding towns. Some towns do not rent out their town hall and others may limit it toi non-profit organizations. Bruno reported the average rental fee ofthose contacted was approximately $75.00 for four hours. No further action Closed Session: The council voted 5 - Otoenterinto closed session at 9:43p.m. under Attorney Resignation: Upon reconvening at 10:36p.m., Mayor Flynt said the council had accepted Brian Pearce's resignation. Mr. Pearce agreed to stay on with thei town Security System: The council voted unanimously (all ayes) to continue this discussion tot theJanuary 25th, 2018 special meeting regarding the water system. They hope to have ai formal contract before that meeting. Mayor Flynt noted Sentry Watch currently handles the town's security system in response to Bill. Jones saying council did not get competing bids as was long-term practice. General discussion took place that the council may consider installing new cameras and audio in phases. The continuous loop they New Attorney: Thearon Hooks, Jr. made motion to have the Town and Wolfe & Associates (John Bain) accept a contract for services. He noted the proposal had already been sent. This item was added to the. January 25, 2018 special meeting of water. Access to. Attorney: Frank Bruno motioned to carry this item over the January 25, 2018 special meeting for water. John Flynt seconded the motion. Council voted = All  occurred, as this item was continued.  NCGS 143-318.11 (5) to discuss an employment contract.  until a new contract with someone else was in place.  anticipate would last two toi three months.  ayes. John Flynt Thearon Hooks,Jr. BillJones Frank Bruno Tim Jones  Aye Aye Aye Aye Aye  Commitee/Admin Reports:  BillJones reported that he had winterized the irrigation systems at the town park and thesoccer fields. Bill Jones reported there had been some miscommunication regarding theadditional shelter for the town park. He said hei thought the council wanted a wooden structure, sO he had obtained estimated for one that costs $15,000 for the materials and approximately another $10,000 to install. He noted the structure does not need to be that big, however, one similar toi the: size ofa a gazebo would work. The council  appropriated $50,000 in thel budget for fiscal year 2017-18.    Ms. Hemric reported the average daily water cost for the most recent billing was $533.03 which was down from $678.54 the previous cycle. The town purchased 2, 546,042 gallons from Winston-Salem last month. She said there were. 43 NC811 locates. Ms. Hemric noted that NCDOThad not authorized repair,y yet, for thes sink hole found in Dawn Acres Phase 2, that it has been too cold for paving. She noted by also sayingit would bei nicei if the council meetings could be uploaded to the town's website, which would allows stafft to streamline the meeting coverage and for citizens unable to attend, Council Comments: Tim Jones thanked the two citizens who remained after the closed session, and thanked Brian Pearce for his service. Frank Bruno said officials from other small towns had said they're amazed that Stokesdale can operate without a sales tax. "Tt'seasy," he stated. "Don'tspend money on stuffy you don't need." Bill Jones thanked Brian Pearce for stepping in after thej prior attorney exited in October. He stated he was disappointed Mr. Pearce was leaving, but even more disappointed tol be paying more for legal advice. "Ihope we can continue to be ai town without a tax," noted BillJones. Mayor Flynt said each oft thet two public hearings earlier ini the meeting were unusual.  tos stay ini thel loop.  Meeting adjourned at 10:55p.m. AA  Bias GPKHemric, Town Admin/Town Clerk Aisa Houk lAHRim  Mayor/