TOWN OF STOKESDALE Regular Council Meeting 8325 Angel Pardue Road Stokesdale, NC2 27357 February 11, 2016  The Regular Council Meeting oft the Stokesdale Town Council was held on Thursday, February: 11, 2016, at COUNCIL MEMBERS: Mayor Randy Braswell, Mayor Pro Tem William N. (Bill). Jones, Frank Bruno, Vicki  the Stokesdale Town Hall on 8325 Angel Pardue Road in Stokesdale, North Carolina.  White-Lawrence, Tim Jones. OTHERS PRESENT INCLUDED:  William B. Trevorrow, Town Attorney; Carolyn L. Joyner, Town  Clerk/Finance Officer; Diana Marcus, Deputy Clerk; Kim Hemric, Town Clerk; Philip Pulliam, Finance Officer; Sandra Murrell, Deputy Clerk; Oliver Bass, Guilford County Planning Department. CALL COUNCIL MEETING TO ORDER: Mayor Braswell called the meeting to order at 7:00PM.  INVOCATION: Given by Mayor Braswell.  PLEDGE OF ALLEGIANCE: Recited by Council members and citizens in attendance. REVIEW AND ADOPT AGENDA: Two items were added under New Business.  Mayor Braswell made a motion to approve the agenda with the two items that were added. Vicki White- Lawrence seconded the motion. All Council members voted aye and the motion carried. READING. ANDAPPROVAL OF THE MINUTES: The Special Council Meeting of] July 2, 2015 and the Regular Council Meeting of December 10, 2015: Tim Jones said he would like to hold the Regular Council Mayor Braswell made a motion to approve the minutes for the Special Council Meeting of. July 2, 2015. Frank Bruno seconded the motion. All Council members voted aye and the motion carried. COMMENTS FROM THE FLOOR: There were no comments from the floor.  Meeting of December 10, 2015 for further review before approval.  NEWI BUSINESS:  Report from Guilford County Sheriff's Department: Deputy Scott Casey was not present. PUBLIC HEARING: REZONING CASE 16-01-STPL-00147: AG to RS-40: Located at 8116 Near Haw River Road on the north side of Haw River Road approximately 1,350 feet west of its intersection with NC Highway 68i ini the Town of Stokesdale, (Tax Parcels #0163757: and 0163758) in Oak Ridge Township, being  at total of 26.25 acres. Applicant: Combs, Inc.  1  February 11, 2016- Town Council Meeting  Book 13, Page 2879    088Z a8ed 'EI y00g  Supaaw Iounog UMO1-9TOZ 'IT Aenuqay  Z  Jofew ayl asnepaq pue taay auenbs 000'00 yo unwlulw e aq 01 OAeY IIIM S101 ayl 'Ot-S8 01 pauoza. s! Apadoud ay1 #: tey1 pies. Ja.yoy WI 0.0qsu0019 'peoy jeuoi8ag yinos 00Z suonnjos pue7 1a14o8 S140 Bupoddns JOy Iounoo UMOL yueyl 01 squem OH" UMOL ay1 UI4AIA Suymoy Aauow ay1 daay pue poddns djay 01 UMOL ayl 48no1yl Aijeoo! 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Kevan Combs said he wanted to say one more thing that he forgot about. There is a graveyard on the property whichi is on the State Registry Map. The graveyard has been surveyed off and will be a protected Those speaking in opposition to the rezoning request: No one spoke in opposition to the rezoning Oliver Bass said he wanted to mention for the record that the Planning Board held a public hearing last Tim. Jones asked Mr. Bass to explain the connection to the graveyard and how it would be preserved and how access would be provided to it. Mr. Combs said he could address that. There is an illustration on the site plan which should be approved by the state at that point. There is immediate access right across the Bill Jones wanted tol knowi if Arbor Place Drive would be connected. Mr. Combs said that Arbor Place Drive would be the only connection. There isas safety concern with a Haw River Road connection. They are going through all of the steps with NCDOT (North Carolina Department of Transportation) now and are using the: sub-street coming out of Charles Place. The left over acre or two will be cut off and will be where he will bring the water line into the property. There are two existing homes surrounding that piece of the property and he planst to build a home on that single lot that is in harmony with the surrounding homes. Frank Bruno made a motion to approve the rezoning based on the following: 1. It is consistent with the current Stokesdale Land Use Plan which recommends residential development of lots of at least 40,000 square feet. 2. It is reasonable based on the recommendations of the Town Planning Staff and Planning Board recommendation of approval. 3. Iti is in the public interest because it promotes low-density: single- family residential development and is consistent with current housing developments in the area. Mayor Braswellseconded the motion. All Council members voted aye and the motion carried. Consider Purchase of Numbered Bands for Fire Hydrants: Mayor Braswell: said that the Fire Department numbers the new fire hydrants installed in a new subdivision and applies reflective strips around them in order to identify the flow. The Fire Department is running out of them and the Town has always split the Mayor Braswell made a motion to purchase 40 bands at whatever half the cost is unless the price break is50.E Bill Jones seconded the motion. All Council members voted aye and the motion carried. AI Resolution Requesting Guilford County Commissioners to Consider the Distribution of Local Sales and Use Taxes on al Per Capita Basis: Bill. Jones said that the Guilford County Commissioners need to make a decision about which process to use, Ad Valorem or Per Capita, in April that willl be effective July 15t. He wants to get this Resolution to the Commissioners to review before they need to make that decision. He also made a chart from several different sources and Mr. Trevorrow: advised him that he needs to put a  area and will continue to be maintained. He is working with the state to ensure this.  request.  week and recommended approval to Town Council on the proposed rezoning.  road right-of-way on the back oft the property towards the creek.  cost.  3  February11,: 2016-1 Town Council Meeting  Book 13, Page 2881    disclaimer on the bottom of it. He wants to make it part of the record that he will leave it to Mr. Trevorrow's discretion to put the disclaimer on the bottom ofi it and have it retyped. Diana Marcus read the Resolution to Town Council and those attending the meeting. Mr. Trevorrow said that he may want Bill Jones made a motion to adopt the Resolution with whatever changes Mr. Trevorrow determines is Bill. Jones said he also has some numbers that he wants to make a part of the record and Mr. Trevorrow is also going to write some disclaimers on the bottom of the Resolution. Tim Jones said for the record, where were these numbers gathered from. Bill. Jones said from the Department of Revenue website and All Council members voted aye and the motion carried. The Resolution is hereby incorporated and made Approve a Vendor for Pre-employment: Tim Jones made a motion to approve the Mayor to sign this contract and he would also like to include int the motion that the Mayor and Mayor Pro Tem be the review committee for the reports they get back from this vendor and make a recommendation to Council. Frank  toy put in some clarifying changes of wordage that may help the Resolution.  needed to apply. Mayor Braswell seconded the motion.  budgets from various towns. a part of the minutes oft the meeting.  Bruno seconded the motion. All Council members voted aye and the motion carried.  UNFINISHED BUSINESS Stokesdale Water System:  Citizens' Comment Period on the Stokesdale Water System: There were no comments made.  Any Other Issues Pertaining to the Water System:  Set Fees for Construction Inspections = Continued: Mayor Braswell made a motion to continue this item until the March Town Council Meeting. Tim Jones seconded the motion. All Council members voted Consider Applicant Certification Form for Northwest Meadows Phase One: Mayor Braswell made a motion to authorize the Clerks to send this forward to the North Carolina Water Resources Environmental Quality Group with all of the accompanying documentation showing it is complete and checked off and authorize the Mayor to sign it. Bill Jones seconded the motion. All Council members voted aye and the Public Records Request Policy- = Continued: Frank Bruno made a motion to continue this item. Mayor Braswell seconded the motion. All Council members voted aye and the motion carried. Consider Proposal for Typing Services: Mayor Braswell made a motion to add Triad Reporting and Typing Services to the Town Vendor List. Frank Bruno seconded the motion. All Council members voted  aye and the motion carried.  motion carried.  aye and the motion carried.  4  February 11, 2016- Town Council Meeting  Book 13, Page 2882    Consider Contract for Water Billing Services: Frank Bruno asked if Anne Garner from By the Book Accounting and Tax Preparation Service needs to sign a confidentiality agreement. Carolyn Joyner asked if there should be some wording incorporated into the contract that this is on a month-by-month basis and not an annual contract. Mr. Trevorrow said that there may be a possible insurance issue due to this person being contracted by the Town. Liability issues could potentially result if confidential information wasreleased and inappropriately yused,sos something should be puti into the contract that covers the Town from liability for disclosure. Discussion took place about this issue. Mr. Trevorrow said that he would Mayor Braswell made a motion to approve this agreement pending Mr. Trevorrow's contact with the Town's insurance carrier and he will also speak with Anne Garner about her insurance certificate and should there be any suggestions or changes, they will be incorporated into the agreement. Bill Jones Community Day Update for May 7,2016: Frank Bruno updated Council about Community Day. Visitors Log Update: Tim. Jones made a motion to continue the Visitors Log for 90 more days. Mayor Braswell seconded the motion. All Council members voted aye and the motion carried. Ethic's Training Update: Tim. Jones said he contacted UNC School of Government and there is no class available int this area at the moment. The Ethics webinar course in May isa one-time course and in. June it can be purchased at a minimal cost which can be used multiple times. Hei thinks that purchasing the Ethics course which is approximately $125.00 would be the best option. Discussion took place.  contact the Town's insurance carrier.  seconded the motion. All Council members voted aye and the motiono carried.  COMMITTEE AND BOARD REPORTS:  Property Committee: Bill. Jones said he spoke with Vicki White-Lawrence about the Town Park. She had gotten some prices from two different vendors and will resubmit the proposals for everyone to review. A workshop will be scheduled with Sunshine Scapes to go over their proposed maintenance schedule. Library Committee: Frank Bruno said that two people called to donate books and he will put more Water Committee: Mayor Braswell said that meetings were put on hold until after the Town Hall staff Consider Planning Board Application: Frank Bruno made a motion to approve Joe Thacker as an alternate on the Planning Board. Vicki White-Lawrence seconded the motion. Frank Bruno, Bill Jones, and VickWhitelawrence voted aye. Mayor Braswell and Tim. Jones voted nay. The motion carried witha a3to  books out to sell.  transition. He would like to schedule a meeting in March.  2v vote.  Departmental and Administrative Report:  Finance Report - December 2015 and January 2016: Carolyn Joyner went over the financials for the General Fund, Water Enterprise Fund, and' Water-Sewer Fund for December 2015 and. January 2016. Administrative Report: Carolyn Joyner said she did not have anything to report.  5  February 11, 2016- Town Council Meeting  Book 13, Page 2883    Discussion took place about the proposals that were received forl lawn maintenance.  Discussion took place about the committee list.  Frank Bruno made a motion to have the Deputy Clerk go through all of the committees and contact the people currently serving on them to verify whether or not they want to continue to serve on that committee and if not, remove them from the list. If they want to continue to serve, they would need to Mayor Braswell said to call the members listed on the following committees: Budget & Finance, Public Safety, Economic Development, Roads & Transportation/158, Ordinance Review, Land Use Plan Review,  ply.vaawhtetawrere seconded the motion.  and Athletics & Recreation.  All Council members voted aye and the motion carried.  Municipal Records Retention and Disposition Schedule: Vicki White-lawrence said that the last time that Council had adopted the Municipal Records Retention and Disposition Schedule was in July, 2002. However, there had been a revised schedule that was done in 2012, and a portion ofit was revised again Mayor Braswell made a motion to use that schedule as a guide for the Town's records retention and Frank Bruno said that he would like to have a small retirement party for Carolyn Joyner on Monday, Frank Bruno made a motion to budget $300.00 to spend on food and whatever is needed for the celebration. Vicki White-Lawrence seconded the motion. All Council members voted aye and the motion  in 2015. It is something that Council needs to take action on. Discussion took place. disposition schedule. Discussion took place. There was no second or vote.  February 29th from 4:00pm to 6:00pm.  carried.  ANNOUNCEMENIS: Mayor Braswell read the announcements listed on the agenda. Town of Stokesdale over these many years and wishes her a happy retirement.  COMMENTS FROM COUNCIL: Tim. Jones said he wanted to thank Carolyn Joyner for her service to the Frank Bruno said he wanted to thank Carolyn Joyner as well. She took something that really had no direction and turned it into something amazing. Three people were hired to replace her. Carolyn Joyner Bill Jones said he would like to echo those comments to Carolyn Joyner. He would also like to remind citizens that there is a referendum on the ballot for the March 15th primary election, SO please come out and support the Stokesdale Fire Department for a! 5-cent increase on thet fire district tax cap. Mayor Braswell said congratulations to Carolyn Joyner for making it through 20-some years. That is the kind of employee he thinks any firm would want to have, which is her dedication. It definitely was not for  has done at fantastic job and we are going to miss her.  6  February11,: 2016- Town Council Meeting  Book 13, Page 2884    the pay, but was her absolute dedication to the Town and the citizens of the Town. She has done agreat Vicki White-Lawrence said that the Town has been fortunate to have her. She is amazed at all of the Diana Marcus said that she wanted to thank Carolyn Joyner for a wonderful year and a half. She is a wonderful boss is very thankful to have had the experience of working with her. She has taught her a tremendous amount of knowledge that she will use, going forward to help the new employees. ADIOURNMENT: Mayor Braswell made a motion to adjourn. Vicki White-Lawrence seconded the  job.  knowledge, information, and Town history that she has in her head.  motion. All Council members voted aye and the meeting adjourned at 8:29PM.  MerMvu  Diana Marcus, Deputy Clerk  Approved:  ARIAR  D.R Randall Braswell, Mayor  7  February 11, 2016- Town Council Meeting  Book 13, Page 2885    ARESOLUTION REQUESTING GUILFORD COUNTY COMMISSIONERSTO CONSIDER THE DISTRIBUTION  OFL LOCAL: SALES AND USE TAXES ON AI PER CAPITA BASIS  WHEREAS, the Town of Stokesdale was incorporated on November 9, 1989 bya act of the North Carolina General WHEREAS, from that time until July 1, 2003 the Town of Stokesdale received the major part ofi its funding from the distribution ofs sales and uset taxes collected byt the State of North Carolina on every purchase made in Guilford WHEREAS, the Guilford County Commissioners in 2003 voted to change the distribution method from Per-Capita to Ad' Valorem in thet face of much opposition from Mayors, Council Members and citizens ofr many smaller towns int the county, who realized that they would getr none of the distributions oft thel locally collected taxes because the WHEREAS, the Stokesdale Town Council believes the residents of smaller municipalities are entitled to the same reimbursement of local taxes collected as those who livei ini thel larger cities, and shouldi not be punished because their town chooses to acti ina a conservative manner and noti impose a property tax, whichi is hurtful toi thel local WHEREAS, thel Town of Stokesdale now provides many oft thes services provided by the county in unincorporated areas, sucha as a water: system, af full timel lawe enforcement officer, al library,at town hall, a community room, emergency shelter, animal control, planning department: services, attorney on staff, zoning and planning board,a town park, walking trails, veteran's monument lighting, downtown: street light maintenance, garbage service contract: administration and many more services generally provided byl localgovernment;  Assembly; and  County and distributed to all municipalities on al Per Capital basis; and  towns did not impose a property tax on their citizens; and  economy and: stiflesj job growth; and  NOW, THEREFORE, BE ITI RESOLVED ASI FOLLOWS:  1. That the Stokesdale Town Council respectfully requests the Guilford County Commissioners vote to return tot the Per Capita distribution method which treats all taxpayers fairly and equitably 2. That the Mayor of Stokesdale be authorized to sign this resolution and present it toi the Guilford County. Board of Commissioners with any other documents necessary fort their consideration.  regardless of where they live.  Adopted this the 11th day of February, 2016.  bK e Randy Braswell, Mayor  Attest:  Cadpdgpe CarolynL.J Joyner, Town Clerk  STE SEAL DREBDAS  Book 13, Page 2886