TOWN OF STOKESDALE Regular Council Meeting 8325 Angel Pardue Road Stokesdale, NC2 27357 May 14, 2015  The Regular Council Meeting of the Stokesdale Town Council was held on Thursday, May 14, 2015, at Council members in attendance: Mayor Randy Braswell, Frank Bruno, William N. (Bill) Jones, Vicki Others present included: William B. Trevorrow, Town Attorney; Carolyn L.. Joyner, Town Clerk/Finance  the Stokesdale Town Hall at 8325 Angel Pardue Road.  Whte-Lawrence, Joe Thacker.  Officer; Deputy Scott Casey, Guilford County Sheriff's Department.  Call Council Meeting to Order: Mayor Braswell called the meeting to order at 7:01pm.  Invocation: Given by Mayor Braswell.  Pledge of Allegiance: Recited by Council members and citizens in attendance.  Review and Adopt Agenda: Frank Bruno made a motion to adopt the agenda as written. Vicki White- Lawrence seconded the motion. All Council members voted aye and the motion was approved. Reading and Approval of the Minutes for the Following Meetings: April 15, 2014 Budget Workshop, September 4, 2014 Council Workshop, September 11, 2014 Regular Council Meeting, September 26, 2014 Council Workshop, October 9, 2014 Regular Council Meeting, and October 10, 2014 Council Workshop: Mayor Braswell said that he needs more time to review the minutes. Some corrections  also need to be made. The minutes will be put on next month'sagenda. Comments from the Floor: There were no comments from the floor.  New Business:  Report from Guilford County Sheriff's Department: Deputy Casey said that from the last meeting until today, 20 reports were taken and five of them were Part One crimes. Two of the Part One crimes involved Tire Max located on NC Highway 68. An individual that dropped their car off for a tire change accused a Tire Max employee of stealing $160.00 from the center console in their car. Detectives contacted the victim and he refused to. çooperate sO it was closed out. There was a breaking and entering at a home on NC Highway 68 twice by the same suspect. A firearm and two chainsaws were taken the first" time and tools were taken the second time. The suspect is a friend of the victim. An individual stole Wild Irish Rose from the Bi-Rite and the suspect was caught and arrested. Two unlocked vehicles on Bartonshire Drive were broken into and firearms were taken. Please lock your car doors and  please do not leave at firearm in your car.  Book 13, Page 2719  1  May 14, 2015- Regular Council Meeting    Deputy Casey spoke about sitting and observing trucks with twin trailers for a total of six hours at various different intersections within Stokesdale around NC Highway 68 and NC Highway 65. Updated maps are available on the ncdot.gov website for trucks with twin trailers which show the truck routes and where they are permitted. Trucks with twin trailers are not allowed on state highways. A truck driver that has a North Carolina driver's license would know that they are not supposed to have tandem trailers on state highways. The majority of the trucks with twin trailers are traveling south on state highways through Stokesdale to Kernersville in order to save time. Hei is working with Dawn McPherson as state traffic engineer at NCDOT about putting a flashing sign or other type of sign on NC Highway 68 and NC Highway 65 advising trucks with twin trailers are prohibited. Discussion continued about trucks with twin trailers and NCDOT among Deputy Casey, Council members; and Patti Stokes from the Northwest Observer. Mary Maness, a Stokesdale resident, asked Deputy Casey why the little road that goes through Clintwood Drive to NC Highway 68 is not closed, because someone could get killed there. Deputy Casey said that is another intersection that he sits at. He has given two tickets to one individual Audit Contract for Fiscal Year 2014-2015: Carolyn. Joyner said that this is as standard contract and Mr. Vicki White-lawrence made a motion to approve the audit contract. Joe Thacker seconded the motion. Consider Concurrence with NCDOT's Request to Declare 25 mph Speed Limit on Meadow Springs Drive, Ordinance 97; Springdale Meadow Drive, Ordinances 98 and 99; Spring Birch Terrace, Ordinance 100; and Meadow Springs Place, Ordinance 101: Discussion took place about a repeal and Mayor Braswell. made a motion to adopt the Amendment for Ordinance Number 64. Frank Bruno seconded the motion. All Council members voted aye and the motion was approved. A copy of the Amendment for Ordinance Number 64i is hereby incorporated into and made a part of the Mayor Braswell made a motion to adopt Ordinance Number 97, Ordinance Number 98, Ordinance Number 99, and Ordinance Number 100. Vicki White-Lawrence seconded the motion. All Council Acopy of Ordinance Number 97, Ordinance Number 98, Ordinance Number 99, and Ordinance Number  on two separate occasions and agrees that iti is a dangerous intersection.  Trevorrow has reviewed it.  AlICouncil members voted aye and the motion was approved.  amendment that was made to Ordinance Number 64.  minutes of the meeting.  members voted aye and the motion was approved.  100i is herebyi incorporated into and made a part of the minutes oft the meeting.  Consider GrowinGreen Proposal:  Mayor Braswell said that he spoke to Tommy Cowett of  GrowinGreen and Stokesdale Parks and Recreation authorized and paid for a chemical maintenance program to be done to the Town Park's fields for a total of $2,678.00, which has already been started. Last year the Town authorized and paid for deep tine aeration and top dressing services which leveled the Park's fields. The Town should continue to build the crown on the fields with core aeration,  verticutting, andi top dressing services.  Book: 13, Page 2720  2  May 14, 2015- Regular Council Meeting    Mayor Braswell made a motion to approve GrowinGreen to perform core aeration, verticutting, and top dressing services to soccer fields one and two for a total of $5,000.00. Frank Bruno seconded the Consider Purchase of Pine Straw for the Grounds: Mayor Braswell made a motion to hire the same company the Town hired last year to buy the pine needles from and also to install. Frank Bruno seconded the motion. All Council members voted aye and the motion wasa approved. Mayor Braswell made a motion to allocate $2,700.00 for pine needles and spreading. Frank Bruno seconded the motion. All Council members voted aye and the motion was approved. Security Cameras: Frank Bruno said there were some instances where the security cameras were not showing up on the monitor. He determined that the DVR was overheating sO he called a professional and found that the reason the DVR is overheating is due to either a power supply problem or the capacitors are not keeping a charge. An estimate to replace the whole security system was $8,200.00. The other option would be to make repairs, sO he called Toshiba and was told that it would be $250.00 for their diagnostic fee. Toshiba would not know what actually needs to be repaired until the problem is diagnosed. Toshiba gave a general rough estimate of $1,000.00 to replace the circuit board, power supply, and capacitors. He recommends that the Town send the system to Toshiba for $250.00 to diagnose the problem. He does not recommend replacing the whole security system due to the high Mayor Braswell made a motion to get estimates on a new or different system. Vicki White-lawrence Frank Bruno said that there are other types of security camera systems that are more efficient and less costly. He suggests getting three estimates from three different companies and getting them as: soonas possible, because it is important to keep the security camera system running. Bill Jones said he never liked the security system that was originally purchased because there have been problems with it from the beginning. He suggests taking it down and not having a security camera system in thè Town Park. Frank Bruno said that would be another option because Summerfield and Oak Ridge do not have a camera system in their Town Parks. Patti Stokes from the Northwest Observer said that could change  motion. All Council members voted aye and the motion was approved.  cost.  seconded the motion.  because Summerfield had some vandalism occur int their Town Parkrecently. AlI Council members voted aye andi the motion was approved.  Hazard Mitigation Plans: Frank Bruno said that he, Vicki White-lawrence, and Joe Thacker attended meetings to update Guilford County's hazard mitigation plan. It is required for the county and municipalities within the county to have hazard mitigation plans in place in order to qualify for FEMA (Federal Emergency Management Agency) funds if a disaster should occur. Town Council needs to review the hazard mitigation plan for Stokesdale and update it if necessary. He recommends that Stokesdale continue with the existing hazard mitigation plan that is already in place. The Town needs to email Guilford County by the end of this month with Stokesdale's hazard mitigation plan update. Frank Bruno made a motion to leave the" Town of Stokesdale's existing mitigation actions the same as they have in the past and send it to Zach Smith so he can add that toi the total mitigation package. Joe  Book: 13, Page 2721  3  May 14, 2015 - Regular Council Meeting    Thacker seconded the motion. All Council members voted aye and the motion was approved.  Unfinished Business:  Approval of Contract for the Acceptance of Credit Cards: Frank Bruno made a motion to approve the Fidelity Bank merchant agreement. Bill. Jones seconded the motion. All Council members voted aye and Resolution Authorizing the Disposition of the Copier: Frank Bruno said that Toshiba agreed to come to Town Hall and pick up the 14-year old copier which is of no trade-in or market value and dispose ofit. Frank Bruno made a motion to accept the resolution to have Toshiba haul it off. Bill. Jones seconded the motion. Council members Frank Bruno, Bill. Jones, Vicki White-Lawrence, and. Joe Thacker voted aye and Community Day Frank Bruno: Frank Bruno said he was very happy with the turnout on Community Day and it was a beautiful day. He estimates that 400 or 500 people came through over the Woodmen of the World gave out 196 hot dogs and the bouncy house was a success. Good Samaritans day. collected about 60 pounds of canned food as well as some cash donations, and approximately $45.00 was collected from book sales for the Town library. He wants to propose another Community for Guilford County Trail Summit - Frank Bruno: Frank Bruno said he went out to Haw River State Park and met with the Guilford County Trail Summit which is working to expand the A&Y (Atlantic & Yadkin) Greenway and Mountains-to-Sea Trail and connect it from Summerfield to Stokesdale. He would also like to form al Mountains-to-Sea Trail Committee. The portion of the Mountains-to-Sea Trail that will through Stokesdale will cost very little to maintain. The building of thet trail and the trail maintenance go is mainly provided by volunteers. He will be receiving monthly updates and meet with the Guilford Trail Summit quarterly regarding the A&Y Greenway and Mountains-to-Sea Trail. 660 miles of the County mile Mountains-to-Sea Trail has been completed, sO they will be working to complete the remaining 1,000  the motion was approved.  Mayor Braswell voted nay, so the motion was approved witha4toivote.  the fall.  Day  portion of the trail this year. Stokesdale Water System:  Citizens' Comment Period on the Stokesdale Water System: Mary Maness of 8405 Tree Court, Stokesdale, said she wants to know when the Stokesdale Water System lines will reach her home sO she can connect to the water system. She is very dissatisfied with the slow progress of the expansion of the water system and wants to connect to the Town'swater: system as soon as possible. She $200.00t to to the Town's water system 12 or 13 years ago, but the water lines were never run past her home. She wants to know why it is taking sO long to run the water lines to her home. She cannot drink Joe Thacker said that he has been trying to work on a plan to expand the water lines down Tree Court. He needs to talk to Ms. Maness' neighbors and find out how many of her neighbors are also interested inc connecting to the water system. After that, he will need to obtain an estimate of how much it would cost to run the water lines down Tree Court. It would cost approximately $30.00 per foott to expand the  connect  paid  her well water due to contamination and: shei is tired of drinking bottled water.  Book: 13, Page 2722  4  May 14, 2015 Regular Council Meeting    water lines. There are. some legal issues that he has to tend tof firstand needs more time to work on this. At this time, there is nothing he can do about this matter. There are five houses on Tree Court and he needs to work with the Town's engineer and find out how much it would cost to run the water lines down Tree Court. He really truly would like to be able to provide Ms. Maness with the Town's water. He understands her frustration and will work very hard to resolve this matterto the best of his ability. Town Council does want to honor the agreement made with her 12 or 13 years ago and he is working on it. He Frank Bruno spoke about the mistakes that were made and the difficulties pertaining to the water rate previously being lower than what the Town was paying Winston-Salem for the water, which added to the current problem. The Town is working very hard to get the water funds where they need to be in Mayor Braswell said that he spends approximately 20 to 30 hours a week at his job as Mayor of Stokesdale. He went to Winston-Salem yesterday to speak with their utility coordinator and also spoke to the contractors involved with building the Town's chlorinator, SO he has been working very hard to make this water situation the Town is currently dealing with better forall oft the Town's residents. Town Council has held water workshops and public information sessions. He feels that the Town has been digging out of a big hole and is making progress. The Town audit will show the actual progress that has been made. The Town is also concerned about water quality and water dumping which is also being worked on. He cares very much about getting Ms. Maness connected to the Town's water system and feels her frustration, but he needs more time to work out the details in order to resolve the problems that Town Council is currently dealing with regarding the water system. The Town is making huge progress and he is working as hard as he can to resolve these issues, but iti is going to take some time.  just needs morei time.  ordert to be able to expand the water: system to everyone in Stokesdale.  Otherl Issues Pertaining to the Water System:  Purchase of 3/4" Water Meters: Mayor Braswell made a motion to begin the Water Meter Aging Replacement Program, starting in phase one with the focus on those meters that are the most dangerous to read will be replaced first and those meters will be selected by Yates Construction Company. Frank Bruno seconded the motion. Council members Mayor Braswell, Frank Bruno, Bill. Jones, and' Vicki White-Lawrence voted aye and. Joe Thackervoted nay, so the motion was approved witha4to Mayor Braswell made a motion to purchase Hersey meters with AMR (Automatic Meter Reader) Mayor Braswell said that he was torn between meter manufacturers, Hersey and Badger. Winston- Salem uses Hersey meters with AMR capability and has converted Stokesdale's meter vault to Hersey AMR capability. Other advantages of using Hersey meters are the product and service back-up offered and Hersey has a stocking distributor located in Greensboro, North Carolina. Vicki White-lawrence said shel knows the Town needs new meters and the meters the Town has been using are no longer available, but wants to know if that is all that is available. Mayor Braswell said that safety is an issue and AMR capability will help with that greatly. AMR will also resolve a lot of questions that the Town residents have pertaining to incorrect meter readings, because of the accuracy provided by the new AMR meters. Hei feels that nowi is the perfect time to make the investment for the Town water system duet to the  1vote.  capability. Frank Bruno seconded the motion.  Book 13, Page 2723  5  May 14, 2015- Regular Council Meeting    advanced technology for reading meters which AMR provides and the increased growth of Stokesdale and the Town's expanding water system. Frank Bruno agrees that the investment in meters with AMR capability is in line with the expanding growth of the Town. Bill Jones said he thinks that meters with AMR capability is the right decision. Joe Thacker said that he prefers Badger meters because he feels Badger has more experience building meters than Hersey and makes a better meter. Mayor Braswell said he believes in the experience and knowledge that Winston-Salem provided and feels that Hersey Council members Mayor Braswell, Frank Bruno, Bill. Jones, and Vicki White-Lawrence voted aye and. Joe Mayor Braswell made a motion to purchase 15 Hersey meters, Model 420SG, with AMR capability witha a Nicor Hot Rod HP Data Log for at total of $180.00 per meter ($110.00 for the meter and $70.00 for the transmitter) for inventory and to be sold at the same margin of profit that the current meters are sold Discussion took place about what the dollar amount of the mark-up margin of the meter is now and what it would be for the new meter, manual meter read versus automatic meter read and the cost difference, whether to convert the old meters from manual meter read to automatic meter read, and  meters with AMR capability is the right choice for Stokesdale's water system. Thacker voted nay, sO the motion was approved with a 41 to 1 vote.  at.  adjusting all fees across the board pertaining to meter installation.  Frank Bruno seconded the motion.  Discussion took place about whether a budget amendment was needed. All Council members voted aye and the motion was approved.  Hydro-Guard, Hydrant Meter: Mayor Braswell said that the Town needs a hydrant meter because the flush gallons need to be calculated and reported to NCDENR (North Carolina Department of Discussion took place about the difference between a 9700 and a 9700A auto-flusher (one flushes up to 50 gallons per minute and the other flushes up to 150 gallons per minute), the amount of gallons being flushed, how the auto-flusher would work, the locking collar and stand, and whether the Town needs to Mayor Braswell made a motion to purchase 20 Vita-D-Chlor tablets for $237.00, one locking collar for $80.75, and one adjustable stand for $146.00. Frank Bruno seconded the motion. All Council members Draft Letter in Reference to Refund of Fees Paid for Future Taps When System is Expanded - Continued: Joe Thacker said that this letter is to clarify whether the 50 residents that paid $200.00 in 2003 to connect to the Stokesdale Water System when the water line passed their property during. expansions of the water system are: still interested in connecting to the water system in the future when the water line eventually passes their property or whether they would like a refund of their $200.00. He  Environment and Natural Resources).  purchase a hydrant meter. Town Council decided nott to purchase al hydrant meter.  voted aye and the motion was approved.  read the revised letter to Council members.  Book 13, Page 2724  6  May 14, 2015- Regular Council Meeting    Discussion took place about the response they may receive from this new letter, whether the property owner who signed up 12 years ago was deceased, whether new owners of the property would be entitled to the $200.00 connection fee or whether new property owners would be required to pay the current connection fee, property owners that paid the $200.00 and the water line passed their property but a meter box was not installed at the time, letters that were sent to property owners that paid the $200.00 when the water line passed their property but the property owner never responded SO nothing was done, possibly arranging a special meeting with Town Council and the property owners that paid the $200.00, and adding a response deadline date to this new letter and the alternative if the property Joe Thacker made a motion to amend the letter to add the statement that we need a response from you 30 days from the date of this letter and mail it certified return receipt requested and hopefully we will get a response from all these 50 people and file this away and when the water line passes their house Carolyn Joyner suggested that the letter be written on the Town's letterhead and signed by the Mayor.  owner does not respond by the deadline date.  we will put in a meter box. Vicki White-lawrence seconded the motion.  All Council members voted aye and the motion was approved. Afive-minute recess was taken from 9:42pm to 9:48pm.  Mayor Braswell said that Carolyn Joyner had a suggestion that the person's signature on the letter should be notarized and that would require a motion. Carolyn Joyner said that she is a notary and can notarize signatures and: she does not charge a fee. Discussion took place about whether the letter witha a Joe Thacker said he will amend his motion that this letter should have a notarized signature. All Council Consider "Application for Backflow Preventer": Carolyn Joyner said that this application would be required if a property owner requesting a connection to the water system wanted to install an irrigation system, a pool on their property, or were opening al business in their home. The application will then be sent to Bill Merritt of Meritech, Inc., the Town's Certified Backflow Preventer Inspector. Mr. Merritt will Discussion took place about the the fee the Town should charge for the backflow preventer inspection and whether an administrative fee should be added, how the Town would know if a property owner already connected to the Town's water system decided to install a swimming pool, irrigation system, or open a business within their home unless notified by the Guilford County Planning Department when applying for a permit, and whether or not there is a penalty if the property owner does not comply with Mayor Braswell made a motion to adopt this backflow preventer application with a fee of $125.00 for the initial inspection and this applicant sign that they have received Ordinance Number 54 or waived their right to a copy of the Ordinance that spells out the fines and state laws and the Deputy Clerk will monitor the monthly Accela report from Guilford County Planning to identify any permits that may have  notarized signature would transfer with the property, ifit was sold.  members voted aye and the motion was amended.  then contact the property owner to arrange an inspection of the backflow preventer.  having their backflow preventer inspected annually.  Book: 13, Page 2725  7  May 14, 2015 Regular Council Meeting    been issued for these types of services. Joe Thacker seconded the motion. All Council members voted  aye andi the motion was approved.  Committee and Board Reports: Frank Bruno said he cleaned outt the library.  Departmental and Administrative Report:  Finance Report - April, 2015: Carolyn Joyner said that int the General Fund, assets decreased by about $12,000.00. In the General Fund Checking Account, Summit Supply Corporation was paid $3,650.00 for the swing set, Carolina Safety and Sound was paid $200.00 for the annual inspection of the fire alarm and smoke detectors, Overhead Door Company of Greensboro was paid $130.00 for inspection of the rolling door between Council Chambers and the Town Hall kitchen, Guilford County Emergency Services was paid $1,925.75 for Fire Code/Fire Investigations for 1st Quarter, and Guilford County Finance Department was paid $3,040.00 for Animal Control for 1st Quarter. In the General Fund Account Payable, invoices were received from AED Brands for the defibrillator for $1,079.00 and Andia Enterprises for computer repairs for $131.25. In the General Fund Certificates of Deposit Earned Interest, one CD matured and earned $458.86. In the General Fund Savings Account, $2,063.70 was Carolyn Joyner said that assets increased by about $23,270.00 in the Water Enterprise Account and assets also increased in the Water-Sewer Account. In the Water Enterprise Checking Account, Attorney Brian Walker was paid $1,141.54 fort the collection ofa past due account and the City of Winston-Salem was paid $3,401.95 for water which was really small for the month. Everything else, including Water Frank Bruno made a motion to approve the purchase of a defibrillator for Town Hall and authorize Carolyn. Joyner to pay the invoice of$1,079.00. VickiWhite-lawrence seconded the motion. Carolyn Joyner said that training for the defibrillator is scheduled for Thursday, May 21* at 7:00pm at the Stokesdale Christian Church. Discussion took place about where the defibrillator would be installed. Frank Bruno amended his motion to include a budget amendment to cover the cost of the defibrillator. Presentation of the 2015-2016 Budget & Budget Message - Finance Officer: Carolyn. Joyner gave an A copy oft the proposed 2015-2016 Budget and Budget Message is hereby incorporated into and made a Set Date for Budget Hearing and Authorize Advertisement for Hearing: Frank Bruno made a motion tos set the Budget Hearing date for the next" Town Council meeting on Thursday, June 11th and authorize Carolyn Joyner to advertise the Public Hearing. Vicki White-Lawrence seconded the motion. All Council Consider Budget Amendment: Carolyn. Joyner said that she willl hold this until next month's meeting.  received from Time Warner Cable for1* Quarter fees.  Enterprise Accounts Payable, was routine transactions.  All Council members voted aye and the motion was approved.  overview of the Fiscal Year 2015-2016 Budget. part oft the minutes oft the meeting.  members voted aye and the motion was approved.  Book: 13, Page 2726  8  May 14, 2015- Regular Council Meeting    Administrative Report-Town Clerk: Carolyn. Joyner said that she did not have anything at this time.  Announcements: Mayor Braswell read the announcements listed on the agenda. Comments from Council: Joe Thacker said he was happy to see all the employee cars in the lot. of the former Burlington Industries building when he drove past it on US Highway 158. He parking is also happy that Stokesdale residents were able to get local jobs at that facility instead of Bill. Jones said he wanted to thank Carolyn Joyner for all the hard work she has done  to drive having all putting together  the way to Greensboro.  the budget because it looks good.  Frank Bruno said he wants to thank everyone who helped with Stokesdale Community and for the hard work and hours Council put into working on the budget. Most people do not Day realize all Itis similar to a huge community service project. He also appreciates all the hard they work that every week. Vicki White-lawrence said that she does not think that the residents realize how much work what Town Council does at Town Hall. She felt really bad when Mayor Braswell was criticized goes because into people really do not realize how hard he works and the many hours he puts in as Mayor of Stokesdale. Mayor Braswell said that he sees SO much sitting int the Mayor's chaira and he feels like he has  Council members have other jobs and this is like a second job with all the hours Joyner put in on! behalf oft the Good Samaritans on Stokesdale Community Day.  put in  that Carolyn  She reallyappreciates all he does.  hist back when he walks down the: street in Stokesdale.  a target on  Adjournment: Mayor Braswell made a motion to adjourn. All Council members voted aye and the  meeting was adjourned at 10:33pm  Aleau Marcus, Deputy Clerk  Diana  fhni  Approved:  Meh  D.Randall Braswell, Mayor  Book 13, Page 2727  9  May14, 2015 - Regular Council Meeting