TOWN OF STOKESDALE Regular Council Meeting 8325 Angel Pardue Road Stokesdale, NC27357 July16,2015  The Regular Council Meeting oft the Stokesdale Town Council was held on Thursday, July 16, 2015, at the Council members in attendance: Mayor Randy Braswell, William N. (Bill). Jones, VickWhte-lawrence,  Stokesdale Town Hall at 8325 Angel Pardue Road.  Joe Thacker.  Council member absent: Frank Bruno, Mayor Pro Tem  Others present included: William B. Trevorrow, Town Attorney; Carolyn L.. Joyner, Town Clerk/Finance Officer; Diana Marcus, Deputy Clerk; Deputy Scott Casey, Guilford County Sheriff's 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: Mayor Braswell added Proficient Project Management and Consultant Services, LLC to the agenda as the last item under New Business. He also added a closed Executive Session for Attorney-Client Privilege to the agenda as the last item under Unfinished Business. Vicki White-Lawrence made a motion to adopt the agenda with these additions. Bill Jones seconded the motion. All Council members present voted aye and the motion was approved. Reading and Approval of the Minutes for the Following Meetings: October 16, 2014 Council Workshop; November 13, 2014 Regular Council Meeting; November 21, 2014 Council Workshop; December 11, 2014 Regular Council Meeting; January 15, 2015 Regular Council Meeting; January 28, 2015 Council Workshop; February 11, 2015 Council Workshop; February 12, 2015 Regular Council Meeting; February 20, 2015 Special Council Meeting; March 3, 2015 Council Workshop (water & budget); March 12, 2015 Regular Council Meeting; April 9, 2015 Regular Council Meeting; April 14, 2015 Special Council Meeting; April 24, 2015 Special Council Meeting; May 5, 2015 Special Council Meeting; May 14, 2015 Regular Council Meeting; June 11, 2015 Regular Council Meeting; June 25, 2015 Special Council Meeting: Joe Thacker made a motion to approve the minutes listed on the agenda without reading them. Bill. Jones seconded the motion. All Council members present voted aye Comments from the Floor: Mary Maness of 8405 Tree Court, Stokesdale, said that the cars coming from US Highway 158 onto Clintwood Drive are speeding and creating a hazard. There are many accidents happening in that area and she is concerned that someone could get killed and would like to request that one end of the road to be closed. Deputy Casey said it would be up to Town Council and  and the motion was approved.  1  July16,2015- Regular Council Meeting  Book 13, Page 2766    NCDOT (North Carolina Department of Transportation). Joe Thacker said that Council would take this request under advisement. Bill. Jones said that this has been considered before. Mayor Braswell would  like to have NCDOT do as study of the situation.  New Business:  Report from Guilford County Sheriff's Department: Deputy Casey said that 18 reports were taken since the last Town Hall meeting and four were Part One crimes. One was an aggravated assault that occurred at the Double K Bar which resulted in the ABC Permit for the bar being suspended, one was theft of property, one was breaking and entering into a residence, and one was theft of an unlocked vehicle that had the keys ini it. He has also seen a decrease oftandem trucks on NCI Highway 68. Guilford County Permitting Fee Schedule Changes: Council members present reviewed the changes Multi-Purpose Fields at the Town Park and Two Proposals: Jason Baynes of 128 Brookfield Drive, Stokesdale, is on the Board with Stokesdale Parks and Recreation and is a Youth Coach for the soccer program. He gave an overview of the soccer program which plays in the fall and spring. He spoke about the condition of the soccer fields at the Town Park and appreciates Town Council allowing them to use the fields. He proposes sprigging Bermuda grass on the soccer fields in order to get the fields in playing condition by mid-September. Sprigging would require the fields to be closed while the sprigs develop. Discussion took place about the process, when it would start, and what needed to be done in order to Bill Jones made a motion to close the soccer fields until further notice. Joe Thacker seconded the Proficient Project Management and Consultant Services, LLC: Scott Willis of 7603 Penns Grove Road, Summerfield, said that he recently retired from the Town of Kernersville and decided to open his own business. He passed out a Letter of Interest and Qualifications to Council members and gave a brief overview of his personal and work history and details about his experience as it relates to the Town  that were made to the fees and acknowledged them.  close the fields.  motion. All Council members present voted aye and the motion was approved.  Water System. Unfinished Business: Stokesdale Water System: the Stokesdale Water System.  Citizen's Comment Period on the Stokesdale Water System: No citizen came forward to comment on Customer Response to Certified Letter Regarding the $200.00 Deposit for Water Service When it Becomes Available: Carolyn Joyner said that 53 letters were sent out, 36 return receipts were received, and 14 letters were unclaimed for different reasons. So far, 12 residents said yes, they want to keep the $200.00 deposit with the Town, two residents said yes but the relative who made the deposit  isd deceased, and five residents said no and want their $200.00 deposit refunded.  2  July 16, 2015 Regular Council Meeting  Book 13, Page 2767    Consider Options to Correct/Resolve the Issue of a Meter Box that Stays Full of Water = Continued from 06/25/2015: Carolyn Joyner said that she called NCDOT about water in the ditch and they indicated that they would check it. She has not received a response from NDOT yet about this and she has not followed up with NCDOT. Joe Thacker said he took a look at the meter box and explained what he saw. Mayor Braswell said to leave this item on the agenda until Carolyn Joyner hears back from NCDOT. Mayor Braswell said that the North Carolina Rural Water Association and Yates Construction have checked for leaks in the water system that could cause the problem, but none were found. Set Salary and Advertise for a Field Operator for the Water System - Continued from 06/25/2015: Mayor Braswell wants to continue this issue for 30 more days while he researches a salary and job description to be advertised. Bill Jones offered to call the League of Municipalities for guidance. Water Application/User Agreement: Carolyn. Joyner said that she combined the two water forms into one and also made some changes. Council members and Mr. Trevorrow reviewed the new application and discussion took place about further changes that are needed. Mr. Trevorrow suggested continuing this until the next meeting SO he can add some verbiage pertaining to the statute and ordinances. North Carolina 811, Inc. Membership Application and Membership Agreement: Discussion took place about who would locate the water lines and how that would be done. Mr. Trevorrow was concerned about the Indemnification listed on the Membership Agreement and would like to read the general statute. Mayor Braswell said to keep this item on the agenda for the August meeting in order to give Mr. Trevorrow an opportunity to read the general statute and contact the League of Municipalities Consider Adding an Administrative Fee to the Request for Reimbursement for Insurance Claims: Mayor Braswell asked Mr. Trevorrow if someone comes through Town and damages part of the infrastructure to the water system, can the Town legally include an administrative fee when filing a claim? Mr. Trevorrow said to tryi it, and see ift the insurance company pays it or rejects it. Mayor Braswell made a motion for Staff to add a reasonable fee with documentation provided showing the time that was required to process the insurance documentation and make phone calls which justifies attaching an internal administrative fee to the claim. Discussion took place about how much to charge for an administrative fee. Mayor Braswell made ar motion to consider a $75.00 administrative fee to process insurance claims and make phone calls for damaged water infrastructure. Vicki White- Lawrence seconded the motion. Mayor Braswell said that if there was a catastrophic event that required many hours of work to process an insurance claim, the administrative fee would be $30.00 per hour. Mayor Braswell amended his motion to include the $75.00 administrative fee for two hours of work that was required to process a claim and a more lengthy process that was required to process a claim would be $30.00 per hour. All Council members present voted aye and the motion was approved. Any Other Issues Pertaining to the Water System: Carolyn Joyner presented a rough draft of a request for proposals for prices for the installation of taps and other services needed for the water system. It needs more work and she asked for suggestions from Council and suggested that Council take itundera advisement. Mayor Braswell said to leave it on the agenda for the August meeting. Set Stokesdale Community Day for October 3, 2015 and Consider $500.00 Budget for Community Day Expenses: Joe Thacker made a motion to set October 3rd, 2015 for Community Day at Stokesdale  ifnecessary.  3  July 16, 2015- Regular Council Meeting  Book 13, Page 2768    Town Hall and set a $500.00 budget for expenses. Vicki White Lawrence seconded the motion. All Consider Location for Placement of Corn-Hole Games: Andrew Pearson had made corn-hole games for the Town Park as his Eagle Scout project. Council discussed possible locations in the park. Mayor Braswell asked staff to contact Andrew Pearson and arrange for him to meet Mayor Braswell and Council members at the Town Park to select the exact location and to see if he needed any assistance Determine Location for Defibrillator: Discussion took place about various locations that would be appropriate for safe access to the defibrillator, a box to put the defibrillator in, and an audible alarm Mayor Braswell made a motion to purchase a box for under $500.00 to put the defibrillator in and also include some possible installation dollars. Bill. Jones seconded the motion. All Council members present Closed Executive Session for Attorney-Client Privilege 65143-318.110/0): Mayor Braswell made a motion to go into a closed Executive Session. Vicki White-Lawrence seconded the motion. All Council members present voted aye and Council went into a closed Executive Session at 9:03pm.  Council members present voted aye and the motion was approved.  withi installing them.  that could be attached.  voted aye and the motion was approved.  The meeting reconvened at 9:24pm. Committee and Board Reports: isa also being developed. be purchased.  Mayor Braswell said that he and Joe Thacker have a new member on the Water Committee. An outline Mayor Braswell and Bill. Jones had a short discussion about the Property Committee and what needed to Mayor Braswell made a motion to authorize the Property Committee to purchase a case of light bulbs for $125.00. Vicki White-Lawrence seconded the motion. All Council members present voted aye and  the motion was approved.  Discussion took place about materials needed to close the Town Parki fields.  Mayor Braswell made a motion to purchase posts and tape for $100.00 to close the fields. Joe Thacker seconded the motion. All Council members present voted aye and the motion was approved. Joe Thacker said he had spoken to Stephen Louie, Chairman of the Ordinance Review Committee. The next Ordinance Review Committee meeting will be in September. A secretary is needed for the Discussion took place about whether the Town's contract with the Guilford County Planning Department  Ordinance Review Committee.  includes help with the Ordinance Review Committee.  4  July 16, 2015 Regular Council Meeting  Book 13, Page 2769    Vicki White-Lawrence said that the Parade Committee is scheduled to meet on August 11"at7:00pm.  Departmental and Administrative Report:  Finance Report - June, 2015: Carolyn. Joyner said that in the General Fund, assets increased over the previous month by $69,726.38. In the General Fund Checking Account Transactions, the News & Record was paid $365.82 for the rezoning and budget ads and Council stipends were paid. General Fund Accounts Payable included invoices from the School of Government Foundation, Inc. for $631.00 for membership dues, Guilford County Emergency Services for $872.25 for fire code/fire investigations for 2nd quarter, N.C. League of Municipalities for $6,130.00 for membership fees, JaniKing of the Triad for $711.20 for their monthly service, ASCAP (American Society of Composers, Authors, and Publishers) for $337.50, and Piedmont Triad Regional Council for $1,128.00 for dues. In the General Fund Savings Account, a utility franchise tax distribution for 2nd quarter was received for $82,089.11. A General Fund Certificate of Deposit matured and earned $47.02, and the. June 2015 Interest Earned was $139.72. Ms.. Joyner said that on the Water Enterprise Account, assets decreased by $11,478.79 over the previous month and ont the Water-Sewer Fund, assets increased by $20.71 over the previous month. In the Water Enterprise Checking Account, Sunshine Scapes, Inc. was paid $35.00 to mow at the water tower, Fortiline Waterworks was paid $2,041.86 for an auto hydrant flusher, collar lock, and Vita-D-Clor Tablets, Pump, Pipe, Sales & Service, Inc. was paid $124.55 for water diffuser parts, Mark D. Helms was paid $2,771.72 for the construction of the small building and anchors for the chlorinator, Pennington Electric was paid $2,345.001 for work on the chlorinator, Yates Construction Company was paid a total of $7,893.32 for fire hydrant repair, meter installations, a tap that included extra footage, and the readings of the water system, and Meritech, Inc. was paid $255.00 for initial backflow preventer inspections. The Water Enterprise Accounts Payable included invoices from Yates Construction Company for $1,000.00 for reading meters and installing a meter and Meritech, Inc. for monthly service. A Certificate of Deposit in the Water Enterprise Fund matured and earned $57.51 and a Certificate of Deposit in the Water- Administrative Report-1 Town Clerk: Carolyn. Joyner said that a Facility Use Agreement was received from the Stokesdale Community Choir requesting three additional dates in September. Council had Vicki White-Lawrence made a motion to approve the three additional dates. Joe Thacker seconded the Mayor Braswell made a motion to accept Harrison Beene's application as a volunteer here in Town. Bill Jones seconded the motion. All Council members present voted aye and the motion was approved. Announcements: VickWhite-lawrence read the announcements listed on the agenda.  Sewer Fund matured and earned $43.74.  already approved the dates for October, November, and December.  motion. AllCouncil members present voted aye and the motion was approved.  Comments from Council: Joe Thacker said that he observed the installation of water taps and learned Bill. Jones said he wanted to congratulate Alamance County for having the courage to post "In God We Trust" signage on many oft the county buildings. Randolph County and Davidson County have also posted  al lot.  5  July 16, 2015 Regular Council Meeting  Book 13, Page 2770    signs. There is an organization that solicits the counties and municipalities to allow them to post these Mayor Braswell said that he had a very positive meeting with a contractor and engineer and worked through a lot oft the water issues the Town had. He feels good about the direction the Town is going with Vicki White-Lawrence said that she attended the Guilford County Triad Trails meeting in Frank Bruno's absence and thinks the Town needs to collaborate with Summerfield and Oak Ridge to see what can be done in Stokesdale with the trail system. Mayor Braswell suggested putting a map of Stokesdale and markers on a table in Council Chambers for residents to mark where the trail should go. Residents can decide if the trail should or should not go over their property and use a green marker for yes and a red marker for no. This would be a helpful tool in order to start putting the pieces of the trail together. motion. All Council members present voted aye and the meeting adjourned at 9:49pm.  signs.  the water system.  Adjournment:  Mayor Braswell made a motion to adjourn. Vicki White-lawrence seconded the  Dalhs  Diana Marcus, Deputy Clerk  Approved:  aGh  D.F Randall Braswell, Mayor  6  July 16, 2015 Regular Council Meeting  Book 13, Page 2771