TOWN OF STOKESDALE Regular Council Meeting 8325 Angel Pardue Road Stokesdale, NC: 27357 August 13, 2015  The Regular Council Meeting of the Stokesdale Town Council was held on Thursday, August 13, 2015, at Council members in attendance: Mayor Randy Braswell, Mayor Pro Tem Frank Bruno, William N. (Bill) 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.  the Stokesdale Town Hall at 8325 Angel Pardue Road. Jones, VickWhite-lawrence, Joe Thacker.  Invocation: Given by Pastor Dan Hemric from Faith Baptist Tabernacle located at 7923 Lester Road in  Stokesdale.  Pledge of Allegiance: Recited by Council members and citizens in attendance.  Review and Adopt Agenda: Vicki White-Lawrence made a motion to adopt the agenda as is. Frank Bruno seconded the motion. All Council members voted aye and the agenda was adopted. Reading and Approval of the Minutes for the Following Meetings: Council Workshops of March 17, 2015, March 25, 2015, April 7, 2015, April 14, 2015 (2 Workshops), April 29, 2015, May 5, 2015, and June 18, 2015, a Special Meeting of July 2, 2015, and the Regular Council Meeting of July 16, 2015: Mayor Braswell asked to remove the Special Meeting minutes of July 2, 2015, because he had some Bill Jones made a motion to accept the rest of the minutes as written without reading. Joe Thacker seconded the motion. All Council members voted aye and the minutes were approved. Comments from the Floor: No comments from the floor were made.  questions about them.  NEWBUSINESS  Report from Guilford County Sheriff's Department: Deputy Casey said that since the last Town Hall meeting, 11 reports were generated from the calls received and four were Part One crimes. There wasa theft of property at the Dollar General, al breaking and entering of a motor vehicle and speakers taken, a theft of a ring from a house, and a theft of security cameras and a pipe wrench at the Double K Sports Bar. He said to make sure to lock your doors. Discussion took place about the "Lock It or Lose It" signs  that had been posted in Stokesdale that were missing.  1  August 13, 2015 Regular Council Meeting  Book 13, Page 2772    Consider Resolution of Intent to Close Spotswood Road: Mayor Braswell made a motion to adopt the Resolution of Intent to Close Spotswood Road and in addition, set the Public Hearing on the 10th day of September, 2015, at 7:00pm at the Stokesdale Town Hall on Angel Pardue Road and the Mayor to sign it. Frank Bruno seconded the motion. All Council members voted aye and the motion was approved. A copy oft the Resolution is hereby incorporated into and made a part ofthe minutes of the meeting. Consider Fire Tax Resolutions: Diana Marcus read the "Resolution Requesting a Special Election be Held to Allow Voters in the Stokesdale Fire District to Vote on Fire Tax Cap Increase" to Council members and citizens in attendance. This would allow voters in the Stokesdale Fire District to vote on raising the cap on the fire taxi from 10 cents to 15 cents per $100.00 propertyvaluation. Mr. Trevorrow suggested that the word "qualified" be inserted before the word "voters" in the paragraph numbered as 1., under the heading of "Now, therefore, be it resolved as follows" for both Bill Jones made a motion to vote to approve the Resolution for the Rockingham County side of the Stokesdale Fire District with the changes Mr. Trevorrow recommended adding 'qualified" voters. Frank Bruno seconded the motion. All Council members voted aye and the motion was approved. Bill Jones made a motion to approve the Resolution for the Guilford County side of the Stokesdale Fire District with the same changes Mr. Trevorrow recommended adding "qualified" voters. Frank Bruno Copies oft the Resolutions are hereby incorporated into and made a part of the minutes oft the meeting. Hold Harmless Agreement- - Stokesdale Elementary School: Mayor Braswell made a motion to accept the Hold Harmless Agreement from Guilford County Schools. Bill. Jones seconded the motion. All Council  the Rockingham County and Guilford County versions of the Resolution.  seconded the motion. All Council members voted aye and the motion was approved.  members voted aye and the motion was approved.  UNFINISHED BUSINESS Stokesdale Water System: on the Stokesdale Water System.  Citizens' Comment Period on the Stokesdale Water System: No citizens came forward to comment Customer Response to Certified Letter Regarding the $200.00 Deposit for Water Service When it Becomes Available: Carolyn Joyner said that there are still questions that need to be addressed. Mayor Braswell suggested setting up a workshop sO the letters can be sorted into categories and then presented to Mr. Trevorrow, and then Council can move forward. Council agreed to schedule a Consider Options to Correct/Resolve the Issue of a Meter Box that Stays Full of Water - Continued from 07/16/2015: Mayor Braswell said that the meter box issue on Wendy Gayle Drive has been  workshop for Thursday, August 20th, at 1:00pm.  resolved.  2  August 13, 2015 Regular Council Meeting  Book 13, Page 2773    Set Salary and Advertise for a Field Operator for the Water System = Continued from 07/16/2015: Mayor Braswell said that hei is still working on this and would like to continue this item again. Water Application/User Agreement = Continued from 07/16/2015: Carolyn Joyner said that changes were made to the Water Application/User Agreement. Mr. Trevorrow explained the changes to Council. Mayor Braswell made a motion to accept this draft application with the changes that Mr. Trevorrow has made and adding after the $30.50 "or current rate" plus $5.30 per 1,000 gallons of water "or current rate'.Frank Bruno seconded the motion. All Council members voted aye and the motion was approved. North Carolina 811, Inc. Membership Application and Membership Agreement - Continued from 07/16/2015: Mayor Braswell made a motion to join 811, Inc. and authorize the Mayor to sign. Frank Bruno seconded the motion. All Council members voted aye and the motion was approved. Discussion took place about the process involved when 811, Inc. contacts the Town with a locate Mayor Braswell made a motion to seek a relationship by contract with our preferred vendor. Discussion took place about the Town's preferred vendor who would locate the water lines and their Bill Jones made ai friendly amendment to do some checking to: see what is customary ini that industry.  After some discussion, additional changes were made.  request.  fee.  Mr. Trevorrow suggested that Council explore the market fori this service.  Mayor Braswell said that instead of making the amendment, he will withdraw his motion.  Council agreed to do some research first in order to find out what the industry standard is. Mayor Braswell asked Carolyn Joyner to get some prices from different vendors for locating the Town's water Request for Proposals for Prices for Certain Water Services - Continued from 07/16/2015: Mayor Extension of Waterline on Tree Court = Joe Thacker: Joe Thacker said that he feels that there isa unique opportunity to service a small group of property owners in Stokesdale by investigating the possibility of installing a water line down Tree Court which is a short, dead-end street with five houses on it. Two of those property owners signed up 12 years ago for water service. He would like to spend a little money on engineer drawings for the installation of the water line down Tree Court. Once the drawings are completed, the next step would be to get a couple of estimates from contractors for the installation of the water line. When that is established, he would like to come back to Council to set the fees for the other three houses on Tree Court to connect to the water line. He would also speak to those three property owners in order to find out if they would be interested in connecting to the water system. Council could then determine ifi it would bet feasible, economical, and without any complications that would necessitate having to flushing the water lines. There is also property south of Tree Court that  lines and agreeing to be under contract for the 3-day notification period. Braswellsaid that he would like to continue this item again.  3  August 13, 2015 Regular Council Meeting  Book 13, Page 2774    may be developed in the future. The water lines have not been expanded by the Town since its original construction 12 years ago, and since then, have only been expanded by contractors that are building subdivisions. This is a unique opportunity to provide water service to those five residences on Tree Court Frank Bruno said that the Town has not expanded the water system and Council has been talking about expanding the water system for a year now. He agrees that Council needs to look at the bigger picture concerning the water system expansion and come up with a plan to determine the best places in Town to expand the water system. Tree Court could be worked into the whole water system expansion plan along with other areas in Town. Mr. Trevorrow said that the expansion cannot be based on just one street or particular area. The water expansion plan has to be non-discriminatory and non-preferential andi involve alla areas oft the Town. Joe Thacker suggested sending out a survey to the Town's residents to see who would bei interested in the expansion. Mr. Trevorrow asked whether a water system expansion plan had been discussed among previous Councils and the Town engineer. Carolyn Joyner said that a plan had been discussed and recalled that there was federal funds available at one time for projects that had complete plans and were ready for construction. However, there were no drawings or cost-analysis Joe Thacker asked Mayor Braswell if Council could schedule a workshop within the next 30 days in order to address the situation on Tree Court. Other areas could also be looked at for expansion and determine whether an engineer could come up with a drawing. Mayor Braswell said that water quality is a key factor regarding this issue and agrees that a workshop should be scheduled. Frank Bruno suggested having an engineer attend the workshop in order to get an expert opinion. Mayor Braswell agreed that it Debt Setoff Program and Past Due Accounts: Carolyn Joyner said that currently the Town has a contract with Interstate Credit Collections. The collection agency offers a service that would handle all of the preliminary work involved with the debt and send it to the NC Local Government Debt Setoff Clearinghouse Program for the Town at the appropriate time. This service is offered, but the Town has never signed up for it. Discussion took place about the process. Mayor Braswell suggested looking into Any Other Issues Pertaining to the Water System: Mayor Braswell said that the Town received approval from the North Carolina Department of Environment and Natural Resources (NCDENR) for the Town's chlorinator which was constructed for the Stokesdale Water System in order to alleviate Update: Stokesdale Community Day for October 3, 2015: Frank Bruno said that a bounce house has been secured and flyers and applications have been printed. There is no rain date for the event, sO ifit rains, there will not be a Community Day. The Greensboro Chapter of Woodmen of the World will be giving out free hot dogs and drinks, a table will be set up to collect food and money donations for Good Samaritan Ministries of Stokesdale, and an ad will be put in the Northwest Observer one or two weeks Review of Administrative Task List: Frank Bruno said that he sent the task list to Council and Carolyn Joyner. He wants to meet with Carolyn Joyner and' Vicki White-Lawrence in order to go over the task list  and he would like to hear what Council has to say about this issue.  for the project and there were not enough details in the plans to qualify.  isti time to develop a water system expansion plan.  the matterfurther before signing up.  flushing. The chlorinator has improved the water quality for the Town.  prior to the event.  4  August 13, 2015 Regular Council Meeting  Book 13, Page 2775    and make any necessary changes. He would like to have the task list completed within the next two Generator Maintenance Proposals: Mayor Braswell said that he would like to find out who the authorized Kohler dealers are before moving forward with the generator maintenance proposals that were received from Clarke Power Generation and Carolina Power Generation. Further discussion about Discussion took place about selling the Town's portable generator that is located at the Stokesdale Fire  weeks and requested Council to email him with comments and suggestions.  this will take place at the next Town Council Meeting  Department.  COMMITTEE AND BOARD REPORTS:  Vicki White-Lawrence said that Pam Mick volunteered to Chair the Parade Committee this year. The Parade Committee will be having meetings, looking for volunteers, making phone calls, and sending out Mayor Braswell said that Rick Pegram has volunteered for the Water Committee. The Water Committee will be meeting soon to work on a Water Emergency Action Plan. Joe Thacker said that the Water Committee plans to send out a survey to the Town residents in order to find out how much interest Mayor Braswell said that the Property Committee needs to be ready by next spring to seed and fertilize the fields. Bill Jones said that the fields are being mowed but it was too late to sprig and plug. Joe Thacker suggested that the Property Committee consider putting lime on the fields before seeding and Frank Bruno, the Library Committee Chairman, said that children have been using the library.  emails.  there is in connecting toi the Stokesdale Water System.  fertilizing.  Departmental and Administrative Report:  Finance Report - July, 2015: Carolyn Joyner said that assets decreased in the General Fund by $5,170.73. In the General Fund Checking Account Transactions, $155.00 was paid to Sentry Watch, Inc. for service, $6,653.01 was paid to Interlocal Risk Financing Fund for the Town's Annual Insurance Premium, $600.00 was paid to N.C. Interlocal Risk Management for Worker's Compensation, $1,470.00 was paid to Sunshine Scapes for mowing, $337.50 was paid to the American Society of Composers, Authors, and Publishers (ASCAP) for Membership Fees, $6,130.00 was paid to N.C. League of Municipalities for Membership Fees, $1,128.00 was paid to Piedmont Triad Regional Council for Membership Fees, and $631.00 was paid to School of Government Foundation for Membership Fees. In the General Fund Savings Account, Time Warner Cable Fees were deposited for $1,747.18. In the General Fund Accounts Payable, invoices were received from Janiking of the Triad for $711.20 for their monthly service and from BB&T Financial for $9.60 for postage for sending minutes to State Archives to Ms. Joyner said that she did not have the amounts for the change in assets for the Water Enterprise Account, but assets increased on the Water-Sewer Fund by about $100.00. In the Water Enterprise Checking Account, $1,000.00 was paid to Interlocal Risk Financing for Water System Insurance, $500.00  be microfilmed.  5  August 13, 2015 Regular Council Meeting  Book 13, Page 2776    was paid to Redline Data Systems for Rural Billing Subscription Renewal. Nine refunds of $200.00 each were sent to individuals that requested a refund of the water deposit they had paid in 2003. $878.07 was paid to Brenntag Mid-South, Inc. for Sodium Hypochlorite and $600.00 was paid to the U.S. Post Office for postage for mailing out the water payments. In Water Enterprise Accounts Payable, invoices were received from Meritech, Inc. for $1,300.00 for the chlorinator and from Fortiline Waterworks for Yates Construction Company for $8,828.28 for construction on the chlorinator, $7,101.00 for three water tap installations, $1,350.00 to repair the fire hydrant at Culp Home Fashions, and $1,200.00 for Discussion took place about when to purchase more water meters and how many to purchase. Mayor Braswell made a motion to buy a case of eight of the electronic Hersey meters. Frank Bruno seconded the motion. All Council members voted aye and the motion was approved. Carolyn Joyner said that a budget amendment needed to be made for expenses related to the construction of the chlorinator. Discussion took place about the invoices that need to be paid and the total amount needed to cover all remaining expenses for construction of the chlorinator. Mayor Braswell made a motion to do a budget amendment for $12,000.00 to cover existing chlorinator Discussion took place about the source of the funds for the budget amendment. Council decided to  $2,882.25 for the purchase of water meters. Invoices were also received from  reading andi installing meters.  expenses. VickWhite-lawrence seconded the motion.  transfer the funds from the Depreciation Expense Fund to the Capital Reserve Fund.  All Council members voted aye and the motion was approved.  Mayor Braswell asked Carolyn Joyner why there was sO much money in the Water Enterprise Checking Account. Discussion took place about interest rates and FDIC insurance between checking and savings Purchase of General Statutes: Discussion took place about the cost of the General Statute books that the Town receives and whether or not to cancel the subscription service and access the current General Frank Bruno made a motion to continue the subscription. Joe Thacker seconded the motion. Council members, Frank Bruno, Bill Jones, Vicki White-Lawrence, and Joe Thacker voted aye and Mayor Braswell Consider Publishing the Development Ordinance using Municode: Discussion took place about the cost of using Municode for all of the Town's ordinances and amendments and their availability online Administrative Report - Town Clerk: Carolyn Joyner said that she had received the Annual Discussion took place about anchoring the soccer goals into the soccer fields at the Town Park.  accounts.  Statutes online instead of purchasing the books.  voted nay, sO the motion was approved witha4tolvote.  when iti is done. Council requested a price from Municode before moving forward.  Maintenance Agreement Contract for the Toshiba Copier.  6  August 13, 2015 Regular Council Meeting  Book 13, Page 2777    Discussion took place about some dead trees at the Town Park that need attention. Mayor Braswell asked Carolyn Joyner to send a letter to an adjoining property owner advising them that a dead tree on their property has the potential to fall onto the Town Park property creating a hazard. Mayor Braswell said that he received a letter from the North Carolina Department of Transportation (NCDOT) that confirmed the request that was previously submitted for consideration to designate NC Carolyn Joyner said that flyers are available at Town Hall about the Greensboro Urban Area Transportation Plans Open House on August 18th from 4:00pm to 8:00pm at the Melvin Municipal Office Building located at 300 West Washington Street in Greensboro. Documents and a survey are available  Highway 681 for use by trucks withi twin trailers was not approved.  online at www.guampo.org.  Announcements: Mayor Braswell read the announcements listed on the agenda.  Comments from Council: Joe Thacker said that he is looking forward to the Town Council election this year. Bill Jones said he appreciates that everything worked out with the Stokesdale Fire Department agreeing to a special election allowing voters to vote for a fire tax capi increase. Frank Bruno said that on Thursday, August 20th, he will be meeting with someone at Town Halli for a walk-through concerning the security cameras, and on Saturday, September 12th, at 10:00am, Woodmen of the World will perform a 9-11 ceremony in Downtown Stokesdale. Mayor Braswell said that he appreciates all the hard work that Bill Jones put in to get the Resolution requesting a special election to allow voters to vote on a fire tax cap increase. He is also grateful that the chlorinator project has been completed for the Stokesdale Adjournment: Vicki White-Lawrence made a motion to adjourn. Joe Thacker seconded the motion. All  Water System and appreciates Council's help.  Council members voted aye and the meeting adjourned at 9:40pm.  Aalle  Diana Marcus, Deputy Clerk  Approved:  DKKeR  Randall Braswell, Mayor  7  August 13, 2015- Regular Council Meeting  Book 13, Page 2778    RESOLUTION OF INTENT TO CLOSE SPOTSWOOD ROAD  WHEREAS, a petition has been filed, pursuant to G.S. 160A-299, requesting the Town Council  to close and remove from dedication the following described roadway:  Being that road presently known as Spotswood Road (Secondary Road# 2104) in Oak Ridge Township, and running east from US Highway 158 and terminating at Walter Combs Way Secondary Rd# 2104, Town of Stokesdale,  NC.  NOW,THEREFORE, BE IT RESOLVED, that it is the intent of this Council to close said road to the public use, and that a public hearing on this question will be held on the 10th day of September, 2015, at 7:00 P.M. in the Stokesdale Town Hall, 8325 Angel Pardue Council's Meeting Room, Stokesdale, North Carolina, at which time the Council will hear all interested citizens and make a final determination as to whether the road shall be closed and removed from  dedication.  Adopted this the 13th day of August, 2015.  Abs  Attest:  Cadyhpou Carolyn/L.. Joynér/Town Clerk  STOAE SEAL)  Book 13, Page 2779    AF RESOLUTION REQUESTING AS SPECIAL ELECTION BE HELD1 TO ALLOW/VOTERS IN THE STOKESDALE FIRE DISTRICTTO VOTE ON FIRE TAX CAP INCREASE  WHEREAS, the Stokesdale Rural Fire Protection District was formed on November 9, 1954, as ar result of passage ofareferendum byt the voters of said district to provide fire protection for the citizens in that part of Stokesdale WHEREAS, the authorized levy allowed under NC General Statute 69-25.1 was not to exceed ten cents (10c) per one hundred dollars ($100) valuation of property, and that cap was just reachedi in 2014; and WHEREAS, pursuant tol NC: Session Law 2015-128, House Bill 347, the Guilford County Board of Commissioners may order a special election be! held to consider thei increase oft the maximum allowable levy from ten cents (10c) per onel hundred dollars ($100) valuation of property, to fifteen cents (15c) per valuation of property, either bya resolution from Stokesdale Town Council requesting same, or by their own motion; ànd WHEREAS, iti is understood the actual fire tax rate cannot increase without approval byt the Guilford County Board WHEREAS, the Stokesdale Town Council supports the efforts of Stokesdale Fire District Inc. to continue to provide thes same excellent service our community has enjoyed since 1954, and understands the necessity to ensure future  which lies in Guilford County; and  ofCommissioners during annual budget hearings; and  funding needs be met.  NOW, THEREFORE, BEITI RESOLVED AS FOLLOWS:  1. That pursuant tol NC: Session Law 2015-128 House Bill 347, Stokesdale Town Council does request the Guilford County Board of Commissioners' to order a special election beh held fort that portion of the Stokesdale Fire District which liesi in Guilford County, either by acceptance of this resolution, or upon their own motion, to allow the qualified voters of said district to consider thei increase of ther maximum allowable levyf from ten cents (10c) per one hundred ($100) valuation to fifteen cents (15c) per one 2. That the Mayor of Stokesdale be authorized to sign this resolution and present it to the Guilford County Board of Commissioners with any other documents necessary for their consideration.  hundred dollars ($100) valuation of property;  Adopted this the 13th day of August, 2015.  Randy Braswell, Mayor 4Lh  Attest:  Caslym pu CarolynL L.. Joyner, Town Clerk  Book 13, Page 2780    AF RESOLUTION REQUESTING A SPECIAL ELECTION BE HELDTO ALLOW VOTERS IN THE STOKESDALE FIRE DISTRICTTO VOTE ON FIRE1 TAX CAP INCREASE  WHEREAS, the Stokesdale Rural Fire Protection District was expanded in October, 1963, as ar result of passage ofa referendum byt the voters of said district to provide fire protection for the citizens in that part of Stokesdale Fire WHEREAS, the authorized levy allowed under NC General Statute 69-25.1 was not to exceed ten cents (10c) per one hundred dollars ($100) valuation of property, and that cap was just reachedi in: 2014; and WHEREAS, pursuant to NC Session Law 2015-128, House Bill 347, the Rockingham County Board of Commissioners may order a special election be held to consider thei increase oft the maximum allowable levy fromi ten cents (10c) per onel hundred dollars ($100) valuation of property, tot fifteen cents (15c) per valuation of property, either bya WHEREAS, iti is understood the actual fire tax rate cannot increase without approval by the Rockingham County WHEREAS, the Stokesdale Town Council supports the efforts of Stokesdale Fire District Inc. to continue to provide thes same excellent service our community hase enjoyed since 1954, and understands the necessity to ensure future  District which liesi in Rockingham County;and  resolution from Stokesdale Town Council requesting same, or by their own motion; and  Board of Commissioners during annual budget hearings; and  funding needs be met.  NOW, THEREFORE, BE IT RESOLVED ASI FOLLOWS:  1. That pursuant tol NC Session Law 2015-128 House Bill 347, Stokesdale Town Council does request the Rockingham County Board of Commissioners' to order as special election beh held for that portion oft the Stokesdale Fire District which liesi in Rockingham County, either by acceptance of this resolution, or upon their own motion, to allowi the qualified voters ofs said district to consider the increase of the maximum allowable levyf from ten cents (10c) per one hundred ($100) valuation to fifteen cents (15c) per one 2. That the Mayor of Stokesdale be authorized to sign this resolution and present it to the Rockingham County Board of Commissioners with any other documents necessary fort their  hundred dollars ($100) valuation of property;  consideration.  Adopted this the 13t day of August, 2015.  Fsh  Randy Braswell, Mayor  Attest:  CarolynL.J Joyner, Town Clerk Cuhypepe  Book 13, Page 2781