TOWN OF STOKESDALE Regular Council Meeting 8325 Angel Pardue Road Stokesdale, NC: 27357 May 8, 2014  The regular meeting of the Stokesdale Town Council was held on Thursday, May 8, 2014, at the Council members in attendance: Mayor Randy Braswell, Frank Bruno, William N. (Bill) Jones, Vicki Others present included: William B. Trevorrow, Town Attorney; Deputy Scott Casey, Guilford County Sherriff's Department; Les Eger, Town Planner; Carolyn L.. Joyner, Town Clerk/Finance Officer. Call Council Meeting to Order: Mayor Braswell called the meeting to order at 7:00pm. Invocation: Recited by Pastor Walker from Oak Level Baptist Church. Pledge of Allegiance: Recited by Council and citizens in attendance. Business for North Carolina League of Municipalities' Town Hall Day.  Stokesdale Town Hall at 8325. Angel Pardue Road.  White-Lawrence.  Review and Adopt Agenda: Frank Bruno requested to add a new item as number seven under New Frank Bruno made a motion to adopt the Agenda with the one change. Vicki White-Lawrence seconded the motion. All Council members voted aye and the Agenda was adopted with the change. Reading and Approval of minutes of the. July 16, 2013, Regular Council Meeting and Executive Session. Bill Jones made a motion to approve the minutes of the July 16, 2013, Regular Council Meeting and Executive Session. Frank Bruno seconded the motion. All Council members voted aye and the minutes Comments from the Floor: Pastor Walker, Oak Level Baptist Church, Stokesdale, thanked Mayor Braswell and Council members, especially Bill. Jones and Frank Bruno, for their support of his son, Mark Walker, who is running for Congress. He said that in District 6, Mark Walker received 256 votes and his  were approved.  nearest competitor received 83 votes. He said the run-off willl be. July 15,2014.  New Business:  Report from Guilford County Sheriff's Department: Deputy Scott Casey said that from the last meeting of April 10th until today, there were 14 reports generated from the calls they received. Four were Part one with two arrests made. The other two were due to some unlocked vehicles that were  rummaged througha and they are still looking forasuspect.  Book: 13, Pagez 2521  1    Deputy Caseys said that they have been receiving al lot of calls fromi the Arbor Run area. There is a vehicle that has been driving through the area regularly in mid-afternoon but nobody is calling 911 to let them Mayor Braswell asked about the Deputy's car and Deputy Casey said there was 85,000 miles on it NC Sand Volleyball Presentation: Glenn Cashion, Director oft the NC: Sand Volleyball Program, said he understands that his proposal asking to use the Park again this year was well received. He wanted to give an update of where they are and where they are going. He provided a Power Point presentation. He said there are over 120 players now involved in the Program. He continued to show pictures and explain the growth that has taken place among the teams in the Program. He also showed places involved. He said that he asked several of the players that volunteered to come to the  know about it, so they encourage people who see this vehicle to call 911.  now.  right  of the pictures meeting  tournaments  and championship finals they attended and explained further details of the people and  and talk about their experiences.  Avery Scott, a student at Western Guilford High School, said this is her third year playing sand volleyball. She said that she enjoys playing with her friends and gets to meet a lot of new people. She likes that Stokesdale is a safe environment for her family and friends to come out and watch her practice and thanked Council for allowing her to come out to the Park and play on the sand courts. Taylor Moulton, a student at South Stokes High School, said that this is her third year playing sand volleyball. She said that when she started playing, there were not a lot of girls but now there are a lot more girls playing than ever before. She loves this sport andi it keeps people from getting int trouble sO it isre really great that she is able to come out to the Park and play. She meets new people and makes new Taylor Rhodes, a first year student at Salem College in Winston-Salem, said she plays college volleyball there and played sand volleyball for four years. She said that sand volleyball was very small when she started playing and she has watched it grow enormously over the last four years. She is a coach now, and she likes that she can help other girls in this sport. Sand volleyball is the main reason she plays in college. It has kept her in shape, she plays faster, and her skill level is better. Playing in the sand is for her due to her short stature. She will always continue playing sand volleyball and also thanked good Glenn Cashion said that this is a proud moment for him having these young women come in and  friends, and it has been a really great experience. She thanked Council too.  Council. He said he girls.  wanted  Council to hear what their investment in the Park and community has done for speak. these  Mr. Cashion said they spoke last year about making some court changes and getting in more sand, SO they need to get together sometime soon and talk about the sand situation and how they plan to reconfigure the sand court to make it safer. He also thanked Council for moving the pits sO the girls do not trip. He said that they also need to talk about arranging where they can store some equipment. He REZONING CASE #14-04-STPL-01511 AG to PDR: Located at the north side of Haw River Road approximately 1,0001 feet east of NC 68. Tax Parcel #0163613 (part) in Oak Ridge Township and  also thanked Council for letting them bet there.  Book 13, Page 2522  2    totaling approximately 113.8 acres. Owned by Bernie and Vicki Stewart, Kay Harrell, and Diane Stack: Les Eger stated that he had a rezoning case requesting to be rezoned from Agricultural to Planned Development Residential (PDR). The case number is 14-04-S7PL-01511 and this request is on a 113 acre tract of land with approximately 80 residential lots. The lot sizes that are being prepared are a minimum of 20,000 square feet at a density of .7 units per acre. The map Council has in their packet helps illustrate the areas of wherè the homes will be located. The areas outlined in yellow would be for the residential structures and the other areas would be left for open space use and septic systems. He explained that Phase One would bei in the area furthest to the west, Phase Two would be in the middle, and Phase Three would be in the area furthest to the east. The property owners are Bernie and' Vicki Stewart, Diane Stack, and Kay Harrell. The land use on the property is currently being used as a golf course and the surrounding land uses are residential, agricultural, and to the west are several commercial uses. The Stokesdale Future Land Use Plan map shows it should be for private recreational uses, but they are requesting it changed for residential uses. The Plan recommends the residential request ini this part of the Town which is outside the Town core. Itis developed with 40,000 square foot lots with increased natural buffers on the perimeter roads and interconnectivity, between developments with roads and trails. It also recommends the elimination of planned development residential outside the Town core. The Town Hall is currently located at the edge of the Town core. This request is inconsistent with the Stokesdale Future Land Use Plan, although the residential uses are compatible with the surrounding uses and surrounding zonings. It is not consistent with the division oft the Town for the areas outside of the Town core, but if this is approved, he thinks it would be a good idea to look at planting some vegetation on the perimeters of the site, because it may be beneficial to the zoning if  approved as is. He said that Staff does recommend denial of this request.  Those who spoke inf favor oft the rezoning:  Chris Rohrer of Land Solutions Land Surveying, 200 South Regional Road, said that there are some challenges primarily because of the Town's Land Use Plan, which is leaving the Staff no choice but to recommend against the proposal due to some of the language found in The Land Use Plan. The Land Use Plani isar road map to help guide the roads and uses al lot of vague terminology like visions and goals that should take place. A Land Use Plan is an attempt to minimize future land use conflicts while specifying certain uses in certain areas and is a statement of how the town would like certain things to happen in certain areas under certain conditions and to rectify them. A Land Use Plan paints a big picture perspective for the Town as a whole and it would be impossible to have a plan in place for every possible use for every piece of property for years to come in the future. You have to keep in mind that when you are referring to the Land Use Plan, assuming the project meets the Plan, you cannot take one or two sentences word for word to define whether the Plan is for or against, SO you have to consider the big picture and the overall intent and goals of the Plan. What is forcing Staff to recommend against the rezoning is int the Residential Area section of the Land Use Plan. The exact language that is causing the problem reads: The following standards are recommended; minimum lot size of 40,000 square feet, eliminate the use of Planned or Unit Development Residential PDR outside of the Town core. When you read that in black and white, Staff has no choice but to recommend against the rezoning request. Staff does not make judgment calls or look at intent. It is up to the Planning Board and Town Council to make judgment calls because Staff generally deals with the black and white. It is also black and white about both of those recommended standards in that they are simply recommended standards and not legal requirements. That is why Staff's hands are tied because of the recommended standards and language  Book 13, Page 2523  3    int the Land Use Plan.  Chris Rohrer said now they are getting to what he calls the gray area or a common. sense area. It is up to the applicant, Planning Board and the Town Council to make some interpretations and judgment calls ultimately to decide whether or not this rezoning application and subdivision plan meets with the intent and spirit of what the Land Use Plan is trying to accomplish. In thel Land Use Plan under Residential area the Plan: states the following: The Plan recommends preserving the Stokesdale rules set by establishing: a uniform residential density. To achieve this, the following standards are recommended; a lot size of 40,000 square feet, increase natural buffers along perimeter roads and intricate systems in major developments, and increase natural buffers and protection along creeks and waterways. This is under Land Use Development Residential outside the Town core. From a common sense approach, what the Land Use Plan is trying to accomplish in residential areas is uniform residential density, increase buffers along roads, entrances, streams, and waterways. The recommended standard for a minimum lot size is 40,000 square feet and is a number used to calculate density not a specific lot size. The key issue you have to consider is what the intent of the Land Use Plan is. Density is the number of houses you can build per acre. If density is one house built per acre, then with ten acres you can build ten houses and with two houses per acre you can build twenty houses on ten acres SO the higher the density, the more houses per acre. The intent of the Land Use Plan is to have a uniform density in a residential area with one house per 40,000 square feet. This way you would not have ai ten acre tract with ten houses on it next door to a ten acre tract with twenty houses on it. Under the PDR density which they are using tonight, the applicant can propose a number of uses in order to establish a minimum requirement of open space. The applicant can submit a variety of densities, open: space, and buffers that is left up to the Planning Board and Town Council to determine if the uses, density, open space, buffers, and everything else about the Plani is acceptable. For housing in a residential area, thel Land Use Plan wants to maintain uniform density of one house per 40,000 square feet, add buffers to subdivision entrances and around the water. Regardless if the zoning is RS-40 or PDR or other design, the Land Use Plan wants the density to remain the same, whereas Stokesdale, Oak Ridge, Summerfield, and Guilford County PDR district have fewer restrictions or standards than others and allows the applicant a lot of freedom to be creative and think outside the box. For their application, they have modeled this design based on three things; what the Land Use Plan wants to see in residential areas, the basics of an open space type of development design, and what they have done previously in Stokesdale with other subdivisions that have been approved, built, and have proven to work well in Stokesdale. The key pieces of this application that the Board needs to consider are the uses allowed, the density, and the open space and buffers they are proposing. All of those uses are limited to single family residential and no businesses Chris Rohrer said that this proposed subdivision will also be connecting onto the Town's water system. Their proposed density is eighty houses on 113 acres which equates to .7 houses per acre. If you use the Land Use Plan's recommendation of uniform density of 40,000 square foot lots, it would allow them to build 123 houses on the same 113 acres which equates to one house per acre. They are not proposing any houses in RS-40 or uniform density that the Land Use Plan specifically allows. Their plani is not based on how many lots they can get, but is based on a really nice layout that considers topography, ponds, streams, and open space that they can bring all together to create an appropriate design. The Land Use Plan's density allows one house per acre and they are proposing less than that. Their proposed open space of this site is over 67 acres which is 33 times more than what the PDR district requires. Their plan isr not based on! bare minimums or barely meeting the ordinance requirements for using open: space that  are proposedi for this application.  Book: 13, Page 2524  4    the Land Use Plan recommends.  Chris Rohrer said that their open space preserves and maintains the rural character and natural habitats and enhances the beauty of the community. Their open space would have buffers along the main entrance and around all of the creeks and ponds. The Land Use Plan talks about the potential for future trails between different neighborhoods and areas throughout the Town. They take this into account and plan for trails along streams. People really enjoy using open space areas and look for neighborhoods with open space sO they can play outside in the woods and creeks. If you compare this plan with the goals and visions outlined in the Land Use Plan, this plan should receive Council's full support and approval. This plan does support, preserve, and maintain natural habitat in the community, create environmental protection, and is an appropriate neighborhood design for a vibrant community. This is not the first time that a project like this has been a proposed in Stokesdale. This is the same team of designers, developers, and builders that completed the Angels Glen subdivision in Stokesdale, and Conway Thresher said he is representing Kevan Combs who is one of the developers working on this project. He has worked for Kevan Combs for over ten years. Everyone knows the subdivisions that Mr. Combs is a part of and they have turned out well in the community and are everything the residents would expect. They are looking at approximately 113 acres with eighty lots and a vast amount of space that he believes would really work in the community: and with the homeowners. The vast amount open of open space would not be considered agricultural but is the closest thing to it in the community. He  to see expect  they  the same quality and results on this project.  apologized for Kevan Combs not being able to be at the meeting.  Those who spoke against the rezoning:  Claudia Machurosky, 7901 Dorset Downs Drive, said that she remembers years ago when Kevan Combs started buying up all the farms and said he was interested in keeping things open. They wanted more open space in Oak Ridge but now they are putting in more homes. She said that she has a creek behind her house and when she bought the land more than fifteen years ago the creek was very narrow. Now the size of the creek has doubled and three trees on her property fell down onto the golf course and that is with no houses there. When it rains the ground absorbs the water, but if there are al lot of houses there, she thinks the creek will get even bigger and she will keep losing the back of her houses should be on bigger lots. The people should be able to see the way the houses property, are going to be built, what kind of buffers they will put up, and howi iti is going to look before they approve it. Scott Lawrence, 8400 West Fall Lane, Stokesdale, said he and his wife have lived and been involved in Stokesdale since 1986. He said that he served on the Northwest Guilford County Area Stokesdale Land Use Plan, and the Planning Board of Stokesdale. Town Council and people Plan, in the audience have served on various committees to plan the future of our Town and we all care a great deal about our community and want the best for it. They developed a Vision Statement about their view of the future of the Town and developed various detailed land uses. They thought about the Town centered among the rural areas of Stokesdale, and all the groups that met over those years realized being that the business/commercial area was very important to the Town sO that people had places to get groceries and the services they needed. They also saw Stokesdale as something different. want to be like Jamestown, Highpoint, or Oak Ridge, but wanted to maintain the rural They character of Stokesdale. He said that hei is very worried they are going down bit by bit by rezoning and developing in  SO the  the  did not  Book 13, Page: 2525  5    different ways and feels that they are losing some of what they all sawi int their vision sO hej just wants to bring this forward as a concern of his which may or may not be shared by everyone else. Staff made their recommendation based on the grounds that reflect their word about whether they are moving in the right direction for a place that wants to be different than other places in Guilford County and the surrounding communities. He said that he is opposed to the rezoning. They can build one house for every 40,000 square feet and they can set up open space as being very restrictive in terms of what one would want for recreational use. This property now serves some of the population but they will take a lot and divide it up into those areas that are undevelopable. They need some open space that is flat sO they can play volleyball and things like that. They are right about trails, creeks, and the endangered plants along the creeks that need to be preserved like natural habitats, rocks, and waterfalls. He said that he is very concerned about this proposal fori these various reasons and he hopes they consider that ifthey approve this proposal, theya are not maintaining the rural character: and uniqueness of Stokesdale.  Those who spoke fort the rezoning in rebuttal:  Chris Rohrer said that he wanted to address Claudia Machurosky's concern about buffers and erosion. He said that during the course of developing a subdivision there are very strict watershed and erosion control measures andi they! have to adhere byt them because if they do not, the fines that result can be in excess of $5,000.00 per day. They do not wish to propose any additional problems because their plans are being submitted to the County and the State for approval. He said he also wanted to address Scott Lawrence's comments about open space. He understands that some developers and designers do put open space is unusable areas but this subdivision is an exception to that. There are many usable areas out there sO they use creeks, ponds, and woods that nobody can use and they can make more roads and Nancy McCoy, 8516 Springbirch Terrace, Stokesdale, said she had an informational question. She asked ifthe open space areas shown ont the topographical map were also the septic areas. Mr. Rohrer said that potentially the septic areas could be in the open space areas. Ms. McCoy said that in her community, Springdale, the septic areas are in open space areas and no recreation can take place on them sO she questions how much recreation can take place on the open space areas in the new subdivision. Mr. Rohrer said the open space areas are for passive recreation like walking and playing with the dog that will not affect the septic system. Ms. McCoy said she just wanted to know how much open space is truly for recreation if they are septic areas. Mr. Rohrer said he also lives in Springdale and that is a different type of zoning and there is not much open space there and the access to those off-site septic areas is very limited. He said that is why they proposed this site like they did, because iti is more open and there is more access to it. He said the open space areas with septic systems installed can be used for passive recreation. He said you can play with your children out there but you cannot drive a truck across those septic areas. Ms. McCoy asked if they will have accessible lanes or streets or will they be connected to property. Mr. Rohrer said not like in Springdale, but the open spaces will be completely accessible when Claudia Machurosky asked if maps will be printed for the people that they can take home, look at, and talk to people about sO they can have a better understanding of where the open space areas are going Les Eger said that this is an advertised public hearing for a request for rezoning of the property and ift the property is rezoned the ordinance is set up to allow development to occur on it. He said thei issue comes  longer driveways as well.  the: subdivision is completed.  to be.  Book: 13,F Page 2526  6    down to whether this is the appropriate location for PDR: zoning. Thei individual lots, once the zoning is inj place, can be built out per the development ordinance. People do ask about what kind of homes are being built and lot size inj public hearings but the real issue is that they want to rezone the property from Mayor Braswell asked if anyone else would like to come forward and: speak against the rezoning. No one else came forward so he closed the Public Hearing and asked if Council had any questions. Frank Bruno asked Chris Rohrer why they decided to develop the property this way as opposed to 40,000 square foot lots. Mr. Rohrer said it had to do with the available soils in the area. He said the design was primarily based on the streams and ponds and things of that nature and the available area Bill. Jones wanted to know ify you have 40,000 square foot lots, would the houses be closer to the creeks,  Agriculturali to Planned Development Residential.  for septic systems.  buffers, and septic systems. Mr. Rohrer said yes, that is correct.  Bill Jones asked Mr. Rohrer to clarify what open space is because people seem to think it is for recreation when open space is just open space, not where you would put in a ball field or anything like  that.  Mr. Rohrer said Mr.. Jones was correct.  Frank Bruno asked ift they were willing to plant more vegetation in the buffer areas.  Mr. Rohrer said that trees and landscaping are installed which is a selling standpoint, and there are  definite plans to do that.  Mr. Trevorrow. suggested that Les Eger comment al little more abouti the buffer areas.  Les Eger said that if this type of development is approved, the intent was to create a natural rural type setting and if vegetation was put in at a greater density rather than leaving it open space, it would be  nice to see vegetation that is natural to the area.  Mr. Trevorrow asked at what stage of the process that would be discussed. Les Eger said that would be while developing the Unified Development Plan.  Vicki White-Lawrence asked about the terms of our ordinance and why Staff recommended denial. Les Eger said he looked into the Land Use Plan and what the intent was, and it said that they wanted 40,000 square foot lots outside the Town core. Les Eger said that the Planning Board did recommend Frank Bruno made a motion to approve the rezoning based on the following: Even though it is not consistent with our current ordinance, it does meet the intent of the ordinance duei to the amount of  approval oft this zoning request with a vote of five to two.  Book 13, Page 2527  7    open space and density of building lots and total acreage, and the intent of the plan is compatible with the current surrounding uses andi it is int the public interest. Frank Bruno amended his motion to indicate it is consistent with our Land Use Plan. Bill Jones seconded the motion. Mayor Braswell, Frank Bruno, and Bill Jones voted aye, and Vicki White-Lawrence voted nay. Council approved the request to rezone Les Eger said that he would like to introduce a new Planneri they hiredi in Guilford County who is going to be serving as the Town Planner and his name is Dervin Spell. He said that Dervin Spell will handle the rezoning cases the Town may have next month, but said he will be there to help him through the Mayor Braswell made a motion to take a five-minute recess. Frank Bruno seconded the motion. All  the property witha3to1 vote.  process.  Council members voted aye and the meeting recessed at 8:10pm. Mayor Braswell reconvened the meeting at 8:17pm.  Generator Maintenance - Service Agreement: Mayor Braswell made a motion to contact. Jeff Miller with Oak Ridge Electric and get an estimate on servicing the generator at Town Hall. He said he wants an estimate for an annual and semi-annual and then an annual and three quarters rate for comparison. He said he also wants his emergency labor rate for 24 hour a day service and his regular labor rate. He made a motion to continue this until the. June meeting. Vicki White-Lawrence seconded the motion. All Applications for the Position of Deputy Clerk: Mayor Braswell said they have aj job description and an Frank Bruno made a motion to have Carolyn. Joyner move forward with advertising the job, taking the applications, and performing the preliminaryi interviews. Vicki White-Lawrence seconded the motion. Further discussion took place. Vicki White-Lawrence said she thought Carolyn Joyner had the authority to! hire the Deputy Clerk. Frank Bruno said that he was under the assumption that Carolyn Joyner could not hire the Deputy Clerk or he would amend his motion. Mr. Trevorrow: said that it could be done. Frank Bruno withdrew his original motion. He made a motion to allow Carolyn Joyner to advertise for the job at her discretion using this job description, do the interviews, and hire the Deputy Clerk. Vicki Frank Bruno amended his motion to indicate the rate of pay not to exceed $12.00 per hour that will be based on Carolyn Joyner'sr recommendation. He added that CarolynJoyner will performas 90-day review, after which she has the discretion to fire the Deputy Clerk. He also added that Council receives quarterly reports about the employee. Vicki White-Lawrence seconded the amended motion. All Council members Town Hall Operating Hours: Carolyn Joyner said: she is proposing that until a Deputy Clerk is hired and trained, they change the Town Hall operating hours from 9:00am to 5:00pm Monday through Friday to  Council members voted aye and the motion was approved.  application.  White-Lawrence seconded the motion.  voted aye and the motion was approved.  9:00am to 4:00pm Tuesday through Friday with Mondays closed.  Book: 13, Page 2528  8    Mayor Braswell made a motion to take the Town Clerk's recommendation for the Town Hall's new hours. Vicki White-Lawrence seconded the motion. All Council members voted aye and the motion was  approved.  Carolyn. Joyner said that the new! hours would be effective May 19, 2014.  North Carolina League of Municipalities Town Hall Days: Frank Bruno said that this is an event that they went to last year and he feels that it is very good for Council to attend because it is very informative. He said it is an opportunity to let the legislators know how they feel about certain things. He said this is the North Carolina League of Municipalities Town Hall Day that is scheduled for Wednesday,June 4, 2014, in Raleigh, from 9:00am to 7:00pm, and there isa cost of $45.00 per person. Frank Bruno made a motion to budget $180.00 for four Council members to attend. He asked if there  were any funds in the budget for training.  Carolyn Joyner said they did have some money for training in the budget.  Mayor Braswellseconded the motion. All Council members voted aye andi the motion was approved.  Unfinished Business:  Discussion on Procedures for Appointment to Vacant Council Seat = Continued from April 10, 2014 Meeting: Vicki White-Lawrence said that she put this on the agenda so they could discuss how to go about choosing a person to fill the vacancy. She said that they took applications back in December and she would not have any objections to doing that again because some of those people might still be interested. She asked if they should take applications again, because she knows they do not have to. She said the previous applicants could let Council know ift they would still like to be considered. Frank Bruno said that once they find out who may still be interested, they should have a Public Forum where the applicants could state the reasons why they should be on Town Council and the public could ask questions. He said he thinks it would be a goodi idea to have that as part oft the procedure.  Vicki White-lawrence said that she had no objections toi that.  Bill. Jones said that was a very good point. He said that the applicants could express an interest because the application does not indicate anything about the person, such as where they grew up, where they Vicki White-lawrence asked if they should have a Public Forum and anyone who is interested could Frank Bruno said that they would have to pick a day and time to do that. He said they could have a Special meeting or do it at a Town Council meeting. He said they could put it on the Agenda for the Frank Bruno made a motion that on the July 24th Town Hall meeting that they have an open portion where candidates who want tot take the Town Council seat can come and make a statement as to why  have lived, and what they see ast the future for the Town.  come and present themselves.  Town Council meeting.  Book 13, Page 2529  9    they want to be on1 Town Council and there would also be a question and answer period.  Frank Bruno said they would not need to accept new applications with an open forum because people would just express their interest at the meeting. He said that the candidate could give a five-minute speech at the podium and then there would be a three-minute question and answer period for each candidate. He is alli foral Public Event where people can make their cases known and where they stand. Bill Jones said that he would like to make a stipulation that Council can appoint someone any time before July 24th. He said that if Council decides to have a special meeting and appoint a candidate that has already applied and made their reasons they want to serve known to Council already, he wants to Mayor Braswell said that if no one is appointed before the. July 24th Town Hall meeting, they will have a public period at the Council meeting where that person can introduce themselves to the Town, and it would be open for anybody to ask questions and they may not necessarily have to choose one of those Frank Bruno said that it would be Council members asking questions, but the public could submit Vicki White-lawrence seconded the motion. All Council members voted aye and the motion was Consider Approval of Facility Use Agreement for Park: Council reviewed the Facility Use Agreements. Mayor Braswell said one was from Stokesdale Youth Football, David Homol and Clay Walker. Discussion took place among Council about this Facility Use Agreement, their offer to volunteer their services ini the Park, and the waiving oft the Park usage feesi for1 this application. Bill. Jones made a motion to waive the fees for Park usage and allow use of the Park fields for the days and times requested. Frank Bruno seconded the motion. All Council members voted aye and the motion Mayor Braswell said that they also rèceived an application from Stokesdale Parks and Rec which is a more complex request. He said that he set up an informal workshop next Wednesday at StokeRidge Tavern and Grill at 6:30pm. He said that if Council would like to wait on approving these applications, they will have an opportunity to hear from them about what some oft their goals are for Parks and Rec and their relationship with the Town of Stokesdale and their use of the Park's fields. He said that last  bea able to appoint someone before. July2 24".  candidates.  questions for Council to ask.  approved.  was approved.  year they did not have ai fall season but they did have a spring season. CarolynJoyner said that it looks like they are starting earlier this year. Mayor Braswell said to continue this Agenda item in. June.  Cannon & Company Contract for Audit: Mayor Braswell made a motion to accept Cannon & Company's proposal and authorize Mayor Braswell to sign the contract. Vicki White-lawrence seconded  Book: 13, Page 2530  10    the motion. All Council members voted aye and the motion was approved.  Committee and Board Reports:  Consider Appointments to Town Committees: Mayor Braswell made a motioni to appoint Lee Amos of Grogan Road in Stokesdale to the Safety Committee. Frank Bruno seconded the motion. All Council Presentation from the Stokesdale Public Safety Committee: Susan Lukens, 8305 Stokesdale Street, Stokesdale said that this is the Stokesdale Public Safety Committee report for April and May 2014. She said that our community has been very busy. The Stokesdale Public Safety Committee held its meeting on April 7th, and the minutes are available. She said that Carolyn. Joyner has copies of what they have accomplished within the last two months. Plans were made for their first outreach effort to local Pastors ofStokesdale and that date was set for April 28+h at6 6:30pm. They also created short and long term goals to be developed at the next meeting. She said that on April 28", Ms. Marguerite Davis from the Red Cross spoke about the "Safety Sunday" program that she can bring to any church upon invitation. She said that this program can be tailored to meet the specific needs of each congregation. Ten attended this meeting and four local churches were represented. She said that a committee member has been invited to the Good Samaritans meeting on May 13th to present the information packets with FEMA literature and Red Cross contact information to any Pastors who attend. She said that Don Campbell and Zack Smith from Guilford County Emergency Planning will present an overview of Guilford County Emergency Plan, operations, and an overview of the Town's responsibilities on May 12"h at 6:30pm at the Stokesdale Town Hall. This is a public meeting and all are welcome. The 4 Corners Chamber of Commerce has invited the Stokesdale Public Safety Committee to attend their May 15th meeting being held at 8:30am at the Stokesdale Town Hall. Emergency preparedness packets will be available for everyone present. The Northwest Observer is the first local business to receive a packet. The Stokesdale Libraryhas two books that were donated by FEMA. She said that these books are An In-Depth Guide to Citizen's Preparedness and the Facilitator's Guide. Packets will be available to any civic group or any business in the community. She said the Stokesdale Public Safety Committee will welcome any new Mayor Braswell said that he is amazed at all the hard work Ms. Lukens has done with this committee and the Town thanks her for all she has done. Mayor Braswell went on to point out some of the things the committee has done and wants everyone to know about the Stokesdale Public Safety Committee. He just wanted to take this opportunity and speak for the Town to say they appreciate to thank Ms. Further discussion took place about the information that was sent to the Northwest Observer sO they Activate the Ordinance Review Committee: Bill. Jones said that he contacted the members of the old Ordinance Review Committee and has commitments from five people. He named some of the people he thinks will be on the committee and encourages anyone else who is interested to submit an application. He said that Thursday, June 19t at 7:00pm, will be the next Ordinance Review Committee meeting.  members voted aye and the motion was approved.  members.  Lukens for alls she has done. Hei is looking forward to Monday night'smeeting.  canget the word out.  Department and Administrative Reports:  Book: 13, Page 2531  11    Finance Report: April, 2014: Carolyn Joyner said that as of April 30", the General Fund had over $6,000.00 more in assets over the previous month. Checking account transactions included payments of $419.00 to One Step Computer Solutions for set-up on a new computer; $38.95 paid to Hostway Billing Center for the renewal of domain names and $249.73 was paid to them for the Town's new website; $3,050.00 was paid to Guilford County Finance Department for Animal Control for 1st Quarter and $2,771.00 was paid to Legal Media Experts for transcripts of the July, August, and September Town Council meetings. Accounts Payable includes an invoice for $475.00 from Oak Ridge Electric for a new generator manual, a couple of Duke Energy invoices, BB&T invoices for various things ordered on the credit card, and an invoice of $1,294.50 from Guilford County Emergency Services for Fire Code/Fire Investigations for 1st Quarter. She said that the General Fund Savings Account shows a deposit of Time Warner Cable fees in the amount of $1,772.41. She said that she has not received Fidelity Bank's statement yet, sO this information is missing and there is no interest reflected for the month of April on the Money Market Savings Account, sO she will have to catch up next month with those. Carolyn Joyner said that assets increased for the Water Enterprise Fund. She said there is also no interest on these accounts for the month of April because she did not receive Fidelity Bank'ss statement. She said that on the Water Enterprise Checking Account transactions included $192.28 paid to Redline Data Systems for billing cards for the water system and $1,034.80 was paid to Yates Construction Company for reading the meters and installing one meter. She said that the Water Enterprise Accounts Payable included and invoice from Yates Construction Company for reading meters, new taps, and Mayor Braswell asked if the amount of $4,669.00 that was paid to Yates Construction Company was for  installing meters. B&G Court.  Carolyn. Joyner said no, it was for thet two new taps for Advance Auto.  Property/Liability Insurance Renewal: Carolyn Joyner said that the quote for the insurance coverage was in Council's packets along with the increase in the values on buildings sO that there is adequate Frank Bruno made a motion to accept the quote for the insurance coverage for next year. Vicki White- Lawrence seconded the motion. All Council members voted aye andi the motion was approved. Reimbursement for Public Safety Committee Materials: Mayor Braswell made a motion to reimburse the Public Safety Committee for envelopes, postage, portfolios, paper, and ink in the amount of $75.96 Frank Bruno said that in the future, the Public Safety Committee needs to ask for the money first and  coverage. She said the Net Premium would be $7,255.00 for the upcomingyear.  and authorize the Mayor to sign the check. Bill. Jones seconded the motion.  have the amount approved before they spend it. All Council members voted aye and the motion was approved.  Presentation of the 2014-2015 Budget & Budget Message - Finance Officer: Carolyn Joyner said the Budget this year for the General Fund totals $321,600.00 and no ad valorem taxes are recommended for this fiscal year. The Town plans on continuing the services that have been offered for citizens for a number of years including the additional law enforcement, street lights for the downtown area, and  Book1 13, Pagez 2532  12    water system. She said that revenues this year are estimated to be $321,600.00, and this exceeds the General Fund Appropriations by $3,175.00, which is shown as undesignated funds, sO not all of the Town's funds are committed to pay bills. She said that the largest source of income is the Utilities Franchise Tax which has been estimated to be $260,000.00. She said that Expenditures are routine but Capital Outlays includes funding for installation oft the swings at the Park for $1,500.00, and it is in this year's fiscal budget but the project has not been completed: so it has been carried over to next year. She said that Cultural and Recreational Expenditures total $56,600.00, and Public Safety totals $99,500.00. She said that Economic and Physical Development totals $39,750.00 and there is $4,000.00 for the street lights in the downtown business area. She said the total budget in the Water Enterprise Fund is $342,000.00, and the Water Sales make up the biggest part of the revenues. She said that in the Water Enterprise Fund an Undesignated Fund Balance Transfer will be necessary this year. She said that in the Water Enterprise Fund, $30,000.00 was included for a chlorinator to assist with maintaining the appropriate chlorine levels sO the system should not need to be flushed as much as it has been in the past. The Town should be able to recoup some of the savings for what was spent for the water purchase. She said a rate increase is recommended for the Town's water customers with an increase of fifty cents per one thousand gallons of water consumed. She said the Budget is on the table now for review by citizens and Council and a Public Hearing (for the Budget) needs to be scheduled for the regular meeting on June 12th. She said that citizens can make comments at that meeting or they can Set Date for Budget Hearing: Mayor Braswell made a motion to set the Public Hearing (for the Budget) for the next Town Council meeting and authorize advertising. Frank Bruno seconded the Administrative Report- - Town Clerk: Carolyn. Joyner submitted ar request for vacation for. June 34,4", 5th, and 6th. Frank Bruno said he would like to approve those dates but would like to hire a temporary Mayor Braswell made a motion to approve those days off. Vicki White-Lawrence seconded the motion. Frank Bruno made ar motion that for. June 3,4t,5"h, and 6th,i ifa a Deputy Clerk is not hired by then, that Further discussion took place about what duties a temporary person would take care of while covering  send in written comments before the budget is adopted.  motion. All Council members voted aye and the motion was approved.  service person to: support those hours.  AlI Council members voted aye and the motion was approved.  ap person is hired from at temporary agency to support the hours fort those four days.  those days.  Mayor Braswell asked ift the Town could accept a volunteer to covert those days.  Frank Bruno said he had no problem with that.  Mayor Braswell said to add to the motion that they may have to bring the temporary person in for some on-the-job training and they would also be willing to accept a volunteer. Mayor Braswell seconded the  motion. All Council members voted aye and the motion was approved.  Other Business:  Book 13, Page 2533  13    Remembering R. L. Gregg, Publisher of the Star: Vicki White-Lawrence said that the family of R. L. Gregg has established at fund that people can contribute to which will be donated to a cause on behalf of Mr. Gregg. Shes said that Mr. Gregg was a very visible person among the community. Frank Bruno said he had been working with Mr. Gregg on raising funds for the library. VickiWhite-lawrence said she thought they should do something for the library in honor of Mr. Gregg. Mayor Braswell agreed that something for the library that would honor Mr. Gregg would be appropriate. Frank Bruno said he would work with Proclamation to Recognize the Stokesdale Fire District Inc.'s 60 Years of Service: Mayor Braswell said that the Town Clerk has prepared a Proclamation that he will present to the Stokesdale Fire Department Frank Bruno made a motion to approve the Proclamation. Vicki-White Lawrence seconded the motion. All Council members voted aye and the motion was approved. The Proclamation is hereby incorporated Proclamation Declaring June 7, 2014 as Marine Corps League Day: Frank Bruno made a motion to approve the Proclamation to consider. June 7t", 2014, as "Marine Corps League Day". Bill. Jones seconded  Vickil White-Lawrence oni this matter.  on Sunday, May 18th at 3:00pm.  into and made a part oft the minutes oft the meeting.  the motion.  Mayor Braswell read the Proclamation.  All Council members voted aye and the motion was approved. The Proclamation is hereby incorporated No-Impact TIP Project Notification Letter: Mayor Braswell asked Carolyn Joyner to explain what the Carolyn Joyner said that if the Town had water lines in the area where NCDOT is making improvements on NC Highway 68 and East Harrell Road, NCDOT would need to bei in further discussion with the Town. She said that since the Town's water lines do not go that far and there are no other utilities within the Town! boundaries, DOT is letting the Town know that there is nothing to discuss with them. Announcements: Mayor Braswell read the announcements listed ont the agenda.  into andi made a part of the minutes of the meeting. letter for NC Department of Transportation (NCDOT) meant.  Comments from Council: Vicki White-lLawrence said that former Council member Bobby Richardson had a stroke and was in the hospital but should be home today. She also wanted to congratulate the Northwest High School "We the People" class and their success in the National Competition. She said Susan Lukens announced that on Saturday, May 10th, is "Adopt-A-Pot" which is their 5th year and every year the pot is looking nicer and nicer thanks to everyone's hard work and help. She said they are Bill Jones said that he would like to thank the United States Supreme Court for upholding the right to  they received a Southeast Regional Award.  accepting donations to buy mulch. have municipal prayer.  Book: 13, Page 2534  14    Mayor Braswell said that on Saturday, May 17", at 8:00am, there should be 500 bales of pine needles delivered to the Town Hall and Park, and since itisa Community Day, everyone will all get out there and spread pine needles. He said that they have some groups that are volunteering on the 19" and the 20th that will be spreading pine needles as well. He said that on Saturday the 24th at 8:00am is another Community Day SO everyone needs to bring their gloves and straw hats sO they can spread the rest of the pine needles that may be left. He said that if they have anyone else who wants to be considered on the vendor's list, they need to bring their information to Town Hall along with their Certificates of Insurance and their rate sheets. He said that if they do not specifically list their Workman's Compensation on their Certificates ofl Insurance forms, the Clerk has at form that they need to fill out.  Adjournment: Vicki White-Lawrence made a motion to adjourn the meeting. Frank Bruno seconded  the motion andi the meeting was adjourned at 9:46pm.  Aai Ahan  Diana Marcus, Deputy Clerk  Approved:  ALRK  D.Randall Braswell, Mayor  Book 13, Page 2535  15