TOWN OF STOKESDALE Regular Council Meeting 8325. Angel Pardue Road Stokesdale, NC 27357  The regular meeting of the Stokesdale Town Council was held on Tuesday, January 15, 2013 at the Town Hall at The following Council members were present: Mayor Randle. Jones, Mickie Halbrook, Randy Braswell, Frank Others present included: Ashley Crim and Craig Hopkins, Cannon & Company; William B. Trevorrow, Town Attorney; Deputy Scott Casey, Guilford County Sheriff's Department; and Carolyn Joyner, Finance Officer/Town Mayor. Jones opened the meeting at 7:00 pm. Following thel Pledge of Allegiance, Council considered the agenda. Mr. Bruno asked to add and update on the Small Town Mainstreet Program to the agenda. He had received the information on Saturday. He suggested adding it as New Business, Item #6. Mr. Bruno made a motion to adopt, the agenda with the change. Mr. Bill Jones seconded the motion. All Council members voted aye and the agenda  8325. Angel Pardue Road. Bruno and Williaml N. (Bill). Jones.  Clerk.  was approved. NEW: BUSINESS:  COMMENTS FROM THE FLOOR: There were no comments from citizens. thel last meeting of which four oft them were. Part 1 crimes. One arrest was made.  Report from Guilford County Sheriff's Department: Deputy Casey reported 11 calls that generated reports since Presentation of 2011-2012 Audit: Cannon & Company: Craig Hopkins & Ashley Crim: Mr. Hopkins said that Ms. Crim performs the field work for the audit. He gave a brief overview of the. June 30, 2012 audit. They have issued a clean opinion which means that they found no exceptions to the numbers that were presented to them. Revenues for the Town totaled about $332,000 which was an increase of about $9,000 over the previous year. This was due to an increase in investment earnings. Expenditures were up by about $27,000 for a total of $285,000. There was an excess of revenues over expenditures of about $47,000. There was an increase in Fund Balance of approximately $17,000 with an ending Fund balance of $2,229,305. The Local Government Commission has approved thel Financial Statements. The Water Enterprise Fund had a decrease of about $7,000 ini the Fund over the prior year. Expenditures had increased about $24,000. The operating loss for the water fund was approximately $110,000. Depreciation on the system is a non-cash item that totaled almost $100,000 and ifit were to be backed out there would have been about a $10,000 cash loss. There was about $4,600 non-operating income with the total decrease of$106,000 int the Water Enterprise Fund. There is still a very strong Fund Balance. Hej pointed out that the Town has $3.4 Million in cash in the Town's accounts. Mr. Hopkins said that he would answer any questions regarding the audit. He thanked Carolyn for her continued diligence and efficiency and said that they asked for many documents such as cash disbursement and cash receipts testing and shel had provided them efficiently. Inbound Phone Message Log: Mr. Braswell made a motion to begin an inbound phone message log starting the next morning. Mr. Bill Jones seconded the motion. Mr. Bruno asked if there was a specific form that was to be used. Mr. Braswell said that he would email it to the Clerk. He said that it would be for the purpose of gathering information or a survey to possibly at the end of the period to begin an automated operator type system. He would like to run the survey until the day before the next meeting, fort thirty days. He said that he wants the general nature of the calls for example if there is a call about the Park requesting the hours it is open, directions, for Parks & Recreation, or for the Athletic Committee. Ifit is about Planning and Zoning or the water system, library, law enforcement, fire department or al business association call for example. The entry in the log would be briefandi ifin 30 days he could get an idea oft the different types of calls that Town Hall gets, it may free upa a valuable person by having a phone messaging system take care oft the calls. The time ofthe call would bei included with each call thati is  Book 11,1 Page 2234    logged in. Mayor Jones called the question. Council voted four to one inf favor of the motion with Ms. Halbrook Weekly /Daily Activity Summary: Mr. Braswell made a motion to electronically communicate a weekly summary, and possibly a daily summary and asking that all Council, Mr. Trevorrow and the Clerk/Finance Officer to participate. He said that the Clerk had sent out several emails this week about the water tank washout and some other information. For example, the past due water collections, ifi issues have come up during the week, that he or Council need to know about and having to make a decision on, he would like to know about it that week at a minimum, or daily ifit is something of significance then a phone message or an email should be done to let everyone know. Mr. Bruno asked how the Clerk would prioritize what to send out. Mr. Braswell said that he would, for example, like to know ift there is an incident at the park but he would not need tol know if doggie bags were ordered. Mr. Braswell said that last month he would have liked to have known that the summary, judgments since he felt that this was a major event. He found out about them through a conversation with Mr. Trevorrow although it was not the purpose of the conversation. He said that if emails become public records, then. Council needs tol battle this out and that communication is the key to running any business. Ms. Halbrook said that she had always felt that the communication had been good. Mayor Jones said that some things do not come to the Clerk and the attorney should probably do an update on the water collections. He said that he does not know how there could be a motion to cover this and ifi information from the Clerk is needed, then ask the Clerk so that she can make adjustments and provide it. Mr. Bruno said that he thought the Clerk was doing a great job and he receives a call or ane email ifsomething is needed. Hes said that a daily summary may bel harder to come up with duet to the work load on the Clerk. Mr. Bill. Jones said that maybe there should be a log of events. Hes said that a couple of meetings ago, members came to a meeting and found out that Lonnie Albright had resigned and that we had an application from someone to take his place. He said that he thought that information would have been dispatched a little quicker. Mayor Jones said that he did not know if anyone else knew that information earlier. Mayor Jones said that Mr. Albright had been asked to come and make a report at the meeting and he reported that he had taken another job. Mr. Braswell said that if emails are public information then he does not have a problem with that and he wants the public to know what is happening. He would like to have thei information as soon as possible. Ms. Halbrook said that she was not able tol have email at this time. Mr. Braswell said that he received the information on the recent variance case on a Friday before the meeting was held on Tuesday. He felt that he need more time for reviewing the case. Mayor Jones said that there is a learning curve for the Clerk to determine what information is important to Adopt North Carolina State Treasurer "separation of duty" document memorandum #568 and Part 3- Internal Control over operations as a part of Stokesdale Town operation policy: Mr. Braswell said that he had read over the documents several times. The document was provided by the auditors when Craig Hopkins and Ashley Crim presented the audit page by page to Council members. Mr. Braswell made a motion to adopt the North Carolina State Treasurer "separation of duty" document memorandum #568 and Part 3-Internal Control over operations as a part of Stokesdale Town operation policy. Mr. Bill Jones asked ifall Council members should be given the opportunity to read the documents and to continue the matter to the next meeting. Mayor Jones said that the documents deals with larger entities and some things may or may not apply to Stokesdale. Some things are being done now. Once it is adopted, it may be more than is necessary. Mayor Jones said that he felt that purchase orders should be considered. Ms. Halbrook said that she felt that it should be continued to next month soi it could be reviewed. Mr. Braswell pointed out that there is a statement in the audit that specifically addresses this issue in our Town. Mayor Jones said that the: statement isi in our audit and the audits of other small municipalities because there isa limited number of employees where a larger municipality has multiple people doing budget and finance and there are checks and balances. There are checks and balances ins smaller towns by having the governing body to sign checks fori instance. Somei items may need tol be adapted to our Town. Council and Mr. Trevorrow are tor review it Update on Small Town Mainstreet: Mr. Bruno had received correspondence for Ms. Elizabeth Parham with the NC Dept. of Commerce stating that Bill Roe, aj professor at UNC- Charlotte, who is holding a class which would help Towns put together their application for thel NCI Mainstreet Program. Two or three students would be assigned tot the Town next week and they would gather information and assist with putting together ai revised proposal for the Town. They would assist with assessment ofl locali interest and commitment, downtown area assessment, assessment ofinvestments that have been made in the downtown area; condition oft the public infrastructure; analysis of  voting no.  each Council person sO that she canj provide it to them in a timely manner.  for the next 30 days.   : X23  Book 11,1 Page 2235  January 15, 2013 TCI Minutes    downtown from an economic standpoint and how it would fit into the NCI Mainstreet project. There is no cost to the Town other than a commitment of time. The project would start next week. Mr. Bruno said that he would meet Mayor Jones said that the NCLM would have a meeting on April 24 and part of it would be meeting with the legislature and if Council could attend the meeting, it would be a good time to discuss the Jordan Lake rules with them. Mr. Bruno said that he had attended the Piedmont Triad Council of Governments meeting and they were Water System Update on Collections & Replacement for Attorney to Handle Collections: Mayor Jones said that one resume had been received and Council had mentioned looking for others. Mr. Trevorrow said that the attorney was still interested. He willl bej presenting aj proposal if Council has an interest in him being a part of the collection process. Mr. Trevorrow said that there a distinction would need to be made from the former attorney's letter of understanding regarding whether or not his costs would include the execution process from the judgment phase and the new: attorney would need to address this. Mr. Bill. Jones saidt that he would be good ifCouncil did not have to wait another month before a decision is made. Mr. Trevorrow reminded Council that the previous attorney, Mr. Albright, had four cases in process with two that had been resolved and two that are pending. There is an attorney involved on the two cases that are pending so there willl bea a court process ofs some kind in these two cases. Mayor Jones made a motion for Council to retain S. Brian Walker, Esquire, and Attorney at Law for collections of water delinquent accounts for the Town of Stokesdale contingent upon his proposal meeting the criteria of Council for collections and working with the Town. Ifanything is not appropriate in the eyes of the Attorney, this would not go through. Ms. Halbrook: seconded the motion. All Council members voted aye and the motion carried. Water Tank Maintenance Project Update: Mr. Braswell suggested that the water customers should be notified that maintenance was going to take place. The Clerk noted that Mr. McGouganl had made the same suggestion. The Clerk said that only three lines can be printed on the water bill and it contains a late notice and mailing address sO you may not want to delete that information. A separate postcard to address this issue could be sent out to customers at an additional cost. Mr. Bill Jones suggested that a label could be placed on the water bill. Mr. Braswell said that sediment from the tank may go out into the system and the water. may look different. Mr. McGougan should be consulted about any water quality issues. Ms. Halbrook, Mr. Bill. Jones and Mr. Braswell said Preventive Maintenance Agreement for Heat/AC Units at Town Hall - Continued from December 18, 2012: Mr. Bill. Jones had photographs which were projected onto the screen at this time. There were some photos oft the walking trail showing water standing on the pavement which causes the dirt to settle and cracks occur in the pavement. When freezing occurs it pushes the pavement up. Hes said that since the budget is coming up, there are some repairs that may need to be done at the Park. There were photos oft the temporary fences that were put up by the people using the volleyball courts. There were photos of thel heating units for Town Hall. Mr.Jones noted that there were wires that would not allow the filters to be properly placed and there are filters that are too small. Mr. Jones said that since the filters were too small, dirty air was being sucked into the system since it was turned on. Mr.. Jones had photos of light that was directed on the NC: flag. He said that water was supposed to flow through the lights and this type of light is suitable for wet locations but not to be in water all of the time as iti is in this location. He had aj price of $900 to replace the unit and Mr. Spalding hads said $438 to replace the unit but he was not sure that it is suitable for our water table. He said that a top- mount light would be suitable and he would suggest replacing both flag lights. Mr. Braswell said that he would pull the entire fixture out oft the ground to see if it! has the required amount of gravel (6 inches) under the light like the procedures call for. He would like to change Mr. Braswell said that he thought that he and Mr. Bill Jones should install the filters that he has purchased if the tracks work. He suggested that the preventive maintenance should be postponed. He said that it could be sent to the budget committee to see if they wanted to do pursue aj preventive maintenance contract. Mr. Jones said that the  with them.  working on theJ Jordan Lake rules and] how to approach the legislature with thosei issues.  UNFINISHED BUSINESS:  that they could help put labels on thev water bills ift they are used to notify customers.  the fixtures sO that it will not be an ongoing problem.  operating manual says that al licensed technician is not required to replace the filters.  Bookl 11, Page2 2236  January 15, 2013 TCI Minutes  -3-    Mayor. Jones said that his understanding was that the silicone caulk used int the light fixture had deteriorated and that is why the fixture shorted out. Mayor Jones suggested having Mr. Spalding purchase the parts and get it operating again. Mr. Billl Jones said that he would rather dig up the fixture and see ift there is water standing in the fixture and whyi iti ist there. There is no pointi inj putting ina ar new ballast ifiti is goingt to go out again. Mr. Bruno suggested that its should be dug upt to see why the water is standing in the area. Perhaps the fixture could be raised some to make it match the other light. He suggested having Mr. Spalding to dig it up and determine ifai newi fixture is needed ori ifit Portable Emergency Generator: Preventive Maintenance Agreement and Exercising of Generator Continued from December 18, 2012: Mr. Braswell said that he has not been able to contact Applied Power Solutions. The Clerk said that his phone number was 970-1673 and his fax number is 427-7072. Mr. Braswell said that Applied Power had done the maintenance on the Town Hall generator and the serviceman thought that running thej portable generator would) help with the smoking issue. He had volunteered tol help run ita at the Church. Library Update: Mr. Bruno said that the shelves that were built for Town Hall were delivered last Saturday. Ronald and Danny Southard had built the shelves from wood (except for the back panel) harvested and milled by him from his land. The other shelves in the building were donated by Joe Peay with Targetsef, Inc. in Winston Salem when they. were moving their offices and did not have room for their library. Mr. Bruno and Mr. Braswell had picked up thirteen shelves from them. The school may take some oft the shelves. Lots of books have been donated and now that there are: shelves, the books can be organized. A barcode scanner is needed. Hel has found one Mr. Bruno made a motion to reallocate the funds remaining $543 in the Library Construction Fund to the Library Expense Fund for general library expenses. Mr. Braswell seconded the motion. Alli members of Council voted aye. Mr. Bruno asked ifa motion is needed to buy al barcode scanner for the library. Mr. Trevorrow said that a motion Committee/Board Reports: Mr. Braswell said that there should be a report from the Employee Search Committee. Mr. Braswell: madea a motion to recess as Council and to go intol Executive Session for Personnel matters. Mr. Bruno  can be fixed and then report back.  ata a cost of$50.  was noti necessary.  COMMITTEE. AND BOARD REPORTS:  seconded the motion. All Çouncil members voted aye. Council recessed at 8:43 pm.  Council reconvened to open session at 9:01 pm.  Mr. Braswell made a motion to hire Donna McCall who accepted the position tonight. $12.00 per hour for a part time position of 201 hours per week for a 90 day probationary period pending further information. Itis thel Deputy Clerk position. Mr. Bill. Jones seconded the motion. All Council members voted aye and the motion carried. Departmental and Administrative Reports: Mr. Bruno reported that there had been a budget meeting and there had been ar review oft the expenses year to date and what had been budgeted. They willl be looking at contracts that will come up in the next budget. There will be another meeting this week as listed on the agenda and everyone is welcome to attend. Ms. Halbrook said that she could not attend the meeting on Friday. Mr. Braswell said that there Finance Report: December, 2012: The Finance Officer noted that the Generall Fund' Total Assets increased by about $45,000. Checking account transactions included aj payment tol Belews Creek Construction $1,211.44 for cutting the openingi into the office for the library. She noted that a stop payment hadl been plaçed on a check that had not been received and ar replacement check willl be recorded in the. January Financiall Report. Other payments included payment of expenses related tot thel Parade for additional law enforcement officers and council members were paid stipends. General Fund Savings Account lists a deposit of the Utility Franchise Tax Distribution for third quarter ini the amount of$58,726.83. Certificates ofI Deposit earned $252.31. The Water Enterprisel Fund and the Water Sewer Fund Assets increased slightly inl December. Water Enterprise Checking accounts transactions were routine with aj payment of$17,196.421 to Winston for water; Yates Construction for reading meters and flushing the  would be lots ofmeetings.  Book 11,F Page 2237  January 15,2013 TCI Minutes    system, and Meritech for testing. Accounts] Payable includes several invoices from Yates Construction for the repair oftwo firel hydrants that thel Fire Department had reported damage to them, probably from being hit when the Mr. Braswell askedi ifthere were any collections from the past due accounts. Ms. Joyner replied that nonel had been Ms. Joyner noted that al budget amendment was necessary to correct the omission ofa line item that was included in the budget but that was not added into the total for the Water Enterprise. Account. Budget Ordinance Amendment #6 to add the Water Tank Maintenance Expense of$16,500 and the Water Purchase Expense needs to be increased to cover the cost of water to the end of the year. Undesignated Fund Balance would be increased to cover the expenses which totaled $38,500. Mr. Bill. Jones asked ifpart oft the! $22,000 was because ofincreased fees or did we know that their fees were going up. Ms. Joyner replied that Winston increases their fees every year and a large amount of water has been used to flush the system this year. She noted that the Water Income may need to be increased before year end and this would help offset the use of Undesignated Fund Balance to cover expenditures. Ms. Joyner noted that some water may bel lost during the water tank maintenance procedure. Mr. Braswell said that he would call Mr. McGougan and ask what the water would look like when you get to the bottom oft the tank. If there is discoloration, then a statement could be placed on the bill toi inform customers along with the possibility ofa Mr. Bill Jones made a motion to adopt Budget Ordinance Amendment #6. Mr. Bruno seconded the motion. All Ms. Joyner asked if Mr. Bill Jones would be reimbursed for the filters for the HVAC system and if so, a budget amendment may be necessary. Council agreed that he would be reimbursed. Ms. Joyner said that she would have to check the budget andi ifan amendment was needed, Council could approve itat the next Council Meeting.  roadway is mown. received.  drop in water pressure during the maintenance project. Councili members voted aye and the motion carried.  Administrative Report - Town Clerk: The Clerk didi notl have ai report. ANNOUNCEMENIS: Mayor. Jones read the announcements listed on the agenda.  COMMENTS FROM COUNCIL: Mr. Bruno commented that Woodsmen oft the World gave the first donation of $400 to the School for the purchase ofanl Ipad. He would be contacting other businesses and asking that they make a similar donation. He said that the Stokesdale Business Association will changing over to the Four Corners Chamber of Commerce in February. The first meeting will be held on February 12 at 6:30 pm at the Stokesdale Ms. Joyner noted that NCDOT has sent a document, "A Traffic Noise Analysis of US Hwy 158 Widening Project" Mr. Braswell asked ift the US Hwy 158 Committee has met recently. Mayor Jones indicated that it met in the past Mayor Jones said that he had received the NC 68 Hazards Elimination Improvements documents if anyone would Mayor Jones said that he had attended a meeting with the mayors and others when the Governor came to Greensboro. He said that Governor McCrery forecast that he would be very active and there would be. a lot of changes and improvements for small towns and there will be some belt-tightening which the Town may feel. The  Town Hall. Itis open to everyone. which is available for review. but has noti met recently. like to review them.  fact that he comes from a municipal background and that may be agood thing.  Book 11, Page 2238  January 15, 2013 TCI Minutes    ADJOURNMENT: Mayor Jones made a motion to adjourn. Mr. Bill Jones seconded the motion. All Council  members voted ayei in favor of adjourning. The meeting was adjourned at 9:17j pm.  Cackpa Aapus CmpLloye  Approved:  Randle) Vones,  Mig  Book 11, Page 2239  January 15,2013 TCI Minutes    TOWN OF STOKESDALE P.O. BOX 465  STOKESDALE, NORTH CAROLINA 27357 BUDGET ORDINANCE AMENDMENT #7  January 15,2013  BEITORDAINED by the Governing Board oft the Town of Stokesdale, North Carolina, that the following amendment be made to the annual budget ordinance for the  fiscal year ending June 30, 2013:  Section 1: To amend the General Fund, expenditures for General Government: Library Construction and Cultural & Recreational, the accounts are to be changed as  follows:  Decrease $ 543.56  Increase $543.56  General Government Cultural & Recreational  Section 2: Revenues to the General Fund are unchanged.  Section 3: Copies oft this budget amendment shall be furnished to the Clerk ofthe  Governing Board, and to the Budget Officer/Finance Officer for their direction.  Adopted this 15th dayof January, 2013.  PAAO  ATTEST:  Aoper Town Clerk  Jbyner  Gaphla  FSTOKES SEAL) ESDAL    TOWN OF STOKESDALE P.0.BOX465  STOKESDALE, NORTH CAROLINA27357 BUDGET ORDINANCE AMENDMENTH6  January 15,2013  BEIT ORDAINED by the Governing Board oft the Town of Stokesdale, North Carolina, that the following amendment be made to the annual budget ordinance for the  fiscal year ending June 30, 2013:  Section 1: To amend the Water Enterprise Fund, expenditures for Expense  Accounts: Maintenance the accounts are to be changed as follows:  Decrease  Increase $16,500.00 $22,000.00  Maintenance: Water Tank Water Purchase  Section 2: To amend the Revenues to the Water Enterprise Fund as follows:  Undesignated Fund Balance  $38,500.00  Section 3: Copies oft this budget amendment shall be furnished to the Clerk ofthe  Governing Board, and to the Budget Officer/Finance Officer for their direction.  Adopted this 15th day of January, 2013.  fordly Bandle] A  Mayor  ATTEST:  Cudndgpe Town Clerk  Orolyn LJoyher  :.