TOWN OF STOKESDALE Regular Council Meeting 8325. Angel Pardue Road Stokesdale, North Carolina March 192013  The regular meeting of the Stokesdale' Town Council wasl held on Tuesday, March 19, 2013 at the Stokesdale Town Council members in attendance: Mayor Randle. Jones, Randy Braswell, Frank Bruno and' William N. (Bill). Jones. Others present included: William B. Trevorrow, Town Attorney; Deputy Scott Casey, Guilford County Sherriff's Department; Michael Albert, Town Planner; Steve Spalding DBA My Groundsman,; Donna McCall, Deputy Mayor Jones called the meeting to order at 7:00 pm. Following the Pledge of Allegiance, Council considered the agenda. Mr. Bruno made a motion to adopt the agenda. Mr. Braswell seconded the motion. All members present Council reviewed the minutes of thel Regular Council meeting and Executive Session of November 20, 2012. Mr. Bruno pointed out a typographical error int the second paragraph from the bottom of thel Executive Session minutes. Its should read $50,000 to $60,000 rather than $50-60,000. Mr. Braswell made a motion to adopt the regular Council meeting draft minutes as well as thel Executive Session minutes for November 20. Mr. Bruno seconded the  Hall at 8325. Angel Pardue Road.  Council members absent: Mickie Halbrook  Clerk; Carolyn Joyner, Finance Officer/Town Clerk. voted aye: and the agenda was adopted.  motion. All Council members present voted aye and the minutes were approved. COMMENTS, FROM' THEI FLOOR: There were no comments! from the public. thel last meeting there had been seven calls that generated reports with no. PartIcrimes.  REPORT FROM GUILFORD COUNTY SHERIFF'S DEPARTMENT: Sheriff Scott Casey reported that since CONDITIONAL USE REZONING CASE 13-02-STPL-00472 CU-LI to CU-HB. Matt Moorefield is proposing to rezone property located just west of US220 on the north side of US 158 toa a Conditional Usel Highway Business: zone in order to establisha a sporting goods store and firing range. Taxl Parcel #0150636i in Bruce' Township Mr. Albert said that during. thel Planning Board public hearing on this rézoning case, prior to the Board making a recommendation on the case, we learned that the applicant wanted to preserve one of the current existing uses for this] property which is thei indoor contractor yard. The applicant did not put that expressly in the application. When thec case was advertised, the: advertisement didi not cover all the uses being requested at thet time. After speaking with Mr. Trevorrow, we would like to see this case continued to the next council meeting in order that the Planning Board can rehear the case after it has been properly advertised to show the contractor yard continuing on the property. He and Mr. Trevorrow had agreed that it was in the best interest of everyone involved to have the ad properly placed. Mayor Jones made a motion to continue this matter to the next regular meeting of the Planning Board 'and to come forward to the Town Council again as required by Ordinance sO that the language can be Mayor. Jones askedi if anyone present would like to address Council on thei matter oft the continuance. Mr. Rick LeBaub, 8201 Newberry Street, Pastor of Flat Rock United Methodist Church, asked how can there be dual zoning on a single property. Hes said that Mr. Moorefield'sintent, is tol have. Light) Industrial zoning subdivided so thatl he cani include Conditional Use - Highway Business. Mr. Albert said that thei indoor contractor: yardi isa  andi totaling approximately 4.89: acres. Owned byl Matt Moorefield, WSJI Holdings, LLC.  complete and appropriate for the matter. Mr. Braswell seconded the motion.  Book 11, Page 2257  March 19,20137 TCI Mtg    permitted use within the Light Industrial zoning and within the Highway Business. If the rezoning is approved by thel Planning Board and Town Council, there will be no more Conditional Use-Light Industrial use for the property. The entire property will be zoned Conditional Use Highway Business and that would permit both the proposed retail firearms store and the existing indoor contractor operation on the same location. There will not be any dual zoning or any split zoning. Conditional Use zoning allows the applicant to set the parameters and establish the restrictions andi ift thel Planning Board followed by Council agrees with the request, that will become the zoning on No one else came forward to speak on the matter. Mayor Jones called the question. All Council members present Antiques Festival Proposal: Kevin Golden: Kevin Golden, 7551 Hwy 68, Oak Ridge said that he was proposing an annual event that would be similar to the Liberty Antiques Festival or an Antiques Road Show and he needs a facility larger than the one that he has for the event. Hej proposed using thel Park, the ball fields, and thes school as a location: for the event. He held one event last year at Tom Bell'st building on NC6 68 but NC 68 is too dangerous and he would like fori it tol be al larger event. Mr. Bruno asked if he has the whole concept of the event with the number of people and vendors that would be attending. Mr. Golden said that he wanted to see ifit could bel held here first. He said that churches would bei invited toj provide food and there would be music. He would liket tol holdi it June 14, 15, and 16. School would be out and he is planning to use their parking lot as well. It would be a four day event. Mayor Jones suggested that Mr. Golden should put together al list of possible dates for the event sot that the calendar can be checked to see ift there are any conflicts. He should complete an application and get it turned in and then Consider Revisions to State of Emergency Ordinance #38: The Clerk indicated that documents from Guilford County Emergency Management had been sent to Council members for their review. The State Legislature has changed laws which have made the changes necessary. Mr. Trevorrow said that he had not yet reviewed the information. Mayor Jones suggested that Mr. Trevorrow should review the materials and review it with the prior version and make a recommendation to Council. There are different Statues that apply to counties and municipalities so thel language may be different that the copy oft the Ordinance that was adopted by Guilford County. Mr. Bill Jones suggested that Mr. Trevorrow should contact Oak Ridge and Summerfield to see if they have a document yet. Mr. Braswell said that he felt that this was an expensive way to create a new document.. Hes said that ifwe could follow the County's document, it would save a lot of money. Mayor Jones said that Mr. Trevorrow Mr. Bruno made a motion to continue it to the next Council meeting and have Mr. Trevorrow to review the changes and come up with the correct language for the Ordinance. Mayor Jones seconded the motion. Mr. Bill Jones said that he thought that the attorneys for Summerfield and Oak Ridge should be contacted to see ift they have updated their Ordinances. Mr. Trevorrow said that he would check with them. All Council members present voted aye and VERIFICATION OF TOWN HALL AS A POLLING SITE FOR ELECTIONS: Mayor Jones said that this would verify Town Hall as the official polling place for the citizens of Stokesdale The Clerk said that she did not know of any changes to the agreement and that the contact person would sign the form and receive the election schedules. Mr. Braswell said that there was some confusion when it was moved to Town Hall. Mr. Braswell noted that 100 churches and 31 schools were used as polling places. Mayor. Jones said that there were advantages to using Town Hall such ast the amount of parking that was available andi it was easy to get to. People had complained that at thes school there were other things going on and thej potential interaction witht thec children could be a problem as well as getting into and out of the parking lot. Town Hall also gave polling people al bigger area to campaign in. Mayor. Jones made a motion to accept the verification and leave Ms. Joyner as contact and to sendi it back in and use Town Hall as aj polling place. Mr. Bruno seconded the motion. Mr. Braswell said that he felt it should be left at the school. It sets a good example for thel kids at thel Elementary School to see citizens voting. Mayor. Jones said that thes school is active inj providing Kids Voting. Council voted 3 toli ini favor of the motion with Mr. Braswell voting  the property.  voted aye and the motion carried.  check back with Council.  should make changes and to bringi it back to Council for review.  thei motion carried.  no.  Book 11, Page 2258  2  March 19, 2013TCMtg    Deer Urban Archery Season Renewal: Mayor Jones said that every year there is a special deer hunting season that can be allowed in municipal areas after the regular season ends that requires a special authority of municipalities. Mr. Braswell made a motion to renew the 2014 season from. January 11 until February 15. Mr. Bill  Jones seconded the motion. All Council members voted aye and the motion carried.  UNFINISHED BUSINESS: Water System:  Tank Inspection. Report: Mr. Braswell made a motion tol have Mr. McGougan to come to' Town Hall and sit down around the round table and to go over the document that hel has prepared and that Carolyn had emailed to Council. There isal lot ofinformation: int the document that he has prepared and he said that he didi not feel qualified to sit here andi make a decision without talking to him and to make a workshop out ofit. Mr. Bill Jones seconded the motion and suggested asking the person from the paint manufacturer that did the work to also attend the meeting. Mr. Braswell was agreeable to his suggestion. Mr. Braswell said that Friday afternoons are a good time to have Sump Pump/Receptacle Repairs: Continued: Mr. Braswell made a motion to authorize the ground fault receptacle replacement on the estimate and tol hold off on the sump pump. Mr. Bill Jones seconded the motion. Mr. Braswell said that he and Mr. Bill Jones had gone down in the Altitude Valve and exercised the pump that is in question and the pump has worked the two times that they have tested it. He said that he would like to test it many times to see ifit will work. He said that the hole is very dirty and he would like to clean out the hole and exercise the pump before the next council meeting. Mr. Bill jones said that the residential receptacle was in the altitude valve and it is a damp location and should have a damp location receptacle and that may be part of the problem rather that the pump being thej problem. Mayor Jones asked when Council members are doing work on equipment, what is the liability or workers comp if they should be injured and whether a waiver should be signed. Mr. Trevorrow said that they should be covered under the Town's insurance. Mr. Braswell said that he would continue going on top oft the roof and into thel holes tos see what Council's had paid: for. Mayor Jones questioned whether the repairs should not be made until it was determined ifboth items were needed. Mr. Bill Jones said that he would) like to rule out whether the receptacle was the problem. Ms. Joyner said that it was her understanding the receptacle that needs ai repair is ont the power box on the exterior of the altitude valve. Yates Construction can replace it and the sump pump if needed. The Yates estimate of repairs in last month's packet indicated that that it was the exterior receptacle. Mayor. Jones clarified that the motion is to replace the receptacle only and to wait on the sump pump. The Clerk said that another fire hydrant has been damaged. Itappears to have been struck by a vehicle but there is no record ofi it being reported. Funds are included in the current budget to cover the cost of repairs, $2,300, to replace it. Deputy Casey was checking to see ifan accident report has been filed. Mr. Braswell said that he had talked with Yates Construction about the fire hydrants beingo damaged and] he had made some suggestions about] how to protect them. Mr. Braswell made a motion to repair the damaged fire hydrant. Mayor Jones seconded the Ms. Joyner had prepared a list of eleven inactive past due water accounts that totals $810.30 and she suggested sending them to the credit collection agency to see if they can collect any of them. Most oft the accounts were for people who have rented homes in the past and have moved without paying their water bills ini full. Deposits, if available, were applied but were: not sufficient to cover the amount owed. No forwarding addresses were provided by the tenants. The credit agency will attempt to locate the people listed and call them and/ or write letters in an attempt to collect the funds. They will give them an opportunity to pay the amount owed. Eventually they can file with the State Debt setoff program. Mr. Braswell said that the: agreement with the credit agency allowed the use of the Town Seal. Ms. Joyner said that it would be used on letters that were mailed out that includes contact information for the Town sO that the customers can contact the Town about the payments. Mr. Braswell made a motion to authorize the accounts listed to be sent to Interstate Credit Collections for collection. Mr. Bill Jones Small Town Mainstreet Pre-Application Workshop: Mr. Bruno said that thel Master City and Regional Planning Class from UNC-Chapel Hill has been contacted and willl be assisting the Town with puttingt together thel Mainstreet  workshops. All Council members present voted aye and the motion carried.  Council voted 41 toOt to replace ther receptacle.  motion. All Council Members present voted aye and the motion carried.  seconded the motion. All Council members present voted aye and the motion carried.  Book 11, Page 2259  3  March 19,2013TCMig    Application. There is a mandatory meeting ift the Town is going to apply againt this year to thel Mainstreet Program. Hes said that he will be attending the one inl Benson on April 2 since iti is closer. He said that he would be leaving Town Halll between 9:001 to 9:30 am and others can ride with him. He needs tol know the number that are going by Library: Consider Opening Date & Events: Mr. Bruno said that the Library is being to be organized and Nancy and Tom McCoy have been al big help with the project. He proposed that the Library opening should bel held on Saturday, May 6 from 11:00 am until 2:00 pm. He said that there will be E-cycling and Woodmen of the World Lodge # 26 will be donating hot dogs, chips, sodas, and desserts. Four Corners Chamber of Commerce will be available tol help. Allo oft the extral books that will not be used for thel library willl be available for sale with the money going back into al Library Fund. Mr. Bruno made a motion to set the Library Grand Opening on Saturday, April 6 from 11:00: am until 2:00 pm andi iti is at no cost to the' Town. Mr. Bill Jones seconded the motion. Mr. Braswell said thatl he appreciated the work of the volunteers. All Council members present voted aye and the motion carried. Mr. Bruno said that he would like for the Library Committee to meet next Tuesday, March 26 at 6:00 pm at Town Report from My Groundsman: Steve Spalding, DBA My Groundsman, said that his contract with the Town expires on September 30, 2013 and he has been responsible for the grounds since the inception of the Park and would like to continue to do SO. He said that he. was invited to a budget meeting and it was insinuated that his primary responsibility was cutting the grass. He put together a list of things that he does or what needs to be done on an ongoing basis. He said that he has made aj personal commitment towards the daily upkeep oft the grounds, buildings, and mechanical components and the maintenance and upkeep so that the guests of the Park have a safe The grass cutting itself takes twenty two hours per week with soccer fields requiring additional time sO that Mulched areas around thet trees, flower beds, natural areas, walking pathr requires weed inhibitors. Jordan Lake Watershed rules now require anyone that applies fertilizer on the' Town/park property must maintain a pesticide application license and complete the. Jordan Lake Nutrient Management training. The wording has changed SO that iti is required whether you are paid for thes service or not. Cleaning of the restrooms; more extensive ift there have been eventsl held at thel Park. Emptying trash cans that may contain soiled diapers, flush toilets that people failed to flush, cleaning fecal Replace the toilet paper; sometimes iti is discarded on the floor when people have used it to clean their Postingl Reserved Notices at thel Picnic Shelter and putting out additional trash cans for events Cleaning upi paint, staples and other items left behind at thej picnic shelter even though ther rules prohibit it Draining and filling holes in the volleyball sand and removing plastic toys, socks, and other foreign Ask guests to comply with park rules such as keeping their dogs on: al leash, not to operate motorized  April 1s SO Council or business owners should contact him ifthey intend to go tot the meeting.  Hall.  and enjoyable visit.  invasive weeds and fescue do not negatively impact the playing surface. Training, education liçenses are required toj perform these services  matter off ofwalls, grab! bars and sinks arms, legs, etc. and to clean their shoes Collect plastic water bottles that have been discarded Replacing the soccer net retaining clips that are broken Search: for and replacing the orange safety caps on thel horseshoes  materials  Removing leaves from thes storm drains vehicles oni fields, trails;  Notifying authorities of vehicles left in thel Park after hours Asking children to not throw rocks at the lights and cameras Tries tos set aj positive appearance sincel hei isi representing the" Town of Stokesdale Mowing along Angel Pardue to USI Hwy 158: andj picks up trash Miscellaneous items such as havingl keys made for the concession stand  Cutting back growth along property lines Tries to: address issues as they come up  Book 11, Page 2260  4  March 19, 2013TCMtg    Hel had put together an addendum tol his contract. He had offered some concessions and asked for his contract tol be Mayor Jones said that Mr. Spalding has gone over and above what was required in his contract such as the flower beds. Hel has gotten items donated for free. Mayor. Jones noted that not the entirel Park was landscaped when it was completed because it was not aj part of the agreement with the contractor. It was farmland and there was wire and items that werel left behind when it was farmland. Mr. Spalding has now removed them. Mayor. Jones said that the addendum asks for his contract tol be extended from September 30, 2013 until June 30, 2014: at the same terms as the current contract. He said that Mr. Spalding willj pay thei first $100 toward the cost of repairs and will not charge for labor on general repairs. Mayor Jones said that the Budget Committee could look at this and consider the Mr. Braswell asked about thes soccer net clips. Mr. Spalding said that the soccer coach had recommended replacing the clips with ties because they are expensive and do not last long. Mr. Braswell said that he though they are break away clips in case someone gets hung up in the net and the Parks and Rec should be alerted that they should be Mr. Spalding had made repairs to one of the benches that were built by thel Boy Scouts for the park. Mr. Braswell Mr. Braswell said that there is water standing in thel horseshoe pits and it needs to be fixed. Mr. Spalding said that hel had offered to gradet that out when it was first mentioned. Mr. Bruno said that four of thel horseshoes need to be pulled out. Mr. Braswell asked ift there was any money to buy dirt. The Finance Officer said that she would need to check the budget to see ifany funds are available. Mr. Braswell agreed that four of the horseshoe pits need to be pulled out. Mr. Braswell made a motion to use $300 of the Park Maintenance Funds to buy dirt to go in the horseshoe pits. After discussion, Mr. Braswell amended his motion to include a budget amendment to take the funds from undesignated Fund Balance if there are not sufficient funds in the current budget. Mr. Bill Jones Mr. Spalding noted that there is an advantage to having one person whoi is responsible sO that all thei items are taken care. Others may notice something but not take care ofi iti ifi it is not their responsibility. There are still unfinished business with the ballast on the flag light that has not been repaired and the irrigation system that had not been  extended until June 30, 2014.  addendum.  replaced.  saidt the Boy Scout leader was aware of thej problems andi is going to check the other benches.  seconded the motion. All Council members present voted aye.  repaired when it was needed toi irrigate the soccer fields when they had been fertilized.  COMMITTEE ANDI BOARD REPORTS:  Mr. Bruno reported that the next Budget Committee meeting willl bel held onl Friday, April 53 at 2:00PM. Departmental and Administrative Reports: Finance Report: February, 2013: Ms. Joyner noted that General Fund Checking Accounts transactions for February, 2013 included a payment of $100 to the NC League of Municipalities for the Progress Energy/Duke Energy Joint Action Program; a deposit of 4h Quarter Greensboro ABC Profits of$4,302.41; a deposit of the refund of Sales and Use Tax of $298.76; payment to Guilford County of$331.25 for Fire Investigations; US Postal Service $1061 for rental of the post office mailbox; and payments to the Accounts Payable for General Fund include invoices from Guilford County for 4th Quarter Law Enforcement, The Water Enterprise Fund Checking Account included routine transactions. Additional postage in the amount of $500 was purchased for the Bulk Mail Permit for mailing out the water bills. Accounts Payable items were routine Budget Workshops are being heldi in preparation oft the next Budget. All Budget Requests must be submitted to the  Shrinersl Hospital for their participation in the Stokesdale: Parade.  $18,306.54. and Guilford County Finance Department $12,500: for Planning Services.  as well.  Budget Officer by April 30.  Book 11, Page 2261  5  March 19, 2013TCMtg    Administrative Report: The Clerk did not] have any further report. ANNOUNCEMENTS: Mayor Jones read the announcements. listed on the: agenda. COMMENTS FROM COUNCIL: There were no comments from Council.  ADJOURNMENT: Mayor Jones made a motion to adjourn. All Council members voted aye. The meeting  adjourned at 8:45 pm.  Causlp Carolyn Joyner,  hg  Approved:  Ael  Book 11, Page 2262  6  March 19, 2013TCMtg