TOWN OF STOKESDALE Regular Çouncil Meeting 8325 Angel Pardue Road Stokesdale, North Carolina August 20, 2013  The regular meeting of the Stokesdale Town Council was held on' Tuesday, August 20, 2013 at the Stokesdale Town Council members in attendance: Mayor Randle. Jones, Mickie Halbrook, Randy Braswell, Frank Bruno and William Others present included: William B. Trevorrow, Town Attorney; Deputy Scott Casey, Guilford County Sherriff's Department; Michael Albert, Town Planner; Donna McCall, Deputy Clerk; Carolyn Joyner, Town Clerk/Finance Mayor Jones called the meeting to order at 7:01 pm. Following the Pledge of Allegiance, Council considered the agenda. Pam Lemmons asked to be placed on the agenda to talk about R.O.A.D.S. and signage. Mayor. Jones said that she would be placed as Number 11 under New Business. John Flynt asked to bej placed on the agenda to thank some of the members of Council for their service. Mayor Jones said that he would be Number 12 under New Business. Mr. Bill Jones made a motion to adopt the agenda as amended. Mr. Bruno seconded the motion. All Council reviewed the minutes oft thel Executive Session of April 16, 2013; April 26, 2013 Workshop on Water Tank Washout; May 21,2 2013 Regular Town Council meeting; June 4, 2013 Budget Workshop; June 18, 2013 Regular Town Council meeting; and July 16, 2013 Regular Town Council Meeting. Mayor. Jones made a motion to take out thel May2 21,June 18, and. July 16, 2013 minutes from voting on them because there are discrepancies that need tol be corrected and continue them to the next meeting. Mr. Braswell seconded the motion. All Council members voted. Mr. Bruno made a motion to approve the minutes of the Executive Session of April 16, 2013, the April 26 Workshop on Water Tank Washout, and the June 4 Budget Workshop. Ms.. Halbrook seconded the motion. Mr. Braswell made a friendly amendment to remove the Executive Session of April 16. Ms. Halbrook seconded the amended motion. All Council members voted aye and the minutes of the April 26 and June 4, 2013 Workshops  Hall at 8325. Angel Parduel Road. N.(Bill). Jones. Officer.  members voted aye and the agenda was adopted.  aye andt ther minutes were continued to the August meeting.  were adopted.  COMMENTS FROM THE: FLOOR: No comments were: made.  NEW BUSINESS:  REPORT FROM GUILFORD COUNTY SHERIFF'S DEPARTMENT: Sheriff Scott Casey reported several break-ins along US Hwy 158 during the past weeks. Out of the calls that were answered, there were 16 calls that generated reports with ten of them being Part 1 crimes. Two arrests were madel last night which would clear up two NEW BUSINESS: SPECIAL USE SITE PLAN CASE 13-06-STCP-02385: Located on the west side of Pearman Quarry Road, north of Warner Road, in Oak Ridge' Township. Address: 7719) Pearman Quarry Road. Guilford County Parcel # 0166905. This site plan proposes a Minor LCID Landfill on approximately 23.16-acres ofland. Owners: Kenneth and Carrie' Van Derveer. Zoned: Agriculture,' WCATier3&4. Mayor Jones noted that this was a quasi-judicial proceeding and anyone who wished to give testimony for or against the matter must be sworn in. The following persons were sworn in: Michael Albert, Scott Casey, Kenneth Van Derveer, Mary Ann Williams, Angela Hoffman, Tammy Gardner, Charlie Elliot, Lowell Hedges, Dale Hoffman,  orr more oft the recent break-ins.  (William KnightJr.,PLS.) (Continued from July 16, 2013 Meeting.)  Leah Cadinack, and Heather) Hedges.  Book 12, Page 2332    Pages 9- 191 oft the official transcript oft the August 20, 2013 Town Council meeting covering the portion oft the meeting relating to Case 13-06-STCP-02385 are hereby incorporated into and made aj part of the minutes oft the meeting. The following motion was made regarding Case 13-06-STCP-02385: Mr. Bruno made a motion to continue the matter under advisement and continuance until the next Council meeting to be held on September 17, 2014. Mr. William Jones seconded the motion. All Council members voted aye and the meeting was continued to Council took a brief recess with the meeting resuming at 11:22 pm. Due to the late hour, Council reviewed the agenda. Some people had left the meeting att this point. Mayor Jones suggestedi moving Ms. Lemmons to #4 under New Business. Mr. Braswell made a motion to continue Agenda items #41 Disk Golf,7 A&B, #8, #9, #10 to the next Council meeting and to movel Ms. Lemmons to #4. Ms. Halbrook seconded the motion. All Council members Senior Resources of the Guilford: Request to Use' Town Hall for Counseling Sessions: Jennifer Nichols, with Senior Resources oft the Guilford, requested the use of Town Hall for the Seniors' Health Insurance Information Program (SHIIP). It is not insurance sales. SHIIP is a free service to Guilford County seniors who need help navigating the Medicare system. She would like to work with Town Hall to reach citizens who would like to receive counseling on the programs. The open enrollment period begins October 15 and continues to December 7. Appointments would be scheduled on' Tuesdays and Thursdays. She said that they would also to make presentations on Medicare in addition to the individual appointments. Ms. Amelia Yarborough would be the representative who would meet with the clients by appointment only on Tuesday and Thursdays from 2:00 - 5:00 in the Conference Mr. Bruno made a motion to approve the request contingent on filling out an application with the information. Ms. Halbrook seconded the motion. All Council members voted aye and ther motion was approved. Stokesdale Parks & Recreation Application for Spring Soccer: Mr. Bruno made. a motion to approve. the. application and to waive the regular fees. Mr. Bill Jones seconded the motion. Council voted unanimously to ROADS and Signage: Ms. Pam Lemmons said that she was President of R.O.A.D.S. (Revitalizing Our Ancestors Dreams in Stokesdale) located at 8428 US Hwy 158. On September 7 there will be a market held from 9 am until Noon and a9-11 Remembrance Ceremony at 10:00 am at the linear park. On October 51 from 9 until 12 noon there will be a Saturday Market and a community yard sale and other events. On November 2 the Market will bel held Ms. Lemmons then spoke as a very concerned citizen of Stokesdale. She said that she Hived at 8306 Newberry Street and on about July 20 she noticed signs for Michael Tatum for Mayor being posted. She checked the North Carolina law and found that it was not legal to place these signs on right of way until September 17. She was in touch with the candidates to let them know of the meet and greets and she called this tol Mr. Tatum's attention. She said that he ignored her. She called the Board of Elections and they said to call the Town Clerk or DOT. She contacted the' Town Clerk and she was given the numbers for the NCDOT and the Sheriff's Office. She pointed out that the Northwest Observer ran a gripe and a question (not hers) about the law violation. On. July 30 she emailed NCDOT and was told that they were not a safety issue and they did not address the law. On August 6 she contacted the Board ofl Elections ands she was directed to the Guilford County Planning Department which again said that they were not an issue, The State Board of Elections was contacted again and they were not a safety issue. She spoke with the Guilford County Board of Elections again and was told that she should contact the Town Attorney, Mr. Trevorrow. Mr. Trevorrow said that it was a matter for Town Council to decide. She said that in her opinion, it was al bigger problem that someone was running for mayor whol knowingly disobeys the law. Mr. Braswell said that he has a problem with all of the signs that are against the Town Ordinance. He said that the State mowers have skipped over them or knocked them down. He asked Mr. Trevorrow for the procedures for following the Town Sign Ordinance. Mr. Trevorrow replied that the road right of wayi is not the Town's property  the September 17,2 2014 Council meeting.  voted aye and the motion carried. Facility Use Requests:  Room. Mayor Jones suggested that they should complete an application.  approve the request.  from 9 to 12 and the candidates are invited to come and meet and greet the locals.  Book 12, Page 2333  August 20, 2013 TC Mtg - Final  2    and thei issue cannot be addressed by Council. The Town's Development Ordinance does address the location and Landscaping and Grounds Maintenance for Town Hall and Park: Mr. Bill. Jones said that flyers can be made upand Council can hold ai maintenance workshop. He said that the main idea would be to get ideas and suggestions from others and he would like to form al Property Committee who would coordinate the mowing and maintenance. There may be volunteers but he said there was a back-up plan. He suggested spending $68 or $238 depending on the size of the ad, to run an ad in the Northwest Observer. Mr. Braswell made a motion to approve the advertisement as it is written with the dates being September 12 and September 19 and to advertise using the $68 version twice and to adopt thel RFP's with changing the date to 2:00 pm on October 21,2013. Mayor. Jones asked if thel RFP would be: sent out and would they be available at these meetings. Mr. Braswell said that ity would bel handed out and the motion could include the adoption of the RFP. He said there was one correction for the RFP on the fourth line from the bottom on the first page to cross out' "Please quote fees on a set rate per mowing for each site". Omit "not to exceed a six month contract." Mr. Braswell said that he would like tol have flyers printed up to hand out and to post around Town. Mr. Bruno questioned the dates that the RFP would be due. It was decided tol have them tol be received by 2:00 pm on October 21. Mr. Bruno seconded the motion. Council voted 4 to 1 in favor of Rental Equipment dates for Guilford County's No-till Seed Drill and Volunteer Days: Mr. Braswell had three dates for the No-till seed drill that would cost $8.00 per acre; He said that his auto liability insurance covers the drill since he would picki it up and the Town would not be liable. Mayor. Jones asked ifh he would be renting the drill and who would be doing the seeding. Mr. Braswell said that he would be and he would provide the tractor, fuel, time andt the Town would reimburse! him for the $8 per acre and there is a gauge on the drill to determine the number of acres. They are just doing some of the bare spots. The dates are September 3, 4 and 5. Rain dates would be September 10, 11, and 12 and 16, 17, and 18. He would pick it up on' Tuesday, September 3 at lunch time, drill on the 4t and return it on the 5th. Mayor. Jones askedi ifhe would be responsible ifhe drilled into thei irrigation system or damaged it. Mr. Braswell said that thei irrigation system would bei marked. Mr. Braswell said that he would fix or repair anything that breaks and he was just asking the Town to pay the cost ofrenting the drill. Mayor Jones said that this was not ai function ofa Council member under thei insurance. Itisn not a good thing for Council members to be operating equipment which would not be aj part ofthej job description ofa Council member. It would be better if Mr. Braswell said that there is al backup plan. Hardin's Mill has a drill and al lime truck andl he will get their prices and! he make ask that Council hire him. Mayor Jones said that a special meeting could bel held if necessary tol have Mr. Braswell said that his motion was to secure the drill on the dates that hel had given. Mr. Bill Jones seconded the motion. Mr. Bruno, Mr. Bill Jones and Mr. Braswell voted aye. Mayor Jones and Ms. Halbrook voted no. The Price Increase to Furnish and Set Meters and Meter Connections: The Clerk said that Council may want to consider increasing the fees charged for making a tap and installing the meter since the prices were beingi increased by Yates Construction Company. The price oft meters has gone up because the meters can no longer have lead in them. Mr. Braswell made a motion to accept Yates Construction Company's proposal and contract form dated August 13, 2013 and authorize the Mayor to sign it and to authorize the Finance Office to increase the Town's fees accordingly. Mr. Bill Jones seconded the motion. All Council members voted aye and the motion carried. Fire Safety Inspection Corrections Needed for Rolling Fire Window: Mayor Jones said that window passed thei inspections initially. Mr. Bill Jones said that it was never really inspected. The person that installed it has the name of the person that tested it. Thel Fire Marshal had signed off on it. Mr. Bill Jones said thatl he had prepareda letter and was asking them to finish the installation ofa cable and a fusible link as shown on a diagram. Mayor Jones asked what would happen ifthey refuse to do make the repairs. Mr. Bruno said that the fire marshal has said that the fire window is to remain locked until the repairs can be made. Mayor Jones made ar motion to send out a letter on' Town Letterhead and to authorize Mr. Bill Jones to signi it and talk tot them about it. Mr. Braswell seconded  size ofs signs but he did not recall any prohibition ofs signs in the road righto ofway.  the motion with Ms. Halbrook voting no.  someone had their own equipment andi insurance, liability issues and OSHA issues.  ad decision before the next regular Council meeting.  motion carried.  ther motion. All Council members voted aye andt the motion carried.  Book1 12, Page 2334  August 20, 2013 TCI Mtg - Final  3    Town Hall Visitor Log: Mr. Braswell said there was a misunderstanding at the last meeting. The motion was to have aj phone message log and an email log but nothing was said about a Visitor) Log. The Northwest Observer had saidt that a visitor log was tol be kept at Town Hall of pèople who came to' Townl Hall. Mr. Braswell said that he felt thati it would be useful. Mr. Braswell a motion to continue to dot the unauthorized visitors log. Mr. Bruno seconded the motion. Mayor Jones said that people had told him that they do not like the idea and they should not have to signi in and out to visit ap public building. Mr. Braswell, Mr. Bill. Jones, and Mr. Bruno voted aye. Mayor. Jones and Review Email Record Policy: Mr. Braswell said that it is a goodi idea but itis a monster because the clerk and the deputy clerk were printing everything even' what he considered asj junk emails. He said that the Clerk had suggested that the emails should be forwarded to Council. He made ar motion to change from printing the emails to forwarding them to Council members who want to receive them. Mayor Jones said that some emails may have confidential information in them and it could become public record. Mr. Bill. Jones seconded the motion. Mr. Braswell, Mr. Bill Jones, and) Mr. Bruno voted aye. Mayor. Jones and Ms. Halbrook voted no. The motion carried. Phone Log: Mr. Braswell said that he does like the phone log and that it is an important tool and he would like to express the importance ofbeing sure that there is an accurate record ofp people calling' Town Hall. Deputy Clerk) Part' Time Position: Ratify Hours and Consider Vacation/Sick. Days Policy: The Clerk said that the original motion made by Council set thel Deputy Clerks work schedule at 20 hours per week. AsofJuly 1, when the Town Hall hours were changed, the Deputy Clerks hours increased from 20 to 301 hours per week. Council had agreed that the Deputy Clerk was to work those additional hours. Council was polled and agreed and now neededt to ratify this by a motion in a public meeting. Mr. Bruno made ai motion thatt the hours for the Deputy Clerk position be set at 28 hours week. Mr. Bill Jones seconded the motion. All Council members voted aye and the motion Parade Committee Report: Vicki White-Lawrence, Parade Chairman, reported that a Parade meeting was scheduled last Wednesday evening and she was the only person that attended. She said that there was a good group working on the Parade but some additional assistance is needed since there are very few peoples doing all oft the work behind the scenes. She wanted to make Council aware of the potential problem. Mayor Jones suggested Library Committee Report: Mr. Bruno reported that most of the books have been removed from the front hallway. Mark who works with Vintage Vagabond has been helping get rid of books by selling them or donating them. He had turned in a check for $65 last week which for ones that he had sold sO over $380 has been raised from the sale of books. Laura Mulchy has donated another computer for the Library. Hardcover books, CD's, DVD's, and movies are being accepted now. In September, soft cover books will be accepted since therei is an outlet for them that can be used to raise money for the library. He reported that volunteers are needed. The Library Donna said that she would have worked 26 hours this week and asked ifs she was to come in the following day and work for two hours. Mayor Jones said that she would have to come in ifs she wanted to be paid for it and thati it was Mr. Braswell said that sick day/vacation policy had not been set for the Deputy Clerk position during the previous discussion oft the deputy clerk position. Mr. Bill Jones said that the matter had come upi recently and there is ar need for some written policy. Mayor Jones said that Ms.. Joyner was the Deputy Clerk'si immediate supervisor and would make those decisions as to time off for the Deputy Clerk. Ifany issues come up, the chain of command with Ms. Joyner as the immediate supervisor, then the Mayor and Mayor Pro Tem. Council can consider a vacation policy at Mayor Jones noted that Ms. Joyner had asked for a change in her vacation request that had been previously approved due to a family situation. He made a motion to approve ther request to givel her some latitude ont those  Ms. Halbrook voted no. The motion carried. UNFINISHED BUSINESS:  carried.  COMMITTEE AND BOARD REPORTS:  putting out ai request for additional volunteers.  Committee will meet in September and have volunteers to work int the library.  as scheduling issue.  another meeting.  Book 12,F Page 2335  August 20, 2013 TCI Mtg- - Final  4    days. Ms. Halbrook seconded the motion. All Council members voted ayes andt the motion carried.  Departmental and Administrative Reports: Finance Report: July, 2013: Ms. Joyner noted that the Town pays several annual invoices for annual dues and insurance at the beginning oft the Fiscal Year and this resulted in a decrease of the General Fund Assets for the month. Water Enterprise transactions were routine. The Town did receive the invoice for the annual subscription renewal for Rural Billing software for $500.00. Mr. Albright has collected over $8,000 ofpast due water accounts and Mr. Walker has collected several accounts as well. Administrative. Report- -Town Clerk: There was no other report from the Clerk.  : :  OTHER BUSINESS: Executive Session at 12:46AM.  Closed Session of Council: Personnel Matter: Mayor Jones made a motion to retire to closed session for a personnel matter. Mr. Braswell seconded the motion. All Council members voted aye. Council recessed to  Councilreconvened: from the Executive Session at 1:08 AM.  ANNOUNCEMENTS: Mayor Jones noted that the announçements were listed on the agenda. Mr. Braswell announced that he would schedule a workshop with Mr. McGougan as soon as he provides information on a chlorinator booster and some other maintenance items that he had recommended at an earlier workshop. Mayor Jones said that he would like tol hear what has changed since this matter was discussed previously. COMMENTS FROM COUNCIL: Council did not make any further comments. members voted aye. The meeting adjourned on August 21, ,2013 at 1:09 am.  ADOURNMENT: Mayor Jones made a motion to adjourn. Mr. Braswell seconded the motion. All Council  Cuaeilopu  Approved:  AEMKR  D.F Randall) Braswell, Mayor  Book 12, Page2 2336  August 20, 2013 TCI Mtg- - Final  5