Town of Walnut Cove Board of Commissioner Meeting May 9, 2024 Regular Meeting Minutes  Members Present: Nellie Brown- - Mayor Elwood Mabe-C Commissioner Thomas Mitchell - Commissioner Chad. Jarvis = Commissioner Johnnie Hairston - Commissioner Kim Greenwood - Town Manager Amanda Bryant - Town Clerk Hugh Campbell III - Interim Town Attorney  Absent  Meeting Call to Order: Mayor Brown called the meeting to order at 7:00 pm  Invocation: Wesley Durrell Announcements  Pledge of Allegiance: Town Manager Greenwood  a. Walnut Cove Board of Commissioners Regular Meeting, June 13, 2024 @ 7:00 pm at the b. Walnut Cove Volunteer Fire Dept. Monthly Meeting. Thursday, June 6, 2024 @ 7:00 pm Walnut Cove Planning and Zoning Monthly Meeting. June 6, 2024 @ 6:30PM Walnut Cove  Walnut Cove Senior Center Public Library.  d. Town Recycling. May 24, 2024, and. June 7, 2024 e. Town Office Closed. Friday, May 27, 2024, Memorial Day.  Adjustments to Agenda Add-On Item 1B- Masonic Lodge (cornerstone) Item 2B- Fowler Park Assoc. Agreement Discussion  A motion was made by Commissioner Jarvis to accept the adjustments to the agenda as presented. The motion was seconded by Commissioner Hairston. Motion carried unanimously.  Public Comments-0  1    1. Consent Agenda should be pay bands.  a. Approval of Minutes - April 11, 2024, and April 25, 2024  Commissioner Jarvis stated there was one typo on page 1 oft the April 25th, minutes, states rands and it AI motion was made by Commissioner. Jarvis to approve the April 11 and April 25, 2024, minutes with the noted changes stated above. The motion was seconded by Commissioner Hairston. Motion  carried unanimously.  b. Masonic Lodge  Brandon Hooker and. John Finney from the masonic Lodge. Mr. Finneyi is the Master and Mr. Hooker is the Senior warden of the Lodge. Their purpose for attending the meeting is to ask permission to lay the cornerstone on the new Town Hall. Itisas symbolic cornerstone which will face the eastern sky. The masonic lodge would cover the cost as well as hold a dedication ceremony. Mr. Hooker explained iti isa bronze plaque that would be placed on the corner of the building. Both Mr. Finney and Mr. Hooker thanked the Board for their time. Commissioner Hairston stated he was also a mason. AI motion was made by Commissioner Hairston to approve the cornerstone plaque to be placed on the new Town Hall once construction is completed. The motion was seconded by Commissioner. Jarvis.  Motion carried unanimously.  2. Old Business a. Springfest Update  Ms. Bailey, Cove Group president was not in attendance, Chief Booe stepped in and updated the Board regarding Springfest. Chief Booe stated he emailed all Board members an updated copy of the Safety plan in anticipation of Springfest. From his understanding there are "100 vendors asi in the past and he presumes it be similar to previous years. Security measures are in place, the WCFD and medical professionals as well. Radios will be dispersed to the Town, Fire department and the Cove Group. Commissioner. Jarvis stated at the gateway spot the public health will be set up. b.C Commissioner discussion to consider amendments to Back to School, Halloween, and First Town Manager Greenwood stated this was al broad statement to give the Board the opportunity to discuss any changes prior to. July 1st when the new fiscal year begins. He also noted the Cove Group would like to drop the Back-to-School event. Commissioner Mitchell commented originally the Board and the WCFD was responsible for the Back-to-school event and they assumed responsibility the first year. Mayor Brown: stated the Library and the Town would take the Back-to-school event back, it was originally Commissioner Mitchells idea. She feels the Town should coordinate with the library and work together to manage the event. Commissioner. Jarvis asked about the rain date and shared his support of the Town working with the library on the event. The rain date is August 8, 2024. Commissioner Mitchell asked ift the Cove Group made the commitment for the Back-to-school event, Greenwood stated yes. Commissioner Mitchell stated in all fairness we need to change the budget for the Cove Group. They have backed out on their commitment and their events have nothing for the children. The Palmetto Group receives $5ki for the movies, he would like the Palmetto to have additional funds for them to show 2 additional movies a month during the summertime. He would like fori them to have an additional $10001 fort the movies. We need to: support the kids, treat everyone fair, this is his recommendation. Commissioner. Jarvis agrees with Commissioner Mitchell and the feedback he has received it is very economical for the Palmetto. Commissioner Mitchell stated we need to help spread  Responder Events.  2    the word and help advertise the movies. Commissioner, Jarvis stated there was a lot of opportunity and hei is glad it is for the kids which is something we lack. Town Manager Greenwood stated the Board could discuss the budget change ini item number 5 under the budget update. Commissioner Jarvis expressed his support for Halloween to bel less commercialized and expressed his concern for safety and would like for Halloween to go back to how it was originally set up with the children going on Summit Street. The Mayor stressed her concern regarding closing the street fora a non-Town events, she statedit if the Town has to close the street and public works is involved: she feels that is a Town event and should be handled as such. She would like to see documentation to know the customs of the past. Mayor Brown also inquired about the First Responders event that has been mentioned before, Town Manager Greenwood stated we could host the event and provide a meal fort them as at thank you for the work they do within the Town. The Mayor feels iti is veryi important to recognize and honor them and asked about dates. Town Manager Greenwood: stated we could table the decision until the. June meeting and  he could touch base with the different First Responder groups to get some dates.  b.F Fowler Park Association. Agreement Discussion  The Board was provided with a copy of the Articles of Incorporation for the Fowler Park Association for the Board to review. The Mayor questioned the Town'si involvement with the Park, considering the Fowler Park Association is their contract is supposed to provide maintenance and insurance on the property, and the Town is the one doing SO. She stated we need clarification on the Town'si involvement of the Park. Town Manager Greenwood stated he spoke with Mark Bowman, the most senior member of the Town, who has worked for the Town since 1991, and Mr. Bowman stated this is how it has always been done. Commissioner. Jarvis asked for the input of Interim Town Attorney Campbell, questioning if the Town holds the deed to the property but ifiti is leased to an organization can the Town dissolve the lease. Mr. Campbell stated there isn'tal legal issue but a policy issue, what do you do with the lease? It would be a discussion for the Board in terms of deciding whether to terminate the lease or let it stay as is. Mayor Brown recommended to set a meeting with the Fowler Park Association for clarification and continuing to move forward, we need to finalize this and need it in writing. She further continued she would like to have a conversation with NCLM and get their thoughts on this. Town Manager Greenwood stated it was the NCLM recommendation: for the Town to insure the park. Commissioner. Jarvis wanted to clarify the Town has no intention of changing the park to anything but a park, he asked if the Town could make a decision at the. July meeting and invite the Fowler Park. Association to attend the meeting. Town Manager Greenwood stated he would send ai formal letter as well as make a phone call to ask the  Fowler Park Association to attend. c.Quotes received for Traffic Study  The Board was presented with two new quotes fort thet traffic study from Withers Ravanel. The new quotes were rather extreme in price but very intensive study of the streets. Mayor Brown asked if these were advertised and Town Manager Greenwood informed her as required by the General Statutes an advertisement was rani in the Stokes News. Commissioner Jarvis stated thet first quote was fori the roads parallel to Main Street, he recommends readvertising with NCLM, PTRC and School of Government A motion was made by Commissioner. Jarvis to reject all bids and to readvertise for ai traffic study. The motion was seconded by Commissioner Hairston. Motion carried unanimously.  listserv.  3    3. New Business  a. Advertise Budget Ordinance for June 13, 2024  Amotion was made by Commissioner Jarvis to advertise fora a Public Hearing for the 2024-2025 Budget Ordinance. The motion was seconded by Commissioner Hairston. Motion carried  unanimously.  4. Closed Session: Per NCGS 143-318.11 (a)6),closed session for Personnel.  AI motion was made by Commissioner Jarvis to enter into closed session for Personnel, the motion  was seconded by Commissioner Hairston. Motion carried unanimously.  The Board entered into closed session at 7:42PM  A motion was made by Commissioner. Jarvis to enter into open session, the motion was seconded  Commissioner Hariston. Motion carried unanimously.  The Boarded enter into open session at 8:27PM.  Mayor Brown stated "No action taken" other than the 3% cost of living increase, upon the motion to  enter into open session. 5. Budget Update  Town Manager Greenwood reviewed the changes as presented by the NCLM MAPS group. The title Christmas bonus shall be changed to Retention Bonus and will be released the second pay period of November in the amount of $1000.00. The salary study also made the following recommendations in position classifications: two employees pay will increase to put them in the minimum pay grade for their positions, a 3% cost of living will be given to each employee, reclassify one position from a pay grade 12 to pay grade 14, one employee from pay grade 11 to 9, two employees from 91 to 81 to meet the status quo of the position title and lastly to reclassify titles for the following positions: LPA: supervisor will become Motor' Vehicle Senior specialist, title clerk will become motor vehicle specialist and the newly created position of administrative assistant will become customer service representative. All will goi into effect on. July 1, 2024. Town Manager Greenwood drew attention to the document from the Stokes County tax office which shows the projected taxi revenue for the 2024-2025 fiscal year. The projected revenue is expected to be $1,375,948. He also presented and reviewed the line items for each of revenue and expenses per department. The administrative department have the noted changes: increased revenue, salary changes based on the MAPS: salary study listed above, a change for the the Walnut Cove Fire Department, Walnut Cove Library and the Stokes County Sheriff's office. A discussion ensued regarding the Sheriff's Office budget being higher than that oft the Walnut Cove Fire Department. Commissioner Mitchell expressed his concern for the Sheriff's Office to have a higher budget amount than that of the Fire Department, he feels the Fire Department is more active than the Sheriff's Office in Town. Town Manager Greenwood explained when preparing the budget, he receives the budget request annual from both the Fire Department and the Library, as fort the Sheriffs Office the original contract created their budget amount based on the consumer price index. Commissioner Mitchell stated he would like the Sheriffs Office contract to be updated and doesn't feel they are fulfilling their duties of their contract to the Town. Commissioner. Jarvis stated the original contract was started in 2011 renewing every 3 years, and asked ifiti is renewed last year, of which Town Manager Greenwood stated it auto renews each year. Commissioner, Jarvis stated the Fire Department budget is complex as they  4    contract with the County as well, along with the need to have police within Town limits because oft the ABC Store. Chief Booe stated the ABC: store has their own contract with the Sheriffs office. Commissioner Jarvis continued he does not wish to minimize the concerns of Commissioner Mitchell but he has seen improvements within the Town by the Sheriff's Office. Mayor Brown said she has received multiple concerns from citizens, she recommends the Fire Department receives more money from the Town than the Sheriff's Department, and to continue the growth of the partnership with the Fire Department. She would prefer to give our first responders more money. Commissioner Jarvis stated the Town has to present a balanced budget and we are looking at $60ki increase, he isn't sure where we would get that large amount of money for the increase. He also wanted to see what the Town could do to make jobs at the Fire department more appealing to people who are looking for employment and would like to explore the idea of having the Town contracting employees to the Fire Department sO they are included on the Town's benefits and State retirement system. Chief Booe stated currently employees receive medical insurance and internal vacation time. Commissioner. Jarvis stated for 2025 the Town could possibly consider adding to the Fire Department budget for 31 full time employees. Chief Booe stated when he presents his budget to the Board, the budget meets the operating needs. He also wanted to go on record stating they are in full support oft the Stokes County Sheriff's Office, they have a partnership and work well with each other. Chief Booe expressed to the Board the decreased response time is because like everyone else they are: short staffed. Commissioner. Jarvis stated not to discredit Mayor Brown or Commissioner Mitchell he understands what the Sheriffs department does and he feels al better plan would be to await the results of the as safer grant application. Chief Booe explained the increase oft their budget request from $127k to the $139k was due to the federal minimum wage change which was noti included in the original budget request. He continued by saying the Fire department is very fortunate to have the support of the town. Mayor Brown reiterated her recommendation for more money for the Fire Department. Town Manager Greenwood stated with the reduction in the Cove Group budget by $8k, the Board if they choose can give $1000 to the Palmetto Theatre and $7000 to the A motion was made by Commissioner. Jarvis to approve the recommendations as stated above, the motion was seconded by Commissioner Hairston. Motion carried unanimously.  Walnut Cove Fire Department, this will still provide a balanced budget.  6.D Departmental Reports Administration  Along with Commissioner Jarvis, we have met with River Street regarding the downtown WIFI and the transition of services to the new facility. The new construction is progressing well. We will meet with builders tomorrow for updates and approvals of current work orders. The auditor is finalizing the audit  and will be at the. June meeting.  LPA: Notary: TOTAL: Public Works  The LPAI had a good month in April. Their net figures: DMVTransactions: $11,672.95  $1,587.00 $13,259.95  The sinking of the street at 3rd and Main Street was dug out a couple of weeks ago. Fortunately, no problemi i.e leaks, collapsed lines etc. were found. The space wast filled with stone and has been paved. Two major taps have been made on Stokesburg Rd. for two small developments. A collapsed effluent  line has been replaced at the WWTP.  5    Code Enforcement/ Planning/Zoning Board  Please see the attached spreadsheets for recent actions for Code Enforcement and P/ZI Board. Ihave  included a plat that was reviewed by the Planning Board this month.  Items for Future Consideration Memorial Day Holiday  The Town will help with the Springfest Street Closure We have finalized most of the plans for. July 3 Fireworks.  5. Items of General Concern  Mayor Brown wanted to thank everyone in attendance tonight as well as the staff and is looking forward toe everything the Town has going on. She stated she will keep striving forward for the citizens.  6.A Adjournment  AI motion was made by Commissioner Mabe to adjourn the meeting, the motion was seconded by  Commissioner Mitchell. Motion carried unanimously.  7. Meetingr recessed at9,15PM  June13p034  Apadse  6-1334  Date  Date  6