Town of Walnut Cove Board of Commissioner Meeting February 8, 2024 Regular Meeting Minutes  Members Present: Nellie Brown - Mayor Elwood Mabe - 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 at7 7:00 pm  Invocation: Wesley Durrell Announcements  Pledge of Allegiance: Town Manager Greenwood  a. Walnut Cove Board of Commissioners Regular Meeting, March 14, 2024 @ 7:00 pm at the b. Walnut Cove Volunteer Fire Dept. Monthly Meeting. Thursday, March 7, 2024 @ 7:00 pm Walnut Cove Planning and Zoning Monthly Meeting. March 7, 2024 @ 6:30PM Walnut Cove d. The Cove Group March 5, 2024, at 6:30pm at the Walnut Cove Public Library Budget Retreat March 5, 2024 @ 2pm at the Walnut Cove Public Library  Walnut Cove Senior Center Public Library.  e. Town Recycling. February 16, 2024, and March 1, 2024  Adjustments to Agenda New Business Item G - Resolution #2 Item H - Resolution #3 Item! I- Capital Improvement Ordinance ItemJ-Fund Balance Transfer  A motion was made by Commissioner Jarvis to accept the adjustments to the agenda. The motion was  seconded by Commissioner Hairston. Motion carried unanimously.  1    Public Comments-0 No one signed up for Public Comments 1.C Consent Agenda a. Approval of Minutes November: 14, 2023  Mayor Brown recommended to table the November 14, 2023, minutes until the Budget Retreat. A motion was made by Commissioner Mitchell to table the November 14, 2023, minutes until the budget retreat. The motion was seconded by Commissioner Jarvis. Motion carried unanimously. Commissioner. Jarvis noted the motion did not include the verbiage funds would be returned upon receipt of the grant funds. He would like that included in the minutes. Town Clerk Bryant stated she  b. Approval of Minutes January 2, 2024  would make the correction to include the verbiage. c.Approval of Minutes January 16, 2024 d. Approval of Minutes January: 18, 2024  Ar motion was made by Commissioner. Jarvis to approve the minutes for. January 2, January 16 & January 18, 2024, with the noted changes. The motion was seconded by Commissioner Hairston.  Motion carried unanimously.  e.l Introduction of Mr. Hugh Campbell III, Interim Town. Attorney  Town Manager Greenwood introduced Mr. Hugh Campbell, the newly appointed Interim Town Attorney. Mayor Brown complimented Mr. Campbell fori impressive resume and qualifications. Mr. Campbell stated he works for different municipalities throughout Stokes and Surry County and is looking  forward to working with the Town.  f.R Recognition of Representative Kyle Hall, Dist. 91  State Representative Kyle Hall presented the Board with an update as to the items they were able to accomplish this year during the short session which including providing the Town with an additional $250k on top of the $3mil and $5mil grants the Town has already been given. Representative Hall provided details regarding the state employees' pay raises for teachers and bus drivers. Mayor Brown expressed her appreciation fore everything Representative Hall does and has done for the Town. Commissioner, Jarvis stated his appreciation for everything including providing the trades programs for the state community colleges. Representative Hall stated there is more work to be done, but Stokes County is doing a good job. Mayor Brown once again expressed her appreciation to Representative Hall  in which he replied with anything for you Mayor.  g. Walnut Cove Fire Department, Qtrly Report, Chief Brian Booe  Chief Brian Booe presented the quarterly report for the Walnut Cove Fire Department, which included the amount of calls for both in-town and out oft town calls, assists as well as outreach and training the fire department completed during the months of October - December of2 2023. He further provided an update on. Jason Faries, Fire Marshal for the Town, he stated Mr. Faries is currently updating and inspecting all structures within the Town and getting them on a schedule fori future inspections. Chief Booe wanted to express his gratitude to the Board and the Town staff for all the support. Commissioner Mitchell stated he appreciated all the work in helping people sign up for Code Red, patience as well as the support provided during water leaks in Town. Mayor Brown thanked Chief Booe for a tremendous  job well done.  2    2. Old Business  a. A.I.A Mapping Grant - Completion and presentation by Brandon Inscore, Withers Ravenel Brandon Inscore of Withers Ravenel presented the grant findings for the Town of Walnut Cove for the completion of the asset inventory of the water system. The grant provided funding to enable Withers Ravenel to locate, identify and map out all water lines, valves, and other wateri infrastructure items for the Towns water: system. Withers Ravenel also completed a capital improvement plan and life cycle model oft the water system and provided a much-needed update on replacing and updating ofe each water line. The capital improvement plan (CIP) provided a project list for the Town for the current needs along with future needs. Commissioner Jarvis inquired about thet fire hydrants and some state unknown, Mr. Inscore stated the valve for those hydrants they assume are there but it could not be located. Commissioner. Jarvis inquired about the 30 hydrants on the assessment management plan, Chief Booe would provide the list oft those. Commissioner. Jarvis also stated the criticality is very well laid out. Additionally, alli information is very well thought out compressive plan and very understandable, thank yout for that. Commissioner. Jarvis discussed the condition oft the tanks, Mr. Inscore stated the age of the contracts on thet tank inspections, future maintenance etc., are witha a contractor who maintains those records. Mayor Brown thanked Mr. Inscore for the great presentation. Mr. Inscore also informed the Board the grant allowed 24 months to complete and they were able to.  complete it in 14 months.  b. Dewberry Engineering - Mr.. John Akers, Capital Improvement Plan  John Akers with Dewberry Engineering serves as the engineer on call for the Town. Mr. Akers has developed a workable CIP and how best to use the remaining "$3million on the Town's infrastructure projects. Mr. Akers' assessment of the Town's current infrastructure issues aligns with the CIP of the Water mapping grant presented by Mr. Inscore. Mr. Akers provided a project list fori the remaining NC DEQ funds which included installation of new altitude valve and vault ati the interconnection, installation ofa PVC line loop at the southern tank on Plant St., to help with overflow issues, replace "30 fire hydrants and "30 new gate valves and replacing asbestos cement, cast iron and galvanizes lines with PVC. Mr. Akers' project list also included 12 additional line replacements. Mr. Akers also pointed out the streets will be prioritized to get the most completed while maximizing most of the available funds. Mr. Akers stated they hope to begin the survey March 1, 2024. The project cost will be "$406,000. Town Manager Greenwood reiterated the grant funds will cover the construction oft thei two newi facilities along with the project list. Commissioner. Jarvis asked if the loop around line will correct the overflow issues, and he would like to move forward with this. Mr. Aker feels the loop around line would be sufficient in correcting the overflow issues. Town Manager Greenwood thanked Mr. Akers for the information and stated the Town has never had this kind of information before. Mayor Brown also thanked Mr. Akers for the great presentation and this is long overdue and appreciates the hard work.  3    3.New! Business  a. Consideration Request for Quote-TrafficStudy  At the request of some of the Commissioners, the item to advertise for a Traffic Study be added to the agenda. With increased traffic volume, this matter ist for consideration oft the Board of Commissioners. Commissioner Jarvis stated with the growth of the Town, there will be more pedestrian foot traffic, more potential for people to speed, and need to consider the safety of our citizens. Commissioner Mitchell inquired about the 2022 traffic studyf from Withers Ravenel, Town Clerk Bryant, stated we can advertise again along with contacting Withers Ravenel as well. Mayor Brown stated she was in favor of at traffic study. Commissioner. Jarvis asked if we could get the request for quote out and have the RFQ's for the budget retreat, Town Manager Greenwood stated to allow for four weeks which would makei it available by our March Board meeting. Commissioner Jarvis stated if Withers would have the quote by A motion was made by Commissioner Mitchell to advertise for a request for quote for at traffic study. The motion was seconded by Commissioner Mabe. Motion carried unanimously.  March 14, 2024, it would be great.  b.F Request for Advertise, Correction of Permitted Use Table for Independent Dealers Town Manager Greenwood explained in completing the approval for a new independent dealer, Cory noted that our new Land Use Policy adopted in 2022, which was a re-writing of our former policy. Independent dealers had always been permitted in the B-1 district. The new policy does not allow independent dealers unless they are associated with at franchise dealer. Iwould suggest to the Board that: Note 4: be omitted, Automobile dealership and associated business be permitted and Automobile sales: remove note. As with any ordinance change, the matter has to be advertised for public hearing and the matter can be voted upon at the March meeting. Commissioner Mabe stated it was taken out Commissioner Jarvis made a motion to advertise for a public hearing in regard to the correction listed fori independent dealers to be allowed int the permitted use table for B-1. The motion was seconded  when the policy was updated and it needs to be put back.  by Commissioner Mitchell. Motion carried unanimously.  C.A Abandonment and Extension of Mitchell/W. Second St.  Ina attempting for the Planning/Zoning Board to approve ap preliminary plat for the 10 new structures on Mitchell St., the addresses on some of the new! homes were different than the others. A couple of properties have the W.Second: St. address and the remainder have the Mitchell St. address. Upon contacting the Stokes County Mapping department, and establishing addresses for mail, taxation, emergency services and GIS, iti is necessary to abandon the approximate 28001 feet of W. Second Street ande extend Mitchell St. Ultimately, the entire street will be Mitchell St. Town Manager Greenwood asked for permission to advertise for a Public Hearing to abandon W. Second St. and extend Mitchell Ar motion was made by Commissioner Jarvis to grant permission to advertise for a public hearing to abandon W. Second Street and extend Mitchell Street, to be scheduled for March 14, 2024. The motion was seconded by Commissioner Mabe. Motion carried unanimously.  Street.  4    d. Presentation of Software Applications used by the Town  Town Clerk Bryant presented the Board with a presentation oft the current software applications used by the Town. She reviewed the following software programs and their functions along with their benefits to  the Town, FMS Southern Software, Laserfische, and the Beehive program.  e. Discussion concerning Signage at Public Parks  Town Manager Greenwood stated currently there is not signage in any oft the public parks within Town, especially those with park hours and/or rules. Commissioner Jarvis stated generally the sheriff can enforce the rules but because there are none posted he has no grounds. Interim Town Attorney Campbell stated typically there are: some type of hours are usually posted. Mayor Brown recommended placing some type of signage with noted hours and rules for citizens. Town Manager Greenwood stated he would reach out to the Fowler Park Committee, East Walnut Cove Park and develop ones for London Park SO everyone is ont the same page. Interim Town Attorney Campbell stated the Board could vote to approve the signage for the parks providing some examples and cost be provided at the next meeting. Town Manager Greenwood inquired about cameras at the park, Mr. Campbell stated he would research Ar motion was made by Commissioner. Jarvis to allow: appropriate signage in Town limit parks which will include hours of operation and prohibited activities. The motion was seconded by Commissioner  and report back.  Hairston. Motion carried unanimously.  f.Submittal of proposed Cove Group Events  Town Manager Greenwood stated hel has included the received applications for events by the Cove Group. The matter of funding is usually addressed at the Budget Retreat. lonly submit the applications for your review and give you time to: study the matter. You do not need to approve the applications tonight. Commissioner Mitchell asked for clarification are these Town events or are they Cove Group events? Town Manager Greenwood agreed there needs to be clarification, if they are Town events then Town employees will work the events. Mrs. Bailey, president of the Cove Group stated no these are Cove Group events. Town Manager Greenwood informed the Board the only Town event the Town host is the Fourth of July fireworks. There was a discussion amongst the Board members and Mrs. Bailey regarding the Concerts in the Cove, the number of concerts, who sponsors the concerts and the need fort the Town to approve the Concert event applications. Commissioner Mitchell stated because this is leased property he sees no need for the Board to approve the event permits. Mayor Brown inquired about the lease for the property at Cove Square, if the concerts fall under the lease. Commissioner Jarvis stated as far as he was concerned the agreement spells it out, and it is leased property and they are meeting the guidelines of the agreement. Interim Town Attorney Campbell stated the lease gives them control of the property, under the lease agreement there should be no need for the permits. Town Manager Greenwood stated for the permits for Springfest and Fallfest, it would be the Board's decision because of the need to close Main Street. Commissioner Jarvis stated he feels to allow the Cove Group to host Springfest and Fallfest, and work with Town employees an action plan. Mrs. Bailey stated she had that. Mayor Brown state there needs to be clarification and documentation for the Town workers. There was a discussion with Mrs. Bailey regarding security and the need for the: safety for the citizens. A motion was made by Commissioner Jarvis to approve the presented event permits for the following: Sprnges/Falresv/Back to School Bash/Veterans Day/ Halloween and Tree lighting. The motion was  Mrs. Bailey stated she would provide the information at the March meeting.  seconded by Commissioner Mabe. Motion carried unanimously.  5    g. Resolution #2  This resolution is required by NC DEQ to accept the offer ofi funding.  Ar motion was made by Commissioner. Jarvis to accept and approve resolution #: 2, offert to accept the funding for NCI DEQ. The motion was seconded by Commissioner Mitchell. Motion carried  unanimously.  h. Resolution #3  This resolution is required by NCI DEQ to accept the offer of funding.  A motion was made by Commissioner, Jarvis to accept the offer of funding and approve resolution #3. The motion was seconded by Commissioner Mitchell. Motion carried unanimously.  i.Capital Improvement Plan  The Board must adopt a Capital Project Ordinance as required by NCI DEQ.  AI motion was made by Commissioner. Jarvis to approve the Capital Project Ordinance. The motion  was seconded by Commissioner Mitchell. Motion carried unanimously.  j.Fund Balance Transfer  Finance Officer Bryant explained the Town has some outstanding invoices from KNA contracting, to prevent a delay in construction, she is asking for ai fund balance transfer of $132,097.57. AI motion was made by Commissioner. Jarvis to approve the fund balance transfer of $132,097.57to pay the outstanding invoice for KNA Contracting, to be reimbursed once NCI DEQ releases funding. The motion was seconded by Commissioner Mitchell. Motion carried unanimously.  6    4.Departmental Reports Administration  We have scheduled the next meeting with MAPS which will be February 13, 2024. We have given the requested documents and this date willl be the interviews of each employee. We anticipate the town audit willl be complete this month. Amanda has provided all documents requested to the auditor. We received taxi information through December regarding collections. This information helps to estimate our revenues for the upcoming budget. Amanda demonstrated the Laserfische software. Ihave asked her to give a demonstration at the Budget Retreat. Itis amazing how our data will be stored and the ease oft finding digital records. lam proud of Amanda Bryant, for her services, has been requested to mentor a new town clerk. lam proud of her work and being a mentor to other Town Clerks is an  outstanding accomplishment.  LPA:  Iwill advise the LPA at al later date the revenue asi it will be the 10th of each month before the state gives the exact amount of revenue. lam proud of the office for at the last audit, they are error free since the fall leaving them int the running for the bonus this fall. Ibelieve that the new facility and additional  parking will help this office in new customers.  Public Works  The pump at the Parkdale well is scheduled to be serviced this week. We are in hopes that it is only a wiring issue only. It was replaced about! 5 years ago. Two lift stations have been repaired at Hwy 65/311 and' Walnut Cove Elementary: school. Dr. Burchell with NC: State is in the process of additional funding for new technology at the WWTP. A resolution was adopted by the prior board to seek funding  and the process is now open. Iwill advise with any news.  Planning/Zoning  Ihave attached a copy oft the last approved minutes for the planning board. Also, the plat review fot the  properties on Summit Street were denied at the last meeting.  Items for Future Consideration Budget Retreat March 5, 2024 5. Items of General Concern  Mayor Brown wanted to thank the Interim Town Attorney Campbell for agreeing to serve Walnut Cove. Wanted to thank the Town employees, and she hopes the citizens are enjoying the new McDonalds. Ar motion was made by Commissioner, Jarvis to adjourn the meeting, the motion was seconded by  6. Adjournment  Commissioner Hairston. The motion carried unanimously.  6.N Meetingadjourned: at9:48PM Nellie( Brown, Mayol Te Date  OMEB  Amanda Bryant, Town Clerk 3-14-0024  MarbHa024  Date  7