Town of Walnut Cove Board of Commissioner Meeting December 12, 2023 Regular Meeting Minutes  Members Present: Nellie Brown - Mayor Elwood Mabe - Commissioner Thomas Mitchell - Commissioner Kim Greenwood -Town Manager Amanda Bryant- - Town Clerk Chad Jarvis - Commissioner Elect Johnnie Hairston- Commissioner Elect Joe Bennett - Commissioner Danny aiston-Commissioner Ann Rowe- Town Attorney  Absent  Meeting Call to Order: Mayor Brown called the meeting to order at 7:00 pm  Invocation: Rev. David' Webster Pledge of Allegiance: Town Manager Greenwood  Announcements  a. Walnut Cove Board of Commissioners Regular Meeting, January 9, 2024 @ 7:00 pm at the b. Walnut Cove Volunteer Fire Dept. Monthly Meeting. Thursday, Jan. 4, 2024 @ 7:00 pm The Cove Group. January 2, 2024, at 6:30pm at the Walnut Cove Public Lib e. League of Municipalities Dinner hosted by the Town of Walnut Cove (TBD) Town Office Closed, December: 25, 26, 2023 and. January: 1, 2024, Christmas Holiday License Plate Agency Office Closed, December 25, 26, 27: 2023 and. Jan. 1, 2024, for Holiday  Walnut Cove Senior Center  d. Town Recycling. Dec. 22, 2023, and. January 5, 2024  Adjustments to Agenda  Add on - New Business - Item G: Residential Sidewalk for Pedestrian Bridge  A motion was made by Commissioner Mitchell to accept the adjustments to the agenda. The motion  wass seconded by Commissioner Mabe. Motion carried unanimously.  1    Public Comments-  No one signed up for Public Comments  1.C Consent Agenda  a. Approval of Minutes from November 14, 2023, regular meeting  Mayor Brown asked for the minutes to be verified before approving the minutes for the Novem 14, 2023, there were: some statements she made which were not recorded and she would like those researched. Commissioner Mitchell stated he wanted further investigation into what authority the Mayor Pro Tem can have in the event both the Mayor and Mayor Pro tem are both present at a Board meeting. He would like the Town Clerk to research into general statute 160A-70. A motion was made by Commissioner Mitchell to table the minutes from the November1 14, 2023, meeting to the. January meeting until these issues can be researched and answers provided. The motion was seconded by Commissioner Mabe. Motion carried unanimously.  Old Business a. No old business to discuss. Organizational Meeting  a. Recognition and Presentation of outgoing members by Town Manager Greenwood Mayor Brown and Town Manager Greenwood recognized the outgoing Board members Commissioner Danny Hairston and Commissioner. Joe Bennett. Both Commissioners were absent. b. Introduction of the Honorable Thomas Langan, District Court. Judge, 17B by Mayor Brown. Mayor Brown introduced Honorable Judge Langan who would conduct the Oaths of Office to the two Commissioner elect Chad E.. Jarvis along with his wife Mrs. Sue. Jarvis, who held the Bible for him. Judge Commissioner elect. Johnnie Hairston, along with his mother, Mrs. Louis Hairston, who held the Bible for  new Commissioners.  Langan read the Oath to Mr.. Jarvis in the swearing in ceremony.  him. Judge Langan read the Oath to Mr. Hairston for the swearing-in ceremony. Both Commissioners took their seats as members of the Board of Commissioners.  C. Election of Mayor Pro Tempore  Commissioner. Jarvis stated he would like to hear the thoughts of the two current commissioners for their selection of Mayor Pro Tem. Commissioner Mitchell stated he would prefer himself. Commissioner Mabe had no comment, Commissioner Hairston stated he had no problem with  Commissioner Mitchell being the Mayor Pro Tem.  AI motion was made by Commissioner Hairston to appoint Commissioner Mitchell as Mayor Pro Tem. The motion was seconded by Commissioner Jarvis. Motion carried unanimously.  2    d. Appointment to Piedmont Triad Regional Council of Government  Town Manager Greenwood stated Mayor Brown has served ont the Piedmont Triad Regional Council (PTRC) board. Mayor Brown stated they have al lot ofr resources for the Town as well as meeetings can be attended by zoom. Commissioner. Jarvis stated he had time to serve on the PTRC board as an  alternate.  Amotion was made by Commissioner Mitchell to appoint Mayor Brown to the PTRC board and Commissioner Jarvis as the alternate member. The motion was seconded by Commissioner Hairston.  Motion carried unanimously.  e.A Approval of Board of Commissioner 2024 calendar.  Commissioner Mabe stated he would like the Board to consider changing the meeting times to the 1St Tuesday ofe each month, he has conflicting schedules with the current 2nd Tuesday ofe each month. There was a general consensus oft the Board that thei first Tuesday of each month would be fine. The first A motion was made by Commissioner. Jarvis to change the Board of Commissioners meeting to the first Tuesday night of each month for the 2024 calendar year. The motion was seconded by  meeting under the new: schedule will be on. January 2, 2024.  Commissioner Mitchell, motion carried unanimously.  f.Approval of Planning/Zoning Board 2024 calendar. have been pleased with the meeting schedule.  Commissioner, Jarvis inquired if the Planning and Zoning Board wishes to continue their current schedule of meeting the first Thursday of each month. Town Manager Greenwood stated there is no conflict and Ar motion was made by Commissioner Jarvis to approve the Planning and Zoning 2024 calendar. The  motion was seconded by Commissioner Mitchell. Motion carried unanimously.  .Appointment of Town Attorney.  Commissioner Mitchell made a motion to sever all times with Davis & Hamrick law firm. The motion was seconded by Commissioner Hairston. Commissioner. Jarvis stated he felt there needed to bea a discussion on the matter, especially for the new commissioners in understanding why. Commissioner Mitchell stated he feels the Town is headed in a different direction and shei is not for the Town. He also states things said in confidence were not always kept confidential. Commissioner. Jarvis stated he understands Commissioner Mitchells but would like to research additional attorneys before a decision is made. Mayor Brown stated she has reached out to other attorneys of other municipalities and she wants everyone treated fairly and doesn'twant to be blindsided. Town Manager Greenwood asked ifa A motion was made by Commissioner Mitchell to sever ties with Davis & Hamrick Law Firm. The motion was seconded by Commissioner Hairston. The vote resulted in a tie, with Commissioner Mitchell and Commissioner Hairston voting aye and Commissioner Mabe and Commissioner Jarvis  new Town Attorney could be appointed at the. January 2nd, meeting.  voting no. Mayor Brown, as per GS 160A-69 article 5, voted aye.  3    New Business  a. Approval of Updated Conflict of Interest Policy  As a requirement for Direct Grant 11722, an updated Conflict of Interest policyi is needed. The Board was presented a copy of the conflict ofi interest policy, with the explanation it is from the template the A motion was made by Commissioner Jarvis to approve the Conflict-of-interest policy. The motion  State provided.  was seconded by Commissioner Mabe. Motion carried unanimously.  b. Finance Report presented by Amanda Bryant, Asst Town Manager/Finance Officer  Asst Town Manager Bryant presented the Board with an update Finance Report which included the cash balances and investment account balances as of December 8, 2023. She noted some points of interest:  1. ARPA fund is closed out, those funds have been expended.  2. Powell Bill account is high at the moment as the Town anticipates the close of the AIA Water Mapping Grant to use the funds to coincide with the results of the infrastructure findings to 3. Capital Management 3632 account $61,207 oft the $133,024.73 are earmarked for the 4. Two new accounts have been opened for the anticipation of the funding received by the State - Direct Grant 11722 ($250,000) and Dept. of Commerce ($3 million). 5. The revenues for the Town will need to be reviewed at the budget retreat, due to inflation and a very tight budget the Town is currently operating under.  repair roads as water lines are replaced. matching PARTF grant.  C. Grant Update and Presentation, Amanda Bryant Asst. Town Manager/Finance Officer Asst. Town Manager Bryant reviewed the Grant update presentation with the Board. Currently the Town has seven open grants, have applied for two new grants, completed three grants and anticipate applying for three new grants once the grant cycle opens. Also included in the presentation was the background history of the grant, the current status of each grant and the anticipated close of the grant. Total grant funding the Town has received totaled to $8,941,831.00. Commissioner Jarvis asked ift the Wastewater Treatment plant would be paidi in full in the upcoming year. Town Manager Greenwood  confirmed it would. This would make the Town debt free. d. Consideration for Meeting of Personnel. meeting would be best for all Board members.  Commissioner Mitchell will email dates that he is available. General consensus of the Board an evening  e. Consideration of Contract for Personnel Service by NCI League of Municipalities Acontract from the NC League of Municipalities (NCLM) was presented to the Board to review and prepare a study of Town services, job descriptions and a salary study. The study would also review and make recommendations to any changes to personnel and their duties. The contract upon review would be $7,600 with the additional estimated cost of $5001 to cover mileage, meals, lodging, printing and supplies. Mayor Brown stated there is no "cap" on the additional estimated cost, Town Manager Greenwood stated Town Attorney Rowe cautioned the Board to agree to the contract with no "cap"  amount on the additional charges.  4    Ar motion was made by Commissioner Jarvis to direct Town Manager Greenwood to contact NCLM to place in the contract a cap amount of $1500 for any additional costs. The motion was seconded by  Commissioner Mitchell, motion carried unanimously.  f.R Request for meeting, Fowler Park Association meeting would be best for all Board members.  Commissioner Mitchell will email dates that he is available. General consensus oft the Board an evening  g. Request for Assembly Application, Christian Awareness Program  The Town of Walnut Cove requested an event permit application from Mr. Charles Welch with the Christian Awareness Program to sponsor a Dr. Martin Luther King. Jr walk from Second Street to Rising Star Baptist church. There are no street closures requested as the Stokes County Sheriffs office will be AI motion was made by Commissioner Jarvis to approve the event permitapplication. The motion was  escorting the walk.  seconded by Commissioner Mitchell. Motion carried unanimously.  h. Dept. Report and Explanation of Departments - Town Manager Greenwood Administration - The building projects are progressing. Footings are being completed for both structures and hopefully the foundation and slabs will be done in weeks. Once the town audit is complete, Mr. Pendry will present his findings before the board in. January or February.  LPA:  LPAI had a good month. This is the revenue for the month. DMVTransactions: $8,731.72  Notary: Totals:  $1,910.00 $10,641.72  Public Works  We continue to work with Withers Ravenel to proceed with the Lead and Copper grant for the letting of the contract. Hopefully in. January, we can get approval from the board to advertise. Public Works has completed any special functions and have leaf Vac has been repaired. We hope to have all the leaves Commissioner Mitchell inquired if. Jackson's position has been posted yet. Town Manager Greenwood stated it has noti in anticipation of the upcoming budget retreat and the NCLM personnel study. There is ar need for a street maintenance and mowing along with other duties. Mayor Brown stated there should be some applications on file, Town Manger Greenwood stated yes, we have received one and iti ison file. Commissioner Jarvis agreed it would be best to see the results for the NCLM study to show what we need. He also stated it needs to be someone withag groundskeeping background, Mayor Brown commented this person already works for public works in Kernersville and will make sure the job gets  completed in next couple of weeks.  done.  Planning/Zoning and Code Enforcement  Please see attached the current items of concern for Planning/Zoning and Code Enforcement.  5    i.D Discussion for hosting the Stokes League of Municipalities Dinner for January.  A discussion on dates within the Board. There was a general consensus oft the Board for. January 18th at  6:30pm at the Walnut Cove Library. jResidential Sidewalk for Pedestrian Bridge Items for Future Consideration Grand Opening McDonalds' TBA (January) League Diner hosted by the Town in. January.  5. Items of General Concern  Commissioner Mitchell had two items, one being he has had people point out to him there are some citizens who are coving their water meters making it difficult for the Public Works Department to read their meters. He would like Coryt to send al list to all citizens who are covering their meters a notice of violation. Secondly, he would like to recognize the Planning and Zoning Board members and give each of them something for Christmas. Mayor Brown commented that the Planning and Zoning Board doesa A motion was made by Commissioner Mitchell to give each Planning and Zoning Board membera $125.00 Christmas gift. The motion was seconded by Commissioner Hairston. Motion carried Commissioner. Jarvis wanted to reaffirm his campaign oft transparency in government to the citizens and to the Board. He appreciates the citizens. Town of Walnut Cove employees and his wife for allowing him Mayor Brown expressed her appreciation to the Town Manager, Cove Group. Also she was happy with the safe events the Town has hosted recently including the Christmas parade. There was a very nice  great job.  unanimously.  toi take on this job.  attendance at the parade. Merry Christmas and Thank you!  6.A Adjournment  A motion was made by Commissioner Jarvis to adjourn the meeting, the motion was: seconded by  Commissioner Mabe. The motion carried unanimously.  6.  Nellie Brown, Mayor  Amânda Date  TAZ  Bryant, Town Clerk Man. a0004  1aa0a4  Date  6