TOWN OF STOKESDALE REGULAR TOWN COUNCIL MEETING 8325. ANGEL PARDUE ROAD STOKESDALE, NC 27357 FEBRUARY 10, 2022 AT 7:00PM  Available Venues to Watch/Attend:  a) Attend in Person at Stokesdale Town Hall in Council Chambers at 7pm. b) View Live Stream at' Town of Stokesdale's YouTube Channel at 7pm: ssaisnNwIMABRICIUNTIDO 56F EDH6wliiA/live View & Participate (Citizen Comments) Virtually via Zoom  1. 2. 3. 4. 5.  Call to Order, Pledge of Allegiance and Invocation  Review and Adopt the Agenda Regular Council Meeting Public Safety Reports: Administrative Reports: b) Planning Board: c) Events Committee: d) Property Committee:  Review and Approve Minutes: April 14, 2021 Closed Session, January 13, 2022  Firel Department  a) Administrative Report from Interim Town Clerk:  6. 7.  Financials: Finance/Budget Officer:  Kim Thacker  Citizen's Comments from the Floor (3-minute Limit per Speaker)  OLD BUSINESS 8.  Presentation by NCDOT representatives on future projects that may impact the Town ofStokesdale and our citizens. (Continued Discussion from January 13th on Consideration of a proposal for wiring in the Council Chambers to connect TV: and laptop and for a microphone at the podium. (Continued from January 13-2022)  NCDOT matters)  9.    NEW BUSINESS  10. Request For Proposal (RFP) reyiew/Contractor presentations for new Trash/Recycling Service Contract (Franchise Agreement)  11. Discussion on PARTF Grant. 12. Consideration ofl Budget Amendment #3.  13. Readoption of the Records Retention Schedule issued 2021. 14. Discussion and Action on Employee Benefits.  15. Consideration and Vote on dates for 2022-2023 Budget Workshops. 16. Discussion and possible vote on closed session minutes. 17. Discussion and possible vote on agenda deadlines,  18. Citizen's Comments from the Floor. (3-minute Limit per Speaker)  19. Council Comments. 20. Adjournment. Announcements:  a) Planning Board Meeting Thursday, February 24th at' 7pm at' Town Hall Town Council Meeting' Thursday, March 10th at' 7 pm at' Town Hall    MINUTES TOWN OF STOKESDALE REGULAR TOWN COUNCIL MEETING 8325 ANGEL PARDUE ROAD STOKESDALE, NC 27357 JANUARY 13, 2022 AT 7:00PM  Available Venues to Watch/Attend:  a) Attend in Person at Stokesdale Town Hall in Council Chambers at 7pm. b) View Live Stream at Town of Stokesdale's YouTube Channel at 7pm: https/www.youtube.com/channel/UCIJH7TOO 56F EDH6wliA/live View & Participate (Citizen Comments) Virtually via Zoom  Member's present were Mayor Mike Crawford, Mayor Pro-Tem Derek Foy, Council Members: Jimmy Landreth, Tim Jones and Jim Rigsbee; Town Attorney Tom Medlin; Interim Town Clerk Dale Martin, Finance & Budget Officer Kim Thacker, and Deputy Clerk Robin Yount.  1.  Call to Order, Pledge of Allegiance and Invocation  Mayor Mike Crawford called the meeting to order and led the Pledge of Allegiance. Pastor Eddie  McKinney, Stokesdale United Methodist Church delivered the invocation.  2.  Review and Adopt the Agenda  Councilman Tim Jones stated that the discussion on a policy for collection of delinquent water accounts was continued last month and asked that it be added back to this agenda. Mayor Pro Tem Derek Foy made a Motion to adopt the agenda as amended to add a #9 "Discussion on a Policy for Collection ofDelinquent Water Accounts." Councilman Jimmy Vote: Councilman Rigsbee-aye, Mayor Pro Tem Foy-aye, Councilman Landreth-aye,  Landreth seconded the motion.  Councilman Jones-aye, Mayor Crawford-aye. Motion carried.  3.  Review and Approve Minutes: October 21, 2021 (readopt due to error), December  9,2021 and December 21,2021.  Councilman Jones stated that he was not a member of Council during the October meeting and asked the Town Attorney Tom Medlin ifhe could vote on these minutes. The Town Attorney stated that he can vote on the minutes as they are Council minutes and he is a sitting member. He added that Councilman Jones could request Council allow him to abstain from voting. Ifyou  simply don'tvote, it counts as affirmative.    Councilman Jones asked to abstain from voting: Councilman Rigsbee-yes, Mayor Pro Tem Foy-no, Mayor Crawford-no. Councilman Landreth voted yes, however stated that he has Mayor Pro Tem Foy made a Motion to approve minutes for October 21, 2021 as presented. Vote: Councilman Rigsbee-aye, Mayor Pro Tem Foy-aye, Councilman Landreth-aye, Councilman Jones-abstain (counts as affirmative), Mayor Crawford-aye. Motion carried. Mayor Pro Tem Foy made a Motion to approve minutes for Dec 9, 2021 as presented. Vote: Councilman Rigsbee-aye, Mayor Pro Tem Foy-aye, Councilman Landreth-aye, Mayor Pro Tem Foy made a Motion to approve minutes for Dec 21, 2022. Mayor Crawford Vote: Councilman Rigsbee-aye, Mayor Pro Tem Foy-aye, Councilman Landreth-aye,  confidence in Councilman Jones and asked to change his vote to no.  Mayor Crawford seconded the motion.  Councilman Rigsbee seconded the motion.  Councilman Jones-aye, Mayor Crawford-aye. Motion carried.  seconded the motion.  Councilman Jones-aye, Mayor Crawford-aye. Motion carried.  4.  Public Safety Reports:  Fire] Department Guilford County Sheriff  Fire ChiefTodd Gauldin presented this month's report noting the number of fire calls and emergency calls answered. His safety tip for this month is that 1-5 fires involve some type of heat equipment. He recommended that those units be checked routinely and that you follow all safety guidelines. He spoke of the forecasted winter storm and urged everyone to be prepared a  head oft time,  No Guilford County Sheriff's report presented due to traveling restrictions.  5.  Administrative Reports:  Administrative Report from Interim Town Clerk: Town Clerk Dale Martin presented the Administrative Report:  6meters sold  6non-working meters replaced 121 meters transferred to auto-read 65 811s requests were processed  14 applications for transfer of service were processed 41 meters/applications were put on hold for builders  2    665 water bills were sent out 33 work orders were prepared  Mrs. Martin stated that Staff has provided updated Council members information to various agencies across the state and are int the process of updating pages on the Town's website. She Mrs. Martin reported that the ethics training that is required for the Mayor & Councilman Jones will be scheduled in April and will forward to Council upon receipt. She noted the Essentials of Government Course that is available to all Council members has been postponed until the spring. Mrs. Martin reported that al Mr. Matt Casto, NC: Rural Water. Association, Inc stopped by to introduce himselfa and offered his assistance with submitting the 2021 Water Supply Plan that is due April 1st. He provided al list ofi reports that will need tol be generated such as water usage separated by category (residential, commercial, institutional and industrial), new water lines, new water connections, and meters replaced. This will be a great learning experience for us. Mrs. Martin noted that staff will continue to work on minutes for both the Planning Board and Town Council and noted the email list sent to Council regarding the minutes. She asked Council Councilman Landreth asked ifthe final minutes can be sent out to Council once they have been approved. The Town Clerk stated that this is not aj problem at all and also plans to get the Mrs. Martin then discussed reorganizing the town's files. She stated that she would like toj plan a Friday and Saturday (ifneeded) to reorganizing and moving files. With your permission, we would like to close the office Friday afternoon and come in Saturday morning and stay until finished. Dates that work for Priscilla, Robin and I are February 11th and 12th. She explained the need to develop an indexing system that can be accessed by everyone. She added that it may include moving some: file cabinets and we will need assistance with that task. Mayor Crawford asked for objections from Council. Councilman Rigsbee stated that he would like to see a community shredding event be incorporated. He noted that he has seen old files that he thought could be destroyed. Mrs. Martin stated that you can certainly make a community event out ofit and charge a very nominal fee to cover the cost to the Town for the truck. Councilman Landreth stated that there are documents that we are looking for and wanted to make sure that we are very careful about what is destroyed. Councilman Rigsbee stated that the Town does have al Records Retention Guide and should be followed. Any documents that can be destroyed based on that guide could be set aside and Council look through them to see ifv we feel Councilman Jones stated that he recalls the Town voting on a Retention Policy ai number of years ago. The Town Clerk stated that she has found a number of copies oft the Retention Policy in the office. She then explained that the NC Department ofNatural and Cultural Resources, Records Division spent some time a few years back revising the schedule. A new: schedule has been  noted that tonight's agenda was placed on1 the website.  tol let her know ift they have any questions.  minutes caught up on the town's website.  something needs tol be kept.  3    published and she is planning tol bring the new: revised schedule to Council for adoption at the Mayor Crawford suggested we plan the community shredding day when it warms up. Mrs. Martin stated that we would reorganize files now but have the shredding event at a later date. Kim Thacker stated that she has some experience with a shredding truck and that it may be  February meeting.  expensive. Mrs. Martin stated that she would check into it.  a) Planning Board: None presented. supporting the Christmas parade.  b) Events Committee: Mayor Pro Tem Foy thanked everyone again for participating and c) Property Committee: Councilman Rigsbee reported that the Town's landscaper will be on call to clean sidewalks and parking lot in the event wel have snow and ice. Mayor Crawford suggested we aski ifa another microphone could be added to the staff table when  we talk with the Audio company abouti the wiring issues. Financials: Finance/Budget Officer:  6.  Kim Thacker  Budget & Finance Officer Kim Thacker presented the December Financial reports. She highlighted the General Fund and noted the money market account at $23,230.41, total CDARS at $2,558,070.11, Fidelity Bank Account balance is $570,890.12 and accounts receivables at $56,452.07. She referred to the Budget VS. Actual report and noted that we. have total reimbursement of shared overhead expenses for. July through December from the water: fund Mrs. Thacker then highlighted the Water Enterprise Fund and noted Total CDARS at $499,505.58, Fidelity checking account is $595,233.95 and the Capital Reserve Fund at $122,169.42. She noted the accounts receivables at $32,117.91 and added that she and Mrs. Hunsucker had a conversation about different reports tol help nail down the water accounts that Mrs. Thacker then referred back tot the General Fund and requested permission to move: $660.00 from category 6300 Profesional/Atlomey) to 6200 (Audit) to cover the cost oft the audit. The contract with Rouse, Rouse, Rouse and Gardner was approved prior to the budget being finalized and we are $660 short in that line item. She explained that ify you grant permission to. move the money from one account to another in the same category, a budget amendment will not be Councilman Jones asked if no one separates out the attorney's hours for the general fund and the  $53,186.79.  are past due.  required.  water fund. Mrs. Thacker stated no it is not separated out.  4    Mayor Pro Tem Foy made a Motion to decrease Legal/Professional fees from $50,000 to $49,300 ($700) and increase the audit amount from $13,2001 to $13,900 ($700) to offset this Vote: Councilman Rigsbee-aye, Mayor Pro Tem Foy-aye, Councilman Landreth-aye,  expense. Councilman Landreth seconded the motion.  Councilman Jones-aye, Mayor Crawford-aye. Motion carried.  7.  Citizen's Comments from the Floor (3-minute Limit per Speaker)  Abby and Carey Price thanked the Council for the opportunity to speak tonight and explained that they are planning to open ai mobile coffee shop in downtown Stokesdale. Mr. Price explained the revitalization efforts taking place downtown and stated that ifthey are successful, they plan to move into aj permanent location when a unit becomes available. They stated that they are excited about this opportunity andi invited everyone to come enjoy a cup of coffee. They Mayor Crawford advised them to contact the Guilford County Health Department to make sure they meet all the requirements. Councilman Jones and the Town Attorney advised them to contact Oliver Bass, Guilford County Planning to make sure all zoning and building code Carey Price stated that they have reached out to Mr. Bass but have: not been able to get ini touch with him. Councilman Jones advised them to contact the Town Clerk for assistance in getting in Mark Nadel, 8211 Windy Gayle, Stokesdale, NC, spoke from the audience and was asked to come to the podium. He asked for location ofthis coffee shop. He then asked why the Town is discussing this now. Several Council members stated that this couple was simply introducing themselves to the community. Councilman Jones suggested Mr. Nadel bring his questions up ifa Councilman Rigsbee then asked to speak on behalfofthe citizen, Kristen Law, a resident of Stokesdale and al Representative of Northwest High School PTSO. He explained their efforts to renovate 24 mobile units at the high school. Aj public information session is planned for January 22nd to gather input and solicit community involvement and sponsorships for this project. It's called Mobile Make Over and encourage everyone to get involved with this very worthy cause to  made themselves available for questions.  requirements are met as well.  touch with Mr. Bass.  zoning matter is necessary.  help out the community. OLD BUSINESS  8. Consideration ofal Proposal from Stokesdale Heating & Air Conditioning to replace HVAC units at Town Hall. (Continued from November! 9th, December 9th) Council discussed the need to replace two units at' Town Hall that are: not working properly. They discussed issues with receiving parts and supplies from Trane units versus York Units. It  was noted that the other units at' Town Hall are all York Units.  5    Mayor Crawford asked ifother vendors were contacted or has the Town dealt with Stokesdale Heating & Airl before. Councilman Landreth stated that we have dealt with Stokesdale Heating and. Airi in the past and they have provided good service to the Town, Councilman Jones expressed his concern with Trane in that you can't use generic parts and must use' Trane parts on these units. Mayor Crawford stated that it seems a little high however, he has not purchased units for al building such as town hall. He stated that we have done business with them before and felt Councilman Rigsbee made a Motion toi replace two (2) units, one in the Clerks office and one in Councilman Jones asked for an amendment that the motion include all the details ofthe quote dated October 11,2021. Councilman Rigsbee agreed and restated his motion: to approve the installation of two units as quoted in the letter dated October 11,2021 (see below): in its entirety with York units in the amount ofs $20,450.00. Councilman Jones seconded the motion.  wel had a good track record.  the Council Chambers with York units.  tokesdale  Town of Stokesdale POI box 465 Stokesdale, NC: 27357 (336) 843-4011 stokesdale@stokestals.org October 11, 2021 Clerk Office Exlsting systom Is leaking refrigerant. Cost to replace with York Unit as Installed now. XNOBOCOAAIAMMIAL 61 ton York Heat Pump Package Unit. Using axisting roof ourb, high voltage and low voltage wiring. Crane service tos set unit on roof. Total Gost $10,975.00 Councll Chambers Unit Existing unit has compressor failure. Cost tor replace unity with York Unit as! installed now. XNO3SCOAA1AAAIAL 3t ton York Hoat Pump Package Unit. Using existing roof ourb, high voltage and low voltage wiring. Crane service fos set unit on roof. Total Cost $10,175.00 Option to replace both units at one time. Will reduce crane service cost and labor fori install and wiring. Totai Cost bofh systems asi listed above. $20,450.00  6900US15B (336)643-7397 Slokesdele, NC: 27357 Emall: Koncizopalaautha  6    Mayor Pro' Tem Foy asked ifal budget amendment will be needed amendment and asked Mrs. Thacker to confirm. Mrs. Thacker stated that yes, al budget amendment would be required in Vote: Councilman Rigsbee-aye, Mayor Pro Tem Foy-aye, Councilman Landreth-aye, Councilman Jones asked about any warranty information. He stated that he would be more comfortable ifv we had additional information about what we are getting. Councilman Rigsbee stated that can ask for full warranty package from the Stokesdale Heating & Air before the units Mrs. Thacker stated that shel has another financial matter before we: move on to the next item. She stated that we are out ofl balance in the water fund by $349.30 and needs a budget amendment to decrease an expense ori increase revenue on the water side.  order for her to issue a purchase order.  Councilman Jones-aye, Mayor Crawford-aye. Motion carried.  are installed.  Councilman Jones cautioned the Council on doing budget amendments without a written copy in hand when we on vote them. He stated that it becomes very confusing and difficult to track. Mayor Pro' Tem Foy suggested wei include that in the February budget amendments.  NEW BUSINESS  9. Discussion on a Policy for Collection of] Delinquent Water Accounts (continued from Councilman Jones stated that when Covid came along, the Town had to freeze collecting on past  December 9, 2021)  due accounts. He presented the verbiage written on the water bills:  "PLEASE MAKE CHECKS PAYABLE TO TOWN OF STOKESDALE: MAILTO POI BOX 465STOKESDALE NC27357. ACCTS 60 DAYS. PAST DUE WILL BE DISONNECTED AND Al RECONNECTION FEE OF $75 ADDED' TO' THE  ACCOUNT BALANCE MUST BE PAID IN FULL"  Councilman Jones stated that all of those collection items have expired, and we now have a number of past due accounts. He stated that ifv we don't pay our phone bill, light bill it willl be turned off and sO we can'tcontinue operating like this either. He stated that he spoke with Gene Robertson and asked ifit would be aj problem to get this done and he said no it would not be a problem. He added that he spoke with Mrs. Martin, and she indicated several outside agencies that will assist residents with paying their water bills. We have an obligation to the citizens of the' Town of Stokesdale to collect this money. Mayor Pro Tem Foy stated that he agrees and that ity was a state mandate that water not be turned off during Covid but that all has been lifted and Mayor Crawford asked if we: should send a final warning tot these customers. It was suggested that we send a courtesy letter toi the name and address on the açcount. Councilman Rigsbee asked  we should follow the Town's policy that was, just read.  7    the. Attorney ifthere is any requirement that the Town give ai final written notice before the water is cut off. Mr. Medlin stated that he is not aware ofany written notice required and asked the Clerk what the normal procedures are. Mrs. Martin explained that Mrs. Hunsucker will make courtesy calls to those that are past due, aj past due stamp is put on1 those bills as well. She explained that the Town policy requires a $75 reconnection fee however, it was her understanding that we are billed $501 to cut offt the water and $50 to turn it back on. Councilman Jones stated that he addressed this with Mr. Robertson and that he indicated that he bills the town Councilman Jones explained the disconnect process in which a tag is placed on the meter to prevent people from tampering with the meter. If that doesn'twork, then we havel had to remove Mayor Crawford made a Motion that the Clerk's Office send out emails or phone calls to these delinquent accounts, that they provide the information that wel have that will assist anyone with paying their delinquent bill and any that are still delinquent by the end of the months, we cut it Mayor Pro Tem Foy stated that he would like for the Town Attorney to confirm that there arei no Mayor Crawford amended his motion for legal confirmation that no mandates still exist. Councilman Jones wanted to clarify that we are asking Town Staff to make one courtesy phone call or email to the account. holder, but we are: not going to be waiting tol hear back from those people ifwe can'tget in touch with them. A consensus oft the Council was this is correct. Councilman Jones then suggested the disconnects be done on a Monday or Tuesday and not a Thursday orl Friday, to allow these people time to come pay their bill and get their water turned Councilman Landreth asked if we are opening ourselves up to any liability with aj phone call if wei talked to someone other than the account holder. The Council discussed methods toj protect the privacy oft the account holder. The Town Attorney asked how many delinquent accounts are there. Mrs. Thacker said approximately 25 or 30. Mr. Medlin stated that this could be accomplished with an email or letter and may be easier for Staff to deal with than making phone Councilman Jones stated that if we send letters this time and then the next round of delinquent accounts roll around and we: fail to send out a courtesy letter are we: setting any type of  for the disconnect fee but has not been billing the reconnection fee.  the meter and charge to: reinstall the meters.  off.  mandates in affect for cutting off utilities.  back on before the weekend.  calls.  precedent.  Mayor Crawford asked to remove making aj phone call from his motion.  Mr. Medlin stated that he didn't feel we would be setting aj precedent. He explained that Covid put a stop to this and now all the mandates have expired as ofJanuary. The Town has not done  8    much in the way ofc collecting these accounts and so now we are starting our regular collection efforts again. The letter that the Mayor recommends could: say we are notifying you of your past due account and here are some agencies that, ifyou qualify, may assist you with utilities, and then let them know that their account is more than 60 days past due and that it will be cut offif Councilman Jones wanted to make sure that this is a one-time courtesy call and not put the Town in aj place where we do this every month. He didn't want to see Staff end up counseling these people but provide the information to each customer on paper and get staff out oft the middle of Councilman Landreth asked ifal letter could be sent out to all customers. Councilman Rigsbee asked ifwe could buy a stamp that says past due. The Town Clerk reported that Mrs. Hunsucker does place aj past due stamp onj past due bills. Councilman Rigsbee said we just need to enforce Mayor Crawford again stated that he withdraws making a phone call from his motion and ADDED that we send an email to those with an email address and letter by US Postal for all those without email that the water will be cut off by January 24 or25. Council discussed the time frame: needed toj prepare the letters and get them out in the mail. Mayor Pro Tem Foy then recommended the cut off date be extended to February 7th.  not paid by a certain date.  it.  the policy.  Mayor Crawford had no objections to February 7th.  Councilman Landreth stated that we. have let people slide and that they need al little bit oftime to pay this bill. He stated that this shows people that we are not those big corporate giants and that a Mr. Medlin asked when do water bills go out. The Town Clerk stated that they were mailed today. Mr. Medlin asked if another bill would go out prior tol February 7th. The Clerk said no. Councilman Landreth stated that he is not going to vote toj just start cutting off water, he is in favor of sending al letter and giving them al little bit oft time to come in and pay, Mayor Crawford stated that the letter would be ai form letter informing them oft the past due account. Mayor Pro Tem Foy and Councilman Rigsbee felt that each letter should contain the name and account information. The Clerk stated that the letters could be merged with account Mr. Medlin stated that the: motion was amended to extend the cut-off date to February 7th. Mayor  few days is not al big deal.  name and information relatively easy. Crawford accepted that amendment. Councilman Rigsbee then seconded the motion.  Mayor Pro' Tem Foy restated the Motion that Mr. Medlin confirm that municipalities are within their rights, outside the utility mandates applied last year, to disconnect water on delinquent  9    accounts and have the Water Deputy Clerk send out al letter by first class mail, to all delinquent accounts beyond 60 days notifying them that their water will be cut off on February 7th unless The Town Clerk asked to explain "make arrangements". Mayor Pro Tem Foy asked that this be removed. Mr. Medlin recommended the motion state that the account be made current as the Vote: Councilman Rigsbee-aye, Mayor Pro Tem Foy-aye, Councilman Landreth-aye,  they are able toj pay the bill or make arrangements with the Deputy Clerk.  Town policy states.  Councilman Jones-aye, Mayor Crawford-aye. Motion carried.  9.  Consideration of a proposal to repair lighting in front of Town Hall. Councilman Rigsbee stated that lights are out in front ofTown Hall and that Blaney has Council discussed placing a cap on this expense and Councilman Rigsbee suggested a cap at Councilman Rigsbee made a Motion to contract with Blaney Electric to repair the lights in front Councilman Jones asked to amend the motion to include the proposal submitted by Blaney Electric. Councilman Rigsbee accepted the amendment. Mayor Pro Tem Foy seconded the  submitted aj proposal to repair those lights.  $1,300.00  ofTown Hall with a cap of $1,300.00.  motion.  Proposal DATE PROPOSAL# 12/10/2021 4282 PHONE# Prisoilla 643-4011 JOBL LOCATION #325 ROADSIOKES TOTAL  7357  NAME /ADDRESS TOWN 8325 OP STOKESDALE ROAD NC27357  DESCRIPTION  -#AI. Lights hc QUOTR1 Grounds TOT Slining REPAIRE Upanl LIGHIING Pont Columns- DOT NOTI -#63 Romovod# ghis Along #21 that Rupairs on Loh Sile Only as7 Nouded -#4T Roplncod Lights Ouisido nulba 1- Cirolo- on Drawing Repalry Providody Light Ropule hn Coillug noeded Outaidel Frout Dooral Not SBRVICEE HSITMAEDI RATL-S LABORI $95. NIRDBD. 00/Hour? 2moo/vohlolo 6-BLIors BSTIMATIBD Bulbs, Bolinst, MATRRIAL.ST atc, NIEDED Salus' Tux  Bulbs Plenrel Loontes Swltcho or $570.00-$760.00 $300,00-$500.00  0.00  Wo! look forwardt tov working wilhs youl  TOTAL 10  $0.00    Vote: Councilman Rigsbee-aye, Mayor Pro' Tem Foy-aye, Councilman Landreth-aye, 10. Consideration of a proposal for wiring in the Council Chambers to connect TV. and Al brief discussion was. held about whether or not this was needed. It was noted that the Town Attorney attends by Zoom occasionally and that iti is important that the TV work with Zoom. It was noted that a budget amendment would be required. Councilman Rigsbee stated that he would follow up with Brian Cox from Audio Light to get an explanation why the TV does not Mayor Pro Ten Foy made a Motion to continue this item toi the February 10, 2022 meeting. Vote: Councilman Rigsbee-aye, Mayor Pro Tem Foy-aye, Coumdimanlamdrelys  Councilman Jones-aye, Mayor Crawford-aye. Motion carried.  laptop and for a microphone at the podium.  work with the new laptop.  Councilman Rigsbee seconded the motion.  Councilman Jones-aye, Mayor Crawford-aye. Motion carried. 11. Appointments of Stokesdale Planning Board members.  Mayor Crawford made a Motion to appoint Randy Braswell to the Planning Board. Councilman Vote: Councilman Rigsbee-aye, Mayor Pro Tem Foy-aye, Councilman Landreth-aye, Mayor Pro Tem Foy made a Motion to appoint Chris Sumner to a 2-year term. Mayor Crawford Vote: Councilman Rigsbee-aye, Mayor Pro Tem Foy-aye, Councilman Landreth-aye, Councilman Rigsbee made a Motion to appoint Ron Southard to a 1-year term. Mayor Pro Tem Vote: Councilman Rigsbee-aye, Mayor Pro Tem Foy-aye, Councilman Landreth-aye, Councilman Jones reported that Mr. Southard daughter passed away recently and asked that we Councilman Jones made a Motion to appoint Jim Greene to a 1-year term. Mayor Pro Tem Foy Vote: Councilman Rigsbee-aye, Mayor Pro' Tem Foy-aye, Caumdlimalamdirethaysy  Jim Rigsbee seconded the motion.  Mayor Crawford amended his motion to include. a 2-year term. Councilman Jones-aye, Mayor Crawford-aye. Motion carried.  seconded the motion.  Councilman Jones-aye, Mayor Crawford-aye. Motion carried.  Foy seconded the motion.  Councilman Jones-aye, Mayor Crawford-aye. Motion carried.  keep the family in our prayers. seconded the motion.  Councilman Jones-aye, Mayor Crawford-aye. Motion carried.  11    Alternates:  Councilman Jones made a Motion to appoint Bruce Angel as an Alternate member. Mayor Vote: Councilman Rigsbee-aye, Mayor Pro Tem Foy-aye, Councilman Landreth-aye, Councilman Jones made a Motion to appoint Michael Threatt as an Alternate member. Mayor Vote: Councilman Rigsbee-aye, Mayor Pro Tem Foy-aye, Councilman Landreth-aye, Councilman Rigsbee made a Motion to appoint Mark Nadel as an alternate member. Mayor Pro Vote: Councilman Rigsbee-aye, Mayor Pro Tem Foy-aye, Councilman Landreth-aye, Mayor Pro Tem Foy made a Motion to appoint Stuart Hommel as an Alternate member. Vote: Councilman Rigsbee-aye, Mayor Pro Tem Foy-aye, Councilman Landreth-aye, Councilman Jones announced that Mr. Hummel is currently in the hospital and tol keep him in Councilman Rigsbee made a Motion to appoint Kurtis Gentry as an Alternate member. Vote: Councilman Rigsbee-aye, Mayor. Pro Tem Foy-aye, Councilman Landreth-aye, Councilman Landreth stated that ini the past we encouraged the alternate members to attend all the Planning Board meetings. He asked if we could put aj policy inj place where the Chairman or someone be responsible for knowing who is attending and then call an Alternate to serve ifa regular member will be absent. Councilman Jones stated that as Chairman, he attempted to touch base with each member to make sure we would have a quorum. Ifsomeone is can't attend, then it would be a good idea to contact the Alternates. He commended Ron Southard for always showing up to the meetings. Ifthe Chair is certain a quorum is present and maybe one Alternate then he felt good about being able to conduct town business. An attendance system might be cumbersome to keep up with. They are not paid and give up their time to come do this for us and would like it to be a simple as possible. He stated that he was not aware of any issues ini the past. Councilman Landreth asked how we should handle seating an Alternate. Councilman Jones stated that we. have not had a formal process to establish the order where one is picked, the Chair  Crawford seconded the motion.  Councilman Jones-aye, Mayor Crawford-aye. Motion carried.  Pro Tem Foy seconded the motion.  Councilman Jones-aye, Mayor Crawford-aye. Motion carried.  Tem Foy seconded the motion.  Councilman Jones-aye, Mayor Crawford-aye. Motion carried.  Councilman Rigsbee seconded the motion.  Councilman Jones-aye, Mayor Crawford-aye. Motion carried.  our prayers.  Councilman Jones seconded the motion.  Councilman Jones-aye, Mayor Crawford-aye. Motion carried.  will simply pick someone from the audience.  12    Mr. Medlin asked ift there is some language in the Planning Board's Policies and Procedures Manual regarding attendance at meeting. Councilman Landreth stated that it has been brought up in the past, but! he was against having all the Alternates show up and have to sit ini the audience during the meeting. Mr. Medlin stated that language could be added to cover attendance ifit'sa an issue. Councilman Jones stated that he didn'tbelieve the Policies and Procedures Manual covers attendance and stated that we: may bet trying to solve a problem that doesn'tneed 12. Cost of living increase for' Town of Stokesdale staff members hired prior to June Mayor Pro Tem Foy made a Motion to give a 4% cost ofl living increase to all staffhired prior to Mayor Pro' Tem foy stated that to the best ofh his knowledge the last increase was given in 2019 and it was a 3% increase. He stated that he has worked with Mrs. Thacker to project the cost out in this year's budget and feels that the Town can afford to do this. He added that it be a cost of living increase and not tied with performance, however he commended the Staff on great performance. He stated that this was discussed during the budget workshops in 2020; however, covid had hit and they felt the time was not appropriate. Hej presented the following handout  tol be solved. It can be adjusted at a later date.  30th, 2021.  July 15t2021. Councilman Rigsbee seconded the motion.  illustrating the projected expense and the affect on the budget.  BLANK  13    43Costufu Livingf torallstalfPragosal 3/13/22  Snapshoto ofSalaryE SalaryFY22YTD  kemT ThroughF FV22H Halfway Polnt (25w weeks) Budget Dalance %ofBudgety YTDAt forR Remainder ofFY22 41.6% $ 90,036 wacksin Vear 16,200 39,926 23,365 23,365 B2,857 600 738 900 2,238 G4,109 82,857 2,238 149,204  Actualy YTD FY22Dudget 251 Weeks 64,109 154,145 Projecteds Solaryf for2 Zndi Halfo ofYear( (27V weaks: Assumings Samo Pay Rate) Hourly PayR Rate WeeklyH Hours 25.00 18.45 Salay/45k: annually)  Profactod Projected PayA Assuming: 27n morei more  Town Clerk Water DepulyClerk Deputy Clerk Finance Oflicer Salary/45ka annually) Total ProjactedPayf for 2nd HalfofVoar Projected CosttoT Town for4 4% Cost ofliving! Increasef forz 25waeks Townd Clerk Water Deputy Clerk DeputyCierk Finance Officer TotaiProjactad? Proposed! increase for ZndHolfofYear TotalP Projected Expensef for Salery Drokend downt to3Buckets roSahry! Expense Projecleds SalaryE Expensef from1 12/27-6 6/30 PrajectedCosto d25w weekso ofCnstofliving! Increase FY22 Projecteds Salary ExpenseT Total How! theT TotalA Actual Expenditures! ProjectOut Witht theh Implementation ofa Total Projectads SalaryE Expandituref for PY22 TotalProjected? Expenditure forA Medicare/SS (SalaryOnh $ 11,414.09 TolatProjectedt Expenditure forn Medicare/SS (CoundOn $ 2,907.00 TotalProlectedi Medicare/sS TotalsalaryPHsFICA  24 40  fLiving  Flfectiva1 1/24/22  ProjectedA Actual Bucget Variance 149,204 $ 154,145 $ 4,941 withinbudget $ 14,321.09 163,524.E6 5 165,599.29 $ 5,074.,43 withlabudget  14,454 $ 133.20 withinbudget  Dtrectr From WEE Fund: Snapshato ofGary'ss SalaryB Budgeted/Actalt Linel ltenT ThroughFy22  HalfwayP Polnt (25w weeks) 3,542 $ 10,000  Budget Balance %ofDuIgatYIDA! for Remalnder ofFY22 35.4% $ 6,458  Water Technicial ActualYTP FVzZBudgat  SalaryFY22YTD Proposal  willbe proposinga 4% Cost ofliing! Increasel fora allStaff Positions! Hiredbefore7 7/4/21.  Hej presented some inflation statistics and noted that he believes a 4% increase is a good number. Hel believes this increase is merited for our employees and hopes that Councils sees it that way as Councilman Rigsbee also commended Staff and noted that ift they were not here then the Council Mayor Crawford stated that he began the: meeting praising Staff and appreciates all they do: for  well. He: made himselfa available for questions. would be obligated by law to do this work.  him being a new: member.  14    Mayor Pro' Tem Foy amended his motion to make the increase affective with the next pay period  on 1-23-2022.  Councilman Rigsbee accepted the amendment.  Vote: Councilman Rigsbee-aye, Mayor Pro Tem Foy-aye, Councilman Landreth-aye,  Councilman Jones-aye, Mayor Crawford-aye. Motion carried. 13. Discussion on conversations with Rockingham County Officials.  Mayor Crawford reported that he and Councilman Jones were fortunate enough to have good discussion with Representatives from Rockingham County about thej possibility ofl having a second water source for the Town. He stated that we: ran into some roadblocks, they don't think they have the capacity, but we did discuss the various options. Councilman Jones agreed that it was a very good meeting. It helps us know the questions we need to ask so that documents can bej prepared to bring to Council for a vote. He stated that there are technical things that will need tol be investigated. Mayor Crawford stated that we. have left the door open and have some Councilman Landreth stated that we arel looking at our options and putting these discussions on the table for the citizens. Mayor Crawford and Councilman Jones explained that we will need to consult with the NC Water Association and possibly Engineers to get some things defined: for the Town. Councilman Landreth recommended we get citizen input and input from other towns that  stumbling blocks to overcome but it was a good meeting.  have water systems before we spend any money on this project. 14. Discussion and possible vote on NCDOT Matters.  Councilman Landreth stated that none of us know about the road projects going on. He referred to a letter he received from an attorney. He stated that he is always being asked about the 158 project and other projects going on but we don'thave all the information. He noted that there are plans out there that the public needs tol know about that affects their property. He stated that his letter was on the 158 project and understands that others have received the same letter. Councilman Jones asked ifthe letter was a solicitation to represented citizens int these projects. Councilman Landreth stated that it was. He stated that he sits on Council and people ask him Councilman Rigsbee pulled the 158 project up on his cellphone and stated that there is a contact name listed that we could reach out to for some answers. Hei noted the time line listed on the Councilman Jones stated that his last information was that the 158 Bypass had: not been funded  about these projects, but he doesn'tknow what's going on,  plan to move the project forward.  and they didn'tknow when it would be funded.  15    Councilman Landreth stated that he is concerned about this personally but also, that nobody knows what is going on. He did: not want people tol be taken advantage of. He asked Councilman Rigsbee ifhe could contact NCDOT and stay on top ofit. Councilman Rigsbee stated that he could check into this. Councilman Landreth stated that he may be affected personally and did not want it to look like he has a conflict ofinterest. However, we: need to get a handle on this. Councilman Jones stated that he supported this agenda item with enthusiasm because this did generate the largest turnout in this building. Our citizens care about this issue. Approximately 2 or 3 years ago, he recalled a Council meeting where Mayor Flynt, Mayor Pro Tem Hooks indicated that they were. having conversations with NCDOT and when. he asked that they share that with Council they declined. He expressed his frustrating then because he felt they should disclose what they knew at that time. He stated that there are four things this Council should be concerned about with regard to NCDOT projects: US 158 Bypass-Northern Route, the Town has lost contact with the Metropolitan Planning Organization through NCDOT and we should be receiving emails and their minutes of what they do that impacts us. The third item is Angel Pardue Road. Council just approved a subdivision and anticipate an increasei in traffic, Council should bej proactive and start conversations with NCDOT and Guilford County School about a problem coming. He noted that it is DOT's responsibility to do road improvements. The fourth item is the widening ofHwy 68 and 65 all the way to 220 at the intersection of] Hwy. 158 where the new. Bi-Rite is located. He stated that we. have no maps in this building and no contact with NCDOT officials regarding these projects except for those conversations with former Mayor and Mayor Pro Tem. He stated that he did not know what the next step should be but that maybe Councilman Rigsbee stated that he would make contact and see: ifsomeone could come speak on The' Town Clerk stated that she receives emails regarding the TCC meetings and former Mayor Flynt attended some oft those meetings. She stated that she received meeting notices for all their upcoming meeting for 2022 that she can forward to Councilman Rigsbee. She stated that she did not know if Council needs to appoint a representative to serve on this board or not. Councilman Jones asked iff former Mayor Flynt relayed any oft this information to Council. Councilman Rigsbee stated that he would follow up with NCDOT. He stated that he could not commit to attending all these meetings but would contact them to see who might be the best one to come speak to the Council. Councilman Jones suggested wei invite Bobby Norris, the District Councilman Landreth asked ift these meeting are recorded. The Town Clerk did not know. Mayor Councilman Jones asked Mr. Southard and Mr. Gauldin with the Fire Department ift they have contacts with NCDOT. ChiefGauldin stated that there is a member oft the Fire Department that attends those meetings. He recalled some projects were put on hold; however, he was aware of survey work going on. He stated that they will reach out to see ifthey can obtain a contact.  invite al NCDOT Representative to our. February meeting.  all these projects.  Engineer to attend our meeting.  Pro Tem Foy suggested we: see: ift they have audio oft these meetings.  16    Councilman Jones made a Motion to continue this item to the February meeting. Councilman Vote: Councilman Rigsbee-aye, Mayor Pro Tem Foy-aye, Councilman Landreth-aye, Councilman Jones-aye, Mayor Crawford-aye. Motion carried. 15. Citizen's Comments from the Floor. (3-minute Limit per Speaker)  Landreth seconded the motion.  None  16. Council Comments.  Councilman Rigsbee thanked everyone for coming tonight.  Mayor Pro Tem Foy wished everyone a Happy New Year and thanked everyone for coming out. Councilman Landreth commended Mayor Pro Tem Foy for coordinating the biggest Christmas Parade ever despite pending weather issues. He also thanked staff for their efforts. Councilman Jones thanked staff for their efforts, he thanked Mayor Pro Tem Foy and all others that participated in this year's parade despite impending storm. He: mentioned discussions with local citizens on aj possible sales tax increase coming down the pike. He also referred to discussions regarding efforts to establish a charter school in Stokesdale. He thanked everyone in  person and online listening tonight. Mayor Crawford thanked staff for their efforts.  17. Adjournment. motion.  Councilman Landreth made a Motion to adjourn the meeting. Councilman Jones seconded the Vote: Councilman Rigsbee-aye, Mayor. Pro Tem Foy-aye, Councilman Landreth-aye, Being no further business to come before the Council, the meeting was adjourned at 9:24 pm.  Councilman Jones-aye, Mayor Crawford-aye. Motion carried.  Announcements:  a) No Planning Board Meeting Thursday, January 27th at 7pm at' Town Hall (No Town Council Meeting Thursday, February 10th at 7 pm at Town Hall  cases filed)  Approved:  17    Michael Crawford, Mayor  ATTEST:  Dale Martin, Town Clerk  18    TITLE: SOLIDWASTE AND RECYCLING SERVICES REQUEST FOR  PROPOSAL  ISSUEDATE: RESPONSE DEADLINE: EXPECTED CONTRACT AWARD: SERVICES BEGIN: PROJECT  1/24/22 2/7/22BY2PM  NOLANURETANA/IU/ZANDMOLATRATANS/DIZ  7/1/22  The Town of Stokesdale is requesting proposals from interested and qualified firms for residential solid waste collection/disposal and recycling services from within its corporate town limits. The town seeks to enter into a franchise agreement with a contractor that has the resources and ability to provide such services. The initial contract term shall be for three (3) years (a town option for two-year renewal terms, unless earlier terminated as provided in the agreement. Proposals are due by 2:00pm (EST) Monday February 7th,2022. The goal of the town is to provide quality and efficient services to residential households and to achieve the most cost-effective,  echnically-sound solution.  SCOPEOFWORK (including but not limited to thej following)  S Services: Contractor shall be the exclusive provider of residential solid wâste and recycling collection services within the corporate limits of the' Town of Stokesdale. Contractor shall also be responsible for the disposal of solid waste and processing of the recyclables collected in a manner that meets all county, state, and federal regulations. A bi-annual bulk item collection is requested as part of this proposal. Bulk collection would occur twice a year at a location and time advised by the town's  contract administrator. Services would commence July 1st, 2022.  - Collection schedules:  1.A All residential services shall bej provided Monday through Friday, between the hours of 7:00am and 7:00pm, unless it'sal holiday catch-up day as specified within "Additional Information." Each Residential Service Unit (RSU) shall receive solid waste. and recycling services on the same scheduled collection day, which must be maintained, except in the case of adverse weather events that require an adjustment. (Holiday schedules are addressed within "Additional Information.") The town has a preference for one: residential schedule day during the week. 2. Residential curbside solid waste collection shall occur once each week. 3. Residential curbside recycling collection shall also occur once each week.    4. Waste and Recycling collection shall both occur on the same day each week. Containers (carts): Contractor shall provide each RSU two (2) roll-out containers (one for solid waste and one: for recycling). Containers shall be polycart with a 96-gallon capacity and clearly marked and differentiated for solid waste and recycling. Customers may: purchase additional carts as necessary at a contract-specified price. (If the contractor has a smaller cart option, this could be utilized when requested by  individual citizens.)   Services related to town-owned properties:  1. Contractor will supply containers and/or dumpsters for solid waste. and recyclables at Stokesdale Town Park and Stokesdale Town Hall at no charge to the town. The contractor will collect, transport, and dispose of materials on the Contractor equipment: Contractor, ati its sole cost and expense, agrees to furnish all trucks, equipment, machines, and labor, which are reasonably necessary to adequately, efficiently, and properly collect and transport solid waste and recyclables. Such equipment shall not be allowed tol leak or scatter waste within the limits of the town or while in route to the disposal/dump site. Contractor shall clean any spillage and power wash all hydraulic oil and vehicle fluid leaks from public and/or private property resulting from its collection activities by the end of the next business day after noticing the spill or receiving a complaint of such spillage or leak.  same schedule as specified for RSUS.  ADDITIONAL INFORMATION  One service agreement contract shall be awarded to the vendor through completion of The town clerk or the Town's Council designee shall be the Contract. Administrator. Nosubcontracting: is allowed unless pre-approved in writing by the town. Additional work may be requested on an as-needed basis and based on separate vendor pricing to the town, although no additional work is required in order to satisfy Should successful bidder observe a holiday, successful bidder shall for the remainder of the calendar week provide collection service to customers one day after their normal collection day, including Saturday, as its catch-up day. Atar minimum, customer complaint procedure shall provide that the customer complaint shall be addressed within 24 hours of receipt and shall be promptly resolved. The contractor shall be responsible for maintaining a log of complaints and provide these to the town on ai monthly basis, with copies of all complaints indicating the date, nature, address, customer name, and manner and timing of its resolution. Any missed pick-up of solid waste or recyclables will be collected the same business day if notification to the Contractor is provided by 2:00pm. Ifl later, material will be  the term.  the service agreement.    collected the next business day. The contractor will provide and maintain one point of Estimated 1,600 customers. Awarded provider will be responsible. for collecting  contact with the town for all customers. service: fee from customer on a quarterly basis.  RIQUREMINISIOBD  1. Bidder must provide two professional references that can attest to its company's professional service. Each must be listed within the submitted proposal as a. name and location of municipality or community with brief description of b. photographs ofe each container used (one is sufficient ifs substantively identical);  "References" with the following:  services; and,  C. contact person, telephone number, and nature of relationship. 2. Bidder must provide the followingn narrative organized to address, describe, or a. any noteworthy approaches to the scope of work/services tol be performed, including any methods for ensuring customer satisfaction and service quality  provide the following:  and copies of relevant company policies; b. the firm's s background, qualifications, and experience; C. evidence of insurance; and, negotiations.  d.a a draft copy of al base contract you would use as a starting point to contract This narrative is not to exceed ten (10) double-sided pages inl length. A cover letter, copies of stand-alone company policies, evidence ofi insurance, and the draft contract 3. Bidder must agree by signing the "Vendor Form" that it will comply with all local, state, and federal laws regarding the legal status of all employees and the business 4. An authorized representative of the company must fully complete the Proposed Pricing Form." - By doing SO, the biddera acknowledges understanding of the conditions set forth: in this RFP and agrees toi them with no exceptions. If exceptions exist, they must be clearly listed on a separate numbered sheet. REQUIREMENTS FOLLOWING AWARD OF SERVICE AGREEMENT CONTRACT 1. Vendor must have a current $1,000,000 general liability insurance policy naming the 2.Ifapplicable, awarded vendor will provide a current Workman's Compensation insurance policy,naming the Town of Stokesdale as an additional insured party.  will not count as part of the page. limit.  (proper filing, payment of taxes, business location, etc.).  Town of Stokesdale as an additional insured party.    3. Vendor must provide the following: Certificate of Insurance, W-9, and E-Verify forms. If you do notl have worker's compensation insurance, you must complete an Independent Contractor Agreement and Independent Contractor VS. Employee 4. Vendor must provide a Sales Tax Certification form upon invoice submission.  Checklist.  BIDSUBMITTAL  Inaséaled envelope, provide two( (2)complete copies of your proposal for furnishing services outlined within this Request for Proposal (RFP). Each copy must consist ofa complete copy of this RFP + professional references + narrative + the signed Vendor and Pricing Form. Proposals will be received until 2:00pm (EST) Monday, February 7th, The submittal can take any written form, provided that the outlined requirements are  and are subject to the conditions within this document.  met and instructions are. followed.  1.  Proposals must be submitted directly to the Town of Stokesdale (issuing agency)  with the sealed proposal envelope or packageaddressed as follows:  Ifdelivered by US Postal Service: Town of Stokesdale Town Clerk, Dale Martin Attn: Solid Waste & Recycling RFP 8325. Angel-Pardue Road Stokesdale NC 27357  Ifdelivered by any other means:  Town of Stokesdale Town Clerk, Dale Martin Attn: Solid Waste & Recycling RFP 8325. Angel-Pardue Road Stokesdale NC 27357    2. Direct all RFP and submittal/RFP inquiries in writing to' Town Clerk Dale Martin at  okcsdarcetokcsacorg (e-mail).  THE PROCUREMENT PROCESS  The: following is a general description of the process by which a vendor will be selected: 2. Copies of the proposal must bej provided as described within the "Bid Submittal" section of this RFP. Documents must be signed and dated by an official authorized tol bind the firm. 3. All proposals must be received by the town notl later than the date and time specified on the 4. At the February 10t, Stokesdale Town Council Meeting, thej package containing the proposals from each: responding firm willl be opened publicly and the name of the vendor and cost(s) offered willl be announced. Interested parties are cautioned that these costs and their components are subject to further evaluation for completeness and correctness and therefore may not be an exact indicator of a vendor's] pricing position.. 5. Attheir option, the evaluators may request oral presentations or discussion with any or all vendors for the purpose of clarification regarding materials presented in any part of the proposal; however, vendors are cautioned that the evaluators are: not required to request clarification; therefore, all proposals should be complete and reflect thei most favorable terms 6. Though optional, iti is suggested that potential vendors attend the Stokesdale Town Council Meeting at Stokesdale Town Hall on' Thursday, 2/10/22 at 7pm. Potential vendors willl be given an opportunity to make an oral presentation and field any questions from the 7. Proposals will be evaluated according to completeness, content, and experience with similar projects, ability of the vendor, and cost. Award of a contract to one vendor does not mean that the other proposals lacked merit, but that all factors considered, the selected proposal 8. Vendors are cautioned that this is ai request for offers or aj proposal, not a request to contract, and the Town of Stokesdale reserves the unqualified right to: reject any and all offers when  1. Request for Proposals (RFP) isi issued toj prospective vendors.  Unsigned proposals will not be considered.  RFP cover sheet.  available from the vendor.  Stokesdale Town Council,  was deemed most advantageous to the' Town,  such rejection is deemed tol be ini the best interest of the Town.    GENERALI INFORMATION ON SUBMITTING PROPOSALS  VENDOR FORM  (Must be completed and submitted with proposal for consideration.)  Inc compliance with this RFP and subject to all outlined conditions, the undersigned offers and agrees to perform the scoped work: ifi its proposal is accepted within 90 days of thel bid opening.  Vendor name. Address Phone  City.  State  Zip.  Cell.  E-mail  Federal Employee Identification Number. Principal place ofbusiness (fdiferent).  (Typed ort printed mame)  (Signature)  (Date)    PROPOSED PRICING FORM  (Must be completed and submitted with proposal for consideration.)  Provide quarterly charges fore each residential item below.  Weekly curbside collection ofs solid waste with contractorsuppled, 96-gallon roll-out polycarts + weekly curbside collection of recyclables with contractor- $ Service charge for bi-annual bulk waste disposal collection at location in the $  supplied, 96-galloni roll-out polycarts Town of Stokesdale TBD  Total Quarterly Charge for Each Residential Customer  $        Item #12 Consideration of] Budget Amendment #3  Budget Amendment information will be  forwarded to Council as soon as it is available.    2021 General Records Schedule: Local Government Agencies  The records retention and disposition schedules and retention periods governing the records series listed herein are hereby approved. This approval extends to andi includes the following standards in the 2021 General Records  Schedule: Local Government. Agencies: 1.A Administration and Management Records 2. Budget, Fiscal, and Payroll Records 3. Geographic Information: System. Records 4. Human Resources Records 5. Information Technology Records 6. Legal Records 7. Public Relations Records 8. Risk Management Records 9. Workforce Development Records  In accordance with the provisions of Chapters 121 and 132 of the General Statutes of North Carolina, it is agreed that the records do not and will not have further use or value for official business, research, or reference purposes after the respective retention periods specified herein and are authorized to be destroyed or otherwise disposed of by the agency or official having custody of them without further reference to or approval of either party tot this G.S. 5 121-5 authorizes the Department of Natural and Cultural Resources to regulate the destruction of public records. Furthermore, the local government agency agrees to comply with 07 NCAC 04M. .0510 when "(a) Paper records which have met their required retention requirements and are not subject to legal or other  agreement. Destructions  ona deciding  method of destruction. The North Carolina Administrative Code: states: audit holds should be destroyed in one oft thet following ways:  1. burned, unless prohibited by local ordinance;  2. shredded, ort torn up: soast to destroy the record content oft the documents or  material concerned;  3. placed in acid vats sO as to reduce the paper to pulp and to terminate the existence of the 4. sold as waste paper, provided that the purchaser agrees in writing that the documents or materials concerned will not be resold without pulverizing or shredding the documents so that thei information contained within cannot be practicably read or reconstructed.  documents or materials concerned; or  (b) When used in an approved records retention and disposition schedule, the provision that electronic records are to be destroyed means that the data and metadata are to be overwritten, deleted, and unlinked 50 the data and (c) When used in an approved records retention and disposition schedule, the provision that confidential records of any format are to be destroyed means the data, metadata, and physical media are to be destroyed in such AIlI local government agencies should maintain logs of their destructions either in the minutes of their board or in their Records Management file. Confidential records will be destroyed in such a manner governing Public records, including electronic records, not listed in this schedule are not authorized to be destroyed.  metadata may not be practicably reconstructed.  manneri that thei information cannot be read or reconstructed under any means."  a  records  that the  cannot be practicably read or reconstructed.    Audits and Litigation Actions Electronic Records  Records subject to audit or those legally required for ongoing official proceedings must be retained until released AllI local government agencies and the Department of Natural and Cultural Resources concur that the long-term and/or permanent preservation of electronic records requires additional commitment and active management by the agency. Agencies agree to comply with all policies, standards, and best practices published byt the Department of Natural and Cultural Resources regarding the creation and management of electronic records. Local government agencies should consider retention requirements and disposition authorities when designing and implementing electronic records management systems. Any type of electronitcally-created or electronically- stored information falls under the North Carolina General Assembly's definition of public records cited above. For example, e-mail, text messages, blog posts, voicemails, websites, word processing documents, spreadsheets, databases, and PDFS all fall within this definition of public records. In addition, G.S. $132-6.1(a)s specifies: "Databases purchased, leased, created, or otherwise acquired by every public agency containing public records shall be designed andi maintained in a manner that does not impair ori impede the public agency's ability to permit the public inspection and examination of public records and provides a means of obtaining copies ofs such records. Nothing in this subsection shall be construed to require the retention by Local government agencies may scan any paper record and retain it electronically for ease of retrieval. If an agency wishes to destroy the original paper records before their assigned retention periods have been met, the agency must establish an electronic records policy, including putting into place procedures for quality assurance and documentation of authorization for records destructions approved by the Government Records Section. This electronic records policy and releases for destruction of records must be approved by the Government Records Section. Agencies should be aware that fort the purpose of any audit, litigation, or public records request, they are considered the records custodian obligated to produce requested records, even if said records are maintained electronically by an outside vendor. Therefore, contracts regarding electronically stored information being should be carefully negotiated to specify how records can be exported in case a vendor goes out of business ort the Alll local government agencies and the Department of Natural and Cultural Resources agree that certain records series possess only brief administrative, fiscal, legal, research, and reference value. These records series have been designated by retention periods that allow these records to be destroyed when "reference value ends." All local government agencies hereby agree that they wille establish and enforcei internal policies setting minimum retention periods for the records that Natural and Cultural Resources has scheduled with the disposition instruction "destroy when reference value ends." If a local government agency does not establish internal policies and retention periods, the local government agency is not complying with the provisions of this retention schedule and is not authorized by the Department of Natural and Cultural Resources to destroy the records with the disposition Arecord copyi is defined as "The single copy of a document, often the original, that is designated as the official copy for reference and preservation." Ther record copy is the one whose retention and disposition is mandated by this schedule; all additional copies are considered reference or access copies and can be destroyed when their usefulness expires. Ins some cases, postings to social media may! be unofficial copies of information thati is captured elsewhere as a record copy (e.g., a press release about an upcoming agency event that is copied to various social media platforms). Appropriately retaining record copies and disposing of reference copies requires agencies to  from such audits or official proceedings, notwithstanding thei instructions of this schedule.  the public agency of obsolete hardware ors software."  agency decides to award the contract to a different vendor.  Reference Copies  instruction destroywhen reference value ends."  Record Copy  Society of American Archivists, Dictionary of Archives Terminology. 2021 General Records Schedule: Local Government Agencies    designate clearly what position or office is required to maintain an official record for the duration of its  designated retention period. TransitoryRecords not be set aside forf future use."2  Transitoryrecords: are defined as "record!s] that [have] little or no documentary or evidential value and that need North Carolina has a broad definition of public records. However, the Department of Natural and Cultural Resources recognizes that some records may have little or no long-term documentary or evidential value to the creating agency. These records are often called transitory records. They may be disposed of according to the guidance below. However, all public employees should be familiar with their appropriate retention schedule and any other applicable guidelines for their office. If there is a required retention period for these records, that requirement must be followed. When in doubt about whether a record is transitory or whether it has special significance or importance, retain the record in question and seek guidance from al DNCR records analyst. Routing slips and transmittal sheets adding no information to that contained in the transmitted material have minimal value after the material has been successfully transmitted. These records mayl be destroyed or otherwise disposed of after receipt of the material has been confirmed. Similarly, "while you were out" slips, memory aids, and other records requesting follow-up actions (including voicemails and calendar invites) have minimal value once the official action these records are supporting has been completed and documented. These records be Drafts and working papers, including notes and calculations, are materials gathered or created to assist in the creation of another record. All drafts and working papers are public records subject to all provisions of Chapter 132 of the General Statutes, but many of them have minimal value after the final version of the record has been approved, and may be destroyed after final approval, if they are no longer necessary to support the conclusions of the official record. Drafts and working documents that may be destroyed after final analysis  destroyed or otherwise disposed of once the action has been resolved.  may  or approval  include:  Drafts and working papers fori internal and external policies  Drafts and working papers for internal administrative reports, such as daily and monthly Drafts and working papers for internal, non-policy-level documents, such as informal workflows and Drafts and working papers for presentations, workshops, and other explanations of agency policy thati is  activity reports; manuals; and  already formally documented.  Forms used solely to create, update, or modify records in an electronic medium may be destroyed in office after completion of data entry and after all verification and quality control procedures, so long as these records are not required for audit or legal purposes. However, if the forms contain any analog components that are necessary to validate the information contained on them (e.g., as signature or notary's seal), they must be retained according to  the disposition instructions for thei records series encompassing thet forms' function.  lbid.  2021 General Records Schedule: Local Government Agencies  ili    it Is further agreed that these records may not be destroyed prior to the time periods stated; however, sufficient reason they may be retained for longer periods. This schedule supersedes previous versions of for schedule and any! localized amendments; itist to remain ine effect from the date of approval untill It Is reviewed this and  updated.  APPROVAL RECOMMENDED  sahElonfs Sarah E. Koonts, Director Division of Archives and Records  Municipal/County Clerk or Manager  Title:  APPROVED  5Peidhsk D.Reid Wiison, Secretary Department of Natural and Cultural Resources  Head of Governing Body Title:  Municpalty/County,  Effective: October 1, 2021  2021 General Records Schedule: Local Government Agencies  iv    TO: Stokesdale Town Council FROM: Robin Yount DATE: February 3, 2022 RE: Insurance Set-Up Questions  Mary Ann Delphias, Account Manager with MEDCOST contacted me regarding setting up the Towns insurance policy for dental and vision. There aret three questions which they need answered to finalize  the set up for thei town.  1) Are Retirees Covered under the Plan 2) Are same gender spouses covered under the Plan? 3) Are Domestic partners covered under the Plan?  A copy of her email is available if needed.  Thanks, Robin    Deputy Clerk From: Sent: To: Subject:  Mary Ann Delphias <MADelphias@MEDCOST.com> Monday, January 31, 202211:31AM Dental/Vision - group set up questions  Deputy Clerk  Good morning Robin! Thanks again for talking with me earlier today. Ihave listed out the questions below for the  Dental and' Vision Plan set up.  1) Are Retirees covered under the Plan 2) Are same gender spouses covered under the Plan? 3) Are Domestic partners covered? 4) What is the waiting period? the waiting period?  5) Whati is the effective date of coverage - First of the month following date of hire? First of the month following  6) Termination date - Last day worked? End of the month? End oft the pay period?  7) Who was the prior Dental and' Vision carrier?  Let me know ify you have any questions for myt team. Have ag great day!  Mary Ann Delphias Account Manager Cell phone #336-4074622  P336.774.4409F 336.970.2282 1. .800.217.5097 MedCost.com I Linkedin I Twitter  MEDCOST 165 Kimel Park Drive, Winston-Salem, NC 27103  WARNING: This communication constitutes ane electronic communication within ther meaning oft the Electronic Communications Privacy Act, 18 U.S.C. Section2 2510. This communication may contain PRIVILEGED: and CONFIDENTIAL information and/orp protected! healthi information (PHI) intended: solelyf fort the use oft thes sendera and any recipient(s)r nameda above. Ifyoua arer nota ani intended recipient oft this message, ort thee employee ora agentr responsible for delivering thisr messaget tot thei intended recipient, you arel herebyr notified that any review, dissemination, distribution, printing ord copying oft this facsimilei is STRICTLY PROHIBITED. 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