Page 1  MINUTES OF1 THE MEETING OF THE TOWN BOARD OF COMMISSIONERS TOWN OF WILLIAMSTON, NC August 7h, 2023  Thel Board of Commissioners of the' Town of Williamston meti in regular called meeting on Monday, August 7th, 2023, at 5:30 p.m. at the Town Hall Assembly Room at 1021 East Main Street, Williamston, NC. PRESENT Commissioners: Mayor. Joyce Whichard-Brown, Mayor Pro-Tem Alton Moore,  Dean McCall, and Darnell Scales Town Administrator: Eric Pearson Town Clerk: Jackie Escobar Police Chief: Travis Cowan Police Captain: Beth Coltrain Public Works Director: Stacy Stalls Parks and Recreation Director: Allen Overby Fire Chief: Michael Peaks Finance Officer: Mandy Bullock Internal Auditor: Linda Harrison Town Attorney: Watsi Sutton Tax Collector: Tiffany White Commissioner. Jerryl Knox  Planning and Zoning Administrator: Cameron Braddy  ABSENT  CALLTO ORDER. AND INVOCATION  The Mayor called the meeting to order. First, Commissioner Scales led the pledge of allegiance, and Commissioner McCall offered the invocation. The Mayor extended a special welcome to Martin County Commissioner Dempsey Bonds, Martin County Commissioner. Ronnie Smith, and Martin County Manager The Mayor asked ift there were any adjustments to the agenda or ift the Board wished to remove or add to the agenda. The Town. Administrator. requested ther removal ofI Item 8 under Consent Agenda, and Item 2- Update on Agreement with Professional Grant Writer under Old Business. He also requested the addition of Consider Approval of Grant Writer Agreement to Old Business, Tax Orders to New Business, and the addition ofa Closed Session for Business Prospect N.C. 143-318.11(4) and Employee Matter N.C. 143- 318.11(6). I was moved by Commissioner Moore, seconded by Commissioner Scales, and unanimously APPOINTMENT AND OATH OF OFFICE OF RUTH COFFIELD TOI DISTRICTISEAT li was moved by Commissioner Scales, seconded by Commissioner Moore, and unanimously approved for Ruth Coffield toJ) fill vacant District 1. seat. The Mayor sworei in Ruth Coffield to fill vacant District 1Town Itwas moved by Commissioner Moore, seconded by Commissioner McCall, and wmomimouslyepprovedie  James Bennett. AGENDA APPROVED  amended the regular agenda.  Commissioner seat. CONSENT. AGENDA consent agenda as amended.  Items approvedi in the Consent Agenda are as follows: (I) Approval oft the Regular Board Meeting Minutes ofJ July 10, 2023 (2) Budget Amendment- -RRT  Undesienated Fund Balance $23.359.00 Department Supplies Uniforms Garbage Collection SmallEquipment.  $2,000.00 $2,000.00 $1,000.00 $18.359.00 $23.359.00    2 Page  Board of Commissioner's Meeting August 7th, 2023 Page 2  61 Budget Amendment Water Meter Projcct  Retained Earnings Transfer t0 Capital Project Fund iransfer 10 Capital Project Fund $8.000.00 Water Fund Contribution SewerE Fund Contribution AMI Fortiline-Equipment & Project Management Retained Earings-Seyer. $16,00000 Chemical Supplies Undesignated Fund Balance $17,000.00 Code Enforcement  $20,(X10.00 $10,000.00 $20.000.00  (4) Budget Amendment- Water Meter Project (5) Budget Amendment Chemical Supplies (6) Budget Amendment - Code Enforcement (7) Amended. Audit Contract (8) Non preft Request for Funding Application Williamston Housing Authority Appointment  $10,000.00 $10.00000 $20,000.00  $16,000.00 $17,000.00  (9)  PUBLIC: HEARING - REZONING REQUEST-816. & 818 W. MAINTOI R-4ZONE Thel Mayor opened thet floor at 5:43 p.m. The planning and Zoning Administrator reported that the church at this location intends to sell the property at 816 and 818 W. Main Street. The location is proposed to be rezoned from R-4 Zone to 0&1 (Office and Institutional) to sell the property. The Planning and Zoning Administrator included that he posted a notice on the property, advertised the public hearing in the local newspaper, ands sent letters tot thea adacentneighbors. Withn not furthercomments, thel Mayor closed the floor RESOLUTION 2023-09 : RECOGNIZING MAYOR JOYCE WHICHARD-BROWN Commissioner Dean McCall presented Resolution 2023-09- - Recognizing Mayor. Joyce Whichard-Brown. The election of Mayor Whichard-Brown made history by her being the first African-American and first woman to hold the position of Mayor for the Town of Williamston. The resolution included that Mayor Whichard-Brown's picture would be placed in the upstairs conference room alongside other notable Williamston Mayors to memorialize her historic election as the first African-American and first woman Bernadette Rodgers, 1434 US Highway 64, introduced herself as the owner of Smiling Faces daycare. She noted that her business met the community's desperate need for childcare. Her facility cares for approximately 120 children and employs 25 people. Her business was the first minority-run childcare facility to obtain a 5-star ratingi in the area. It contributes 1.4 million to the county. However, her business is within % ofar mile oft the Town: sewer but is not connected to Town sewer. She noted that the need was critical to provide the best for the children. Bernadette Rodgers emphasized that the Town of Williamston and Martin County promised sewer services for 23 years but have not fulfilled the promise. The Mayor thanked Bernadette Rodgers and noted that thei issue would be taken under advisement. Eula Hedgeback expressed support on behalfof Bernadette Rodgers.  at 5:45 p.m.  elected as Williamston's Mayor and for her dedication to the Town of Williamston.  PUBLIC COMMENT    Page 3  Board of Commissioner's Meeting August 7th, 2023 Page 3  INTRODUCE MIKA DAVIS-NEWLY APPOINTED WILLIAMSTON: BRANCH LIBRARIAN Kareyl Blanchard, regional director ofBHML Library, introduced Mikal Davis ast the newly appointed Martin Memorial Library Director. Mika Davis has replaced Ann Phelps after her retirement. Mika Davis expressed excitement to serve Martin County and the Town of Williamston. The Mayor and Board of  Commissioners welcomed Mika Davis.  OLD: BUSINESS  Resolution 2023-08 Sale ofUsed Sewer. Jet Machine  Thel Public' Works Director reported that purchasing: a new sewer) jet machine prompted the sale oft the used sewer. jet machine. The Town received two bids, one from the Williamston Housing Authority and one from the Town of Hamilton. The Town of Hamilton was a high bidder. I was moved by Commissioner McCall, seconded by Commissioner Coffield, and unanimously, approved. Resolution. 2023-08, Sale ofUsed Sewer. Jet Machine. Resolution 2023-08 is hereby attached with the meeting minutes and incorporated in The Town Administrator reported an update regarding the grant writer agreement discussion that began a year ago. In a review of the cost to have a grant writer employed by the Town, after considering wages, taxes, insurance, and benefits, the cost for the Town to employ a grant writer seemed costly. The option to enter an agreement with an independent professional and proven successful grant writer was ideal. This agreement will be with McAdams Company at ai total cost to the Town of $15,000. Iti is very exciting as McAdams has a good reputation for getting grant approvals at the state and federal levels and has worked Oni its own, the Town has done quite well in obtaining grants, with the total amount received over the past couple ofy years totaling well over $2.5 million. Ifthere are questions about any oft the grants, the Town of Williamston asks the public to call or email the" Town Clerk with questions, and she will direct the caller or email the question to the appropriate staff. Because the Town of Williamston has received that level of grant, the" Towni is subject tot the "Single Audit" requirement by the Local Government Commission (LGC). All Town of Williamston grants are audited by the auditor for compliance. As mentioned by the auditor in The Town Administrator met with Emily Miller of McAdams on Tuesday, August 1, to discuss the grant needs oft the' Town. The Mayor, Commissioners, and town staffhave been in constant contact with entities such as Golden Leaf, Community Development Block Grant (CDBG), Division of Water Infrastructure, Land Water Conservation Fund(LWCF), and USDA, as well as meeting with our State and Federal elected officials. The discussion with Ms. Miller wrapped around many grant opportunities these groups have personally sent to the' Town of Williamston. Ms. Miller will be at the September 11, 2023, Regular Board meeting to formally introduce herself to the Board and discuss the services she willj provide to the' Town. Having aj professional grant writer working via agreement with the Town has been a goal of thel Board and staff for the last year. So, after several months of conversations and negotiations, getting this agreement in place and subsequently meeting with the grant writer is the culmination ofr much effort but also the signal ofj just the beginning of what is expected to be aj productive relationship. It was moved by Commissioner Moore and seconded by Commissioner Scales and unanimously. approved entering into an agreement with  the Town' s Resolution Book) forj future reference.  Consider. Approval of Agreement with Professional Grant Writer  with multiple entities in our area,  his] presentation to the Board, the Town received an Unqualified. Audit opinion.  ap profèssional, grant writer, Emily Miller of McAdams.    Page 4  Board of Commissioner's) Meeting August 7th, 2023 Page 4  NEW BUSINESS  Alternate Board Member Appointment to MCRWASA Board  The Town. Administrator: reportedi that therei is an unfilled alternate MCRWASA Board ofDirectors position following Commissioner William Coffield's passing. Per the direction of the Town Board, Mrs. Ruth Coffield was asked if she would agree to fill that position, Commissioner Ruth Coffield agreed to fill the position for the remainder of her husband's unexpired term. I was moved by Commissioner Scales, seconded by Commissioner McCal!, and unanimously appointed Commissioner Ruth Coffield as an The Town Administrator reported that while most budget amendments are: administrative and placed on the consent agenda, the landfill tipping fees budget amendment was listed under new business to highlight the effort to decrease the landfill tipping fees. Martin County recently notified the Town oft the increase in landfill tipping fees from $40 per ton to $55 per ton. The 37.5% increase in fees occurred after the adoption oft the Town's Fiscal Year 2023-24 Budget, therefore requiring the budget amendment. This fee increase further emphasizes the need to define the' Town'sp pickup service. ltwas moved by Commissioner Cofield, seconded by Commissioner. McCall, and unanimously approved Budget Amendment- - Landfill. Fees.  alternate board member to the MCRWASA Board. Budget. Amendment- - Landfill Fees  Undesignated Fund Balance Cleaning Services Martin County Landfill  $39.000.00 $4,000.00 $35.000.00 $39,000.00  Budget Calendar for Fiscal Year 2024-2025 Budget Year  TheTown Administrator presented thej proposed calendar for developing thel Fiscal Year 2024-2025 (FY25) budget. Many oft the dates are for staff, but a few directly involve the Board of Commissioners. However, the Board has input throughout the year on budget items, either via the Board-appointed liaison to each department or other means, such as via the Town Administrator. The specific dates on the calendar that  directly involve the' Town Board of Commissioners are: January 25 -2 26, 2024 Board Retreat April 19, 2024- - Budget Workshop May 6, 2024 - Second Budget workshopi if needed June 3, 2024 - Budget Public Hearing and adopt FY25 Budget June 3,2 2024 - Second Budget Workshop ifn needed June 21,2024- - Alternate date to adopt the budget.  January 4, 2024 - Board Conducts Public Hearing to get Community Input  The Town. Administrator recommended the budget retreat on the 25th and 26th of. January 2024. With the potential for an all-new Board, he recommended a half day on January 25, where the Department Heads can providea a detailed overview oft their departments and answer specificquestions about them. Then,af full day on January 26 to develop Board goals, objectives, and benchmarks for FY25.I was moved by Commissioner McCall, seconded by Commissioner Coffield, and unanimously approved the Budget  Calendar, for Fiscal Kear. 2024-2025 Budget Year.    Page 5  Board of Commissioner'sl Meeting August 7th, 2023 Page 5  Ordinamce 2023-07- Amending the Zoning Map of the' Town of Williamston 816 & 818 W. Main The Planning and Zoning Administrator reported that Greene Memorial Disciple Church (dba. Green Memorial Church of Christ) had submitted a request to rezone parcels 0500847 and 0500850 from R4 (Residential) to 0&I (Office and Institutional). The Planning and Zoning Administrator included that he posted a notice on thej property, advertised thej public hearing in the local newspaper, and sent letters to the adjacent neighbors. Staff recommends submitting a recommendation of approval as it is a reasonable request and, although not in line with projected future land use, will provide a coherent area ofWest Main Street, allowing residences, offices, and other opportunities for development without disrupting adjacent neighborhoods. Commissioner McCall questioned if there was any public feedback. The Planning and Zoning Administrator noted that he received a call asking for clarification. I was moved by Commissioner Moore, seconded by Commissioner McCall, and unanimously approved Ordinance 2023-07. Amending the The EJ Hayes Alumni Center: requested the temporary road closure during the day(s) and times set forth  Official Zoning Map of the Town of Williamston 816 & 818 W. Main. Ordinance 2023-08 Road Closure for EJ Hayes Homecoming Parade below on1 the following described portion ofa State Highway System route:  Date: Saturday, September 16, 2023 Time: 10:00a.m. 12:00p p.m. Main Street and' Watts Street  Route Description: Washington Street at the Carolina Avenue intersection to thei intersection of This street closure is for EJ Hayes Alumni Center to host their annual homecoming that brings thousands back home for a weekend of fellowship and reunion.. I was moved by Commissioner McCall, seconded. by Commissioner Coffield, and unanimous'y approved Ordinance 2023-08 Road Closure for EJ Hayes Ordinance 2023-09. Road Closure for the 27th Annual Carolina Country Stampede The Williamston Downtown Stampede Committee requested the temporary road closure during the day(s) and times set forth below on the following described portion ofa State Highway System route:  Homecoming Parade.  Date: Friday, September 29, 2023 to Sunday, October 1, 2023 Time: 12p.m. on Friday, September 29, until 2 a.m. on Sunday, October 1.  Route Description: The Intersection of Watts Street on Main to1 thei intersection of Haughton and Main. Washington Street would be blocked from Railroad Street to Main. Itw was moved by Commissioner McCall, seconded by Commissioner Scales, and unanimously approved The Planning and Zoning Administrator reported that Yolanda Williams submitted al bid to purchase 115 Griffin Avenue for $1,000. Mrs. Williams noted she planned to build a small single-family house within the next 3 to 5 years. However, the Planning and Zoning Administrator will speak to Mrs. Williams regarding the area's current: zoning before any building. Commissioner Moore expressed concern overany  Ordinance 2023-09. Road Closure for the 27th. Annual Carolina Country Stampede.  Sale of115 Griffin Avenue  potential zoning issues. The sale of115 Griffin Avenue was postponed.    Page 6  Board of Commissioner's Meeting August 7th, 2023 Page 6  N.C. Ad Valorem Tax Settlement  The' Tax Collector reported that the Original Tax Levy was $3,001,864.95, and the Total Levy, Additions, Adjustments, and Lot Cleanings were $3,310,179.90. Deductions totaled $3,065,595.75. Uncollected Tax as ofJune 30, 2023, was $244,584.15. Tax collections and deductions fort the 2022 levy were 92.572%. The Tax collector requested that the report be approved and accepted as a settlement of the 2022 Advalorem Tax Levy. She noted the continued effort to collect those unpaid real and personal property taxes that amount to $244,584.15on June 30, 2023.1 was moved by Commissioner Scales, seconded by Commissioner Moore, and unanimous'y approved the N.C. Ad Valorem Tax Settlement report. As provided in G.S. 105-321, upon order oft the governing body, the tax receipts shall be delivered to the tax collector on or before the first day of September. Before delivering the tax receipts to the' Tax Collector in any year, the municipal governing body shall adopt and enter in its minutes an order directing the Tax A copy oft this order shall be delivered to the' Tax Collector when the tax receipts are delivered. However, thei failure to dos so shall not affect the Tax Collector's rights and duties to employ the means of collecting taxes provided by the Subchapter. The collection order shall have the force and effect ofaj judgment and execution against the taxpayers' real and personal property.I was moved by Commissioner McCall, seconded. by Commissioner Coffield, and unanimously approved. the Time of Delivery of Tax Records to  Time of Delivery of Tax Records to Collector Tax Order  Collector to collect taxes charged in the tax records and receipts.  Collector Tax Order. DEPARIMENTAL REPORTS Public Works  Thel Public Works Utilities Director reported the following:  The department completed its annual chlorine burnout and would be switching back to monochlorine. During the event, the Water Treatment Plant switches the disinfectant used in the system from the standard chloramine to: free chlorine.The periodic and temporary conversion from chloramines to free chlorine, which is ai normal procedure for water systems, ensures water safety inc distribution lines and thel highest quality of drinking water. The Phase 2. Advanced Metering Infrastructure (AMI) meter installation began. The Street Utility Department finally had ai full crew. The Street Project Request for Quotes was due on. August 22 for bid opening on August 23. The department renewed its NPDES permit. The Fire Chief provided the following report:  Fire/Rescue  Thel Hazmat Regional Response Team (RRT) had a local mission in Lenoir County. The department received a grant through the State for free fire alarms for the community. The Town of Williamston completed its annual Occupational Safety and Health Administration Due to the closure of Martin General Hospital, Fire/EMS is transporting patients to ECU Bertie, Washington, and Greenville. The location is dictated by protocol. The Fire Chief has attended all relevanti meetings andl has beeni in constant contact witht the area'sM Medical Director. Hee emphasized that the department is doing all possible. He recognized the department volunteer's efforts.  (OSHA) training.  Department staff attended Mass Casualty Training.    Page 7  Board of Commissioner's) Meeting August 7th, 2023 Page 7  Police  The Police Chief provided the following report: Enforcement Training (BLET) graduation.  Police officers attended training on violent offenders. They also attended the local Basic Law The department purchased two vehicles for the current fiscal year. Due to bad weather, thel Fun in the Sun event was postponed to Friday, August 11. The Martin General Hospital closure alsoi impacted the Police Department, and they were trying to The Town of Williamston recently underwent a security check by the National Guard, and we are The Southern Software conversion was still delayed. Southern Software sent in-person support to assist with the conversion. Due to the delay, there would be no. late fees or disconnects. The Town'sl IT company, Soundside, began to change the Town Hall's computer server. The' Town Administrator noted the list ofi items provided to the auditor.  overcome the new challenges. The Finance Director reported: awaiting thei results.  Finance  Parks and Recreation  The Parks and Recreation Director reported:  The department would offer camps fort the following sports: Soccer, Football, and a Tennis Clinic. The 14th Annual Back to School Event will be on August 12 at Gaylord Perry Park. The Headhunterz Motorcycle Club and Parks and Recreation host this event. This event gives free Volleyball registration would be on August 19, with the program lasting through November. The Gaylord Perry Park renovation was underway. Thej playground was complete, and work began The Town of Williamston Employee Spotlight was Jess Miller, the Parks and Recreation Athletic  school supplies and activities for all ages.  on the sidewalk. Program Supervisor.  Planning  The Planning and Zoning Administrator reported:  Regarding 108 W. Main Street, the Planning and Zoning Administrator has contacted the Committee of 100. The barricades were for safety while contractors fixed the façade damage. The Committee of 100 was working on the interior flooring. The Planning and Zoning Administrator and the Downtown Marketing Coordinator attended the N.C. Main Street Director'smeeting in Elkin, North Carolina. The department was assisting Forget Me Not Florist. The Town Administrator reached out to various resources in hopes off further assistance. Hey will continue to update the Board on progress. The Downtown Summer Music Series had a great turnout. The Community Development Block Grants (CDBG) Neighborhood Grant was in the process of demolishing thel last home on Roberson Street. This grant award was for $575k. Thel River landing project was ini the design and permitting stage. The: street lights int the annexed area were still inj progress. Thel Downtown Fast Chargers were expected in October. roots were removed. Planting should begin this month. Code Enforcement issued 100 violations.  The Planning and Zoning Administrator reported that he was working with the arborist. All the    Board ofC Commissioner's Meeting August 7th, 2023 Page 8  Page 8  Closed Session - Business Prospect N.C. 143-318.11(4) and Employee Matter N.C. 143-318.11(6) Commissioner, Moore movedvihasecondbyt Commissioner, Scales, to go out ofregular session into closed session. for Business Prospect. N.C. 143-318.11(4) and Employee Matter N.C. 143-318.11(6) at 7:14, pm. It was moved by Commissioner Scales, seconded by Commissioner Moore, to go out ofclosed session into  The motion passed unanimously.  ar regular. session at 8:38 pm. The motion passed unanimously.  There being no further business, thel Mayor declared the meeting adjourned at 8:39 pm.  Submitted. By:  Approved/By:  Yown Clerk sn  Mayor