Page 1  MINUTES OF THE MEETING OF THE TOWN BOARD OF COMMISSIONERS TOWN OF WILLIAMSTON, NC March 4, 2024  The Board of Commissioners of the Town of Williamston met in regular called meeting on Monday, March 4th, 2024, at 5:30 p.m. at the' Town Hall Assembly Room at 102: East Main Street,  Williamston, NC.  PRESENT Mayor: Dean McCall  Commissioners: Alton Moore, Ruth Coffield, Anthony Gianpoalo, Glinda Fox, and David  Richmond  Town. Administrator: Eric Pearson Town Clerk: Jackie. Escobar Police Chief: Travis Cowan Public Works Director: Stacy Stalls Parks and Recreation Director: Allen Overby Fire Chief: Michael Peaks Finance Offiçer: Mandy Bullock Town Attorney: Watsi Sutton Police Captain: Beth Coltrain  ABSENT  CALLTO ORDER AND INVOCATION  Mayor Dean McCall called the meeting to order. First, Commissioner Gianpoalo led the pledge of allegiance. Commissioner Richmond offered the invocation. The Mayor extended a special welcome to Martin County Commissioner Dempsey Bond and former Town Commissioner  Darnell Scales. AGENDA APPROVED amended the regular agenda. CONSENT AGENDA approved the consent agenda.  The Town Administrator requested to remove the Destination by Design presentation. It was moved by Commissioner Richmond, seconded by Commissioner Gianpoalo, and unanimously  It was moved by Commissioner Moore, seconded by Commissioner Fox, and unanimously  Items approved in the Consent Agenda are as: follows: 1. Approval oft the Regular Board Meeting] Minutes of February 5, 2024 2. Reappointments toi thel Martin County Library Board 3. Budget Amendment Commissioner's Budget Line items  Undesignated Fund Balance Commissioner Darnell Scales Commissioner Jerry Knox Commissioner Alton Moore Commissioner Ruth Coffield Commissioner David Richmond Commissioner Glinda Fox Commissioner Anthony Gianpoalo  $4,750 $1,250 $1.250 $7,250 $2,000 $500 $1,000 $1,250 $1,250 $1.250 $7,250  Mayor    Board of Commissioner's Meeting  Page 2  March 4,2 2024 Page 2  4. EMS Remount Purchase Amount Undesignated Fund Balance 105400.7401 Capital -Vehicle  $123,700 2.300 $126,000  AUDIT PRESENTATION- Carr Riggs & Ingram Audit Contract for Fiscal Year 22-23 James Overton, Carr Riggs & Ingram Auditor, apologized for the delay due to Carr Riggs & Ingram staffing issues. He thanked the Town staff for providing accurate records. James Overton reported that the' Town of Williamston received an Unmodified Opinion for the Fiscal Year Ended The Unassigned fund balance for 2023 totaled $4,099,490, which is 54.63% of annual expenses.  June 30, 2023.  The auditor recommended having a higher unassigned fund balance.  2023 $4,099,490 2022 $3,567,478 2021 $3,078,365 2020 $3,509,550 2019 $3,450,552 2018 $3,573,431  54.63% 53.10% 46.51% 59.72% 57.43% 64.54%  The total fund balance totaled $6,123,118, 81.60% ofe expenses. The major increase from 2022 to  2023 was due to the ARP Funds.  2023 $6,123,118 2022 $4,817,670 2021 $4,181,772 2020 $4,511,126 2019 $4,373,967 2018 $4,415,218  81.60% 71.71% 63.18% 76.77% 72.80% 79.74%  General fund revenues were $7,884,877. The General Fund Budgetary Data Revenues budgeted amount was $7,280,108; however, the increase in sales tax and interest from a Martin County Finally, the Auditor: recommended improving tax collection and evaluating raising the water rates. The Auditor requested the Board approve the amended Audit Contract. The amendment was simply to change the date due to the delay. It was moved by Commissioner Richmond, seconded by Commissioner. Fox, and unanimously moved to approve the Audit Contract) for Fiscal Year 22-  Library Grant increased the actual amount to $7,884,877.  23.  PRESENTATIONDESTINATIONBY-DESIGN-ERIC-WOOLDRIDGE    Board ofCommissioner's Meeting  Page 3  March 4, 2024 Page3 3  PUBLICHEARING Rural' Transformation Grant  Patricia Harris, Mid-East Commission Director, reported that the Rural Transformation Grant would support the River Landing Project. The River Landing Project would connect the existing boardwalk to the Moratoc decking to allow greater access to: fishing, birding, andi relaxing, as well as complete a walking/jogging path that goes from Downtown Williamston to the Roanoke River. The Mayor opened the floor for the Rural Transformation Grant public hearing at 6:03 pm. With no: further comments, the Mayor closed the floor: for the Rural Transformation Grant at 6:04 pm. Robin Brown reported that she asked toj join thel Planning Board because she loved the community and felt she could serve well. She was aware the Board had concerns regarding her potential appointment. She requested to bei notified of the Board's decision. The Mayori indicated that there were numerous people interested in filling the Planning Board vacancy and the Town would  PUBLIC COMMENT  conduct interviews with those interested.  OLD] BUSINESS  Task Order #4- - Lead and Copper line grant  Blaine Humphrey, Rivers & Associates, reported that the Environmental Protection Agency (EPA) required all water providers to create lead and copper line inventory. Ultimately, the state was looking to replace all lead lines. The Town of Williamston was awarded aj principal forgiveness loan. The Engineer Task Order is to perform thei inventory fori the Town of Williamston forat total amount ofs 490,000. Commissioner Fox questioned if it was a multi-faceted project. Blaine Humphrey noted that the deadline was October16th, 2024. It was moved by Commissioner Moore, seconded. by Commissioner Fox, and unanimously approved Task Order #4. - Lead and Copper  Line Grant with. Rivers &. Associates.  Water Asset Inventory and Assessment (AIA) Project Findings Kevin Cooper, Rivers & Associates, presented the Water AIA Project Findings. Kevin Cooper reported that the Town's Water System Assets consisted oft the following:  Water Asset Management Plan  Six (6) groundwater wells (four (4) active, two (2) inactive) Five (5) elevated storage tanks with four (4) altitude valves One thousand onel hundred sixty-eight (1,168) water valves Approximately one. hundred twelve (112) miles of distribution lines  One (1) booster pump station Five hundred sixty-two (562) hydrants  The Town only owns one (1) Booster Pump Station (BPS), which is not in use ati this time. Rivers previously proposed to replace the station as a part oft the 2018 Water AIA project. Unfortunately, funds have not yet been available. The Town installed the Pump toi increase downstream available fire flow. Rivers did noti individually inspect hydrants, valves, and distribution mains, but located the hydrant and valve locations using GPS equipment. Age was the primary risk assessment. Consequence assessment was determined from a variety of criteria. The Town should continue to maintain the revised Geographic Information System (GIS) maps, which will be provided as part  ofthis project tol keep up-to-date information.    Board of Commissioner's Meeting  Page 4  March 4, 2024 Page 4  Rivers and Associates provided several Capital Improvements Projects toi the' Towni int thej previous AIA project for inclusion ini the Town's Capital Improvements Plan (CIP). As many ofthesel have not yet been completed, they are proposed to remain or be reincluded in the Town's CIP. The Water Asset Management Plan contains revised cost estimates using current estimated  construction pricing. Hydraulic Analysis and Report  The Hydraulic analysis helps identify potential deficiencies in the Town's distribution system, evaluates various scenarios or "runs,"a and uses field tests for calibration and parcel data to makea simulated model to mimic actual system hydraulics. The Town's system is adequately sized to meet current average daily demands without exceeding the MCRWASA allotment. The day-to- day or seasonal variation may require supplemental flow from the Town's wells. The system is also adequately sized to meet current max day demands with supplemental flows from the Town's wells. Pressures in the system remained over 30 PSI (pounds per square inch) for all scenarios. Results were similar for future demands, given that the proposed demand increase is minimal. The Town has twenty-eight (28) areas that the fire department noted as having specific fire flow requirements. These specific areasl had fire flow requirements ranging from 750 gallons per minute (GPM) to 3000 GPM. Requirements originally came from Insurance Services Offices (ISO) calculations by Town staff. Generally speaking, fire flow: needs to be improved due to undersized distribution lines. Proposed Improvements included: upsizing existing distribution lines, paralleling existing distribution lines with more extensive diameter lines, or completing system Based on the model results, the Town could potentially suffer from water age issues. The Town has installed automatic flushing devices ini rural, dead-end lines, which is where water age is more likely to be an issue. The Town should continue to monitor water quality along rural distribution lines and install additional automatic flushing devices as needed. Water age issues are not uncommon, especially considering the size of Williamston's distribution system. Rivers and Associates presented several improvement projects in previous hydraulic analyses. These same projects are being proposed for reconsideration, along with a few new projects. All projects are proposed for consideration in the Town's CIP for financial planning.  loops.  Town of Williamston User Charge System  The goal ofa a user charge system is to analyze the Town' 's budgeted expenses and non-use-related revenues to determine a user rate schedule that will recoup overall expenses. The Town has many "master meters" which serve apartments and mobile home parks. To divide the fixed cost amongst the number of users, the number of"equivalent users" must be determined for each master meter. Additionally, out-of-town customers have a' "citizen's equity factor" which is a surcharge applied to out-of-town customers for being non-owner customers. To comply with the requirements of NCGS 159G, the user charge system must be used to establish projected rates for the next five years to assist the Town in financial planning. Budgeted expenditures were increased by 2% annually to align with general inflation rates. Adaitiomall,Skofhetoul cost for all CIP projects proposed int the Water. Asset Management Plan over ten years was incorporated into the Budget in  a Capital Reserve Fund.    Board of Commissioner's Meeting  Page 5  March 4, 2024 Page 5  As Rivers does not anticipate Williamston's population to grow, user rates will likely need to increase to prepare for Capital improvement projects and to keep up with operation and Ity was moved by Commissioner Coffield, seconded by Commissioner Richmond, and unanimously  maintenance cost inflation.  accepted the Water. AIA Project Findings and plan. Funding Offer, Skewarkee Gut Sewer Outfall Rehabilitation  The Town Administrator: reported that the Town of Williamston applied for an $8 million grant to improve the Skewarkee Gut Sewer Outfall; however, the Town was awarded al loan instead. The $2.5million loan] had a $500,00 forgivable amount and would be] paid over 20 years. Commissioner Fox inquired about the rehabilitation process. The Town Administrator explained that they would reline the sewer lines. The Public Works Director reported that the rehabilitation would occur on portions of the following streets: Main St, McCaskey, Fairview, Park, Victoria, Brownlow, and Roberson. Some sewer lines would be relined or repaired. Iti was moved by Commissioner Moore, seconded by Commissioner Coffield, and unanimously approved the Funding Offer, Skewarkee  Gut Sewer Outfall Rehabilitation NEW BUSINESS  Parks and Recreation Event Use. Agreement  The Parks and Recreation Director reported that there were several requests to rent the park for events. The Director met with the fire marshal, Stacy Pippin, and the North Carolina League of Municipalities regarding the use of inflatables. NCLM required event hosts to purchase event liability. Furthermore, the NCLM: requires inflatables to be set up, monitored, and taken down by the company. The main difference is that the company must monitor the inflatables. The Town Attorney noted that the agreement required ai revision as to the responsibility of the applicant. Commissioner Moore questioned if people using the park would be required to purchase the liability insurance. The Parks and Recreation Director indicated that events open to the general public would require event liability insurance. For example, a family reunion would not require insurance. The Parks and Recreation Director noted that event insurance would be required for all public events, regardless ofi inflatables. The Town Administrator suggested tabling the event use agreement for further conversation. I was moved by Commissioner Richmond, seconded by Commissioner Moore, and unanimously tabled the Parks and. Recreation Event Use Agreement. The Parks and Recreation Director reported that he attended a webinar with NC State University Scott Payne about the Accessible Parks Grant. The Town of Williamston could utilize the grant to replace the playground located at the soccer field at Godwin Coppage Park. The Parks and Recreation Director estimated the grant award could range from $75,000 to $200,000, and the Town's matching amount would be about $20,000. The Director asked the Board for consent to start the grant process. Ifawarded, he would then bring it back before the Board for consideration. Commissioner Fox moved, Commissioner Richmond seconded, and the motion unanimously authorized the Parks and Recreation Director to seek the. Accessible Parks Grant.  Accessible Parks Grant    Board of Commissioner's Meeting  Page 6  March 4, 2024 Page 6  Mideast Commissioner Contract to Administer Boardwalk Grants  Bryant Buck, Mid-East Commission, thanked the Town Board. The Contract listed a$15,000 compensation request. It was moved. by Commissioner Fox, seconded by Commissioner Moore, and unanimously approved the Mideast Commissioner Contract to. Administer Boardwalk  Grants.  Resolution 2024-05. Accepting Rural Transformation Grant  The Resolution 2024-05, Accepting Rural Transformation Grant, authorizes the Mideast Commission to submit the application and sign the award documents to the North Carolina Department of Commerce for approval of a Rural Transformation Grant SA-0290 for the boardwalk extension project. It was moved by Commissioner Fox, seconded by Commissioner Moore, and unanimously approved. Resolution 2024-05 Accepting Rural Transformation Grant. Resolution 2024-05 is hereby attached with the meeting minutes and incorporated in the Town's  Resolution Bookj forj future reference.  Approve Destination by Design to do Downtown Revitalization Plan  The Town Administrator reported that Destination by Design would meet one ofthe Goals agreed upon at the. January Retreat. The goal was tol have a contract inj place with ai reputable Downtown Planning group by April2024.1 Destination byl Design(DbD)is: ac quality group with much expertise and is familiar with NE North Carolina. The Town Attorney reviewed the proposed DbD agreement. The initial process lays out the groundwork for them to further develop plans. There will be a need for a second contract with DbD after they present their findings and the Board considers how to move forward with the recommendations. There are funds available through our Housing and Urban Development (HUD) reimbursement grant. However, via the grant, the funds will be reimbursed. The Town'si fund balance allows it toj participate ini these grants. It was moved by Commissioner Richmond, seconded by Commissioner Moore, and unanimously approved the  Destination by Design to do the Downtown Revitalization Plan. Donation of Vehicle to Jamesville Fire Department  The Fire Chief reported that while the Town typically sells surplus equipment on GovDeals, he was requesting to donate the department's Chevy Suburban to the Jamesville Fire Department. The vehicle would still be available to Williamston for traveling or in case of a large fire. The Town Attorney noted that the statute does not require additional measures. Commissioner Gianpoalo indicated it was common for Fire Departments to donate to sister departments. It was moved by Commissioner, Moore, seconded by Commissioner Coffield, and unanimously approved  the donation ofthe Chevy Suburban toi the. Jamesville Fire. Department.    Board of Commissioner's) Meeting  Page 7  March 4, 2024 Page 7  Drug Testing Agreement  The Fire Chief requested authorization to sign the drug testing agreement with Absolute Assurance. The Town has zero tolerance for drug use. The Current vendor could be more user- friendly. Public Works requires DOT (Department of Transportation) screening for all CDL drivers, including the breathalyzer. Absolute Assurance comes to the Town of Williamston. The Police Department offered their facility for drug testing. The Town. Attorney requested one change. Where the agreement states that the Town must follow the Health Insurance Portability and Accountability Act (HIPPA), the Attorney would like to add that the agreement must bilaterally require both parties to follow HIPPA. Absolute would nèed to agree. It was moved by Commissioner Moore, seconded by Commissioner Gianpoalo, and unanimously approved the drug testing agreement with. Absolute Assurance pending the Attorney'srevision.  Statewide Mutual Aid Agreement  The Fire Chief reported that the Statewide Mutual Aid Agreement was standard; however, the department needed to make the agreement current. It was moved by Commissioner Gianpoalo, seconded by Commissioner Richmond, and unanimously approved the Statewide Mutual Aid  Agreement.  DEPAKIMENIAL REPORTS  Fire/Rescue  The Fire Chief provided the following report: propane truck in] Hertford.  The department documented 230 calls. There was a local mission regarding an overturned The department also conducted an outreach in Green County and Greenville.  Thel Fire Insurançe Rating lowered to a level 3.  Police  The Police Chief provided the following report:  Detective trained in Virginia fori interview training. The department completed a safety assessment at al local church.  An officer traveled to Alabama for all-paid training offered by the US Secret Service. Finally, the Police Chief reported there were two additional arrests for the homicide on  December 16th. Public Works  The Public Works Director reported the following:  The Public Works Director spoke to Chris Simmons about buying asphalt at a reduced  price.  The department conducted a water inspection for Dollar General.  The crew pressure-washed Main Street. Union and Walmart soon to aid DOT.  Hei indicated that Public Works would begin mowing the bypass between the State Credit Martin Todd would take over the wastewater plant as Gene Reed would retire by the end  ofthe month.    Board of Commissioner's Meeting  Page 8  March 4, 2024 Page 8  Parks and Recreation  The Parks and Recreation Director reported:  Thel basketball recreation league finished their season. Softball registration would be open until mid-March. The department added clay to Godwin-Coppage Park fields.  Finance  The Finance Director reported:  The Director thanked Carr, Rigs, & Ingram for their work with the annual audit. Town staff were creating the budget for the upcoming fiscal year.  She attended a Cash Management Conference.  Thev water billing department would soon begin the integration with Point & Pay for a user- Finally, she reported to the Board that there were issues with the Post Office, resulting in water customers not receiving their bills on1 time. However, water customers should contact  friendly interface and alerts.  the water billing department to know their balance.  Planning  The Town Administrator reported:  He met with Matt Blackburn, the Town's contracted arborist, about the downtown trees and further discussed improving the fountain. The newly planted trees and bushes are in Thel Interim Planning and Zoning Administrator would acquire a quote to do maintenance He attended the Legislative Breakfast sponsored by Martin County Economic Smiling Faces Daycare was granted a Community Development Block Grant. The CAMA Permit for the Boardwalk at the River is inj process. The Interim Planning and Zoning Administrator met with the Mideast Commission and Rivers and Associates to discuss the Rural Transformation Grant and the River Trails The Town Board of Commissioner completed the Essentials of Municipal Government Course offered by the School of Government. The course satisfies the state statute that all Commissioners must take ethics training. Additionally, this course introduces the Commissioners to the many aspects ofMunicipal Government, ranging across all functions He met with the Coffee Shop to discuss the Williamston Downtown grants. He provided him with the needed information to apply. He noted that to qualify for these grants, you He met with Laurence Lilley of Economic Development to discuss downtown buildings He referred our Post Office issue to Congressman Davis. The Town Hall staff have experienced delivery issues with thel Post Office as checks mailed have taken three or more The Town applied tol host a School of Government Lead Fellow. The program would have  good shape. A watering regimen will begin in April.  ont trees at. Barnes Plaza. Development.  grant.  ofgovernment.  must be ai member of WDI.  and other economic growth ideas and interests.  weeks to be delivered.  us host an up-and-coming professional.    Board ofCommissioner's Meeting  Page 9  March 4, 2024 Page 9  We are interviewing candidates for the position of Downtown Marketer. This person is needed to maintain our Main Street America designation and work with downtown He visited with Matt Schewel about Schewel moving their business from downtown to the  property owners to continue developing downtown properties.  location beside Piggly Wiggly.  The Mayor read aj proclamation in honor of the former Commissioner Darnell Scales. There being no further business, the Mayor declared the meeting adjourned at 8:11 pm.  Submitted By:  Approved By: lirl  Mayor  sPabe