Town ofWalnut Cove Board of Commissioner Meeting June 13, 2024 Regular Meeting Minutes  Members Present: Nellie Brown - Mayor Elwood Mabe - Commissioner Thomas Mitchell - Commissioner Chad Jarvis - Commissioner Johnnie Hairston - Commissioner Kim Greenwood - Town Manager Amanda Bryant - Town Clerk  Absent  Hugh Campbell III - Interim Town Attorney 2. Invocation: Town Clerk Bryant  1.Meeting Call to Order: Mayor Brown called the meeting to order at 7:00 pm  3. Pledge of Allegiance: Town Manager Greenwood  4.. Announcements  a. Walnut Cove Board ofCommissioners Regular Meeting, July 11,2024 @ 7:00 pm at b. Walnut Cove Volunteer Fire Dept. Monthly Meeting. Thursday, ,July 15,2024 @ Walnut Cove Planning and Zoning Monthly Meeting. July 18, 2024 @ 6:30PM  the Walnut Cove Senior Center  7:00 pm  Walnut Cove Public Library.  d. Town Recycling. June 21, 2024, and July 5, 2024 Town Hosted Fireworks, July 3, 2024 at' 7pm at Lions Park Town Offices Ciosed. Juiy 4, 2024 for Independence Day Holiday  5. Public Comments-1  1.I David Kirkland 1201 Martin Luther King Rd, Walnut Cove, NC  Mr. Kirkland came as a representative for the Walnut Tree Community Association, ini regards in asking the Board'st request for a letter of support for the T-Mobile grant. The community grant is for $50k and he is asking ifthe Board would consider writing a letter of support for the grant.  Mr. Kirkland left a copy oft the grant proposal with the Town Clerk.  1    Public Hearing 1.R Rezoning-Update on Permitted Use Table 2. Accessory Dwelling 3.Land Use - Subdivision Ordinance Change 4.2 2024-2025 Budget Ordinance  A motion was made by Commissioner Jarvis to open the public hearings for rezoning- update on permitted use table, accessory dwelling, land use-subdivision ordinance change and the 2024-2025 Budget ordinance. The motion was seconded by Commissioner  Hairston. Motion carried unanimously.  No one signed up to speak for the public hearings.  A motion was made by Commissioner Jarvis to close the public hearings for rezoning- update on permitted use table, accessory dwelling, land use-subdivision ordinance change and the 2024-2025 Budget ordinance. The motion was seconded by Commissioner  Hairston. Motion carried unanimously.  6.B Board of Commissioners Comments  Commissioner Jarvis read ai thank you letter from the family of] Frances Holder, the grandmother ofTown Clerk Bryant. Commissioner Jarvis also reminded the Board that on. June 19th there will be volunteers from Duke Energy who will be at the Jack Fowler park along with the Public Works department to perform a clean up day, spread mulch and much needed trimming. Additionally, the hopes in the near future to have a storybook trail added to the Jack Fowler Mayor Brown complimented the Palmetto Theater for the concerts and the wonderful band selections. She also praised them for the hard work on the movies they are showing weekly and commended the Palmetto Group for their hard work. Mayor Brown inquired about the change in the order of agenda items, Town Manager Greenwood stated it was by the recommendation of Interim Town Attorney Campbell, stating it would give the Board the opportunity to add items or table items from the agenda at the beginning of the meeting rather than at the end. Mayor Brown praised the June 1St give-away in honor ofN Mary D. Martin, they gave away numerous items and praised the Public Works department for their help and hard work. It was very nice to see the  Park.  families come through.  7.Adiustments and Adoption oft the Agenda  A motion was made by Commissioner Jarvis to approve the agenda as given. The motion was seconded by Commissioner Hairston. Motion carried unanimously.  8.Approval of Minutes - May 9,2024  Town Clerk Bryant stated to please use the handout minutes and not those included in the agenda A motion was made by Commissioner Jarvis to approve the May 9, 2024 minutes. The motion was seconded by Commissioner Hairston. Motion carried unanimously.  packet. The handouts are the corrected and proofed minutes.  2    9.I Information Agenda a. Library Report  Christine Boles from the Walnut Cove Library presented the Board with a packet which included statistically information from the 2023 summer reading program, handouts and information about the 2024 summer reading program along with different services from surrounding areas including the Stokes Art Council and Hanging Rock State Park. She also spoke about the. Jr. Chief Program which teaches cooking skills to children on Wednesday's, they are required to have 16 children sign up, they had 32 children sign up along with a waiting list for others who wish to participate. The Mayor thanked Ms. Boles for all her hard work as well as everything she does for the children and the Town. Ms. Boles also included the information about the  Palmetto Theaters summer movie schedule. b.July 3 Fireworks update  Town Manager Greenwood wanted to update the Board on the progress of the July 3rd fireworks. He stated all permits have been obtained, the Phase Band has been scheduled, stage, restrooms and vendors have all been confirmed. Mayor Brown wanted to thank Town Manager Greenwood and the Public Works for all their hard work inj preparing for the fireworks.  10. Old Business a. Lead Pipe Quotes Approval  Commissioner Jarvis wanted clarification as to what data is used and collected for the lead service line inventory, ifthis includes individual homes, mitigate only and is only an inventory. Town Clerk Bryant explained the Federal government is requiring an inventory assessment for all lead service lines. Withers Ravenal will use the previous information gathered from the Town's water system as well as collecting new data to meet the guidelines as required. He also inquired when the start oft the project will begin, Town Clerk Bryant stated it would be based on Commissioner Jarvis made a motion to approve Withers Ravenal as the contractor for the Lead Service Line grant project, not to exceed the maximum amount oft the grant. The motion was seconded by Commissioner Hairston. Motion carried unanimously. Town Manager Greenwood asked Commissioner Jarvis to update the Board on the new downtown Wi-Fi services for the Town. Commissioner Jarvis informed the Board the current system was part ofal N.C. Department of Commerce Grant. Iti is 8 years old and currently not working. The system was built on aj point-to-point architecture and as such, the Wireless Access Points are reliant upon each other, ifone WAP goes out they all go out. Trifficient presented a quote ofjust under 50k upfront cost to rebuild the system with the current architecture, which still had additional operating costs ofj just under 4K in annual contractual management and the monthly service fee to Spectrum or another Internet Service Provider (ISP). River Street (the Towns currently contracted phone and internet provider) proposed a free-standing Wi-Fis system on a lease / management basis for 361 months. River Street, through attachment agreements would place a Mesh Network system on existing Duke Energy infrastructure. Describing al Mesh Network as self-healing, meaning if one goes out, it does not affect the others and will allow up to 250 users at a time. The downtown Wi-Fi will be separate from the Wi-Fi in the new  NCDEQ guidelines and milestones.  b.] Riverstreet Network Bid for Downtown Wi-Fi  3    buildings thus improving data security. The new downtown system will cover from 2nd Street to 6th Street and al block over for anyone walking, this will also help with the festivals in Town for those who use debit and credit card machines. This is the same system utilized in Pilot Mountain with the exception of being a lease rather than upfront purchase and includes 100% monitoring and management oft the system by River Street. For the new: facilities, Town Manager Greenwood explained the quoted costs will save the Town roughly $100 per month, we will be able to eliminate Spectrum and Bright Speed networks from the new campus. Bright Speed (formally Century Link) would continue the analog direct lines for our Wastewater lift stations. Each Board member was provided with an information sheet and quote sheets. Commissioner Mitchell inquired about the weather camera which Commissioner Jarvis stated is next, but he does not have all the information yet. Town Manager Greenwood stated the new equipment will A motion was made by Commissioner Hairston to approve the River Street Networks quote. The motion was seconded by Commissioner Jarvis. Motion carried unanimously. Town Manager Greenwood presented the Board with street designs provided by the Stokes Art Council. As discussed at the previous League of Municipalities dinner, each municipality would be receiving a painted crosswalk. The Board is charged with selecting the design in which they would like painted as the crosswalk. A discussion amongst the Board members on the location of the crosswalk as well as the design. Commissioner Jarvis asked if the Board needed to accept and approve the proposal, Town Manager Greenwood stated it was previously approved hej just needs a general consensus oft the Board of which design they would like. All members agreed on  bei installed on poles and not buildings.  C.A Approval of Street Design  the design on page 3 with the tree in the center.  11. New Business a. ABC Board Reappointment  Mr. Brian Booe, director oft the ABC Board of Walnut Cove, is due for re-appointment to the ABC Board. Ifthe Board SO chooses to re-appoint Mr. Booe, Town Manager Greenwood will notify the ABC Board oft the re-appointment. Commissioner Jarvis complimented Mr. Booe for A motion was made by Commissioner Jarvis to re-appoint Mr. Brian Booe to the ABC Board of Walnut Cove. The motion was seconded by Commissioner Mitchell. Motion  the tremendous work he does for the. ABC Board.  carried unanimously.  b. Adoption of the 2024-2025 Operating Budget  Town Manager Greenwood presented the Board with a completed draft oft the 2024-205 budget ordinance. The proposed changes have been made per the May board meeting, all programs are funded and the Town will be debt free this upcoming fiscal year. Items adjusted from the May meeting include the following: increase for the Walnut Cove Fire Department, no tax or water rate increase, a balanced budget and an increase to the Palmetto Theater Town sponsored movies. As requested, the budget was funded at or above levels as requested. The Town will pay offt the Wastewater treatment plant, producing a debt-free Town. In addition to the adjustments, the two new facilities, the Administration building and public works facility, both  4    ofwhich are fully funded. Town Manager Greenwood wanted to commend the Board for this upcoming budget. Commissioner Mitchell expressed his ongoing concern about the Stokes County Sheriff's office receiving a higher budgeted amount than that oft the Walnut Cove Fire Department. He strongly stressed his opinion that he feels the sheriff'soffice is not meeting the contract obligations. Commissioner Jarvis stated he understands where Commissioner Mitchell is coming from but he is concerned ift the contract is severed who will protect the citizens in addition the Town is not in the position to start or fund their own police department. Commissioner Jarvis continued by reminding the Board SheriffLemons is the highest elected official in the County, and he would love tol have ai meeting with him. He recommends for each Commissioner to create a bulleted list ofitems of concern and expectations in order to make the meeting productive as well, everyone have the opportunity to meet on middle ground and reach a solution everyone is happy with. Town Manager Greenwood stated due to the time restraint ofa submitted budget by July 1s, would the Board consider leaving the numbers as is, and negotiate ata al later date. Commissioner Mitchell insisted the Sheriffs office do a better job to meet the contract obligations. Commissioner Jarvis stated he would like to move forward and vote on the A motion was made by Commissioner.larvis to approve the 2024-2025 budget ordinance, the motion was seconded by Commissioner Mabe. Upon the call to vote Commissioner  budget and still schedule a meeting with the Sheriff.  Mitchell voted nay with the remaining Board members voting aye.  c.Sunshine List Information  Town Clerk Bryant presented the Board with the Town "sunshine list", she explained any notices, advertisements, RFQ's are all advertised with the following organizations. The sunshine  list was information for the Board, to help understand the process. d. Consideration of"Closed Session" Board Policy  Town Manager Greenwood presented the Board with a "closed session" policy and directed the Board'sa attention to Town Clerk Bryant who explained the policy will give her guidance on how to best handle closed session meeting minutes and explain closed sessions processes. A motion was made by Commissioner Jarvis to approve the Closed Session Policy, the motion was seconded by Commissioner Hairston. Motion carried unanimously. Town Manager Greenwood directed the Board's attention to Mark Bowman, Public Works director to give the Board an update on the Plant Street tank and provide general information regarding the Town water system. The rising concern among Board members about wasted water prompted Mr. Bowman to attend and explain the Town's water system especially at the Plant Street tank which experiences overflow issues. Mr. Bowman presented the Board with a map explaining the water flow from the Plant Street tank, with him expressing they do not want to waste water. A general discussion about the water tank, vaults and the necessary requirements to complete the work was discussed. Mayor Brown praised Mr. Bowman and the public works department for their hard work, knowledge and providing the services they do for the Town. She continued by expressing she did not understand the process until she became educated on it herself. Mr. Bowman commented that the recommended texting system is working, it is helping  e.Plant Street Tank Policy  5    tol keep them all accountable. He continued by stating they all enjoy their jobs and they work  they do.  f.Cell Phone Tower Proposal  Town Manager Greenwood presented the Board with aj proposal from Vogue Towers II, LLCto place a telecommunication tower tol be located ont town property at the Parkdale Water Tower in the Town's) ETJ. Upon review oft the Town ordinances the property is zoned I-1 (light industrial) but does not have elecommunication towers but it is allowable ift the developers meet the requirements of chapter 18 ofthe land use policy. Cory Willoughby reviewed both the permitted used and land use policies and the telecommunication tower in that location does not meet the standards, which include exceeding the allowable height and the fall zone oft the tower would include a residence, at town water tower and a business. Additionally, included in the proposal was the payment options from Vogue Towers ofa one-time payment of $80k with a $10k at tower completion or payment of$1000 ai month with an 80-year easement. Commissioner Jarvis commented with no variance, the current land use policy could we create other options, the location is a good spot and opens a lot ofcommunication for the future. He asked what Mr. Campbell's thoughts on the proposal were, Town Manager Greenwood stated Mr. Campbell There was a consensus of the Board to pursue a better rate and explore land use and  stated he would encourage the Board to negotiate a better rate.  zoning options.  g.London Park Proposal  Town Manager Greenwood directed the Board's attention to Town Clerk Bryant, regarding London Park. Town Clerk Bryant informed the Board Freeman & Kennett had previously been awarded the bid for the design and construction of the shelter at London Park but will not be able tor make the fiscal deadlines. She explained she has spoken with John Akers (engineer on-call) from Dewberry Engineering, who created aj proposal which includes cost, timeline and scope of the project. Additionally, Freeman & Kennett has agreed to release the copyright oft the picnic shelter SO we will be able to keep the same design. The cost of the proposal is $40,110 which can be paid from grant funding already secured. Town Clerk Bryant clarified she anticipates the project tol be completed before Dewberry' s date of May 31, 2025, explaining the Town's permitting and plan review process has ai faster turn around than other Town's.  A motion was made by Commissioner Jarvis to approve the London Park Proposal, the motion was seconded by Commissioner Hairston. Motion carried unanimously.  6    h. Consideration for Rezoning R6MH-R6  A consideration for rezoning R-6MH which included mobile homes would be rezoned to R-6 excluding mobile homes. Town Manager Greenwood presented the Board with the staff report from Zoning Officer Cory Willoughby stating the rezoning does comply with the 2035 Comprehensive plan. Commissioner Mitchell asked for clarification ifthis is only mobile homes, Town Manager Greenwood stated all mobile homes come with a title, SO if thel home has atitle, then yes it would be excluded but ifit was ai modular which does not have a title it would An motion was made by Commissioner Jarvis to approve rezoning R-6MH to R-6. The motion was seconded by Commissioner Hairston. Motion carried unanimously. The Walnut Cove Planning Board has recommended a zone text amendment to amend the permitted use table for the addition ofa accessory dwelling unit to be allowed in R-20 and R-A. An motion was made by Commissioner Jarvis to approve the amendment to the permitted use table to allow R-20 and R-A. The motion was seconded by Commissioner Hairston.  be allowed.  i.Consideration to Adopt Accessory Dwelling  Motion carried unanimously.  j.Consideration to amend Land Use Policy - Subdivision Ordinance  Town Manager Greenwood presented the Board with a amendment to the land use policy regarding subdivisions which would change the wording from "may" to "shall". This amendment would require all contractors who are constructing subdivisions to install sidewalks and curbing on both sides oft the street within the subdivision. The current ordinance gives the contractor the option but this change would require them to do SO. Commissioner Jarvis' viewpoint is to approve this change to make the contractor responsible for the installation ofthe sidewalks and would take the burden off ofthe Town. Commissioner Mitchell asked ift the projects which have already been started such as the backside of Oldtown Road ift those would be grandfathered in, Town Manager Greenwood stated per Mr. Campbell's email the planning and zoning board has already approved their plans and this wouldn'tapply to them. Mayor Brown asked for clarification oft the wording change, Town Manager Greenwood explained legally the word "may" allows the contractor the option whereas the word "shall" legally means they have to do it. Commissioner Mitchell stated the people he sees walking always use Main Street with their main focus on the downtown area, Commissioner Mabe stated on his end of Windmill he A motion was made by Commissioner Jarvis to approve the amendment to the Land Use Policy subdivision ordinance to change the wording from "may" to "shall". The motion was seconded by Commissioner Mabe. Upon the call to vote resulted in a tiev with Commissioner Jarvis and Commissioner Mabe voting aye and Commissioner Mitchell and Commissioner Hairston voting nay. The tie breaking vote was cast by Mayor Brown who  sees al lot of foot traffic.  voted nay.  7    12.] Departmental Reports Administration  For the update on construction, the Public works building is nearing completion on1 the interior. The drywall is almost complete and the Contractors will soon move the temporary office away and work from the Public Works building until completion. The admin building has its roofand brick began last week. We are still on target for the end ofJuly, early August for completion. Commissioner Jarvis is overseeing aj project for Duke Energy Volunteer Day tol be at Fowler  Park. Much-needed mulching oft the beds and cleaning are on the agenda.  LPA: DMV Transactions: Notary: TOTAL: Public Works  Thel LPA had a good month in June. Their net figures:  $11,482.92 $2,180.00 $13,662.92  More patching is scheduled for next week. Public works did repair a main water line break on Main St. Another small leak is scheduled to be repaired near Southeastern School. It was decided to wait till school was out to make that repair. Mowing and trimming on streets and WWTP are worked on daily. There are 4 water and sewer tap' s pending. Our staff continues to  maintain the lift stations and wells on a daily basis.  Planning/Zoning Board Code Enforcement See attached spreadsheet Items for Future Consideration a.J July 3rd Fireworks b.] Building completion and moving process c. First Responders Day preparation September 14th.  Thel Planning/Zoning Board met on June 6, 2024. Their minutes are attached.  13. Adjournment  Ar motion was made by Commissioner Mabe to adjourn the meeting, the motion was seconded by pmmissioner. Jarvis. Motion carried unanimously; meeting recessed at  9:15PM  CH4 Cory Willoughby, Code Enforcement 7-1-0044  Nellie Brown, 7-11-a004 Date  tihs  Mayor  Date  8