TOWN OF PLYMOUTH MEETING MINUTES  FEBRUARY 12, 2024 -VIA COUNCIL CHAMBERS AND ZOOM  7:00 p.m.  I.  CALL TO ORDER - Mayor Brian Roth  Mayor Roth called the meeting to order and welcomed all attendees. Councilman Wobbleton led with prayer. Mayor Roth led the Pledge of Allegiance.  PRESENT ABSENT  COUNCILMEMBER  X X X X X X  Mayor Roth Mayor Pro-Tempore Tharps Councilwoman Byers Councilwoman Davis Councilwoman Nixon Councilwoman Teel Councilman Wobbleton  X  II.  APPROVAL OF THE AGENDA  Mayor Roth stated that there are several adjustments to the agenda. The Life Saving Awards plaques are here; however, Mrs. Patricia Wells and her family would not be able to attend, sO it will be removed from the agenda and placed on the March Council Meeting Agenda. Staff asked that Number II. B.3 (Consideration to Authorize Execution of the Proposed Amendment to the Contract with Jeff Best, CPA to Provide Auditing Services for 2022-2023 Fiscal Year as required by the Local Government Commission) be moved to Number III B.1 under Jeff Best, CPA (Presentation of 2022-2023 Fiscal Year Audit). A tax penalty release needs to be addressed and it will be placed as letter B under Number VI Consent Agenda. Number VII Old Business letter A (Consideration to Authorize Execution of the Proposed Memorandum of Understanding with the Downtown Development Association for the installation of the Dog Park Downtown) will be moved under the Town Attorney's Report at the end of the meeting. Number VII Old Business letter B (Consideration to Authorize Execution of the Proposed Contract with NC Division of Motor Vehicles (DMV) to Operate a License Plate Agency) will be removed for further review. Mayor Roth then asked ift there were any additions or deletions proposed by the Council. Counciwoman Byers asked if the Dog Park will be addressed under Closed Session. Mayor Roth stated that it would be up to Attorney Isenberg, but it may happen. There being no other additions or deletions, a motion to approve the agenda was made by Councilwoman Byers with a second by Councilman Wobbleton. The motion  passed unanimously.  February 12, 20247 Town of Plymouth Regular Town Meeting Minutes  Page 1    III. PRESENTATIONS  Mayor Roth asked the Council to amend the agenda and move Jeff Best, CPA, to the end of the Presentations. A motion to amend the agenda to move Jeff Best, CPA to the end of the Agenda was made by Counciwoman Teel with a second A. WASHINGTON COUNTY - INTRODUCTION OF NEWLY APPOINTED Mayor Roth gave Washington County Manager Curtis Potter the floor. County Manager Potter stated that he was to introduce the Assistant County Manager Jason Squires to the Council; however, Assistant County Manager Squires could not be in attendance. County Manager Potter shared Assistant County Manager Squires' background with the Council as well as some aspects of B. WASHINGTON COUNTY - DISTRIBUTION OF TAX PAYMENTS ON Ms. Debbie Knieper, CMO - Administrative Assistant introduced herself. She stated that she works for the County Manager's Office and is responsible for surplus properties and was asked to come to the meeting to answer any questions that the Council might have and to explain their process. Town Manager Floyd referred to a copy of a sample resolution and stated that the Council wanted to know how the percentage split is calculated between the County and the Town. Ms. Knieper explained that she adds the County and Town taxes up and takes what is owed to figure the percentages and total. Once the winning bid is awarded, the same percentage is applied to the County and Town regarding taxes, whether it is surplus or negative. Town Manager Floyd also stated that there were some questions in the resolution that the deed book and page number were different from the ones shown on the tax card. Ms. Knieper explained that the deed book and page number are updated for the new owner of the property. County Manager Potter added that the County is running about six months behind on transfers. He further explained that the tax foreclosure Attorney Mark Bardill issues a new deed for the property. If no one outbids the Town or the County at the auction sale, the deed comes jointly in the name of the Town and the County. The Town or the County could purchase the property by paying the taxes before the final auction goes through. County Manager Potter explained that by law, back taxes are split by pro-ration; however, if there is a surplus pro-ration is not required, unless agreed upon. Counciwoman Byers asked about property being sold before Washington County taxes are paid. Town Manager Floyd clarified that Counciwoman Byers was referring to a resolution that the County passed that no property would be transferred before any County taxes  by Councilman Wobbleton. The motion passed unanimously.  ASSISTANT COUNTY MANAGER  what his contribution to the Administration is.  FORECLOSED PROPERTIES  February 12, 2024 Town of Plymouth Regular Town Meeting Minutes  Page 2    were paid in full. County Manager Potter stated that he will research it and speak with the Town's Attorney about it. Mayor Roth added that the County has leverage in that they will not transfer a deed until County taxes are paid; however, the Town does not have that same type of leverage and Town taxes are not paid when deeds are transferred. He suggested that our legislators C. CONSIDERATION TO AUTHORIZE EXECUTION OF THE PROPOSED AMENDMENT TO THE CONTRACT WITH JEFF BEST, CPA TO PROVIDE AUDITING SERVICES FOR 2022-2023 FISCAL YEAR AS REQUIRED BY Jeff Best, CPA had not yet arrived. Mayor Roth asked Town Manager Floyd to brief the Council. Town Manager Floyd reported that the original audit contract expires October 31st of each year when the audit is due to the Local Government Commission (LGC). There is a 30 day waiver period until December 31st. If the waiver period passes, an amended contract must be sent to the LGC.Amotion to amend the contract was made by Counciwoman Byers with a second by Councilman Wobbleton. The motion carried  need to be approached about this matter.  THE LOCAL GOVERNMENT COMMISSION  unanimously.  IV. PUBLIC COMMENT  There were no public comments.  V. DEPARTMENT REPORTS  1. Financial Report - For the period ending January 31, 2024  Finance Officer Wallace started with the General Fund and reported that the Town is where we are supposed to be at this time of year. She pointed out the percentages to the Council and asked if there were any questions in case any of the percentages looked odd to the Council. Finance Officer Wallace stated that the Town is doing well with the budget in making sure that it does not overspend. Counciwoman Teel asked about IT shows 73%, and if that means that the Town will have to move funds. Finance Officer Wallace stated that staff had discussed moving funds, and although we are starting the budget season, there are contracts that are paid up front for the year and the percentage spent is higher. She further explained that the biggest percentage is - shown under Equipment Purchase because the Town had to upgrade servers and software. Mayor Roth asked if there were any other questions on  the budget. There were none. 2. Police Department  February. 12, 20241 Town of Plymouth Regular Town Meeting Minutes  Page 3    Chief Willie Williams reported that there was a situation that happened Sunday that could have been really bad. The suspect has been arrested. Counciwoman Byers asked if the Police Department is fully staffed. Chief Williams stated that it is not and that it is a challenge that they are working to rectify. Councilwoman Byers asked about the obstacles. Chief Williams explained that a lot of law enforcement officers were lost nationwide, and they are not being recruited as quickly as they are leaving. He stated that the Department of Training and Standards is coming up with different ways to try to recruit. There was continued discussion about the Academy, recruitment, salary, bonuses, and retention of law enforcement officers. Counciwoman Davis stressed the importance of figuring out a way to make our officers want  tostay.  Mayor Roth acknowledged that Mr. Jeff Best had arrived, and a motion was made to amend the Agenda for the Audit Presentation by Councilwoman Byers with a second by  Counciwoman Teel. The motion passed unanimously. PRESENTATION of 2022 - 2023 FISCAL YEAR AUDIT  Jeff Best, CPA handed out a copy of the audit to each Council member, the Town Manager, Finance Officer Wallace, and the press. Mayor Roth informed Auditor Best that the extended contract was approved earlier in the meeting. Auditor Best then  explained the audit and answered questions throughout. ACCEPTANCE OF 2022-2 2023 FISCAL YEAR AUDIT  Mayor Roth stated that the Council needs to vote to accept the FY 2022 - 2023 Audit. A motion to accept the FY 2022 - 2023 Audit was made by Councilman Wobbleton with a  second by Counciwoman Teel. The motion passed unanimously.  The Council continued with Department Reports. 3. Town Projects/Public Works:  Public Works Director Wright reported that the Viable Utility Grant will be discussed later. Public Works Director Wright stated that Wooten will compile the AIA sewer grant into a report and would like to present it to Council at its next meeting or workshop. He reported that he met with the plumber and electrician last week for the bulkhead pump out station and a  timeline for completion. Streets: Street Sweeping damaged signs  Washed Street signs, stop signs, regulatory signs, and replaced  February: 12, 2024 Town of Plymouth Regular Town Meeting Minutes  Page 4    Buildings and Grounds: Edging curbs & Sidewalks  Water:  Repaired leaks at the following addresses:  187 East 4th Street 110E Sawmill circle 108 Poplar Court 101 Oakford Avenue  Sewer:  Cleared out sewer blockages at the following addresses:  1 119 Bradely Road 767 US Hwy 64 East 206 6th Street 903 East Main Street 120 Luvera Street 402 Maidson Street 333 West Avenue 208 Sterling Drive 65 Mackey's Road 529 Monroe Street 905 East Main Street 108 Winesett Circle  Darby Circle (main line flush-250) Installed blower for decant tank  WWTP:  Pump Stations  West Main Street Lift Station running on by-pass pump  Stations with pumps down: West Main Street (2) Washington Street (1) Johnson Court (1) Picking up litter in Town  - Hilly Circle (2) - one is out for repair; one needs to be purchased  Sanitation  Public Works Director Wright also reported that he contacted DOT about the stop lights on the highway and was told that DOT will look into it as soon as they can. He also reported that he spoke with Dominion Power  about adding more streetlights around Town.  February. 12, 20241 Town of Plymouth Regular Town Meeting Minutes  Page! 5    Councilwoman Byers asked if Public Works Director Wright could speak to DOT about 64 which is a State road. He stated that he would. Additional discussion took place about obtaining streetlights. Mayor Roth commended Councilwoman asked where does the Town stand with the PART F grants. Town Manager Floyd stated that staff will be meeting with the Wooten  the Public Works Department for their outstanding work.  Company next week.  4. Code Enforcement: 31,2024.  Code Enforcement Officer Brown presented the report for the month of January  Move Outs the situation Dilapidated Houses  Four = contacted the homeowners and the homeowners took care of  There are several dilapidated properties that are in process of being  demolished. Currently working on two properties  Abandoned Vehicles  Four notices were sent out and four have been moved. There is  still an open case Grass and Weed Nuisance Certified Mail. House Nuisance Ordinance Complaints  One complaint without a positive response. Followed up via  Two notices sent; received two positive replies Four complaints with four positive responses.  5. Fire Department  Mayor Roth stated that there is a written report in the Agenda Package.  6. Utility Billing/Tax Collection  The information is included in the agenda packet.  February 12, 2024 Town of Plymouth Regular Town Meeting Minutes  Page 6    7. Museums  AI brief summary report is included in the agenda packet.  VI.  CONSENT AGENDA The Consent Agenda included:  A. CONSIDERATION TO DECLARE THE 2023 TAXES DELIQUENT  Town Manager Floyd reported that Council needs to declare 2023 Taxes Delinquent in the amount of $203,569.51 to allow the Town to go into collection remedies. A motion to declare the 2023 taxes delinquent was made by Councilwoman Teel with a second by Councilman Wobbleton. The motion B. REAL ESTATE AND PERSONAL PROPERTY INSOLVENT REQUEST Town Manager Floyd explained that there was a late listing penalty added to the personal property of GANC, Inc., in the amount of $54.27 and the penalty needs to be released. A motion to approve the amount of the release was made by Counciwoman Teel with a second by Councilman Tharps. The  passed unanimously.  motion passed unanimously. C.2 2024-2025 BUDGET CALENDAR  Town Manager Floyd stated that a Budget Calendar for the 2024 - 2025 Fiscal Year. The dates are proposed for Wednesdays. She stated that the process will begin with department heads. A motion to approve the 2024 2025 Budget Calendar was made by Councilman Wobbleton with a second by Councilwoman Byers. Mayor Roth stated that the dates can be amended.  The motion passed unanimously.  D.F PROPOSED BUDGET AMENDMENT - 2024-02  Town Manager Floyd stated the original budget for elections was $9,510.00 and the cost increased to $4,526.00. Finance Officer Wallace explained that because the Towns of Roper and Creswell no longer hold early elections, the cost increased for the Town of Plymouth because it holds early elections. Mayor Roth stated that this needs to be discussed further as it is expensive, however, it is for the people. Councilwoman Teel suggested, because of the cost, that the Town consider four year elections rather than two because it is hard to accomplish anything in two years and suggested that it be looked into. Counciwoman Teel suggested that it might offset some of the cost for elections. Counciwoman Byers stated that this issue has been discussed many times and It ended up being a two year choice rather than four. Mayor  February: 12, 2024 Town of Plymouth Regular Town Meeting Minutes  Page 7    Roth stated that this issue is not on the agenda but can be brought up at a different time. A motion to adopt Budget Amendment 2024-02 was made by Counciwoman Teel with a second by Councilwoman Byers. The motion E. CONSIDERATION TO AUTHORIZE EXECUTION OF THE PROPOED LEASE AGREEMENT WITH INDEPENDENT MAILING SYSTEMS Finance Officer Wallace explained that the lease agreement is for the Town's postage system which is a scale that is out of date and a new one is needed. She further explained that it is no longer serviceable because it has been upgraded. Staff are asking that Council approve a new leasing agreement with the Independent Mailing System. After a short discussion regarding usage and costs a motion to authorize staff to execute the lease agreement with Independent Mailing systems was made by Councilwoman Byers with a second by Counciwoman Teel. The motion passed unanimously. F. CONSIDERATOIN TO AUTHORIZE EXECUTION OF THE PROPOSED  passed unanimously.  RENEWAL AGREEMENT WITH CIVICPLUS  Finance Officer Wallace reported that she brought this issue before the Council at the January meeting under Municode." The Council approved the renewal agreement with Municode. Finance Officer Wallace further explained that she did not execute the agreement when she noticed a different agreement under Civicplus." Upon research, Finance Officer Wallace discovered that Civicplus bought Municode, and that the agreement set before the Council at this time should be with Civicplus rather than Municode. She further explained that Civicplus is upgrading the back end of the website. A motion to authorize execution of the renewal agreement with Civicplus by Counciwoman Byers with a second by Councilman Wobbleton. The motion G.C CONSIDERATOIN TO APPROVE PROPOSED RESOLUTION 2024-04 TO APPROVE AND ACCEPT THE SALE OF REAL PROPERTY LOCATED AT A motion was made by Councilman Wobbleton to approve Resolution 2024- 04 with a second by Counciwoman Teel. The motion passed unanimously. H. CONSIDERATION TO APPROVE PROPOSED RESOLUTION 2024-05TO APPROVE AND ACCEPT THE SALE OF REAL PROPERTY AT 413  passed unanimously.  WEST MAIN STREET  BRINKLEY AVENUE  A motion was made by Councilman Wobbleton to approve Resolution 2024- 05 with a second by Councilwoman Teel. The motion passed unanimously  February 12, 20247 Town of Plymouth Regular Town Meeting Minutes  Page 8    I. CONSIDERATION TO APPROVE PROPOSED RESOLUTION 2024-06 TO APPROVE AND ACCEPT THE SALE OF REAL PROPERTY LOCATED AT Ar motion was made by Councilman Wobbleton to approve Resolution 2024- 06 with a second by Counciwoman Teel. The motion passed unanimously  411 BRINKLEY AVENUE  VII. OLD BUSINESS  A. CONSIDERATION TO AUTHORIZE EXECUTION OF THE PROPOSED MEMORANDUM OF UNDERSTANDING WITH THE DOWNTOWN DEVELOPMENT ASSOCIATION FOR THE INSTALLATION OF THE DOG  PARK DOWNTOWN  Moved to Town Attorney's Report  B. CONSIDERATION TO AUTHORIZE EXECUTION OF THE PROPOSED CONTRACT WITH NC DIVISION OF MOTOR VEHICLES (DMV) TO  OPERATE A LICENSE PLATE AGENCY.  Taken off of the Agenda  C. DISCUSSION OF THE WATER AND SEWER IMPROVEMENT PROJECTS Mayor Roth turned the floor over to Public Works Director Wright. Public Works Director Wright recapped the water and sewer grants that the Town applied for and the amount that was actually awarded. He presented four areas for options and the associated costs. After extensive discussion, A motion to choose Roanoke Avenue and Robin Drive for the project area by Councilwoman Byers and seconded by Councilwoman Davis. The motion  passed unanimously.  VIII. NEW BUSINESS  A. DISCUSSION OF POSSIBLE NAME CHANGE TO THE PARK ON WILSON Councilwoman Teel stated that since the project started when she was on Council, she would like to consider the park be named after former Mayor Vershumn Hawkins Community something." Mayor Roth stated that this initiative did not start under the former Mayor and gave the history of how Mayor Roth started it long ago and explained the process and outcome at that time. He also stated that the Town needs to deal with the State about the disparities between big cities and rural communities in that the rules of grant are not fair. Counciwoman Teel understood, but still likes a name that  STREET  February 12, 20241 Town of Plymouth Regular Town Meeting Minutes  Pages 9    includes Community Area and asked for other suggestions. Town Manager Floyd suggested that the public be polled for their ideas even though the Council will have the last say. Councilwoman Byers suggested The Plymouth Center. Councilwoman Davis disagreed with the location altogether due to drugs and gangs. Counciwoman Davis stated that the Town needs a structured activity for the youth. Councilman Wobbleton agreed with Counciwoman Davis's assessment in terms of the location. Mayor Roth expounded on the previous PART F grant that was submitted and how it would have changed the feel and environment of the neighborhood. Counciwoman Davis reiterated that the Town needs to find a structured activity for the youth to deter them from gang and drug activity. Town Manager Floyd asked how long the Town should advertise for suggestions. It was decided that 30 days should be sufficient. Mayor Roth suggested that the  Council discuss safety issues at the next workshop.  B. UPCOMING EVENTS  1. MAIN STREET CONFRENCE  Mayor Roth gave the floor to Town Manager Floyd. She stated that information is contained in the Agenda package. The conference is run by the Division of Commerce Main Street Program that provided the grant for Streetscape. The conference will be held in Goldsboro in March 11th - 14th. Mayor Roth stressed the importance of attending the conference. Town Clerk Wallace announced that the registration is now open.  2. SCHEDULE NEXT WORKSHOP  Mayor Roth suggested a Wednesday starting at 9:30 a.m. and will focus on economic development and safety. Town Manager Floyd stated that there are several projects where staff need decisions made sO that the projects can move forward. After further discussion, February 28th was  chosen with al back-up date of March 6th.. 3. SCHEDULE THE HARBOR TOWN CELEBRATION  Mayor Roth addressed the celebration. He stated that a boat will come to each Harbor Town for approximately 30 minutes and have a ribbon cutting event during the third week in April. Town Manager Floyd suggested that it be discussed at the workshop. Mayor Roth explained that geographically  the Town is in a great location.  IX. TOWN MANAGER'S REPORT  Town Manager Floyd asked the Council if they would like an RFP for 2023-2024 Auditing services. Mayor Roth asked if the Council wants to stay with Jeff Best,  February. 12, 20247 Townd of Plymouth Regular Town Meeting Minutes  Page 10    CPA or solicit for other auditors. Councilwoman Byers suggested that due. to the time frame, she recommends Jeff Best, CPA; however. Town Manager Floyd stated that it is hard to find auditors this time of year. Councilman Wobbleton also suggested to keep Mr. Best. A motion to keep Mr. Best through this cycle:was made by Councilwoman Byers. Town Manager Floyd asked Finance Officer Wallace about her thoughts on the matter. Finance Officer Wallace stated that she agrees and that perhaps the Town can change next year. She further stated that if it is the Council's pleasure, we can begin right away and be on time. Finance Officer Wallace reiterated that next year we should have enough time to put out an RFP. Counciwoman Teel stated that since we are sO far into this. year, itis really too late to change, and she agreed, as did Counciwoman Davis. Mayor Roth reiterated that there is a motion on the floor. The motion was seconded by Councilman Tharps. Mayor Roth asked if staff knew when Mr. Best can start. Town Manager Floyd stated that we can get a contract by the next Town Manager Floyd then reported that the Town has a law enforcement officer that has a canine. The officer is interested in providing those services to the Town. She further reported that she and Chief Williams have not actively looked for a canine in a number of years; and, that the Town has not had a budget for it in8 - 10 years. Town Manager Floyd stated that the officer owns the dog and has a car that has a canine unit in it. Town Manager Floyd stated that she is not looking for any action at this time. Counciwoman Teel asked what this cost would be. Town Manager Floyd stated that the officer suggested that the car and the dog be donated to the Town. She also stated that legal would need to be involved, insurance, cost for food, and the last time there was a canine, it cost $3,900.00 per year. Councilwoman Byers added that $6,000.00 was paid for the dog. The dog is 2 - 3 years old. Town Manager Floyd recommended that no changes to the Police Department be made until a new Chief is hired. Counciwoman Teel asked about DMV and what the cost to the Town is. Town Manager Floyd stated that upfront costs for the Town would be renovating the lobby sO that it will be ADA compliant. She also stated that Attorney Isenberg is looking at the paperwork that is involved and it should be on the Agenda for the  meeting. The motion passed unanimously.  next meeting.  X. TOWN ATTORNEY'S REPORT  Attorney Isenberg stated that she has been working with Joanne as legal matters arise including the DMV. Attorney Isenberg stated that last year the Council approved a Memorandum of Understanding (MOU) between the Town of Plymouth and the Plymouth Downtown Development Association (DDA). who offered to donate $12,000.00 to fund the development of a Dog Park.s The Council approved the latest MOU however the Town wanted to add some language about how long it would need to be maintained and what if something hazardous happened. Attorney Isenberg read the language, the MOU was  February. 12, 2024 Town of Plymouth Regular Town Meeting Minutes  Page 11    presented the language PDA, it was rejected. Attorney Isenberg presented some  options to the Council. XI. CLOSED SESSION  Attorney Isenberg stated that if the Council wanted to have some involved discussion that will require some legal advice she suggested that the Council go into closed session under Attorney Client privilege. Attorney Isenberg also stated that if the Council wanted to have a general discussion that did not include legal advice they would not need to go into closed session. She reminded the Council that any action taken will need to be taken in open Town Manager Floyd passed out a summary about the Dog Park that was discussed two weeks ago with revisions that the DDA wanted. A motion was made by Counciwoman Teel to go into closed session under $143-318.11(a)3 for the purpose of consulting with an attorney to retained by the public body to preserve the attorney client privilege with a second by Counciwoman Byers. The  session.  motion passed unanimously.  XII. OPEN SESSION  When Council returned to Open Session, Mayor Roth turned the floor over to Attorney Isenberg. Attorney Isenberg talked about the item on the Agenda regarding the MOU between the Town of Plymouth and the DDA. She reported that Council was presented with some proposed changes from the DDA with respect to the MOU. Attorney Isenberg asked Council to make a motion to have the Town go back to the DDA, accept the changes that were made but with the addition of paragraph No. 9, which will state "the parties acknowledge that none of the provisions of this MOU limit the Town from exercising its statutory duties to protect the public. A motion was made by Counciwoman Teel to have the Town go back to the DDA, accept the changes that were made but with the addition of paragraph No. 9, which will state "the parties acknowledge that none of the provisions of this MOU limit the Town from exercising its statutory duties to protect the public with a second by Counciwoman Wobbleton. The motion  passed unanimously.  XIII. ANNOUNCEMENTS FROM MAYOR AND COUNCIL  Mayor Roth made an announcement about Rosie's Tasty Kitchen's soft opening. Mayor Roth announced meeting No. 5 of the Resilient Coastal Community Program (RCCP) Drainage Study on Wednesday the 14th at 2:00 p.m. in the  There will be a ribbon cutting special event in the future.  Council Chambers.  February 12, 20247 Town of Plymouth Regular Town Meeting Minutes  Page 12    Mayor Roth reminded the Council about the upcoming Main Street event. Mayor Roth announced that the JROTC and Explorers are having a joint fundraiser on Friday, March 22nd at 11:00 a.m. for a plate sale. at the Fire  Station. XIV. ADJOURNMENT  There being no further business, a motion to adjourn the meeting was made by Counciwoman Byers with a second by Councilman Wobbleton. The motion  passed unanimously.  Respectfully submitted,  E  Brian A. Roth Mayor  wpka Dorenda Wallace Clerk  Ad  February. 12, 20247 Town of Plymouth Regular Town Meeting Minutes  Page 13