TOWN OF PLYMOUTH MEETING MINUTES  DECEMBER 11, 2023 - 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 X X X X X X  COUNCILMEMBER  Mayor Roth Mayor Pro-Tempore Spencer Councilman Boston Councilwoman Byers Councilman Tharps Councilwoman Williams Councilman Wobbleton  X  II.  APPROVAL OF THE AGENDA  Mayor Roth asked if there were any additions or deletions to the agenda. A Resolution Approving and Accepting the Sale of Real Property at 203 West Avenue, Plymouth, North Carolina was removed from the agenda. There being no other additions or deletions, a motion was made by Councilwoman Byers with asecond by Councilman Wobbleton. The motion passed unanimously.  III. CONSENT AGENDA  The Consent Agenda included:  A. APPROVAL OF OCTOBER 9, 2023 TOWN COUNCIL MEETING MINUTES A motion was made by Councilwoman Byers to approve the corrected October 9, 2023 Meeting Minutes with a second by Councilman Wobbleton. B. APPROVAL OF NOVEMBER 13, 2023 TOWN COUNCIL MEETING A motion was made by Counciwoman Byers to approve the November 13, 2023 Meeting Minutes with a second by Councilman Tharps. The motion  The motion passed unanimously.  MINUTES  passed unanimously.  December. 11, 2023 Town of Plymouth Regular Town Meeting Minutes  Page 1    IV. CLOSED SESSION  A motion was made by Councilwoman Williams to go into closed session under $143-318.11(a)1) to prevent the disclosure of information that is privileged or confidential pursuant to the law of this State or of the United States, or not considered a public record within the meaning of Chapter 132 of the General Statute. The statute or law rendering the information confidential or privileged is the open meetings law creates an exception to the public records law for minutes and general accounts that, if disclosed, would frustrate the purpose of the closed Ar motion was made to return to open session by Councilman Wobbleton with a Mayor Roth turned the floor over to Attorney Natalia Isenberg who reported that the Council approved closed meeting session minutes dated December 19, 2022, February 13, 2023, August 14, 2023, August 31, 2023, and October 9,  session. $143-318.10(e) with a second by Counciwoman Byers.  second by Councilwoman Byers.  2023.  V. PRESENTATIONS  Mayor Roth made two presentations. One presentation was for the outgoing Mayor Pro-Tempore Deborah Spencer, and the second was for the outgoing Counciwoman Kim Williams. Both presentations were to thank them for their dedication and appreciation for services rendered as Councimembers. The remaining Councilmembers thanked them for their services as well. Mayor Pro- Tempore thanked all who supported her during her campaign and stated that it Mayor Pro-Tempore Spencer then made a statement for the record. She stated that the Council was in a debate about the Town's strategic plan. She asked Town staff to go and look for it to see if we actually had one. We have an incomplete strategic plan; it is not completed. It was started in 2002. The reason Isay it was not complete is because it is supposed to be reviewed annually. It was supposed to have been created by a combination of the Town Council, Planning Board, and appointed citizens. That was not done. It was supposed to have been reviewed annually. That has not been done. The plan calls for 13 chapters or 13 items. This plan only has seven listed. It has not been reviewed and it has not been put in public record. la am not saying this to shed any negative light on anyone, why I am saying this is the Town Council needs to work on a strategic plan. The citizens need to demand the Town Council to work on a strategic plan for the Town that will be effective because over the last few months I've spoken with people that are in the State and Federal Government who kind of controls money and they said to me when you apply for funding and revenues they look first at the Town to have a strategic plan. Ifit's already in your plan, if  has been a pleasure to serve the citizens.  December 11, 2023 Town of Plymouth Regular Town Meeting Minutes  Page2    you already have your things set up to say this is what we're trying to do, then they're more apt to fund those items. I've said it before and I'm saying it once again, the Town needs a viable strategic plan. This document, Igot it from Town Hall. la asked for it and it came from Town Hall. It is not something that I came up with myself, and this is what they found. l'm asking you, as the new incoming Town Council and as the citizens, please, please, please, make it a point to get a viable strategic plan for the Town of Plymouth. You know what we want, you know what we need. You need to make your voices heard sO that it will happen. Now with that being said, as I said before, I am stepping away from elected office, but there are a few things that I want to share with different organizations, and Iwill do that one on one with them. It is not anything that should come before Council these are some of the things that the groups and organizations may benefit from. Iwill do that, but once that's done, I am done. l'am going to become Councilwoman Williams stated that it has been a pleasure to serve the Town of Plymouth, and especially her Ward. She also thanked the staff and gave kudos to the employees. Councilwoman Williams asked that the new Council be supportive of the staff. Councilwoman Byers thanked the outgoing Councilmembers and gave words of encouragement to Mayor Pro-Tempore Spencer. She also thanked her for bringing the subject of a strategic plan back to  a private citizen.  the table. Mayor Pro-Tempore Spencer also thanked the staff.  VI. OATHS OF OFFICE  Mayor Roth asked the departing Council to take their seats sO that the new Council could be sworn in by Washington County Clerk of Courts Keith  Phelps.  VII. SELECTION OF MAYOR PRO-TEMPORE  Councilwoman Byers made a motion to select Councilman Tharps as Mayor Pro-Tempore with a second by Councilman Wobbleton. The motion passed  unanimously.  VIII. MAYOR PRO-TEMPORE OATH OF OFFICE  The oath of office was given to Mayor elect Pro-Tempore Tharps by Mr.  Phelps.  IX. SHORT RECESS  After the oaths of office were taken, a motion was made by Counciwoman Teel to take a 12 minute break with a second by Councilman Wobbleton. The motion passed unanimously. A short break was taken to give  Councilmembers the opportunity to take pictures.  December 11, 2023 Town of Plymouth Regular Town Meeting Minutes  Page3    X. PUBLIC COMMENT  There was no public comment. XI. DEPARTMENT REPORTS  Mayor Roth stated that in order to keep the agenda short, he announced that the department reports are in their agenda packets. Mayor Roth encouraged the Councimember to contact Town Manager Floyd or staff with any  questions. XII. OLD BUSINESS  A. CONSIDERATION TO AUTHORIZE EXECUTION OF THE MEMORANDUM OF UNDERSTANDING WITH THE MID-EAST COMMISSION AND RK&K TO PARTICIPATE IN PHASE 1 AND 2 OF THE NORTH CAROLINA RESILIENT COASTAL COMMUNITIES Mayor Roth turned the floor over to Town Manager Floyd. Town Manager Floyd explained that funding for a drainage plan is in the works. So far two meetings have taken place with Public Works Director Wright, Town Clerk Wallace, and herself as well as members from the Mid-East Commission. What the staff is asking for is authorization to enter into a Memorandum of Understanding with the Mid-East Commission. A motion to authorize execution of a Memorandum of understanding with the Mid-East Commission and RK&K to participate in Phase 1 and 2 of the North Carolina Resilient Coastal Communities Program by Councilwoman Byers with a second by Councilwoman Nixon. The motion passed unanimously. B. CONSIDERATION TO AWARD THE REQUEST FOR QUALIFICATIONS FOR THE CONSTRUCTION AND OBSERVATION OF THE Mayor Roth turned the floor over to Town Manager Floyd and Public Works Director Wright. Town Manager Floyd informed the Council that the Town was awarded $725,000.00 from the Department of Commerce in December 2022. She then described the project to the Council and explained that staff sent out a Request for Qualifications for the construction and observation of the project. Town Manager Floyd explained that two Requests for Qualifications had been sent, due to only two submittals being received the first time. The same two submittals were received the second time and were evaluated. She informed the Council that staff recommended the Wooten Company to perform the construction observation. Councilwoman Nixon asked how long the Wooten Company  PROGRAM (RCCP)  DOWNTOWN STREETSCAPE PROJECT  December. 11, 2023 Town of Plymouth Regular Town Meeting Minutes  Page 4    has been working with the Town. Town Manager Floyd stated approximately 25 years. Councilwoman Nixon asked who performed the evaluation. Town Manager Floyd stated that it was the Town Clerk/Finance Officer and Public Works Director. After a short discussion, a motion was made to award the bid for the construction and observation of the downtown Streetscape Project as recommended by the staff to the Wooten Company by Counciwoman Byers with a second by Councilman Wobbleton. Councilwoman Nixon stated that she will need to catch up on this. Public Works Director Wright and Mayor Roth explained what the  project entails. The motion passed unanimously.  C.A AUDIT UPDATE  Finance Officer Wallace stated that she and Town Manager Floyd received the Management Discussion and Analysis as well as a draft of the audit. Finance Officer Wallce further explained the next steps and stated that hopefully the audit can be presented at the next Council meeting. Counciwoman Nixon asked who is auditing the Town. Finance Officer Wallace stated that it is Jeff Best, CPA. Town Manager Floyd stated that if the Council is amenable to it, staff will start sending out Request for Proposals in January. Mayor Roth stated that the staff has had to catch up due to no audits being conducted for approximately two Councils ago. It was explained that staff cannot send out the Request for Proposals until the audit has been completed and accepted by the Local Government Commission. Town Manager Floyd explained that there have been a lot of changes in regulations regarding audits and as a result a lot of audit staff have left and or shut down. Town Manager Floyd explained that there will be no penalty; however, there will have to be documentation  as to why the audit was late.  XIII. NEW BUSINESS  A. CONSIDERATION TO APPROVE PROPOSED RRESOLUTION NO. 2023-23 AUTHORIZING THE DISPOSITION OF CERTAIN PERSONAL Town Manager Floyd asked that approximately 32 old chairs be surplused and auctioned off for $10 each through www.govdeals.com. A motion was made to approve Resolution No. 2023-23 by Councilwoman Teel with a second by Councilwoman Nixon. The motion passed unanimously.  PROPERTY BY PRIVATE SALE.  XIV. TOWN MANAGER'S REPORT  Town Manager Floyd stated that she is looking forward to working with the Council and named some of the projects that staff would like to implement.  December 11, 2023 Town of Plymouth Regular Town Meeting Minutes  Page 5    She stated that the staff is working on putting together packages for the Town Manager Floyd addressed the complaints about the trash pick-up and reported that she and Public Works Director Wright has met with the company, and that staff is trying to work with them to get the Town cleaned upas one of their company trucks broke down. Councilwoman Davis asked if the new truck would have a lift. Town Manager Floyd was not sure. Counciwoman Nixon stated that they have been doing a good job, and because they are a new company they are getting settled. Councilman Wobbleton asked if there is some type of system where information can be given to citizens sO they will know if there is an issue. Town Manager Floyd explained the notification system that is being put in place. Continued discussion took place regarding the elderly needing a doctor's note in order to have their trash can pulled to the front for it to be picked up. Town Manager  Council sO they can be updated.  Floyd stated that staff will look into this as a policy.  XV. TOWN ATTORNEY'S REPORT  Attorney Natalia Isenberg welcomed the new Councimembers, and explained what duties she performs as the Town's attorney. Councilwoman Byers asked Attorney Isenberg's advice about the garbage situation. Attorney Isenberg reported that she is working with staff on the issue. Mayor Roth asked that the Town Manager update the Council on the issue of the garbage.  XVI. ANNOUNCEMENTS FROM MAYOR AND COUNCIL  Counciwoman Byers asked about the move outs and Town Manager stated that she has been working with Code Enforcement Officer Brown as well as Mayor Roth announced the RCCP Open House either in person or via ZOOM. He then announced the Roper Christmas Parade. Mayor Roth also announced the upcoming National Black Bear Festival's Laser Light Show as Town Manager Floyd provided a list of dates for classes for newly elected  the garbage company per the nuisance ordinance.  well as the First Friday that will take place on January 5th.  officials. XVII. ADJOURNMENT  There being no further business, a motion to adjourn the meeting was made by Councilman Wobbleton with a second by Counciwoman Teel. The motion  passed unanimously.  December. 11, 2023 Town of Plymouth Regular Town Meeting Minutes  Page 6    Respectfully submitted,  Brian A. Roth Mayor  Aak Jolu  Dorenda Wallace Clerk  December. 11, 2023 Town of Plymouth Regular Town Meeting Minutes  Page7