TOWN OF PLYMOUTH MEETING MINUTES  SEPTEMBER 12, 2022 -VIA COUNCIL CHAMBERS AND ZOOM  7:00 p.m.  I.  CALL TO ORDER - Mayor Brian Roth  The Mayor opened the meeting and welcomed all attendees. Councilman Boston  led with prayer and Mayor Roth led the Pledge of Allegiance.  PRESENT ABSENT  COUNCILMEMBER  X X X X X X X  Mayor Pro-Tempore Brooks Councilman Boston Councilwoman Byers Councilman Tharps Councilwoman Williams Councilman Wobbleton Mayor Roth  NOTE: Attorney Natalia Isenberg attended the meeting via ZOOM.  II.  APPROVAL OF THE AGENDA  Mayor Roth asked if there were any additions or deletions to the Agenda. He then stated that Interim Town Manager Styons asked to add UAL letter D. under IV. Presentations to Council. Presentations to Council. The Finance Officer asked that Letter C (Budget Amendment 2022-06) be added, and that Letter D be changed from Approval of Ordinance 2022-08 to Approval of Ordinance 2022- 07 under the Consent Agenda. Mayor Roth asked that Letter D Community Input Night be under IX. Old Business II be added. Councilman Wobbleton asked that Letter C. Landfill Fees be added to X. New Business sO that Mr. James Arnold can speak. Councilman Wobbleton stated that it would take longer than the three minute time allotment allowed under Public Comment. A motion to approve the agenda with the additions was made by Councilman Boston with a second by Counciwoman Byers. A roll call was taken. The motion passed 6-0.  III. PUBLIC HEARINGS - None IV. PRESENTATIONS TO THE COUNCIL  A. Mr. Jeff Best, CPA- 2020 - 2021 Audit Report  While the Finance Officer and Mr. Best handed out the reports to the Council, Interim Town Manager Styons asked that Mr. Best be excused for the 2021 = 2022 Contract discussion. Mr. Best gave his appreciation to the Council and thanked the Town staff for their work. Mr. Best then explained the report,  September 12, 2022 Town of Plymouth Regular Town Meeting Minutes  Page 1    while pointing out specific pages such as the Management Statements Statement of Income and Expense, Enterprise Funds, Capital Assets, Governmental Activities, Capital Improvement Projects, Restricted Cash, Net Changes, Long Term Debt, various Retirement Funds, as well as findings and Management Letters. Mr. Best recommended that enterprise fund rate changes be addressed on a yearly basis in order to cover the expenditures and cash accumulation. It was noted that rates have not been changed for After Mr. Best's presentation, Interim Town Manager Styons made it clear that the Audit that Mr. Best presented was for fiscal years 2020 - 2021 and that it is late. Interim Town Manager Styons then came to the Finance Officer's defense, in that the short time he has worked with her, he found her to be extremely capable and intelligent, would like to continue to see her as a part of the Town's senior management team and was adamant that no one person can be all of the jobs that she was given to do. Interim Town Manager Styons then asked Mr. Best to be extremely candid as to why the audit was late. Mr. Best stated that the financial records had not been adjusted. After further discussion regarding why the audit was late, Mr. Best explained that auditing rules have changed, and auditors can no longer come in and adjust the Town's books. Interim Town Manager Styons explained that Mr. Best, could perhaps in the future, assist the Town on a consulting basis in order to get the books ready for an audit. Mr. Best took questions from the council. Mayor Pro-Tempore Brooks stated for the record that at the time that three positions were given to Ms. Wallace, the Town was in the process of trying to find an Interim Town Manager and asked that the Council look at a different way of filling that position. Interim Town Manager Styons stated that he promised the Town that when he took the position in order to assist the Town, and he asked that the meeting be recessed, and at the next meeting he will present concrete recommendations that the Town will hopefully follow. After advisement from Attorney Isenberg, a motion to accept the 2020 -2 2021 Audit report was made by Councilman Boston with a second by Mayor Pro- Tempore Brooks. A roll call vote was taken. The motion based 6-0. B. Ratification of 2020 - 2021 Audit Contract Extension  five years.  Interim Town Manager Styons explained that in order for the Local Government Commission to accept the 2020-2021 Audit report from Mr. Best, Mr. Best would have to be under contract with the Town. The contract with the Town expired, and therefore had to be extended before the audit could be submitted. A poll was taken via telephone as to whether or not the Council would approve the contract extension. Now that the Council has gathered, a formal Ratification of the 2020 = 2021 Audit Contract Extension must take place. A motion to Ratify the 2020 - 2021 Audit contract Extension was made  September 12, 2022 Town of Plymouth Regular Town Meeting Minutes  Page 2    by Mayor Pro-Tempore Brooks and seconded by Councilman Wobbleton. A  roll call vote was taken. The motion passed 6-0. C. Consideration/Discussion of 2021 - 2022 Audit Contract  Interim Town Manager Styons discussed the fact that it will be too late to issue an RFP for a new auditor, the holidays will soon be upon us and after that time auditors will concentrate more on taxes rather than audits. He then recommended that under the circumstances the Council approve the 2021 = 2022 audit contract for Jeff Best, CPA. Counciwoman Byers made a motion toa approve the 2021 - 2022 Audit Contract with Jeff Best, CPA with a second by Councilman Wobbleton. After a brief discussion, which included Attorney's Isenberg's advice that it is generally recommended by the League of Municipalities that every sO often an auditor be switched; however, she agreed with Interim Town Manager Styons that in order to get caught up and move forward, we use Mr. Best. There being no further discussion, a roll call  vote was taken. The motion passed 6-0.  D. Unit Letter  Interim Town Manager Styons reported that at his first day on the job, he received a copy of a Unit Letter from the State Treasurer's Office. He discussed what a Unit Letter means and his concern regarding the Town. He stated that he studied the Town's accounts and found that over the past few years, the Town was spending money, but not raising revenues to cover those expenses. After continued explanation regarding revenues, expenses, and the fact that the Town was classified as a community in distress which would allow the Town to be eligible for Viable Utility Grants, Interim Town Manager Styons reiterated that he plans to continue this discussion at the  recessed meeting he requested for September 19th.  V. OLD BUSINESS PARTI  A. Gold Road Speed Hump Petition  Mayor Roth reported that the Agenda Package contained a letter from the NC Department of Transportation, stating that an employee examined the area in question, and gave recommendations regarding the speed humps. Interim Town Manager Styons reported that he had been brought up to date on the issue by speaking with the Town Clerk, the Chief of Police and Attorney Isenberg relative to a recent policy that was adopted regarding petitioning neighbors regarding speed humps. Interim Town Manager recommended that the policy be revoked. Interim Town Manager asked Chief Williams to reiterate his previous recommendations. Interim Town Manager also asked Attorney Isenberg for her opinion. She stated that this issue is at the  September: 12, 2022 Town of Plymouth Regular Town Meeting Minutes  Page 3    discretion of the Council, and can be confused to imply that safety decisions, by General Statute, can be left solely up to the citizens, when it is actually in the hands of the council. Attorney Isenberg also recommended that the policy be revoked. After extensive discussion, a motion was made by Councilman Wobbleton to remove the speed humps and change the speed limit to 25 mph from Wilson to Alden, and 15 mph from Alden around the circle with a second from Councilwoman Byers. A roll call vote was taken. The motion passed 5- A motion was then made by Councilman Brooks to revoke the Speed Hump Policy with a second by Mayor Pro-Tempore Brooks. A roll call vote was  1 with Councilwoman Williams dissenting.  taken. The motion passed 6-0.  VI. PUBLIC COMMENTS - None VII. DEPARTMENT REPORTS  (Included in Agenda Package - Not Orally Presented) 1. Financial - For the period ending August 31, 2022:  Budgeted $3,047,232.00 $1,437,040.00 $1,030,939.00 $607,613.00 $110,000.00  Expenses  Variance  General Fund (10)(16%) Water Fund (61) (21%) Sewer Fund (62) (14%) Solid Waste Fund (66) (15%) Stormwater Fund (67)  $475,750.94 $2,571,481.06 $305,202.69 $1,131,837.31  $144,521.18 $92,738.09 $14,819.43  $886,417.12 $514,874.91 $95,180.57  2. Tax/Utility Collections: 1401 utility bills were mailed on August 29, 2022 with a due date of September 1, 2022. The amount billed was $218,823.19. 1357 payments were received for a total of $218,314.75. 58% of customers paid on time and 42% did not. 30 payments were received for property and vehicle taxes in the amount of $32,240.16. Delinquent tax payments covering the  period of 2015 - 2021 were in the amount of $421,139.43.  3. Public Works:  On-going projects: WWWTP Plant Rehabilitation: The project close out is in process. CDBG Construction: The project is in close out is in process. Viable Utility Grant (Water) application to be submitted September 30, 2022. Viable Utility Grant (Sewer) application to be submitted September 30, 2022. Domtar Restrooms: The Town is still waiting for approval from  September. 12, 2022 Town of Plymouth Regular Town Meeting Minutes  Page 4    Domtar Trustees. Wilson Street Park Renovation: Bid opening = only one bidder; rescheduled for September 29, 2022 at 2:00 p.m. HMGP (FEMA) - Generators: Close out is in process; received FEMA payment. Convenience site: Staff is still researching costs, locations, and possible  grants. Streets:  Mowing ditches and right of ways NCDOT removed two trees at 107 East Main Street NCDOT removed tree at 320 Washington Street Met with NCDOT concerning Golf Road Repaired boardwalk and deck 211 Robin Drive (twice) 104 Cherry Street 307 General Pettigrew Drive 104 Latham lane 521 Wilson Street 28 Ridgeway Drive  Building & Grounds:  Water: Repaired leaks at:  Intersection of Roanoke Avenue and Kirk Avenue  Sewer: Cleared out blockages:  Manhole at Food Lion (twice) 306 Matt Ransome Drive 101 Linden Street 718 Wilson Street  Pump Stations: Sanitation  Installed on pump on Jefferson Street - removed by-pass pump  Picking up trash piles around Town Picking up litter around Town  4. Code Enforcement:  Move Outs = Four move outs and the landlords cleaned them up. Dilapidated Houses - There are two dilapidated properties that are to be  demolished:  509 Third Street 410 Winesett Circle  Demolition of 116 Brinkley Place has been completed 308 E. Fourth Street is in the process of being demolished  September. 12, 2022 Town of Plymouth Regular Town Meeting Minutes  Page 5    Abandoned Vehicles - Five notices were sent out and four vehicles were Grass and Weed Nuisance - Nine complaints were received with seven positive responses. Two others are under investigation. House Nuisance Six complaints were received. All complaints were taken care of by the managers and homeowners. Ordinance Complaints = Six complaints were received. One is still under investigation with the main focus being directed towards the dilapidated  removed.  and nuisance properties.  5. Police Department - Number of events for the month = 252.  6. Fire Department = Fire District new ratings after inspection: Received Class 4/9E for the Conaby Fire District. Received Class 4 for Plymouth.  7. Museums = Port O' Plymouth Museum:  Washington County Historical Society will have annual meeting on Thursday, November 17th at the Maritime Museum. The speaker will be Leesa Jones with the Washington Waterfront Underground Railroad Museum to talk about the Underground Railroad in the region Archival Cataloging of museum collections is ongoing. Guest attendance for August 2022 was 81 Still researching material for new exhibits and putting together a timeline for the county's events. Maritime Museum and Lighthouse: 57 Visitors 6B Boats visiting Marina  3R Rental Events (estimated) 175 attendees celebrating wooden boats; fish net casting apparatus 3rental events with an estimated 250 attendees Donations of2 books, 3 photographs, and 2 bound articles  Donations of 1 book, 15 photographs; Commemorative USPS items  3Boats visited the Marina  NC Poet Laureate, Jaki Shelton Green, will speak on February 17, Friends of the Roanoke River Lighthouse and Maritime Museum "Lake Phelps Canoes" presentation by Queen Anne's Revenge Conservation Lab (NC Office of State Archeology) will be held  2023  organization has been created  November 10th Ongoing collaborations with Port O' Plymouth Museum  Washington County African American Museum  September. 12, 20221 Town of Plymouth Regular Town Meeting Minutes  Page 6    o Somerset Place State Historic Site  534 Facebook followers  VIII. CONSENT AGENDA  The consent agenda contained:  A. Approval of Minutes from the August 8, 2022 Regular Meeting The Town Clerk offered a correction with Councilman Tharps' title. There being no more corrections, a motion was made by Councilman Boston to approve the minutes with a second by Counciwoman Williams. A roll call vote was taken. The motion passed 6-0. B. Approval of Ordinance 2022-06 = An Ordinance of the Town Council of the Town of Plymouth, North Carolina Amending a Grant Project Ordinance for the Town of Plymouth Coronavirus The Finance Clerk explained that the line item for Stormwater had been decreased to zero, and a line item for Buildings and Grounds had been added for $16,000, leaving an unassigned fund balance of $371,142.00. A motion was made by Councilwoman Byers to Approve the Amended Ordinance 2022-06 (previously 2022-05) with a second by Councilman Wobbleton. A roll call vote was taken. The motion  State and Local Fiscal Recovery Funds.  passed 6-0.  C.A Approval of Budget Amendment 2022-06.  The Finance Clerk explained that the budget amendment reconciles the figures for Ordinance 2022-06. A motion was made by Councilman Boston to Budget Amendment 2022-06 with a second by Mayor Pro- Tempore Brooks. A roll call vote was taken. The motion passed 6-0. D. Approval of Ordinance 2022-07 - An Ordinance of the Town Council of the Town of Plymouth, North Carolina for a Hazard Mitigation Grant Program NGPFENADR-2SO8: The Finance Officer explained that the Town had previously approved a Hazard Mitigation Grant Program Agreement with the NC Department of Public Safety, Division of Emergency Management; however, she could not locate a grant ordinance for the Grant and wanted to ensure that an Ordinance was in place for purposes of housekeeping. A motion was made by Councilwoman Williams approve Ordinance 2022-07 with a second by Councilwoman Byers. A  roll call vote was taken. The motion passed 6-0.  September. 12, 2022 Town of Plymouth Regular Town Meeting Minutes  Page 7    E. Approval of Budget Amendment 2022-07  The Finance Clerk explained that the budget amendment reconciles the figures for Ordinance 2022-07. A motion was made by Councilwoman Williams to approve Budget Amendment 2022-07 with asecond by Councilman Boston. A roll call vote was taken. The motion  passed 6-0.  IX. OLD BUSINESS - II  A. APPROVAL OF THE CAPITAL MPROVEMENT PLAN AND ASSET AND INVENTORY ASSESSMENT PLAN PRESENTED BY THE WOOTEN  COMPANY AT THE AUGUST 8, 2022 MEETING  The Town Clerk explained that Mr., Derrick Smith, and Mrs. Elizabeth Webber presented the findings of the Capital Improvement Plan (CIP) and the Asset Inventory and Assessment (AIA) for the Water and Sewer System at the Council's August 8, 2022 meeting. She explained that the plans need to be adopted sO that they can be included in the upcoming VUR applications.. A motion was made by Councilwoman Byers to approve the CIP and AIA plans with a second by Mayor Pro-Tempore Brooks. A roll call vote was taken. The  motion passed 6-0.  B. PORT O' PLYMOUTH MUSEUM LEASE  Interim Town Manager Styons reported that he met with the Public Works Director and Attorney Isenberg. He further reported he asked Attorney Isenberg to prepare a lease stating that the Town will maintain the deck subject to the availability of funds and will take control of the flat car underneath the deck. A member of the Historical Society talked about the history of the flat car beneath the deck and stated that the Historical Society will meet as soon as possible. Attorney Isenberg stated that no action needs tob be taken at this time; however, she stated that the right to access the building will be given to the Town will not need language specific to an  easement, as the Town owns the land.  C. SURPLUS OF PROPERTY LOCATDON SANDHILL ROAD  Interim Town Manager reported that he discussed this item with Attorney Isenberg today and will need to perform more research as to the figure that he would recommend that the Town use to sell the property as a sealed bid  and report his findings at the next meeting.  September. 12, 2022 Town of Plymouth Regular Town Meeting Minutes  Page8    D.C COMMUNITY INPUT NIGHT  The Town Clerk asked that a consensus for a date for community input be agreed up sO that she can approach possible venues to hold the meeting with the hopes of a more diverse group attending. The Council thought best that the meeting be held the first week of November. The Town Clerk stated that she will update the Council at its next meeting. Councilwoman Byers offered NOTE: A five minute recess was taken by the Council at 8:36 p.m.  some alternative options.  Session began again at 8:41 p.m.  NOTE: A motion to amend the agenda to include Mr. Willie Drye was made by Counciwoman Williams with a second by Councilman Boston. A roll call Mr. Drye announced that the Outer Banks Lighthouse Society asked the Washington County Waterways Commission to help them celebrate the 150th anniversary of Bodie Lighthouse. A group photo will be taken and posted on the National Parks Website. He invited the Council to participate in front of the lighthouse at 11:00 a.m., Saturday, September 11th. He also announced that the application for the Underground Railroad has been submitted to Atlanta  vote was taken. The motion passed 6-0.  and will be, judged by a committee of historians.  X.  NEW BUSINESS  A. CONSIDERATION/DISCUSSION OF SOLICITATION OF RFP'S FOR  TRASH SERVICE  Interim Town Manager Styons reported that he discussed this issue with Attorney Isenberg today. He stated that there has been dissatisfaction with David's Trash Service, and the contract expires July 2023. Interim Town Manager Styons asked for a motion to begin to prepare RFP's and will speak with the Council before they are released. A motion was made by Mayor Pro- Tempore Brooks that the staff be directed to begin to prepare RFP's for a trash contract with a second by Counciwoman Williams. After a brief discussion about a convenience center, a roll call vote was taken. The motion B. ATTACHMENT OF LIENS FOR 101 - 103 EAST WATER STREET; 101 = Interim Town Manager Styons reported that the liens have not been put on these properties; however, he has been working with Attorney Isenberg on  passed 6-0.  103 WEST WATER STREET.  September 12, 20221 Town of Plymouth Regular Town Meeting Minutes  Page 9    this matter and will report back to the Council once additional information has  been gathered. C.L LANDFILL FEES  Councilman Wobbleton asked that James Arnold approach the podium and speak to this issue. There was extensive discussion around the matter that dealt with citizens that live within Town limits are charged landfill fees by the Town as well as the County. After discussion, Interim Town Manager Styons and Attorney Isenberg were directed to speak Washington County Manager  Potter and update the Council.  XI. INTERIM TOWN MANAGER'S REPORT  A. CONSIDERATION/DISCUSSION OF CHANGE IN LOBBY HOURS  Interim Town Manager Styons stated that for many years, the office hours and the lobby hours were different because it would give time for Customer Service Representatives to set up, open, balance their draws and close in a timely fashion. He asked for a motion to change the lobby hours to 8:30 a.m. to 4:30 p.m. A motion was made by Councilwoman Williams to change the lobby hours to 8:30 a.m. To 4:30 p.m. with a second by Councilman Boston.  A roll call vote was taken. The motion passed 6-0.  B. LIFT STATION  Interim Town Manager Styons asked that Public Works Director Wright join him in the discussion. Interim Town Manager Styons reported that some years ago, a spec building was built at the airport. He further reported that the County had a hard time selling the building due to lack of water and wastewater. A sewer line was put in through grant funding from the facility to the Town's pumping station at Paylor Court. He further reported that the building has been sold to a commercial laundry service. The County now wants the Town to operate the lift station and receive the revenue from operations. Public Works Director Wright and Assistant Public Works Director Arnold want to ensure that the lines work properly, before the Town takes it over, as the lift station has been idly sitting for six to eight years. Interim Town Manager Styons stated that Attorney Isenberg will be speaking with County Manager Potter about the issue and will give an update to the Council. Interim Town Manager Styons stated, that for full disclosure, as a consultant, he along with the assistance of Mayor Roth recruited the owners. He is no longer  working with the company as a consultant.  September. 12, 2022 Town of Plymouth Regular Town Meeting Minutes  Page. 10    C.C CHARLIE KNIGHT RETIREMENT CELEBRATION  Interim Town Manager Styons announced that Charlie Knight, who has worked with Public Works for 34 years will be retiring. A celebration in the honor of his service will take place September 21, 2022 at the Volunteer Fire Department, from 12:00 p.m. to 2:00 p.m. Interim Town Manager Styons  invited the Council.  D.C CONSIDERATIONTION/DISCUSSION OF OFFICE SPACE  Interim Town Manager Styons reported that he had spoken with each Council member after the Special Meeting in August and had spoken with Counciwoman Williams today about the decision to purchase the facility directly next to the Town office. The reason for the purchase was to get the Finance Department out of the basement, which was originally for storage. After the election of a different Council, it was decided that those offices be used for the Mayor and Councimembers. Interim Town Manager Styons stated that he opposed that decision. After extensive discussion, a motion was made by Councilman Wobbleton to follow Interim Town Manager Styons' suggestion of moving the staff back into the new part of the building and that an office be furnished only for the senior elected official which is the Mayor with a second by Counciwoman Byers. After further discussion, a roll call vote was taken. The motion failed 4-2 with Councilman Wobbleton and After further discussion led by Councilman Boston, and after clarification that the Interim Town Manager has jurisdiction over the operations and functionality of the office and continued discussion Mayor Pro-Tempore Brooks made a motion to readdress the discussion of office space with a second by Counciwoman Byers. A roll call vote was taken. The motion passed 6-0. A motion was then made by Mayor Pro-Tempore Brooks to furnish an office for the Mayor and that the Conference Room will be available for all councimembers at any time they want with a second by Councilman Wobbleton. A roll call vote was taken. The motion passed 5-1 with  Counciwoman Byers dissenting.  Counciwoman Williams dissenting.  XII. TOWN ATTORNEY'S REPORT  Attorney Isenberg stated that she reported everything that she needed to report  on during the meeting and has nothing to add. XIII. ANNOUNCEMENTS FROM MAYOR AND COUNCIL  Councilman Boston announced that he was asked by Mr. Wesley Stokes to inform the Council that Congressional Candidate Don Davis will be in Creswell on Saturday, September 17th at 10:00 a.m. at the 523 Café on Main Street.  September. 12, 20221 Town of Plymouth Regular Town Meeting Minutes  Page 11    XVI. ADJOURNMENT  There being no further business, a motion was made by Counciwoman Williams to adjourn the meeting with a second from Counciwoman Byers. A roll call vote  was taken. The Motion passed 6-0.  Respectfully submitted,  0  Brian Roth Mayor  Dorenda Wallace Clerk  Auold  September. 12, 2022 Towne of Plymouth Regular Town Meeting Minutes  Page 12