City of Woodland Meeting Minutes February 12, 2024 I. Call to Order Mayor James Carter called to order thei regular meeting of the Woodland City Council at 6:15 PM on February 12,2024, at the Woodland City Hall. II. Roll Call The following persons were in attendance: Mayor. James Carter, Mayor Pro' Tem Ebonye Holt, Councilman T.L. Carter, Councilwoman Allison Owens, Councilman John Haralson, Councilman Jeffery Mitchell, City Clerk Allissa Gresham, Municipal Clerk Cynthia Powell, and City Attorney Gary Byrd. III. Approval of Agenda Motion carried. IV. Approval ofMinutes distributed. Mayor Pro Tem Holt made ai motion to approve the agenda. Councilman Carter seconded. All approved. The. January 08, 2024 Regular Meeting Minutes and the. January 16, 2024 Work Session Minutes were Mayor Pro Tem Holt made a motion to approve the. January 08, 2024 Regular Meeting Minutes and the January 16, 2024 Work Session Minutes. Councilman Carter seconded. All approved. Motion carried. V. Guest Speakers a) Woodland Volunteer Fire Chief] Roy Mallory, Ronnie Hendricks, Leigh Ann Erenheim, and Russ Erenheim attended tonight's meeting to discuss Fire Department concerns with the Council. Councilwoman Owens discussed how could the City help and work with the Woodland Volunteer Fire Department. Ronnie Hendricks stated they were always in need of volunteers and the City could help by making citizens aware oft this. Mayor Pro Tem Holt discussed other than the City helping get volunteers what else could the City dot tol help. Danny Barron a citizen attending tonight's meeting commented on a recent fire and the fire department's response time. Leigh Ann and Russ Erenheim suggested the City could start a Smoke Detector Program tol help distribute smoke detectors and fire extinguishers to citizens within the City who need help getting them. Mr. Erenheim stated the fire department could install the smoke detectors and givet training on proper b) Antonio Sanchez was absent. Clerk Powell stated Mr. Sanchez contacted her saying he would not c) Al Mitchell discussed Councilwoman Owens contacted. him about providing musical entertainment for the City of Woodland Spring Fling. He stated the quote for performing at the Spring Fling fire extinguisher use. be able to make it to tonight's meeting. would be $900.00. VI. Attorney Report City of Woodland Meeting Minutes February 12, 2024 a) Attorney Byrd stated he drafted a Conflict ofI Interest Letter for the CDBG grant. Hej presented the letter to Clerk Gresham tol be emailed to Ian Perry of the River Valley Regional Commission. b) Attorney Byrd stated he contacted' Talbot County Manager Carol Ison about entering into an intergovernmental agreement for the County to bet the City of Woodland's Codel Enforcement c) Attorney Byrd stated he researched thei issue of the "official" new City of Woodland Charter. He stated he contacted Governor Kemp'so office to acquire the official charter andj presented it to Clerk Officer. Mrs. Ison has not responded as of21 pm today. Gresham in a 3-ring binder tol have on: file at City Hall. d) Attorney Byrd presented Clerk Gresham with the monthly invoice for services. Mayor Pro Tem Holt made ai motion to accept the Attorney Report. Councilman Haralson seconded. All approved. Motion carried. Councilwoman Owens made a: motion to amend thel February 12, 2024. Agenda toi include park grounds and playground equipment on' "C" in Section X Open Business and to add' "E" in Section XI New Business to vote on the 2026: salary increase for thel Mayor and Council Members. Mayor Pro' Tem Holt: seconded. All approved. Motion carried. VII. Grounds Maintenance Report a) Kane Robinson of Robinson's General Services, LLC was absent. Clerk Gresham distributed the February Grounds Maintenance Report she received from Kane via email. Clerk Gresham stated litter and debris within the City were picked up. Storm drains were cleaned on Hwy 41 and Hawkins Rd. Al large hole alongside 6th Ave. approximately 7 feet deep was covered with a concrete cap and flushl buried so it doesn'tinterfere with pedestrians walking or lawnmowers. Removed washed-down sand and gravel from Hwy. 41 and Peach Dr. Cleaned out the storm drain on Martin Luther King Jr. Dr. and 7th Ave. intersection. The drainage: issue on East Pleasant Hill willl be addressed as soon as] possible. Tree limbs havel been trimmed at the Community Park. Clerk Gresham discussed thei illegal dumping on 7th Ave stating the Grounds Maintenance crew had cleaned it up multiple times. The Council suggested Grounds Maintenance install al No Dumping b) Mayor Pro Tem Holt discussed Clerk Gresham contact Grounds Maintenance about trimming overhanging trees throughout the City. Councilwoman Owens suggested starting the tree trimming Clerk Powell discussed installing a speed bump on Peach Dr. The Council did not feel a speed Councilwoman Owens made a motion to accept the Grounds Maintenance Report. Councilman sign. Clerk Gresham will purchase al Nol Dumping sign. in thel Peach Dr. andl Hawkins Rd. areas. bump was needed. Mitchell seconded. All approved. Motion carried. VIII. Water Report City of Woodland Meeting Minutes February 12, 2024 a) JeffHarrison ofH HWR Water Solutions was absent. Clerk Powell stated the City of Woodland produced 1.61 million gallons of water and billed out 546,000 gallons of water. Clerk Powell stated there was 1.08: million gallons ofwater loss and HWR would bes searching to try to find the cause of Clerk Powell distributed the Water System Totals Report and the delinquent account report for January 2024. The water report shows the total billed was $7865.70 and thet total received was b) Councilwoman Owens discussed Clerk Powell contacting HWR about replacing faulty meters as soon as possible and getting a list ofz zero-reading meters for the Council to review. the loss. $8893.80 for. January 2024. Mayor Pro' Tem Holt made ai motion to accept the water report. Councilman Mitchell seconded. All approved. Motion carried. IX. Open Business a) Clerk Gresham distributed the City of Woodland 2024 Calendar to thel Mayor and Council for approval. Mayor Pro' Tem Holt made a motion to approve the City ofWoodland: 2024 Calendar. b) Clerk Gresham distributed the Spring Fling packet, Event Insurance packet, and aj pricing packet for outdoor movie screens and speakers. Councilwoman Owens suggested Clerk Gresham get an insurance quote for at least 200 people. Attorney Byrd suggested Clerk Gresham add the General Indemnity Agreement to the Spring Flingi packet. Councilwoman Owens suggested Clerk Gresham contact surrounding cities to inquire about vendor permit pricing. Clerk Gresham will bring this information to thel February 19, 2024 Work Session to be discussed. The outdoor movie screen and Clerk Powell discussed Housing Authority tenants doing community service for the City of Woodland. Attorney Byrd suggested the City have the tenant sign a General Indemnity Agreement d) Councilwoman Owens discussed wiring issues and outlets not working properly in the Community Building. Clerk Powell stated she contacted Jason Burns of Burns Construction and Scott Bishop of Bishop's Electrical. Mr. Bishop stated he could assess the wiring and outlet issue and give a quote tof fix it. He suggested the City put locks on the outside outlets to deter unauthorized use. Clerk Powell will contact Mr. Bishop for a quote to fix the wiringi issues, outlets and install ceiling fans. Councilwoman Owens discussed installing handrails on thel handicap ramp and the emergency door pushing outward instead of pulling inward. Attorney Byrd stated the handrails needed tol be installed and the emergency door needed to open outward to create a safe environment for everyone. Councilwoman Owens discussed who inspected the Community Building after renovations and gave the authorization to reopen for rentals. Councilman Carter stated' Talbot County gave authorization to re-open. Councilwoman Owens discussed thej park rental agreement and the park rental fee being non-refundable. Councilwoman Owens suggested ift the renter had to Councilwoman Owens seconded. All approved. Motion carried. speaker quotes will be discussed at the February 19, 2024 Work Session. before performing duties for the City of Woodland. City of Woodland Meeting Minutes February 12,2024 cancel the City should give them ai refund minus a convenience: fee. Councilman Carter suggested the rental fee should stay non- refundable and the renter could book a different day. At this time no changes were: made to the City of Woodland Park Rental Agreement. Mayor Pro Tem Holt madea motion to purchase equipment for the City ofWoodland Recreation Center after a decision is made at the February 19, 2024 Work Session. Councilwoman Owens seconded. All approved. Motion carried. X. New Business a) Councilwoman Owens read the 2023 CDBG Project # 23p-x-130-2-6363 Conflict of Interest Disclosure. The disclosure stated there is a conflict ofinterest involving Mayor Carter and Eboyne Holt, since thesei individuals live in the target area. Therefore, they will abstain from any involvement with the CDBG grant project. Since they are abstaining from involvement with the project, the city is requesting an exception from DCA to clear the conflict so thej project may move forward. These individuals will not obtain a financial interest or special benefit from the project. b) Clerk Powell discussed the Council approving her to attend the virtual 2024 ICJE Training. Councilwoman Owens made a motion to approve Clerk Powell to attend the virtual 20241 ICJE c) Clerk Powell distributed thel Personal Financial Disclosure Statement to thel Mayor and Council. The Mayor and each Council Member will complete their form and return it to Clerk Powell. d) Mayor Pro Tem Holt discussed the City ofWoodland sending sidewalk ordinance notices to citizens who are parking vehicles on the sidewalks. Attorney Byrd will research changing the Sidewalk Obstruction Ordinance to include what willl happen after the 10-day initial violation notice and he will bring a draft to the March 11, 2024 Regular Council Meeting. Mayor Pro" Tem Holt discussed the 2026 salary increase for thel Mayor and Council Members. Mayor Pro" Tem Holt made ai motion to increase the Mayors stripen to $400.00 and the Council Members stripen to $300.00. Councilwoman Owens seconded. All approved. Motion carried. Training. Mayor Pro Tem Holt seconded. All approved. Motion carried. XI. Clerk Report a) Clerk Gresham presented the month's financial reports. XII. Executive Session: No Executive Session was needed. Councilwoman Owens made ai motion toj pay the bills. Councilman Carter seconded. All approved. Motion carried. XIII. Adjournment carried. Mayor Pro Tem Holt made ai motion to adjourn. Councilman Mitchell seconded.. All approved. Motion City of Woodland Meeting Minutes February 12, 2024 Mayor. James Carter adjourned the meeting at 8:55PM. Minutes Submitted By: Allissa Gresham City Clerk Approval Date