TOWN OF YADKINVILLE BOARD OF COMMISSIONERS MONTHLYMEETING MINUTES LOCATION: COMMISSIONERS CHAMBERS 213 VAN BUREN STREET YADKINVILLE. NC MONDAY, OCTOBER 7, 2024  OFFICIALS PRESENT: Mayor Eddie Norman Commissioners: Tony Hall Monta Davis-Oliver Chris Matthews Scott Winebarger Richie Parker Town Attorney Ben Harding  STAFF PRESENT: Town Manager: Mike Koser Town Clerk: Alex Potts Finance Director: Hunter Gooden Event Planner: Lauren Willard Police Commander: Cleatus Shores  Quorum requirements met - meeting proceeded.  LCALLTOORDER 2.1 INVOCATION  The regular meeting was called to order by Mayor Eddie Norman at 5:57 p.m.  Manager Mike Koser offered the invocation. 3. ADOPTION OF AGENDA (MOTION)  Commissioner Chris Matthews made a motion to adopt the agenda as presented. Commissioner Scott Winebarger seconded the motion, and the motion passed  unanimously. Vote: 5/0  APUBLICHEARINGE)  Code Text Amendment 2024-03:  Ar request to amend Title 6, Chapter 3, Permit to Conduct Special Events Ordinance in the Town of Yadkinville Code of Ordinances.  Mayor Norman postponed this Public Hearing until November 4t, at 6:00 p.m.  5. PUBLICCOMMENTS  No one signed up for this section of the meeting.    6.A APPROVALOF MINUTES (MOTION)  Commissioner Tony Hall made ai motion to approve the following minutes as presented. Commissioner Chris Matthews seconded the motion, and the motion passed  unanimously. Vote: 5/0  September 9, 2024 (Regular Meeting Minutes) September 9. 2024 (Closed Session Minutes)  7.1 FIRE CHIEF'S REPORT  Manager Koser presented the monthly report for the Fire Department due to the absence of Chief Doss. Chief Doss was in Western North Carolina helping with post-Hurricane  Helene relief.  8.P POLICE CHIEF'S REPORT  Police Commander Cleatus Shores presented the Police Department's monthly report to  the Board.  9.PUBLIC SERVICES DIRECTOR REPORT  Manager Mike Koser informed the Board that Jacob Swaim is currently in Western North Carolina assisting with Hurricane Helene reliefefforts. He discussed the possibility of adopting a city affected by the hurricane to provide resources. Event Planner Lauren Willard mentioned that Spruce Pine. Mars Hill, and Banner Elk are among the cities being considered. She noted that she has contact information for these communities. Mayor Norman requested additional information on the process of adopting a city. Ms. Willard expressed her gratitude to everyone who participated in National Night Out on October 1st, noting that the attendance was excellent. She plans to meet with the library stafft to finalize arrangements for Halloween Downtown, scheduled for Thursday, October 31st, from 3:00 p.m. to 5:00 p.m. Additionally, she is in the planning stages for Yuletide in Yadkinville, which will feature events at several downtown businesses during Ms. Willard informed the Board that she had booked all five bands for the 2025 Live After Five concert series. She proposed allowing sponsorships to fund the band for the July 4th event. and the Board agreed to this suggestion. Additionally, she mentioned the  10. EVENTPLANNER REPORT  the first weekend of December.  possibility of selling concessions to help replenish event funds. 11. TOWN ATTORNEY BEN HARDING Town Attorney Ben Harding had nothing to report. Manager Koser gave an overview of Planning activity.  12. PLANNING REPORT    13. MANAGER'S REPORT R-5909 East Main Street:  Manager Koser provided the Board with details about Project R-5909, which involves narrowing the lanes on East Main Street and adding curbs and gutters to the sidewalk. He inquired ifany Board members were interested in participating inf future meetings regarding this project. Mayor Norman nominated Commissioner Monta Davis-Oliver, and she accepted the nomination. Manager Koser apprised the Board ofthe High Rock Lake Regulations, which will impact future developments in Yadkinville. These regulations will constitute thc amount ofs stormwater runoff produced by new construction. Fernwood Entrance and Pine Valley Road Discussion: Mr. Koser explained that Gray Garrison developed Phase 1 ofthe Fernwood Development, located off Virginia Drive, while Robert Baldwin developed Phase 2. Both developers still own right-of-ways and common parcels within the development. Mr. Garrison expressed interest in donating the common parcels to the Town. After some discussion, the Board decided not to take responsibility for Mr. Koser recently discovered that Pine Valley Drive is not owned by the Town. Although the Town has maintained the road in the past, there is only an easement. Mr. Garrison has agreed to dedicate the street to the Town, and Attorney Ben Manager Koser presented the first halfof the 2024 Powell bill check in the  High Rock Lake Regulations:  maintaining the common areas in Fernwood.  Harding will prepare a deed for this purpose. Powell Bill (Attachment #2): amount of$57,427.  14. COMMISSIONER COMMENTS  Commissioner Richie Parker: Commissioner Parker praised the Town employees who are currently in Western North Carolina. He asked how the devastation from Hurricane Helene would impact NCDOT projects. Additionally, he emphasized the need for the Town to explore the possibility of requiring new business developers to build sidewalks  that will eventually connect to the existing sidewalk network.  15. CLOSESESSION  Commissioner Monta Davis-Oliver made a motion to go into "Close Session" al 6:30 p.m. pursuant to N.C.G.S. S 143-318.11 (a)(3) To consull with an attorneye employed o1 retained by the public body in order to preserve the attorney-client privilege belween the atlorney and the public body, which privilege is hereby acknowledged. General policy matters may not he discussed in a closed: session and nothing herein shall be construed. 1o permit a public body t0 close a meeting that otherwise would be open merely because an atlorney employed or retained by the public body is a participant. The public body may consider and give instructions lo an allorney concerning the handling or selllement ofa claim. judicial action, mediation, arhitration. or administrative procedure. Ifthe public body has approved or considered. a selllement, other than a malpractice settlement by or on hehalfofa hospital. in closed session, the lerms ofthat seltlement shall be reportedio the public body and entered into its minutes as soon as possible within a reasonable time afier the settlemen! is concluded. Commissioner Tony Hall seconded. the motion and the  motion passed unanimously.    Vote: 5/0  Commissioner Chris Matthews made a motion lo come oul of"Close Session", al 6:53 p.m. Commissioner Monta Duvis-Oliver seconded. the motion, and the motion passed  unanimously. Vote: 5/0)  16. ADJOURNMENT  With no. further business to discuss. Commissioner Monta Davis-Oliver moved the meeting adjourned. Commissioner Chris Matthews seconded the motion, and the motion was pprovedumanmousw The meeting adjourned al approximately 6:53 p.m.  Vote: 5/0)  MD T. Norman, Mayor BE Potts, Town  AA  Clerk  M