Town of Whitakers Board of Commissioners August 5, 2024, at 7:00 P.M. Boardroom Chamber, Town Hall  Conference Call Number: -425-436-6369; Access Number 2295298  Present: Mayor Sammy Hopkins, Pro Tem Commissioner Dr. Doris Lindsey, Commissioner Doris Howington, Commissioner Janice Bellamy, Commissioner Nancy Taylor, and  Commissioner Rachael Tillery.  Others in attendance: Tamica Gray, Town Clerk, Dennis Patton, UCPCOG Grant Representative,  Tony Gorham, Veolia Representative.  1. Call to Order and Meeting Guidelines - Mayor Hopkins  2. Devotion by Invocation and Pledge of Allegiance: Commissioner Doris Howington 4. Consent Agenda (all items included hereunder may be approved by ai motion to approve  3. Roll Call - Ms. Tamica Gray the Consent Agenda as presented) a. Approval of Agenda  Commissioner Pro Tem Commissioner Doris Lindsey made a motion to approve the agenda. Commissioner Bellamy seconded the motion. The motion passed  unanimously 51 to0.  5. Approval of. July 3, 2024, Regular BOCI Minutes-  Commissioner Howington made a motion to approve the July 3, 2024, Regular BOC Minutes. Commissioner Bellamy seconded the motion. The motion passed unanimously 5 Commissioner Pro Tem Doris Lindsay served as the spokesperson for the Board of Commissioners. She expressed that they were pleased toj present a check toi the Franklinton Center to support the ongoing initiatives aimed at enhancing the morale of the citizens in Whitaker's and the surrounding areas. The check was then presented to Doug, the Executive Director, who expressed his gratitude and requested to take a photo Rebekah Barr provided a briefoverview oft the audit report, which has been finalized and submitted to the state. She noted that it includes an unmodified opinion, as highlighted on pages 5 and 60 ofthe report. The management discussion and analysis section, prepared by the town, summarizes the audit findings and outlines the town's plans. Pages 19 and 20  to0.  6. Presentation of donation to Franklinton Center- Mayor Hopkins  fori inclusion in their newsletter.  7. Auditor: Rebekah Barr, CPA, PC Wilson: 2021-2022 Audit    contain the overall balance sheet and income statement for the town, reflecting asset and She mentioned that there are some liabilities accrued related to state-mandated retirement obligations for police officers. Although discussions with Mrs. Taylori indicated that this law enforcement piece may change in the future, it will remain applicable through at least 2024. The town ended the fiscal year with a positive net position of approximately $500,000 ini the general fund and nearly $3 million in the water and sewer fund. However, there was a loss of about $71,000 in the general fund for the current year, while the water/sewer fund showed a gain of$1.3 million, largely due to ongoing construction Following the summary, Rebekah pointed out various financial statements that provide detailed information about the summarized data. On page 25, the budget-to-actual statement for the general fund is presented, followed by details regarding the water/sewer fund and accompanying notes on financial policies, asset restrictions, pension plans, and capital assets. Additional detailed schedules about retirement and specific budget versus actual statements appear further along, specifically on pages 59 to 62, where outstanding projects as of. June 30, 2022, are also listed, along with tax schedules found on pages 64  liability information.  projects.  and 65.  Barr then talked about the federal single audit section, mentioning three findings from the audit report. The first finding was regarding the timeliness ofthe report; it was not submitted on time as it pertains to June 30, 2022. The second finding involved budget overruns inl both the general fund and water/sewer fund for certain expense categories. The third finding concerned a bond amounting to $40,000, which is below thei required minimum of $50,000. The state statute also reads that, starting in 2024, towns must secure al bond that is at least 10% oft their total budgeted revenue, with ai minimum of  $50,000.  Rebekah highlighted that the state had noted the general fund's available fund balance is lower than desired and recommended building reserves for the future. She emphasized the current negative deficit for the year and the need to achieve a positive balance going forward. She was prepared to answer any questions regarding the audit findings, noting Commissioner Doris Howington asked ifs specific measures to increase revenue need to be detailed in their response. Barr indicated that while she wasn't certain of the required specificity, the state would demand a plan that would need tol be submitted to the local  the necessity to respond to the findings.  government commission for approval.    Commissioner Howington inquired about the deadline for submitting responses, to which Barri replied that the town typically has 60 days from the report's presentation to respond. Commissioner Nancy Taylor then asked ifthe 2023 audit had already begun. Barr confirmed that she cannot start on the 2023 audit until the invoice for the 2022 audit is paid and the contract is signed and approved by the state. She believes that most oft the necessary information for the next audit is already available, indicating that it should  progress smoothly.  Commissioner Howington expressed sincere gratitude to Ms. Barri for her assistance in completing the 2022 audits, acknowledging her collaboration with Commissioner Taylor and the valuable support ofl her organization. Ms. Barr appreciated the acknowledgment. and provided clarification on the expected timeline for the audit responses.  8. Decision on CPA Engagement  Commissioner Taylor added an item to the agenda for the consideration of replacing the town's current CPA, who assists with monthly compliance reports and audit preparation. The recommended candidate is Gray Johnson and McLean, a CPA firm that has connections with Rebekah Barr, the town's auditor. The firm's proposal is attached to the The firm's representative, Paige Sumner, has experience working closely with Natalie Roundtree from the Local Government Commission and has previously worked with towns in the upper eastern corner ofNorth Carolina, including Halifax, Richmond  agenda.  Square, and Murfreesboro.  Commissioner Taylor also mentioned another candidate, Darlana Moore, whose resume was previously submitted for the town administrator position. While Moore has experience with the audit process, she does not have direct experience with compliance reporting and training for town clerks. However, Commissioner Howington pointed out that Moore has worked with several towns, including the city of Rocky Mount, and therefore has familiarity with the Local Government Commission.  The board discussed the fee: structure for both candidates, with Johnson and McLean's proposed fee being $115 per hour and Moore's being $65 per hour. Commissioner Howington questioned why the town would consider al higher fee when they had previously struggled with paying the lower rate. The board ultimately decided to set up interviews for both candidates and then make a decision on which CPA to. hire. 9. Approval oft the historic district consultant (action required): Commissioner Nancy  Taylor    Commissioner Howington inquired about what would be considered the designated historical district, referring to the area that everyone is familiar with, which stretches from one end to the other ofQuick Street, encompassing contributing properties along all the side roads. This includes the mule stable behind the property owned by Mr. Debrew. Establishing al historic district could provide a significant economic boost to the town. However, ifthe property owners in that district lack the resources to renovate or improve their properties, one has to question the benefits of designating the area as a historic  district.  Ani investor might be incentivized to purchase properties within a historic district, thanks tot the potential for tax credits-up to 25% from the federal government and 15% from the state, which totals a substantial 40% discount. This could encourage investment in downtown properties. For instance, Dr. Cutchin's house on 301, which is in disrepair, could be transformed into al bed and breakfast, appealing tol buyers who could take advantage oft those tax credits, thereby making the property more attractive. Commissioner Howington emphasized that it would still be beneficial to hear from anotherindividual who has expressed a desire to assist with revitalization efforts in the downtown area. Ifs she can help secure grants for property owners, it could significantly enhance the value ofthe properties in the area, even before establishing the historic It's crucial to note that these efforts are: interconnected; both the establishment ofa historic district and the assistance with grants are necessary. To achieve this, an application must be made to the Department oft the Interior for the historic district  district.  designation.  Commissioner Howington asked the board to approve the application from Heather Slane to initiate the process of establishing the historic district, proposing an expenditure of $2,500 during this fiscal year for this purpose. She also suggested that the board hear from Tameka Bryant from the city ofl Rocky Mount to explore further options for moving Commissioner Howington made ai motion to approve the $2500: for the field survey. Commissioner Bellamy seconded the motion. The motion passed unanimously 5 to 0. 10. Grant and Land Use Plan Updates - Mr. Dennis Patton, Grant Administrator a. Monthly COG. Activity Report Mr. Patton referred the Board to the. July activity report in the Agenda Notebook and reported the highlights on the month to be: (1) Requisition #16 for $103,012.10 was prepared, submitted and received; (2) participated in the ceremony oft the Daniels receiving the keys to their new home at  forward with both initiatives.  1). Neighborhood Revitalization ($799,325)  305 Knight St.    b. Status Report - Mr. Patton reported that the construction continues towards the final items on the 205 S. Porter St. When construction is complete then the final flood elevation certificate will be completed. Then, the insurance and the final modification ofthe deed oftrust. The 203 Spring St. homeowners have signed the lease and will c. Board of Commissioners Poll Vote on Change Order #1 for ADA Ramp at 205 S. Porter St. - Ms. Gray announced that a poll vote was taken on. July 29, 2024, the board voted toi ratify the poll vote of7/29/24 the motion was passed unanimously. 2).I DWSRF/VUR-D-ARP-0050 - Galvanized/Cast Iron Waterlines ($2,839,000) Mr. Patton provided a brief update on the project. The project is about 30% complete. A third Reimbursement request will be submitted this week. Construction progress  move into the rental unit later this week.  conference is scheduled for August 19th.  3)Lead Service Line Assessment Grant Application ($60,150)  a. Status - Mr. Patton reported that the grant was awarded for $60,150. The Division of Water Infrastructure grants require the recipient of these grants to seek Request for Qualifications to perform the work proposed ini the grant. Ms. Gray assisted mei in sending out requests by email and the due date for the RFQs is close oft the day on b.) Board of Commissioners Poll Vote to. Approve McDavid Associates, Inc. as the Consulting Firm to Perform the Inventory Work Described in the Grant - Ms. Gray announced that a poll vote was taken on August 21, 2024, and the vote was unanimous  August 13th.  5to0.  4).. AIA-Sewer VUR & SRF funded at $565,125  a. Status - Mr. Patton reported that the cleaning and videoing oft the sewer mains is about 90% complete. Mr. Moore reported that, in viewing the videos, most of the issues center around the sewer services, which will likely mean more spot repairs and less b. Change Order #1 - Mr. Patton also reported that Mr. Moore has recommended further testing for points of weakness and infiltration using smoke testing. The change order in your notebook shows a request for up to $59,317.50 to be used for this purpose. This will be funded with the savings ofapproximately $140,000 from the original pricing the cleaning and videoing. Mr. Patton requested the Boards Mayor Hopkins asked what the wishes oft the Board were. Commissioner Howington made a motion to approve the Change Order #1 to complete further testing on1 the sewer collection system. Commissioner Tillery seconded the motion. The motion was  replacement ofe entire sections in mains.  consideration and action.  unanimously approved. 5). Land Use Plan    a. Status Report = Mr. Patton stated that the Advisory Committee held a recent work session last week to wrap up on the Town History and more details on the Future Land Use Strategies. The Committee will meet again this month on August 22 at 6 pm. to  begin putting final touches on the various chapters of the plan.  5)Zoning Administration Item =  a. Status Report Mr. Patton reported that there have been two developers who have expressed an interest in developing, in one case, multiple sites. One potential development will involve a retail store on White St. near the cotton gin. The other developer is looking at multiple sites with multi-family units and an assisted living facility in ai residential area, and separately a mixed use multi-stored unit with off-street b. Forms and fees - Mr. Patton stated that both developers, as one would expect, have asked for application forms and what fess are associated with certain activities as well as atimeline for approval. Mr. Patton reported that he has begun to develop new updated C. Development Fees Schedule - Mr. Patton reported that the last time the Board has likely visited the fee schedule for development activities was during the 2021 budget review session. There were only a couple of fees listed at the time. Hei referred the Board to the proposed Fees Schedule in their agenda notebook. He stated that some are based on an accounting of the Town's steps to review and approve certain proposals and others are based on his experience of what is fair and reasonable. Hei requested their consideration Mayor Hopkins asked what the wishes ofthe Board was. Commissioner Howington made a motion to approve the revised Development Fees Scheduled as presented. Commissioner Taylor seconded the motion. The motion was unanimously approved.  parking in the downtown area.  application forms.  and action.  7.I Department Reports  A. Water/Sewer Veolia Report- Mr. Tony Gorham  Commissioner Bellamy made ai motion to approve the Veolia report. Commissioner Pro Tem Lindsey seconded the motion. The motion passed B. Maintenance Department - Mr. Brian Brown, Maintenance Department Mr. Brown provided the Board ofCommissioners with an update on various town projects, including the number of work orders completed for the month, yard debris removal, bulk, trash, etc. Commissioner Tillery asked about increase inj yard debris pickup due to back to back storms and advised BOC that all equipment was broken down. BOC stated they would find money needed to  unanimously 51 to 0.  accommodate the town workers. Financial Reports: Ms. Gray, Town Clerk a. Approval ofBills for July 2024  Ms. Gray, the Town Clerk, presented the bills for the period ofJuly 1, 2024, to July 31, 2024, which added up to forty-one checks amounting to    $546241.32. Commissioner Taylor made ai motion to approve the bills for July 2024, with Commissioner Tillery seconding the motion. The motion  was unanimously approved by a 5to 0 vote.  8. Citizens Comments and or Concerns  John Ford, a resident of 402 W. Pippen St, addressed the BOC, John Ford expresses frustration regarding ongoing issues related to his property and a neighboring business. He has been trying to address problems caused by a fence and dogs that block access to his building, which hampers his ability toj perform necessary plumbing work. Despite giving advance notice to the other party, he feels threatened and is considering involving officers to resolve the situation. He discusses the challenges of navigating property ownership and easement rights while expressing his love for dogs, seeking advice but feeling overwhelmed by the circumstances. Overall, it's a situation where property disputes and animal control intersect, resulting in tension and frustration for him. Multiple recommendations were offered to help Mr. Ford regarding the easement issue. Mr. Dennis Patton, our zoning officer who attended the meeting, stated he would investigate and provide the necessary information. Additionally, Commissioner Nancy Taylor suggested that Mr. Ford contact the building owner, Donald Armstrong. The board also agreed to issue a nuisance letter concerning the tires on the property, as numerous complaints have already been received  and the building is condemned.  Kristie Hilliard, a resident of Whitakers, Kristie Hilliard, spoke on behalf of herself and her partners, shared plans to organize a community festival. The event is scheduled for November 2nd, from 2:00 to 6:00 PM, and will feature music, games, food trucks, a craft station for kids, face painting, and a bookmobile that distributes free books to children. Additionally, they plan to provide food boxes for less fortunate families in the lead-up to Thanksgiving. Kristie emphasized the need for community support, including donations and sponsorships, to make the event successful, expressing that her organization aims to foster more activities in the town. She also mentioned a recent successful school supply giveaway event and offered to assist with  advertising for the upcoming festival.  9. Commissioners Reports, Comments and or Concerns  Commissioner Bellamy  Commissioner Bellamy discussed the board's support for the Christmas parade and mentioned that a band was needed and there was a fee required to obtain a band. She requested the board to contribute $200 for two bands to participate in the event. Commissioner Howington stated that she would cover the cost if the bands are found. The event will feature various activities, including Santa Claus picture taking, and it aims to be different this year. Bellamy also mentioned planning for the Christmas parade and expressed concerns received from citizens about police visibility in the area, noting issues with calls and law enforcement presence. He    encouraged understanding and patience regarding police coverage, as they are currently relying  on the Highway Patrol and other agencies. Commissioner Howington: No Comment Commissioner Pro Tem Lindsey:  Commissioner Pro Tem Lindsey expressed frustration about the ongoing issue of tires being left on a property and suggested that something more should be done to enforce their removal. Lindsey emphasized the need for action, not just discussion, and proposed putting measures in place to address the problem. They mentioned having an ordinance but noted that the issue has been repeatedly discussed without resolution, leading to delays in taking action.  Mayor Hopkins: No Comment Commissioner Taylor:  Commissioner Taylor announced that on Saturday, August 17th, from 9:00 AM to 12:00 PM, there will be a Saturday Market Day at the Southern Bank parking lot (Pippin and Main or Pippin and 301). The event, organized by Revitalize and Preserve, will feature vendors and a book bag giveaway on a first-come, first-served basis. Taylor encouraged the community to  attend and support the event, which aims to give back to the community.  Commissioner Tillery: No Comment  10. Adjournment  Commissioner Taylor moved to adjourn the meeting. Commissioner Tillery seconded the  motion. The motion passed unanimously 51 to0.  Meeting adjourned at 8:57j pm  Recorded and submitted' by 4amica Gray, Town Clerk  E