MINUTES TOWN OF STOKESDALE TOWN COUNCIL SPECIAL CALLED MEETING 3 8325 ANGEL-PARDUE ROAD STOKESDALE, NC 27357 OCTOBER 02, 2024 AT 7:00 PM K This special-called meeting of the Stokesdale Town Council was scheduled at the request of Mayor Pro Tem Derek Foy. Public notice of this meeting was published on Monday, September 30, 2024, by Town Administrator / Town Clerk Robbie Lee Wagoner II. Stokesdale Town Council: Stokesdale Town Staff: Mike Crawford, Mayor Robbie Lee Wagoner II, Derek Foy, Mayor Pro Tem Town Administrator / Town Clerk Jimmy Landreth, Councilman Jim Rigsbee, Councilman 01. Call to Order, Pledge of Allegiance, and Invocation. Mayor Crawford called the meeting to order at 7:00 PM. Mayor Crawford led the Pledge of Allegiance. Councilman Rigsbee delivered the opening invocation. 02. Review and Adopt the Agenda: October 02, 2024. Mayor Pro Tem Foy made a motion to adopt the agenda as written. Councilman Landreth seconded the motion. Mayor Mike Crawford YES Mayor Pro Tem Derek Foy YES Councilman Jimmy Landreth YES Councilman Jim Rigsbee YES Councilman Tim Jones ABSENT Motion carried (4-0). 03. Public Comments from the Floor (3-Minute Limit per Speaker). No public comments from the floor were presented. 300 04. Discussion of Athletic Field Lighting Project at Stokesdale Town Park. (Mayor Pro Tem Derek Foy) Mayor Pro Tem Foy provided information on the need for athletic field lighting at the Stokesdale Town Park. Mayor Pro Tem Foy introduced Mr. Ron Overby, President of Reynolda Electric Company, Inc. from Rural Hall, North Carolina. Mr. Ron Overby introduced himself as the President and Owner of Reynolda Electric with over thirty years of experience with many sport lighting projects under his belt. Mr. Overby said that he currently has about 20 employees and he has all the equipment needed to set poles, install lights and electricity. Mayor Pro Tem Foy said that he wanted to have a follow-up conversation with Mr. Overby because his bid was the most economical. Mayor Pro Tem Foy asked Mr. Overby why he mentioned in his cost proposal that he did not recommend wooden poles. Mr. Overby explained that wooden poles are not ideal because environmental factors cause them to fail over time. He also mentioned that 1,000 pounds of lights and crossarms would be attached atop the wooden poles. Based on his experience with field lighting, Mr. Overby included re-aiming of lights atop wooden poles as a cost in his proposal because he knows that the Town will need those lights re-aimed as wooden poles alter due to environmental factors. Wooden poles are not engineered for storm-related winds, but steel poles are. Mr. Overby mentioned that Little League Baseball and American National Baseball League will not allow wooden poles to be installed in their sanctioned fields. Mayor Pro Tem Foy asked Mr. Overby to explain the difference between Epoweron, GeoSports, and Musco lighting systems. Mr. Overby said that Epoweron has a 5-year warranty; GeoSports has a 10-year warranty; and Musco has a 25-year warranty. Musco lights are top-notch. Mayor Pro Tem Foy inquired about a very general cost estimate to replace lights. Mr. Overby said it would cost approximately $1,200 per light to be replaced. Councilman Rigsbee asked Mr. Overby if the Musco lights will have the ability to change colors and patterns. Mr. Overby confirmed that the lights are just white lights and that they will not be able to change color. Councilman Rigsbee then asked if the Musco lights and GeoSports lights could be controlled electronically. Mr. Overby said that both Musco and GeoSports can be controlled remotely via computer and/ or mobile phone. 301 Mayor Pro Tem Foy asked Mr. Overby to explain the process. Mr. Overby said that he would get permits first and then he would install the poles. He further explained that Musco poles come pre-build and require concrete bases. He said that he would plug them into electricity. Mr. Overby then explained that GeoSport does not have a concrete base. Instead, they have a black plastic material at the bottom to keep the poles from rusting. Mr. Overby explained that poles would be set in the air with the lights already attached. Poles will be installed in the ground 15-17 feet. Councilman Landreth asked Mr. Overby's opinion on Epoweron lighting. Mr. Overby said that he has a distributor that he works closely with in Winston-Salem, and they no longer sell Epoweron products due to past issues with products and warranties. Mayor Crawford asked if Mr. Overby would use any sub-contractors for this project. Mr. Overby said that he would not; that he would only use someone to pour the concrete. He said that he and his company would do the entire installation themselves. Mayor Pro Tem Foy asked Mr. Overby if he could explain the need to upgrade to a 480 volt versus the 240 volt that is currently at the Town Park. Mr. Overby mentioned that Mr. Chad Lackey had the notion of running the lights with a 12240-volt service. Mr. Overby said that under Mr. Lackey's calculations, the wire size kept increasing, which adds cost to a single-phase system, labor, and product. Mr. Overby requested that Town Administrator / Town Clerk Wagoner look into getting three-phase service. Mayor Crawford inquired how much it would cost to get three-phase service. Town Administrator / Town Clerk Wagoner explained that after he spoke with Mr. Overby, he reached out to Duke Energy and spoke with Engineer Mike Eanes. Mr. Eanes did not give any concrete figures, but did say that it would not be a problem getting the additional service - upgrading from 240 single-phase to 480 three-phase. The cost would depend on what the Town would like to do. If the l'own would like to have the power lines buried underground, the cost would be $10,000 or more for the installation. If the Town chooses underground lines, then they would have to supply a concrete pad for Duke to install the pad-mounted transformer with an attached power meter. If the Town went with the above ground overhead lines, then a CT Cabinet would have to be installed. If the Town went with the underground option, there would be no need for a CT Cabinet to be installed. Councilman Rigsbee asked how long it will take to complete the project. Mr. Overby said that once the project has been awarded and the contracts have been signed, an order will be placed for the project. Depending on where the manufacturer stands as far as parts and materials, it typically does not exceed 8 weeks to arrive. Mr. Overby said that he could have the poles in the air within a week of the work commencing. 302 Councilman Rigsbee said that the Council should think about closing the park off during construction. Mr. Overby said that he could put an orange construction barrier around the field. He said that there would be no need to close the entire park. Wet concrete will be covered with plywood until it dries. Mayor Pro Tem Foy asked for a rough estimate of the finished product and inquired if it would be done by the 2025 soccer season. Mr. Overby said there are a lot of factors to consider such as manufacturing delays, weather delays, etc. But he said that he is hopeful that it could be completed by that time. Town Administrator / Town Clerk Wagoner reminded the Town Council that the Town will need to provide plans for drainage and irrigation on soccer fields. He also provided an update from Justin Snyder regarding Stokesdale's Development Ordinance stating that outdoor lighting shall be located angled, shielded, or limited in intensity to cast no direct light upon adjacent property and to avoid creation of a visual safety hazard to a passing motorist. Mayor Pro Tem Foy asked Mr. Overby to clarify the GeoSport warranty. Mr. Overby said that the 25-year warranty includes everything - poles, wires, lights, lenses, and labor. Mayor Pro Tem Foy thanked Mr. Overby for coming to the meeting. Councilman Rigsbee asked about capability to control electronically, and Mr. Overby clarified that the lights can be controlled via computer or mobile phone. 05. Public Comments from the Floor (3-Minute Limit per Speaker). No public comments from the floor were presented. 06. Council Comments. Mayor Crawford: Thanked Town Administrator / Town Clerk Wagoner for volunteering to cut and remove shrubbery at the Stokesdale Town Hall entrance on the Saturday before the meeting. Mayor Pro Tem Foy: None. Councilman Landreth: None. Councilman Rigsbee: None. 303 ANNOUNCEMENTS: 07. Council Announcements: a) The next regular Stokesdale Town Council meeting is scheduled for Thursday, October 10, 2024, at 7:00 PM inside the Stokesdale Town Hall Council Chambers. ADIOURNMENT: 08. Adjournment of Meeting. Mayor Pro Tem Foy made a motion to adjourn the meeting at 8:17 PM. Councilman Landreth seconded the motion. Mayor Mike Crawford YES Mayor Pro Tem Derek Foy YES Councilman Jimmy Landreth YES Councilman Jim Rigsbee YES Councilman Tim Jones ABSENT Motion carried (4-0). Being no further business to come before the Stokesdale Town Council, the meeting was adjourned at 8:17 PM. Approved: October 10, 2024. Mike Crawford Mayor Town of Stokesdale ATTEST: a CK Robbie Lee Wagoner II, Town Administrator / Town Clerk Town of Stokesdale 304