MINUTES OF THE MEETING OF Page 1 THE TOWN BOARD OF COMMISSIONERS TOWN OF WILLIAMSTON, NC April 7, 2025 The Board ofCommissioners ofthe Town of Williamston met in a regular called meeting on Monday, April 7, 2025, at 5:30 p.m. at the Town Hall Assembly Room at 102 East Main Street, Williamston, NC. PRESENT Mayor: Dean McCall Commissioners: Alton Moore, Ruth Coffield, David Richmond, Anthony Gianpoalo, and Glinda Fox Town Administrator: Travis Cowan Town Clerk: Jackie Escobar Finance Officer: Mandy Bullock Police Chief: Beth Coltrain Public Works Director: Stacy Stalls Planning and Zoning Administrator Andrew Brownfield Planning and Downtown Marketing Coordinator: LaShonda Cartwright Fire Chief: Michael Peaks Parks and Recreation Director: Allen Overby Town Attorney: Watsi Sutton ABSENT CALL TO ORDER AND INVOCATION Mayor Dean McCall called the meeting to order. First, Commissioner Coffield led the Pledge of Allegiance, and then Fire ChiefPeaks offered the invocation. The Mayor extended a special welcome to Martin County Commissioner Dempsey Bond and' Town of Williamston Planning Board Member Robin Manning-Brown. AGENDA APPROVED The Town Administrator requested the addition ofItem 2, Non-Profit Funding Application Revision, under Old Business and Item 9, Audit Response, under New Business. He also requested the correction of Item #6 from Lifelock to Lenslock. Commissioner. Fox moved, Commissioner Coffeldseconded, and the regular agenda was unanimously amended. CONSENT AGENDA Commissioner Moore moved it, seconded it by Commissioner Gianpoalo, and unanimously approved the consent agenda. Items approved in the Consent Agenda are as follows: 1) Regular Board Meeting Minutes of March 3, 2025 AUDIT PRESENTATION Michael Jordan, of Carr Riggs and Ingram, presented the audit findings for the Town of Williamston for the fiscal year ending June 30, 2024. Mr. Jordan reported that the Town demonstrated positive financial results compared to the prior year. Selected financial data indicated increases in revenues and strong fund balance levels. He further noted that the Town maintained stable tax collection rates, contributing to sound financial management practices. Commissioner Richmond arrived at 5:42 pm. PUBLIC COMMENT None Commissioner Richmond moved, Commissioner Moore seconded, and the public comment period was unanimously opened at 5:55 pm. With no comments, Commissioner Moore moved, Commissioner Fox seconded, and the public comment period was unanimously closed at 5:561 pm. Page 2 OLD BUSINESS Revision of Audit Contract The Finance Officer presented a revised audit contract for the fiscal year 2023-2024. The revision was required due to delays caused by staff turnover and a software change during the audit period. An additional fee of $5,000 brings the new total to $64,200. Town staff and the auditing firm are establishing a schedule to prevent future delays. Commissioner Gianpoalo moved, seconded by Commissioner Moore, to approve the amended audit contract and authorize the Mayor and Finance Officer to sign. The motion passed unanimously. Non-Profit Funding Application Revision The Town Administrator reported that staff have revised the Nonprofit Funding Application to streamline the process. The submitted applications were missing documents due to the convoluted application, but the redesigned application should simplify the process. The Board has previously approved the substance of the application. Staff will contact all applicants who have applied and reopen the process to all interested parties. The deadline will require applications to be submitted by April 15th, giving staff enough time to prepare for the. April 17th Budget Workshop. The Town Administrator stated that the new: forms provide clarity that funds need to be allocated to a specific project that meets the town's needs. The Town Attorney added that it was a constitutional requirement that money be used for public purposes. The board reached a consensus to approve the Non-Profit Funding Application Revision. NEW BUSINESS Adoption of Ordinance 2025-2: Annexation of Smiling Faces The Town Administrator presented the proposed ordinance for voluntary satellite annexation. The Board made the following findings by individual motion, each passing unanimously: 1. Commissioner Fox moved, seconded by Commissioner Gianpoalo, that based on the evidence presented, the Boardfinds that the nearest point on the proposed satellite corporate limits for Smiling Faces Daycare is not more than three (3) miles from the corporate limits ofthe Town of Williamston, satisfying the requirements of N.C.G.S. 160A-58.1 Statutory Requirement 1. The motion passed unanimously. 2. Commissioner Moore moved, seconded by Commissioner Richmond, that based on the evidence presented, the Boardfinds that no point on the proposed satellite corporate limitsfor Smiling Faces Daycare is closer to another municipality than to the Town of Williamston, satisfying the requirements ofN.C.G.S. 160A-58. 1. Statutory Requirement 2. The motion passed unanimously. 3. Commissioner Richmond moved, seconded by Commissioner Moore, that based on the evidence presented, the Boardj finds that the Town of Williamston will be able to provide the same services within the proposed. satellite corporate limits as are provided within the primary corporate limits, satisfying the requirements ofN.C.G.S. 160A-58.1 Statutory Requirement 3. The motion passed unanimously. Page 3 4. Commissioner Fox moved, seconded by Commissioner Coffield, that based on the evidence presented, the Boardfinds that no. subdivision, as defined in G.S. 160A-376, will bef fragmented by the proposed annexation ofSmiling Faces Daycare, satisfying the requirements ofN.C.G.S. 160A-58.. 1 Statutory Requirement 4. The motion passed unanimously. 5. Commissioner Moore moved, seconded by Commissioner Fox, that based on the evidence presented, the Board finds that the total area within the proposed satellite corporate limits, when added to the total area within all other satellite corporate limits, does not exceed ten percent (10%) ofthe area within the primary corporate limits ofthe Town of Williamston, satisfying the requirements ofN.C.G.S. 160A-58.1 1 Statutory. Requirement 5. The motion passed unanimously. Commissioner Fox moved, seconded by Commissioner Moore, to approve Ordinance 2025-2: Annexation of Smiling Faces. The motion passed unanimously. Award Bid and Approve Contract for CDBG Environmental Review - Smiling Faces The Town Administrator presented the contract with Green Engineering to complete the required Environmental Review for the CDBG Smiling Faces project. The contract was procured per federal policy and approved by the Town Attorney. Commissioner Richmond moved, seconded by Commissioner Coffield, to approve the CDBG Environmental Review contract with Green Engineering. The motion passed unanimously. Award Bid and Approve Contract for CDBG Engineering Design Smiling Faces The Town Administrator presented the contract with Rivers & Associates for engineering design services for the CDBG Smiling Faces project. The contract was procured per federal policy and reviewed by the Town Attorney. Commissioner Moore moved, seconded by Commissioner Coffield, to approve the CDBG Engineering Design contract with. Rivers & Associates. The motion passed unanimously. Adoption of Ordinance 2025-3 - Demolition of219 N. MLK Jr. Drive The Planning and Zoning Administrator reported that the dwelling at 219 N. MLK Jr. Drive remains in violation oflocal housing codes and is considered dilapidated. A hearing was held, and the order to abate was issued but not followed. The Board adopted Ordinance 2025-3, authorizing the demolition and removal of the structure, with costs to be placed as a lien on the property. Commissioner Coffield moved, seconded by Commissioner Moore, to adopt Ordinance 2025-3 - Demolition of 219 N. MLK. Jr. Drive. The motion passed unanimously. Adoption of Resolution 2025-3 = Accepting NC DEQ Loan for Skewarkee Sewer Rehab UNC Lead Fellow, Shay Bagget, presented Resolution 2025-3 to accept a $2.5 million loan from NCI DEQ for the Skewarkee Outfall Sewer Rehabilitation Project. The funds will be used to repair and upgrade critical sewer infrastructure. Commissioner Richmond moved, seconded by Commissioner Fox, to adopt Resolution 2025-3 - Accepting NC DEQ Loanfor Skewarkee Sewer Rehab. The motion passed unanimously. Page 4 Addendum to LensLock Contract Police Chief Coltrain presented an addendum to the Town's LensLock contract for expanded employee coverage. Commissioner Moore moved, seconded. by Commissioner Coffield, to approve the. Addendum to LensLock Contract. The motion passed unanimously. NC Department of Agriculture StRAP Grant Amendment The Town Administrator presented an amendment to the StRAP grant agreement to account for revised project scope and funding needs. Commissioner Fox moved, seconded by Commissioner Moore, to approve the NC Department of Agriculture SIRAP Grant Amendment. The motion passed unanimously. Set Time for April 17 Budget Workshop The Board reached a consensus on setting the FY 2025-2026 Budget Workshop. for 2:00 p.m. on April 17, 2025. Audit Response The Finance Officer indicated that the Town had a 60-day window to address deticiencies. The sole deficiency noted was the late submission, attributed to software upgrades, staff changes, and thei introduction of a new auditor. Commissioner Moore, seconded. by Commissioner Richmond, to authorize the proposed audit response. The motion passed unanimously. Page 5 DEPARTMENTAL REPORTS Finance The Finance Officer reported: Audit preparation is underway. The general fund has significantly grown. The meter project impacted water and sewer funds. The tax rate collection was impacted by the hospital closing and multiple lot cleanings. Staffi is preparing for budget season. Staff will meet with NCLM regarding property and liability insurançe. The Electric Vehicle Charger project is almost complete, and the board will have to assign rates soon. Other projects close to completion include the AIA Sewer CCTV project and the Lead Line Replacement project. Police The Police Chief provided the following report: Officers attended Career Days at Martin Community College and KidsFest with the Martin-Pitt Partnership for Children. The department responded to 809 calls. 243 calls involved traffic stops, as officers participated in the Governor's Highway Safety Program. The calls included 129 incidents and 64 arrests. Two officers attended Basic Crime Scene training. The Police Chief presented Kelvin Page, an auxiliary officer, who has stepped up to work full time. The department implemented quarterly firearm training. Two officers resigned. Parks and Recreation The Parks and Recreation Director reported: Softball registration has closed with three 8-and-under teams and three teenage teams. Planning for summer programs was underway. The department will complete the Comprehensive Plan draft by the June meeting. Staff applied for an NCAS grant totaling $5,000. Sidewalk was repaired at Godwin Coppage Park, and mulch was added to both playgrounds. Fire/Rescue The Fire Chief provided the following report: The department responded to 233 calls for service. The Hazmat team celebrated 30 years of existençe. The Fire Prevention Office was busy with fire inspections and hydrant inspections. The department held its quarterly meeting with 25 staff members and 24 volunteers. Page 6 Public Works The Public Works Director reported the following: The department cleaned up 60 tons of leaves and 15 tons of furniture during the winter months. The street sweeper was down most of March. The colamburium has arrived and will be installed soon. The department expanded mowing in Town entryways, such as near the bowling alley and Wildcat Road. Planning The Planning and Zoning Administrator reported: Staff attended the Mid-East Rural Planning Organization meeting on March 13, 2025; next meeting scheduled for May (date pending). The Planning and Zoning Administrator completed UNC School of Government trainings on March 4-5, gaining insights into zoning, code enforcement, property maintenance, and city growth. Staffi began preparations for the Downtown Concert Series by identifying funding sources and booking bands, with Legacy Motown Review scheduled for May 24. The Stampede committee members are working to develop new exhibits and games to attract more families. Staff processed six permits this month, with most growth in the downtown districts (CBD and CD) and along Highway 17. The River Boardwalk Project has advanced with pilings completed and walkway construction underway; monitoring water levels and planning next steps for the Waterfront Development District. The Town has advertised to fill the vacant Code Enforcement position while the Zoning Administrator temporarily handles enforcement duties. There being no further business, it was moved by Commissioner Richmond, seconded by Commissioner Moore, and unanimously declared. the meeting adjourned at 7:34 pm. Submitted By: Approved By: tkal / Gngudugrut Town Clerk Mayor