MINUTES OF THE MEETING OF Page 1 THE TOWN BOARD OF COMMISSIONERS TOWN OF WILLIAMSTON, NC March 3, 2025 The Board of Commissioners of the Town of Williamston met in a regular called meeting on Monday, March 3, 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 Fox led the pledge of allegiance, and then Commissioner. Moore offered thei 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 removal of Item 5, Adoption of Ordinance 2025-2: Annexation of Smiling Faces, under New Business, and the addition of Item 8, Christmas Parade Date Discussion, under New Business. Commissioner Richmond moved, Commissioner Moore seconded, and the regular agenda was unanimously amended. CONSENT AGENDA Commissioner Moore moved it, seconded it by Commissioner Gianpoalo, and nanimously approved the consent agenda. Items approved in the Consent Agenda are as follows: 1) Regular Board Meeting Minutes of January 6, 2025 2) Regular Board Meeting Minutes of February 3, 2025 3) Retreat Minutes from January 24th & 25th, 2025 4) Budget Amendment for Repair Building & Grounds Small Equipment ($5,000) Repair Buildings and Ground $5.000 $5,000 5) Confirm Approval of CDBG Smiling Faces Compliance Plans PUBLIC COMMENT - None Commissioner Fox moved, Commissioner Moore seconded, and the public comment period was unanimously opened. Withi no comments, Commissioner Richmond. moved, Commissioner Coffield seconded, and the public comment period was unanimously closed. Page 2 Board of Commissioner' S Meeting March 3, 2025 Page 2 NEW BUSINESS Reclassification of Police Records Clerk to Administrative Assistant The Police Chief reported that reclassifying the Police Records Clerk position to Administrative Assistant was necessary due to increased responsibilities. The role is classified as Grade 15 and includes various office tasks, acting as the department's initial contact, managing reports, scheduling, and assisting with administrative functions. Responsibilities also encompass overseeing personnel files, processing payroll, liaising with agencies, and guiding interns and non- sworn personnel. The Chief recommended approval of this reclassification to meet operational needs. Commissioner Moore moved, seconded by Commissioner Gianpoalo, to approve the Reclassification of Police Records Clerk to Administrative Assistant. The motion passed unanimously. Reclassification of Firefighter to Master Firefighter The Fire Chief reported reclassifying three firefighters to "Master Firefighter/Advanced Medical Technician" positions to enhance the department's incident command. These roles, filled by current staff under the existing 2024/2025 budget, are Grade 17 first-line supervisors assisting Captains and Lieutenants with command decisions. The Chief emphasized the need for these changes to address upcoming retirements and foster leadership. The positions involve supervising responses, training, maintaining equipment, and coordinating with outside agencies. The Chief recommended approval since no extra costs or new hires are needed. Commissioner Gianpoalo moved, seconded by Commissioner Fox, to approve the Reclassification of Firefighter to Master Firefighter. The motion passed unanimously. Reclassification of Recreation Specialist to Recreation Coordinator The Parks and Recreation Director reported that the title of the Recreation Specialist position needed to be reclassified to Recreation Coordinator, with an adjustment in pay scale from grade 12 to grade 14. This change reflected the increased responsibilities of leading athletics and programs at Gaylord Perry. The Recreation Coordinator planned and oversaw youth sports programs, travel tournaments, and special events, managing coaches, officials, scheduling, and equipment. The Director recommended approval oft the title and grade change to reflect the role's duties better. Commissioner Gianpoalo moved, seconded by Commissioner Moore, to approve the Reclassification of Recreation Specialist to Recreation Coordinator. The motion passed unanimously. Recognition of Finance Director Mandy Bullock, Completion of Master of Business Administration, and completion of North Carolina Finance Officer Certification The Town Administrator recognized the Town of Williamston Finance Director Mandy Bullock for completing her Master of Business Administration and North Carolina Finance Officer Certification. A--oai-masmaawwhwe Page 3 Board of Commissioner's Meeting March 3, 2025 Page 3 NC Hazmat RRT Contract The Fire Chief reported that the NC Hazmat RRT Contract ensured continued funding and operational support for the Hazardous Materials Regional Response Team in Williamston. The agreement between the Town of Williamston and the North Carolina Division of Emergency Management allowed for reimbursement of costs associated with maintaining a FEMA Type II Hazardous Materials Team. Commissioner Moore questioned how much funding was available. The contract, spanning from fiscal years 2025 to 2029, provided up to $69,000 annually, with a total funding cap of $276,000. The Fire Chief stated that Williamston Fire had housed this state asset since 1995, and the funding helped sustain necessary training, equipment, and personnel. The agreement required compliance with state and federal laws, quarterly progress reporting, and strict financial oversight. The Chief recommended approval, as the contract had been reviewed by the town attorney and ensured continued support for emergency hazardous materials response in the region. Commissioner Richmond moved, seconded by Commissioner Moore, to approve the NC Hazmat RRT Contract. The motion passed unanimously. Commissioner Moore moved, seconded by Commissioner Fox, to authorize the Mayor and Fire Chief to sign the NC Hazmat RRT Contract. The motion passed unanimously. Lamar Contract (Billboard) The Planning and Zoning Administrator reported that the Lamar contract renewal allowed the Town of Williamston to continue using a billboard on US Highway 17 in Beaufort County for marketing purposes. The Planning Department has utilized this advertising space for several years to promote opportunities for potential visitors. The contract renewal covers the period from April 7, 2025, to April 5, 2026, with a total cost of $4,095, billed in 13 installments of $315 each. The funding for this advertisement has already been accounted for in the town's annual marketing budget. Commissioner Moore questioned how much the Town has benefited from the billboard advertisement. The Planning and Zoning Administrator noted that traveler data could be tracked regarding the number of people who pass the billboard, but that would not accurately measure its effectiveness. The Mayor and Commissioner Moore inquired about updating the billboard as it has faded. The Town Administrator suggested revisiting the topic in the new budget year. Commissioner Richmond moved, seconded by Commissioner Moore, to approve the Lamar Contract. The motion passed unanimously. Christmas Parade Date Discussion The Parks and Recreation Director reported that last year, the Christmas Parade was moved to the Saturday before Thanksgiving instead of the traditional first Thursday in December. The intent was to schedule it on a Saturday to ençourage greater participation. A local church has requested to shift the parade to the first Saturday in December to coincide with their Christmas tree lighting. However, the Town would not have access to professional floats on that day. Commissioner Fox questioned whether the first Saturday in December would conflict with another town's Christmas parade, particularly with Jamesville's Christmas Parade. Commissioner Richmond noted that it is challenging for the Martin County High School Band to participate in two parades in one day or choose between them. Commissioner Gianpoalo suggested rebranding the parade as a holiday parade to celebrate both Thanksgiving and Christmas ifit occurs before Thanksgiving. The Board reached a consensus to host the Christmas parade on the Saturday. before Thanksgiving eachyear, except in years when Thanksgiving. falls earlier in. November. Page 4 Board of Commissioner' S Meeting March 3, 2025 Page 4 DEPARTMENTAL REPORTS Planning The Planning and Zoning Administrator reported: Demolition proceedings progressed with a hearing on January 31, an Order to Abate sent on February 3, and legal notices posted, with an ordinance for demolition planned for April if no response was received. The Mid-East Rural Planning Organization meeting was scheduled for March 13. Planning and Zoning staff attended UNC School of Government training on March 4 and 5, focusing on zoning laws, enforcement, and legal limits. Preparations for the Downtown Concert Series continued, identifying funding sources and securing bands. Two new volunteer members joined the WDI Board. The River Boardwalk Project remained on schedule, although the February 20 meeting was canceled due to inclement weather, with a rescheduled meeting set for March 20. Students from the University of North Carolina at Chapel Hill visited the Planning Department on February 8 as part of the UNC Development Finance Initiative to develop plans for underutilized downtown buildings. Advertisements for a Code Enforcement position vacancy were posted, with the goal of filling the position before April. Finance The Town Administrator reported: The Finance Officer attended the annual Finance Conference, where finance officers engaged with the Local Government Commission and the North Carolina League of Municipalities. She also participated in classes on Utilities and AI in Finance. The finance staff completed the Town's portion of the annual audit conducted by Carr Riggs and Ingram. The Town's StRAP Project is now 50% complete. NCLM will no longer provide health insurance, impacting Town Staff and the budget. The Town Administrator emphasized the significance of this decision for the Town. Staff is already conducting research to address the issue and will report back to the Board. Installation of the Electric Vehicle Chargers has begun near Railroad Street. The Enterprise created a QR link fori the Town of Williamston that can be utilized for free. Police The Police Chief provided the following report: Department Sergeant Austin Spruill was sworn into the DEA Task Force. Officer Pope visited Riverside Middle School to discuss careers in law enforcement. The Police Chief attended a gala fundraiser hosted by the Recovery Court. Two officers participated in specialized firearm training. Officers responded to 601 calls, the top of which included traffic stops and unlocking vehicles. There were 79 incidents and 39 arrests. A homicide occurred on February 7th, leading to the arrest of Brian Smith for the murder of Cleveland Jones. Ms. Betsy Hardison, the Police Records Clerk, retired after 12 years of service with the Town. Page 5 Board ofCommissioner's Meeting March 3, 2025 Page 5 Parks and Recreation The Parks and Recreation Director reported: Softball registration is ongoing, with clinics set to begin in the second week ofMarch. The basketball season has ended, and the 10-year-old All-Star tournament is scheduled for March 8 at Riverside Middle School. The department hosted two public input meetings for the Parks Comprehensive Plan. The department is wrapping up its usual winter maintenance. Fire/Rescue The Fire Chief provided the following report: The department responded to 228 calls in February. Captain Rob Rogers retired, resulting in Lieutenant Michael Pierce being promoted to Captain and Jacob Dail being promoted to Lieutenant. Eddie Chesson, the fire prevention specialist, inspects hydrants biannually and took the initiative to list them in the Active911 system. A gas leak triggered a small explosion at a local nursing home. Fortunately, nobody was injured, and the facility's operations were not disrupted. The Fire Chief urged the public to install a carbon monoxide detector and to contact the Fire Department in the event of any gas leak. Public Works The Public Works Director reported the following: The staff were prepared to submit the. Annual Water Supply Plan as mandated by the state. The staff installed two 6-inch valve insertions. The Kehukee Park water tank will be down for routine maintenance painting. There being no further business, it was moved by Commissioner Richmond, seconded by Commissioner Coffield, and unanimously declared the meeting adjourned at 6:26 pm. Submitted By: Approved By: Can MQ Enbt Clerk Mayor gaulie