Town of Woodland Board Minutes
Date: June 4, 2020
7:00 PM

Board/Staff Present:

Randy Beale – Mayor
David Cooper – Commissioner
Barbara Outland – Commissioner
Brian Christison – Commissioner
Ricky Morris - Commissioner
Donielle McDermott – Town Clerk
Eddie Hoggard – Police Chief
Raymond Eaton - ORC

This meeting was closed to the public due to restrictions put in place due to COVID-19, but the meeting was aired FaceBook Live.

Call to Order: Mayor Beale called the meeting to order at 7pm. The Pledge of Allegiance was recited followed by a moment of silent reflection.

Approval of Agenda: The first item of business was the approval or amendment of the agenda. Commissioner Cooper made a motion to approve the agenda as is. Commissioner Christison seconded and the motion carried.

Approval of Minutes: The next item on the agenda was the approval or amendment of the minutes of the Regular Board Meeting dated May 7, 2020 and the Closed Session Meeting dated May 11, 2020. Commissioner Christison made a motion to approve the minutes as written. Commissioner Morris seconded and the motion carried.

Consideration of Bills: Commissioner Christison made a motion to pay all the current bills and to also pay all the regular bills that come in throughout the month. Commissioner Morris seconded and the motion carried.

Public Comments: Patty Deneen submitted information on blessing boxes. Mrs. Deneen had been in contact with Karen Brown, owner/operator of Purple Angel Foundation, Inc. They are asking the town to consider allowing this organization to put up a box next to Town Hall, near the free library. This box will be filled with items such as food and hygiene products. There will be a sticker on the box that reads “take what you need, leave what you can”. Purple Angel Foundation will install the box and maintain it. They will periodically check the boxes to make sure they are filled and throw away any expired goods. Mayor Beale stated he would like to have a form stating there is no liability to the town. Commissioner Cooper asked for more research to be done, such as who pays the initial cost of $50, will the box be cemented in the ground, and how is this done in other towns.

Fire Department: The current balance was $56,826.89. Commissioner Cooper stated how much he liked when the fire department would send in monthly fire reports including information about how many calls they went on each month. Raymond Eaton said he will get that report to us each month. Commissioner Cooper also stated he would like to see the fire department do a fundraiser to help with the expense of the new building.

Commissioner Christison told the board that the fire department has now decided to add on to the EMS building instead of building an entirely new building. They are looking at making it a 60’ X 60’ with three bays and redoing the outside of the old building. This option is very affordable and it will not have to involve architects and engineers. Commissioner Christison said the requested budget for fiscal year ’20-21 has an appropriation of $200,000 from fund balance for this project.

Police Report: Chief Hoggard told the board that Aulander has offered the town of Woodland their 2006 Explorer equipped with everything currently in the vehicle including a computer, printer, radio, lights, etc. for $6,000. Only thing the town would need to do is change the lettering on the side of the vehicle. Chief Hoggard said he would like to keep the Dodge Charger and sell the Crown Vic using sealed bids. Commissioner Christison made a motion to purchase the 2006 Explorer from the town of Aulander for $6,000 in this year’s budget. Commissioner Outland seconded and the motion carried.

Chief Hoggard said the new truck is in line getting things installed.

Clerk Report:
a. Commissioner Christison made a motion to approve the proposed 2020-2021 fiscal year budget. Commissioner Outland seconded and the motion carried.
b. Mrs. McDermott informed the board that Northampton County extended their State of Emergency. Commissioner Cooper made a motion to amend the town’s State of Emergency’s curfew for businesses from 9:00 p.m. to 10:00 p.m., but continue to follow the county’s 9:00 p.m. curfew for everyone else. Commissioner Christison seconded and the motion carried.
c. Governor Cooper’s Executive Order No. 142 has been extended until July 29, 2020. This order prohibits late fees on water bills and prohibits disconnections for non payment.
d. Northampton County Chamber of Commerce has cancelled the fireworks for this July. Mrs. McDermott requested that the chamber keep our donation of $400 for next July’s donation.
e. Page 14 of our town’s personnel policy states that a rehired employee may receive credit for time previously worked. A copy of this page will be in the Minute Book. Raymond Eaton is asking for credit for his time previously worked, which was 5 years and 9 months. The purpose of this is to allow him to receive vacation hours based on his years of service. Commissioner Christison made a motion to credit Mr. Eaton with his previous time served. Commissioner Morris seconded and the motion carried. While in discussion of personnel policy, Chief Hoggard brought up bereavement leave asking the town to consider giving the employees up to three days paid leave, not using their own vacation or sick time, in the event of a death of an immediate family member. Commissioner Cooper said the rewrite the policy and bring it back to the board for their review.
f. Mrs. McDermott said it is time to update our Powell Bill street listing and map and suggested we go with The Wooten Company since they are who we used last and there are no changes. The cost will be $300 which will come from the Powell Bill fund. Commissioner Christison made a motion to approve The Wooten Company updating our Powell Bill street listing and map at the cost of $300. Commissioner Outland seconded and the motion carried.
g. A resolution authorizing the advertisement for sealed bids of certain property had to be approved and signed for the clerk to list the surplus property in the paper. Commissioner Cooper made a motion to add the Case tractor to the list of surplus items. Commissioner Morris seconded and the motion carried. Commissioner Christison made a motion to adopt the resolution with the amendment to add the Case tractor. Commissioner Morris seconded and the motion carried. The ad for sealed bids will be placed in both the Roanoke Chowan News Herald at a cost of $112.40 and the Daily Herald at a cost of $49.18.

Mrs. McDermott reminded Mayor Beale and Commissioner Cooper of the start up meeting for the CDBG on Wednesday, June 10, 2020 at 10:00 a.m.

Maintenance Report: Commissioner Cooper asked Raymond Eaton if the water sample from the lake came back ok. Mr. Eaton said yes, all was good.
a. Raymond Eaton received a quote from Granville Farms for $184,950 to remove debris from the lagoons.
b. Mr. Eaton got two quotes from Gay Implement for two different tractors. The John Deere 6120E Cab Tractor fully loaded front end loader is Commissioner Christison’s suggestion on the two. He stated that it is out of necessity we purchase a new tractor as our small one is dangerous with bush hogging. This is a safety issue. Commissioner Christison made a motion to purchase the John Deere 6120 after July 1, 2020. Commissioner Outland seconded and the motion carried. Commissioner Christison said that Mr. Eaton had around $20,000 left in the water and sewer budget and recommended Mr. Eaton go ahead and fix the backhoe and the bush hog, purchase new blades, and look into the cost of fixing the manhole that was recently broken. Commissioner Cooper said it is his wish that the town one day purchase a stationary generator for the town hall. Commissioner Christison said this is something the town may be able to get on a grant.
c. Mr. Eaton shared pictures of the work the maintenance crew did on painting and repair work of well #2.

Well Report: Mayor Beale stated how proud he was of Commissioners Cooper and Christison during the well meeting with Billy and Kyle Jeffereys from A.C. Schultes. He went on to say how great the meeting went.
a. The minutes from the project meeting dated May 20, 2020 will be included in the Minute Book.
b. After the project meeting, Raymond Eaton and Kenneth Manuel went to the well site to look around. Billy Jefferys and Kyle Jefferys were both there. Kyle Jefferys asked if A.C. Schultes could send the town a check and have the public works department repaint the submersed sections of the fuel tank as there is a depression in the tank. Kenneth Manuel suggested Schultes send the town a letter with this request stating it would not be appropriate for Mr. Eaton to make that decision on his own. On June 4, 2020, Billy Jefferys sent Blaine Humphrey an email saying they ordered the paint and will be sending their marketing rep, Madi Smith, to the site to paint the top of the fuel tank. Commissioner Cooper said he didn’t feel like the dent could be pulled out and he hoped a thick coat of paint will help.

Zoning Report: No report

Comments from the Mayor: No comment

Comments from the Commissioners: Commissioner Outland said everyone has done a good job this year, we are ending well and next year will be even better.

Commissioner Morris stated he can’t believe how fast things move within the board and the town.

Commissioner Cooper said we have a good team. We all have the heart of the town. A lot of stuff goes unnoticed. He also said our police department has come a long ways.

Public Comments: No comments

Adjourn: At 8:20 p.m., Commissioner Morris made a motion to adjourn the meeting. Commissioner Outland seconded and the motion carried.