Town of Woodland Board Minutes
Date: June 2, 2022
7:00 PM

Board/Staff Present:

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

Mayor Randy Beale was absent.

Call to Order: Mayor Pro Tem Cooper 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. Clerk McDermott asked to add 9d Home Consortium. Raymond Eaton asked to change #11 to Conditional Use Request. Commissioner Christison made a motion to amend the agenda to add 9d and change item 11 to Conditional Use Request and to approve as amended. Commissioner Morris seconded and the motion carried.

Approval of Minutes: The next item on the agenda was the approval or amendment of the minutes for the regular meeting dated May 4, 2022 and the closed session meeting dated May 4, 2022. Commissioner Morris made a motion to approve both sets of minutes as written. Commissioner Christison 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: No comments.

Southern Bank – Positive Pay with Lori Martin: Southern Bank employee Lori Martin presented information to the board on Positive Pay. This is a fraud prevention service offered by Southern Bank. The cost for Check Positive Pay is $40 per month, and ACH Positive Pay is another $20 per month. With this service, the clerk will use a template to add all the checks written to the Southern Bank online banking to allow the bank to approve these checks. If a check was not uploaded for preapproval, the bank will notify the clerk the next day to verify authorization. With the ACH Positive Pay, we authorize certain parties to debit our accounts. Any ACH without prior authorization will be returned.

Fire Department: Robbie Collier read the report which will be included in the Minute Book. They had above average calls so far this year. Mr. Collier thanked Commissioner Cooper and his business, Bryant & Lassiter, for donating supplies for the gutter work.

• The Ladies Auxiliary will be having a yard sale this Saturday, June 4, 2022 at the fire department. They will be serving a hot dog lunch as well.
• Robbie Collier met with Murdock Howell and Jonathan Smith with CRAB Trucking about the Powell Bill invoice the town received for the installation of drainage piping and storm drains at the fire department. The original quote was for $4,353.00, but the invoice came in at $7,548.50. Mr. Collier said the original quote did not account for new dirt and digging an extra 20-30 feet to install another pipe. Mr. Collier saw the time sheets and is satisfied with the increased invoice.

Police Department: Chief Hoggard read his report which will be included in the Minute Book.

• The Town received the ICAT grant for $27,000. This will go towards some computers and other technology.
• Commissioner Morris asked if the chief was any closer to finding a part time officer. Chief Hoggard said he has an application, but he needs to work on the medicals. Chief Hoggard asked the board what the starting salary will be for a part time officer. He would like to know the minimum so he can advertise that to applicants.

Clerk Report:

a. Budget amendment #1 requested: Increase 20-300-10 (revenue) and 20-530-65 (expenditure) by $25,000 for the Department of Transportation reimbursement of the parking lot concrete. Commissioner Christison made a motion to approve the budget amendment. Commissioner Morris seconded and the motion carried.

Budget amendment #2 requested: move $19,805.11 from expenditure 70-500-01 to 10-221-00 ($1,299.58), 10-224-00 ($1,517.46), 10-420-02 ($2,861.85), 10-420-03 ($31.35), 10-510-02 ($3,947.16), 10-510-03 ($694.75), 10-560-02 ($2,835.00), 30-810-01 ($953.95), 30-810-02 ($5,486.36), 30-810-03 ($177.65) for reimbursement of premium pay. Commissioner Christison made a motion to approve the budget amendment. Commissioner Morris seconded and the motion carried.

Budget amendment #3 requested: move $92,217.04 from 70-500-01 to 10 Fund Balance ($46,108.52) and to 30 Fund Balance ($46,108.52). This is the remainder of the ARPA monies received this fiscal year. Commissioner Morris made a motion to approve the budget amendment. Commissioner Christison seconded and the motion carried.
b. Commissioner Christison made a motion to use Southern Bank’s Positive Pay service, ACH Positive Pay, and to also start taking credit cards by renting the equipment from Southern Bank, but to also add a 3% processing fee to customers for this service. Commissioner Morris seconded and the motion carried.
c. Commissioner Christison made a motion to approve the Fiscal Year 2022-2023 Budget Ordinance. Commissioner Morris seconded and the motion carried.
d. Commissioner Christison suggested sending the Home Consortium information to Atty. Luther Culpepper to read and get his approval. The board can call a special called meeting to approve if need be.

Maintenance Report: Raymond Eaton read the report which will be included in the Minute Book.

• Lift station #1 is under construction. TA Loving would like to hire Commissioner David Cooper’s business to haul away the concrete they are digging up. Commissioner Christison asked for Mrs. McDermott to contact Blaine Humphrey with Rivers and Associates and Helen Page with the COG to see if that would be a conflict of interest.
• The well will hopefully be fixed tomorrow. The parts have already been purchased, but we will have to pay for Wilson Rhodes’ labor.
• One of the lawnmowers is currently in the shop.

Zoning: Mr. Eaton explained to the board that Karen Wheeler turned in a conditional use permit application to replace her existing trailer with a newer one at 113 Cherry Street. Sue Ayscue is also interested in replacing her old trailer with a newer one at 104 Appletree Street, however at this time she has not filled out a permit application. The zoning board approved both requests. Commissioner Morris made a motion to approve the conditional use permit for both addresses. Commissioner Outland seconded and the motion carried.

CDBG: The monthly report will be included in the Minute Book. A work change directive was submitted for approval for $37,785.98. Yesterday, as TA Loving was beginning their work, they hit the IMHOF tank that they had no knowledge existed. This change order covers the demolition of and removal of the concrete structure and the cost of more equipment to do so. This change order was signed this afternoon by Commissioner Cooper and returned to Rivers and Associates to expedite the work that needs to be done in a timely manner for CDBG 2015.

Comments from the Mayor: Mayor Pro Tem Cooper would like to see water bill rates raised. He believes raising the rates a little at a time will be better than raising them at a high rate at once. Raymond Eaton said he will get a rate study done through Rural Water.

Comments from the Commissioners: Commissioner Morris asked if there had been any problems at the basketball courts this year. Mr. Eaton said no.

Commissioner Christison said kids are crossing the ditch behind the apartments by possibly walking across the sewer lines. The town needs to put up a sign or maybe a fence to deter people from this action.

Public Comments: No comments

Adjourn: At 8:03 p.m., Commissioner Outland made a motion to adjourn the meeting. Commissioner Christison seconded and the motion carried.