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09-11-18 AgendaDunn City Council Meeting Agenda Tuesday Evening, September 11, 2018 7:00 p.m., Dunn Municipal Building Call to Order Invocation Pledge of Allegiance SECTION 1) Adjustment and Approval of the September 11, 2018 meeting agenda PRESENTATIONS 2) Proclamation Presentation – Dunn’s Dixie Softball NC All-Stars (12U) Ponytails 3) Proclamation Presentation – Dunn’s Dixie Softball Angels (10U) PUBLIC COMMENT PERIOD 4) Each Speaker is asked to limit comments to 3 minutes, and the total comment period will be 30 minutes. Citizens must sign up and register on a sign-up sheet available on the podium within the City Council Chambers prior to the start of the meeting. PUBLIC HEARINGS 5) 2nd Public Hearing – CDBG Funds – Neighborhood Revitalization CONSENT ITEMS 6) Minutes – August 14, 2018 7) Destruction of Municipal Records – Finance Dept. ITEMS FOR DECISION 8) Resolution Authorizing Submittal of Application for CDBG Funding for Phase 1 of Harnett Training School Neighborhood Revitalization Project 9) Resolution to Adopt Policies and Guidelines for Small Cities CDBG Programs 10) Adoption of Recipient’s Plan to Further Fair Housing (CDBG) 11) Approval of Sewer Asset & Inventory Assessment Grant Resolution 12) Demolition of Structure – 810 E. Broad St – PIN#1516-85-6526.000 13) Approval of Change Order #3 and Budget Amendment #4 for the Bay Street Infrastructure Improvements Project ITEMS FOR DISCUSSION AND/OR DECISION 14) Financial Report 15) Administrative Reports a. Tax Report b. Planning & Inspections Report c. Public Work Report d. Recreation Report e. Library Report f. Police Report 16) City Managers Report 17) Announcements 18) Information 19) Closed Session – If one is called, the General Statute(s) allowing the Closed Session will be cited in the motion ADJOURNMENT “This institution is an equal opportunity provider and employer” SECTION 1. Adjustment and Approval of the September 11, 2018 Meeting Agenda CCiittyy CCoouunncciill AAggeennddaa FFoorrmm MMeeeettiinngg DDaattee:: SSeepptteemmbbeerr 1111,, 22001188 SUBJECT TITLE: Proclamation Presentation – Dunn’s Dixie Softball, NC All-Stars (12-Under) Ponytails Traditional State Champions Presenter: Mayor Harris Department: Attachment: X Yes  No Description: Proclamation Public Hearing Advertisement Date: PURPOSE: Mayor Harris will present a Proclamation recognizing the Dunn’s Dixie Softball, NC All-Stars (12- Under) Ponytails Traditional State Champions. BACKGROUND: BUDGET IMPACT: RECOMMENDATION/ACTION REQUESTED: PR E S E N T A T I O N PPrrooccllaammaattiioonn RECOGNIZING DUNN’S DIXIE SOFTBALL NC ALL-STARS (12-UNDER) PONYTAILS TRADITIONAL STATE CHAMPIONS WHEREAS, we realize that participation in organized athletics helps to build character and teaches a wholesome sense of fair play and good sportsmanship among our youth; and WHEREAS, an outstanding example of this is the achievement of the Dunn’s Dixie Softball NC All-Stars (12-under) Ponytails Team winning the title of Dixie Softball (12-under) Ponytails Traditional State Champions; and WHEREAS, the Dixie Softball NC All-Stars (12-under) Ponytails Traditional Team went on to compete in the World Series in Alexandria, LA, finishing 2nd out of 9 teams/states; and WHEREAS, special commendation is due to team members: Aubree Bass, Ashley Bliven, Berkley Campbell, Marley Colville, Anna Dudley, Harmony Horne, Carmyn Ivey, Lindsey Knoll, Lilly McLamb, Jazmin Rummel, Emily Scott, Emily Williams; and WHEREAS, the Dixie Softball NC All-Star team is coached by Jeremy Bass, David Horne, and Rich Rummel. NOW THEREFORE, I, OSCAR N. HARRIS, by virtue of the authority vested in me as Mayor of the City of Dunn, and on behalf of the City Council and all of our citizens, do hereby extend this expression of our pride in your accomplishment, and our appreciation for the fine publicity you have brought to our community by exceptional display of good sportsmanship, motivation, and inspired team play. IN WITNESS WHEREOF, I have hereunto set my hand and caused to be affixed the official seal of the City of Dunn this the 11th day of September, 2018. Oscar N. Harris, Mayor ATTEST: Tammy Williams, City Clerk CCiittyy CCoouunncciill AAggeennddaa FFoorrmm MMeeeettiinngg DDaattee:: SSeepptteemmbbeerr 1111,, 22001188 SUBJECT TITLE: Proclamation Presentation Dunn’s Dixie Softball Angels (10-Under) World Series Champions Presenter: Mayor Harris Department: Attachment: X Yes  No Description: Proclamation Public Hearing Advertisement Date: PURPOSE: Mayor Harris will present a Proclamation recognizing Dunn’s Dixie Softball Angels (10-Under) World Series Champions. BACKGROUND: BUDGET IMPACT: RECOMMENDATION/ACTION REQUESTED: PR E S E N T A T I O N Proclamation Recognizing Dunn’s Dixie Softball Angels (10-Under) World Series Champions WHEREAS, we realize that participation in organized athletics helps to build character and teaches a wholesome sense of fair play and good sportsmanship among our youth; and WHEREAS, an outstanding example of this is the achievement of the Dunn’s Dixie Youth NC All-Stars (10-under) Girls Angels Team winning the title of Dixie Softball (10-under) Angels Traditional World Series Champions; and WHEREAS, this is the third consecutive Dixie Softball North Carolina State Championship for Dunn in the Angels (10-under) age bracket; and WHEREAS, the Dixie Softball NC All-Stars (10-under) Girls Angels Traditional Team went on to compete in the World Series in Alexandria, Louisiana, and won; and WHEREAS, this is the second consecutive World Series Champions to bring the title to the City of Dunn; and WHEREAS, thanks to the dedicated coaching that contributed to the development of these young ladies; and WHEREAS, this was not simply superstars coming together but athletes dedicating their time and effort to become champions; and WHEREAS, great defense from our awesome pitching staff who generated 108 strikeouts and supporting defense helped hold off the competition; and WHEREAS, strategic hitting and base running for 136 runs propelled the team above the competition to an overall 15-2 record throughout all-star play; and WHEREAS, special commendation is due to team members: Reagan Adams, Mollie Bass, Karabeth Benton, Samantha Carter, Jordyn Christopher, Ella Clark, Aubrianna Collaso, Olivia Crumpler, Zoey Godwin, Peyton Herring, Eva McLamb and Addison Stanley; and WHEREAS, the Dixie Softball NC All-Star (10-under) Girls Angels team is coached by Cullen Clark, Adam McLamb, and Clay Stanley; and WHEREAS, we wish to express our appreciation to the coaches for pouring their time and energy into the team, and for teaching these young ladies fair play, good sportsmanship, and instilling in them a spirit of winning; and WHEREAS, the commitment by the parents to put their lives on hold making sure the girls stay focus and attend practice as well as driving all the way to Alexandria, Louisiana to support their children; and WHEREAS, the grandparents and family members provide support and encouragement for the team throughout tournament play; and WHEREAS, the sponsors provided financial opportunity and assistance to help the team during their travels; and WHEREAS, the citizens of Dunn who supported the girls from afar. NOW THEREFORE, I, OSCAR N. HARRIS, by virtue of the authority vested in me as Mayor of the City of Dunn, and on behalf of the City Council and all those that call Dunn home, do hereby extend this expression of our pride in your accomplishment, and our appreciation for the fine publicity you have brought to our community by exceptional display of good sportsmanship, motivation, and inspired team play. IN WITNESS WHEREOF, I have hereunto set my hand and caused to be affixed the official seal of the City of Dunn this the 11th day of September, 2018. Oscar N. Harris, Mayor ATTEST: Tammy Williams, City Clerk Public Comment Period Adopted 8-4-05 CITY OF DUNN CITY COUNCIL PUBLIC COMMENT POLICY The City Council for the City of Dunn does hereby adopt a Public Comment Policy to provide at least one period for public comment per month at a regular meeting of the City Council. This policy shall remain in effect until such time that it is altered, modified, or rescinded by the City Council. All comments received by the City Council during the Public Comment Period shall be subject to the following procedures and rules: I. Anyone desiring to address the City Council must sign up and register on a sign-up sheet available on the podium within the City Council chambers prior to the Mayor calling the meeting to order. The sign-up sheet shall be available thirty (30) minutes prior the beginning of the City Council meeting in the City Council Chambers. Once the Mayor has called the meeting to order, the City Clerk shall collect the sign-up sheet and deliver it to the Mayor. The speaker shall indicate on the sign-up sheet his or her name, address and matter of concern. 2. The Public Comment Period shall be for thirty (30) minutes. 3. Comments are limited to three (3) minutes per speaker. A speaker can not give their allotted minutes to another speaker to increase that person's allotted time. 4. Each speaker must be recognized by the Mayor or presiding member of the City Council as having the exclusive 1ight to be heard. Speakers will be acknowledged in the order in which their names appear on the sign up sheet. Speakers will address the City Council from the podium at the front of the room and begin their remarks by stating their name and address. 5. Individuals who sign up but can not speak because of time constraints, will be canied to the next regular meeting of the City Council and placed first on the Public Comment Period. 6. During the Public Comment Period, a citizen, in lieu of or in addition to speaking may pass out written literature to the City Council, City Staff and audience. 7. Groups suppo1iing or opposing the same position shall designate a spokesperson to address the City Council in order to avoid redundancy. 8. After the citizen has made his or her remarks, he or she will be seated with no fmiher debate, dialogue or comment. 9. The Public Comment Period is not intended to require the City Council to answer any impromptu questions. Speakers will address all comments to the City Council as a whole and not one individual Council member. Discussions between speakers and members of the audience will not be allowed. The City Council will not take action, or respond to questions about, issues raised during the Public Comment Period at the same meeting. I 0. Speakers shall refrain from discussing any of the following: matters which concern the candidacy of any person seeking public office, including the candidacy of the person addressing the City Council; matters which involve pending litigation; matters which have been or will be the subject of a public hearing; and matters involving specific personnel issues related to disciplinary matters. If the speaker wishes to address specific personnel issues related to disciplinary matters, he or she should take their comments to the City Manager, who shall share the comments with the City Council. 11. Speakers shall be comieous in their language and presentation. 12. The Mayor and City Manager shall detennine, on a month to month basis, where the Public Comment Period will appear on the monthly agenda when developing the agenda, prior to its publication. 13. The Public Comment Period shall only be held during the regularly scheduled monthly meeting of the City Council. There shall not be a Public Comment Period at any other meetings of the City Council, unless specifically approved by the City Council. CCiittyy CCoouunncciill AAggeennddaa FFoorrmm MMeeeettiinngg DDaattee:: SSeepptteemmbbeerr 1111,, 22001188 SUBJECT TITLE: 2nd Public Hearing – Proposal to Apply to State’s Small Cities Community Development Block Grant Program (CDBG) - Neighborhood Revitalization Presenter: Skip Greene Department: Administration Attachment: X Yes  No Description: Notice of Public Hearing Public Hearing Advertisement Date: 8/30/18 PURPOSE: The public has been notified that the City Council of the City of Dunn will hold a public Hearing for the purpose of receiving citizen input into the identification of community needs and desired CDBG activities The State of North Carolina’s CDBG Program permits grant funds to be used toward infrastructure projects that address health/safety needs (public water and sewer projects); neighbor revitalization needs (housing development, acquisition, disposition, clearance and remediation activities, relocation, public facilities (senior center, housing for homeless persons, housing or shelters for victims of domestic violence, transitional housing facility, community/neighborhood/recreation facility, other), and public infrastructure or support Economic Development (public infrastructure; building demolition; and vacant building renovation) projects. The public hearing was duly advertised on August 30, 2018. BACKGROUND: BUDGET IMPACT: RECOMMENDATION/ACTION REQUESTED: PU B L I C H E A R I N G City of Dunn Documentation of Public Hearings ADVERTISEMENT NOTICE OF PUBLIC HEARING The City of Dunn is considering submitting a Small Cities Community Development Block Grant Program (CDBG) – Neighborhood Revitalization Program Application. The $750,000 CDBG application contains the following activities: administration ($75,000-CDBG funds); relocation (temporary) ($2,500- CDBG funds) and housing rehabilitation ($670,000-CDBG funds and clearance ($2,500-CDBG funds). Proposed activities will occur within the Harnett Training School area. A detailed map of the Target Area can be seen at the City of Dunn Municipal Building and at the City of Dunn’s website http://www.dunn-nc.org/. The City of Dunn will conduct a Public Hearing on September 11, 2018 at 7:00 PM in the Courtroom of the Dunn Municipal Building located at 401 E. Broad Street, Dunn, North Carolina 28334. The purpose of this Hearing is to obtain citizen input and comments on the City’s proposed CDBG application. Written comments received prior to the opening of the Public Hearing will be considered. Written comments may be sent to Steven Neuschafer, City Manager, 401 E. Broad Street, P.O. Box 1065, Dunn, NC 28335. This information is available in Spanish or any other language upon request. Please contact, Steven Neuschafer, City Manager, (910) 230-3500, City Manager’s Office, 401 E. Broad Street, P.O. Box 1065, Dunn, NC 28335 for accommodations for this request. Esta información está disponible en español o en cualquier otro idioma bajo petición. Por favor, Steven Neuschafer, City Manager, (910) 230-3500, City Manager’s Office, 401 E. Broad Street, P.O. Box 1065, Dunn, NC 28335 póngase en contacto con de alojamiento para esta solicitud. Oscar N. Harris, Mayor City of Dunn CCiittyy CCoouunncciill AAggeennddaa FFoorrmm MMeeeettiinngg DDaattee:: SSeepptteemmbbeerr 1111,, 22001188 SUBJECT TITLE: Minutes – August 14, 2018 Presenter: Department: Attachment: X Yes  No Description: August 14, 2018 – Minutes Public Hearing Advertisement Date: N/A PURPOSE: Attached please find the minutes of the August 14, 2018 Regular Meeting for your consideration. BACKGROUND: BUDGET IMPACT: RECOMMENDATION/ACTION REQUESTED: CO N S E N T I T E M MINUTES CITY OF DUNN DUNN, NORTH CAROLINA The City Council of the City of Dunn held a Regular Meeting on Tuesday, August 14, 2018, at 7:00 p.m. in the Dunn Municipal Building. Present was Mayor Oscar N. Harris, Mayor Pro Tem Frank McLean, Council Members Buddy Maness, Dr. Gwen McNeill, , Billy Tart, Chuck Turnage and Billy Barfield. Also present was City Manager Steven Neuschafer, Finance Director Mark Stephens, Public Works Director Dean Gaster, Chief Building Inspector Steven King, Planning & Inspections Director Dervin Spell, Police Chief West, Recreation Director Brian McNeill, Human Resources Director Anne Thompson, Librarian Mike Williams, and Attorney Tilghman Pope. INVOCATION Mayor Harris opened the meeting at 7:00 p.m. and Reverend Randy Beasley of Lee’s Grove PFWB Church and Chaplain for Hospice gave the invocation. Afterwards, the Pledge of Allegiance was repeated. AGENDA ADJUSTMENT AND APPROVAL Motion by Council Member Maness and seconded by Council Member McNeill to adopt the August 14, 2018 meeting agenda with changes, if any, as listed below. Agenda Items Added: • none Agenda Items Removed: • none Motion unanimously approved. PRESENTATIONS Proclamation Presentation Jerome Warren Mayor Harris presented a Proclamation to Jerome Warren in recognition of his exemplary conduct on June 27, 2018. A copy of Proclamation (P2018-13) is incorporated into these minutes as Attachment #1. Proclamation Presentation In Honor of Kellie’s Krew Run 10th Anniversary Mayor Harris presented a Proclamation in Honor of Kellie’s Krew Run – 10th Anniversary. A copy of Proclamation (P2018-14) is incorporated into these minutes as Attachment #2. PUBLIC COMMENT PERIOD Each speaker is asked to limit comments to 3 minutes, and the total comment period will be 30 minutes. Citizens must sign up and register on a sign-up sheet available on the podium within the City Council Chambers prior to the start of the meeting. Hearing no comments, the public comment period was closed. PUBLIC HEARINGS Installment Financing Automated Meter Reading System BB&T The public has been notified that the City Council of the City of Dunn will hold a public hearing for the purpose of considering whether the City Council should approve a proposed installment financing contract and certain related documents under which the City would obtain financing pursuant to North Carolina General Statute §160A-20 to finance the cost of an Automated Meter Reading System. The amount to be financed for the project is $1,898,000. All persons interested in this public hearing are encouraged to attend and express their views. The public hearing was duly advertised on August 3, 2018. Hearing no further comments, Mayor Harris closed the public hearing. Unfit for Human Habitation 104 Short Street PIN#1516-35-1312.000 Mayor Harris advised council that he was just informed in reference to 104 Short Street that a Certificate of Occupancy has been issued for that property today and it has been removed from the agenda. Demolition of Structure 810 E Broad Street PIN #1516-85-6526.000 The Public has been notified that oral and written comments will be heard and received concerning the demolition of the structure located at 810 E. Broad St. The Public Hearing was duly advertised on July 31st and August 7th, 2018. Amy Miller, owner of 801 E Broad St. was present and advised the council of her plans for the property. Hearing no further comments, Mayor Harris closed the public hearing. Ordinance Amendment OA-01-18 Utility Ordinance Change Chapter 21 – Utilities Sewer Stoppages Request to Amend the Utilities Ordinance – Chapter 21 of the City of Dunn Code of Ordinances. This amendment will add text to clarify responsibilities of the City and the homeowner in the event of a sewer stoppage in the sewer lateral. The Public Hearing was duly advertised on August 3, 2018. Hearing no further comments, Mayor Harris closed the public hearing. Ordinance Amendment OA-02-18 Utility Ordinance Change Chapter 21 – Utilities Backwater Valves Request to Amend the Utilities Ordinance – Chapter 21 of the City of Dunn Code of Ordinances. To add text on the installation of Backwater Valves to our current Utility Ordinance to prevent flooding of dwellings when the City sewer system is surcharged due to blockage, extreme rainfall events, etc. The Public Hearing was duly advertised on August 3, 2018. Hearing no further comments, Mayor Harris closed the public hearing. CONSENT ITEMS Minutes – Council considered approval of the minutes of June 19, 2018 Special Call Meeting/Budget Work Session with correction as noted. Minutes – Council considered approval of the minutes of June 25, 2018 Special Call Meeting/Budget Work Session Minutes – Council considered approval of the minutes of July 10, 2018 City Council Meeting Minutes – Council considered approval of the minutes of July 20, 2018 City Council Meeting Temporary Blocking of Streets – Special 4th Concert in Boogie on Broad Concert Series Temporary Blocking of Streets – Community Street Fair Motion by Council Member McLean and seconded by Council Member Maness to approve all consent items. Motion unanimously approved. ITEMS FOR DECISION Adoption of Resolution Approving Financing Term (BB&T) Finance Director Stephens proposed the adoption of Resolution Approving Financing Terms with BB&T for the Automated Meter Reading Project. Mr. Stephens stated that the City requested bids from several financing institutions for the Automated Meter Reading project. City requested a 15 year term. The lowest bid came from BB&T at an interest rate of 3.63%. Debt service will begin in Fiscal Year 19-20 at an amount of $166,321 and will be paid thru increased revenues and reduction in operating costs. Motion by Council Member Turnage and seconded by Council Member Maness to Adopt the Resolution Approving Financing Terms provided by BB&T of 3.63% APR and a 15 year term. Motion unanimously approved. A copy of Ordinance (R2018-06) is incorporated into these minutes as Attachment #3. Consideration of Ordinance Declaring Property Unfit for Human Habitation 104 Short St. PIN# 1516-35-1312.000 Parcel# 02151610550013 Certificate of Occupancy was issued on August 14, 2018 and without objection from council, Mayor Harris removed this item from the agenda. Consideration of Ordinance to Demolish 810 E. Broad Street PIN# 1516-85-6526.000 Chief Building Inspector Steven King has conducted an inspection at 810 E. Broad St., and based upon his observations, the structure failed to comply with the minimum standards of fitness established by the Non-Residential Maintenance Code of the City of Dunn. The Building Inspector also found the structure dangerous or prejudicial to the public health or public safety and is a nuisance in violation of G.S. §160A-193. The owner of the property has failed to comply with the Building Inspector’s order and according to N.C.G.S §160A-443, the City Council has the power to proceed with the demolition of this property. Should Council decide to proceed with the demolition of the structure at 810 E. Broad St., an ordinance (which is attached) would need approval directing the Building Inspector to remove or demolish said structure. Mayor Harris tabled this item until the September, 2018 meeting. Ordinance Amendment OA-01-18 Chapter 21-Article IV Utility Ordinance Change Addition of Sewer Stoppages Section This is a request to amend the Utilities Ordinance – Chapter 21 of the City of Dunn Code of Ordinances. This amendment will add text to clarify responsibilities of the City and the homeowner in the event of a sewer stoppage in the sewer lateral. When a sewer stoppage occurs, many times the City is called on to determine of the blockage is on the City’s side of the sewer lateral or the homeowner’s side of the sewer lateral. There has been much confusion about who is ultimately responsible for stoppages due to the lack of a proper ordinance specifying responsibilities. It has been the City’s unwritten policy that homeowners are responsible for blockages that occur in the sewer lateral from the homeowner provided sewer cleanout located at the property line to the dwelling. If there is no sewer cleanout provided at the property line, the homeowner is responsible for blockages that occur anywhere in the sewer lateral to the sewer main. This addition to the City’s current Utility Ordinance will clarify responsibilities in the event of a sewer stoppage in the sewer lateral. City Manager Neuschafer explained that per the request of city council some time ago there was a conversation about backwater valves and sewer lines back flowing into houses. This would put into place an ordinance and specify the responsibilities but also to require the backwater valve on new construction and repairs. Lengthy discussion followed. Motion by Council Member Turnage and seconded by Council Member Tart approving Ordinance Amendment OA-01-18 – Chapter 21 – Utilities, effective September 1, 2018 pending final approval by City Attorney. Motion unanimously approved. A copy of Ordinance Amendment OA-01-18 (O2018-08) is incorporated into these minutes as attachment #4. Ordinance Amendment OA-02-18 Chapter 21-Article V Utility Ordinance Change Addition of Backwater Valves Section This is a request to amend the Utilities Ordinance – Chapter 21 of the City of Dunn Code of Ordinances. To add text on the installation of Backwater Valves to our current Utility Ordinance to prevent flooding of dwellings when the City sewer system is surcharged due to blockage, extreme rainfall events, etc. There have been incidents of flooding during sewer blockages, extreme rain events, etc. caused where plumbing fixtures are installed on a floor with a finished floor elevation below the elevation of the manhole cover of the next upstream manhole in the public sewer. Such fixtures need to be protected by a backwater valve installed in the building drain, or horizontal branch serving such fixtures. Plumbing fixtures installed on a floor with a finished floor elevation above the elevation of a manhole cover of the next upstream manhole in a public sewer do not need to discharge through a backwater valve. Motion by Council Member Turnage and seconded by Council Member McNeill approving Ordinance Amendment OA-02- 18 – Chapter 21 – Utilities, effective September 1, 2018 pending final approval by City Attorney. Motion unanimously approved. A copy of Ordinance Amendment OA-01-18 (O2018-09) is incorporated into these minutes as attachment #5. Approval of DCDC serving in capacity Of City’s Housing Selection Committee For CDBG Neighborhood Revitalization Program The City of Dunn is preparing an application for a Community Development Block Grant (CDBG) through the NC Dept. of Commerce. As part of this application, there needs to be a housing selection committee that will review the individual requests for housing assistance and the Dunn Community Development Corporation has agreed to act in that capacity. The application is due in September. The CDBG will cover costs for individual housing repairs for owner occupied dwellings as well as utility improvements in the same qualifying area. The intention is that the City will apply for two (2) grants in succession for the improvement of the qualifying neighborhood around the Dunn Enrichment Center on E. Johnson St. (this is the only neighborhood in Dunn which meets the general criteria for this particular grant offering). Motion by Council Member McLean and seconded by Council Member McNeill approving the Dunn Community Development Corporation (DCDC) as the housing selection committee for the 2018 and 2019 CDBG applications. Motion unanimously approved. ITEM FOR DISCUSSION AND/OR DECISION Financial Report Finance Director Mark Stephens provided the following financial report for the period ending June 30, 2018: • The City as of June 30, 2018 had $3,954,145 in cash in the General Fund and $2,170,595 in the Water and Sewer Fund. In June of 2017 the City had $3,074,117 in the General Fund and $2,518,869 in the Water and Sewer Fund. • Property Tax collections through June were $3,841,537 or 100.09% of budget. Last year property tax collections through June were $3,830,729. • Sales Tax Revenue is $1,962,833 or 97.29% of budget. Benchmark for the month is 91.67% of budget. • Utilities Sales Tax is $747,122 or 100.53% of budget. Benchmark for this month is 100.00% of budget. • Building Permit Fees were $103,654 or 159.46% of budget. Benchmark for this month is 100.00% of budget. • Water and Sewer Revenues were $4,542,998 or 95.64% of budget. Benchmark for this month is 100.00% of budget. • Expenditures were 89.96% of budget in the general fund and 90.36% of budget in the water and sewer fund. The benchmark for this period is 100% of budget. Motion by Council Member Tart and seconded by Council Member McNeill to accept the Financial Report. Motion carried unanimously. ADMINISTRATIVE REPORTS Tax Report Planning & Inspections Report Public Works Report Recreation Report Library Report Police Report Motion by Council Member Maness and seconded by Council Member McNeill to accept the Administrative Reports. Motion unanimously approved. City Manager’s Report City Manager invited those that may be in the target area for Harnett Training School Housing Revitalization Program to come out to the community meeting which is Saturday, August 18, 2018 at 10 a.m. in the old cafeteria at the school at 630 E. Johnson St. This will be an opportunity to meet the consultant who will explain the housing applications and get more information on our program. This has been advertised with flyer and information on the government channel and website. Parks & Recreation Director Brian McNeill gave a brief update on Parks & Recreation activities and the outcome of the recent tournaments. ANNOUNCEMENTS The following announcements and/or comments were made. Mayor Harris:  State of the City on Tuesday, August 21st at 12 noon at Central Carolina Community College – Dunn Enrichment Center – 660 E. Johnson St.  10th Annual Kellie’s Krew Run for a Cure at the General Lee Museum Saturday, August 25th at 7:00 a.m. to 1 p.m.  City offices will be closed on Monday, September 3rd in observance of Labor Day.  The next regular City Council meeting is scheduled for Tuesday, September 11, 2018 at 7:00 p.m. Mayor Harris advised the council that 882 veterans were assisted recently and record funds in excess of $340,000 was paid out. Motion by Council Member McNeill and seconded by Council Member McLean to adjourn the meeting at 8:13 p.m. Motion unanimously approved. ___________________________ Oscar N. Harris Mayor Attest: ________________________________ Melissa R. Matti, CMC Deputy City Clerk c ity of iluno City Council Agenda Form Meeting Date: September 11, 2018 SUBJECT TITLE: Destruction of Munici al Records Presenter: De artment: Finance Attachment: X Yes No Description: Destruction of Records Public Hearing Advertisement Date: PURPOSE: The documents have exceeded the required retention time and should be destroyed pursuant to the Municipal Disposition Schedule. BACKGROUND: BUDGET IMPACT: RECOMMENDATION/ACTION REQUESTED: PLEASE PROVIDE: Sixteen (16) copies of all pertinent attachments with the Agenda Abstract to the City Clerk no later than noon in accordance with the schedule that you have been given. Destruction of Records-Finance Department Submitted for the September, 2018 City Council Meeting REQUEST FOR DISPOSAL OF RECORDS D~scription of Record Retention'Period .. · lndusive Da-tes '~~ . ~ Cash Receipt Tapes 90 days April, 2017-March, 2018 Billing Registers 3 years July, 2014-June, 2015 Transaction Registers 3 years July, 2014-June, 2015 Trial Balances 3 years July, 2014 -June, 2015 Adjustment Reports 3 years July, 2014 -June, 2015 Bank Drafts 3 years July, 2014-June, 2015 Work Orders 3 years July, 2014 -June, 2015 Late Fee Reports 3 years July, 2014-June, 2015 Reread Reports 1 year July, 2015 -June, 2017 Submitted By: Patty P. Rowland Printed Name/Signature Department.~: ----'-F~in=a~nc~e'------------ Destruction of Records -Finance Department Submitted for the September, 2018 City Council Meeting REQUEST FOR DISPOSAL OF RECORDS J)escrfotion of Record Retention.Period ' · lndiisive 'Dates Edit Report 1 year July, 2015-June, 2017 Customer Deposit Reports 3 years July, 2014 -June, 2015 Night Depository Envelopes 90 days June, 2017-March, 2018 Investigation Cards 1 year Ju ly, 2016 -June, 2017 Customer Extension Agreements 1 year Ju ly, 2016 -June, 2017 Central Collections Transaction Registers 3 years July 2014 -June, 2015 Submitted By: Patty P. Rowland Printed Name/Signature Department.,,:_ ----=-F..:..cin=ac:..:.n=ce=------------ CCiittyy CCoouunncciill AAggeennddaa FFoorrmm MMeeeettiinngg DDaattee:: SSeepptteemmbbeerr 1111,, 22001188 SUBJECT TITLE: Resolution Authorizing Application for CDBG Phase I Harnett Training School Neighborhood Revitalization Project Presenter: Manager Neuschafer and Grant Consultant Skip Green Department: Admin. Attachment: X Yes  No Description: Resolution and Formal Application Public Hearing Advertisement Date: NA PURPOSE: The Council is being asked to adopt the attached Resolution to pursue a formal application for a $750,000 Community Development Block Grant-Neighborhood Revitalization Funding to benefit Harnett Training School. BACKGROUND: The City held two public hearings, the first on June 12, 2018 and the second on September 11, 2018, concerning the proposed application for CDBG funding to benefit Harnett Training School. BUDGET IMPACT: None – This is a no-match Grant. RECOMMENDATION/ACTION REQUESTED: Adopt Resolution Authorizing Application for Community Development Block Grant – Neighborhood Revitalization – Harnett Training School. IT E M S FO R DE C I S I O N RESOLUTION FOR THE CITY OF DUNN APPLICATION FOR COMMU NITY DEVELOPM ENT BLOC K GRANT FU N DI NG FOR THE PHASE 1 HARNETT TRAINING SCHOOL NEIGHBORHOOD REVITALIZATION PROJECT WHEREAS, the City of Dunn’s City Council has previously indicated its desire to assist in community revitalization within the City; and, WHEREAS, the City Council has held two public hearings concerning the proposed application for Community Development Block Grant funding to benefit low and moderate income residents located in the Harnett Training School community and, WHEREAS, the City Council wishes the City to pursue a formal application for Community Development Block Grant funding to benefit the Harnett Training School community, and WHEREAS, the City Council certifies it will meet all federal regulatory and statutory requirements of the State of North Carolina Community Development Block Grant Program, NOW, THEREFORE BE IT RESOLVED, by the City of Dunn City Council that: 1. The City is authorized to submit a formal application to the North Carolina Department of Commerce for approval of a Community Development Block Grant for the North Carolina Neighborhood Program to benefit the Harnett Training School community. 2. The Mayor Oscar N. Harris, and successors so titled, is hereby authorized to execute and submit a formal application to the North Carolina Department of Commerce for approval of a Community Development Block Grant. 3. That Steven Neuschafer, Manager, and successors so titled, is hereby authorized and directed to furnish such information as the North Carolina Department of Commerce may request in connection with an application or with the project proposed; to make assurances as contained in the application; and to execute such other documents as may be required in connection with the application. Adopted this the _ day of September, 2018 in Dunn, North Carolina. ________________________________ Mayor ATTEST: Tammy Williams Clerk to the Council CCiittyy CCoouunncciill AAggeennddaa FFoorrmm MMeeeettiinngg DDaattee:: SSeepptteemmbbeerr 1111,, 22001188 SUBJECT TITLE: Resolution to Adopt Policies and Guidelines for the City of Dunn Small Cities CDBG Programs Presenter: Manager Neuschafer and Grant Consultant Skip Green Department: Admin. Attachment: X Yes  No Description: Resolution and Policy Guideline Public Hearing Advertisement Date: NA PURPOSE: The Council is being asked to adopt the attached Resolution to Adopt Policies and Guidelines for the City of Dunn’s Small Cities Community Development Block Grant Programs. BACKGROUND: BUDGET IMPACT: N/A RECOMMENDATION/ACTION REQUESTED: Adopt the Resolution Adopting Policies and Guidelines for the City of Dunn Small Cities CDBG Programs. IT E M S FO R DE C I S I O N CDBG Policy Guideline Resolutions A RESOLUTION TO ADOPT POLICIES AND GUIDELINES FOR THE CITY OF DUNN SMALL CITIES COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAMS Whereas, the City of Dunn is applying for a Small Cities Community Development Block Grant (CDBG) administered by the North Carolina Department of Commerce, and Whereas, the use of these funds requires that specific policies and guidelines be used. NOW THEREFORE BE IT RESOLVED BY THE CITY OF DUNN CITY COUNCIL THAT: 1. The City of Dunn the following attached policies and guidelines for City of Dunn CDBG Programs. • Citizen Participation Plan • Procurement Policy • Residential Antidisplacement and Relocation Assistance Policy • Equal Opportunity • Section 519 Policy • Section 504 Compliant/Procedure • Fair Housing Adopted this the _ day of September, 2018 in Dunn, North Carolina. ________________________________ Oscar N. Harris, Mayor ATTEST: Tammy Williams Clerk to the Council CDBG Policy Guideline Resolutions City of Dunn Community Development Block Grant Program Citizen Participation Plan I. CITIZEN PARTICIPATION PLAN: This plan describes how the City of Dunn will involve citizens in the planning, implementation and assessment of the Community Development Block Grant (CDBG) program. The funds must be used for projects which benefit low and moderate-income persons and aids in the elimination and prevention of slums and blight. The program is intended to assist governments in understanding neighborhood improvement programs. The regulations give ultimate responsibility for the design and implementation of the program to local elected officials and also requires that citizens be given an opportunity to serve in a key advisory role to these elected officials. II. SCOPE OF CITIZEN PARTICIPATION: Citizens will be involved in all stages of the CDBG program, including program implementation, assessment of performance and design of changes in the Citizen Participation Plan. There will be three (3) general mechanisms for their involvement: 1. To serve as an advisory committee to the project; 2. To attend or hold public hearings or community meetings; and 3. To provide individual citizen efforts in the form of comments, complaints or inquiries submitted directly to the Program Administrators or designated City official. III. PROGRAM IMPLEMENTATION: Citizen participation in program implementation will occur primarily through consultation with the City. The City will be asked to review and comment on specific guidelines for approved projects. They will also meet to review any program amendments, budget revisions and program modifications. All such changes will be discussed with the City and their comments considered prior to taking action. If program amendments require approval from the North Carolina Department of Commerce, a public hearing shall be held specifically on the amendment. Citizens may also be involved in implementation of projects specifically requiring citizen participation, such as self-help projects. Their roles will be defined as the project develops. Technical assistance will be available as needed. CDBG Policy Guideline Resolutions IV. PROGRAM ASSESSMENT: Program assessment activities by citizens will occur in a variety of ways. A performance hearing will be held thirty to sixty (30 to 60) days prior to the start of planning for the next program year. The Program Amendment will be asked to provide citizen commentary for the Grantee Performance Report. Citizens shall be involved in the determination of priorities and community needs. The views and proposals of citizens concerning community needs and priorities, especially the views of low and moderate income persons and members of minority groups shall be solicited through two public hearings held prior to the submission of a CDBG Application. Adequate notice of public hearings shall be provided in a timely manner and in such a way as to make them accessible and understandable to all citizens. Notices for required public hearings shall appear in the nonlegal section of a local newspaper at least once prior to the date of the public hearing. Notices shall be published not less than ten days nor more than twenty-five days before the date fixed for the hearing. Such notices shall indicate the time, date, place and a brief description of the topic of the public hearing. During these public hearings citizens shall be encouraged to submit views and proposals regarding community needs. Comments may be either oral or written. Citizens are invited to submit comments on all aspects of program performance through out the program year. Written comments may be presented at public hearings or they may be mailed in for consideration prior to the hearing. In any case, written comments for public hearing consideration must be received no later than the date and prior to the time of the public hearing. All comments should be addressed to: Steven Neuschafer, Manager City of Dunn 401 E. Broad Street/P.O. Box 1065 Dunn, North Carolina 28335 The Citizen Participation Plan will be subject to annual review and proposed revision, to occur in the period between the performance hearing and the public hearing on the subsequent year’s application. CDBG Policy Guideline Resolutions V. PUBLIC INFORMATION: The City of Dunn will also undertake public information efforts to promote citizen participation. These efforts will include the following: REQUIRED PUBLIC HEARINGS 1. Planning Stage. Prior to the preparation of an application a public hearing shall be held to explain the CDBG program and obtain views and proposals of citizens in regard to community development needs. 2. Application Stage. Prior to the submission of a CDBG application a public hearing shall be held to explain the CDBG proposed application's activities, design, impact and costs. Citizen views and comments obtained at this public hearing will be considered for incorporation into the final CDBG application. 3. Amendment Process. A public hearing will be held in accordance with North Carolina Department of Commerce, CDBG Rule .0910 of Subchapter 13L prior to the submission of an amendment if it is required by the Commerce Finance Center. 4. Annual Program Assessment. A performance hearing will be held 30 to 60 days prior to the start of planning for the next program year. Citizens will be invited to submit comments on all aspects of program performance through the program year. This hearing will include comments on the performance of the Citizen Participation Plan. 5. Project Closeout. During the grant closeout period the City will hold a public hearing to access the program's performance. All public hearings shall be conducted with freedom of access for all citizens. If citizens require technical assistance to understand any aspect of the CDBG program they are to contact the City. The City will provide interpretors for any non-English speaking and/or deaf resident requiring a translator to understand or comment on the CDBG program. VI. PUBLIC FILE: As provided in Rule .0911 of Subchapter 19L, North Carolina Community Development Block Grant Program Regulations, the City shall make public Community Development records and information consistent with applicable State and local laws regarding personal privacy and obligations of confidentiality. CDBG Policy Guideline Resolutions A Public File containing program documentation will be available for review at the City of Dunn Municipal Building during normal business hours. Included will be copies of the Application, Environmental Review Record, the Citizen Participation Plan and the Annual Performance Report. Other program documents are also available for citizen review on request at the City of Dunn Municipal Building consistent with applicable State and local laws regarding personal privacy and obligations of confidentiality. Documents shall be on file for public inspection. TYPES OF DOCUMENTS AVAILABLE FOR REVIEW 1. Mailings and promotional materials; 2. Records of public hearings; Key documents including the application, letters of approval, grant agreement, written Citizen Participation Plan, performance reports, other reports required by the Commerce Finance Center. 3. Copies of the regulations, notices, transmittals, and issuance's governing the CDBG program; and 4. Documents regarding other important program requirements such as contracting procedures, environmental policies, fair housing, and other equal opportunity requirements, relocation provisions, and the A-95 review process. Copies of these documents are subject to a copy fee of .25 cents per page. All information contained in CDBG files other than the preceding listed information, NAMELY information pertaining to the employment, income, bank deposits and other assets, martial status, and total assets of beneficiary (ies) employees (seeking employment, hired and/or retained) and the economic development beneficiary (ies), will be maintained in accordance with the requirements of G.S. 160A-168 and will be open to public inspection only in the following cases: 1. The Mayor, City Councilman, City Manager, and City Attorney may examine all materials on file. 2. By court order of competent jurisdiction, designated person may examine all material on file. 3. An official of an agency of the State or Federal government, or any political subdivision of the State, may inspect any portion of the file when such inspection is deemed by City Officials as listed above as necessary and essential to the pursuance of a proper function of the inspecting agency. Each individual requesting access to confidential information will be required to submit satisfactory proof of identity; and a record will be made of each disclosure and placed in the respective file. CDBG Policy Guideline Resolutions VII. TECHNICAL ASSISTANCE Technical Assistance will be provided to citizen organizations and groups of low/moderate income persons or target area residents upon request to the City of Dunn. Such assistance will support citizen efforts to develop proposals, define policy and organize for the implementation of the program. It is expected that such assistance will be provided directly by the City in response to their request. Assistance could be provided in the form of local presentations, informational handouts, research of a specific issue or other short-term efforts. VIII. GRIEVANCE PROCEDURE: The City will use the following procedures to process citizen complaints. Citizens May make comments at any point in the program including planning, implementation and closeout. The City will respond in writing to written citizen comments. Citizen comments should be mailed to: Steven Neuschafer, Manager City of Dunn 401 E. Broad Street/P.O. Box 1065 Dunn, North Carolina 28335 The City shall respond in writing to written comments within ten (10) calendar days after the receipt of the comments. The response shall outline the action taken regarding the comments and the reasons for the action. If the response is unsatisfactory, the complainant should write directly to Oscar N. Harris, Mayor at the above address. He shall respond within ten (10) days. If the citizen is still dissatisfied, he/she should write to the NC Department of Commerce, Rural Economic Development Division/State CDBG Program, 4346 Mail Service Center, Raleigh, NC 27699-4346, Attention: Citizen Participation Matter. Program staff will also be available during normal business hours to respond to any citizen inquiries or complaints at 919-814-4663. Adopted this the _ day of September, 2018 in Dunn, North Carolina. ________________________________ Mayor ATTEST: Tammy Williams Clerk to the Council CDBG Policy Guideline Resolutions City of Dunn Community Development Block Grant Program Procurement Policy The City of Dunn (City) shall use the following guidelines in the procurement of services and supplies, which will be financed whole or in part by Federal funds as applicable by program regulations. 1. OFFICE SUPPLIES AND EQUIPMENT The City will use the Small Purchase Procedure for the procurement of supplies (aggregate shall not exceed $10,000). The City shall prepare a list of the supplies that are anticipated to be needed during the startup and course of the project. This list will be given to at least three vendors in the general area. The City shall select the supplier/vendor based upon the low bid for the total purchase. 2. PROFESSIONAL SERVICES The City shall use the Competitive Negotiation Procedure for the procurement of professional services. The following guidelines will apply: a. A notice soliciting professional service proposals will be placed in a newspaper with local circulation at least 14 days prior to the selection date. b. A Request for Proposal will be developed and sent to interested firms or individuals. The Request will follow the procurement guidelines as expressed by Federal program guidelines and set forth clearly the requirements that the offeror shall be expected to fulfill. c. Proposals must contain cost of service expressed as a lump sum cost or a not to exceed cost with hourly rates. Note: Engineering firms are exempt from having to include a lump sum or not-to-exceed statement in their proposals. d. An adequate number of responses from qualified sources must be received in order to proceed with the selection process. If this is not the case, then the City must follow the above- described procedure for a second time. On the second solicitation, any response may be reviewed for selection, but the City need not be obligated to accept the single proposal and may elect to begin the process again. e. Awards will be made to the responsible firm/person having the ability to perform successfully under the terms and conditions of the proposed procurement. Factors to be considered in the award of contract include: contractor integrity; record of past performance, experience; education; familiarity with the subject matter and with the City, etc. Contract award cannot be based upon evaluation of cost of service alone. Once a candidate has been selected, the City at its option may negotiate the cost of service. CDBG Policy Guideline Resolutions Proposals will be reviewed on the following bases. 1. General Qualifications, Competence and Reputation of Firm or Individual Consultant 20 points The proposal which most clearly meets this review should be ranked highest and should receive a 20 point score. Average proposasl should receive a 10 point score. Proposals which contain poor contents should receive a 1 point score. If no proposal is assessed to have superior contents, points awarded for proposals that do not contain poor contents should be consistent at 15 points. 2. Prior CDBG Grant Experience of Firm or Individual Consultant 20 points The proposal which most clearly meets this review should be ranked highest and should receive a 20 point score. Average proposasl should receive a 10 point score. Proposals which contain poor contents should receive a 1 point score. If no proposal is assessed to have superior contents, points awarded for proposals that do not contain poor contents should be consistent at 15 points. 3. Qualifications of Actively Involved Staff (assigned staff members of Firm or Consultant) 25 points The proposal which most clearly meets this review should be ranked highest and should receive a 25 point score. Average proposasl should receive a 12.5 point score. Proposals which contain poor contents should receive a 1 point score. If no proposal is assessed to have superior contents, points awarded for proposals that do not contain poor contents should be consistent at 20 points. 4. Ability to Address Local Needs 10 points The proposal which most clearly meets this review should be ranked highest and should receive a 10 point score. Average proposal should receive a 5 point score. Proposals which contain poor contents should receive a 1 point score. If no proposal is assessed to have superior contents, points awarded for proposals that do not contain poor contents should be consistent at 8 points. 5. Availability 10 points The proposal which most clearly meets this review should be ranked highest and should receive a 10 point score. Average proposal should receive a 5 point score. Proposals which contain poor contents should receive a 1 point score. If no proposal is assessed to have superior contents, points awarded for proposals that do not contain poor contents should be consistent at 8 points. CDBG Policy Guideline Resolutions 6. Cost (Not applicable for engineering services) 5 points The proposal with the lowest cost will receive 5 points. Remaining proposals will receive points based on the percentage the low cost RFP is of the proposal time 5 (points). Example: The RFP with the lowest cost ($60,000) will receive 5 points. A RFP with a $65,000 cost will receive 4.615 points ($60,000/$65,000 (X) 5 points). 7. Qualifications as a Section 3 Business 5 points A business providing certification that it is a Section 3 Business will receive 5 points. The City has the right to negotiate price with the firm having the highest ranking. In the event that a price cannot be negotiated with the highest-ranking firm, the City will negotiate with the firm having the next highest ranking. This process will continue until a reasonable price has been negotiated with the professional firm having the highest point total. At this time the firm will be awarded the contract. The City has the right to reject any or all proposals. 3. CONTRACTUAL SERVICES OVER $2,000: These services, including but not limited to contractors for public works activities and housing rehabilitation, shall be secured through the bidding procedure as outlined in OMB Circular A- 102, Attachment O. Adopted this the _ day of September, 2018 in Dunn, North Carolina. ________________________________ Mayor ATTEST: Tammy Williams Clerk to the Council CDBG Policy Guideline Resolutions City of Dunn Community Development Block Grant Program Guideform Residential Antidisplacement and Relocation Assistance Plan Under Section 104 (d) of the Housing and Community Development Act of 1974 as Amended The City of Dunn (City) recognizes that during the course of administering a CDBG program it sometimes becomes necessary to relocate businesses and residences, as applicable. In the event that it should become necessary, the following Plan is provided as a guideform for any antidisplacement or relocation assistance that may be required. UNDER THIS PLAN THE CITY will replace all occupied and vacant occupiable low/moderate- income dwelling units demolished or converted to a use other than as low/moderate-income housing as a direct result of activities assisted with funds provided under the Housing and Community Development Act of 1974, as amended, in accordance with Section 104(d) and all other provisions of the Act. All replacement housing will be provided within three years of the commencement of the demolition or rehabilitation relating to conversion. Before obligating or expending funds that will directly result in such demolition or conversion, the City will make public and submit to the North Carolina Department of Commerce the following information in writing. 1. A description of the proposed assisted activity. 2. The general location on a map and approximate number of dwelling units by size (number of bedrooms) that will be demolished or converted to a use other than as low/moderate income units as a direct result of the assisted activity. 3. A time schedule for the commencement and completion of the demolition or conversion. 4. The general location on a map and approximate number of dwelling units by size (number of bedrooms) that will be provided as replacement dwelling units. 5. The source of funding and time schedule for the provision of replacement dwelling units. 6. The basis for concluding that each replacement dwelling unit will remain a low/moderate income dwelling unit for at least 10 years from the date of initial occupancy. 7. Information demonstrating that any proposed replacement of lower-income dwelling units with smaller dwelling units (e.g., a 2-bedroom unit with two 1 bedroom units), or any proposed replacement of efficiency or single-room occupancy (SRO) units with units of a different size, is appropriate and consistent with the housing needs and priorities identified in the HUD-approved Consolidated Plan and 24 CFR 42.375(b). CDBG Policy Guideline Resolutions The City will provide relocation assistance as described in the Housing and Community Development Act of 1974, as amended, as described in 24 CFR 570.606(b)(2) to each household displaced by the demolition of housing or by the conversion of a dwelling to another use as a direct result of CDBG assisted activities. Consistent with the goals and objectives of activities assisted under the Act, the City will take the following steps to minimize the displacement of persons from their homes: STEPS TO MINIMIZE THE DISPLACEMENT OF PERSONS FROM THEIR HOMES 1. Arrange for facilities to house persons who must be relocated temporarily during rehabilation or reconstruction. 2. Where feasible, give priority to rehabilation of housing, as opposed to demolition, to avoid displacement. 3. Prior to the initiation of public work activities the City will emphasize the approval of routes that will not result in the displacement of persons from their homes. Prior to considering the approval of a public works project that will displace a person from their home, the City's engineering firm will provide a description of alternate design (route) considerations and why the proposed route that will displace a person from their home(s) is the best option. In the event that the displacement of persons from their homes does occur, the City will follow procedures of 49 CFR Part 24 "Uniform Relocation Assistance and Real Property Acquisition Regulations for Federal and Federally Assisted Programs; Final Rule and Notice" regulations and its adopted "Optional Coverage Relocation Policy" as may be applicable to the individual situation. Adopted this the _ day of September, 2018 in Dunn, North Carolina. ________________________________ Mayor ATTEST: Tammy Williams Clerk to the Council CDBG Policy Guideline Resolutions City of Dunn Community Development Block Grant Program Equal Employment and Procurement Plan The City of Dunn maintains the policy of providing equal employment opportunities for all persons regardless of race, color, religion, sex, national origin, handicap, age, political affiliation, or any other non-merit factor, except where religion, sex, national origin, or age are bona fide occupation qualifications for employment. In furtherance of this policy, the City of Dunn prohibits any retaliatory action of any kind taken by any employee of the locality against any other employee or applicant for employment because that person made a charge, testified, assisted or participated in any manner in a hearing, proceeding or investigation of employment discrimination. The City of Dunn shall strive for greater utilization of all persons by identifying previously underutilized groups in the workforce, such as minorities, women, and the handicapped, and making special efforts toward their recruitment, selection, development and upward mobility and any other term, condition, or privilege of employment. Responsibility for implementing equal opportunities and affirmative action measures is hereby assigned to the City’s Human Resource Director to assist in the implementation of this policy statement. The City of Dunn shall develop a self-evaluation mechanism to provide for periodic examination and evaluation. Periodic reports as requested on the progress of Equal Employment Opportunity and Affirmative Action will be presented to the Mayor of the City of Dunn. The City of Dunn is committed to this policy and is aware that with its implementation, the City will receive positive benefits through the greater utilization and development of all its human resources. Adopted this the _ day of September, 2018 in Dunn, North Carolina. ________________________________ Mayor ATTEST: Tammy Williams Clerk to the Council CDBG Policy Guideline Resolutions City of Dunn Community Development Block Grant Program Resolution to Prohibit Excessive Force By Law Enforcement Section 519 Whereas, the City of Dunn is applying for a Small Cities Community Development Block Grant (CDBG) administered by the North Carolina Department of Commerce, and WHEREAS, the Small Cities Community Development Block Grant Program requires that the County has adopted and is enforcing a policy prohibiting the use of excessive force by law enforcement agencies in accordance with Section 519 of Public Law 101-144, (the HUD Appropriations Act). NOW THEREFORE BE IT RESOLVED BY THE CITY OF DUNN CITY COUNCIL THAT: 1. As policy the City of Dunn prohibits the use of excessive force by law enforcement agencies within its jurisdiction against any individuals engaged in non-violent civil rights demonstrations and will enforce this policy as permitted by applicable state and local laws against physically barring entrance to or exit from a facility or location which is the subject of such non-violent civil rights demonstration within its jurisdiction in accordance with Section 519 of Public Law 101- 144, (the 1990 HUD Appropriations Act). ______________________________________ Mayor ATTEST: Tammy Williams Clerk to the Council CDBG Policy Guideline Resolutions City of Dunn Community Development Block Grant Program Section 504 Compliance Officer/Greviance Procedure The City of Dunn City City Council, North Carolina, hereby designates the City Manager to serve as the Section 504 Compliance Officer throughout the implementation of the City of Dunn’s Community Development Block Grant Program. Citizens with Section 504 grievances may do so at any point in the program. The City will respond in writing to written citizen grievances. Citizen grievances should be mailed to the City Manager, P.O. Box 1065, 401 E. Broad Street, Dunn, NC 28335. The City will respond to all written citizen grievances within ten (10) calendar days of receipt of the comments. Should any individual, family, or entity have a grievance concerning any action prohibited under Section 504, a meeting with the compliance officer to discuss the grievance will be scheduled. The meeting date and time will be established within five (5) calendar days of receipt of the request. Upon meeting and discussing the grievance, a reply will be made, in writing, within five (5) calendar days. If the citizen is dissatisfied with the local response to a Small Cities Community Development Block Grant – Economic Development Program, he/she should write to the North Carolina Department of Commerce, Rural Economic Development Division, Community Development Block Grant, 4346 Mail Service Center, Raleigh, North Carolina 27699-4346, Attention: Detra Purcell, Section Chief or Attention: Iris Payne, Director. The NC Department of Commerce will respond only to written comments within ten (10) calendar days of the receipt of the comments. Adopted September __, 2018. Oscar N. Harris, Mayor SEAL Tammy Williams, Clerk to the Council CCiittyy CCoouunncciill AAggeennddaa FFoorrmm MMeeeettiinngg DDaattee:: SSeepptteemmbbeerr 1111,, 22001188 SUBJECT TITLE: Adoption of Recipient’s Plan to Further Fair Housing Presenter: Manager Neuschafer and Grant Consultant Skip Green Department: Admin. Attachment: X Yes  No Description: Recipients Plan to Further Fair Housing Public Hearing Advertisement Date: NA PURPOSE: The City Council is being asked to adopt this Fair Housing Plan that will establish a Complaint Procedure that designates the City Manager as the official to receive complaints regarding housing discrimination. The City will work with City-wide housing agencies in the development and implementation of a fair housing workshop to provide community outreach. A part of this outreach effort will be to identify realtors in the City whose housing market enables them to assist individuals and families of all income ranges to locate affordable housing. Additional outreach efforts include placing Fair Housing Pamphlets in the City library and with City lending organizations and citizen organizations. BACKGROUND: BUDGET IMPACT: RECOMMENDATION/ACTION REQUESTED: Motion to adopt Recipient’s Plan to Further Fair Housing. IT E M S FO R DE C I S I O N Recipient’s Plan to Further Fair Housing 1 Grantee: City of Dunn Recipient’s Address: P.O. Box 1065, 401 E. Broad Street, Dunn, NC 28335 Contact Person: Steven Neuschafer, City Manager Contact Phone Number: 910-230-3500 Contact Email: sneuschafer@dunn-nc.org TDD Number: 800-735-2962 I. Indicate if the Recipient will be affirmatively furthering fair housing for the first time or has implemented specific activities in the past. First Time_______ Past Activities X II. Identify and analyze obstacles to affirmatively furthering fair housing in recipient’s community. (Use additional pages as necessary) Need to dissiminate information of fair housing. Discussions with local public officials indicate that housing related industries (contractors, lenders, realtors, appraisers) are aware of the need for fair housing; however, they lack information regarding Federal and State fair housing legislation. Public-assisted housing providers appear to be more knowledgeable of legislation. There also seems to be a lack of knowledge among citizens of fair housing laws. Need for public/private awareness of housing opportunities. There is a need for City of Dunn lenders, realtors and citizens to be made aware of programs that can aid low/moderate income families in obtaining affordable homeownership. III. Will the above activities apply to the total municipality or City? Yes X No_____ If no, provide an explanation. (Use additional pages as necessary) IV. Briefly describe the quarterly activities that the recipient will undertake over the active period of the grant to affirmatively further fair housing in their community. A time schedule and estimated cost for implementation of these activities must be included. Activities must be scheduled for implementation at least on a quarterly basis. (Use attached table) The City has adopted this Fair Housing Plan that will establish a Complaint Procedure that designates the City Manager as the official to receive complaints regarding housing discrimination. The City will work with City-wide housing agencies in the development and implementation of a fair housing workshop to provide community outreach. A part of this outreach effort will be to identify realtors in the City whose housing market enables them to assist individuals and families of all income ranges to locate affordable housing. Additional outreach efforts include placing Fair Housing Pamphlets in the City library and with City lending organizations and citizen organizations. Recipient’s Plan to Further Fair Housing 2 An assessment of the Fair Housing Plan will be made during the 8th – Final Activity Quarter. Quarterly Fair Housing Activity Months Year Estimated Cost Actual Cost Example: Establish FH policy, Complaint Procedure Establish and publish the grantee’s fair housing complaint procedure and TDD number in the local newspaper. Jan-Mar. 2018 $0 $xxxx Community outreach for fair housing in the form of a workshop or designated fair housing fair. Apr.-June 2018 $0 $xxxx Maintain a list of local realtors who are available to assist in locating housing for individuals and families with various economic backgrounds. July-Sept 2018 $0 $xxxx Place fair housing information in City Library. Oct-Dec. 2018 $0 $xxxx Distribute Fair Housing Pamphlets to citizen organizations throughout the City. Jan-Mar. 2019 $0 $xxxx Distribute Fair Housing Pamphlets to appropriate lending institutions throughout the City. Apr.-June 2019 $0 $xxxx Advertise Fair Housing Complaint Procedure that includes State’s TDD Number. July-Sept 2019 $0 $xxxx Assess Fair Housing plan to see how plan worked. Oct-Dec. 2019 $0 $xxxx Recipient’s Plan to Further Fair Housing 3 V. Describe recipient’s method of receiving and resolving housing discrimination complaints. This may be either a procedure currently being implemented or one to be implemented under this CDBG grant. Include a description of how the recipient informs the public about the complaint procedures. (Use additional pages as necessary) 1) Any person or persons wishing to file a complaint of housing discrimination in Johnston City may do so by informing the City Manager of the facts and circumstance of the alleged discriminatory acts or practice. 2) Upon receiving a housing discrimination complaint, the City Manager shall acknowledge the complaint within 10 days in writing and inform the Division of Community Assistance and the North Carolina Human Relations Commission about the complaint. 3) The City Manager shall offer assistance to the Commission in the investigation and reconciliation of all housing discrimination complaints which are based on events occurring in the City. 4) The City Manager shall publicize in the local newspaper, with the TDD# (1 – 800 – 735 – 2962) who is the local agency to contact with housing discrimination complaints. Adopted this the _ day of September, 2018 in Dunn, North Carolina. ________________________________ Oscar N. Harris, Mayor ATTEST: Tammy Williams Clerk to the Council CCiittyy CCoouunncciill AAggeennddaa FFoorrmm MMeeeettiinngg DDaattee:: SSeepptteemmbbeerr 1111,, 22001188 SUBJECT TITLE: Sewer Asset & Inventory Assessment Grant Resolution Presenter: Dean Gaster Department: Public Works Attachment: X Yes  No Description: Sewer AIA Grant Resolution Public Hearing Advertisement Date: PURPOSE: To approve a resolution stating that the City intends to request state grant assistance from the NC Division of Water Infrastructure for the purpose of performing a sewer asset and inventory assessment of its wastewater collection system. BACKGROUND: City staff has been gathering GPS coordinates on wastewater collection system assets for the past few years, but due to other job duties, they have not been able to gather data for the entire system. This grant would allow the City to contract with an engineering firm to complete this task and evaluate the condition of the entire wastewater collection system. The City applied for a sewer AIA grant from the NC Division of Water Infrastructure in September of 2016 and 2017. This grant was not awarded. BUDGET IMPACT: 10% City match of possible $150,000 grant. RECOMMENDATION/ACTION REQUESTED: Recommend approval of the resolution of intent of the City to request state grant assistance for this project IT E M F O R D E C I S I O N WHEREAS, WHEREAS, WHEREAS, RESOLUTION BY GOVERNING BODY OF APPLICANT The Federal Clean Water Act Amendments of 1987 and the North Carolina the Water Infrastructure Act of 2005 (NCGS 159G) have authorized the making of loans and grants to aid eligible units of government in financing the cost of projects related to wastewater treatment works, wastewater collection system, stream restoration, stormwater treatment, drinking water treatment works, drinking water distribution system or other "green" project, and The City of Dunn has need for and intends to develop asset inventories, condition assessment of critical assets, and other components of comprehensive asset management programs for sewer, and The City of Dunn intends to request state grant assistance for the project, NOW THEREFORE BE IT RESOLVED, BY THE DUNN CITY COUNCIL OF THE CITY OF DUNN: That the City of Dunn, the Applicant, will arrange financing for all remaining costs of the project, if approved for a State grant award. That the Applicant will adopt and place into effect on or before completion of the project a schedule of fees and charges and other available funds which will provide adequate funds for proper operation, maintenance, and administration of the system and the repayment of all principal and interest on the debt. That the Applicant will provide for efficient completion of the project. That Oscar N. Harris, Mayor, and Steven Neuschafer, City Manager, the Authorized Officials, and successors so titled, are hereby authorized to execute and file an application on behalf of the Applicant with the State of North Carolina for a grant to aid in the construction of the project described above. That the Authorized Official, and successors so titled, is hereby authorized and directed to furnish such information as the appropriate State agency may request in connection with such application or the project: to make the assurances as contained above; and to execute such other documents as may be required in connection with the application. That the Applicant has substantially complied or will substantially comply with all Federal, State, and local laws, rules, regulations, and ordinances applicable to the project and to Federal and State grants and loans pertaining thereto. Adopted this the 11'" of September, 2018 at Dunn, North Carolina. (Signature of Chief Executive Officer) (Title) CCiittyy CCoouunncciill AAggeennddaa FFoorrmm MMeeeettiinngg DDaattee:: SSeepptteemmbbeerr 1111,, 22001188 SUBJECT TITLE: Consideration of Ordinance to Demolish Structure – 810 E. Broad St. PIN: 1516-85-6526.000 Presenter: Chief Building Inspector, Steven King Department: Planning & Inspections Attachment: XYes  No Description: Ordinance to Demolish Structure Correspondence to property owner Photographs of property Public Hearing Advertisement Date: 7/31/18 & 8/7/18 PURPOSE: Chief Building Inspector Steven King has conducted an inspection at 810 E. Broad St., and based upon his observations, the structure failed to comply with the minimum standards of fitness established by the Non-Residential Maintenance Code of the City of Dunn. The Building Inspector also found the structure dangerous or prejudicial to the public health or public safety and is a nuisance in violation of G.S. §160A-193. The owner of the property has failed to comply with the Building Inspector’s order and according to N.C.G.S. §160A-443, the City Council has the power to proceed with the demolition of this property. Should Council decided to proceed with the demolition of the structure at 810 E. Broad St., an ordinance (which is attached) would need approval directing the Building Inspector to remove or demolish said structure. BACKGROUND: RECOMMENDATION/ACTION REQUESTED: Motion to adopt the ordinance directing the Chief Building Inspector to proceed with the demolition of the structure located at 810 E. Broad St. (PIN: 1516-85-6526.000). IT E M F O R D E C I S I O N POST OFFICE BOX 1065 • DUNN, NORTH CAROLINA 28335 (910) 230-3505 • FAX (910) 230-9005 www.dunn-nc.org Mayor Oscar N. Harris Mayor Pro Tem Frank McLean Council Members Buddy Maness Dr. Gwen McNeill Billy Tart Chuck Turnage Billy Barfield City Manager Steven Neuschafer AN ORDINANCE DIRECTING THE BUILDING INSPECTOR TO REMOVE OR DEMOLISH THE PROPERTY HEREIN DESCRIBED AS AN UNSAFE BUILDING CONDEMNED PURSUANT TO N.C.G.S. §160A-426, ET SEQ. WHEREAS, that on April 12, 2018, the Chief Building Inspector for the City of Dunn sent a notice to Amy Miller & Ronald G. Draughon, the owner(s) of record of structure located at 810 E. Broad St., noting that the structure was in a condition that constitutes a fire and safety hazard, and is dangerous to life, health and property and was thereby condemned, pursuant to North Carolina General Statute §160A- 426, and noticed the property owner of a hearing on April 19, 2018 at the office of the Chief Building Inspector located at 102 North Powell Ave., Dunn, North Carolina pursuant to North Carolina General Statute §160A-428; and WHEREAS, on April 19, 2018 a hearing was conducted by the Chief Building Inspector Steven King, following the completion of the hearing, the Chief Building Inspector entered an Order, pursuant to North Carolina General Statute §160-429, declaring that the structure referenced above is in a condition that constitutes a fire or safety hazard and is dangerous to life, health or other property and ordering the property owner to repair or demolish the structure on the property within sixty (60) days of the date of such Order, being June 26, 2018; and WHEREAS, the owner of the above described structure did not appeal the Order of the Building Inspector within the ten (10) day time period prescribed in North Carolina General Statute §160A-430 and such Order is therefore a final Order; and WHEREAS, on July 31, 2018 and August 7, 2018, the City of Dunn published legal notices that a public hearing would be held before the Dunn City Council on August 14, 2018 to consider the adoption of this Ordinance, directing that the Building Inspector proceed with the demolition of the structure described hereby, and that all costs incurred shall be a lien against such property, pursuant to North Carolina General Statute §160A-432; and WHEREAS, the City Council of the City of Dunn, NC finds that the structure described herein is dangerous or prejudicial to the public health or public safety and is a nuisance in violation of North Carolina General Statute 160A-193; and WHEREAS, this structure should be removed or demolished, as directed by the Chief Building Inspector, and is an unsafe building condemned as set forth in North Carolina General Statute §160A-426 and constitutes a fire and safety hazard; and WHEREAS, the owner of this structure has been given a reasonable opportunity to repair or demolish the structure pursuant to an Order issued by the Building Inspector on April 27, 2018 and the owner has failed to comply with this order; NOW, THEREFORE, BE IT ORDAINED by the City Council of the City of Dunn, North Carolina that: Section 1. The Building Inspector is hereby authorized and directed to place a placard on the exterior of the structure described herein, containing the legend: “This building is unfit for human habitation and is a public nuisance; the use or occupation of this building for human habitation is prohibited and unlawful.” On the structure at the following address: 810 E. Broad St., Dunn, NC 28334 PIN #: 1516-85-6526.000 PARCEL ID # 02151612020001 Section 2. The Building Inspector is hereby authorized and directed to proceed to remove or demolish the above described structure in accordance with his Order to the owner thereof dated the 27th day of April, 2018 and in accordance with North Carolina General Statute §160A-432, based on the owner’s failure to comply with such Order. Section 3. (a) The cost of removal or demolition shall constitute a lien against the real property upon which the cost was incurred. The lien shall be filed in the office of the City Tax Collector, and shall have the same priority and be collected in the same manner as the lien for special assessments in Article 10 of Chapter 160A of the North Carolina General Statutes, and such costs shall also be lien against any other real property owned by the owner of the property within the City of Dunn, North Carolina, or within one (1) mile of the City of Dunn city limits, except for the property owner’s primary residence. (b) Upon completion of the required removal or demolition, the Building Inspector shall sell the useable materials of the structure and any personal property, fixtures, or appurtenances found in the building and credit the proceeds against the cost of removal or demolition. The Building Inspector shall certify the remaining balance to the Tax Collector. If a surplus remains after sale of the materials and satisfaction of the cost of removal or demolition, the Building Inspector shall deposit the surplus with the Harnett County Clerk of Superior Court where it shall be secured in the manner provided by North Carolina General Statute §160A-432. Section 4. It shall be unlawful for any person to remove or cause to be removed the placard from any building to which it is affixed. It shall likewise be unlawful for any person to occupy or to permit the occupancy of any building therein declared to be unfit for human habitation. Section 5. This ordinance shall become effective upon its adoption. Adopted this the 11th day of September, 2018. _____________________________________ Oscar N. Harris, Mayor Attest: ___________________________________ Tammy Williams City Clerk Planning & Inspections Department POST OFFICE BOX 1065 • DUNN, NORTH CAROLINA 28335 (910) 230-3505 • FAX (910) 230-9005 www.dunn-nc.org Mayor Oscar N. Harris Mayor Pro Tem Frank McLean Council Members Buddy Maness Dr. Gwen McNeill Billy Tart Chuck Turnage Billy Barfield City Manager Steven Neuschafer PROPERTY HISTORY: 810 E. Broad St. (PIN #: 1516-85-6526.000) Amy Miller Ronald G. Draughon 8813 Looking Glass Road Linden, NC 28356 April 5th, 2018 – Property inspected and condemned due to major roof damage and building filled with mold and mildew. There were numerous areas where floor system was weak and in the beginning stages of rotting. April 12th, 2018 – Hearing notice sent to Amy Miller and Ronald G. Draughon notifying them of the April 19th, 2018 hearing date April 19th, 2018 – Hearing held with Ms. Amy Miller at the Planning and Inspections office. Ms. Miller was informed as to why the building was condemned and what their options were from this time on. Ms. Miller stated she would like to repair the building once the tenant removes their belongings. April 27th, 2018 – Order after Hearing letter mailed to Amy Miller and Ronald G. Draughon stating they had sixty (60) days to repair or demolish the structure. Information outlining how to appeal the Building Inspector’s Order was enclosed as well. May 7th, 2018 – Deadline for appeal to be filed. No appeal was received. June 26th, 2018 – Order allowing sixty (60) days for repairs or demolition expired. July 27th, 2018 – Notice of Public Hearing for August 14th, 2018 Council Meeting sent to the owner and to The Daily Record. August 3rd, 2018 – Spoke with Ms. Amy Miller in reference to the property and about the Public Hearing that is to be held on August 14th, 2018. She stated she would be at her child’s student orientation at that time and would like to have it postponed to the month of September. I told her I would talk to Mr. Neuschafer about her request. Planning & Inspections Department POST OFFICE BOX 1065 • DUNN, NORTH CAROLINA 28335 (910) 230-3505 • FAX (910) 230-9005 www.dunn-nc.org August 6th, 2018 – Spoke to Ms. Amy Miller about her request to postpone Public Hearing and Item for Decision at the August Council meeting and informed her to make a written request to City Council to be included in the Agenda. August 6th, 2018 – Site inspection was conducted to the structure and pictures taken. No significant work or repairs were observed. August 14th, 2018 – Scheduled for City Council Meeting at 7:00 pm. Council voted to table the decision until the September 11th, 2018 Council Meeting. September 11, 2018 – Scheduled for City Council Meeting at 7:00 pm. 810 E. Broad St. 810 E. Broad St. August 6th, 2018 Harnett County Parcel Report ~~Harnett ~(...--..,COUNTY /_ NORlll CAROllllA PIO: 02151612020001 PIN: 1516-85-6526.000 REID: 0009395 Subdivision: Deeded Acreage: ac Total Acreage: ac Account Number: 1500010738 Owners: MILLER AMY & DRAUGHON RONALD G Print this page Legal Description: Owner Address: 6613 LOOKING GLASS RD LINDEN, NC 26356 Property Address: 610 E BROAD ST DUNN, NC 28334 City, State, Zip: DUNN, NC, 28334 Building Count: 1 Township Code: 02 Fire Code: Parcel Building Value: $5230 Parcel Outbuilding Value : $13100 Parcel Land Value : $57110 Parcel Special Land Value : $0 Total Value: $75440 Parcel Deferred Value : $0 Total Assessed Value : $75440 Legal Land Units, Unit Type : 1, LT Page 1of1 Harnett County GIS Tax Data Last Modified: Calculated Land Units I Type: LT ac Neighborhood: 00206 Actual Year Built: 1966 TotalAcutalAreaHeated: 5000 Sq/Ft Sale Month and Year: 12 / 2013 Sale Price: $15000 Deed Book & Page: 3176-0636 Deed Date: Plat Book & Page: - Instrument Typo: WO Vacant or Improved: QuallfledCode: Q Transfer or Split: T Prior Building Value: $78420 Prior Outbuilding Value : $13100 Prior Land Value : $57110 Prior Special Land Value : $0 Prior Deferred Value : $0 Prior Assessed Value : $148630 Prior Land Units: ac httn·//ai~ h~rnP.tt m a/FQ1 1 A nn/P~rce:l s/P~rce:1Renort.asnx?nin=1 '516-85-6526.000 4/27/2018 CCiittyy CCoouunncciill AAggeennddaa FFoorrmm MMeeeettiinngg DDaattee:: SSeepptteemmbbeerr 1111,, 22001188 SUBJECT TITLE: Bay Street Infrastructure Improvements Change Order #3 and Budget Amendment #4 Presenter: Dean Gaster Department: Public Works Attachment: X Yes No Description: Budget Amendment #4 Public Hearing Advertisement Date: PURPOSE: To approve Change Order #3 and Budget Amendment #4 for the construction contract for the Bay Street Infrastructure Improvements Project. BACKGROUND: On February 20, 2018 T.A. Loving Company was awarded the base bid for the Bay Street Infrastructure Improvements Project (water line improvements) in the amount of $139,915. On June 12, 2018 the Council amended the current contract with T.A. Loving Company for the Bay Street Infrastructure Improvements Project base bid in the amount of $80,000 to replace a collapsed portion of stormwater pipe from S. Wilson Avenue to the stormwater box east of the railroad and to install viton gaskets on water line located in contaminated soils. During construction of the Bay Street project, the following additional work items were determined to be needed by City staff in discussion with Davis, Martin, & Powell staff: • Replacement of an additional 46 linear feet of 15 inch reinforced concrete storm drainage pipe • Additional exploratory excavation on the existing 12 inch waterline to determine casing location under railroad • Cutting and capping an existing 4 inch water line on South Wilson Avenue • Modification of tie-in to include an additional 12 inch valve and thrust blocking BUDGET IMPACT: $25,725 from water/sewer funds RECOMMENDATION/ACTION REQUESTED: Recommend approval of Change Order #3 and Budget Amendment #4 for the Bay Street Infrastructure Improvements Project in the amount of $25,725. IT E M F O R D E C I S I O N CITY OF DUNN Department:Water/Sewer REQUEST FOR BUDGET REVISION Budget Amendment #BA-4 FISCAL YEAR ENDING 6/30/2019 Date:9/11/2018 Appropriation Amount of AppropriationFUNDBUDGET CODE LINE ITEM DESCRIPTION Before Amendment After Amendment Increase/Decrease Amendment Water/Sewer 30-810-7402 Capital Improvement Projects 100,000$ 25,725$ 125,725$ EXPENDITURE TOTAL:100,000$ 25,725$ 125,725$ Appropriation Amount of Appropriation FUND BUDGET CODE LINE ITEM DESCRIPTION Before Amendment After Amendment Increase/Decrease Amendment Water/Sewer 30-390-4000 Fund Balance -$ 25,725$ 25,725$ REVENUE TOTAL:-$ 25,725$ 25,725$ CERTIFICATION: I certify this requested budget amendment was approved by the City Council on: City Manager:Date: Finance Director:Date: JUSTIFICATION:To record change order to Bay Street project FUNDING SOURCE:Water/Sewer Fund Balance CCiittyy CCoouunncciill AAggeennddaa FFoorrmm MMeeeettiinngg DDaattee:: SSeepptteemmbbeerr 1111,, 22001188 SUBJECT TITLE: Financial Report Presenter: Finance Director Mark Stephens Department: Finance Attachment: X Yes  No Description: Financial Update Public Hearing Advertisement Date: PURPOSE: Attached please find the Financial Update as of July 31, 2018 for your review. BACKGROUND: BUDGET IMPACT: RECOMMENDATION/ACTION REQUESTED: IT E M F O R D I S C U S S I O N A N D / O R D E C I S I O N FINANCE DEPARTMENT POST OFFICE BOX 1065 • DUNN, NORTH CAROLINA 28335 (910) 230-3500 • FAX (910) 230-3590 www.dunn-nc.org Mayor Oscar N. Harris Mayor Pro Tem Frank McLean Council Members Buddy Maness Dr. Gwen McNeill Billy Tart Chuck Turnage Billy Barfield City Manager Steven Neuschafer MEMORANDUM To: Honorable Mayor, City Council Members From: Mark Stephens, Finance Director Subject: Financial Report Date: September 11, 2018 • The City as of July 31, 2018 had $3,122,691 in cash in the General Fund and $2,064,991 in the Water-Sewer Fund. In July of 2017 the City had $2,359,178 in the General Fund and $2,537,805 in the Water and Sewer Fund. • Property tax collections through July were $0.00 or 0.00% of budget. Last year property tax collections through July were $0.00 or 0.00% of budget. • Sales Tax Revenue is $0.00 or 0.00% of budget. Benchmark for this month is 0.00% of budget. • Utilities Sales Tax is $0.00 or 0.00% of budget. Benchmark for this month is 0.00% of budget. • Building Permit Fees were $4,401 or 5.86% of budget. Benchmark for this month is 8.33% of budget. • Water and Sewer Revenues were $420,749 or 8.84% of budget. Benchmark for this month is 8.33% of budget. • Expenditures were 8.29% of budget in the general fund and 6.54% of budget in the water and sewer fund. The benchmark for this period is 8.33% of budget. CCiittyy CCoouunncciill AAggeennddaa FFoorrmm MMeeeettiinngg DDaattee:: SSeepptteemmbbeerr 1111,, 22001188 SUBJECT TITLE: Tax Report, Planning & Inspections Report, Public Works, Recreation Report, Library Report & Police Report Presenter: City Manager Steven Neuschafer Department: Finance Attachment: X Yes  No Description: Monthly Reports Public Hearing Advertisement Date: N/A PURPOSE: Attached please find the following Monthly Reports for your review: A. Tax Report July, 2018 B. Planning & Inspections Report July, 2018 C. Public Works Report July, 2018 D. Recreation Report July, 2018 E. Library Report July, 2018 F. Police Report July, 2018 BACKGROUND: BUDGET IMPACT: RECOMMENDATION/ACTION REQUESTED: AD M I N I S T R A T I V E R E P O R T S DUNN b0x1' AU·Armica CltJ I ( 1 ll' 1989*2013 north carolina Jill UNN city of dunn FINANCE DEPARTMENT POST OFFICE BOX 1065 • DUNN, NORTH CAROLINA 28335 (910) 230-3500 • FAX (910) 230-3590 www .dunn-nc.org Current Year Tax Collection through July 31, 2018 2018 TAXES Ad Valorem Levy Collections thru July 2018 Taxes Receivable July 2018 Percentage Col lected $ City $ Downtown Taxes $ Mayor Oscar N. Harris Mayor Pro Tern Frank McLean Council Members Buddy Maness Dr. Gwen McNeill Billy Tart Chuck Turnage Billy Barfield City Manager Steven Neuschafer Total DilD UNN city.,( dunn July 2018 I Monthly Development Report Planning & Inspections Department I 102 N. Powell Ave., Dunn, NC 28334 I phone 910-230-3503 I fax 910-230-9005 I www.dunn-nc.org Code Enforcement Type Number Fire Inspections & Permits Minimum Housing Inspections Junk & Debris Violations 2 5 ........._....___,, Junk Vehicles Cited 2 Junk Ve hicles Removed by City 0 Weeded Lot Violations 4 Pe rmits Issued Permit Fees Collected Inspections Performed Plans Reviewed 14 -----'""'"'"-i,,.;o.. 0 37 $7,678.50 l 69 3 Demolitions O Certificate of Occupancy's 1 Issued Fire lnsRections Perfo rmed 6 Fire Permits Issued 2 Fire lnsRection Fees Collected $95 --~~~~ Development Permits j 2 Sign Permits 4 Plats Approved 1 Zoning Enforcement 0 ., ] !Ol DGNN cit)' 1>( d u n n ~11! f(f]R1»r:!!J mattrrs Public Works Department I July 2018 I Monthly Report 101 E. Cleveland St., Dunn, NC 28334 I phone 910-892-2948 I fax 910-892-8871 I www.dunn-nc.org 2 ~~~-.. ~ 11 1 --'---~____;.;""""'--'..-......,, 1 .,,.,,.,,..,......,..,__... Storm Drain Maintenance 3 Ditch Maintenance 3 Sign/Stop Light Maintenance 2 Limbs 47 1 53 --------· ------~--------~~~ 22 ---......-..-....;, 112 13 -----rl -----------~..; 1 ~--~--~----·· 2 10 *Data from Mobile311 work orde r system (does not include all work perfo rmed) After Hours Call Out 12 Leak Repair 6 Flushing/Sa mp_ling 1 Sewer Stoppage 7 Sewer Construction 1 Water Meter Repair 1 Other -Water 6 ~.;;...;;:::.:._~u:i.:::.~;.;:::.:;.:~~!l:!J:.:!.~~ Other -Sewer 6 *Data from Mobile311 work order system (does not incl ude all work performed) Dunn Parks & Recreation Department Monthly Review 2018 Dunn Parks & Recreation I 205 Jackson Road, Dunn, NC 28334 I (910) 892-2976 Phone I (910) 892-7001 Fax I www.dunn-nc.org August 2018 Dunn Parks & Recreation Facility Rentals, Programs & Etc. Numbers Rentals Facility Dunn Community Building 6 Clarence Lee Tart Memorial Park 0 Codrington Park 1 Nathan Hanis Athletic Complex @ Tyler Park 1 Baseball & Softball Field Rentals 1 Tournament Rental 0 Fall Programs 6U Flag Football 21 8U Football 24 IOU Football 29 13U Football 28 4U Soccer 33 6U Soccer 43 8U Soccer 39 lOUB Soccer 33 lOUG Soccer 15 13UB Soccer 18 13UG Soccer 20 1 OU Volleyball 17 12U Volleyball 12 Cheer 13 P K Vyas Center New Memberships 9 Renewed Memberships 30 Guest Memberships 0 Adult Basketball 46 Batting Cage Rentals 1 Monthly Recreation Report 2018 Dunn Parks & Recreation August Monthly Narrative Report Sports Programs: Fall registration began on July 2nd and ended on August 15th, adding two new youth sport programs. This season 6U flag football and 10U/12U vo lleyball will be offered in addition to our regular fall season sports. All teams has been selected and practices began shortly after. We also added adult league volleyba ll in August. The regular season ended and tournament games will take place on Tuesday, September 4th and Wednesday, September 5th. There were five teams with the teams ranging seven to eleven players. Dunn All-Stars • Majors 12U Base ball o 3rd place in Majors World Series (Lum berton, NC} • Ponytails 12U Softball o 2nd place in Ponytails Traditional World Series (Alexandria, LA) • Angels 10U Softball o Dixie Softball Angels Traditional World Series Champions (Alexandria, LA) o Consecutive championship titles in this age division o Welcome home celeb ration held on August 29th Codrington Park The swimming pool closed for the season on August 15th. Recreation Advisory Board Our board met last on Tu esday, August 23th at 6:00 p.m. in the Dunn Community Building. The members will be taking a field trip to visit park facilities on September 13th at 5:30 p.m. The next sched uled meeting will be held Tuesday, November 6th at 6:00 p.m. July 20 18 I Monthly Library Report Dunn Public Library I 110 E. Divine St., Dunn, NC 28334 I phone 910-892-2899 I fax 910-892-8385 I www.dunn-nc.org/library Public Contact 'Type l~!i!fo.t§I Door Count ll 5,901 J Hours Open - -J[ 204 J New Library Cards II 53 I It I Holds from Dunn to System & Consortium Libraries 454 Reference -I Reference Questions so I Computer/Technology questions 66 I Job/Career Questions 75 I Material Location 58 Technology July 2018 Library Monthly Narrative Report This month we concluded our Let's Rock! children's summer reading program. We held 26 events with total participation of 527. We had the same number of events last year with a total participation of 389, so attendance was up significantly. Our total for the entire program which spans June and July was 919. Last year's total participation was 718, so there was a significant increase in attendance for the entire program this year. The goal for the summer reading program is to maintain school readiness and to have fun . We give children incentives to read and to record their reading by writing in a reader's log. Those who participated have returned to school without experiencing the "summer slide" so we count the program a success. rfO DUNN r,ity o f d 1111n 1irfere-commf!:!!7 1!la.tterJ July 2018 I Monthly Development Report Dunn Police Department I 401 East Broad St., Dunn, NC 28334 I phone 910-892-2399 fax 910-230-3592 I www.dunn-nc.org Crime Arrest Further Investigation Unfounded Number Homicide Rape Robbery Aggravated Assault Burglary Forcible Entry Burglary Non- Forced Entry Larceny from Motor Vehicle Larceny all-other Simple Assaults Criminal Investigations Division 0 0 0 0 0 0 1 1 ........ ~-~-------........ ~~--,--........ ~~~~ ...... ~~-0 0 0 2 3 2 0 7 0 1 0 7 1 0 0 4 0 1 0 2 5 7 1 26 1 2 0 8 Assigned Cases 71 Cases Closed Recovered Property 46 J $ 816.86 Drugs Seized 0 Search Warrants Executed 1 0 CID Narrative: Narcotics Division M arijuana Cocaine Methamphetamine Heroin Pills Other Drugs 90.7 g 62.1 g 130.1 g 60.1 g 14 Us Currency Firearms Property Value Search Felony Misd. Arrests Warrants Arrests $ 702.00 3 $ 0 2 23 11 Narcotics Narrative: Seized 1 Motor Vehicle. Street valu e of Seized Drugs is$ 76,448.00 ID:l DUNN c ity or duun uhere ""n'"E:!!J mattm Patrol Division --~~~~~~--~~~~~ --- Speeding (Infraction) 39 Seat Belt 3 Passenger Seat Belt Juvenile 0 No Operators License 16 Driving while License Revoked 42 Failure to Stop (Stop Sigh) 7 Runn ing Red Light 4 Failure to reduce speed 5 Misdemeanor Arrests 67 Felony Arrests 13 Firearms Seized 8 Marijuana Seized 76.79 g Cocaine Seized 14.5 g Heroin Seized 57.46 g Other Drugs Seized 101.72 g U.S. Currency Seized $120.00 Patrol Narrative: Month of July 2018 JUVENILE MONTHLY REPORT Criminal Investigation Division James Brannan JUVENILE I CASES ASSIGNED: I CASES FILED INACTIVE: CASES EXCEPTIONALLY CLEARED: CASES CLEARED BY ARREST: CASES UNFOUNDED: TOTAL CASES CLOSED: CURFEW WARNINGS 00 CURFEW VIOLATIONS 00 SPECIAL OPERATIONS WORKED: 0 COMMUNITY SERVICES/PRESENTATIONS: 0 VALUE OF RECOVERED PROPERTY: $0.00 VALUE OF NARCOTICS/MONIES SEIZED: $0.00 03 00 06 04 00 10 I I ARRESTS: (ADULT) FELONY: 03 (ADULT) MISDEMEANOR: 03 (JUV) FELONY: 00 (JUV) MISDEMEANOR: 00 TOTAL ARRESTS: FEL: 03 MISD: 03 Project Number: PT-16-06-15 ~~~~~~~~~~~ {Please use minimum size 9 Bold Font for stats) North Carolina Governor's Highway Safety Program Monthly Enforcement Data Report -Form GHSP-11 Officer Name: T.W. JOHNSON Agency: DUNN POLICE DEPT. Project Traffic Offenses and Criminal Charges Driving While Other Traffic Offenses Impaired Occupant Restraint Total Test Seat Child Motorcycle I Moped Other Total Total DWI Refusal Belt Safety Speed DWLR NOL GDL No Permit or Violations Warning Traffic Charges Restraint Endorsement Helmet Not Listed Citations Offenses 0 0 0 0 35 7 1 0 0 0 10 5 58 Fugitives Arrested 1 Enforcement Initiative Day Night DWI Checking Station 0 0 Stolen Vehicles Recovered 1 Seat Belt lntiative 1 1 License Checks 2 2 Number of Officers on Project 2 Project Hrs Worked Total Number Traffic Stops Enforcement 68 TOTAL 46 Training 80 Court 8 Crashes 4 Public Info 0 Other 16 HOLIDAY TOTAL 176 ~ Certification ORT/CKET. Printed Name: N ORT H CAROL INA Signature: Date Submitted: Month: JULY 2018 8 Criminal Charges Total Charges Total Criminal Total Traffic Drug Charges Criminal and Charges Not Listed Charges Criminal 0 3 3 61 Public Information Data Number of Presentations 0 Number of Displays 0 Number of People Reached 0 Crash Data Injury Crashes 1 AIR Injury Crashes 0 Fatal Crashes 0 AIR Fatal Crashes 0 PDO Crashes 3 AIR PDQ Crashes 0 Total Crashes ' 4 Rev 10/2013 Project Number: PT-16-06-15 ~~~~~------ (Please use minimum size 9 Bold Font for stats) North Carolina Governor's Highway Saf ety Program Monthly Enforcement Data Report -Form GHSP-11 Officer Name: S.J. Crompton Agency: DUNN POLICE DEPT Project Traffic Offenses and Criminal Charges Driving While Other Traffic Offenses Impaired Occupant Restraint Total Test Seat Child Motorcycle I Moped Other Total Total DWI Refusal Belt Safety Speed DWLR NOL GDL No Permit or Violations Warning Traffic Charges Restraint Endorsement Helmet Not Listed Citations Offenses 2 1 1 2 8 12 1 0 0 0 28 11 64 Fugitives Arrested 0 Enforcement Initiative Day Night DWI Checking Station 0 1 Stolen Vehicles Recovered 0 Seat Belt lntiative 1 1 License Checks 2 2 Number of Officers on Project 0 Project Hrs Worked Total Number Traffic Stops Enforcement 106 TOTAL 71 Training 38 Court 16 Crashes 16 Public Info 0 Other 0 TOTAL 176 ~ Certification ORnCKEI: Printed Name: Signature: Date Submitted: Month: July 201 8 -----18 Criminal Charges Total Charges Total Criminal Total Traffic Drug Charges Criminal and Charges Not Listed Charges Criminal 16 2 18 82 Public Information Data Number of Presentations 0 Number of Displays 0 Number of People Reached 0 Crash Data Injury Crashes 2 AIR Injury Crashes 0 Fatal Crashes 0 AIR Fatal Crashes 0 PDO Crashes 14 AIR PDO Crashes 0 Total Crashes 16 - Rev 10/2013 July 1, 2018 ANIMAL CONTROL ACTIVITIES #CALLS LOGGED: (complaints: 76 Citizen assist: 31) #DOGS PICKED UP: #DOGS LEFT IN POUND: May #DOGS RETURNED: #DOGS ADOPTED: #DOGS ESCAPED: June 2018 107 64 24 03 20 (15 by rescue) 1 #DOGS PUT TO SLEEP: 50 ( 43 euthanized 7 deceased) #DOGS IN POUND: #DOG BITES REPORTED: #DOGS QUARANTINED: #CAT BITES: #CATS QUARANTINED: #CATS PICKED UP: #CATS PUT TO SLEEP: #CATS ADOPTED: #CATS ESCAPED: #CATS RETURNED: 14 1 1 (by owner) 0 0 20 14 (13 euthanized 1 deceased) 03 0 0 #OTHER ANIMAL CALLS: snake 1 possum 1 #WARNINGS ISSUED: MILEAGE: Respectfully Submitted, WRITTEN: 10 VERBAL: 22 CIVIL CITATIONS: 3 End of Month: 116586 Beginning of Month: 1157 62 Truck #55 824 164484 164001 #56 483 Patti Lane Collins, Animal Control Officer CCiittyy CCoouunncciill AAggeennddaa FFoorrmm MMeeeettiinngg DDaattee:: SSeepptteemmbbeerr 1111,, 22001188 SUBJECT TITLE: City Manager’s Report Presenter: City Manager Neuschafer Department: Administration Attachment:  Yes X No Description: City Update Public Hearing Advertisement Date: TOPIC: The City Manager will provide a monthly update. IT E M F O R D I S C U S S I O N A N D / O R D E C I S I O N Page | 1 Announcements September 11, 2018 City Council Meeting  The Annual Business Fest is Tuesday, September 18, 2018 from 10:30 a.m. until 4:30 p.m. Dunn Community Building 205 Jackson Road.  The next regular City Council Meeting is scheduled for Tuesday, October 9, 2018 @ 7:00 p.m. CLOSED SESSION CRITERIA (Specify one or more of the following permitted reasons for closed sessions) Move that we go into closed session in accordance with: [N.C.G.S. 143·318.11(a)(1 )] Prevent the disclosure of privileged information 1 Under the North Carolina General Statutes or regulations. Under the regulations or laws of the United States. [N.C.G.S. 143·318.11(a)(2)] Prevent the premature disclosure of an honorary award or scholarship [N.C.G.S. 143·318.11(a)(3)] Consult with the Attorney 1 To protect the attorney-client privilege. To consider and give instructions concerning a potential or actual claim, administrative procedure, or judicial action. To consider and give instructions concerning a judicial action titled -~~~vs_~~~- [N.C.G.S. 143-318.11 (a)(4)] To discuss matters relating to the location or expansion of business in the area served by this body. [N.C,G.S. 143-318.11 (a)(S)] To establish or instruct the staff or agent concerning the negotiation of the price and terms of a contract concerning the acquisition of real property located at _______ _ (OR) To establish or instruct the staff or agent concerning the negotiations of the amount of compensation or other terms of an employment contract. [N.C.G.S. 143·318.11(a)(6)] To consider the qualifications, competence, performance, condition of appointment of a public officer or employee or prospective public officer or employee. (OR) To hear or investigate a complaint, charge, or grievance by or against a public officer or employee. [N.C.G.S. 143-318.11(a)(7)] To plan, conduct, or hear reports concerning investigations of alleged criminal conduct. School violence 143-318.11 (a)(8) and terrorist activity (9).