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Agenda 05-19-2020 Special Budget Workshop® north'\\Caro\\\\l\\\ina ILE UNN city or Bunn Call to Order — Mayor William P. Elmore, Jr. Invocation Pledge of Allegiance 1) Adjustment and Approval of the May 19, 2020 meeting agenda Dunn City Council Special Meeting Tuesday, May 19, 2020 1:00 p.m., Dunn Municipal Building ITEMS FOR DISCUSSION AND/OR DECISION 2) Memorandum of Understanding between the City and NCDOT regarding 195 Widening JPF Properties LLC (PJ's Truck Bodies) 3) Discussion — Proposed Budget FY 2020-2021 4) Closed Session - If called, the General Statute(s) allowing the Closed Session will be cited in the motion INFORMATION AND ANNOUNCEMENTS ADJOURNMENT "This institution is an equal opportunity provider and employer" north caroling UUDU NNL V city of dunn POST OFFICE BOX 1065 • DUNN, NORTH CAROLINA 28335 (910) 230-3500 • FAX (910) 230-3590 www.dunti-nc.org Mayor William P. Elmore Jr. Mayor Pro Tern Chuck Turnage Council Members J. Wesley Sills April Gaulden Frank McLean Billy Tart Dr. David L Bradham City Manager Steven Neuschafer PUBLIC NOTICE related to Special Called Council Meeting The public is hereby notified that the City Council of the City of Dunn will hold a Special meeting on Tuesday, May 19, 2020 at 1:00 p.m. in the Council Chambers of the Dunn Municipal Building, 401 E. Broad Street, Dunn, NC. Some members of the Council may participate electronically. SPECIAL NOTICE REGARDING MEETING ACCESS DUE TO STATE OF EMERGENCY In an effort to abide with the Governor's Executive Order and to reduce the spread of Covid-19, in - person access to the Council meeting is limited and will only include our Council and needed staff. The Council Meeting will be available for live public viewing on Facebook - The City of Dunn, NC page or the Public can call in to listen - contact the City Cleric at 910-230-3501 or twilliams@dunn-nc.org prior to Monday, May 18, 2020,1:00 p.m. for instructions. There will be no public comment and no public allowed in Council Chambers. Audio will be available outside Council Chambers via Facebook Live. Tammy Williams City Clerk 910-230-3501 twilliams@dunn-nc.org DUNN ekll�Ameeica City 1 1 wxle�re commant vlaffers wes>kzaEa LE of . UNN®® DLINN �UNN aftld All -America City _ a., „ All -America City { I city Council Agenda Form 1 f ° Meeting Date. May 19, 2020 ° 1989 * 2013 1989 * 2013 SUBJECT TITLE: Memorandum of Understanding Between the City of Dunn and the NC Department of Transportation regarding JPF Properties LLC (PJ's Truck Bodies) Presenter: Heather Adams, Director Department: Public Utilities Attachment: X Yes No Description: Memorandum of Understanding and NCDEQ Permit Public Hearing Advertisement Date: PURPOSE: To agree to the memorandum of understanding (MOU) between the City of Dunn and the NC DOT and to include the construction of the private sewer line for JPF Properties, LLC (PJ's Truck Bodies) as part of the City's construction contract with Temple Grading and Construction. The MOU also relieves the City of any responsibility related to the ownership, maintenance, and operation of the private sewer extension. BACKGROUND: Since the 1-95 widening project will damage the septic field at PJ's Truck Bodies, NCDOT has agreed to reimburse the City for the construction and engineering costs associated with extending a public 8-inch gravity sewer line in order to provide sewer service to PJ's Truck Bodies. The City's construction project will disrupt sewer service to PJs Truck Bodies when we extend the gravity line through their septic field. NCDOT has requested that the City complete the private 8" sewer extension concurrently within the City's contract with Temple Grading and Construction to avoid this disruption to the end user. BUDGET IMPACT: Both the private and public sewer extension will be completed at the expense of the NC Department of Transportation in accordance with General Statute 136-27.1 The City of Dunn will be reimbursed at 100% by the NC DOT for all costs associated with the project. RECOMMEN DATIONIACTION REQUESTED: Motion to authorize City Manager Neuschafer to execute the Memorandum of Understanding between the City of Dunn and the NC Department of Transportation for the Public and Private sewer extensions to serve JPF Properties, LLC. Memorandum of Understanding between City of Dunn and NCDOT for Public and Private Sewer Extensions for JPF Properties, LLC WITNESSETH: WHEREAS, both public and private sewer extensions from the City of Dunn's Sewer Lift Station located at Loves Travel stops is required by NCDOT to resolve conflicts with septic system on property owned by JPF Properties, LLC, upon which PJ Truck Bodies and Equipment conducts business, and that; WHEREAS, NCDOT will be responsible for all cost, construction and construction services engineering, related to the Installation of the public and private sewer extension, and that; WHEREAS, both public and private NC Department of Environmental Quality sewer extension permits have been acquired for the sewer extensions, and that; WHEREAS, NCDOT desires for both the public and private sewer extensions to be Installed by the General Contractor, Temple Grading and Construction ("Temple Grading"), who was selected to install the public sewer extensions through a competitive bid process for the City of Dunn (with all cost to be reimbursed by NCDOT), and that; WHEREAS, Temple Grading will prepare separate public and private sewer extension change orders for review and approval by the City of Dunn and NCDOT, and after approval Install the additional work to be financed by the City of Dunn (with all cost to be reimbursed by NCDOT), and that; WHEREAS, Davis -Martin -Powell ("DMP") is providing the preparation of bids documents utilizing plans prepared by Enoch Engineers, and providing bid and construction administration and field engineering Inspection service, and DMP will have additional cost related to additional meetings, reviews, construction administration, and field engineering services related to the private sewer extension and all the cost shall be paid by the City of Dunn (with all cost to be reimbursed by NCDOT). Now Therefore, in consideration of the mutual promises and agreements set forth herein, and other good and valuable consideration, the parties express their agreement and understand as follows: The preambles to this Memorandum of Understanding are incorporated herein by reference the same as if fully set forth herein. The City of Dunn will be reimbursed 100% for all their cost by NCDOT related to the construction of the public and private sewer extensions to serve the property owned by JPF Properties, LLC, upon which PJ Truck Bodies and Equipment conducts its business. The City of Dunn nor NCDOT will have any responsibility related to the maintenance and operation of the private sewer extension to serve PJ Truck Bodies and Equipment or any future tenant of JPF Properties, LLC or any future owner of the property. JPF Properties, LLC will own, operate, and maintain the private sewer extension to serve their facilities In accordance with NC Department of Environmental Quality Issued Permit No. WQ0041169 dated September 20, 2019. Remainder of Page Left Blank Intentionally Signature Page to Follow Page 1 of 2 Signature Page to Memorandum of Understanding between City of Dunn and NCDOT for Public and Private Sewer Extensions for 1PF Properties, LLC This Memorandum of Understanding is agreed to by; The City of Dunn Steven Neuschafer, City Manager Date NCDOT Utility Engineer Doeus fined by: ft kA; v. 12 May 2020 Na zfPPP&"caEr®aoo... Date Page 2 of 2 ROY COOPER Governor NUCHAEL S. REGAN S,mfory LINDA CULPEPPER Obeclor NORTH CAROLINA EnvtronmentatQuality September 20, 2019 Paul Junior Faircloth, President JPF Properties, LLC P.O. Box 1207 Dunn, NC 28335 Subject: Permit No. WQ0041169 JPF Properties, LLC 8" Sanitary Sewer— P1's Truck Bodies & Equipment Wastewater Collection System Extension Permit Harnett County Dear Mr. Faircloth: In accordance with your application received September 5, 2019, we are forwarding herewith Permit No. W00041169 dated September 20, 2019 to JPF Properties, LLC for the construction and operation upon certification of the subject wastewater collection system extension. This permit shall be effective from the date of issuance until rescinded, and shall be subject to the conditions and limitations as specified therein. This cover letter shall be considered a part of this permit and is therefore incorporated therein by reference. Please pay particular attention to the following conditions contained within this permit: Condition II.1: This permit shall not be automatically transferable; a request must be made and approved. Condition II.4: Requires that the wastewater collection facilities be properly operated and maintained in accordance with 15A NCAC 2T .0403 or any individual system- wide collection system permit issued to the Permittee. It shall be responsibility of the Permittee to ensure that the as -constructed project meets the appropriate design criteria and rules. Failure to comply may result in penalties In accordance with North Carolina General Statute §143-215.6A through §143-215.6C, construction of additional or replacement wastewater collection facilities, and/or referral of the North Carolina -licensed Professional Engineer to the licensing board. 225 Green Street, Suite 714, Fayetteville, NC 28301 Phone: 910-433-3300 \ Internet: www ncwaterQuality org An Equal Opportunity \ Affirmative Action Employer— Made in part by recycled paper 7PF Properties, LLC Permit No. WQ0041169 If any parts, requirements, or limitations contained in this permit are unacceptable, you have the right to request an adjudicatory hearing upon written request within 30 days following receipt of this permit. This request must be in the form of a written petition, conforming to Chapter 150E of North Carolina General Statutes, and filed with the Office of Administrative Hearings, 6714 Mail Service Center, Raleigh, NC 27699-6714. Unless such demands are made, this permit shall be final and binding. If you need additional information concerning this matter, please contact Trent Allen at (910) 433-3336 or via e-mail at trent.allen@ncdenr.gov. Sincerely, � DOCUSIgn" by: � aet. S1BBD2D2DDSD428... Trent Allen, Regional Supervisor Water Quality Regional Operations Section Fayetteville Regional Office Division of Water Resources, NCDEQ cc: serfiche File Page 2 of 9 STATE OF NORTH CAROLINA ENVIRONMENTAL MANAGEMENT COMMISSION DEPARTMENT OF ENVIRONMENTAL QUALITY WASTEWATER COLLECTION SYSTEM EXTENSION PERMIT In accordance with the provisions of Article 21 of Chapter 143, General Statutes of Carolina as amended, and other applicable Laws, Rules, and Regulations, pers hereby granted to the JPF Properties, LLC Harnett County for the construction and operation of approximately 655 linear feet of 8-inch gravity sewer to serve as part of the 8 Sanitary Sewer— PJ's Truck Bodies & Equipment project, and the discharge of 0 gallons per day of collected domestic wastewater Into the City of Dunn Black River Wastewater Treatment Plant existing sewerage system, pursuant to the application received September 5, 2019, and in conformity with 15A NCAC 2T; the Division's Gravity Sewer Minimum Design Criteria adopted February 12, 1996 as applicable; the Division's Minimum Design Criteria for the Fast -Track Permitting of Pump Stations and Force Mains adopted June 1, 2000 as applicable; and other supporting data subsequently filed and approved by the Department of Environmental Quality and considered a part of this permit. This permit shall be effective from'the date of issuance until rescinded and shall be subject to the specified conditions and limitations contained therein. ooausleneEby:a^^z- 5111MM Trent Allen, Regional uVervisor Division of Water Resources, NCDEQ By Authority of The Environmental Management Commission Permit Number: WQ0041169 Permit Issued: September 20, 2019 Page 3 of 9 SUPPLEMENT TO PERMIT COVER SHEET JPF Properties, LLC is hereby authorized to: Construct, and then operate upon certification the aforementioned wastewater collection extension. The sewage and wastewater collected by this.system shall be treated in the City of Dunn Black River Wastewater Treatment Plant in accordance with Permit Number NC0041169. Permitting of this project does not constitute an acceptance of any part of the project that does not meet 15A NCAC 2T; the Division's Gravity Sewer Minimum Design Criteria adopted February 12, 1996 as applicable; and the Division's Minimum Design Criteria for the Fast -Track Permitting of Pump Stations and Force Mains adopted June 1, 2000 as applicable, unless specifically mentioned herein. Division approval is based on acceptance of the certification provided by a North Carolina -licensed Professional Engineer in the application, It shall be the Permittee's responsibility to ensure that the as -constructed project meets the appropriate design criteria and rules. II. STANDARD CONDITIONS 1. This permit shall not be transferable. In the event there is a desire for the wastewater collection facilities to change ownership, or there Is a name change of the Permittee, a formal permit request shall be submitted to the Division accompanied by documentation from the parties Involved, and other supporting materials as may be appropriate. The approval of this request shall be considered on Its merits and may or may not be approved. [15A NCAC 02T.0104; G.S 143-215.1(d3)] 2. This permit shall become voidable unless the wastewater collection facilities are constructed in accordance with the conditions of this permit; 15A NCAC 2T, the Division's Gravity Sewer Minimum Design Criteria adopted February 12, 1996 as applicable; the Division's Minimum Design Criteria for the Fast -Track Permitting of Pump Stations and Force Mains adopted June 1, 2000 as applicable; and other supporting materials unless specifically mentioned herein. [15A NCAC 02T.0110] 3. This permit shall be effective only with respect to the nature and volume of wastes described In the application and other supporting data. [15A NCAC 02T.0110] 4. The wastewater collection facilities shall be properly maintained and operated at all times. The Permittee shall maintain compliance with an Individual system -wide collection system permit for the operation and maintenance of these facilities as required by 15A NCAC 2T .0403. If an Individual permit is not required, the following performance criteria shall be met: [15A NCAC 02T .0108(b)]: a. The sewer system shall be effectively maintained and operated at all times to prevent discharge to land or surface waters, and to prevent any contravention of groundwater standards or surface water standards. Page 4 of 9 b. A map of the sewer system shall be developed and shall be actively maintained. c. An operation and maintenance plan Including pump station inspection frequency, preventative maintenance schedule, spare parts inventory and overflow response has been developed and Implemented. d. Pump stations that are not connected to a telemetry system shall be Inspected every day (i.e. 365 days per year), pump stations that are connected to a telemetry system shall be Inspected at least once per week. e. High -priority sewer lines shall be inspected at least once per every six -months and inspections are documented. f. A general observation of the entire sewer system shall be conducted at least once per year. g. Overflows and bypasses shall be reported to the appropriate Division regional office in accordance with 15A NCAC 2B .0506(a), and public notice shall be provided as required by North Carolina General Statute §143-215.1C. h. A Grease Control Program Is In place as follows: 1. For public owned collection systems, the Grease Control Program shall Include at least biannual distribution of educational materials for both commercial and residential users and the legal means to require grease Interceptors at existing establishments. The plan shall also include legal means for Inspections of the grease interceptors, enforcement forvlolators and the legal means to control grease entering the system from other public and private satellite sewer systems. 2. For privately owned collection systems, the Grease Control Program shall include at least bi- annual distribution of grease education materials to users of the collection system by the permittee or Its representative. 3. Grease education materials shall -be distributed more often than required in Parts (1) and (2) of this Subparagraph if necessary to prevent grease -related sanitary sewer overflows. 1. Right-of-ways and easements shall be maintained in the full easement width forpersonnel and equipment accessibility. j. Documentation shall be kept for Subparagraphs (a) through (1) of this Rule for a minimum of three years with exception of the map, which shall be maintained for the life of the system. 5. The Permittee shall report by telephone to a water resources staff member at the Fayetteville Regional Office, telephone number (910) 433-3300, as soon as possible, but in no case more than 24 hours, following the occurrence or first knowledge of the occurrence of either of the following: a. Any process unit failure, due to known or unknown reasons, that renders the facility Incapable of adequate wastewater transport, such as mechanical or electrical failures of pumps, line blockage or breakage, etc.; or b. Any SSO and/or spill over 1,000 gallons; or c. Any SSO and/or spill, regardless of volume, that reaches surface water Page 5 of 9 Voice mall messages or faxed information Is permissible, but this shall not be considered as the Initial verbal report. Overflows and spills occurring outside normal business hours may also be reported to the Division of Emergency Management at telephone number (800) 858-0368 or (919) 733-3300. Persons reporting any of the above occurrences shall file a spill report by completing and submitting Part I of Form CS-SSO (or the most current Division approved form) within five days following first knowledge of the occurrence. This report must outline the actions taken or proposed to be taken to ensure that the problem does not recur. Part II of Form CS-SSO (orthe most current Division approved form) can also be completed to show that the SSO was beyond control. [G.S. 143-215,1C(a1)) 6. Construction of the gravity sewers, pump stations, and force mains shall be scheduled so as not to Interrupt service by the existing utilities nor result In an overflow or bypass discharge of wastewater to the surface waters of the State. [15A NCAC 02T.0108(b)j Upon completion of construction and prior to operation of these permitted facilities, the completed Engineering Certification form attached to this permit shall be submitted with the required supporting documents to the address provided on the form. A complete certification is one where the form is fully executed and the supporting documents are provided as applicable. Any wastewater flow made tributary to the wastewater collection system extension prior to completion of this Engineer's Certification shall be considered a violation of the permit and shall subject the Permittee to appropriate enforcement actions. If the permit is Issued to a private entity with an Operational Agreement, then a copy of the Articles of Incorporation, Declarations/Covenants/Restrictions, and Bylaws that have been appropriately filed with the applicable County's Register of Deeds office shall be submitted with the certification. A complete certification is one where the form Is fully executed and the supporting documents are provided as applicable. Supporting documentation shall Include the following: a. One copy of the project construction record drawings (plan & profile views of sewer lines & force mains) of the wastewater collection system extension. Final record drawings should be clear on the plans or on digital media (CD or DVD disk) and are defined as the design drawings that are marked up or annotated with after construction Information and show required buffers, separation distances, material changes, etc. b, One copyof the supporting applicable design calculations including pipe and pumpsizing, velocity, pump cycle times, and level control settings, pump station buoyancy, wet well storage, surge protection, detention time in the wet well, and force main, ability to flush low points In force mains with a pump cycle, and downstream sewer capacity analysis. If a portable power source or pump is dedicated to multiple stations, an evaluation of all the pump stations' storage capacities and the rotation schedule of the portable power source or pump, Include travel timeframes, shall be provided. c. Changes to the project that do not result in non-compliance with this permit, regulations, or the Minimum Design Criteria should be clearly Identified on the record drawings, on the certification In the space provided, or In written summary form. Prior to Certification (Final or Partial): Permit modifications are required for any changes resulting in non-compliance with this permit (including pipe length increases of 10% or greater, Increased flow, pump station design capacity design Increases of 5% or greater, and Increases in the number/type of Page 6 of 9 connections), regulations, or the Minimum Design Criteria. Requested modifications or variances to the Minimum Design Criteria will be reviewed on a case -by -case basis and each on its own merit. Please note that variances to the Minimum Design Criteria should be requested and approved during the permitting process prior to construction. After -construction requests are discouraged by the Division and may not be approved, thus requiring replacement or repair prior to certification & activation. [15A NCAC 02T .0116] 8. Gravity sewers installed greater than ten percent below the minimum required slope per the Division's Gravity Sewer Minimum Design Criteria shall not be acceptable and shall not be certified until corrected. If there is an unforeseen obstacle in the field where all viable solutions have been examined, a slope variance can be requested from the Division with firm supporting documentation. This shall be done through a permit modification with fee. Such variance requests will be evaluated on a case -by -case basis. Resolution of such request shall be evident priorto completing and submitting the construction certification. [ 15A NCAC 02T.0105(n)] 9. A copy of the construction record drawings shall be maintained on file by the Permittee for the life of the wastewater collection facilities. [i5A NCAC 02T .01161 10. Failure to abide by the conditions and limitations contained in this permit; 15A NCAC 2T; the Division's Gravity Sewer Design Criteria adopted February 12,1996 as applicable; the Division's Minimum Design Criteria for the Fast -Track Permitting of Pump Station and Force Mains adopted June 1, 2000 as applicable; and other supporting materials may subject the Permittee to an enforcement action by the Division, in accordance with North Carolina General Statutes §143-215.6A through §143-215.6C, construction of additional or replacement wastewater collection facilities, and/or referral of the North Carolina -licensed Professional Engineer to the licensing board. [15A NCAC 02T .0104; 15A NCAC 02T .0108(b-c)] 11. In the event that the wastewater collection facilities fall to perform satisfactorily, Including the creation of nuisance conditions, the Permittee shall take immediate corrective action, including those as may be required by this Division, such as the construction of additional or replacement facilities. [15A NCAC 02T .0110; 15A NCAC 02T .0108(b)] 12. The Issuance of this permit shall not exempt the Permittee from complying with any and all statutes, rules, regulations, or ordinances that may be Imposed by the Division any other Federal, State, or Local government agencies which have jurisdiction or obtaining other permits which may be required.by the Division or any other Federal, State, of Local government agencies. [G.S. 143-215.1(b)] Page 7 of 9 CERTIFICATION CHECKLIST To be completed by the certifying engineer prior to operation of the permitted sewers, per 15A NCAC 02T.0116. Certifying Engineer: Certification Review Date: Project Name: WQ00 Project County: 1) Has permittee information changed since the permit was issued (or last modified): change of mailing address, change of ownership, transfer from developer to HOA/POA, etc. ❑ Yes ❑ No • If yes, please provide either a change of ownership form or new contact information. Note that transfer of permits from the developer to the HOA/POA must occur with the first certification. 2) Have the as -built drawings have been signed, sealed, and dated by an N.C. PE? ❑ Yes ❑ No 3) Final Engineering certification? ❑ Yes ❑ No • If Partial Engineering certification, provide detailed narrative including what is being certified In the current phase, what was previously certified (if applicable), and what is left to be certified. 4) Adequate Information related to sewer lines: ❑ Yes ❑ No ❑ N/A • Three feet minimum cover has been provided for all sewers unless ferrous pipe was Installed. • Minimum diameters for gravity sewers are 8-inches for public lines and 6-Inches for private lines. • Manholes have been installed: At the end of each line, at all changes in grade, size, or alignment, at all intersections, and at distances not greater than 425 feet; minimum diameter shall be 4 feet (48-inches), 5) Adequate information related to pump stations: ❑ Yes ❑ No ❑ N/A • Ensure power reliability option was selected per 15A NCAC 02T,0305(h). 6) Was project construction completed in accordance with all of the following: ❑ Yes ❑ No ❑ N/A 0 15A NCAC 02T Minimum Design Criteria (MDC) for the permitting of Gravity Sewers (latest version), and MDC for the Permitting of Pump Stations and Force Mains (latest version)? If not, a variance approval is required in accordance with 15A NCAC 02T.0105(b), prior to certification and operation. • Contact the Central Office to discuss the variance to determine a course of action. • Applicant must submit two copies of the variance request form, plans, specifications, calculations, and any other pertinent information to the Central Office (one hard copy, one digital copy). o The central office will review the variance request, and If approvable, specific language regarding the variance will be incorporated into the permit, eithervia a special condition or a supplementary letter. A copy of the reissued permit with variance language or the variance letter must be maintained with the original documents. 7) Does the project contains high priority lines (15A NCAC 02T .0402(2))? ❑ Yes ❑ No • If yes, ensure that the permit already contains the necessary condition related to high priority lines 15A NCAC 02T.0403 (a)(5). If the permit does not Include this language, the Fast Track reviewer will reissue the permit with the appropriate language. 8) Are Permit modifications are required for any changes resulting In non-compliance with this permit (including but not limited to pipe length changes of 10%or greater, change inflow, pump station design capacity design change of 5%or greater, and/or change In the number/type of connections)? ❑ Yes ❑ No • If yes, a permit modification request must be submitted to the appropriate Regional Office, and a modified permit with revised certification must be Issued prior to certification and operation. NC DWR - Water Quality Regional Operations Section 225 Green St, Fayetteville, NC Zip 28301 Fayetteville Regional Office Phone: (910)-433-3300 FAX: (910)-486-0707 FAST TRACK SEWER ENGINEERING CERTIFICATION ]PE RMITTEE: JPF Properties, LLC PERMIT #: W Q0041169 PROJECT: 8" Sanitary Sewer— Pi's Truck Bodies & Equipment ISSUE DATE: September 20, 2019 This project shall not be considered complete nor allowed to operate in accordance with Condition 7 of this permit until the Division has received this Certification and all required supporting documentation. It should be submitted in a manner that documents the Division's receipt. Send the required documentation the Regional Supervisor, Water Quality Regional Operations Section at the address at the bottom. Any wastewater flow made tributary to the wastewater collection system extension prior to completion of this Certification shall be considered a violation of the permit and shall subject the Permittee to appropriate enforcement actions. The Permittee is responsible for tracking all partial certifications up until a final certification is received. A Final Certification shall be a complete set of record drawings and design calculations regardless of whether partials have been submitted. PERIVITTEE'S CERTIFICATION I, the undersigned agent for the Permittee, hereby state that this project has been constructed pursuant to the applicable standards & requirements, the Professional Engineer below has provided applicable design/construction information to the Permittee, and the Permittee Is prepared to operate & maintain the wastewater collection system permitted herein or portions thereof. Printed Name, Title Signature Date ENGINEER'S CERTIFICATION 1 , as a duly registered Professional Engineer in the State of North Carolina, having been authorized to observe (❑ periodically, ❑ weekly, ❑ full time) the construction of the project name and location as referenced above for the. above Permittee hereby state that, to the best of my abilities, due care and diligence was used in the observation of the construction such that the construction was observed to be built within substantial compliance of this permit; 15A NCAC 02T; the Division of Water Resources' (Division) Gravity Sewer Minimum Design Criteria adopted February 12, 1996 as applicable; the Division's Minimum Design Criteria for the Fast -Track Permitting of Pump Stations and Force Mains adopted June 1, 2000 as applicable; and other supporting materials. North Carolina Professional Engineer's Seal w/signature & ❑ Final ❑ Partial (include description) Certification Comments/Qualifiers (attach if necessary)' NC DWR— Water Quality Regional Operations Section 225 Green St., Fayetteville NC 28301 Fayetteville Regional Office Phone: (910)-433-3300 north carolina UNN city of Bunn POST OFFICE BOX 1065 • DUNN, NORTH CAROLINA 25335 (910) 230-3500 ® FAX (910) 230-3590 www.dunn-nc.org May 11, 2020 Honorable Mayor & Members of the City Council, City of Dunn, North Carolina Mayor and Council Members: Mayor William P. Elmore Jr. Mayor Pro Tem Chuck Tannage Coancil Members J. Wesley Sills April L. Gaulden Frank McLean Billy Tait Dr. David L, Bradham City Manager Steven Neuschafer Over the last couple of months, the COVID-19 pandemic has altered our lives and the way we govern like no time in recent history. The precautions enacted in response to the virus have restricted our movement and access to goods and services; and these actions will proportionally impact the City's revenues and spending. During preparation of the FY 2020-2021 budget, the projected revenues continue to be updated. At the time of this letter, the City has not received its March sales tax payment. Receipt of that payment will begin to inform the rest of our calculations; and subsequent payments will provide a more in-depth view. At this time, there is no evidence of the real impact on our local economy. Although the economy is currently down, it is expected to continue to increase (recover) from the May 2020 anticipated low point and level off at the end of this calendar year at a near pre -pandemic level. Based upon projections published by the NC League of Municipalities, the overall budget is reduced by 2.8%, in expectation that 2020-21 revenue will be below last years' budgeted revenue. Spending on travel, training and fuel will be severely limited, and most other departmental spending (in the first half of the year) is reduced unless prioritized by management. However, "restricted" spending is moving forward, including the street resurfacing program, drainage and utility projects. There are slight increases in selected fees, some of which are in response to particular contractual increases. The fees charged are used to support needed expenditures, ensuring that funds are available to complete the Council's goals, while continuing to support employee development. Fee increases proposed in this budget have specific functions: • Garbage and recycling rate increase (2%): a direct result of the contractual increase (Consumer Price Index increase) from Republic Services. • Water rate increase (3.3%): will continue to replenish the fund balance and cover the cost of repair projects. • Sewer rate increase (6%): needed to pay for debt service on sewer projects. • The proposed new street sweeper debt service will be approximately $0.75 per month on both residential and non-residential Storm Water fees. Below are my top areas of focus for the upcoming year: Infrastructure Improvements: This program utilizes the majority of our funds received from the Powell Bill and vehicle license tag fees. Additionally, we will continue to fund utility repairs that must be completed for the N Watauga Ave. water line replacement, Lakeshore Dr. water line replacement, and others as approved by the City Council. Continue progress on three building construction projects: • Renovations within City Hall for the Police Department and computer server locations. This project was identified and designed based upon approval of the City Council. Funding will be appropriated upon completion of construction estimates. • The Public Works and Utilities site has also been identified as a priority. A firm will be selected to design or design -build as approved and this project will then proceed with construction (to be included in Fiscal Year 2021-2022). • Lastly, office consolidation for the Parks and Recreation Department. The evaluation of space in the Vyas Recreation Center will yield a design to move the department staff offices into that building, allowing the current office space in the Community Building to be renovated and repurposed for community benefit. Personnel Changes (proposed): • Funding for new employees (3) for the Public Works Department: providing additional staff for running asphalt surfacing and repair operations. • Permanent staff reductions in three areas: two in Recreation, one in the Library, and one in Public Works. • Creation of an additional Administrative Support Specialist position in the Planning and Inspections Department. The cost of living allocation (COLA) salary increase proposed for this year is 0%, however, the City may award up to a 2% merit increase based upon employee evaluations, effective after January 1, 2021. Each department is allocated 1% of its total payroll budget for its merit pool of funds. Through supervisor -led evaluations, the merit increases will continue to reward those employees who exceed expectations. The merit program has been in place for two years. Submitted below are the estimated revenues and expenditures for fiscal year July 1, 2020 through June 30, 2021. Highlights of the proposed FY 2020-2021 Budget figures are as follows: 2020-2021 GENERAL FUND BUDGET 2019-2020 GENERAL FUND BUDGET Total Revenues $11,275,000 Total Revenues $11,597,100 Total Expenditures $11,275,000 Total Expenditures $11,597,100 REVENUES: GENERAL A. Ad Valorem taxes: $3,750,500 projected on a collection rate of 96.7%, with the tax rate remaining at $.50 per $100 valuation. B. Sales tax: budgeted for $2,160,000; this is a 3.2% decrease from collections in 2019. C. Powell Bill and License Tag fee restricted Fund balances: $295,000 allocated for the proposed street resurfacing project. D. Garbage rate: increasing from $19.40 to $1.9.80 E. Recycling rate: increasing from $3.60 to $3.70 F. Apartment, per unit, bulls pick up: increasing from $3.85 to $4.00 G. Storm Water fee: increasing from $2.00 to $2.75 for residential and $7.00 to $7.75 for non-residential per month. EXPENDITURES: GENERAL A. COLA increase: 0% for all employees B. Merit increase: up to 2.0%, effective January 1, 2021 C. Retirement contribution for state retirement: increases from 8.95% to 10.15% for general employees and from 9.70% to 10.90% for sworn law enforcement officers. D. 401K contribution for all employees: remains at 5% E. Health insurance cost: premium is calculated with no increase and held at $6,660 per employee per year. F. Rooms to Go incentive: budgeted for $235,000 G. Personnel changes: New positions in Public Works and Planning and Inspections H. Street resurfacing: $600,000 2020-2021 WATER SEWER FUND BUDGET 2019-2020 WATER SEWER FUND BUDGET Total Revenues $6,696,000 Total Revenues $6,207,200 Total Expenditures $6,696,000 Total Expenditures $6,207,200 REVENUES: WATER —SEWER A. Propose basic water rate increase: from $14.75 to $15.25 base rate and proposed at an increasing block rate beginning at $4.65 per 1000 gallons. B. Propose basic sewer rates increase: from $13.75 to $14.50 base rate and from $6.00 to $6.36 per 1,000 gallons C. City of Dunn bulk purchaser rate: remains at $2.14 per 1000 gallons for those with a contract minimum gallons per day. D. Propose Industrial rate user rate increase: from $14.75 to $15.25 base rate and proposed at an increasing block rate beginning at $4.65 per 1000 gallons up to 500,000 gallons; $2.80 per 1000 gallons above 500,001 gallons. EXPENDITURES: WATER — SEWER A. COLA, no increase: 0% for all employees B. Merit increase: up to 2.0%, effective January 1, 2021 C. Retirement contribution for state retirement: increases to 10.15% D. 401K contribution for all employees: remains at 5% E. Health insurance cost: premium is calculated with no increase and held at $6,660 per employee per year REVENUES: STORM WATER A. Storm Water rate: increasing from $2.00 to $2.75 for Residential and from $7.00 to $7.75 for non-residential. EXPENDITURES: STORM WATER A. Purchase of a new street sweeper B. Capital improvements and repairs The proposed 2020-2021 budget is concentrated on reducing expenditures for the first six months of the fiscal year. Moreover, this budget has monies allocated for: demolition and clean-up of nuisance properties; materials to complete minor street repairs and paving; and repairs and maintenance of the utility and storm water drainage system. In the next budget, there are also funds to address identified areas of improvement like the Ashe Ave. Dog Park and Garden. Please review the information contained in this packet and should you have any questions, don't hesitate to give me a call. Steven W. Neuschafer City Manager where wmma! maP%rs CAPITAL ITEMS FOR FY 2020-2021 GENERAL FUND Police: Police Cars $ 80,000 Traffic Warning Trailer $ 15,000 Streets/Cemetery: Western Star Dump Truck $200,000 Leaf Machine $220,000 Capital Outlay Garage $ 10,000 Capital Outlay Cemetery $ 10,000 Recreation: Mower 10,000 Total loan funding: 545 000 WATER- SEWER FUND Water/Sewer Services: Skid Steer w/brush cutter $100,000 Directional board $ 5,000 1500 Utility Truck $ 26,000 4X4 1500 Truck $ 29,000 Wastewater Treatment Plant 200 HP Variable Frequency Drive -Effluent $ 12,000 Pumps, Valves, and Checks $ 52,800 SCADA Relocation $ 57,400 Water Treatment Plant Tractor $ 36,000 Backwash Pump with Motor Installed $104,000 Total loan funding: 422 200 STORMWATER FUND Street Sweeper w/wander hose $240,000 Total loan funding: $240,000 CITY OF DUNN, NORTH CAROLINA BUDGET FY 2020-2021 The following represents the budget for the City of Dunn, North Carolina adopted June 9, 2020, that the following fund revenues and total fund expenditures have been approved for the fiscal year beginning July 1, 2020: SECTION I. GENERAL FUND General Fund Revenues Ad Valorem Taxes $4,193,600 Local Option Sales Tax 2,160,000 Licenses/Permits/Fees 549,700 Investment Income 75,000 Utilities Sales Tax 746,400 Beer and Wine Tax 44,000 Powell Bill 295,000 Installment Financing Proceeds 560,000 Garbage/Recycling Charges 957,000 Grant Revenue 53,000 Fund Balance -Powell Bill 300,000 Other Revenue 1,341,300 TOTAL $11,275,000 General Fund Expenditures General Government $2,823,790 Public Safety 3,338,400 Public Works/Cemetery 1,997,500 Sanitation and Waste Removal 775,000 Debt Service 883,960 Recreation 610,700 Library 215,650 Powell Bill -Streets 630,000 TOTAL $11,275,000 LEVY OF TAXES There is hereby levied the following rate of tax on each one hundred dollars ($100.00) valuation of taxable property, as listed for taxes as of January 1, 2020 for the purpose of raising the revenue from current year's property tax, as set forth in the foregoing estimates of revenue and in order to finance the foregoing appropriation: GENERALTAX Rate per $100 Valuation of Taxable Property $.50 SPECIAL DOWNTOWN TAX DISTRICT Rate per $100 Valuation of Taxable Property $.12 SECTION 11. WATER AND SEWER A. Revenues Utility Charges -Water Utility Charges -Sewer Tap Fees Reconnection Fees Penalties Investment Income Water Tower Site Rental Eastover Sanitary District -Debt Payment Other Income B. Expenditures Administration/Finance Water/Sewer Distribution and Collection Water Treatment Plant Waste Water Treatment Plant Debt Service SECTION III. STORMWATER FUND A. Revenues Stormwater Fees B. Expenditures $3,200,000 2,650,000 19,000 45,000 60,000 7,500 80,000 192,000 442.500 TOTAL $6,696,000 $1,264,800 1,677,300 1,417,700 1,321,000 1,015,200 TOTAL $6,696,000 TOTAL $414,000 $414,000 Stormwater Expenditures $414,000 TOTAL $414,000 SECTION IV. SPECIAL AUTHORIZATION -BUDGET OFFICER A. The Budget Officer shall be authorized to affect interdepartmental transfers, in the same fund, not to exceed $5,000. B. The Finance Director is hereby designated Finance Officer and is authorized to make interfund loans for a period of not more than 60 days. The Finance Officer shall establish and maintain accounting procedures which are in compliance with the Statutes of the State of North Carolina. C. Interfund transfers, established in the budget document, may be accomplished without recourse to the council. SECTION V. RESTRICTION -BUDGET OFFICER The interfund transfer of monies, except as noted in Section IV -paragraph B and C, shall be accomplished by Council authorization only. SECTION VI. UTILIZATION OF BUDGET AND BUDGET ORDINANCE The Ordinance and the Budget Document, shall be the basis of the financial plan for the Dunn Municipal Government during the 2020-21 fiscal year. The Budget Officer shall administer the budget and shall insure that the operating facilities are provided guidance and sufficient details to implement their appropriate portion of the Budget. SECTION VII. DISTRIBUTION Copies of this Ordinance shall be furnished to the Clerk, to the Council, and to the Budget Officer and Finance Director to be kept on file by them for their direction in the disbursement of funds. Adopted this g'h day of June, 2020. William P. Elmore, Jr. Mayor Attest: Tammy Williams City Clerk The budget ordinance, and all additional amendments, are available in the office of the City Clerk, Dunn Municipal Building, Dunn, North Carolina. Steven Neuschafer City Manager 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 I 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 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)(5)] 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).