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Home My WebLink About02-09-2024 Special Meeting Budget Retreat338 Dunn City Council Special Meeting - Budget Planning Retreat Friday, February 9,2024 8:30 a.m., Lumina, Wrightsville Beach NC Minutes PRESENT: Mayor William P. Elmore Jr., Mayor Pro Tem 1. Wesley Sills, Council Members April Gaulden, Raquel McNeil, Billy N. Tart, Alan Hargis, and Dr. David L. Bradham. Also present City Manager Steven Neuschafer, Assistant City Manager Billy Godwin, Finance Director Cary McNallan, Chief of Police Cary Jackson, Planning Director George Adler, Parks and Recreation Director Brian • McNeill, Human Resources Director Connie Jernigan, Public Works Director Dwayne Williams, Administrative Support SpecialistAmber Groves, and City Clerk Tammy Williams. Session 1 - Gettin, Started Mayor Elmore opened the meeting at 8:30 a.m., gave the invocation and afterwards led in the Pledge of Allegiance. Mayor Elmore thanked everyone that was in attendance. He welcomed Robert Jordan with The Daily Record and new Council Members Hargis and McNeil. He discussed the advantages of this retreat - reviewing past goals and reevaluating and setting goals for the upcoming years. He then recognized City Manager Steven Neuschafer who introduced the Facilitator, Chad Sary. Sary began the day by starting with Pre -Retreat Questions for Council and staff. 1) What is your expectation for retreat? Responses included clear direction, common goals and actions steps, consensus building and road map with short and long-term goals. 2) What do you see as the most critical issues or trends facing the City? Responses included growth and infrastructure, code enforcement public relations, funding, losing institutional knowledge with upcoming retirements, gateway improvements and being 'business friendly." 3) What is one thing you believe the City could do to improve its performance? Responses included Code enforcement, attracting better businesses and housing, public relations, employee training and retention, updating technology, growth training for board members, customer service, fill open staff positions, gateway improvements and internal communications. Sary provided perspective on governing as a body and then led council in several questions: 1) What does a good government look like? Responses included being responsible to taxpayers, unity, • addressing needs of residents, leadership, being an example and problem solving. 2) Values? Responses included doing what is right for the entire city not just one district, honesty, listening, transparency, connecting to community and integrity. 3) Handling the prevailing decision agree or not? Responses included own position but work as a team, disagree - agreeably, voice concern but accept decisions, be unified, what is best for the city mentality. 4) Relationship with Council? Responses included respect, teamwork, honesty, and open mindedness, friendly, trusting, and professional. 5) Relationship with staff? Responses included friendly, trusting, respectful, supportive, access with effective communication. 6) Hopes that Council will be known for. Reponses included action oriented, proactive, pro -business, unified, planning and preparation for future, listening, problem solvers and the favorite, "Big Ideas in a Small Room." Session 2 - Reflectin¢ Manager's Progress Relic City Manager Neuschafer reviewed the goals and accomplishments from the last retreat and gave an update on the Imagine Dunn Strategic Vision Plan progress. Mid -Year Report and Financial Outlook Finance Director McNallan presented the Mid -Year Financial Report including update on debt schedule. Summary included that the General Fund balances and revenue streams remain strong. Water, Sewer, and Stormwater cash balances are weak depending on construction projects and grants which increases the need for Utility cash Row management. Expenditure budgets are keeping in pace with inflation, but revenues will • not increase without new development, rate increases or a decrease in services to reduce expenditure. Infrastructure expenditures and debt issuance are necessary for future growth. Need to continue monitoring debt ratios and fund balances and continue to look for opportunities for grants and low interest loans. Human Resources Director Jernigan gave an update on major accomplishments which included Pay Study completion and certification incentive policy implemented. She updated on open positions and reviewed the number of employees with 22 plus years of employment and experience. Parksand Director McNeill reported on accomplishments which included 15.5% increase in program participation, adding community events, opening of Codrington Park, Lifeguard saving life and winning bid for 2025 DYB World Series. He reported on active projects and that he is seeking a grant for future park development He also reported on the need to update cemetery software and the need for cemetery road improvements. 339 Police Chief Jackson reported on accomplishments including the second CALEA accreditation, Citizens Academy, reinstating the Dunn Police Explorer Post establishing multi -agency drug enforcement team and completion of Flock Safety LPR Project She discussed retention plan, plans for a new K-9 unit, increased "in-house" training, Body Camera updates, community outreach and needed facility upgrades. Finaanc Director McNallan reported on accomplishments to include development of a formal budget book, conversion to bi-weekly payroll, completion of audit, physical inventory of city's vehicles and machinery, improved accounting procedures and staff training. Project in progress and planned include revisions to purchasing policy, additional Tyler software training, automated payroll time keeping system and vehicle replacement policy. The meeting was recessed at 12:04 p.m. and reconvened at 12:47 p.m. ITEMS FOR DISCUSSION AND/OR DECISION Audit Presentation Austin Eubanks with Thompson, Price, Scott, Adams & Co P.A presented the Audit Report which is on file with the City Clerk Motion by Council Member Sills and second by Council Member Gaulden to accept the Audit Report as presented. Motion unanimously approved. Work Session Meetings City Clerk Williams informed the Council of the difference between Work Sessions and Regular Meetings. While no official business is usually conducted at a work session, these meetings are still open to the public and do not prohibit the governing body members from taking official action. Work sessions are intended to provide opportunities for Council members to study difficult issues, gather and analyze information and clarify problems. After discussion, Mayor Elmore asked the Clerk to include the proposed new schedule with work sessions at the next council meeting. Public Work, Director Williams reported on his department's accomplishments to include sidewalk installation for the Park -to -Park trail and the paintings for Bike Trail markers, sidewalk installation in various other areas, paving project; removing damaged and installing new curb and gutters, clearing blockages in stormwater ditches and pipes as well as replacing damaged pipes and paving in-house project Also created bulk yard waste guideline and street sweeper/leaf truck route schedule that has been distributed as well as 40 replacement of storm drain lids with lids made by PW employees and improvements on asphalt cut repairs. Goals include establishing a Bagger training program within the department, developing a program for commercial drivers license course, continue improvements on stormwater Bow, damaged sidewalks, concrete stormwater lids and cross training of employees, planning and Inspections Planning Director Adler reported major accomplishments including adoption of the Unified Development Ordinance. He reported that since January 2020, the City had a net increase in housing of 247 with 82 of those being infill. Priorities include amending UDO, implementation of four projects in the ADA transition plan and upgrading permitting technology. Public Utilities City Manager Neuschafer reviewed the projects completed by the Public Utilities staff to include 11001f water line replacement on N King, 31 water and sewer taps, repaired 157 leaks, 25 offset manholes, 40 broken cleanouts, responded to 160 sewer blockages and completed 9,786 locate tickets. Plans are to implement Lead Copper project, Tracy Lane project, Champion Pump Station project, Love's force main cleaning along with new equipment and staff. He also updated on the Water Plant and Sewer Plant projects as well as the SOC. SPECIAL PROJECTS Assistant City Manager Godwin gave updates on the Wayfinding Project Park to Park Sidewalk Project and the 195 Widening Project He discussed potential projects such as public works facility and fuel station relocation, municipal building upgrades, cotton gin and caboose property. City Manager Neuschafer gave an update on various projects to include paving, stormwater, elevated water, • and sewer SOC projects. The meeting was remssed at 4:35 p.m. 340 Special Meeting - Budget Planning Retreat Saturday, February 10, 2024 8:30 a.m., Lumina, Wrightsville Beach NC Mayor Elmore reconvened the meeting on Saturday, February 10, 2024 at 8:30 a.m. and then gave the invocation and led in the Pledge of Allegiance. c i 2 - ReFl ctf Sary provided a recap and presented an Environmental and Demographic Scan Update which was previously provided in the Imagine Dunn Plan. • c ¢ R 'e Priorities g tl Scary reviewed the goals and priorities of the previous year and went through a consensus exercise to delete the goals that are complete or no longer a priority to keep the ones that remain a priority for council. He also asked Council to share one of their own short-term and long-term goals. The following graphic highlights the changes from 2020 to 2023: • .....Ir.ao�.... w� �, •. ....r, rlcreas $ 00 Des reaseto 34.9 •.... ,•,� Increae m 42.1 ••-•,••' •'"•�• +r, d1•e++h unM..R.i.�.wY sbar •..nnemin4gA4n®w. ,...... --r• aa„—. . 1 Decreased to 7% 0.0 worry+-.won,.M1�s.. •..ps "� sy. s r HO GOCNIRICT MEDNHHOVSIHG Increase to $41.843 •, •. Increase to $64.992 - . ..•�.. increased to 5316 Session 2- True To' - Tn. i Fi Years Facilitator Sary provided an overview of the True Today - True in Five Years exercise that was conducted at the previous year's retreat The City Council agreed that these items are still relevant and unchanged. The following graphic highlights this exercise: True Today - True in 5 Years: What is TRUE about Dunn TODAY that you still hope will be true in 5 years? What is NOT TRUE about Dunn TODAY that you hope will be true in 5 years? • Council in tune with residents • Maintain a small-town feel but accept growth • A sense of community • Embracing growth • A low crime rate - Infrastructure issues resolved • A betterjob market • More dining options in downtown • An established -niche- for Dunn for marketing I • Growth to occur - move past being stagnant • Clear direction for land use & growth decisions • Better connectivity throughout the city C cc' 4-Reviewing Priorities-Keep-Tosc Complete Exercise Facilitator Sary reviewed the goals and priorities from the previous year's retreat, and Council agreed by consensus to delete the goals that were complete or no longer a priority and to keep the ones that remain as a short term and long-term goal. C ss 3- Individual Short -Term & Long -Term Goals Before taking a mid -morning break each elected official provided Facilitator Sary with one individual short- term & one long-term goal. The results are as follows: 341 Short Term Individual Goal Long -Term Individual Goal • Stonnwater mitigation Water & Sewer Issues resolved • New Public Works Building Water plant complete (3 votes) • Road repairs (in-house) Stonnwater issues resolved • Bring a high -quality restaurant to downtown Complete wastewater treatment plant upgrades • Street paving projects complete • Community Beautification • The second phase of street paving complete • Hold an annual Juneteenth Event Sary then led the Council in an exercise to establish the Short Term and Long Term Goals, ;ty ort Term Goals Votes for Goal &Action Steps Imagine Du Lis each color) Theme Continued funding for infrastructure improvements. Y Repairs and new lines should be sized to accommodate growth. Y Investments in stomtwater control improvements Planning for 1 (21) (annual funding, clear annual priorities, consider fee increase, better development regulations) Growth ➢ Create an action plan to address water plant issues. ➢ Implement street repair improvements (prioritize issues & allocate funding). Improve public relations. Y Develop communications training for applicable employees. ➢ Research a PIO position — evaluate if full- timelpart-time or use of a consultant is 2 (13) 4 applicable. Community Y Create a progress report for the City Council on Character monthly activities. ➢ Develop and install signage for active projects while they are occurring in the City to inform the public about city project activities while they are happening. Complete renovations to City Hall. planning for 3 (9) ➢ Construct a female locker room (police). ➢ Repair plumbing problems. Gtrowth Update UDO to address typos and land use plan recommendations. ➢ Create text amendments to correct typos and Planning for 4 (8) 3 implement newer growth recommendations in the Growth land use plan. ➢ Use newly established City Council work sessions to focus on land use and growth issues. Develop a regional marketing plan for sports events. ➢ Work with local businesses to promote Dunn to host sporting events. 4 (8) 4 ➢ Parks & Recreation to reach out to baseball Market organizations to find out the needs to be able to Positioning host future events in Dunn. ➢ Reached out to regional sporting organizations to market Dunn and find out how the city can host major events in future. Business Recruitment & Investments Y Form a committee to recruit businesses 5 (7) 1 downtown. Business 'r In conjunction with the City's tourism group, Development provide advanced notices to local businesses when major events occur in Dunn to ensure they J 11 • • 0 and ready for the influx of visitors. e food truck ordinance [o address noise inue to fund & implement gatewayovements [>�Rlefine and City signage program. Put improvements out for bid to construct. Community 6(6) Look to add additional signage through NCDOT. Character Increase code enforcement efforts along gateways. Continue to upgrade City technology. ➢ Update payroll & permitting software. Planning for 6 (6) 1 ➢ Prepare a plan for physical/hardware upgrades. Growth ➢ Evaluate vendor for water bill payment (the existing process is not user-friendly). Reuse of City -owned properties ➢ Start a program to identify issues and create an Community 6 (6) 2 action plan with priorities. Character ➢ Document activities regularly with the City Council. Actively recruit more retail businesses. ➢ Tour new businesses and market the city. T (5) 1 ➢ Participate with chamber of commerce on Partnerships business recruitment. ➢ Stay involved and monitor recruitment and tourism activities. Private Property Utility Issues ➢ Finish the ordinance and adopt it. Community g (4) 2 ➢ Create & fund incentive programs for private Character sector investments, specifically for restaurants (fagade grants, permit fee reductions, etc.) Continue City Beautification Efforts ➢ Look for funding sources and develop a plan. 9 (3) ➢ Seek community involvement & business Quality of Life participation. ➢ Look at public an program and partner with local schools in these efforts. Provide alternatives for senior citizen 9 (3) transportation. Quality of Life ➢ Research grant for funding to support efforts. Fund improvement efforts that provide connectivity to existing parks, sidewalks, greenways, etc. 10 (2) 1 ➢ Identify Phase 2 Quality of Life ➢ Get cost estimates and begin to budget. ➢ Identify easy and less expensive projects that can be handled in-house. Develop a Juneteenth Celebration ➢ Coordinate with other organizations (downtown, Market 11 (1) chamber, etc.) Positioning ➢ Provide support with public property usage. ➢ Provide support with safety (police) during event. Construct New Water Tower ➢ Confirm funding and research additional funding Planning for 12 to construct. Growth ➢ Solicit designers and put out for bid. ➢ Install fence sound cemetery and provide overall improvements and repairs. ➢ Install lighting in the parking area and cemetery. ➢ Complete parks & recreation needs survey. 2 3 Stay involved with the I-95 Alliance and recruit new Market members. Positioning 3 (t) 2 Complete Water Plant Upgrades Planning for Growth 3 (t) 2 Construct new Public Works/Public Utilities Complex. Planning for Growth 3 (t) 2 Continue efforts to reuse City -owned and private Community properties that are underutilized. Character 4 1 Create Redevelopment Zone Community Character 0 Foster relationships with high schools by creating an apprenticeship program with the City. Partnerships 0 Relocate the tourism once closer to gateways. Partnerships Complete Downtown Master Plan. 0 ➢ Continue partnership with the Chamber of Commerce and Partnerships Downtown Organizations. Focuses on employee retention & recruitment. 0 ➢ Develop a clear process for career advancement across all Quality of Life departments. 0 Continue efforts to improve City's brand. Market Positioning 0 Foster relationship with high school by creating an apprenticeship program with the City. Partnerships 0 Continue efforts to improve gateways and wayfiuding. Community Character 0 Continue Stormwater Improvements efforts. Planning for Growth vvith no further ousmess to aiscuss, me meeting was adjourned at 12:17 p.m. with no objections. • N