07122011149
MINUTES
CITY OF DUNN
DUNN, NORTH CAROLINA
The City Council of the City of Dunn held a Regular Meeting on Tuesday, July 12, 2011, at 7:00 p.m.
in the Dunn Municipal Building. Present was Mayor Oscar N. Harris, Mayor Pro Tem N. Carnell
Robinson, Council Members Buddy Maness, Bryan Galbreath, Chuck Turnage and Joey Tart. Also
present was City Manager Ronnie Autry, Assistant City Manager Steven Neuschafer, Public Works
Director Billy Addison, Public Utilities Director Dean Gaster, Planning Director Samantha Lloyd,
Chief Building Inspector Mike Blackmon, Librarian Mike Williams, City Engineers Michael Goliber
and Ed Powell, City Attorney P. Tilghman Pope, City Clerk Debra West, and Daily Record Reporter
Brian Haney.
Absent: Council Member Billy Tart
Mayor Harris stated that Council Member Billy Tart requested and has received an excused absence from
the meeting. He added that Mr. Tart stated that he fully supports each issue on the agenda.
INVOCATION
Mayor Harris opened the meeting at 7:00 p.m. and asked Police Chaplain Reverend Roy Johnson to give
the invocation. Afterwards, the Pledge of Allegiance was repeated.
AGENDA ADJUSTMENT AND APPROVAL
Motion by Mayor Pro Tem Robinson and seconded by Council Member Joey Tart to adopt the July 12,
2011 meeting agenda with changes, if any, as listed below.
Items Added to the Agenda:
• none
Agenda Items Removed:
• none
Motion unanimously approved.
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✓ Presentation
Ms. Beatrice Hill
Mayor Harris and Mayor Pro Tem Robinson presented a plaque to Ms. Beatrice Hill in recognition of her
21 years of distinguished public service as a member of the Harnett County Board of Commissioners and
for her service within the public school system.
Mayor Harris stated that during a recent event honoring Ms. Hill, the City issued a proclamation
proclaiming May 7, 2011 as Mrs. Beatrice Bailey Hill Day in the City of Dunn.
PUBLIC COMMENT PERIOD
Mayor Harris opened the floor for a (30) minute public comment period.
Hearing no comments, the public comment period was closed.
CONSENTITEMS
#4 Minutes — Council considered approval of minutes of the June 14, 2011 City Council meeting.
#5 Minutes — Council considered approval of minutes of the June 23, 2011 Special Call meeting.
#6 Destruction of Municipal Records — Council considered approving the destruction of Finance
Department records which have exceeded the required retention time pursuant to the Municipal Disposition
Schedule. A list of those records that have exceeded the required retention schedule and approved for
( destruction is incorporated into these minutes as Attachment #1.
�✓ Mayor Pro Tem Robinson requested consent item #7 "surplus resolution' be pulled for further discussion.
Motion by Council Member Joey Tart and seconded by Mayor Pro Tem Robinson to approve consent items
#4, #5, and #6. Motion unanimously approved.
Mayor Pro Tem Robinson requested that the approximate eight laptops included on the list for disposition
be offered to PAL.
#7 Surplus Resolution — Motion by Council Member Maness and seconded by Council Member Joey Tart
to approve a Resolution Authorizing the Disposition of Personal Property by electronic means through
www.GovDeals.com subject to offering the laptops to PAL and if not desired by PAL they shall be deemed
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approved for disposition. Motion unanimously approved. A copy of Surplus Resolution (R2011 -26) is
incorporated into these minutes as Attachment #2.
ITEMS FOR DECISION
Award Bid
Downtown Dunn Revitalization Project
Mayor Harris explained that the City has a debt limitation from USDA for $2.985 million. The actual debt
for this project will be approximately $2.6 million with an annual debt payment of $163,000.00 and of this
annual payment, the City will receive not less than $35,000 from the Downtown Dunn Development
Corporation (DDDC) and not less than $20,000 from Dunn Area Travel and Tourism Authority. The loan
will be financed over a period of twenty -five years at an interest rate of 3.75% and once the annual
payments are received from the DDDC and Tourism Authority, it will leave the City with an annual debt
payment of approximately $108,000.00.
Mayor Harris stated that the DDDC will provide benches for the streets and trash receptacles and the
property owners will have some expense to incur as the electrical will be installed underground and will
feed to the back of each building.
City Engineer Michael Goliber stated that bids were received and opened on Wednesday, June 29b, 2011
for the Downtown Dunn Revitalization Project. A total of four bids were received from the following
companies:
Mr. Goliber stated that the Alternate Bid for this project was for a Festival Lighting System and it came in
higher than expected. He added that at this time, it is recommended not to award the Alternate Bid and to
re- evaluate the scope and design of this system. If this system can be redesigned and scaled down, but still
meet the needs of the City, this work could be added to the project at a later date.
Mr. Goliber stated that the current project budget without the Festival Lighting System is $2.6 million.
The project cost estimate has been updated with bid numbers for the street, sidewalks and signals and also
updated with refined costs from the participating utility companies identified in the Utilities by Others
(UBO) Plans. A summary of this updated project cost estimate is as follows:
COMPONENT
Base Bid
Alternate Bid
Total Bid
Utilities by Others (UBO)
560,000.00
(Festival Lighting)
231,000.00
Burney & Burney Construction
$1,561,184.16
$557,026.00
$2,118,210.16
Triangle Grading & Paving
$1,688,167.00
$484,000.00
$2,172,167.00
Highland Paving
$1,698,618.79
$529,815.30
$2,228,434.09
Nation Contracting, Inc.
$2,114,034.00
$605,502.00
$2,719,536.00
Mr. Goliber stated that the Alternate Bid for this project was for a Festival Lighting System and it came in
higher than expected. He added that at this time, it is recommended not to award the Alternate Bid and to
re- evaluate the scope and design of this system. If this system can be redesigned and scaled down, but still
meet the needs of the City, this work could be added to the project at a later date.
Mr. Goliber stated that the current project budget without the Festival Lighting System is $2.6 million.
The project cost estimate has been updated with bid numbers for the street, sidewalks and signals and also
updated with refined costs from the participating utility companies identified in the Utilities by Others
(UBO) Plans. A summary of this updated project cost estimate is as follows:
COMPONENT
UPDATED COST
Streets, Sidewalks, Signals
$1,561,184.16
Utilities by Others (UBO)
560,000.00
Engineering Planning, Design & Construction Admin.
231,000.00
Resident Project Representative (RPR Inspection)
107,886.00
Project Incidentals (LegaYInterim Interest, etc.)
70,000.00
Construction Contingencies (5 %)
106,059.21
Total Current Estimated Project Cost (July 2011)
$2,636,129.37
Mr. Goliber stated that at this time, they recommend a tentative bid award contingent upon approval from
the USDA. Once final approval is received from USDA, then a pre - construction meeting will be
scheduled.
Mayor Harris stated that construction is scheduled to begin in August, 2011 with a tentative completion
date of April, 2012. He added that construction will stop sometime in November and resume January Vt in
order that downtown merchants are not impacted and do not lose any business during the Christmas season.
Mayor Harris stated that this is one of the most historic votes that this Council will have an opportunity to
vote on.
Mayor Harris yielded to former Mayor and DDDC President Dal Snipes for comments. Mr. Snipes stated
that this is an honor; this project has been a long time coming and a dream come true for many. This
project will leave a more dynamic Dunn for generations to come. He stated that he appreciates the work of
this Council.
Mayor Harris expressed his sincere appreciation to the Dunn Area Chamber of Commerce, Downtown
Dunn Development Corporation, former Mayor Dal Snipes and to the Dunn Area Tourism for their role in
accomplishing this project.
Motion by Mayor Pro Tern Robinson and seconded by Council Member Maness to tentatively award a
contract to Burney & Burney Construction in the amount of $1,561,184.16 for the Downtown Dunn
i
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Revitalization Project and to award this project contingent upon approval by USDA Rural Development.
Motion unanimously approved. A copy of the low bidder recommendation letter and certified bid
tabulation as submitted by Davis - Martin - Powell & Associates, Inc. is incorporated into these minutes as
Attachment #3.
*Mayor Harris asked that the record reflect that Council Member Billy Tart relayed that he fully supports
this project and if present, he would vote in the affirmative.
Accept Proposal for
Architectural Services -
Harnett Training School Campus Project
Assistant City Manager Neuschafer explained that the Council is being asked to accept the
recommendation of the architectural firm to design "Harnett Training School Campus" renovations. Tise -
Kiester Architects are being recommended by the selection committee to be the project architects.
The City of Dunn advertised a request for proposal for architectural services for the "Campus" renovations,
beginning with the completion of the application with the NC Housing Finance Agency due in January of
2012.
Mr. Neuschafer stated that the City received seven proposals and interviewed four firms. Of these firms,
Tise - Kiester proved to be the most experienced with the combination of senior apartments and historic
buildings. They were also the most qualified in the type of re -use project planned.
Motion by Council Member Galbreath and seconded by Council Member Joey Tart to approve the selection
of Tise - Kiester Architects as the project architect for the development team of the "Harnett Training School
Campus" project. Motion unanimously approved. A copy of the Architectural Services proposal is
incorporated into these minutes as Attachment #4.
Accept Proposal for General Contractor -
Harnett Training School Campus Project
Assistant City Manager Neuschafer explained that the Council is being asked to accept the
recommendation of the general contractor to act as the builder for the "Harnett Training School Campus"
renovations. Weaver Cooke Construction is being recommended by the selection committee to be the
general contractor.
The Architect, Builder, Owner and users are assembled as a team and they will be collaborating to achieve
the best project at the most reasonable cost. The builder will be able to comment on the structural
condition of the buildings and give input as to the material choices and specifications as they are developed
in the plans leading to fewer changes during construction. The owner can communicate with the architect
about the vision and the builder can relate their experiences that may provide a more efficient manner of
building that vision.
The General Contractor will only have an employment contract after the project is awarded. Until then the
Contractor is tasked to help develop accurate cost projections for the construction of the project. The
General Contractor is also limited as to how much they can profit on a NC Housing Finance Agency
project. Fees are capped at 6 % general requirements, 8% profit and 2% overhead.
The City of Dunn advertised the request for proposal for the General Contractor's services for the
"Campus" renovations, beginning with the completion of the application with the NC Housing Finance
Agency due in January of 2012.
Mr. Neuschafer stated that the City received four proposals and interviewed all four companies. Of these
four contractors, Weaver Cooke Construction proved to be the most experienced with historic preservation
projects, school building renovations as well as senior apartments.
Motion by Council Member Maness and seconded by Council Member Joey Tart to approve the selection
of Weaver Cooke Construction as the general contractor for the development team of the "Harnett Training
School Campus" project. Motion unanimously approved.
Authorization for Police Department to
Submit and Accept Edward Byrne Memorial
Justice Assistance Grant (JAG)
The Dunn Police Department has the opportunity to apply for a single application award amount of
$11,073.00 through the U.S. Department of Justice. The Justice Assistance Grant (JAG) application must
be completed and submitted on or before July 21, 2011.
The City of Dunn Police Department proposes to use the funds for the purchase of holsters and equipment.
There are no local match requirements.
Motion by Council Member Turnage and seconded by Mayor Pro Tern Robinson to authorize the Police
Department to submit and accept the Edward Byrne Memorial Justice Assistance Grant (JAG). Motion
unanimously approved.
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Temporary Blocking of Street
E. Harnett Street from
N. Lee Avenue to N. Sampson Avenue
A request has been received from Felica Blue, to close E. Harnett Street from N. Lee Avenue to N.
Sampson Avenue on Saturday, August 13, 2011 from 3:00 pm until 10:00 pm for the purpose of holding a
family reunion.
Motion by Council Member Galbreath and seconded by Council Member Joey Tart to approve the
temporary street closing as requested on E. Harnett Street from N. Lee to N. Sampson Ave. and request that
Public Works provide the necessary barricades. Motion unanimously approved.
Temporary Blocldng of Street
North Clinton Avenue Baptist Church
E. Carr Street from N. Clinton Avenue to
N. Wilson Avenue
A request has been received from North Clinton Avenue Baptist Church to close E. Carr Street from N.
Clinton Avenue to N. Wilson Avenue on Saturday, July 30, 2011 from 8:00 am until 1:00 pm for the
purpose of Vacation Bible School activities.
Motion by Council Member Maness and seconded by Council Member Turnage to approve the temporary
street closing as requested by North Clinton Avenue Baptist Church. Motion unanimously approved.
ITEMS FOR DISCUSSION
AND /OR DECISION
Financial Report
Manager Autry provided the following financial report for the period ending May 31, 2011:
• As of May 31, 2011, the City had $2.8M in cash in the General Fund and $2.5M in the Water -
Sewer Fund. In May of 2010 the City had $2.6M in the General Fund and $2.2M in the Water and
Sewer Fund.
• Investment earnings are in the .35 % -.20% range. This is within the budgeted range.
• Building permit fees were $71,196 or 101.71% of budget. The City should be at 91.67% of
budget.
• Water and sewer revenues were $3.9M or 93.91% of budget. The City should be at 91.67% of
budget.
• Average fuel cost in May for unleaded was $3.05 per gallon and diesel was $3.23 per gallon. The
City budgeted $2.25 a gallon. Thru May, the City is currently $17,000 over budget.
• Sales tax distributions were $1,049,862 or 77.77% of budget. The City is $75,228 below the
budgeted amount.
• Expenditures were 87.39% of budget in the General Fund and 82.18% of budget in the Water and
Sewer fund. The benchmark for this period is 91.67 % of budget.
ADMINISTRATIVE REPORTS
Motion by Council Member Galbreath and seconded by Council Member Maness to approve the
Administrative Reports. Motion unanimously approved.
ANNOUNCEMENTS
The following announcements and/or comments were made.
Mayor Harris:
➢ Mayor Harris will present The State of the City on Monday, July 18, 2011 at 12:00 noon at
Deborah's Restaurant.
➢ Crime Stoppers National Night Out will be held Tuesday, August 2, 2011 from 6 -9 pm at Tart
Park.
➢ The next regular City Council meeting is scheduled for Tuesday, August 9, 2011 at 7:00 pm.
Council Member Galbreath:
➢ Thanked Public Works and Inspections Department for taking care of issues in District 3.
➢ Thanked Public Works for cleaning up the debris from two houses that were recently demolished
on E. Harnett Street.
Council Member Turnage:
➢ Thanked all the folks who are in town supporting the All -Star Tournament, visiting our
restaurants, and staying in our hotels.
Manager Autry
➢ Reported on the status of the Dunn All -Star girls softball and boys baseball teams currently
competing in state tournaments in Dunn and Wilmington.
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With no further business to discuss, a motion was made by Council Member Maness and seconded by
Council Member Turnage to adjourn the meeting at 7:48 p.m. Motion unanimously approved.
Attest:
Debra G. West
City Clerk
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