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06022015142 MINUTES CITY OF DUNN DUNN, NORTH CAROLINA The City Council of the City of Dunn held a Special Call Meeting/Budget Work Session on Tuesday, June 2, 2015, at 8:30 a.m. in the Dunn Municipal Building. Present was Mayor Oscar N. Harris, Council Members Buddy Maness, Frank McLean, Billy Tart, and Billy Barfield. Also present was City Manager Ronnie Autry, Finance Director Drew Holland, Interim Recreation Director Brian McNeill, Police Chief Jimmy Pope, Public Works Director Billy Addison, Public Utilities Director Dean Gaster, Human Resources Director Anne Thompson, Librarian Mike Williams, City Attorney P. Tilghman Pope, City Clerk Debra West and Daily Record Reporter Keilah Goff. Absent: Mayor Pro Tem Chuck Turnage and Council Member Robinson INVOCATION Mayor Harris opened the meeting at 8:30 am and gave the invocation. Afterwards the Pledge of Allegiance was repeated. AGENDA ADJUSTMENT AND APPROVAL Motion by Council Member McLean and seconded by Council Member Tart to adopt the June 2, 2015 meeting agenda with changes, if any, as listed below. Items Added to the Agenda: • none Agenda Items Removed: • none Motion unanimously approved. ITEMS FOR DISCUSSION AND/OR DECISION Cemetery Renovation and Maintenance Guidelines Mayor Harris thanked the Cemetery Committee for the fine report, hard work and recommendations they have presented to the Council. He recognized cemetery committee members Linda James, Armida Avery, Mary Dafford and Mark Johnson who were present in the audience. Mayor Harris explained that should these guidelines be adopted, it does not mean that all funding will be allocated to achieve all issues within the proposed guideline and no action is expected today with regard to this guideline. The guidelines will be proposed at the July Council meeting for consideration to adopt. Mayor Harris asked that the cemetery committee members yield to any questions by the Council. Mayor Harris stated that the purpose of the guidelines is to serve as a guide to the Cemetery's landscape and maintenance improvements and to provide additional information about the details which the Cemetery Board feel are important. After discussions at the May 18, 2015 meeting of the Council, some concerns were voiced about the document as proposed. Some individual members of the Council have since met with the City Manager to discuss their concerns. Also Mayor Pro Tem Turnage has provided his proposed changes to the document and a copy is attached. Also, the Council was provided with the Cemetery revenues and expenses for the past three (3) years. In and of itself, the guidelines do not impact the budget however, any recommended or future recommendations of capital improvements would be considered during the budgeting process each year for possible funding. Mayor Hams stated that Manager Autry will provide an update of what has been accomplished thus far from the recommendations of the Cemetery committee. Manager Autry provided the following update relating to improvements to the cemetery based on recommendations from the committee: • Cemetery personnel were previously utilized for maintenance on right-of-ways through -out the City as well as the cemeteries. The recommendation of the cemetery committee to use other sources to mow right-of-ways so the cemetery crew could work solely in the cemeteries to improve the appearance has been accomplished. • Granular fire ant killer was used previously at the three (3) cemeteries with limited success and based on the recommendation of the cemetery committee, a landscaper was hired to spray for fire ants and for weed control in the cemeteries. • Cemetery streets were edged within the cemetery. • The City took advice from meetings of the cemetery committee and will continue to work to improve the cemeteries based on recommendations of the committee. 143 Coping and fencing which was allowed around plots many years ago as well as bushes and wrought iron gates will be addressed whenever the guidelines are adopted. Council Member Barfield stated that the cemetery committee did a good job when the guideline document was written by City staff and he sees no need to re -write the document. The Council discussed the document and had questions of some of the members of the cemetery committee for clarification about certain parts of the proposed guidelines. Some of those issues included removing ornamentation and flowers from graves when outdated and storing them for thirty days to be claimed, removing all fencing and coping around plots after adequate notification by letters or public notices in the newspaper, lowering corner markers flush with the ground, aligning footstones to allow ease in mowing and possibly make the footstones flush with the ground, contacting lot owners/next of kin to repair leaning/broken headstones, have the committee bring back a recommendation on how to adjust headstones that are leaning, delete the recommendation of a gardener (part-time paid position) and use volunteers, delete the entry kiosks recommendation and instead have mapping available via the website. Mayor Harris stated that based on the recommendations discussed today, the City Manager shall direct the appropriate department to draft a proposed policy from the comments received, for adoption by the City Council at the July meeting. Break: 10:00 —10:10 am FY 2015-2016 Budget Manager Autry stated that the following modifications have been made from direction he was given at the May 18, 2015 City Council Budget Work Session: • Storm water fee line item has been set up in contingency to place the $1.50 per month fee. These monies will remain in place until the Council gives direction to use it on storm water issues. • Moved $7500 in contingency over to contributions for allocation to the Dunn Area History Museum. • Removed $18,000 from in -car cameras and placed in contingency in order to follow-up to see if any grants are awarded toward the purchase of the cameras before expending city monies. • Received a copy of an email from the UNC School of Government that stated the privilege license tax for beer and wine sales are still authorized so these fees were left in the fee schedule. • After discussion about the elimination of two positions proposed by Mayor Harris, Manager Autry advised that one position was not re -filled in CID and one of the administrative positions who acted as a lieutenant has been assigned to the narcotics division. The other administrative position that previously worked in communications now works in an administrative role and keeps all records of certification for all officers, training schedules and is DCI certified and is still funded at this time by request of the Police Chief. Mayor Harris stated that regardless of what they call it, the Police Chief maintained one position in his office which increased his staffing and this was not meant to be. Mayor Hams added that the lieutenant which moved downstairs has no supervisory responsibility in a lieutenant classification doing clerical work. Manager Autry stated that now the lieutenant will be doing CID investigations along with her other duties. Mayor Hams asked who was doing the CID investigations before and questioned if they were sliding people from one position to another position without making any meaningful real organization of the department. Manager Autry responded that an individual left after the first of the year so that slot was never filled at that time and has been open, delaying the hiring until deciding the direction of the police department. Mayor Harris asked Mr. Autry if he is saying they have two (2) positions that they did not budget and those two (2) positions have been filled by the lieutenant with additional responsibilities and duties and the other position that transferred from the communications division, has replaced another position in the police department. Mr. Autry stated no, they did not Rind one CID Narcotic position downstairs, so the lieutenant position upstairs was moved into that slot and the position upstairs was in the original budget and the Chief utilized that individual and moved them downstairs in CID. Mayor Harris responded that they need further explanation of that. Manager Autry stated that the one position (referring to communication) is the only position that was not eliminated in the communication process. Mayor Harris stated that the Chief has one additional person that he did not have before. Manager Autry responded the Chief has always had the position; in the elimination of the communication center, they lost all dispatchers and the supervisor over the dispatchers. One other position that assisted in communications and other duties has been funded in the FY 15-16 budget at the request of Chief Pope. Mayor Harris stated that in the presentation of the transfer of the communications system to the County, it was proposed to the Council, that all positions would be eliminated or transferred to Harnett County at their election and option but this has not been done. Manager Autry responded that in their conversations several times, the Council was advised that all positions were being eliminated except the Chief was requesting one to remain. Mayor Harris questioned the duties of this one remaining position; because they were performing. the functions that would normally be performed without this person because she was in communications and now she's not in communications and sits in the Chief s office. Manager Autry responded to let the Police Chief explain. Mayor Harris stated that he does not want to get into that and wants the wishes of the Council to be carried out. Manager Autry stated that this position has been in place for years and was doing clerical duties for the complete department and not just in communications; she was handling general duties to include scheduling for all certifications and was DCI certified to complete reports and submitted them to the State. Mr. Autry stated that he can't say if someone else in the admin department can't double up and do the work; it's the wishes of the Council; however, the Police Chief has adamantly stated that he needs this position. Mayor Harris asked Mr. Autry if this position was performing the duties of the police department. Mr. Autry responded that this position was classified as the assistant to the communications supervisor. Council Member Maness stated that the question is who would do this job if they didn't have the slot. Mayor Harris stated that if this position was doing work for communications and the police department, then is it a half position, whole position or no position. Council Member Maness stated that they still have to ask who will do this work if they don't have an employee in this slot and if they answer that question, then they will know how to move forward. Manager Autry stated that they have two (2) ladies that handle the other administrative duties, one is downstairs for the detective and narcotics division and the other one is upstairs answering the phones and any other reports. Council Member Maness questioned if the position in question would need to be full-time to accomplish their job description. Manager Autry responded that Chief Pope says yes and they will need to ask him. Mayor Harris asked if they have two (2) lieutenants in narcotics. Manager Autry responded no, there are two (2) lieutenants in CID and Chief Pope stated that will be addressed. Mayor Harris responded all they are doing is switching around; for example, the person from dispatch is now switched to the Chief's office and the lieutenant previously in the administrative office has been moved to narcotics where there are now two (2) lieutenants. Mayor Harris stated that there are monies they could utilize in officers rather than in these position; they are not trying to cut the police budget but rather reorganize it to have more officers on the streets. Chief Pope stated that they will have to add another person in CID if they have to move one out and it seemed logical to send the lieutenant they already had to this department. Council Member Maness asked if the remaining position requires a full-time slot. Chief Pope responded that when communications was here, this position assisted with communications but also kept DCI records; adding that the County has taken over entries into DCI (criminal histories, etc.) but the City has to maintain those records and the DCI folks come to Dunn to audit those records. Mayor Harris stated that he sees this as a half position and a $60,000+ dollar position that has really disappeared and is now a $40,000 dollar position but they still have the same person in that position so therefore they can't reduce her pay. Mayor Harris proposed that the City Manager, Police Chief and Captains get together and reorganize the police department and reallocate those funds as to where they are needed. Mayor Harris stated that they need to be reallocated and absorbed to get the most effective department possible with the monies available. Council Member Maness stated they still have time for the City Manager and Police Chief to make a recommendation but right now they see what the Police Chief proposes. Mayor Harris stated that the Chief s proposal has not changed; he still has the person that came from dispatch in his office so he gained one. The other slot being paid lieutenant pay who does not supervise any person is still drawing lieutenant pay even though she has been assigned additional responsibilities that be doesn't know who was performing those additional responsibilities before and he doesn't understand the whole concept. Manager Autry stated that the narcotics division is short one person since one employee left in January; one person in CID moved into the open narcotics position which left an opening in CID so the lieutenant position upstairs moved down to fill the open slot in CID so the position upstairs technically has been removed. Mayor Harris asked about the money saved with the elimination of one full-time employee, Manager Autry responded the open slot was never funded in the budget; the savings were absorbed and used elsewhere. Mayor Harris stated that if the Finance Director left out the one position that was funded from last year, but was not hired at that particular time and needed to be replaced, then replace that particular person; you don't just take a lieutenant and slide them over there and neither do you take the cost of an employee from the communications department and slide them over to the department budget because then the department budget has gone up two people to the time of $114,000 including benefits. Mayor Hams asked Manager Autry when can he bring back a recommendation to the Council once he, the Police Chief and the Captains reorganize the department. Manager Autry responded they can send out information to the Council on Thursday. Mayor Harris stated that Manager Autry missed the opportunity to eliminate the positions in this proposal. Manager Autry stated they can amend the proposed budget if the Council so desires but he doesn't know how to reorganize when the Chief says this is what he needs. Mayor Harris responded that the Chief needs to re-evaluate his needs. Manager Autry responded he will bring back a proposal. Proposed Fee Schedule for FY 15-16 The proposed fee schedule was presented to the Council adding the storm water fee of $1.50 per month based upon discussions at the May 18, 2015 budget work session. City privilege license taxes for the tax year beginning July 1, 2015 are eliminated based on Session Law 2014-3. The fee schedule was revised to reinstate the privilege license fee for beer and wine sales based upon information received from the UNC School of Government that this privilege tax is still authorized by G.S. 105-113.77 and G.S. 105-113.78. Librarian Mike Williams stated that a text change is proposed to modify Three Day Items (DVDNideo) to One Week Items (DVDNideo) to be in conformity with Harnett County. Council Member Barfield suggested they amend the fee for parking in a fire lane from $10.00 to $25.00 and the Council concurred for recommendation. 145 Animal Control Manager Autry stated that the Towns of Angier, Coats and Lillington currently pay the County $10,000 annually to provide Animal Control Service. He added that Lillington is not satisfied with the service they are receiving. With no further business to discuss, a motion was made by Council Member Maness and seconded by Council Member Barfield to adjourn the meeting at 10:55 am. Motion unanimously approved. Attest: /. CNjbl� Debra G. West City Clerk `SEA L