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02262016MINUTES CITY OF DUNN DUNN, NORTH CAROLINA The City Council of the City of Dunn held a Budget Retreat/Planning Session on Friday, February 26, 2016 from 9:30 a.m. — 5:00 p.m. and Saturday, February 27, 2016 from 8:30 a.m. —1:00 p.m. at the Courtyard by Marriott, New Bern, NC. Council Present: Mayor Oscar N. Harris, Mayor Pro -Tem Billy Tart, Council Members Buddy Maness, Gwen McNeill, Frank McLean, Chuck Turnage and Billy Barfield. Staff Present: City Manager Ronnie Autry, Assistant City Manager Steven Neuschafer, Retired City Clerk Debbie West, ity Clerk Jennifer Fortin, Public Works Director Billy Addison, Public Utilities Director Dean Gaster, Recreation Director Brian McNeill, Police Chief Jimmy Pope, Chief Building Inspector Steven King, Human Resources Director Anne Thompson, Librarian Mike Williams and Finance Director Mark Stephens. Also Present: City Engineers Michael Goliber and Randy McNeill, Daily Record Reporter Keilah Goff and City Attorney P. Tilghman Pope. Absent: Samantha Wullenwaber. Mayor Harris opened the meeting at 9:30 a.m. Invocation — Mayor Harris Pledge of Allegiance Repeated. Mayor Harris welcomed everyone and introduced the Facilitator Madeleine Henley from Walking Sticks Associates. Facilitator Henley called upon Finance Director Mark Stephens to present the Mid -Year Financial Report Mid -Year Financial Report Finance Director Mark Stephens presented the mid -year financial Report: • Fund Balance as of 6/30/15 - $3,572,257 • Fund Balance as of 6/30/11- $3,399,291 • Fund Balance has increased $172,966 over the last four fiscal years • Investment Earnings were $17,100 in 2011 and dropped to $14,606 due to the state of economy • Sales Tax Distribution was $1,254,333 in 2011 and increased to $1,503,668 in 2015 • With the lower investment earnings and sales tax distribution, the City has managed to still increase their fund balance despite the state of the economy • Cash/Investment balance as of 6/30/15 was $4,077,219 • General Fund Debt Service as of 1/31/16 was $786,715 • Water/Sewer Fund Debt Service as of 1/31/16 was $894,633 • Property Taxes collected as of 1/31/16 was $3,317,334 or 93.765'o of budget Property Taxes collected as of 1/31/15 was $3,187,076 or 91.84% of budget • Sales Tax collected as of 2/26/16 was $776,039 or 52.60% of budget Sales Tax collected as of 2/26/15 was $737,257 or 52.50% of budget There was an increase of $38,782 above last fiscal year to date amount • Utility Franchise Tax as of 1/31/16 was $411,115 or 59.58% of budget Utility Franchise Tax as of 1/31/15 was $330,846 or 52.66% of budget An increase of $80,269 or 6.92% of budget • Water/Sewer Revenue as of 1/31/16 was $2,736,652 or 60.81% of budget Water/Sewer Revenue as of 1/31/15 was $2,751,630 or 62.32% of budget The benchmark for this time period is 58.33% • Expenditures: Benchmark for this time of year is 58.33% General Fund expenditures as of 1/31/16 was 52.80% of budget Water/Sewer Fund expenditures as of 1/31/16 was 53.43% of budget City Manager Autry briefly spoke about a memorandum from Harnett County regarding the 2017 Revaluation and Potential Loss of Value. Brief Review of 2015 Projects Nathan Harris Athletic Complex at Tyler Park —The major Phase I construction associated with our contract with Trader Construction Inc. is complete with minor adjustments to the grading to be done in the spring when sod and grass seed is more apt to take hold. Surface America Inc. will finish the Miracle Field top coating sometime in March once nighttime temperatures meet the materials' specifications. The attached design shows the final concept of the splash pad area and Veterans' area and overall landscape design for the park. The City will be exploring the budget options to accomplish and much of the concept as necessary to receive the full approval of the PARTF grant staff for the requirements of the grant, while creating an enjoyable park experience for our residents and visitors. Assistant City Manager Neuschafer stated landscaping, picnic shelter, the cedar arbor over the sidewalk entrance, the final installation of the flag lighting, service emblems and benches are outstanding issues which need to be completed. Benches to be ordered and if individuals would like to make a donation to have memorials established for loved ones than the City needs to establish what gifts are and need to speak with Recreation Director Brian McNeill. Assistant City Manager Neuschafer to prepare a schedule for the City Council regarding the final plans of Tyler Park and to keep it within the same design as downtown. All items to be completed prior to the Opening Ceremonies tentatively scheduled for April 6, 2016. Harnett Training School Campus Project — All items needing to be completed for the issuance of the Certificate of Occupancy December 30th, 2015. Central Carolina Community College has moved into their buildings and have begun to hold some classes; they are still working on the commercial kitchen set-up. The Dunn Police Athletic and Activities League, Inc. has also moved into their building and begun using it for tournaments and afterschool programming. The Dunn Senior Enrichment Center program will begin moving into their space in March and should be fully operational in April. Lastly, The Harnett High Alumni Association has held a meeting on the campus since the opening. Assistant City Manager Neuschafer noted the following are outstanding issues: complete fencing around the property, install monument sign at the property entrance, install speed bumps in the parking lot and work with the Daycare to improve their parking lot. Paperwork has been submitted to Planning Director Wullenwaber regarding a dumpster pad. Council Member Turnage inquired as to if there was any revenue generated by this project that the City will see? Assistant City Manager Neuschafer noted the City has loaned the project money and it will have revenue coming back to repay the loans. Downtown Improvement Projects & Magnolia Avenue — Assistant City Manager stated the following items are scheduled to be completed during the current budget year; several items are awaiting the correction in phase 1-3 of the downtown revitalization project: • Complete painting the parking spaces • Complete placing the Accessible Parking signs and pavement markings • Street signs and sign posts need to be ordered and installed • Brick pavers need to be adjusted and completed • Trimming and replacing trees The traffic signal and support poles are installed at Broad Street and Fayetteville Avenue. Magnolia Avenue is well underway with new sidewalk and fresh paint. The NCDOT sidewalk project is waiting the final concurrence from the transportation board. Now that the lawsuit has been settled, there are several items that need to be corrected or completed in phases 1-3 of the downtown revitalization project: • Complete painting the parking spaces • Complete placing the Accessible Parking signs and pavement markings • Street signs and sign posts need to be ordered and installed • The traffic signal and support poles need to be completed at Broad Street and Fayetteville Avenue • Brick pavers need to be adjusted and completed Assistant City Manager noted that calls were received about trimming the trees and that it has been 3 years since they were installed. An NC State Horticulturalist came in to the City with one of her master's students coming down to do an inventory to help the City determine which trees that need to be replaced as there are a few and those will be taken out and replaced. She will also be giving the City guidance on how to prune and keep the trees away from the awnings. The inventory phase will start next week. Magnolia Avenue has been designed and will be sent out for bids again this year. We have been successful in being awarded funds by NCDOT to complete a critical block on US 421 (300 Block of E. Cumberland Street). Once we bid the NCDOT section we will have another look at what the prices indicate for the Magnolia portion and we will be able to refine the budget for the project before it is bid a second time. Moreover, it may allow us to schedule some of our own city forces to do some of the preparation work before the bid to help keep overall prices down. Council Member Barfield inquired about the sidewalk on the side of City Hall. Assistant City Manager noted the City Manager has devised a railing that will go parallel on that side of the sidewalk as the grade needs to be brought up. Council Member Tart requested that on the Police Department side of the building the sidewalk area be pressure washed City Hall Renovations — Assistant City Manager Neuschafer noted the City will be completing the items listed below uring the remaining months of this current budget year: • Public restrooms: accessibility, plumbing and tile upgrades • Window tinting for energy and security concerns • Carpet and painting in the office areas Through the loan with Select Bank and Trust, the City of Dunn is required to make capital improvements to our City Municipal building. The minimum amount to invest into the property is $200,000. Assistant City Manager Neuschafer noted the following items have been completed: • Accessible ramp to enter the building • Accessible front doors • Raising the porch level to the front threshold • Energy efficient front glass • Energy efficient lighting throughout • Drive-thru payment window replacement Although all the items listed may exceed the budget, they represent the major capital items which have been discussed to help our municipal building (constructed in 1965) continue to function and serve our community. 10 minute break 10:55 a.m. —11:05 a.m. Begin Discussion of Council Goals and Objectives acilitator Henley guided the group in creating a list of priorities. • Growth Plan — Future planning for 5, 10, 15 years as population grows • TLC Initiative to include ➢ Discharge of Firearms within City limits ➢ Curbs and Gutters ➢ Apartment Complex Downtown ➢ Thrift Shop Parking ➢ Rental Housing ➢ Junk Cars ➢ Recoup Outstanding Money • Citizen Communication ➢ Showcase accomplishments ➢ Teach citizens the City powers and responsibilities ➢ Department Heat Reports • Emergency Responder Overpass • County Control of Library- Harnett County will be discussing this item at their budget retreat next week • Remote Voting/Participation in Council Meetings • Public/Private Partnerships • Big South Tournament • Tart Park, Hannas Pond, Old Hospital Property, New Wellons Property • Wilkins Cemetery The consensus was to discuss the following from the above list: • TLC Initiative • Growth Plan Citizen Communication • Public/Private Partnerships • Wilkins Cemetery Facilitator Henley asked if the board was looking to develop a plan or the philosophy of the board members. Council Member Maness noted it was a combination of both as some will be discussion and brainstorming while others will be plan development. Council Member Turnage would like someone to take ownership in whatever is directed to them and give periodic updates to Council. Council Member Turnage noted if a topic is put out there by a Council Member than they should be willing to collaborate on that topic with staff. Facilitator Henley noted that Mayor Harris gave Council Members a list of tasks to complete and report on their findings at the Budget Retreat. Mayor Harris sees the TLC Initiative as the following: • Code Ordinance Review and Code Enforcement • Non -Residential Buildings/Lots • Vacant Lots • Housing Code/Residency Density • Junk and Junk Cars • Community Policing • Intersection Blind Spots • Signs Council Member Maness noted that Council needs to give the Chief Building Inspector the tools to do what Council expects of him. An Ordinance needs to be created to help enforcement. Facilitator Henley suggested that the Department Heads submit a plan to City Council of steps they will be taking or ramping up that will support the Councils TLC Initiative over the next 4 years. Lunch 12:06 p.m. —1:00 p.m. Growth Plan Capital Improvement Planning Facilities Collection of data Staffing Patterns and Staffing Needs Land Use including reuse of buildings and refill and vacant properties Programs as City grows Community Amenities Influence on school and school improvements CIP — City Manager Autry noted the focus is on Public Works streets and infrastructure. This gets shifted to priority and balance with funding. The most would entail Water & Sewer issues and Police Department needs. Council Member Maness stated the Police Department has a Police Car Rotation Policy, where there are 5 cars that roll and automatically there are 5 new ones coming in. We need to do the same thing with Public Works and Water & Sewer so when we have the large pieces of equipment we don't have this large bill at once and it is planned so down the road some money is set aside to help expunge some of the expense. Council Member Turnage noted plans and prioritization needs to be in place Attorney Pope noted the following reasons for families not moving to Dunn: • School System • Amenities • Jobs Council Member Maness noted families move outside the city limits but won't live close enough to have the amenities of a city. The families come and partake in city functions but don't pay the taxes. Mayor Harris noted to encourage developers possibly waiving the impact fees, waiving the permits required and give them some of the vacant lots. Facilitator Henley suggested partnering up with County or close Cities/Towns to Dunn. Assistant City Manager Neuschafer to research and retrieve data from the County when they did their County plan by September 30, 2016, but noted that there was only bits and pieces of information in the County plan. City Manager Autry and Mayor Harris to report to Council by July 1, 2016 regarding Multi -municipal efforts with the Manager's Group and Local Government Association Assistant City Manager Neuschafer to create a time line for the project. Citizen Communication Council Member McNeill noted the citizens need to be more aware of what is going on in town. Council Member Tart noted the trash cans need to be moved back from the street. It has to do with presentation of the City. Council Member Turnage noted the City needs to showcase what the City is doing well and what needs improvement and how we are going to do it. Council Member Maness inquired if there was anyone who was responsible for Public Relations for Dunn. City manager Autry stated that Dunn didn't have one. Recreation Director McNeill noted the recreation department does have a Facebook page and sends out an email to residence for upcoming activities. Council Member Turnage asked Public Utilities Director Gastor to upload pictures to website or create a Facebook page to keep residence informed Council Member Turnage recommended contacting the Communications Department at Campbell for a senior project pertaining to Marketing/PR or Dunn Assistant City Manager to research costs for Marketing/PR for the City of Dunn with either an intern or contractor by May 1, 2016. City Clerk Fortin to create a newsletter for the citizens of Dunn on a quarterly basis with the first edition to go out for July 1, 2016. The newsletter will also be on the City's website and go out as an e-mail blast for those residence wishing for it electronically. The newsletter will showcase accomplishments, meetings, activities, etc. Break 2:55 p.m. — 3:05 p.m. Dunn Area History Museum Mayor Harris discussed the importance of the Dunn Area History Museum. The City of Dunn donated $7,500 to the museum to establish becoming a non-profit (501C 3). Mayor Harris noted the museum did not spend all of those funds donated to them, only $2,100 was spent. Funding received from the City would be solely for the care and upkeep of the museum facility, insurance, building rent, utilities, signs, security measures, ADA compliance, display equipment, showcases and maintenance, this would be the City's responsibility. Mayor Harris noted the museum board would be solely responsible for the acquisition of artifacts, archiving, inventory systems and maintenance, displaying items, general upkeep and maintaining the museum. Mayor Harris asked Council to consider donating $25,000 a year with a 5 year commitment. We would give that commitment with the fact that they had to raise funds to match each dollar donated from the City. Council Member Maness inquired as to how it will affect other requests from various sources and other non -profits that come before Council. Mayor Harris stated the purpose of this is to preserve and protect the History of Dunn. Council Member Maness stated historically $7,500 is what we have done on other requests and we don't usually give beyond that, which we have done for the museum, now you are asking for $125,000 over a 5 year period. Mayor Harris countered that this was entirely different being that this was the heartbeat of the City and this is the preserving and protecting the heritage over the years. Council Member Turnage voiced his concern about the amount of money being requested and how it would affect the City funding other organizations whom request assistance. Mayor Harris notes the City did help the Friends of the Howard House restore and pay off their debt but that is nothing compared to what this project means to the City. Mayor Harris noted that to his knowledge he didn't know of any other non-profit that they would launch. Council Member Turnage inquired if they put a moratorium on funding other projects that it would be for 5 years. Mayor Harris stated he would accept that. Council Member McNeill stated Wilkins Cemetery was planning on coming before Council and ask for funding because they are a historical site from the 1800's to help get the cemetery up to par with the other cemeteries. City Manager Autry stated he has spoken with the managers from other areas and found that Coats donates $300 a year towards utilities for their museum and Angier and Lillington are establishing museums with their committees. The consensus of Council is in support of the funding but is requesting more information to make a better informed decision. Council Member McNeill objects to the funding amount of $25,000. If it was $7,500 than it would be yes. This item was tabled to be discussed at a later date. The Budget Retreat adjourned the meeting at 5:16 p.m. and reconvened at 8:30 a.m., Saturday, February 27, 2016. Storm Water Study Presentation/Possible Wastewater Study DMP Staff City Engineers Randy McNeill and Michael Goliber (See Power Point Presentation) City Engineer McNeill presented a review of 2014 Storm Water Study. The four major areas included: • Main Juniper Creek Sub -Basin • Divine Street Ditch Sub -Basin • Southeast Area Sub -Basin • Granville Street Area Sub -Basin The conclusion of the study is as follows: • Many areas for improvement have been identified • Significant improvement previously implemented along Juniper Creek • Other areas of the City not included in study also experience flooding problems • One example for additional study and improvements— Upper Juniper Creek area within Westhaven area Significant improvements are needed throughout the Study Area. One of the drainage areas that needs improvement is Merry Street and Westhaven. City Engineer McNeill noted that one way to help with the drainage would be to install retention ponds. As the City regulations any development that is above an acre they are regulated by the state for storm water but all the small lots are not regulated much for storm water. One of the next steps would be to continue the evaluation of Merry Street area and speak to the property owner on purchasing the property but first make sure it is not a wetland because even if you turn a wetland into a pond you would still have to mitigation fees to eliminate the wetland. The new storm water utility fee is generating annual revenue, which you could use to finance debt for larger projects or pay as you go. City Engineer McNeill recommended the following: • Advance Analysis of Drainage System in Westhaven Area • Proceed with Preliminary Design of Detention Pond in Westhaven Area City Engineer McNeill stated that the closest the City could get to a grant was a zero interest loan. City Manager Autry is looking for a consensus from Council for the Engineers to continue the study for future reference and how to fund the project(s). The Council consensus was to follow through. City Engineer Goliber noted over the years the City has spent a considerable amount of time and effort on the collection and pump systems and portions of the Waste Water Treatment Plant. 1995 Sewer Improvements included: • Increased plant capacity from 3.00 to 3.75 mgd • Installed an additional Influent Pump • Installed an additional Clarifier • Expanded Effluent Pumping Capacity • There were no improvement to the Aeration System 2010 Sewer Improvements included: • Various Collection System Rehabilitations • Eastside Pump System Improvements • Other Pumping Station Improvements • WWTP Improvements 1. Influent Pumping 2. Preliminary Treatment 3. Flow Equalization 4. Sludge Thickening 5. No Improvements to Biological Improvement Capabilities The Influent Pump Station New Influent Pump Building Design Considerations • Minimize suction lift • No confined space entry • Include electrical switchgear • Variable pumping capacity • Ease of maintenance Infiltration/Inflow Impacts • 2010 WWTP Influent and Flow Equalization Pumping was designed to maximize treatable flow ranges through WWTP • 2010 Eastside Pumping Improvements designed for maximum flow downstream gravity sewer can accept City Engineer Goliber noted the City has received notice of violation letters from the state. Public Utilities Director Gastor stated part of the reason was because more water was being pushed through the plant, which means we are exceeding our plant permitted flow. We are not exceeding our permit limitations on nutrient removal and such but the amount of water being pushed through the plant is exceeding our permitted levels. The City has not been fined. City Engineer Goliber stated that the last letter received contained the wording that a civil penalty may be issued. Public Utilities Director Gastor confirmed City Engineer Goliber's statement and noted it was for overflow. :ity Engineer Goliber stated staff is requesting us to compile a preliminary engineer report that analysis not only what is necessary at the treatment plant but also looks at the system and system repairs with water getting into it as well as looking at the Eastside System where the growth portal rates for 1995 looking at putting in a system similar to the Black River Plant with a tank to hold the water on the eastside of the system so that than you can reduce the amount of pumping capacity you have to pump over for the Juniper Creek System and help reduce the stress on that system. Going Forward 2016 and Beyond • WWTP equipment and systems have reached or exceeded normal operating life expectancy and biological treatment needs to be brought up to current standards. • Develop a plan that will allow continued growth throughout the City. • Prepare Preliminary Engineering Report (PER) 1. ID scope and cost of future sewer system improvements 2. Determine most economical financing method available to implement improvements Recommended Comprehensive Sewer System Improvements Planning • Identify Collection System improvements 1. ID highest priority for rehabilitation 2. Consider flow equalization at Eastside PS 3. Analyze 21" segment of Juniper Creek OF • Identify WWTP Improvements 1. Energy savings aeration system upgrade 2. Major electrical feed circuit improvements 3. Expand • Aeration • Clarification • Disinfection • Tertiary Filters 4. Consider discharge to Black River S. Additional solids handling improvements Previous Funding Assistance • 2010 Clean Water Management Trust Fund Grant (no longer available) • 2010 Rural Center Grants (no longer available) • 2010 and 1995 DENR Revolving (SRF) Loans City Engineer Goliber stated they have not seen funding available for the study portion of the process. What is possible is to develop an engineering report which analyzes these components that we can use to go after funding for specific construction projects and at that time have the funding agency pay for a portions of this engineering report that are specific to those construction projects. City Engineer McNeill stated you get reimbursed after you go to construction. Rural Development Grant— Loan Funding Opportunities • Based on Dunn's MHI, we should qualify for RD Grant— Loan Program • Should qualify for 45% Grant Program (limited to %: or 22% max. grant currently) • May qualify for 75% grant program (limited to %: or 37.5% max. grant currently) • RD interest rate is 1.875% to 2.50% depending on MHI levels City Engineer Goliber stated this process would need to be done prior to the population exceeding 10,000 residents. The consensus of the Council was to have Davis Martin Powell move forward with the study, which covers both the Storm Water System and the Waste Water Treatment Plant. The Budget Retreat adjourned the meeting at 5:16 p.m. and reconvened at 8:30 a.m., Saturday, February 27, 2016. Saturday, February 27, 2016 Mayor Harris reconvened the Retreat Meeting at 8:30 a.m. PUBLIC WORKS ISSUES: Equipment —City Manager Autry 1998 Backhoe—they are worn out and have no power to lift with the strength gone out of the hydraulic system. 1996 Rubber Tire Loader is used every day for something, the transmission was replaced a number of years ago. The transmission has locked up and is will cost between $20-$30,000 to replace and can't see putting that kind of money into a 20 year old machine when we can buy one from $80-$100,000. 2010 Limb/Grapple Truck — Currently the truck is broken down, the engine went out when we had this last ice storm. It sits idling all day. 2005 Leaf Vac Truck— Buy running it 12 months out of the year it is not made for that, it is made to pick up leaves from November through January not grass clippings. Leaves/Grass/Limb Collection & Policy Review—The City currently collects $17.00 monthly with $7.31 to the City and $9.69 to the contract. The 3" cart addition would be an additional $5.80 per month. If the City went with the 3rd cart we would still have to pick up loose leaves from November through January. We are still looking at $170,000 leaf truck and it should happen this budget year and if it doesn't we would just have to buy a rear engine for the leaf truck because we are checking it every 2 hours pouring oil in the rear engine that does the suction. The new yard cart would contain anything that was cut or trimmed that could fit into the cart. Council Member Barfield noted his concern about the elderly resident and having to pick up the yard debris to put into the cart. The majority of the Council Members agreed for routine, weekly yard waste pickup, with call in pickup service for larger limbs and furniture, delaying the purchase of a new limb and leaf truck. It was noted that the citizens are going to need to be educated regarding the 31" cart. Council Member Turnage inquired if this would need to be a long term contract or if the City could try this for a year/ City Manager Autry noted this would need to be a 3-5 year contract as the company would need to buy the carts. Mayor Harris noted having the 3'd cart will be an educational process to the citizens but a lot of the residents have lawn maintenance in which those companies will need to be educated as well. Public Utilities Director Gastor stated when there is a call out for furniture there is a policy and if the furniture pickup does not meet the policy, they are informed we cannot pick it up. Our current policy for yard waste is 5" diameter and 5' in length and 75 pounds. Unless the policy is changed and they call in it would need to fit that criteria. Our policy probably fits one grab with the truck. City Manager Autry received the consensus from Council to follow through with negotiating with Republic Services and other waste companies for contracting services for trash pickup and a 3' cart. City manager Autry received a consensus from Council to discontinue alley pickup due to damage of property because of narrow alleys and have the carts pushed out to the street. Solid Waste Contract/Dumpsters at Apt. Complex— City Manager Autry noted at Rolling Wood there is an issue with the carts and the solution would be to get with the property owner Wellons and put dumpsters in strategic locations and get rid of the carts. It is the consensus of Council for City Manager Autry to move forward and make contact to remove the carts and put dumpsters there. Council Member Maness would like to mandate any new subdivision inside the City of Dunn to make the dumpsters be a equirement. Assistant City Manager Neuschafer stated that dumpsters are a requirement for building which is a triplex or larger. Council Member Maness noted the City needs consistency with all carts Grass Mowing — Cemeteries — City Manager Autry noted there was a 1 year experiment for the cemetery crew to focus on the cemeteries and the consensus was it worked as well as we expected it would. The job is getting done and the cemeteries look a lot better than they did a year ago. We were asked to talk to the mowing contractors and get a price for mowing the cemeteries, all 3 cemeteries one day a week, trim the bushes, edge the street, weed eat around the stones, etc. and the estimate we were given was $85,000 per year. We could eliminate two positions if we turned that over to the contractors. We buy a $7,500 mower every year, two employees doing daily necessities. Council Member Maness inquired as to what the cost savings to the City would be if it were contracted out. City Manager Autry noted $20-$50,000. The employees would likely switch over to vacant at public works due to loss of employees recently. The consensus of Council is to go out for bid for the cemeteries Resurfacing Project — City Manager Autry noted that the traffic signal at Wayne Avenue and Broad Street needs to be brought up to specification and meet all the regulation, because it is violation of every traffic code. It is just simple timer nd you have to sit there. During the downtown work, we had the Fulcher Electric look at the site and the quote is around $22,000 for new everything. That is something we have been looking at for some time. If the funding is there we really need to move forward for this year's budget. It was the consensus of Council for City Manager Autry to follow through with the traffic signal. City Manager Autry noted that Public Works Director Billy Addison generated a list of streets needing milling and resurfacing and are as follows: • W. Broad Street — Fayetteville to Ellis Avenue • N. Fayetteville Street— Edgerton to Railroad at Ready Mix • S. Wilson Avenue — E. Pope Street to Canary Street • N. General Lee Avenue — W. Broad Street to W. Harnett Street • W. Watagua Avenue — W. Broad Street to W. Cole Street • E. Harnett Street— N. Elm Avenue to S. Clinton Avenue • E. Vance Street— Railroad Street to S. Clinton Avenue • Lee Avenue — E. Cumberland Street to E. Edgerton Street • Jackson Road — E. Pearsall Street to Springbranch Road • Little Avenue — Springbranch Road to E. Pearsall Street • S. Washington Avenue — Godwin Street to S. Elm Street • E. Best Street —S. Clinton Avenue to S. Magnolia Avenue • E. Duke Street— Railroad Street to S. Clinton Avenue • W. Duke Street— Railroad Street to N. Fayetteville Street • W. Divine Street — Railroad Street to S. King • S. King Avenue — Pearsall Street to Cumberland Street • Wayne Avenue — W. Broad Street to E. Vance Street • W. Carr Street — N. General Lee Avenue to N. Orange Avenue • Brunswick Drive — Currituck Avenue to Rowan Street • N. McKay Avenue — W. Vance Avenue to W. Carr Street • N. King Avenue — W. Carr Street to W. Cole Street • E. Moon Circle • Cooper Street — Wade Avenue to lakeshore Drive • E. Carr Street — N. Clinton Avenue to N. Wilson Avenue • Burke Street — E. Johnson Street to Resthaven Council Member McNeill noted a resident at 1207 Railroad paid the city and County for paving and has received no response. It was noted that Railroad is a right -of way and an easement is needed for paving. City Manager Autry noted that Railroad is owned by CSX and a form would need to be filled out for the right-of-way to be paved. For years CSX would not respond and were not interested in the City doing anything. Railroad is a dirt road and residents would have to pay an assessment on the cost for that and has been discussed for years. Mayor Harris noted it would be cheaper to do all the paving at once. Council Member Tart inquired about the paving for Elm Street, Bay Street and Wilmington Street. City Manager Autry noted those streets are covered by the water and sewer fund because they had issues. The contractor will be paving those streets in March. Council Member Maness stated the worst streets need to be paved first no matter what district they are in. We need to look at where the money will come from. Break 10:16 a.m. —10: 56 a.m. Inspections — City Manager Autry discussed the assessments on the books and are as follows: Curb & Gutter Projects • Principal - $18,839.56 • Interest - $12,938.77 • Total - $31,778.33 Demolition/Debris Removal • Principal - $96,247.53 • Interest -$29,136.29 • Total - $125,383.82 US 421 Widening Project • Principal -$89,167.49 • Interest -$25,136.74 • Total - $114/304.23 Water/Sewer Lines • Principal -$2,065.47 • Interest -$1,461.61 • Total- $3,527.08 Council Member Maness asked if property owners have not paid and are in default why the City hasn't done anything regarding these payments. City Manager Autry stated Attorney Pope would have to advise being an assessment role. Council Member Maness directed Attorney Pope to investigate and determine enforceability and bring back a legal opinion to Council on what relief we can get from the courts. Attorney Pope discussed the grass mowing and noted he has worked with the Water Department to take them to Small Claims Court. You can only take a person to Small Claims Court in the county in which they live. The alternative is to file a law suit in District Court, which requires an attorney, which staff cannot do that, and then you getting into a cost analysis on spending thousands of dollars on a lot which the property owners owes only a few hundred. Only way to get payment is to get a judgement against them and a lien against their real estate. A better return would be on the demolitions. What the statute says on those is if the City goes through the process and the ordinance is adopted, those monies are collected in the same method as unpaid taxes. Billy Godwin does all of the tax foreclosure work for Harnett County, which means he is also doing the City's tax foreclosure work. Enclosed is a proposal from Billy Godwin for Foreclosure of Condemned Properties. Staff to generate a cost benefit analysis of each property who has debt and a recommendation for each one noting whether if this process is going to be effective to move forward or not and at that time Council would make a final decision. The consensus of Council is for the City to take action against the property owners. In the meantime, all property owners are to receive a letter. City Manager Autry noted that City Clerk Fortin suggested an Amnesty Program. Council Member Turnage stated not at this time. Condemnation Ordinance Process Review—Attorney Pope noted there is a method within the statute that will allow Chief Building Inspector King when he has his hearing and enters his order for the property owner to repair the property to include within that order a temporary that it cannot be occupied until the repairs are done. There is authority that says either the property owner or the tenant have to get out of the building. If the order is violated it is considered a Class 1 Misdemeanor for violating his order and at that point the police will get involved if necessary. Council Member Maness inquired if the City was to do this would that order shield the City if they refused to get out and something was to happen. Attorney Pope stated yes. Chief Building Inspector King noted that once the property has been inspected and determined it is unsafe and can be Dndemned, you have to have a hearing within 10 days of that date. Demolition — City Manager Autry noted Fayetteville allows a house to sit boarded up for 3 years before they make the property owner remove the boards and install or fix the windows for appearance purposes. The City of Charlotte allows 6 months. These are just ideas we might want to look at. Assistant City Manager noted those are ordinances. It was set up that way to allow for the communities to regulate their neighborhoods. City Manager Autry noted fines are imposed on the property if the property owner does not comply with ordinance. Staff will draft ordinance for boarded up property. City Manager Autry noted the Planning Director Samantha Wullanwaber has applied for a preliminary grant to assist in the demolition of the Royal Inn. Council Member Maness noted he thought that was the responsibility of the property owner. Assistant City Manager Neuschafer noted that the grant was a split and we were in communications with the property owner to cover the matching funds, but not sure where it is at this time. Council Member Maness suggested even if we get the assistance grant that we don't do this until we have the money in hand so the City doesn't get stuck with another debt. City Manager Autry noted there has been other complaints on the Highway Inn and we have letters out to them that if they are not a nightly permitted as a hotel operation than they would need to see the City and sit down with staff and discuss those issues. City Manager Autry has spoken with the Director of the Harnett County Health Department and there are 4 units in the City that are not permitted for hotel use anymore, but they are rented as weekly and monthly rentals. Harnett County Health don't regulate that anymore and said it was up to the City. Council Member Maness inquired to the Royal Inn and legal action. How long does the owner have before that has to be demolished because that is a commercial structure that is uninhabitable? Attorney Pope noted the building could be torn down but it would be at the City's expense. An order has been issued and Planning Director Wullenwaber is working with the property owner to acquire a grant to help with the cost of demolishing the building. Legally the City has done everything it can do unless we want to tear it down. City Manager Autry noted that the owner does don't have the funds to tear the building down. Chief Building Inspector King noted a lot of the rooms have been boarded up and some of the doors that would not latch have been boarded up to prevent access. The majority of the building is still open, no glass or windows are being busted out and there has been no unlawful entry. Police Chief Pope suggested having the owners put a chain across the driveway. 'hief Building Inspector King noted there was something there and it was torn down but will speak to the owner again ebout it. Mayor Harris inquired if the City had an ordinance to make the property owner do what they should be doing? Assistant City Manager Neuschafer noted that staff is working on drafting an ordinance and should have something for Council this spring. Recreation: Tart Park Improvements—Assistant City Manager Neuschafer noted he would like some input from Council as to what they would like to see, which direction you would like to go as far as possible upgrades. Is this something Council is interested in moving on quickly or is this something that needs a more measured approach and develop phases. PartF Grant has been used in the past and the City can apply and the deadline is May and the City would have 3 years to complete the work. City Manager Autry feels there is not enough time to get an appropriate application done. The immediate needs at the park are bathroom upgrade and control tower above. Assistant City Manager Neuschafer noted the bathrooms are unusable so the thought was to lock up the bathrooms and bring in the Port -a -john trailers the tournaments have used. Mayor Harris feel the bathroom project should be delayed for a year or so and the Port -a -john trailers should be brought in. Council Member Turnage recommends Recreation Director McNeill take this issue to the Recreation Commission for their leadership in this endeavor and let the recreation Commission due their due diligence and go out to the public. As we look at recreation as a whole, what are our wants and requirements? Council Member Maness inquired as to what happened to the restroom facilities at Tart Park and if what happened to them out there is what is causing us to have to get these commercial rentals, what are we going to do to prevent the same thing from happening again. Recreation Director McNeill noted the facilities are very old and have been upgraded over the years and there is vandalism late at night at the park. With the upgrades, age and vandalism there is only so much that can be done to make the facilities as usable as can be. Council Member Maness inquired as to what the City can do to prevent this from happening again. Installation of security cameras might be a way to go. City Manager Autry noted cameras have not been installed and there was money set aside for that. Council Member Maness would like to implement security cameras in the parks and it could end up saving money instead of costing money. It is the consensus of Council for the City Manager to obtain proposals for cameras in the parks. Departmental Capital Priorities (for informational purposes) — City Manager Autry noted the Department Heads look at the budget for the next 5 years and let us know what they saw as capital improvements and major interests in their department, so Council is aware what is being requested. Council Member Turnage would like to see a priority list with costs by department heads with funding. Council Member Turnage would like to see the garage capital outlay because that is a high priority by fiscal year what is the most important and a dollar amount associated with it. Council Member Turnage would like to see a preliminary consolidation of goals and objectives narrowed down and prioritized for future budget sessions. Wrap Up Facilitator Henley noted the retreat started out with a mid -year financial report from there we did review of projects and then jumped into goals and objectives and there was strong consensus of having a long term focus for the next few years on the TLC Initiative. There was an acknowledgement that staff has done a huge amount of work over the last few years. There was a consensus on the museum and storm water projects progressing. There was a consensus on how to move forward on inspections and a better idea of capital improvements. Mayor Harris noted a big issue was getting direction on the storm water drainage and yard waste and direction on how to handle the grass cutting throughout the City. Assistant City Manager Neuschafer is happy to see emphasis put on the communication to the public Facilitator Henley asked if things what could have been different or be different for future retreats? Council Member Turnage noted a capital improvement plan list of priorities by department. Council Member Maness complimented Facilitator Henley on keeping Council focused on top priorities and suggested having a preliminary list to narrow down prior to future sessions. Mayor Harris thanked City Manager Autry for reaching out to get a facilitator for the retreat to make sure we covered as much as we possible could. There was a consensus to have 2 full days not 1'/: days and to have a retreat every 4 years Staff needs to get on the same page and have more interaction. Council thanked staff for taking time out of their weekend to be at the retreat. Mayor Harris gave closing remarks and thank the department heads for the input and information provided to Council and what they do for the City every day, and Attorney Pope for his service along with Council service. Mayor Harris thanked the press for being there. Budget Retreat was adjourned by consensus of Mayor and Council Members at 12:41 p.m. ORPOI q', 2 , '• SEAL H CABG •'` Attest: "I'll, 11111110% Cl&!�kIC' - lAnnifef M. Fortin; MC City Clerk Ylr ��rl�Vv�✓/ Oscar Harris' Mayor