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06142016MINUTES CITY OF DUNN DUNN, NORTH CAROLINA The City Council of the City of Dunn held a Regular Meeting on Tuesday, June 14, 2016, at 7:00 p.m. in the Dunn Municipal Building. Present was Mayor Oscar N. Harris, Mayor Pro Tem Billy Tart, Council Members Buddy Maness, Gwen McNeill, Frank McLean, Billy Tart, Chuck Turnage and Billy Barfield. Also present was City Manager Ronnie Autry, Assistant City Manager Steven Neuschafer, Finance Director Mark Stephens, Public Works Director Dean Gaster, Chief Building Inspector Steven King, Planning Director Samantha Wullenwaber, Police Captain Robert Jenkins, Police Captain Johnny Royal, Recreation Director Brian McNeill, Human Resources Director Anne Thompson, Librarian Mike Williams, Attorney P. Tilghman Pope, City Clerk Jennifer Fortin, Melissa Dudley, and Daily Record Reporter Keilah Goff. INVOCATION Mayor Harris opened the meeting at 7:00 p.m. and asked Reverend Danielle Maynor, Pastor of Fine Arts and Adult Seniors at Gospel Tabernacle Church to give the invocation. Afterwards, the Pledge of Allegiance was repeated. AGENDA ADJUSTMENT AND APPROVAL Motion by Council Member Maness and seconded by Council Member McLean to adopt the June 14, 2016 meeting agenda with changes, if any, as listed below. Agenda Items Added. • Temporary Blocking of Street — Portion fronting 601 North Fayetteville Avenue (601 Sports Bar). Agenda Items Removed: • none Motion unanimously approved. PRESENTATIONS Proclamation Miss Dunn 2016 — Sami McDaniel Mayor Harris presented a Proclamation honoring to Sami McDaniel, in recognition of her being crowned Miss Dunn 2016. A copy of Proclamation (P2016-12) recognizing Sami McDaniel is incorporated into these minutes as Attachment #1. Proclamation Miss Dunn's Outstanding Teen 2016 — Savannah Culbreth Mayor presented a proclamation to Savannah Culbreth in recognition of her being crowned Miss Dunn's Outstanding Teen 2016. A copy of Proclamation (P2016-13) is incorporated into these minutes as Attachment #2. PUBLIC COMMENT PERIOD Each speaker is asked to limit comments to 3 minutes, and the total comment period will be 30 minutes. Citizens must sign up and register on a sign-up sheet available on the podium within the City Council Chambers prior to the start of the meeting. Mayor Harris read the City of Dunn City Council Public Comment Policy Henry Moods 127 Bruce Drive —Mr. Monds would like proper action taken to clean up a property on his street which looks like a landfill. Mr. Moods feels it is depreciating his property and has been a continuous problem for 3-4 years. The following individuals spoke against the retirement of Chief Jimmy Pope: Judy Gregory— 1279 Prospect Church Hill Road James Clark— 611 N. Wilson Avenue Judy Britt— 407 Spring Branch Road Elizabeth Crudup 72 W. Isabella Street, Coats, NC Thomas Ellis, 11 72 W. Isabella Street, Coats, NC Lewis Bell 107 Dubois Circle Dean Wiley 124B East Broad Street Dewayne Wilson 201 Wayne Avenue James Holder 1581 Ira B. Tart Road Thelma Ray 704 S. Ellis Avenue PUBLIC HEARINGS Fiscal Year 2016-2017 Budget The public has been notified that the City of Dunn will hold a public hearing for the purpose of receiving public comment concerning approval of the Fiscal Year 2016-2017 budget. The Public Hearing was duly advertised on May 31, 2016 There were no public comments at this time. Ordinance Amendment OA -02-16 Solid Waste Management This is a request to hereby amend the Solid Waste Management Ordinance — Chapter 18, of the Code of Ordinances. This amendment will add and remove text and amend existing sections to bring clarity to the code based upon current and proposed solid waste services. The Public Hearing was duly advertised on May 31, 2016. There were no public comments at this time. USDA Loan Application — Backhoe and Wheel Loader The public has been notified that the Dunn City Council will receive comments concerning the City's desire to secure a loan from the United States Department of Agriculture, Rural Development to obtain sufficient funds to secure a loan and grant for the purchase of a backhoe and wheel loader for the Public Works Department. The Public Hearing is the opportunity for the Council to hear comments and opinions from the public to include any party for or against the proposed loan application. The public Hearing was duly advertised on May 25, 2016. H. Rossie Bullock, USDA Area Director, discussed with Council a letter of conditions provided in their Council packet noting the loan amount was not to exceed $181,000 and a grant not to exceed $28,000 with a repayment schedule over a 10 year period. There were no public comments at this time. CONSENTITEMS Minutes — Council considered approval of minutes of the May 12, 2016 Special Call Meeting/Budget Work Session. Minutes — Council considered approval of minutes of the May 17, 2016 City Council Meeting. Budget Amendments #8, 9, 10, 11, 12, 13, 14 Finance Director Mark Stephens gave further clarity to Budget Amendments #8, 9, 10, 11, 12, 13, 14. Consideration of Resolution Authorizing the Disposition of Personal Property. Motion by Council Member Barfield and seconded by Council Member McLean to approve all consent items. Motion unanimously approved. ITEMS FOR DECISION Adoption of Fiscal Year 2016-2017 Budget City Manager Autry noted there was a Budget Ordinance and Budget Document in the Council packet. • General Revenues are estimated at $9,794,100 • General Expenditures are estimate at $9,794,100 • The tax rate will remain the same at $0.50 per $100 • Special Downtown Tax Rate will remain the same at $0.12 per $100 • Water and Sewer Revenues are estimated at $4,941,400 • Water and Sewer Expenditures are estimated at $4,941,400 • Stormwater Fund Revenues are estimated at $82,500 • Stormwater Fund Expenditures are estimated at $82,500 Mayor Harris noted the following: Special Authorization -Budget Officer • The Budget Officer shall be authorized to affect interdepartmental transfers, in the same fund, not to exceed $5,000. • The Finance Director is hereby designated Finance Officer and is authorized to make interfund loans for a period of not more than 60 days. The Finance Officer shall establish and maintain accounting procedures which are in compliance with the Statutes at the State of North Carolina. • Interfund transfers, established in the budget document, may be accomplished without recourse to the Council. Restriction -Budget Officer Utilization of budget and Budget Ordinance Distribution • Copies of this Ordinance shall be furnished to the Clerk, to the Council, and to the Budget Officer and Finance Director to be kept on file by them for their direction in the disbursement of funds. Council Member Barfield inquired about the fee scheduled pertaining to weedy lots for commercial property. City Manager Autry noted the fees for commercial lots will be addressed the same as residential lots. Motion by Council Member McLean and seconded by Council Member Barfield to adopt the Fiscal Year 2016-2017 Budget and Fee Schedule. Motion unanimously approved. A copy of FY 15-16 budget ordinance (02016-05) and feeschedule is incorporated into these minutes as Attachment #S. Ordinance Amendment - OA -02-16 — Solid Waste Management This is a request to amend the Solid Waste Management Ordinance. This amendment will add and remove text and amend existing sections to bring clarity to the code based upon current proposed solid waste service. Council Member Barfield inquired as to why the difference in limb size from 5' to 3'. City Manager Autry noted by the ordinance the length is recommended at 3' and that is because of the debris cart that will be forth coming is a total redesign which is wider but shorter in statue and that is why the limit was modified to fit the cart. We have discussed a number of times how to address a limb falling out of a tree and someone not having the ability to move or cut the limb up and those would be the ones where they can call the City and we would send someone out and assist with the pick-up. City Manager Autry discussed an email sent by Council Member Tumage with a number of questions as follows: 1. We must track violations to determine effectiveness and efficiencies of our decision. 2. We must track processing times and cost associated with enforcement of the ordinance. City Manager Autry noted we will be utilizing the same software as we do for the weedy lots and they will be staffed from the inspections department that will be monitoring any issues. If there are any issues the employee will stop by to speak with the owner and document it in the software program. This will be the same for the tracking process, the times, costs associated with the enforcement of keeping up with the frequency of going to the same address. Council Member Tumage stated what he was looking for there was at the next budget retreat do an initial assessment to see if what we have implemented is effective and efficient and then every year thereafter until we know everything is going as planned. 3. How will lawn care professional services be notified of their responsibilities and compliance with the ordinance? City Manager Autry is proposing to initiate letters to all of our citizens in their water bill and also to all the known lawn care professionals. 4. Collection frequency — How will residents be provided their pick-up date and a number to contact if not accomplished? City Manager Autry noted the carts will be ordered and placed out prior to July 1, 2016 (that is a proposed date at this time but should be able to meet the deadline). There will be a flier attached to the cart giving that date and it will be inserted into the water bill at the end of the month, on the website. They are looking at Monday and Tuesday of each week and seeing if that is enough or if it will take a third day and so on. Council Member Maness inquired if the information will be placed on the government channel. City Manager Autry responded with a yes. Mayor Harris noted that in the budget we placed a Code Enforcement Officer and he is going to be an educational officer at the beginning and to get this smoothed out with the residents so they will know how to implement this and what the process is so that we can all work together to make sure this process works. City Manager Autry noted that it needs to be understood that the purpose of the cart is not to have overflow piled up in the yard, it is not to be in excess every time. 5. Will residents be notified what day of the week or week will be picked up between November and January? Council Member Turnage noted he understands it will take a while before here is an answer. City Manager Autry noted if the smaller leaf amounts are put in the yard cars than when the leaf truck goes around for the larger piles it won't take as long to get around the city and we should see an improvement. Mayor Harris noted that the city employees, citizens and Council need to know this is a work in progress. Council Member Mclean inquired about resident whom need help with putting their carts out and the process. City Manager Autry noted it will be the same service as the regular trash pick-up. If it a senior citizen that is unable to put their cart out for pick-up than they need to notify City Hall and we will let Republic Services know and they will go out and evaluate the situation. Motion by Council Member Turnage and seconded by Council Member Tart to approve the Ordinance Amendment OA -02-16 — Solid Waste Management effective July 1, 2016. Motion unanimously approved. Consideration to Adopt a Resolution and Accept the Letter of Conditions for USDA Loan/Grant Application — Backhoe and Wheel Loader Motion by Council Member Barfield and seconded by Council Member McLean to adopt a Resolution and Accept the Letter of Conditions for USDA Loan/Grant Application for Backhoe and Wheel Loader. Motion unanimously approved. Approval of Republic Services Solid Waste Contract Motion by Council Member Maness and seconded by Council Member Barfield to approve the Republic Services Solid Waste Contract. Motion unanimously approved. Temporary Blocking of Street — Wedding and Reception A request has been received from Wiley J. Pope, requesting the closing of different streets for the purpose of a wedding and reception for safety of those attending. The closure time requested is on Saturday, June 25, 2016 from 10:00 a.m. thio 4:00 p.m. The request is for the closing of the 200 block of West Pearsall Street and the 300 block of South King Avenue Motion by Council Member Maness and seconded by Council Member Barfield to approve the temporary street closing as requested by Wiley J. Pope with adequate advertisement in the newspaper so the public is aware. Motion unanimously approved. Board Appointments The following vacancies will occur on various boards effective June 30, 2016. Some members wish to be re -appointed while others do not. Advertisements for various vacancies have been posted in the Daily Record, City website and the Government Channel. Application have been received and are attached for you consideration. Mayor Harris deferred this action until the July 12, 2016 meeting. Temporary Blocking of Street — Cancer Benefit for Zachary Heskey A request has been received from Ginger Tart on behalf of 601 Sports Bar to close portions of certain streets within the City of Dunn as indicated on the attached map on Saturday, June 25, 2016 from 12:00 p.m. until 2:00 a.m.. This event is a cancer benefit for Zachary Heskey. Mayor Harris noted the time from 12 noon until 2:00 a.m. in a residential section. City manager Autry noted this has been done in the past but have limited to end at 12:00 midnight and that is what I would recommend. I have spoken to the Police Department and it will be shut off at midnight. The adoption of it I recommend be based on an application issued for a noise permit, which they have not applied for at this time. Mayor Harris noted a motion and amendment request to shut down at midnight would be needed. Council Member Tart inquired if alcohol would be sold on the street. City Manager Autry stated no, alcohol would be sold in the bar only not on the street. Motion by Council Member McNeill and seconded by Council Member Barfield to approve the temporary street closing as requested by Ginger Tart on behalf of 601 Sports Bar with adequate advertisement in the newspaper so the public is aware. Motion unanimously approved. ITEM FOR DISCUSSION AND/OR DECISION Financial Report Finance Director Mark Stephens provided the following financial report for the period ending April 30, 2016: • The City as of April 30, 2016 had $3,836,940 in cash in the General Fund and $1,971,928 in the Water and Sewer Fund. In April 2015 the City had $3,148,899 in the General Fund and $2,270,259 in the Water and Sewer Fund. • Property Tax collections were $3,562,083 or 100.68% of budget. Last year property tax collections through April were $3,424,232 or 98.70% • Sales Tax Revenue is $1,168,928 or 77.90% of budget. Benchmark for the month is 75.00% of budget. • Utilities Sales Tax is $579,158 or 83.90% of budget. Benchmark for this month is 75.00% of budget. • Building Permit Fees were $74,134 or 114.10% of budget. Benchmark for this month is 83.33% of budget. • Water and Sewer Revenues were $3,811,378 or 84.70% of budget. Benchmark for this month is 83.33% of budget • Expenditures were 79.25% of budget in the general fund and 79.03% of budget in the water and sewer fund. The benchmark for this period is 83.33% of budget. Motion by Council Member McLean and seconded by Council Member Turnage to accept the Financial Report. Motion carried unanimously. ADMINISTRATIVE REPORTS Tax Report Building Report, Planning, Recreation and Library Reports Police Report Motion by Council Member McLean and seconded by Council Member Tart to accept the Administrative Reports. Motion unanimously approved. ANNOUNCEMENTS The following announcements and/or comments were made. Mayor Harris: ➢ City offices will be closed on Monday, July 4, 2016 in observance of Independence Day ➢ The next regular City Council meeting is scheduled for Tuesday, July 12, 2016 @ 7:00 p.m. City manager Autry brought forth information that was requested regarding Tasers for the Police Department. We are in need of 25 new Tasers and 3 for the Narcotics Division, which will come out of the Narcotics Fund. In the General Fund we do have the money available in the Police budget from saving on fuel and other items throughout the year. The amount for the 25 Tasers would be a little over $24,000. Motion by Council Member Maness and seconded by Council Member Barfield to purchase the 25 Tasers with utilizing the money within the Police Department budget. Motion unanimously approved. Motion by Council Member Barfield and seconded by Council Member McNeill to move into closed session. The motion was denied due to lack of votes 2 ayes and 4 nays. Council Members Barfield and McNeill voting "aye" and Council Members Maness, McLean, Tart and Turnage voting "nay" Motion by Council Member Maness and seconded by Council Member McLean to adjourn the meeting at 8:50 p.m. Motion unanimously approved. car N. Harris Mayor AermYr4F est:, JM. ox in, CM�` C,1TY,OP , City Clerk `� ..• """ GORPOggT�: Z "s 2 `• SEAI- P qTy CAR ` �''�1n111110 0