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07102018411 MINUTES CITY OF DUNN DUNN, NORTH CAROLINA The City Council of the City of Dunn held a Regular Meeting on Tuesday, July 10, 2018, at 7:00 p.m in the Dunn Municipal Building. Present was Mayor Oscar N. Harris, Mayor Pro Tem Frank McLean, Council Members Buddy Maness, Dr. Gwen McNeill, , Billy Tart, Chuck Turnage and Billy Barfield. Also present was City Manager Steven Neuschafer, Finance Director Mark Stephens, Public Works Director Dean Gaster, Chief Building Inspector Steven King, Planning & Inspections Director Dervin Spell , Police Chief West, Recreation Director Brian McNeill, Human Resources Director Anne Thompson, Librarian Mike Williams, and Attorney Tilghman Pope. INVOCATION Mayor Harris opened the meeting at 7:00 p.m. and Reverend Jerome Pope, Pastor of Sansom Community Church for over 40 years, and Harnett Health System Volunteer Chaplain gave the invocation. Afterwards, the Pledge of Allegiance was repeated. AGENDA ADJUSTMENT AND APPROVAL Motion by Council Member Tumage and seconded by Council Member Barfield to adopt the July 10, 2018 meeting agenda with changes, if any, as listed below. Agenda Items Added: • none Agenda Items Removed: • none Motion unanimously approved. 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. Hearing no comments, the public comment period was closed. PUBLICHEARINGS Property Unfit for Human Habitation 103 E. Bay St. PIN #1516-55-3875.000 The public has been notified that oral and written comments will be heard and received concerning the demolition of the dwelling located at 103 E. Bay St., Dunn, NC. The public hearing was duly advertised on June 29, 2018 and July 3, 2018. Hearing no further comments, Mayor Harris closed the public hearing. Minutes — Council considered approval of the minutes of May 15, 2018 Budget Work Session Minutes — Council considered approval of the minutes of June 12, 2018 City Council Meeting Temporary Blocking of Streets — E. Harnett St. from N. Lee Ave. to N. Sampson Ave. Budget Amendments #1, 2, and 3. A copy of Budget Amendment (BA -1, BA -2, and BA -3) are incorporated into these minutes as attachment #1. Motion by Council Member Barfield and seconded by Council Member McNeill to approve all consent items. Motion unanimously approved. ITEMS FOR DECISION Consideration of Ordinance Declaring Property Unfit for Human Habitation 103 E. Bay St. PIN #1516-55-3875.000 Chief Building Inspector Steven King has conducted an inspection of 103 E. Bay Street and based upon his observations, the structure failed to comply with the minimum standards of fitness established by the Minimum Housing Code of the City of Dunn. The Chief Building Inspector also found the dwelling dangerous or prejudicial to the public health or public safety and is a nuisance in violation of G.S. §160A-193. Motion by Council Member McLean and seconded by Council Member Barfield to adopt the Ordinance Declaring the property located at 103 E. Bay Street, PIN# 1516-55-3875.000 as Unfit for Human Habitation according to N.C.G.S. §160A- 445. Motion approved. A copy of Ordinance (02018-07) is incorporated into these minutes as attachment #2. 412 Resolution Authorizing Finance Director To File Application with LGC to Finance Cost of Automated Meter Reading Project The Council is being asked to adopt the attached Resolution to authorize the Finance Director to file an application with the LGC to finance the cost of the automated meter reading project. Motion by Council Member Maness and seconded by Council Member Tart to adopt the Resolution authorizing the Finance Director to file an application with the LGC for approval of a Financing Agreement Authorized by NC General Statute 160A- 20. Motion unanimously approved. A copy of Resolution (82018-04) is incorporated into these minutes as attachment #3. Adoption of Resolution Approving Financing Terms (BB&T) Mayor Harris explained that this matter is not quite resolved at this time and BB&T has agreed to a thirty day extension on their proposal. This matter was deferred to August 14, 2018. Authorization to Accept Tart Park Renovation RFQ Bid Design Professional Selection In March 2018, a Request for Qualification (RFQ) packet was advertised to various engineering firms. Of those received, city staff reviewed and scored each upon the same criteria for comparison. Crawford Design Company received the highest collective score to warrant them the opportunity to enter into contract negotiations. The Parks and Recreation Department is seeking approval to accept Crawford Design Company's bid on the design engineering and construction administration for the Tart Park Renovation project. This contract will fall under the overall park renovation budget that was previously approved by city council. Motion by Council Member McLean and seconded by Council Member Tumage authorizing City Manager to execute the contract after review from City Attorney. Motion unanimously approved. A copy of Contract is incorporated into these minutes as attachment #4. Consideration of Engineering Agreement Sewer Line Rehabilitation The overall scope will be to present the long-term sewer rehabilitation program including approximately S15M in Rehabilitation needs and identification of a fust phase rehabilitation project in the $3M - $5M range (2021 timeframe). This will allow the City Manager to enter into an engineering agreement with DMP to begin the planning efforts that satisfy USDA Rural Development Guidelines. In an effort to be prepared to bring to council at the 2019 retreat, we have to engage them now and come to this agreement of what the deliverables are and what expectations we have to be moving forward and to make sure that the work is done according to USDA standards. This is an agreement to hire them to do the planning and have everything ready for a decision to move forward in the early spring of 2019 at the budget retreat. Costs will be covered by the approved 2018/19 Water/Sewer Fund Budget. Motion by Council Member Turnage and seconded by Council Member Barfield authorizing the City Manager to enter into the agreement upon review of the City Attorney. Motion unanimously approved. A copy of Engineering Agreement is incorporated into these minutes as Attachment #5. Request Authorization to Seek Bids for Paving Project The approved resurfacing program of 2017 contains a list of proposed projects which are identified as being in need of work- Last orkLast year (17/18), the Public Works Department contracted with a paver to do some of the smaller projects on the list. We now propose to complete the bid package which will cover at least three of the worst areas in the program: 1. Intersection of W. Broad St. and N. Ellis Ave. 2. Brunswick Dr. —1240 linear feet 3. S. Washington Ave. —1000 linear feet 4. Alternate A, N. Wilson Ave. — 350 linear feet 5. Alternate B, E. & W. Carr St. — 516 linear feet This will allow the City Manager to have a bid document prepared and advertised to receive qualified bids to resurface selected streets in Dunn. Costs will be covered by approved 2018/2019 budget. Motion by Council Member McLean and seconded by Council Member Tumage authorizing the City Manager to seek bids for the above project list and bring them back to the Council for final authorization. Motion unanimously approved. ITEM FOR DISCUSSION AND/OR DECISION Financial Report Finance Director Mark Stephens provided the following financial report for the period ending May 31, 2018: • The City as of May 31, 2018 had $3,995,987 in cash in the General Fund and $2,023,266 in the Water and Sewer Fund. In May 2017 the City had $3,839,652 in the General Fund and $2,377,424 in the Water and Sewer Fund. 413 • Property Tax collections through May were $3,831,768 or 99.84% of budget. Last year property tax collections through May were $3,830,729 or 100.28% of budget. • Sales Tax Revenue is $1,784,561 or 88.46% of budget. Benchmark for the month is 83.33% of budget. • Utilities Sales Tax is $747,122 or 100.53% of budget. Benchmark for this month is 100.00% of budget. • Building Permit Fees were $104,735 or 161.13% of budget. Benchmark for this month is 91.67% of budget. • Water and Sewer Revenues were $4,142,404 or 87.21% of budget. Benchmark for this month is 91.67% of budget. • Expenditures were 87.90% of budget in the general fund and 90.73% of budget in the water and sewer fund. The benchmark for this period is 91.67% of budget. Motion by Council Member Barfield and seconded by Council Member McLean to accept the Financial Report. Motion carried unanimously. ADMINISTRATIVE REPORTS Tax Report -T" Planning & Inspections Report Public Works Report Recreation Report Library Report Police Report Mayor Harris mentioned that sometime in the future he would like to have Chief West come and explain his Police Report to each of us. He would like Chief West to explain the key points that we need to look to determine what the situation is with the city and with the Police Department and so on with the different divisions so that we become more familiar. Motion by Council Member McLean and seconded by Council Member Maness to accept the Administrative Reports. Motion unanimously approved. City Manager's Report Human Resources Director, Anne Thompson gave a brief update from Human Resources. 1. April 3, 2018 a fire drill was performed at City Hall. Everyone was evacuated from building in 2 minutes 48 seconds. 2. Safety committee recommended AEDs (Automated External Defibrillator) be purchased for all city facilities. a. 4 purchased last fiscal year (City Hall, Library, and Tyler Park/Codrington Pool b. 4 more to be purchased this fiscal year (Planning/Inspections, Water Plant, Waste Water Plant, and Public Works) 3. Workplace Harassment Training held on May 17, 2018 4. Open Enrollment in October 5. 130 employees —112 Full Time and 18 Part Time 6. Recruiting for five (5) positions right now that we hope have filled by the end of the month. 7. Have attended numerous career fairs in the community this year. Brian McNeill gave an update on the All-Star teams' status. ANNOUNCEMENTS The following announcements and/or comments were made. Mayor Harris: ➢ Crime Stoppers National Night Out Celebration will be held on Tuesday, August 7, 2018 from 6 — 8 p.m. at Tyler Park. ➢ Special Call Meeting will be held Friday, July 20, 2018 at 5 p.m. regarding securing a USDA loan for the purchase of vehicles. ➢ The next regular City Council Meeting is scheduled for Tuesday, August 14, 2018 at 7:00 p.m. ➢ Veterans Experience Action Clinic — July 25th, 26' and 27`s at Dunn Community Center and P.K. Vyas Center — Tart Park located at 205 Jackson Road, Dunn, NC. Motion by Council Member McNeill and seconded by Council Member McLean to adjourn the meeting at 7:42 p.m. Motion unanimously approved. Atte elissa R. Matti, Deputy City Clerk ,`pu n n,„q `` �ECITY '�� ........OA`O p ar N. Hams :'CORPOI ayorX s o,9:• AL "i,,L'AR0LN C •`•