Minutes 04-09-201915
MINUTES
CITY OF DUNN
DUNN, NORTH CAROLINA
The City Council of the City of Dunn held a Regular Meeting on Tuesday, April 9, 2019, 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 Dr. David L. Bradham.
Also present was City Manager Steven Neuschafer, Assistant to the City Manager Mathew Boone, Public Utilities
Director Heather Adams, Chief Building Inspector Steven King, Chief of Police Chuck West, Parks and Recreation
Director Brian McNeill, Human Resources Director Anne Thompson, Librarian Mike Williams, Community Planner
Tasha McDowell, Communications Coordinator Christian Ortiz, Attorney Wiley Pope, and City Clerk Tammy
Williams. Also present were Guests recognized by Mayor Harris: Tom Woerner with The Daily Record
INVOCATION
Mayor Harris opened the meeting at 7:00 p.m. and Reverend Floyd Ray, Pastor at Mt. Zion Missionary Baptist
Church gave the invocation. Afterwards, the Pledge of Allegiance was recited.
AGENDA ADJUSTMENT AND APPROVAL
Motion by Council Member McNeill and seconded by Mayor Pro Tem McLean to adopt the April 9, 2019 meeting
agenda with changes as listed below.
Agenda Items for Decision Added.
• Resolution to adopt Policies and Guidelines for the City of Dunn Small Cities Community Development
Block Grant Programs
• Project Budget Ordinance — CDBG Neighborhood Revitalization Project 17-C-2995
Defer the following Agenda Items to May 14, 2019 meeting:
• Public Hearing - Rezoning Request RZ-01-19, Rothal & Victoria W. Pike PIN#1516-75-3827.000 &
1516-75-2881.000
206 S Washington Ave and 210 S Washington Ave
• Item for Decision - Rezoning Request RZ-01-19, Rothal & Victoria W. Pike PIN#1516-75-3827.000 &
1516-75-2881.000; 206 S Washington Ave and 210 S Washington Ave
Motion unanimously approved.
PRESENTATIONS:
New Employee Introductions
Parks and Recreation Director McNeill introduced Maintenance Worker, Marilyn Gilbert and Chief Building
Inspector King introduced Code Enforcement Officer Dwayne Williams.
Duke Energy's Neighborhood "Energy Saver" Program
Evans Taylor, Products & Services Manager for Duke Energy, shared information about Duke Energy's
Neighborhood "Energy Saver" Program that will target low income sections of Dunn. Upgrades to make homes
more energy efficient will be made in the selected area on a voluntary basis at no cost to the homeowner or renter.
The kick-off event is set for Thursday, May 9, 2019 from 6:00 to 7:30 p.m. at the Dunn Shrine Center. Mayor
Harris added that he is excited that the target area corresponds with the CDBG Dunn Enrichment area and is looking
forward to being a part of the program at the Kick-off event.
PUBLIC COMMENT PERIOD
The Public Comment Period was opened by Mayor Harris and having no comments, the Public Comment period
was closed.
CONSENTITEMS:
Minutes — Council considered approval of the minutes of March 12, 2019 City Council Meeting.
Proclamation in recognition of National Library Week. A copy of the Proclamation (P2019-04) is incorporated into
these minutes as Attachment 41.
Proclamation in recognition of the 50`s Anniversary Municipal Clerks Week. A copy of the Proclamation (P2019-
05) is incorporated into these minutes as Attachment 42.
Temporary Blocking of Streets for "Ride for History' Motorcycle Ride.
Destruction of Municipal Records - A copy is incorporated into these minutes as Attachment #3.
Extension of Mowing Maintenance Agreement between the City of Dunn and the NC Department of Transportation
where the City performs "routine" and "Clean-up" mowing of certain State maintained right of ways and is
reimbursed from NC DOT at the rates presented. A copy of the Letter confirming the Extension is incorporated into
these minutes as Attachment 44.
Motion by Mayor Pro Tem McLean and seconded by Council Member McNeill to approve all consent items.
Motion unanimously approved.
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Proposed Summer Hours
City Manager Neuschafer presented the adoption of the proposed summer hours that the City has been using for the
past fifteen years.
Motion was made by Council Member Tumage and seconded by Council Member Maness to adopt the proposed
summer hours of 7:30 a.m. to 4:00 p.m. beginning May 1st and ending September 30th. Motion unanimously
approved.
Set Date for Budget Work Session
City Manager Neuschafer requested that the Council set a Budget Work Session to prepare for the 2019/2020 Fiscal
Year Budget.
Motion by Council Member Bradham and seconded by Mayor Pro Tem McLean to set a Special Called
Meeting/Budget Work Session for Tuesday, May 7, 2019 at 9:00 a.m. in Council Chambers. Motion unanimously
approved.
Budget Amendment #BA -08
Parks and Recreation Director McNeill presented the needed Budget Amendment to allow funds to be available to
replace four scoreboards at Tyler Park that were damaged during Hurricane Florence. The heavy rains and high
winds with Hurricane Florence resulted in internal damage to the scoreboards preventing them from performing the
intended function. Cost of the new scoreboards will be $30,113 with the reimbursement from insurance to be
$22,282. It is also projected that FEMA will likely reimburse the remaining $7,831. Questions followed on
covering the scoreboards during storms. Mr. McNeill will need to research to see if that is possible. He added that
the new scoreboards will be under a 5 -year warranty.
After discussion, motion was made by Council Member Turnage and seconded by Council Member Maness to
approve Budget Amendment #08 for fiscal year 2018/2019 to replace the scoreboards at Tyler Park. Motion
unanimously approved. A copy of BA #08 is incorporated into these minutes as Attachment 95.
Budget Amendment #BA -09
The wooden fencing at Tart Park suffered a substantial amount of damage during Hurricane Florence. High winds
tore apart segments of the fence leaving large sections missing adjacent to residential properties. With the age of the
fence, the insurance will only reimburse the City $6,994.37 and if the sections down were replaced, the fence would
not match up. Parks and Recreation Director McNeill requested approval of the $38,000 Budget Amendment to
replace the entire wooden fence at Tart Park.
He is looking at replacing the fence with the same style and wood. Council Members Maness, Tart and Turnage
requested that different kinds of fences be investigated including fencing to allow wind to blow through and vinyl.
Mayor Harris asked that the existing fence be removed quickly but City Manager Neuschafer said that the damaged
fence has been removed but the neighbors were using the fencing that is still up for the back of their fence. Mayor
Harris asked for more conversation with the Insurance Company to seek reimbursement. Even if FEMA reimburses,
the City is still looking at a minimum of a 50% investment.
Motion by Council Member Maness and seconded by Council Member Turnage to defer action to the May 14, 2019
meeting. Motion unanimously approved.
Resolution authorizing Submittal of an Application to request funds from the State Revolving Fund — Water
Distribution Rehabilitation Project
Eddie Staley with WithersRavenel requested a resolution be approved stating that the City intends to pursue a formal
loan/grant application from the State Revolving Fund. The purpose of funding is for the relocation and
abandonment of the active section of 14" water line that was originally installed in the 1930's and for water line
improvements on E. Wake St. This water line has been identified as a priority for the City at a previous meeting and
at the Budget Planning Retreat.
Preliminary estimates for worst case scenario are $800,000 to $1 million for the project. He stated it is more likely
that the City will be granted a 100% funded 20 -year loan at zero percent interest instead of the grant. If awarded, the
City does have the opportunity to decline the loan.
After additional discussion, motion was made by Council Member Turnage and seconded by Mayor Pro Tem
McLean to approve the resolution adopting the City's intent to request State Revolving Funds for the Water
Distribution Project. Motion unanimously approved. A copy of the Resolution (82019-06) is incorporated into
these minutes as Attachment #6.
ITEMS FOR DISCUSSION AND/OR DECISION:
North Magnolia Avenue Water Line Replacement
Public Utilities Director Adams requested that the City move forward with replacing the 6 inch asbestos cement
water line on N. Magnolia Avenue and authorize City Manager Neuschafer to solicit loan terms from commercial
banks to fund the project. The line has had 9 breaks since 2015. She also requested that since the matter was urgent
and the total estimated professional fee for engineering will be less than $50,000, that the City continue to exempt
itself from the Mini -Brooks Act. The estimated cost for engineering and construction is $150,000.
Motion by Council Member Maness and seconded by Council Member McNeill to approve replacing the 6 inch
water line on N Magnolia Avenue and to authorize the City Manager to move forward with soliciting commercial
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bank loan terms and entering into an Engineering Design Services Contract with WithersRavenel for this project,
along with approval of resolution exempting the City from the Mini -Brooks Act according to N.C.G.S. 143-64.32,
provided that such contract is $50,000 or less as set forth in N.C.G.S. 143-64.32. Motion unanimously approved.
A copy of the Resolution (R2019-07) is incorporated into these minutes as Attachment #7.
Removal of Trees on City -owned Property
City Manager Neuschafer proposed to contract with a company to harvest the timber off of a 20 -acre lot located off
of Johnson St, which is owned by the City. This will allow improved access to the creek, help with drainage for
Johnson Street and aid City crews in handling storm water issues that were discussed at the Planning Retreat.
Anticipate approximately $15,000 in revenues for trees.
Motion by Council Member Tart and seconded by Mayor Pro Tem McLean to approve the clearing of the trees on
the proposed City -owned property. After further discussion, the Motion was unanimously approved.
NC Urban Forest Council Legacy Tree Fund
Community Planner McDowell requested permission for the Planning Department to apply for a grant to plant
additional street trees in the City. The maximum award amount will not exceed $5,000 and the cost to the City is
not expected to exceed $5,000. This is a matching grant and the City typically budgets $7,000 annually in the
Planning Department Budget for landscape enhancements.
After discussion, motion by Mayor Pro Tem McLean and seconded by Council Member Tumage to allow the
Planning Department to apply for the Legacy Tree Fund grant. Motion unanimously approved.
Resolution to adopt Policies and Guidelines for the City of Dunn Small Cities Community Development Block
Grant Programs
Skip Green, Consultant, asked the council to approve the Resolution adopting the following Policies and Guidelines
for the CDBG Neighborhood Revitalization Project around the Dunn Enrichment Center:
Section 3 Plan Labor Standards Officer
Code of Conduct Language Access Plan
Property Acquisition Policy
After discussion, motion by Council Member McNeill and seconded by Mayor Pro Tem McLean to approve the
Resolution to adopt Policies and Guidelines for the City of Dunn Small Cities Community Development Block
Grant Programs. Motion unanimously approved. A copy of the Resolution (R2019-08) is incorporated into these
minutes as Attachment 48.
Project Budget Ordinance — CDBG Neighborhood Revitalization Project 17-C-2995
Council was asked to adopt the Project Budget Ordinance for the CDBG Neighborhood Revitalization Project
around the Dunn Enrichment Center for the qualified and approved eighteen homes. Council Member Maness
pointed out that this is a no -match grant.
Motion by Council Member Maness and seconded by Council Member McNeill to adopt the Project Budget
Ordinance for the CDBG Northeast Dunn Neighborhood Revitalization Project. Motion unanimously approved.
A copy of the Ordinance (02019-01) is incorporated into these minutes as Attachment #9.
Financial Report/Assessments Update
City Manager Neuschafer provided the following financial report for the period ending March 31, 2019:
The City as of March 31, 2019 had $4,721,377 in cash in the General Fund and $2,656,491 in the
Water -Sewer Fund. Through March of 2018 the City had $4,722,220 in the General Fund and
$2,769,399 in the Water and Sewer Fund.
Property tax collections through March were $3,767,797 or 97.4% of budget. Which is on track for
end of March collections report, last year we were at 98.2%.
Sales Tax Revenue is $1,467,759 or 68% of budget. Benchmark for this month is 58.7% of budget.
Utilities Sales Tax is $350,982 or 49.33 % of budget. Benchmark for this month is 50% of budget.
Building Permit Fees were $61,199 or 81.6% of budget. Benchmark for this month is 75% of budget.
• Water and Sewer Revenues were $3,595,064 or 75.5% of budget. Benchmark for this month is 75%
of budget.
Expenditures were 66% of budget in the general fund and 67% of budget in the water and sewer fund.
The benchmark for this period is 75 % of budget.
Motion by Council Member Maness and seconded by Council Member McNeill to acknowledge receipt of the
Financial Report. Motion carried unanimously.
ADMINISTRATIVE REPORTS
Reports received: Tax Report, Communications/Public Information, Planning and Inspections Report, Public Works
Report, Public Utilities Report, Parks and Recreation Report, Library Report and Police Report.
Motion by Council Member McNeill and seconded by Mayor Pro Tem McLean to acknowledge receipt of
Administrative Reports. Motion unanimously approved.
City Manager's Report
City Manager Neuschafer updated the Council on the Automated Water Meter Installation project. Approximately
25% (1100 meters) of the meters have been replaced and the project is expected to be complete by August. He
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added that he has hired George Adler for City Planning Director with a start date of May 1 and Jim Roberts for
Finance Director with a start date of April 16, 2019. Mr. Roberts was in attendance.
ANNOUNCEMENTS
Mayor Harris announced upcoming events and activities.
Motion by Mayor Pro Tem McLean and seconded by Council Member Bradham to enter Closed Session in
accordance with N.C.G.S. 143-318.11(a)(5) concerning negotiation for real property. Motion unanimously
approved.
The Closed Session ended and with no further business to discuss, a motion was made by Council Member Maness
and seconded by Council Member Bradham to adjourn the meeting at 8:32 p.m. Motion unanimously approved.
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