Loading...
Attach 04-09-2019I;; ®D north�caroa P201 -0 (Attach to h#1) ulyl �IlinI?UNN �,• of dun, X11 �merie�CiPy/ .11111M COVIMEiI matters 1989 * 2613 �ra�aaG ( .7 (*,,'Z 20,19 WHEREAS, today's libraries are not just about books but what they do for and with people; and WHEREAS, libraries have long served as trusted and treasured institutions, where people of all backgrounds can be together and connect; and WHEREAS, libraries and librarians build strong communities through transformative services, programs and expertise; and WHEREAS, libraries, which promote the free exchange of information and ideas for all, are cornerstones of democracy; and WHEREAS, libraries and librarians are looking beyond their traditional roles and providing more opportunities for community engagement and delivering new services that connect closely with their patron's needs; and WHEREAS, libraries are a resource for all members of the community regardless of race, ethnicity, creed, ability, sexual orientation, gender identity or socio-economic status, by offering services and educational resources that transform lives and strengthen communities; and WHEREAS, libraries, librarians, library workers and supporters across America are celebrating National Library Week. NOW, THEREFORE, be it resolved that I, Mayor Oscar N. Harris, on behalf of the City Council of the City of Dunn proclaim National Library Week, April 7-13, 2019 and encourage all residents to visit the Library this week and explore what's new at your library. Because of you, Libraries Transform. This the 9th day of April, 2019. @A"AIIJA6�- Os(/ar N. Harris, M y r ATTEST: T y William City Clerk D tNN z111re 117117naiu' 7na6tera P2019-05 (Attach #2) 4-09-2019 WHEREAS, the Office of the Municipal Clerk, a time honored and vital part of local government exists throughout the world and is the oldest among public servants, and WHEREAS, the Office of the Municipal Clerk provides the professional link between the citizens, the local governing bodies and agencies of government at other levels, and WHEREAS, Municipal Clerks have pledged to be ever mindful to be impartial in their roles, rendering equal service to all, and WHEREAS, the Municipal Clerk serves as the information center on functions of local government and the community, and WHEREAS, Municipal Clerics continually strive to improve the administration of the affairs of their Office through participation in education programs, seminars, workshops and the annual meetings of their state, provincial, county and international professional organizations, and WHEREAS, it is most appropriate that we recognize the accomplishments of the Office of the Municipal Clerk. NOW THEREFORE BE IT RESOLVED, I, Oscar N. fiarris, Mayor of Dunn, North Carolina, and on behalf of the City Council do hereby recognize the week of May 5 through May 11, 2019 as Municipal Clerics Week, and further extend appreciation to our City Clerk, Tammy Williams and Deputy Clerk Melissa Dudley, as well as to all Municipal Clerks for the vital services they perform and their exemplary dedication to the communities they represent. IN WITNESS WHEREOF, I have hereunto set my hand and caused the seal of the City of Dunn to be affixed on this 9"' day of April, 2019. 4caiN. HairL/May�r ATTEST: Tammy Williat Vs, City Cleric Attach #3 4-09-2019 Destruction of Records- Finance/Water and Sewer B Submitted for the April 9, 2019 City Council Meeting REQUEST FOR DISPOSAL OF RECORDS WIN scORO* ©f corr7': `..;' ,, ,_,:Reteuflon:keriod ;=>> ... ... '..::7fnclusYveDaf s Financial Statements Destroy after 3 years July 2012 —June 30, 2015 Trial Balances Destroy after 3 years July 2007—June 30, 2015 Workers Comp Program Files Destroy after 3 years 2014 —June 30, 2015 Journal Proof and Posting Reports Destroy after 3 years 2014—June 30, 2015 Accts Payable Reports Destroy after 3 years June 30,2015 Cash Receipts Destroy after 3 years Prior to June 30, 2015 Payroll Reports Destroy after 4 years 2013 —June 30, 2014 Journal Vouchers Destroy after 3 years 2014- June 30, 2015 Bank Statements Destroy after 3 years 2013 —June 30, 2015 Time Sheets Destroy after 3 years 2012 —June 30, 2015 Deposit Tickets Destroy after 3 years 1998-2000 Check Registry Destroy after 3 years 1998 -June 30, 2015 Edit Reports Destroy after 3 years 2014 -June 30, 2015 Vacant Usage Destroy after 3 years 2014—June 30, 2015 Re -Read Reports Destroy after 3 years 2014—June 30, 2015 Submitted By: Mathew Boone/ Printed Name/Signature Department: Finance/Water and Sewer Billing Destruction of Records - Administration Department Submitted for the April 9, 2019 City Council Meeting REQUEST FOR DISPOSAL OF RECORDS °De,scr,�`taan,ef'12i�e�xd, , ,,,. ,..�,.12etent►pnP�rrod ;.. InclusaveDates., . . , ..::; 1 year after term expires; all Advisory Board Applications 1999 -June 30, 2015 others after 1 year Agenda and Meeting Packets Destroy after 3 years 1989 -June 30, 2015 File Appointments Reporting Destroy after 2 years 2001 -June 30, 2015 Records Destroy 3 years after Bid Proposals/Equipment 1994-2000 purchase Cash Receipts Destroy in office after 3 years 1994-1996 Census Files Destroy after 3 years 2008-2010 Code Enforcement Letters Destroy after 5 years 1991-2012 Destroy 1 year after Complaints 2004-2011 resolution 1 year after relinquishes Deeds/Titles 2006 ownership of land Donations and Solicitations Destroy after 1 year 1990-2000 Driveway Permits 3 years after completion 2008-2009 Expired Contracts 3 years after expiration 1996 -June 30, 2015 Expired Contracts Agreements 6 years after completion 1999 Capital Expired Contracts/Projects 6 years after completion Prior to 2000 Going Out of Business Sales After 1 year 2015 and before Destroy 5 years after final Grant Files 1997 -June 30, 2013 reports Letters/Correspondence Destroy after 3 years 1996 -June 30,2015 3 years after release from all Powell Bill Reports 1990-2011 audits Submitted By: Tarnmy Williams/0" K UU46�--O_ Printed Name/Signature Department: Administration city of dunn POST OFFICE BOX 1065 - DUNN, NORTH CAROLINA 28335 (910) 230-3500 • FAX (910) 230-3590 www.dunn-nc.org Attach #4 4.09-2019 April 9, 2019 Mr. David Plummer Engineering Specialist I North Carolina Dept. of Transportation P.O. Box 1150 Fayetteville, N.C. 28302 Dear Mr. Plummer: Mayor Oscar N. Harris Mayor* Pro Tem Frank McLean. Council Members Buddy Maness Dr. Gwen McNeill Billy Tart Chuck Turnage Dr. David L. Bradham City Manager Steven Neuschater This letter is to inform you that the City of Dunn hereby accepts the extension of the existing agreement for shoulder mowing with the N. C. Department of Transportation as the 2019 Municipal Agreement. The Agreement is extended based on your correspondence dated April 1, 2019 as attached. We look forward to our continued partnership with the Department of Transportation. Sinc y, Steven Neuschafer City Manager IDUNN All-A®eeica Cily 1 ► where comm ! mafters 1989 *2013 STATE OF NORTH CAROLINA DEPARTMENT OF TRANSPORTATION RoY COOPER GOVERNOR April 1, 2019 Division Six - REU Harnett County Lisa Nixon City of Dunn Subject: 2019 Municipal Agreement To Whom It May Concern: JAMES H. TROGDON, III SECRETARY The N.C. Department of Transportation wishes to extend the existing municipal agreement for shoulder mowing with the City of Dunn. If the City of Dunn agrees with the attached 2019 mowing cost sheet and wishes to extend the existing municipal agreement, please notify this office in writing. If you have any questions regarding this matter, please contact David Plummer at (910) 364-0603. Sincerely, David Plummer Engineering Specialist I NC DEPARTMENT OF TRANSPORTATION ROADSIDE ENVIRONMENTAL UNIT P.O. BOX 1150, 558 GILLESPIE ST. FAYETTEVILLE, NC 28302 Telepbose:(910)437-2611 Fox.:(910)437-2577 City Of Dunn 2019 Mowing Secondary Route From Interstate Miles Shoulder Route From To Miles Shoulder SR 1705 US 301 North City Limit 1.30 Miles 195 * Exit 72 Interchange North City Limit 0.27 2.70 195 * Exit 73 Interchange West City Limit 0.45 4.60 195 ** Exit 72 Interchange Exit 73 Interchange 0.59 2.36 SR 1725 SR 1719 Totals: 1.31 9.58 SR 1735 Primary (UIldivided) West City Limit 0.24 Route From To Miles Shoulder 2.50 SR 1790 US 421 South City Limit Miles US 301 South City Limit North City Limit 2.93 5.86 US 421 East City Limit SR 1718 2.53 5.06 2.30 SR 1808 Totals: 5.46 10.92 1.90 Primary (Multilane Divided) 1-95 N.B. On -Ramp (Exit 73) 0.19 Route From To Miles Shoulder 0.10 SR 1832 SR 1819 End of State Maintenance Miles US 421 ** SR 1718 West City Limit 1.04 4.16 2.96 SR 1860 Totals: 1.04 4.16 Secondary Route From To Miles Shoulder Miles SR 1705 US 301 North City Limit 1.30 2.60 SR 1715 SR 1705 North City Limit 0.73 1.46 SR 1718 US 421 West City Limit 0.98 1.96 SR 1719 US 421 SR 1725 0.49 0.98 SR 1725 SR 1719 West Broad Street 1.07 2.14 SR 1735 SR 1718 West City Limit 0.24 0.48 SR 1785 SR 1793 South City Limit 1.25 2.50 SR 1790 US 421 South City Limit 0.71 1.42 SR 1791 SR 1785 South City Limit 0.15 0.30 SR 1793 US 301 East City Limit 1.15 2.30 SR 1808 US 301 North City Limit 0.95 1.90 SR 1819 NC 55 1-95 N.B. On -Ramp (Exit 73) 0.19 0.38 SR 1824 SR 1819 End of State Maintenance 0.05 0.10 SR 1832 SR 1819 End of State Maintenance 0.38 0.76 SR 1844 SR 1735 SR 1790 1.48 2.96 SR 1860 SR 1718 SR 1844 0.60 1.20 Totals: 11.72 23.44 * Shoulder mileage for ramps and the 1-95 main line Is ten (10) times the road mileage at the Interchanges. ** 195 and US 421 are 4 lane divided. Therefore, shoulder mileage is four (4) times the road mileage. Page 1 of 1 City of Dunn 2019 Mowing Cost Sheet Quarterly Payment $ 4,353.21 Quarterly Breakdown 6RE.104335 $ 870.64 6RE.104315 $ 1,305.96 6RE.204315 $ 2,176.60 Cost per Mile Cycles S. Miles Total Cost Routine Mowing (Interstate) $ 107.94 3 9.56 $ 3,095.72 Clean-up Mowing (Interstate) $ 107.94 3 9.56 $ 3,095.72 Routine Mowing (Primary Multilane Divided) $ 68.50 3 4.16 $ 854.88 Clean-up Mowing (Primary Multilane Divided) $ 79.03 3 4.16 $ 986.29 Routine Mowing (Primary Undivided) $ 47.42 3 10.92 $ 1,553,48 Clean-up Mowing (Primary Undivided) $ 57.96 3 10,92 $ 1,898.77 Routine Mowing (Secondary) $ 36.88 3 23.44 $ 2,593.40 Clean-up Mowing (Secondary) $ 47.42 3 23.44 $ 3,334.57 Total $17,412.84 Quarterly Payment $ 4,353.21 Quarterly Breakdown 6RE.104335 $ 870.64 6RE.104315 $ 1,305.96 6RE.204315 $ 2,176.60 CITY OF DUNN REQUEST FOR BUDGET REVISION FISCAL YEAR ENDING I Attach #5 6/30/2019 4-09-2019 Budget Amendment # BA -08 Department: Parks and Recreation Date: 4/9/2019 FUND BUDGET CODE LINE ITEM DESCRIPTION Appropriation Before Amendment Amount of Amendment Increase/Decrease Appropriation After Amendment General 10-620.7400 Capital Outlay $ 89,700.00 $ 30,113.00 $ 119,813.00 EXPENDITURE TOTAL: $89,700.00 $ 30,113.00 $ 119,813.00 FUND BUDGET CODE LINE ITEM DESCRIPTION Appropriation Before Amendment Amount of Amendment Increase/Decrease Appropriation After Amendment General 10-299-0000 General Fund $ $ 30,113.00 $ 30,113.00 REVENUE TOTAL: $ 30,113.00 $ 30,113.00 CERTIFICATION: I certify this requested budget amendment w oved by the City Council on: City Manager: •-- - Date:4/9/19 [rVkro`r, Dtpt,1�Finance Director: Date:4/9/19 JUSTIFICATION To Purchase Scoreboards for Tvler Park NG SOURCE: Fund Balance ho L city of dune POST OFFICE BOX 1065 • DUNN, NORTH CAROLINA 28335 Mayor Oscar N. Harris Mayor Pro Tem Frank McLean Council Members Buddy Maness Dr. Gwen McNeill Billy Tart Chuck Tannage Dr. David L. Bradham R2019-06 (Attach #W (910) 230-3500 a FAX (910) 230-3590 City Manager 4-09-2019 www.dunm-ne.org Steven Neuschafer RESOLUTION BY GOVERNING BODY OF APPLICANT WHEREAS, The Federal Clean Water Act Amendments of 1987 and the North Carolina the Water Infrastructure Act of 2005 (NCGS 159G) have authorized the making of loans and grants to aid eligible units of government in financing the cost of construction of drinking water distribution systems; and WHEREAS, The City of Dunn has need for and intends to construct a drinking water distribution system project described as the Water Distribution Rehabiliaton Project; and WHEREAS, The City of Dunn intends to request state (loan or grant) assistance for the project. NOW THEREFORE BE IT RESOLVED, BY THE CITY COUNCIL OF THE CITY OF DUNN: That the City of Dunn, the Applicant, will arrange financing for all remaining costs of the project, if approved for a State (loan or grant) award. That the Applicant will adopt and place into effect on or before completion of the project a schedule of fees and charges and other available funds which will provide adequate funds for proper operation, maintenance, and administration of the system and the repayment of all principal and interest on the debt. That the governing body of the Applicant agrees to include in the loan agreement a provision authorizing the State Treasurer, upon failure of the City of Dunn to make scheduled repayment of the loan, to withhold from the City of Dunn any State funds that would otherwise be distributed to the local government unit in an amount sufficient to pay all sums then due and payable to the State as a repayment of the loan. That the Applicant will provide for efficient operation and maintenance of the project on completion of construction thereof. That Steven Neuschafer, the Authorized Official, and successors so titled, is hereby authorized to execute and file an application on behalf of the Applicant with the State of North Carolina for a (loan or grant) to aid in the construction of the project described above. That the Authorized Official, and successors so titled, is hereby authorized and directed to furnish such information as the appropriate State agency may request in connection with such application or the project: to make the assurances as contained above; and to execute such other documents as may be required in connection with the application. That the Applicant has substantially complied or will substantially comply with all Federal, State, and local laws, rules, regulations, and ordinances applicable to the project and to Federal and State grants and loans pertaining thereto. Adopted this the 9' day of April 2019 in the City of Dunn, North Carolina. DUNN Oscar N. Harris, 1 or �I 1c eeicaCitq e' wxere-ommt!i9r ma.fters 198911206 CERTIFICATION BY RECORDING OFFICER The undersigned duly qualified and acting City Clerk of the City of Dunn does hereby certify: That the above/attached resolution is a true and correct copy of the resolution authorizing the filing of an application with the State of North Carolina, as regularly adopted at a legally convened meeting of the City Council of the City of Dunn duly held on the 911 day of April, 2019; and, further, that such resolution has been fully recorded in the journal of proceedings and records in my office. IN WITNESS WHEREOF, I have hereunto set my hand this 91h day of April, 2019. City Clerk (Title of Recording Officer) ``tutnrrrgi ` CITY ORPO GZ'_ SEAL °„CAROL 00% ?..o” ere 609%LnIBCC72G 7J8afferf north Carolina LUL)UNN city of dunn POST OFFICE BOX 1065 • DUNN, NORTH CAROLINA 26335 R2019-07 (Attach #7) (910) 230-3500 • FAX (910) 230-3590 4-09-2019 www.dtinn-nc.org Mayor Oscar N. Harris Maynr Piro Tem Frank McLean Council Members Buddy Maness Dr. Gwen McNeill Billy Tart Chuck Turnage Dr. David L. Bradham City Manager Steven Neuschafer RESOLUTION EXEMPTING NORTH MAGNOLIA AVENUE WATERLINE REPLACEMENT PROJECT FROM G.S. 143-64.31 WHEREAS, G.S. 143-64.31 requires the initial solicitation and evaluation of films to perform architectural, engineering, surveying, construction management -at -risk services, and design -build services (collectively "design services") to be based on qualifications and without regard to fee; WHEREAS, the City proposes to enter into one or more contracts for design services for work on North Magnolia Avenue Water Line Replacement Project; and WHEREAS, G.S. 143-64.32 authorizes units of local government to exempt contracts for design services from the qualifications -based selection requirements of G.S. 143-64.31 if the estimated fee is less than $50,000; and WHEREAS, the estimated fee for design services for the above-described project is less than $50,000. NOW, THEREFORE, THE COUNCIL OF THE CITY OF DUNN RESOLVES: Section 1. The above-described project is hereby made exempt from the provisions of G.S. 143-64.31. Section 2. This resolution shall be effective upon adoption. Adopted this the 9" day of April, 2019. .\, ;4 OF DUN .° A — °°° Oscar N. Harris, Mayor ®�I.UOPeoVkA® ®TF '® Attest: "0RTH GPP a miry Willias City Clerk DUNN All -America Clly /10 1 macre 6,ownn9T nlafters 1989'* 2013 CDBG Policy Guideline Resolutions R2019-08 (Attach #8) 4-09-2019 A RESOLUTION TO ADOPT POLICIES AND GUIDELINES FOR THE CITY OF DUNN SMALL CITIES COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAMS Whereas, the City of Dunn has received a Small Cities Community Development Block Grant (CDBG) administered by the North Carolina Department of Commerce, and Whereas, the use of these funds requires that specific policies and guidelines be used. NOW THEREFORE BE IT RESOLVED BY THE CITY OF DUNN CITY COUNCIL THAT: 1. The City of Dunn adopts the following attached policies and guidelines for City of Dunn CDBG Programs. • Section 3 Plan • Code of Conduct • Property Acquisition Policy • Labor Standards Officer • Language Access Plan Adopted this the 9th day of April, 2019. ATTEST Tammy V\ City Clerk UWAJ;&�J O car N. Rarriis Mayor CDBG Policy Guideline Resolutions City of Dunn Community Development Block Grant Program Local Jobs Initiative Section 3 Plan Local Economic Benefit for Low- and Very Low -Income Persons February 13, 2019 — February 12, 2022 I. APPLICATION AND COVERAGE OF POLICY The City of Dunn is committed to the policy that, to the greatest extent possible, opportunities for training and employment be given to lower income residents of the community development project area and contracts for work in connection with federally assisted community development project be awarded to business concerns located or owned in substantial part by persons residing in the Section 3 covered area, as required by Section 3 of the Housing and Urban Development Act of 1968, the City of Dunn has developed and hereby adopts the following Plan: The City will comply with all applicable provisions of Section 3 of the Housing and Urban Development Act of 1968, as amended (24 CRF Part 135), all regulations issued pursuant thereto by the Secretary of Housing and Urban Development, and all applicable rules and orders of the Department issued thereunder This Section 3 covered project area for the purposes of this grant program shall include Harnett County. The City will be responsible for implementation and administration of the Section 3 plan. In order to implement the City policy of encouraging local residents and businesses participation in undertaking community development activities, the City will follow this Section 3 plan which describes the steps to be taken to provide increased opportunities for local residents and businesses. This Section 3 Plan shall apply to services needed in connection with the CDBG grant including, but not limited to, businesses in the fields of planning, consulting, design, building construction/renovation, maintenance and repair, etc. When in need of a service, the City will identify certified Section 3 business suppliers, contractors or subcontractors located in the Section 3 area. Resources for this identification shall include the North Carolina Department of Administration Interactive Procurement System (IPS)'s "Search for Registered Vendors" link. The City will include the Section 3 clause and this plan in all contracts executed under this Community Development Block Grant (CDBG) Program. Where necessary, listings from any agency noted above deemed shall be included as well as sources of subcontractors and suppliers. The Section 3 Plan shall be mentioned in the pre bid meetings and preconstruction meetings. CDBG Policy Guideline Resolutions The prime contractor selected for major public works facility or public construction work will be required to submit a Section 3 Plan which will outline his/her work needs in connection with the project. Should a need exist to hire any additional personnel, the Harnett County Employment Security Commission shall be notified and referred to the contractor. Each contract under the program, as applicable, for jobs having contracts in excess of $100,000 shall be required to submit a Section 3 Plan. This Plan will be maintained on file in the grant office and shall be updated from time to time or as the grant staff may deem necessary. Early in our project, prior to any contracting, major purchases or hiring, we will develop a listing of jobs, supplies and contracts likely to be utilized during the project. We will then advertise the pertinent information regarding the project including all Section 3 required information. IL AFFIRMATIVE ACTIONS FOR RESIDENT AND BUSINESS PARTICIPATION The City will take the following steps to assure that low income residents and businesses within the community development project area and within Harnett County are used whenever possible: (Describe below) 1. The City will directly solicit Section 3 businesses using IPS certified Section 3 business listings. 2. Assure that potential construction bidders make a "best faith" effort to use certified Section 3 businesses using IPS data bases. Please check the methods to be used for the Section 3 program in your community: ® The City will place a display advertisement in the local newspaper containing the following information: i. A brief description of the project ii. A listing of jobs, contracts and supplies likely to be utilized in carrying out the project. iii. An acknowledgement that under Section 3 of Housing and Community Development Act, local residents and businesses will be utilized for jobs, contract and supplies in carrying out the project to the greatest extent feasible. ® Residents and businesses will be encouraged to participate in applicable state, federal, and/or community action agencies job training programs that may be offered in the area. ® Low income residents and businesses will be informed and educated regarding employment and procurement opportunities in the following ways: L Advertisement in the local newspaper ii. Posting of Section 3 Plan at the City Municipal Building iii. City of Dunn, City Council meeting when project activities and schedules are discussed The City will, to the greatest extent feasible, utilize lower income area residents as trainees and employees: CDBG Policy Guideline Resolutions 1. Encourage rehabilitation contractors to hire local area residents 2. Encourage public works contractors to hire local area residents The City will, to the greatest extent feasible, utilize businesses located in or owned in substantial part by persons residing in the area 1. Contract with local contractors to perform demolition activities, and housing rehabilitation activities. 2. Encourage public improvement contractors to hire local residents for site clearance work, hauling materials, and performing other site improvements. 3. Encourage all contractors to purchase supplies and materials from the local hardware and supply stores Ill. RECORDS AND REPORTS The City will maintain such records and accounts and furnish such information and reports as are required under the Section 3 regulations, and permit authorized representatives of NC Department of Commerce, and federal agencies access to books, records, and premises for purposes of investigation in connection with a grievance or to ascertain compliance with this Section 3 Plan. The City shall report annually the Section 3 numbers using the form HUD 60002 to the North Carolina Department of Commerce at the end of the calendar year as part of the Annual Performance Report (APR). IV. MONITORING COMPLIANCE The City may require each applicable contractor to provide a copy of the Section 3 Plan and will monitor compliance during the performance of the contract. Copies of all advertisements, notice, and published information will be kept to document the implementation of the plan. V. COMPLAINTS CONTACT Please provide the main contact in case that any complaint is received from the general public on Section 3 compliance (including name, phone number, address, and email): Steven Neuschafer, City Manager City of Dunn 401 E. Broad Street/P.O. Box 1065 Dunn, North Carolina 28335 Phone:. 910-230-3500 E-mail: sneuschafer(c_dunn-nc.org ``penle, q� GpRPORq SEAk- ���/111BIOlee` CDBG Policy Guideline Resolutions City of Dunn Community Development Block Grant Program Code of Conduct No employee, officer or agent of the City shall participate in the selection, or in the award of administrative purchases or conflicts if a conflict of interest, real or apparent, would be involved. Such conflict would arise when: a. the employee; b. officer or agent; c. any member of his/her immediate family; d. his or her partner; or e. an organization that employs, or is about to employ, any of the above, has a financial or other interest in the firm selected for award. The grantee's officers, employees or agents shall neither solicit nor accept gratuities, favors or anything of monetary value from contractors, potential contractors or parties to sub agreements. Acceptance of gifts, other than items of nominal value such as advertising novelties, is prohibited. Officials shall not become obligated to any vendor and must not conclude any City transaction from which they may personally benefit. Violators of the above standards will be subject to disciplinary action up to and including dismissal and/or prosecution to the extent permitted by State and local regulations. Adopted April 9, 2019. ,\Iy OP 414 asNisi Oscar N. Harris, Mayor a rJOPppFIA� SEAL e ' " ,�•.. SEAL. r a ®'••........ 'e�'e•�® Tam y Willia City Clerk °'.QTN CAA0 °oeeaaaa""� CDBG Policy Guideline Resolutions City of Dunn Community Development Block Grant Program Property Acquisition Policy Whereas, the City of Dunn has received a Small Cities Community Development Block Grant (CDBG) administered by the North Carolina Department of Commerce, and WHEREAS, the acquisition of real property, easements, and rights of way are eligible activities under the rules and regulations regarding the Community Development Block Grant Program administered by the State of North Carolina. NOW THEREFORE BE IT RESOLVED BY THE CITY OF DUNN CITY COUNCIL THAT: 1. The City of Dunn will follow the procedures outlined in Section .0301of the North Carolina Community Development Block Grant Program Regulations (15 NCAC 13L) to acquire property using Community Development Block Grant funds. Adopted this the 9th day of April, 2019. ATTEST Tamm Williams City Clerk o a`a�Cj��Y OF pG/{�j i �r.�ORPORAT� 2 SEA1- Tz O' e RTN1� CAPS\ '�• . R! .Mayor CDBG Policy Guideline Resolutions City of Dunn Community Development Block Grant Program Labor Standards Officer Whereas, the City of Dunn has received a Small Cities Community Development Block Grant (CDBG) administered by the North Carolina Department of Commerce, and Whereas, the use of these funds requires that Federal Davis Bacon requirements be met on applicable construction activities financed all or in part using CDBG funds. NOW THEREFORE BE IT RESOLVED BY THE CITY OF DUNN CITY COUNCIL THAT: 1. Skip Green, Skip Green and Associates, Inc. is designated as the City of Dunn's Labor Standards Officer to review and check for Federal labor compliance as required by CDBG regulations. Adopted April 9, 2019. 4" M" Oscar N. Harris, Mayor Tam y Williams Ci Clerk `aooaG,.�y O F D� ° �r:GORp0RAT�c. a SEA SEAL � 9TH,CP� CDBG Policy Guideline Resolutions Providing Meaningful Communication with Persons with Limited English Proficiency City of Dunn February 13, 2019 through February 12, 2022 The purpose of this Policy and Plan is to ensure compliance with Title V1 of the Civil Rights Act of 1964, and other applicable federal and state laws and their implementing regulations with respect to persons with limited English proficiency (LEP). Title Vl of the Civil Rights Act of 1964 prohibits discrimination based on the ground of race, color or national origin by any entity receiving federal financial assistance. Administrative methods or procedures, which have the effect of subjecting individuals to discrimination or defeating the objectives of these regulations, are prohibited. POLICY: In order to avoid discrimination on the grounds of national origin the City of Dunn will take reasonable steps to ensure that persons with Limited English Proficiency (LEP) have meaningful access and an equal opportunity to participate in benefits and services for which such persons qualify. This Policy defines the responsibilities the City has to ensure LEP individuals can communicate effectively. DEFINITIONS: Limited English Proficient (LEP) individual — Any prospective, potential, or actual recipient of benefits or services from the City who cannot speak, read, write or understand the English language at a level that permits them to interact effectively with City staff. Title VI Compliance Officer. The person or persons responsible for administering compliance with the Title VI LEP policies. Substantial number of LEP: 5% or 1,000 people, whichever is smaller, are potential applicants or recipients of the City and speak a primary language other than English and have limited English proficiency. 7Z�Z��19L�� 1. IDENTIFYING LEP PERSONS AND THEIR LANGUAGE The City of Dunn will promptly identify the language and communication needs of the LEP person. Staff will use a language identification card (or "I speak cards"), provided by the North Carolina Department of Commerce and LEP posters to determine the language. In addition, when records are kept of past interactions with individuals or family members, the language used to communicate with the LEP person will be included as part of the record. 2. OBTAINING A QUALIFIED INTEPRETER CDBG Policy Guideline Resolutions List the current name, office telephone number, office address and email address of the Title VI compliance officer: Steven Neuschafer, City Manager City of Dunn 401 E. Broad Street/P.O. Box 1065 Dunn, North Carolina 28335 Phone: 910-230-3500 Fax: 910-230-3590 E-mail: sneuschafer(a).dunn-nc.org (Note: The City must notify the North Carolina Department of Commerce Compliance Office immediately of changes in name or contact information for the Title VI compliance officer.) Check all methods that will be used: ❑ Maintaining an accurate and current list showing the language, phone number and hours of availability of bilingual staff (provide the list): ❑ Contacting the appropriate bilingual staff member to interpret, in the event that an interpreter is needed, if an employee who speaks the needed language is available and is qualified to interpret; ® Obtaining an outside interpreter if a bilingual staff or staff interpreter is not available or does not speak the needed language. Language Line Solutions Have agreed to provide qualified interpreter services. The agency's telephone number is 1-800-752-6069, and the hours of availability are 24 hours a day. ❑ Other (describe): All staff will be provided notice of this policy and procedure and staff that may have direct contact with LEP individuals will be trained in effective communication techniques, including the effective use of an interpreter. 3. PROVIDING WRITTEN TRANSLATIONS When translation of vital documents is needed, the City of Dunn will submit documents for translation into frequently -encountered languages. Facilities will provide translation of other written materials, if needed, as well as written notice of the availability of translation, for LEP individuals. CDBG Policy Guideline Resolutions 4. PROVIDING NOTICE TO LEP PERSONS The City of Dunn will inform LEP persons of the availability of language assistance, by providing written notice in languages LEP persons will understand. Example: The notification will include, in the primary language of the applicant/recipient, the following language: IMPORTANT: IF YOU NEED HELP IN READING THIS, ASK THE CITY FOR AN INTERPRETER TO HELP. AN INTERPRETER IS AVAILABLE FREE OF CHARGE. All interpreters and translators needed to comply with this policy shall be provided without cost to the person being served, and individuals and their families will be informed of the availability of such assistance free of charge. At a minimum, notices and signs will be posted and provided in intake areas and other points of entry at the City of Dunn Municipal Building. Notification will also be provided by an annual notification in a local newspaper. 5. MONITORING LANGUAGE NEEDS AND IMPLEMENTATION 1. Compliance Procedures, Reporting and Monitoring A. Reporting The City will complete an annual compliance report and send this report to the North Carolina Department of Commerce. (Format will be supplied by the North Carolina Department of Commerce) B. Monitoring The City will complete a self-monitoring report on a quarterly basis, using a standardized reporting system (attached). These reports will be maintained and stored by the Title VI Compliance Officer and will be provided to the North Carolina Department of Commerce upon request. The City will cooperate, when requested, with special review by the North Carolina Department of Commerce. II. Applicant/Recipient Complaints of Discriminatory Treatment A. Complaints The City will provide assistance to LEP individuals who do not speak or write in English if they indicate that they would like to file a complaint. A complaint will be filed in writing, contain the name and address of the person filing it or his/her designee and briefly describe the alleged violation of this policy. The form can be found at http,-Ilwww.nccommerce.com/Cd/Community-/*nvestmentlforms- The City will maintain records of any complaints filed, the date of filing, actions taken and resolution. CDBG Policy Guideline Resolutions The City will notify the appropriate section within the North Carolina Department of Commerce of complaints filed, the date of filing, actions taken and resolution. This information will be provided within 30 days of resolution. B. Resolution of Matter If the matter cannot be resolved by informal means, the individual will be informed of his or her right to appeal further to the North Carolina Department of Commerce. This notice will be provided in the primary language of the individual with Limited English Proficiency. The North Carolina Department of Commerce Compliance Office will conduct an investigation of the allegations of the complaint. The investigation will afford all interested persons and their representatives, if any, an opportunity to submit evidence relevant to the complaint. The investigation will not exceed 30 days, absent a 15 -day extension for extenuating circumstances. If the investigation indicates a failure to comply with the Act, the local unit of government, agency Director or his/her designee will so inform the recipient and the matter will be resolved by informal means whenever possible within 60 days. If the matter cannot be resolved by informal means, then the individual will be informed of his or her right to appeal further to the Department of Justice. This notice will be provided in the primary language of the individual with Limited English Proficiency. If not resolved by the North Carolina Department of Commerce, then complaint will be forwarded to Department of Justice (DOJ), Department of Housing and Urban Development (HUD) Field Office, Adopted April 9, 2019. scar N. Harris, Mayor e •• GORPO ���F :2 m 20. SEAL e ay Willia City tlerk Th CARON\e��°® ''1#111110°°° GRANT PROGRAM BUDGET CITY OF DUNN CDBG NEIGHBORHOOD REVITILIZATION PROJECT 17-C-2995 PROJECT BUDGET ORDINANCE 02019-01(Attach #9) 4-09-2019 Be it ordained by the City Council of the City of Dunn, pursuant to Section 13.2 of Chapter 159 of the General Statutes of North Carolina, the following Grant Project Budget is hereby adopted: Section 1. The Project authorized is the Community Development Block Grant -Neighborhood Revitalization (CDBG-NR) Project between the City and the North Carolina Department of Commerce Rural Economic Development Division. This project is more familiarly known as the Northeast Dunn Neighborhood Revitalization Project. Section 2. The officers of this unit are hereby directed to proceed with the grant program budget within the terms of the grant documents, the rules and regulations of the NC Department of Commerce and the budget contained herein. Section 3. The following revenues are anticipated to be available to complete this Project: NC Department of Commerce CDBG-NR $574,000 Total 574 000 Section 4. The following amounts are appropriated for the Project: Clearance $ 51,000 Housing $466,000 Administration 57,000 Total 574 000 Section 5. The Finance Officer is hereby directed to maintain within the Grant Project Fund sufficient specific detailed accounting records to provide the accounting to the grantor agency required by the grant agreement and federal and state regulations. Section 6. Funds will be requisitioned from the State after submission of documentation to the City. The City upon actual receipt of CDBG-NR funds will make disbursement of funds from the State. Compliance with all Federal and State procurement regulations is required. Section 7. The program administrator or local government staff is directed to report quarterly to the elected board on the status of the program. A signed copy of the quarterly report must be submitted to the NC Department of Commerce grant representative for review. Section 8. The Finance Officer is directed to report annually on the financial status of each project element in Section 4 and on the total grant revenues received or claimed. Section 9. The Finance Officer is directed to include a detailed analysis of past and future costs and revenues on this grant project in every budget submission made to this board. GRANT PROGRAM BUDGET CITY OF DUNN CDBG NEIGHBORHOOD REVITILIZATION PROJECT 17-C-2995 PROJECT BUDGET ORDINANCE Section 10. Copies of this grant project ordinance shall be made available to the budget officer and the Finance Officer for direction in carrying out this Project. Adopted this the 9th day of April, 2019. ATTEST t O car N. Harn Mayor \\\\11111111//I esa\a CIT',' OF iso wa .. •. Q �i GO®t ®��Gzw "s0'. S"AL cAROL��:•