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02-20-2018367 MINUTES CITY OF DUNN DUNN, NORTH CAROLINA The City Council of the City of Dunn held a Regular Meeting on Tuesday, February 20, 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, Planning & Inspections Director Samantha Wullenwaber, Police Chief Chuck West, Recreation Director Brian McNeill, Human Resources Director Anne Thompson, Librarian Mike Williams, Attorney Tilghman Pope, City Clerk Jennifer Fortin, Executive Assistant Blake Lassiter, Administrative Specialist Melissa Matti, and Daily Record Editor/Reporter Lisa Farmer If—►\�I�7�7•VYCUil Mayor Harris opened the meeting at 7:00 p.m. and asked Reverend Dennis Manuel, Police Chaplain and Apostle of East Granville Street 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 McNeill to adopt the February 20, 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. Mayor Harris read the City of Dunn City Council Public Comment Policy. Hearing no comments, Mayor Harris closed the Public Comment portion of the agenda. CONSENTITEMS Minutes — Council considered approval of the minutes of January 9, 2018 City Council Meeting Proclamation — Black History Month - read by Mayor Pro Tem Frank McLean. A copy of Proclamation (P2018-01) for Black History Month is incorporated into these minutes as Attachment #1. Temporary Blocking of Streets — Boogie on Broad Concert Series Budget Amendment #10 — BA #10 — Christmas Decorations - A copy of BA 410 is incorporated into these minutes as Attachment #2. Acceptance of the EPA Brownfields Grant Consultant Contract with Wood PLC — A copy of Consultant Contract is incorporated into these minutes as Attachment 43. Motion by Council Member McLean and seconded by Council Member McNeill to approve all consent items. Motion unanimously approved. ITEMS FOR DECISION Set Date for Budget Retreat FY 2018-2019 The Budget Retreat for Fiscal Year 2018-2019 will be held on Tuesday, March 20, 2018 at the Dunn Community Building, 205 Jackson Road, Dunn, NC. The doors will open at 8:00 a.m. and the meeting will convene at 8:30 a.m. Each Department will present their Mission Statement and their goals, which will assist in the service of their customers. They will also discuss how to improve their service in the years to come. Motion by Council Member Barfield and seconded by Council Member McNeill to approve the Budget Retreat date of March 20, 2018 at the Dunn Community Building 205 Jackson Road Dunn, NC beginning at 8:30 a.m. Motion unanimously approved. Consideration of a Resolution to Authorize the Inclusion of Annexation Areas into Electoral Wards This Resolution is to authorize the inclusion of annexation areas into electoral wards. Motion by Council Member Tart and seconded by Council Member Tumage to approve the Resolution to authorize the inclusion of annexation areas into electoral wards. Motion unanimously approved. A copy of Resolution (R2018-01) is incorporated into these minutes as Attachment #4. Bid Award for Bay Street Infrastructure Improvements 368 Public Works Director Gaster stated due to failing water and stormwater infrastructure on E. Bay Street from CSX to S. Clinton Avenue, preliminary field work was performed by Davis, Martin, Powell & Associates (DMP) to determine project scope. A project cost estimate was provided for the Phase II E. Bay Street water line project, the E. Bay Street stormwater project, and the E. Bay Street repaving project. Bid packets were prepared and sent to seven (7) contractors. After reviewing the plans and specifications, only two (2) contractors submitted bids for the project. Bids were received at 2:00 p.m. on January 25`s in the City Council Chambers. The budget impact would be $139,915 from the Water/Sewer Funds. Given the cost of the stormwater portion to repair and the funds available in the stormwater fund, we were able to fund that repair at this time. We are going to assemble a stormwater project, which will be financed, to include E. Bay Street along with other stormwater projects in the City. Motion by Council Member Tart and seconded by Council Member Turnage to award bid for E. Bay Street Infrastructure Improvements project base bid (water line improvements) in the amount of $139,915 to T. A. Loving Company. Motion unanimously approved. Board Appointments — Cemetery Board The Cemetery Board currently has four vacancies on it. Applications have been received from Donald Alton Smith and J. Nowell Smith. Motion by Council Member Barfield and seconded by Council Member McLean to approve the two applications submitted to the Cemetery Board. J. Nowell Smith with a term ending June 30, 2019 and Donald Alton Smith with a term ending June 30, 2020. Motion unanimously approved. Consideration of Ordinance to Demolish House 604/606 S. Fayetteville Avenue PIN 91516-45-7909.000 Chief Building Inspector Steven King stated this matter was tabled at the May 9, 2017, July 11, 2017, September 12, 2017, October 10, 2017, and December 12, 2017 City Council Meetings and to be brought before the City Council at the February 20, 2018 Council Meeting to allow the property owner more time to make repairs on the dwelling. At this time, o additional inspections for repairs have been documented since the October 10, 2017 Council Meeting. The repair/renovation of the dwelling remains at approximately 40%. The following has been done at the property: new footings and piers to support the floor system, new subfloor, new windows, roofing and vinyl siding, new exterior doors, interior framing and electrical wiring installed, and additional roof supports were added. Due to the amount of work that has been done to the structure, it no longer meets the requirements of an unsafe building, therefore we recommend removing the condemnation order. The owner of the property has an active building permit and has stated he will continue and finish the interior renovations. Motion by Council Member Turnage and seconded by Council Member Maness to remove the condemnation order for the dwelling located at 604/606 S. Fayetteville Avenue, PIN #1516-45-7909.000 and continue to monitor the property. Motion unanimously approved. Approval of Tart Park Construction Timeline Recreation Director Brian McNeill stated the Recreation Department is seeking approval of the projected schedule of completion for the Tart Park renovation in correspondence to the timeline for the PARTF Grant awardees. This timeline will be included into the RFP requirements for the firm selected to manage the project. The PARTF Grant contract has a standard timeline of three (3) years to complete awarded projects. The grant was accepted in October 2017 with a projected completion date of October 2020. The following timeline is being proposed: • Hire firm to complete design and bid documents with a completion date of early May 2018 • Receive all permits/ready to bid with a completion date of July 2018 • Notice to proceed — construction with a completion date of summer 2018 • 100% construction completion with a completion date of October 2020 Motion by Council Member Maness and seconded by Council Member Barfield to adopt the Tart Park Construction Timeline as presented. Motion unanimously approved. ITEMS FOR DISCUSSION AND/OR DECISION Consideration to Direct City Attorney to Proceed with the Due Diligence Process on — a Vacant Lot located at 511 E. Townsend Street, PIN #1516-87-7724.000 for the Purpose of a Land Donation to the City City Manager Neuschafer stated that under the previous management, it was agreed that Dunn Emergency Services would burn the house as a training exercise. The house was burned in April 2017. The City cleaned up the property and the property is now being offered to the City. Motion by Council Member McLean and seconded by Council Member Barfield to direct the City Attorney to proceed with the due diligence process for the vacant lot located at 511 E. Townsend Street — PIN 41516-87-7724.000 and return the findings to Council at the next regular scheduled Council Meeting. Motion unanimously approved. Financial Report 369 Finance Director Stephens provided the following financial report for the period ending December 31, 2017: • The City as of December 31, 2017 had $2,717,025 in cash in the General Fund and $2,868,929 in the Water and Sewer Fund. In December 2016 the City had $2,070,756 in the General Fund and $2,439,151 in the Water and Sewer Fund. • Property Tax collections through January were $3,620,204 or 94.32% of budget. Last year property tax collections through January were $3,659,969 or 95.81% of budget. • Sales Tax Revenue is $878,259 or 45.63% of budget. Benchmark for the month 41.67% of budget. • Utilities Sales Tax is $368,347 or 49.56% of budget. Benchmark for this month is 50.00% of budget. • Building Permit Fees were $44,524 or 68.49% of budget. Benchmark for this month is 50.00% of budget. • Water and Sewer Revenues were $2,268,034 or 47.75% of budget. Benchmark for this month is 50.00% of budget • Expenditures were 47.35% of budget in the general fund and 45.33% of budget in the water and sewer fund. The benchmark for this period is 50.00% of budget. Motion by Council Member McLean and seconded by Council Member McNeill to accept the Financial Report. Motion carried unanimously. ADMINISTRATIVE REPORTS Tax Report Planning & Inspections Report Public Works Report Recreation Report Library Report Police Report Motion by Council Member Barfield and seconded by Council Member McNeill to accept the Administrative Reports. Motion unanimously approved. City Manager's Report City Manager Neuschafer stated interior maintenance is currently being performed on the Carr Street Water Tank. It is being repainted on the inside. There is one project left from the Hurricane Matthew list and it is the Carolina Drive Sewer line which is across from Hannah's Pond and it will be starting soon. We are continuing to receive quotes on paving and we have also begun the planning for the pavement and improvements on Broad and Ellis intersection. That is one larger project that was on the list that we will are trying to get completed by the end of this fiscal year. DOT has install a left hand signal at Clinton and Cumberland. They have also put a "Road Closed" sign up on Dunn Erwin Road. The road will be closed at the bridge for the next six (6) months after Tuesday, February 27, 2018. Finance Director Stephens gave a brief update from the Finance Department regarding the proposed Budget Timeline for FY 2018-2019. City Manager Neuschafer stated today is the last day for Planning & Inspection Director Wullenwaber with the City of Dunn. City Manager Neuschafer, Mayor Harris, and Council Member Maness all thanked Planning & Inspections Director Wullenwaber for her dedication of service, an outstanding job done during her time with the City, and wished her good luck in her future endeavors. ANNOUNCEMENTS The following announcements and/or comments were made. Mayor Harris: ➢ The City Council will hold their Annual Budget Retreat/Planning Session on Tuesday, March 20, 2018 at the Dunn Community Building — located at 205 Jackson Road. The meeting will convene at 8:30 a.m. ➢ The next regular City Council Meeting is scheduled for Tuesday, March 13, 2018 @ 7:00 p.m. ➢ The Annual Program on Black History Month is being presented by the PAL Program, Thursday, February 22, 2018 from 6:00 p.m. — 7:00 p.m. on Johnson Street ➢ Mayor Harris thanked Mayor Pro Tern Frank McLean for taking the time to make a presentation of a Proclamation honoring Bishop Joseph Smith on his 90' Birthday ➢ Mayor Harris thanked Council Member's Turnage and Barfield for presenting a Proclamation honoring Frances Cromartie Jones on her 100 Birthday ➢ The railroad crossings in town will be closed from 3-5 days to rehab and then re -open ➢ Council Member Barfield noted he was receiving calls regarding residence leaving trash receptacles out all week and would like for it to be addressed Motion by Council Member McNeill and seconded by Council Member Barfield to adjourn the meeting at 7:55 p.m. Motion unanimously approved. °G\SY OFO����� Oscar N. Hams Attest: Mayor �y t t f,ui Jennifer MI Fortin, SEAS CMC 2' . �F C ty Clerk ,,�9j•H•�ARp��, rnnaeee