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03-13-2018 AgendaDunn City Council Meeting Agenda Tuesday Evening, March 13, 2018 7:00 p.m., Dunn Municipal Building Call to Order Invocation Pledge of Allegiance SECTION 1) Adjustment and Approval of the March 13, 2018 meeting agenda PUBLIC COMMENT PERIOD 2) 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. PUBLIC HEARINGS 3) Rezoning Request RZ-01-18 — EC Edgerton, Jr., LLC 705 S. Clinton Avenue PIN# 1516-54-6904.000 4) USDA Loan Application — Police Vehicles 5) USDA Loan Application — Public Works/Recreation/Planning & Inspections Vehicles CONSENT ITEMS 6) Minutes — February 20, 2018 7) Budget Amendment — BA #11 — Bay Street Project 8) Audit Contract FY 2017-2018 ITEMS FOR DECISION 9) Rezoning Request RZ-01-18 — EC Edgerton, Jr., LLC 705 S. Clinton Avenue PIN# 1516-54-6904.000 10) Acceptance of 511 E. Townsend Street Property, PIN# 1516-87-7724.000 11) Consideration to Adopt a Resolution and Accept the Letter of Conditions for USDA Loan/Grant Application — Police Vehicles 12) Consideration to Adopt a Resolution and Accept the Letter of Conditions for USDA Loan/Grant Application — Public Works/Recreation/Planning & Inspections Vehicles ITEMS FOR DISCUSSION AND/OR DECISION 13) Financial Report 14) Administrative Reports a. Tax Report b. Planning & Inspections Report c. Public Works Report d. Recreation Report e. Library Report f. Police Report 15) City Manager's Report 16) Announcements 17) Information 18) Closed Session — If one is called, the General Statute(s) allowing the Closed Session will be cited in the motion ADJOURNMENT "This institution is an equal opportunity provider and employer SECTION 10 � 1 1 � I ii 1 • 1 .. 1 III I in In I I ii I � � I I'lli IIIJ Adopted 8-4-05 CITY OF DUNN CITY COUNCIL PUBLIC COMMENT POLICY The City Council for the City of Dunn does hereby adopt a Public Comment Policy to provide at least one period for public comment per month at a regular meeting of the City Council. This policy shall remain in effect until such time that it is altered, modified, or rescinded by the City Council. All comments received by the City Council during the Public Comment Period shall be subject to the following procedures and rules: 1. Anyone desiring to address the City Council must sign up and register on a sign-up sheet available on the podium within the City Council chambers prior to the Mayor calling the meeting to order. The sign-up sheet shall be available thirty (30) minutes prior the beginning of the City Council meeting in the City Council Chambers. Once the Mayor has called the meeting to order, the City Clerk shall collect the sign-up sheet and deliver it to the Mayor. The speaker shall indicate on the sign-up sheet his or her name, address and matter of concern. 2. The Public Comment Period shall be for thirty (30) minutes. 3. Comments are limited to three (3) minutes per speaker. A speaker can not give their allotted minutes to another speaker to increase that person's allotted time. 4. Each speaker must be recognized by the Mayor or presiding member of the City Council as having the exclusive right to be heard. Speakers will be acknowledged in the order in which their names appear on the sign up sheet. Speakers will address the City Council fiom the podium at the front of the room and begin their remarks by stating their name and address. 5. Individuals who sign up but can not speak because of time constraints, will be carried to the next regular meeting of the City Council and placed first on the Public Comment Period. 6. During the Public Comment Period, a citizen, in lieu of or in addition to speaking may pass out written literature to the City Council, City Staff and audience. 7. Groups supporting or opposing the same position shall designate a spokesperson to address the City Council in order to avoid redundancy. 8. After the citizen has made his or her remarks, he or she will be seated with no farther debate, dialogue or comment. 9. The Public Comment Period is not intended to require the City Council to answer any impromptu questions. Speakers will address all comments to the City Council as a whole and not one individual Council member. Discussions between speakers and members of the audience will not be allowed. The City Council will not take action, or respond to questions about, issues raised during the Public Comment Period at the same meeting. 10. Speakers shall refrain from discussing any of the following: matters which concern the candidacy of any person seeking public office, including the candidacy of the person addressing the City Council; matters which involve pending litigation; matters which have been or will be the subject of a public hearing; and matters involving specific personnel issues related to disciplinary matters. If the speaker wishes to address specific personnel issues related to disciplinary matters, he or she should take their comments to the City Manager, who shall share the comments with the City Council. 11. Speakers shall be courteous in their language and presentation. 12. The Mayor and City Manager shall determine, on a month to month basis, where the Public Comment Period will appear on the monthly agenda when developing the agenda, prior to its publication. 13. The Public Comment Period shall only be held during the regularly scheduled monthly meeting of the City Council. There shall not be a Public Comment Period at any other meetings of the City Council, unless specifically approved by the City Council. /1" 1�.. w 111 DUNN Citi 11111.1 1 il Af' i q. r. Meeting Date: March 13, 2018 WECT TITLE: Rezoning Request RZ-01-18 EC Edgerton,• •• 705 S. ClintonAvenue • ••1 111 Presenter: City Manager Neuschafer Department: Planninq & Inspections Attachment: XYes No I Description: Notice of Public Hearing Public Hearing Advertisement Date: February 20th and March 6th, 2018 PURPOSE: The public has been notified that oral and written comments will be heard and received concerning the request by EC Edgerton, Jr., LLC to rezone approximately .39 +/- acres located at 705 S. Clinton Avenue. The property is currently zoned R-10, Single Family Dwelling District and is proposed to be re -zoned o C-3, Highway Commercial District. 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 request. The public hearing was duly advertised on February 20, 2018 and March 6, 2018 BACKGROUND: BUDGET IMPACT: RECOMMENDATION/ACTION REQUESTED: NOTICE OF PUBLIC HEARING NOTICE IS HEREBY GIVEN THAT A PUBLIC HEARING WILL BE HELD BY THE CITY OF DUNN PLANNING BOARD ON FEBRUARY 27, 2018 AT 6:30 P.M. AND BY THE CITY COUNCIL OF THE CITY OF DUNN ON MARCH 13, 2018 AT 7:00 P.M. IN THE COURTROOM OF THE DUNN MUNICIPAL BUILDING FOR THE PURPOSE OF CONSIDERING THE FOLLOWING ITEMS: REZONING REQUEST— RZ-01-18 PIN # 1516-54-6904.000 EC Edgerton Jr. LLC (owner & applicant) This is a request to rezone .39 acres +/-, located at approximately 705 S. Clinton Ave. The property is currently zoned R-10, Single Family Dwelling District and is proposed to be rezoned to C-3, Highway Commercial District. ALL PERSONS DESIRING TO BE HEARD EITHER FOR OR AGAINST THE PROPOSED ITEMS SET FORTH ABOVE ARE REQUESTED TO BE PRESENT AT THE ABOVE MENTIONED TIME AND PLACE. COPIES OF PROPOSED ITEMS ARE AVAILABLE FOR REVIEW AT THE DEPARTMENT OF PLANNING DURING NORMAL BUSINESS HOURS MONDAY THROUGH FRIDAY. WRITTEN COMMENTS MAY BE ADDRESSED TO: PLANNING & INSPECTIONS DEPARTMENT CITY OF DUNN P.O. BOX 1065 DUNN, NORTH CAROLINA 28335 ADVERTISE: FEBRUARY 20, 2018 MARCH 6, 2018 ® rthcu .H.. OR UNN city ut dunu "I ICity Council M rm Zia, I` a .a ; .. ,' . iF" A` ;" ` Agendaarch 13, . 2018 Meeting yDate: SUBJECTTITLE: USDA Loan Application [P-r—esenter. Department • . • • • Attachment: X Yes No Description: Notice of Public Hearing Public Hearing A• D. March 2, � 8 PURPOSE: 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 five (5) vehicles and associated equipment for the Police Department. The Public Hearing is the opportunity for the Council to hear comments and opinions from the public to include my party for or against the proposed loan application. The Public Hearing was duly advertised on March 2, 2018. BACKGROUND: BUDGET IMPACT: RECOMMENDATION/ACTION REQUESTED: City of Dunn Notice of Public Hearing USDA Loan Purchase of Police Vehicles The City Council of the City of Dunn will hold a public hearing on March 13, 2018 at 7:00 p.m. in the courtroom of the Dunn Municipal Building, 401 E. Broad Street, Dunn, NC. It is the desire of the Dunn City Council to secure a loan and grant from the United States Department of Agriculture, Rural Development, for the purchase of five (5) vehicles and associated equipment for the Dunn Police Department. Assets acquired by the City may be encumbered to secure any loan obtained. The public is invited to attend the meeting and comment on the proposed action. Jennifer Fortin City Clerk ® j n.,th u.lin. l,il V 1 V City Council Agenda Form ° eta ate® March 13, 2018° 19897t 2013 1989�(2013 SUBJECT TITLE: USDA Loan Application —Purchase of Public Works/Recreation/Planning & Inspections Vehicles Presenter: _ Department: Administration/Police Attachment: X Yes No Description: Notice of Public Hearing Public Hearing Advertisement Date: March 2, 2018 PURPOSE: 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 four (4) passenger pick-ups, one (1) Dump Truck, and one (1) mid -size SUV for Public Works, Recreation and Planning & Inspections Departments. he 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 March 2, 2018. BACKGROUND: BUDGET IMPACT: RECOMMENDATION/ACTION REQUESTED: City of Dunn Notice of Public Hearing USDA Loan Purchase of Public Works/Recreation/Planning & Inspection Vehicles The City Council of the City of Dunn will hold a public hearing on March 13, 2018 at 7:00 p.m. in the courtroom of the Dunn Municipal Building, 401 E. Broad Sheet, Dunn, NC. It is the desire of the Dunn City Council to secure a loan and grant from the United States Department of Agriculture, Rural Development for the purchase of 4 passenger pickups, 1 Dump Truck and 1 mid -size SUV for the Street, Recreation and Planning/Inspections Departments. Assets acquired by the City may be encumbered to secure any loan obtained. The public is invited to attend the meeting and comment on the proposed action. Jennifer Fortin City Cleric ® e �th 14aa itv of A� City Council Agenda Form1 1 ®Meeting Date:_ _arc_ 13,2018 1989 *2013 1989 2013 SUBJECT TITLE: Minutes - February 20, 2018 Presenter: Department: Attachment: X Yes No Description: February 20, 2018 — Minutes Public Hearing Advertisement Date: N/A on Attached please find the minutes of the February 20, 2018 City Council meeting for your consideration. JACKGROUND: BUDGETIMPACT: RECOMMENDATION/ACTION REQUESTED: MINUTES CITY OF llUNN 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 INVOCATION 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 AI)JUSTMFNT 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: s 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 Tom Frank McLean. A copy of Proclamation (P2018-01) for Black History Month is incorporated into these minutes as Attachment #1. Temporary Blocking of Sheets -- Boogie on Broad Concert Series Budget Amendment 410 — BA #10 -- Christmas Decorations - A copy of BA #10 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 #3. 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 Reheat for Fiscal Year 2018-2019 will be held on Tuesday, March 20, 2018 at the Dunn Commnunity 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 Tunage to approve the Resolution to authorize the inclusion of annexation areas into electoral wards. Motion unanimously approved. A copy of Resolution (R20J8-01) is incoporated into these inimites as Attachment 94. Bid Award for Bay Street Infrastructure Improvements Public Works Director Gaster stated due to failing water and storawater infrastructure on E. Bay Sheet 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 stonnwater project, and the E. Bay Sheet 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" in the City Council Chambers. The budget impact would be $139,915 from the Water/Sewer Funds. Given the cost of the storawater portion to repair and the funds available in the stonnwater 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 storrawater projects in the City. Motion by Council Member Tart and seconded by Council Member Tmnage 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 #1516-45-7909.000 Chief Building Inspector Steven Icing 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 repass on the dwelling. At this time, o additional inspections for repass 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 Oder. 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 Tutnage 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 Tait Park renovation in correspondence to the timeline for the PARTF Grant awardees. This timeline will be included into the REP 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 41516-87-7724.000 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 #1516-87-7724.000 and return the findings to Council at the next regular scheduled Council Meeting. Motion unanimously approved. Financial Report 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 mouth 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 food 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 Sheet 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 hying 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 firtare endeavors. ANNOUNCEMENTS The following announcements and/or comments were made. Mayor Harris: ➢ The City Council will hold thew 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 Tem 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'b 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. Oscar N. Harris Mayor Attest: Jennifer M. Fortin, CMC City Clerk SUBJECT TITLE: Budget Amendment #11 Presenter: Mark Stephens Department: Finance Attachment: x Yes No ( Description: Budget Amendment #11 Public Hearinq Advertisement Date: To record Budget Amendment #11 BACKGROUND: In the 2017-2018 budget, $100,000 was budgeted for a water line replacement on Bay Street. The contract was awarded for $139,915. The attached budget amendment covers the remaining $39,915 and includes monies for contingencies. BUDGET IMPACT: The city is going to use some of the surplus from fiscal year 16/17. RECOMMENDATION/ACTION REQUESTED: Approve Budget Amendment #11. O m C O a m n U LL � IL SUBJECT TITLE: Audit Contract FIY 2017.2018 Presenter: Mark Stephens _ Department: Finance Attachment: X Yes No Public Hearing Advertisement Date: PURPOSE: Description: Audit Contract Attached for your consideration, please find the proposed FIY 2017-2018 Audit Contract from Petway Mills & Pearson, PA. The proposed audit price is $21,300, No change in price from previous year, BACKGROUND: BUDGETIMPACT: $21,300 for FIY 2017-2018 RECOMMENDATIONIACTION REQUESTED: Approve the audit contract with Petway Mills & Pearson, PA to conduct the FIY 2017-2018 Audit for the City of Dunn. PETWAY MILLS & PEARSON, PA CERTIFIED PUBLICACCOUNTANTS C. Briggs Petway, Jr. Phyllis M. Pearson Zebulon Office P.O. Box 1036 806 N. Arendell Ave. Zebulon, NC 27597 919.269.7405 919.269.8728 Pax www.pmpcpa.com Memberships: North Carolina Association of Certified Public Accountants American Institute of Certified Public Accountants Medical Group Management Association February 15, 2018 Members of the Board of Commissioners City of Dunn, North Carolina We are pleased to confirm our understanding of the services we are to provide the City of Dunn for the year ended June 30, 2018, We will .audit the financial statements of the governmental activities, the business -type activities, and each major fund, and the aggregate remaining fund information, including the related notes to the financial statements, which collectively comprise the basic financial statements of the City of Dunn as of and for the year ended June 30, 2018. Accounting standards generally accepted in the United States of America provide for certain required supplementary information (RSI), such as management's discussion and analysis (MD&A), to supplement the City of Dunn's basic financial statements. Such information, although not a part of the basic financial statements, is required by the Governmental Accounting Standards Board who considers it to be an essential part of financial reporting for placing the basic financial statements in an appropriate operational, economic, or historical context. As part of our engagement, we will apply certain limited procedures to the City of Dunn's RSI in accordance with auditing standards generally accepted in the United States of America. These limited procedures will consist of inquiries of management regarding the methods of preparing the information and comparing the information for consistency with management's responses to our inquiries, the basic financial statements, and other knowledge we obtained during our audit of the basic financial statements. We will not express an opinion or provide any assurance on the information because the limited procedures do not provide us with sufficient evidence to express an opinion or provide any assurance. The following RSI is required by generally accepted accounting principles and will be subjected to certain limited procedures, but will not be audited: 1) Management's Discussion and Analysis. 2) Pension Schedules We have also been engaged to report on supplementary information other than RSI that accompanies the City of Dunn's financial statements. We will subject the following supplementary information to the auditing procedures applied in our audit of the financial statements and certain additional procedures, including comparing and reconciling such information directly to the underlying accounting and other records used to prepare the financial statements or to the financial statements themselves, and other additional procedures in accordance with auditing standards generally accepted in the United States of America, and we will provide an opinion on it in relation to the financial statements as a whole, in a report combined with our auditor's report on the financial statements]: 1) Budgetary Comparison Schedules 2) Combining individual fund financial statements 3) Property Tax Schedules 4) Schedule of Expenditures of Federal and State Awards Audit Objectives The objective of our audit is the expression of opinions as to whether your financial statements are fairly presented, in all material respects, in conformity with U.S. generally accepted accounting principles and to report on the fairness of the supplementary information referred to in the second paragraph when considered in relation to the financial statements as a whole. Our audit will be conducted in accordance with auditing standards generally accepted in the United States of America and the standards for financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States, and will include tests of the accounting records of the City of Dunn and other procedures we consider necessary to enable us to express such opinions. We will issue a written report upon completion of our audit of the City of Dunn's financial statements. Our report will be addressed to the governing board of the City of Dunn. We cannot provide assurance that unmodified opinions will be expressed. Circumstances may arise in which it is necessary for us to modify our opinions or add emphasis -of -matter or other -matter paragraphs. If our opinions on the financial statements are other than unmodified, we will discuss the reasons with you in advance. If, for any reason, we are unable to complete the audit or are unable to form or have not formed opinions, we may decline to express opinions or issue reports, or may withdraw from this engagement. We will also provide a report (that does not include an opinion) on internal control related to the financial statements and compliance with the provisions of laws, regulations, contracts, and grant agreements, noncompliance with which could have a material effect on the financial statements as required by Government Auditing Standards. The report on internal control and on compliance and other matters will include a paragraph that states (1) that the purpose of the report is solely to describe the scope of testing of internal control and compliance, and the results of that testing, and not to provide an opinion on the effectiveness of the entity's internal control on compliance, and (2) that the report is an integral part of an audit performed in accordance with Government Auditing Standards in considering the entity's internal control and compliance. The paragraph will also state that the report is not suitable for any other purpose. If during our audit we become aware that the City of Dunn is subject to an audit requirement that is not encompassed in the terms of this engagement, we will communicate to management and those charged with governance that an audit in accordance with U.S. generally accepted auditing standards and the standards for financial audits contained in Government Auditing Standards may not satisfy the relevant legal, regulatory, or contractual requirements. Management Responsibilities Management is responsible for the basic financial statements and all accompanying information as well as all representations contained therein. As part of the audit, we will assist with preparation of your financial statements and related notes and potentially propose journal entries. These nonaudit services do not constitute an audit under Government Auditing Standards and such services will not be conducted in accordance with Government Auditing Standards. You agree to assume all management responsibilities relating to the financial statements and related notes and any other nonaudit services we provide. You will be required to acknowledge in the management representation letter our assistance with preparation of the financial statements and related notes and that you have reviewed and approved the financial statements and related notes prior to their issuance and have accepted responsibility for them. Further, you agree to oversee the nonaudit services by designating an individual, preferably from senior management, who possesses suitable skill, knowledge, or experience; evaluate the adequacy and results of those services; and accept responsibility for them. Management is responsible for (1) designing, implementing, establishing, and maintaining effective internal controls, including internal controls over federal awards and for evaluating and monitoring ongoing activities, to help ensure that appropriate goals and objectives are met; (2) following laws and regulations; (3) ensuring that there is a reasonable assurance that government programs are administered in compliance with compliance requirements; and (4) ensuring that management and financial information is reliable and properly reported. Management is also responsible for implementing systems designed to achieve compliance with applicable laws, regulations, contracts, and grant agreements. You are also responsible for the selection and application of accounting principles; for the preparation and fair presentation of the financial statements, schedule of expenditures of federal awards, and all accompanying information in conformity with U.S. generally accepted accounting principles; and for compliance with applicable laws and regulations (including federal statutes) and the provisions of contracts and grant agreements (including award agreements). Your responsibilities also include identifying significant contractor relationships in which the contractor has responsibility for program compliance and for the accuracy and completeness of that information. Management is also responsible for making all financial records and related information available to us and for the accuracy and completeness of that information. You are also responsible for providing us with (1) access to all information of which you are aware that is relevant to the preparation and fair presentation of the financial statements, (2) additional information that we may request for the purpose of the audit, and (3) unrestricted access to persons within the government from whom we determine it necessary to obtain audit evidence. Your responsibilities include adjusting the financial statements to correct material misstatements and for confirming to us in the written representation letter that the effects of any uncorrected misstatements aggregated by us during the current engagement and pertaining to the latest period presented are immaterial, both individually and in the aggregate, to the financial statements taken as a whole. You are responsible for the design and implementation of programs and controls to prevent and detect fraud, and for informing us about all known or suspected fraud affecting the government involving (1) management, (2) employees who have significant roles in internal control, and (3) others where the fraud could have a material effect on the financial statements. Your responsibilities include informing us of your knowledge of any allegations of fraud or suspected fraud affecting the government received in communications from employees, former employees, grantors, regulators, or others. In addition, you are responsible for identifying and ensuring that the government complies with applicable laws, regulations, contracts, agreements, and grants and for taking timely and appropriate steps to remedy fraud and noncompliance with provisions of laws, regulations, contracts or grant agreements, or abuse that we report. Additionally, as required by the Uniform Guidance, it is management's responsibility to evaluate and monitor noncompliance with federal statutes, regulations, and the terms and conditions of federal awards; take prompt action when instances of noncompliance are identified including noncompliance identified in audit findings; promptly follow up and take corrective action on reported audit findings; and prepare a summary schedule of prior audit findings and a separate corrective action plan. The summary schedule of prior audit findings should be available for our review on July 1, 2018. You are responsible for identifying all federal awards received and understanding and complying with the compliance requirements and for the preparation of the schedule of expenditures of federal awards (including notes and noncash assistance received) in conformity with the Uniform Guidance. You agree to include our report on the schedule of expenditures of federal awards in any document that contains and indicates that we have reported on the schedule of expenditures of federal awards. You also agree to include the audited financial statements with any presentation of the schedule of expenditures of federal awards that includes our report thereon OR make the audited financial statements readily available to intended users of the schedule of expenditures of federal awards no later than the date the schedule of expenditures of federal awards is issued with our report thereon. Your responsibilities include acknowledging to us in the written representation letter that (1) you are responsible for presentation of the schedule of expenditures of federal awards in accordance with the Uniform Guidance; (2) you believe the schedule of expenditures of federal awards, including its form and content, is stated fairly in accordance with the Uniform Guidance; (3) the methods of measurement or presentation have not changed from those used in the prior period (or, if they have changed, the reasons for such changes); and (4) you have disclosed to us any significant assumptions or interpretations underlying the measurement or presentation of the schedule of expenditures of federal awards. You are responsible for the preparation of the supplementary information in conformity with U.S. generally accepted accounting principles. You agree to include our report on the supplementary information in any document that contains and indicates that we have reported on the supplementary information. You also agree to include the audited financial statements with any presentation of the supplementary information that includes our report thereon. Your responsibilities include acknowledging to us in the written representation letter that (1) you are responsible for presentation of the supplementary information in accordance with GAAP; (2) you believe the supplementary information, including its form and content, is fairly presented in accordance with GAAP; (3) the methods of measurement or presentation have not changed from those used in the prior period (or, if they have changed, the reasons for such changes); and (4) you have disclosed to us any significant assumptions or interpretations underlying the measurement or presentation of the supplementary information. Management is responsible for establishing and maintaining a process for tracking the status of audit findings and recommendations. Management is also responsible for identifying for us previous financial audits, attestation engagements, performance audits or other studies related to the objectives discussed in the Audit Objectives section of this letter. This responsibility includes relaying to us corrective actions taken to address significant findings and recommendations resulting from those audits, attestation engagements, performance audits, or other studies. You are also responsible for providing management's views on our current findings, conclusions, and recommendations, as well as your planned corrective actions, for the report, and for the timing and format for providing that information. You agree to assume all management responsibilities relating to the financial statements and related notes and any other nonaudit services we provide. You will be required to acknowledge in the management representation letter our assistance with preparation of the financial statements and related notes and that you have reviewed and approved the financial statements and related notes prior to their issuance and have accepted responsibility for them. Further, you agree to oversee the nonaudit services by designating an individual, preferably from senior management, with suitable skill, knowledge, or experience; evaluate the adequacy and results of those services; and accept responsibility for them. Audit Procedures —General An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements; therefore, our audit will involve judgment about the number of transactions to be examined and the areas to be tested. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of significant accounting estimates made by management, as well as evaluating the overall presentation of the financial statements. We will plan and perform the audit to obtain reasonable rather than absolute assurance about whether the financial statements are free of material misstatement, whether from (1) errors, (2) fraudulent financial reporting, (3) misappropriation of assets, or (4) violations of laws or governmental regulations that are attributable to the government or to acts by management or employees acting on behalf of the government. Because the determination of abuse is subjective, Government Auditing Standards do not expect auditors to provide reasonable assurance of detecting abuse. Because of the inherent limitations of an audit, combined with the inherent limitations of internal control, and because we will not perform a detailed examination of all transactions, there is a risk that material misstatements may exist and not be detected by us, even though the audit is properly planned and performed in accordance with U.S. generally accepted auditing standards and Government Auditing Standards. In addition, an audit is not designed to detect immaterial misstatements or violations of laws or governmental regulations that do not have a direct and material effect on the financial statements. However, we will inform the appropriate level of management of any material errors, any fraudulent financial reporting, or misappropriation of assets that come to our attention. We will also inform the appropriate level of management of any violations of laws or governmental regulations that come to our attention, unless clearly inconsequential, and of any material abuse that comes to our attention. Our responsibility as auditors is limited to the period covered by our audit and does not extend to later periods for which we are not engaged as auditors. Our procedures will include tests of documentary evidence supporting the transactions recorded in the accounts, and may include tests of the physical existence of inventories, and direct confirmation of receivables and certain other assets and liabilities by correspondence with selected individuals, funding sources, creditors, and financial institutions. We will request written representations from your attorneys as part of the engagement, and they may bill you for responding to this inquiry. At the conclusion of our audit, we will require certain written representations from you about your responsibilities for the financial statements; compliance with laws, regulations, contracts, and grant agreements; and other responsibilities required by generally accepted auditing standards. Audit Procedures —Internal Control Our audit will include obtaining an understanding of the government and its environment, including internal control, sufficient to assess the risks of material misstatement of the financial statements and to design the nature, timing, and extent of further audit procedures. Tests of controls may be performed to test the effectiveness of certain controls that we consider relevant to preventing and detecting errors and fraud that are material to the financial statements and to preventing and detecting misstatements resulting from illegal acts and other noncompliance matters that have a direct and material effect on the financial statements. Our tests, if performed, will be less in scope than would be necessary to render an opinion on internal control and, accordingly, no opinion will be expressed in our report on internal control issued pursuant to Government Auditing Standards. As required by the Uniform Guidance, we will perform tests of controls over compliance to evaluate the effectiveness of the design and operation of controls that we consider relevant to preventing or detecting material weakness. However, our tests will be less in scope than would be necessary to render an opinion on those controls and, accordingly, no opinion will be expressed in our report on internal control issued pursuant to the Uniform Guidance An audit is not designed to provide assurance on internal control or to identify significant deficiencies or material weaknesses. However, during the audit, we will communicate to management and those charged with governance internal control related matters that are required to be communicated under AICPA professional standards and Government Auditing Standards. Audit Procedures —Compliance As part of obtaining reasonable assurance about whether the financial statements are free of material misstatement, we will perform tests of the City of Dunn's compliance with the provisions of applicable laws, regulations, contracts, agreements, and grants. However, the objective of our audit will not be to provide an opinion on overall compliance and we will not express such an opinion in our report on compliance issued pursuant to Government Auditing Standards. The Uniform Guidance requires that we also plan and perform the audit to obtain reasonable assurance about whether the auditee has complied with federal statutes, regulations, and the terms and conditions of federal awards applicable to major applicable to major programs. Our procedures will consist of tests of transactions and other applicable procedures described in the OMB Compliance Supplement for the types of compliance requirements that could have a direct and material effect on each of City of Dunn's major programs. The purpose of these procedures will be to express an opinion on City of Dunn's compliance with requirements applicable to each of its major programs in our report on compliance issued pursuant to the Uniform Guidance. Other Services We will also assist in preparing the financial statements and related notes of City of Dunn in conformity with U.S. generally accepted accounting principles based on information provided by you. These nonaudit services do not constitute an audit under Government Auditing Standards and such services will not be conducted in accordance with Government Auditing Standards. We will perform the services in accordance with applicable professional standards. The other services are limited to the financial statement services previously defined. We, in our sole professional judgement, reserve the right to refuse to perform any procedure or take any action that could be construed as assuming management responsibilities. Engagement Administration, Fees, and Other We understand that your employees will prepare all cash or other confirmations we request and will locate any documents selected by us for testing. We will provide copies of our reports to the City of Dunn; however, management is responsible for distribution of the reports and the financial statements. Unless restricted by law or regulation, or containing privileged and confidential information, copies of our reports are to be made available for public inspection. The audit documentation for this engagement is the property of Petway Mills & Pearson, PA and constitutes confidential information. However, subject to applicable laws and regulations, audit documentation and appropriate individuals will be made available upon request and in a timely manner to the Office of the State Auditor or its designee, a federal agency providing direct or indirect funding, or the U.S. Government Accountability Office for purposes of a quality review of the audit, to resolve audit findings, or to carry out oversight responsibilities. We will notify you of any such request. If requested, access to such audit documentation will be provided under the supervision of Petway Mills & Pearson, PA personnel. Furthermore, upon request, we may provide copies of selected audit documentation to the aforementioned parties. These parties may intend, or decide, to distribute the copies or information contained therein to others, including other governmental agencies. The audit documentation for this engagement will be retained for a minimum of seven years after the report release date or for any additional period requested by the Office of the State Auditor. If we are aware that a federal awarding agency or auditee is contesting an audit finding, we will contact the party(ies) contesting the audit finding for guidance prior to destroying the audit documentation. We expect to begin our audit on approximately June 1, 2018 and to issue our reports no later than October 31, 2018. Phyllis M. Pearson, CPA is the engagement partner and is responsible for supervising the engagement and signing the reports or authorizing another individual to sign them. Our fee for these services will be $21,300. Our invoices for these fees will be rendered at the end of the engagement. In accordance with our firm policies, work may be suspended if your account becomes 90 days or more overdue and may not be resumed until your account is paid in full. If we elect to terminate our services for nonpayment, our engagement will be deemed to have been completed upon written notification of termination, even if we have not completed our report. You will be obligated to compensate us for all time expended and to reimburse us for all out-of-pocket costs through the date of termination. The above fee is based on anticipated cooperation from your personnel and the assumption that unexpected circumstances will not be encountered during the audit. If significant additional time is necessary, we will discuss it with you and arrive at a new fee estimate before we incur the additional costs. Government Auditing Standards require that we provide you with a copy of our most recent external peer review report and any subsequent reports received during the contract period. Accordingly, our 2014 peer review report accompanies this letter. We appreciate the opportunity to be of service to the City of Dunn and believe this letter accurately summarizes the significant terms of our engagement. If you have any questions, please let us know. If you agree with the terms of our engagement as described in this letter, please sign the enclosed copy and return it to us. Petway Mills & Pearson, PA RESPONSE: This letter correctly sets forth the understanding of the City of Dunn. M Title: Date: Denning, Herring, Sesso s & Company, P.A. Certified Public Accountants Clinton, NC 28328 J, ANTHONY SESSOMS, CPA 1905 SUNSET AVENUE BOBBY W. HERRING JR, CPA P.O. BOX 2185 JULIA B. HARRISON, CPA (910) 592-8172 1400-283.8614 PAULA M. CRUMPLER, CPA PAX (910) 590-2380 gm dhscomRanycom System Review Report January 27, 2015 To the Shareholders of Petway Mills & Pearson PA and the Peer Review Committee of the NCACPA We have reviewed the system of quality control for the accounting and auditing practice of Petway Mills & Pearson PA (the firm) in effect for the year ended September 30, 2014. Our peer review was conducted in accordance with the Standards for Performing and Reporting on Peer Reviews established by the Peer Review Board of the American Institute of Certified Public Accountants. As a part of our peer review, we considered reviews by regulatory entities, if applicable, in determining the nature and extent of our procedures, The firm is responsible for designing a system of quality control and complying with it to provide the firm with reasonable assurance of performing and reporting in conformity with applicable professional standards in all material respects, Our responsibility is to express an opinion on the design of the system of quality control and the firm's compliance therewith based on our review. The nature, objectives, scope, limitations of, and the procedures performed in a System Review are described in the standards atwww Big a, org/prsummary. As required by the standards, engagements selected for review included audits of employee benefit plans and engagements performed under the GovernmentAuditing Standards. In our opinion, the system of quality control for the accounting and auditing practice of Petway Mills & Pearson PA in effect for the year ended September 30, 2014, has been suitably designed and complied with to provide the firm with reasonable assurance of performing and reporting in conformity with applicable professional standards in all material respects. Firms can receive a rating of pass, pass with deficiency(W) or fail. Petway Mills & Pearson PA has received a peer review rating of pass, Denning, Herring, Sessoms & Company, P.A. MEMBERS OF AMERICAN INSTITUTE OF CERTIFIED PUBLIC ACCOUNTANTS AND NORTH CAROLINA ASSOCIATION OF CERTIFIED PUBLIC ACCOUNTANTS DHS LGC-205 (Rev. 2018) Of City of Dunn CONTRACT TO AUDIT ACCOUNTS Primary Government Unit Discretely Presented Component Unit (DPCU) if applicable On this 1sib day of February 2015 Auditor: Petway Mills & Pearson, PA Auditor Mailing Address: Po Box 1036 Zebulon, NC 27597 Hereinafter referred to as The Auditor and Board of Commissioners (Governing Board(s)) of city of Dunn (Primary Government) and : hereinafter referred to as the Governmental Unit(s), agree as follows: (Discretely Presented Component Unit) 1. The Auditor shall audit all statements and disclosures required by accounting principles generally accepted in the United States of America (GAAP) and additional required legal statements and disclosures of all funds and/or divisions of the Governmental Unit (s) for the period beginningduly 2017 , and ending June30 2018 . The non -major combining, and individual fund statements and schedules shall be subjected to the auditing procedures applied in the audit of the basic financial statements and an opinion shall be rendered in relation to (as applicable) the governmental activities, the business - type activities, the aggregate DPCUs, each major governmental and enterprise fund, and the aggregate remaining fund information (non -major government and enterprise funds, the internal service fund type, and the fiduciary fund types): 2. At a minimum, the Auditor shall conduct his/her audit and render his/her report in accordance with auditing standards generally accepted in the United States of America. The Auditor shall perform the audit in accordance with GovernmentAuditing Standards if required by the State Single Audit Implementation Act, as codified in G.S. 159-34. If required by OMB Uniform Administration Requirements, Cost Principles, and Audit Requirements for Federal Awards, (Uniform Guidance) and the State Single Audit Implementation Act, the Auditor shall perform a Single Audit. This audit and all associated audit documentation may be subject to review by Federal and State agencies in accordance with Federal and State laws, including the staffs of the Office of State Auditor (OSA) and the Local Government Commission (LGC). If the audit and Auditor communication are found in this review to be substandard, the results of the review may be forwarded to the North Carolina State Board of CPA Examiners (NC State Board). County and Multi -County Health Departments: The Office of State Auditor will require Auditors of these Governmental Units to perform agreed upon procedures (AUPs) on eligibility determination on certain programs. Both Auditor and Governmental Unit agree that Auditor shall complete and report on these AUPs on Eligibility Determination as required by Office of the State Auditor (OSA) and in accordance with the instructions and timeline provided by OSA. 3. If an entity is determined to be a component of another government as defined by the group audit standards, the entity's Auditor shall make a good faith effort to comply in a timely manner with the requests of the group auditor in accordance with AU-6 §600.41 - §600.42. 4. This contract contemplates an unmodified opinion being rendered. If during the process of conducting the audit the Auditor determines that it will not be possible to render an unmodified opinion on the financial statements of the unit, the Auditor shall contact the SLGFD staff to discuss the circumstances leading to that conclusion as soon as is practical and before the final report is issued. The audit shall include such tests of the accounting records and such other auditing procedures as are considered by the Auditor to be necessary in the circumstances. Contract to Audit Accounts (cont.) city or Dunn Primary Government Unit Discretely Presented Component Unit (DPCU) if applicable 5. If this audit engagement is subject to the standards for audit as defined in Government Auditing Standards, 2011 revisions, issued by the Comptroller General of the United States, then by accepting this engagement, the Auditor warrants that he has met the requirements for a peer review and continuing education as specified in Government Auditing Standards. The Auditor agrees to provide a copy of their most recent peer review report regardless of the date of the prior peer review report to the Governmental Unit and the Secretary of the LGC prior to the execution of the audit contract. If the audit firm received a peer review rating other than pass, the Auditor shall not contract with the Governmental Unit without first contacting the Secretary of the LGC for a peer review analysis that may result in additional contractual requirements. If the audit engagement is not subject to Government Accounting Standards or if financial statements are not prepared in accordance with GAAP and fail to include all disclosures required by GAAP, the Auditor shall provide an explanation as to why in an attachment. 6. It is agreed that time is of the essence in this contract. All audits are to be performed and the report of audit submitted to the SLGFD within four months of fiscal year end. Audit report is due on: October 31 . If it becomes necessary to amend this due date or the audit fee, an amended contract along with a written explanation of the delay shall be submitted to the Secretary of the LGC for approval. It is agreed that generally accepted auditing standards include a review of the Governmental Unit's systems of internal control and accounting as same relate to accountability of funds and adherence to budget and law requirements applicable thereto; that the Auditor shall make a written report, which may or may not be a part of the written report of audit, to the Governing Board setting forth his findings, together with his recommendations for improvement. That written report shall include all matters defined as "significant deficiencies and material weaknesses" in AU-C 265 of the AICPA Professional Standards (Clarified). The Auditor shall file a copy of that report with the Secretary of the LGC. 8. All local government and public authority contracts for audit or audit -related work require the approval of the Secretary of the LGC. This includes annual or special audits, agreed upon procedures related to internal controls, bookkeeping or other assistance necessary to prepare the Governmental Unit's records for audit, financial statement preparation, any finance -related investigations, or any other audit -related work in the State of North Carolina. invoice hat been apnroved by the Secretary of the LGC. (This also includes any progress billings.) [G.S. 159-34 and 115C-447] All invoices for Audit work shall be submitted in PDF format to the Secretary of the LGC for approval. The invoices shall be sent via upload through the current portal address: https:Hnctreastierslgfd leapfile net. Subject line should read "Invoice — [Unit Name]. The PDF invoice marked `approved' with approval date shall be returned by email to the Auditor to present to the Governmental Unit for payment. Approval is not required on contracts and invoices for system improvements and similar services of a non -auditing nature. In consideration of the satisfactory performance of the provisions of this contract, the Primary Government shall pay to the Auditor, upon approval by the Secretary of the LGC, the fee, which includes any cost the Auditor may incur from work paper or peer reviews or any other quality assurance program required by third parties (Federal and State grantor and oversight agencies or other organizations) as required under the Federal and State Single Audit Acts. (Note: F ec listed on Fe s nage.). This does not include fees for any Pre -Issuance reviews that may be required by the NC Association of CPAs (NCACPA) Peer Review Committee or NC State Board of CPA Examiners (see Item #12). 10. If the Governmental Unit has outstanding revenue bonds, the Auditor shall submit to the SLGFD either in the notes to the audited financial statements or as a separate report, a calculation demonstrating compliance with the revenue bond rate covenant. Additionally, the Auditor shall submit to the SLGFD simultaneously with the Page 2 of 9 Contract to Audit Accounts (coot.) City of Dunn Primary Government Unit Discretely Presented Component Unit (DPCU) if applicable Governmental Unit's audited financial statements any other bond compliance statements or additional reports required by the authorizing bond documents, unless otherwise specified in the bond documents. 11. After completing the audit, the Auditor shall submit to the Governing Board a written report of audit. This report shall include, but not be limited to, the following information: (a) Management's Discussion and Analysis, (b) the financial statements and notes of the Governmental Unit and all of its component units prepared in accordance with GAAP, (c) supplementary information requested by the Governmental Unit or required for full disclosure under the law, and (d) the Auditor's opinion on the material presented. The Auditor shall Punish the required number of copies of the report of audit to the Governing Board as soon as practical after the close of the fiscal year end. 12. If the audit firm is required by the NC State Board, the NCACPA Peer Review Committee, or the Secretary of the LGC to have a pre -issuance review of its audit work, there shall be a statement in the engagement letter indicating the pre -issuance review requirement. There also shall be a statement that the Governmental Unit shall not be billed for the pre -issuance review. The pre -issuance review shall be performed prior to the completed audit being submitted to the SLGFD.The pre -issuance review report shall accompany the audit report upon submission to the SLGFD. 13. The Auditor shall electronically submit the report of audit to the SLGFD as a text -based PDF file when (or prior to) submitting the invoice for services rendered. The report of audit, as filed with the Secretary of the LGC, becomes a matter of public record for inspection, review and copy in the offices of the SLGFD by any interested parties. Any subsequent revisions to these reports shall be sent to the Secretary of the LGC along with an Audit report Reissuance form. These audited financial statements, excluding the Auditors' opinion, may be used in the preparation of official statements for debt offerings, by municipal bond rating services to fulfill secondary market disclosure requirements of the Securities and Exchange Commission and for other lawful purposes of the Governmental Unit without subsequent consent of the Auditor. If the SLGFD determines that corrections need to be made to the Governmental Unit's financial statements, those corrections shall be provided within three days of notification unless another deadline is agreed to by the SLGFD. If the OSA designates certain programs to be audited as major programs, as discussed in item #2, a turnaround document and a representation letter addressed to the OSA shall be submitted to the SLGFD. The SLGFD's process for submitting contracts, audit reports and invoices is subject to change. Auditors shall use the submission process in effect at the time of submission. The most current instructions will be found on our website: https•//wrw.nctreasiirer.com/sIgRages/Audit-Forms:land-Resources aspx 14. Should circumstances disclosed by the audit call for a more detailed investigation by the Auditor than necessary under ordinary circumstances, the Auditor shall inform the Governing Board in writing of the need for such additional investigation and the additional compensation required therefore. Upon approval by the Secretary of the LGC, this contract may be varied or changed to include the increased time, compensation, or both as may be agreed upon by the Governing Board and the Auditor. 15. If an approved contract needs to be amended for any reason, the change shall be made in writing, on the Amended LGC-205 contract form and pre -audited if the change includes a change in audit fee. This amended contract shall be completed in full, including a written explanation of the change, signed and dated by all original parties to the contract. It shall then be submitted through the audit contract portal to the Secretary of the LGC for approval. The portal address to upload the amended contract is bttps://iictteastirerslgfd.legpfile.net. No change to the audit contract shall be effective unless approved by the Secretary of the LGC the Governing Board, and the Auditor. Page 3 of 9 Contract to Audit Accounts (cone.) City of Dunn Primary Government Unit Discretely Presented Component Unit (DPCU) if applicable 16. A copy of the engagement letter, issued by the Auditor and signed by both the Auditor and the Governmental Unit shall be attached to the contract, and by reference here becomes part of the contract. In case of conflict between the terms of the engagement letter and the terms of this contract, the terms of this contract shall take precedence. Engagement letter terms that conflict with the contract are deemed to be void unless the conflicting terms of this contract are specifically deleted in Item #23 of this contract. Engagement letters containing indemnification clauses shall not be accepted by the SLGFD. 17. Special provisions should be limited. Please list any special provisions in an attachment. 18. A separate contract should not be made for each division to be audited or report to be submitted. If a DPCU is subject to the audit requirements detailed in the Local Government Budget and Fiscal Control Act and a separate audit report is issued, a separate audit contract is required. If a separate report is not to be issued and the DPCU is included in the primary government audit, the DPCU shall be named along with the parent government on this audit contract. DPCU Board approval date, signatures from the DPCU Board chairman and finance officer also shall be included on this contract. 19. The contract shall be executed, pre -audited, physically signed by all parties including Governmental Unit and t It e Auditor and then submitted in PDF format to the Secretary of the LGC. The current portal address to upload the contractual documents is httos•//nctreasurerslafd leapfile net. Electronic signatures are not accepted at this time. Included with this contract are instructions to submit contracts and invoices for approval as of November 2017. These instructions are subject to change. Please check the NC Treasurer's web site at hMs•//www netreasurer com/slg/Pages/Audit-Forms-and-Reagprces.aspx for the most recent instructions. 20. The contract is not valid until it is approved by the Secretary of the LGC. The staff of the LGC shall notify the Governmental Unit and Auditor of contract approval by email. The audit should not bc started before the contract is approyO. 21. There are no other agreements between the parties hereto and no other agreements relative hereto that shall be enforceable unless entered into in accordance with the procedure set out herein and approved by the Secretary of the LGC. 22. E-Verify. Auditor shall comply with the requirements of NCGS Chapter 64 Article 2. Further, if Auditor utilizes any subcontractor(s), Auditor shall require such subcontractor(s) to comply with the requirements of NCGS Chapter 64, Article 2. 23. All of the above paragraphs are understood and shall apply to this contract, except the following numbered paragraphs shall be deleted: (See Item 16 for clarification). SIGNATURE PAGES FOLLOW FEES PAGE Page 4 of 9 Contract to Audit Accounts (coot.) AUDIT: $ City of Dunn Primary Government Unit Discretely Presented Component Unit (DPCU) if applicable FEES - PRIMARY GOVERNMENT 207300 Total: $21,300 WRITING FINANCIAL STATEMENTS: $ 17000 ALL OTHER NON -ATTEST SERVICES: $ For all non -attest services the Auditor shall adhere to the independence rules of the AICPA Professional Code of Conduct and Governmental Auditing Standards (as applicable). Bookkeeping and other non -attest services necessary to perform the audit shall be included under this contract. However, bookkeeping assistance shall be limited to the extent that the Auditor is not auditing his or her own work or making management decisions. The Governmental Unit shall designate an individual with the suitable skills, knowledge, and/or experience necessary to oversee the services and accept responsibility for the results of the services. Financial statement preparation assistance shall be deemed a "significant threat" requiring the Auditor to apply safeguards sufficient to reduce the threat to an acceptable level. The Auditor shall maintain written documentation of his or her compliance with these standards in the audit work papers. Prior to submission of the completed audited financial report, applicable compliance reports and amended contract (if required) the Auditor may submit invoices for approval for services rendered, not to exceed 75% of the total of the stated fees above. If the current contracted fee is not fixed in total, invoices for services rendered may be approved for up to 75% of the prior year audit fee. The 75% cap for interim invoice approval for this audit contract is $ 15, 975 ** NA if there is to be no interim billing FEES — DPCU (IF' APPLICABLE) AUDIT: $ N/A WRITING FINANCIAL STATEMENTS: $N/A ^ ALL OTHER NON -ATTEST SERVICES: $ t /A For all non -attest services the Auditor shall adhere to the independence rules of the AICPA Professional Code of Conduct and Governmental Auditing Standards (as applicable). Bookkeeping and other non -attest services necessary to perform the audit shall be included under this contract. However, bookkeeping assistance shall be limited to the extent that the Auditor is not auditing his or her own work or making management decisions. The Governmental Unit shall designate an individual with the suitable skills, knowledge, and/or experience necessary to oversee the services and accept responsibility for the results of the services. Financial statement preparation assistance shall be deemed a "significant threat" requiring the Auditor to apply safeguards sufficient to reduce the threat to an acceptable level. The Auditor shall maintain written documentation of his or her compliance with these standards in the audit work papers. Prior to submission of the completed audited financial report, applicable compliance reports and amended contract (if required) the Auditor may submit invoices for approval for services rendered, not to exceed 75% of the total of the stated fees above. If the current contracted fee is not fixed in total, invoices for services rendered may be approved for up to 75% of the prior year audit fee. I \I The 75% cap for interim invoice approval for this audit contract is $ * N* NA if there is to be no interim billing Page 5 of 9 Contract to Audit Accounts (coot.) City of Dunn Primary Government Unit Discretely Presented Component Unit (DPCU) if applicable Communication regarding audit contract requests for modification or official approvals ivill be sent to the email addresses provided in the spaces below. Audit Firm Signature: Petway Mills & Pearson, PA Name of Audit Firm By Phyllis M. Pearson, CPA Ant t ra Audit firm re resentative name: Type or print /'k Pam, Cry Signa�of authorized audit firm representative Date February 15, 2018 ppearson@pmpcpa.com Email Address of Audit Firm Governmental Unit Signatures: City of Dunn Name of Primary Government - By Mayor / Chairperson: Type or print name and title Signature of Mayor/Chairperson of governing board Date Chair of Audit Committee - Type or print name ** Signature of Audit Committee Chairperson Date ** If Governmental Unit has no audit committee, mark this section "N/A" PRE -AUDIT CERTIFICATE: Required by G.S.159-28 (a) This instrument has been pre -audited in the manner required by The Local Government Budget and Fiscal Control Act or by the School Budget and Fiscal Control Act. Primary Government Unit Finance Officer: Type or print name Primary Government Finance Officer Signature Date (Pre -audit Certificate m!cct by dated.) Email Address of Finance Officer Date Primary Government Governing Body Approved Audit Contract - G.S. 159-34(a) ***Please provide us the most current email addresses available as we use this information to update our contact database*** Page 6 of 9 Contract to Audit Accounts (cont.) Primary Government, Unit Discretely Presented Component Unit (DPCU) if applicable ** This page to only be completed by Discretely Presented Component Units If Applicable ** Communication regarding audit contract requests for modification or official approvals will be sent to the email addresses provided in the spaces below. DPCU Governmental Unit Signatures: Name of Discreetly Presented Component Unit By DPCU Board Chairperson: Type or print name and title Signature of Chairperson of DPCU governing board Date By Chair of Audit Committee - Type or print name Signature of Audit Committee Chairperson Date ** If Governmental Unit has no audit committee, mark this section "N/A" PRE -AUDIT CERTIFICATE: Required by G.S.159-28 (a) This instrument has been pre -audited in the manner required by The Local Government Budget and Fiscal Control Act or by the School Budget and Fiscal Control Act. By DPCE finance Officer: Type or print name DPCU Finance Officer Signature (Pre -audit Certificate must be dated.) Email Address of Finance Officer Date DPCU Governing Body Approved Audit Contract - G.S. 159-34(a) ***Please provide us the most current email addresses available as we use this information to update our contact database*** Page 7 of 9 Contract to Audit Accounts (cont.) Primary Government Discretely Presented Component Unit (DPCU) if applicable Steps to Completing the Audit Contract 1. Complete the header information — If a DPCU is subject to the audit requirements found in the Local Government Budget and Fiscal Control Act and a separate report is being issued for that DPCU, a separate audit contract for the DPCU is required. If a separate report is not being issued for the DPCU — it is being included in the Primary Government's audit — the DPCU shall be named with the Primary Government on the audit contract for the Primary Government. The Board Chairperson of the DPCU shall sign the audit contract in addition to the elected leader of the Primary Government. 2. Item No. I — Complete the period covered by the audit 3. Item No. 6 — Fill in the audit due date. For Governmental Unit (s), the contract due date can be no later than 4 months after the end of the fiscal year, even though amended contracts may not be required until a later date. 4. Item No. 8 — If the process for invoice approval instructions changed, the Auditor should make sure he and his administrative staff are familiar with the current process. Instructions for each process can be found at the following link. https•//www nctreasurer oom/slg/Pazes/Audit-Forms-and-Resources.aspx 5. Item No. 9 —Please note that the new fee section has been moved to page 5. 6. Item No. 16 — Has the engagement letter been attached to the contract that is being submitted to SLGFD? a. Do the terms and fees specified in the engagement letter agree with the Audit contract? "In case of conflict between the terms of the engagement letter and the terms of this contract, the terms of this contract shall take precedence. " b. Does the engagement letter contain an indemnification clause? The audit contract shall not be approved if there is an indemnification clause — refer to LGC Memo # 986. 7. Complete the fee section for BOTH the Primary Government and the DPCU (if applicable) on the fees page; please note: The cap on interim payments is 75% of the current audit fee for services rendered if the contracted fee amount is a fixed amount. If any part of the fee is variable, interim payments are limited to 75% of the prior year's total audit fee. If the contract fee is partially variable, we shall compare the authorized interim payment on the contract to 75% of last year's actual approved total audit fee amount according to our records. There is a report of audit fees paid by each governmental unit on our web site: hfts://www.notreasurer.com/slgllfm/audit aect/Pages/default.aWx select "audit fees" Please call or email Lorna Hodge at 919-814-4299 loma.hodge@nctreasurei-.com if you have any questions about the fees on this list. For variable fees for services, are the hourly rates or other rates clearly stated in detail? If issued separately in an addendum, has the separate page been acknowledged in writing by the Governmental Unit? Page 8 of 9 Contract to Audit Accounts (cont.) Primary Government Unit Discretely Presented Component Unit (DPCU) if applicable ® For fees for services that are a combination of fixed and variable fees, are the services to be provided for the fixed portion of the fee clearly stated? Are the hourly rates or other rates clearly stated for the variable portion of the fee? (Note: See previous bullet point regarding variable fees.) ® If there is to be no interim billing, please indicate N/A instead of leaving the line blank. 8. Signature Area — There are now 2 Signature Pages: one for the Primary Government and one for the DPCU. P 1 e a s e o n 1 y s end the page(s) that are applicable to your Unit of Government and do not include the instructions pages. Make sure all signatures have been obtained, and properly dated. The contract shall be approved by Governing Boards pursuant to G.S. 159-34W. If this contract includes the audit for a DPCU that is a Public Authority that falls under the Local Government Budget and Fiscal Control Act, it shall be named in this contract and the Board Chairperson of the DPCU also shall sign the contract in the area indicated. If the DPCU is filing a separate audit, a separate audit contract is required for that DPCU. 9. Please place the date the Primary Government's Governing Board and the DPCU's Governing Board (if applicable) approved the audit contract in the space provided. a. Please make sure that you provide email addresses for the audit firm and finance officer as these will be used to communicate official approval of the contract. b. Has the pre -audit certificate for the Primary Government (and the DPCU if applicable) been signed and dated by the appropriate party? c. Has the name and title of the Mayor or Chairperson of the Unit's Governing Board and the DPCU's Chairperson (if applicable) been typed or printed on the contract and has he/she signed in the correct area directly under the Auditor's signature? 10. If the Auditor is performing an audit under the yellow book or single audit rules, has year-end bookkeeping assistance been limited to those areas permitted under the revised GAO Independence Standards? Although not required, we encourage Governmental Units and Auditors to disclose the nature of these services in'the contract or an engagement letter. Fees for these services should be shown in the space indicated on the fees page. 11. Has the most recently issued peer review report for the audit firm been included with the contract? This is required if the audit firm has received a new peer review report that has not yet been forwarded to us. The audit firm is only required to send the most current Peer Review report to us once — not multiple times. 12. After all the signatures have been obtained and the contract is complete, please convert the contract and all other supporting documentation to PDF. When submitting for approval send the documents as one PDF file to include the Audit contract, any applicable addendums, the engagement letter and Peer Review Report. Submit these documents using the most current submission process which can be obtained at the NC Treasurer's web site https•//www nctreasurer com/sle/Audit%20Forms°/o20and%20Resources/Instructions%20for%20Contract%20Su bmission.ndf 13. If an audit cannot be completed by the due date, the Auditor or Governmental Unit shall file an Amended Contract form (Amended LGC-205). This form shall be signed by the Governmental Unit representative and the Auditor. The explanation for the delay in completing the audit is part of this contract amendment form and shall be provided. The parties that signed the original audit contract shall sign the amended contract form as well. If the signing representatives are unable to sign the amended contract, please include an explanation for this in the submitted amended contract form. Page 9 of 9 1 ICity Councilr 1 Meeting Date: March 1989*2013 1989*2013 SUBJECT TITLE: Rezoning Request RZ-01.18 EC Edgerton, Jr., LLC (ownerlapplicant) 705 S. Clinton Avenue PIN# 1516.54.6904.000 Presenter: City Manager Neuschafer Department: Planning & Inspections _ Attachment: XYes No Description: Rezoning request application, staff report, and map Public Hearing Advertisement Date: February 201h and March 61h, 2018 PURPOSE: This is a request to rezone a parcel of land totaling .39+/- acres at 705 S. Clinton Avenue. The property is zoned R-10, Single Family Dwelling District and is proposed to be rezoned to C-3, Highway Commercial District. The Planning Board met on February 27, 2018 to review the request and ask for comments from the public. The Planning Board voted unanimously to approve this request. Attached you will find a staff report from the Planning Director, a map of the property, and other pertinent information for your review. CITY PLANNER'S RECOMMENDATION OR COMMENTS: Motion to (approve or (deny) the request to rezone a parcel of land totaling .39+/- acres, located at 705 S. Clinton Avenue. If the rezoning is approved or denied, please use the following justification or amend as needed: 1) The City of Dunn Land Use Plan identified this area as residential on the future land use map. The property is in area three of the Land Use Plan. 2) The amendment is not inconsistent with the adjoining and surrounding land uses which are commercial and residential mixed. 3) The permitted uses in the C-3 district are not considered detrimental to the area or undesirable to the community. Buffers are required between R-10 and C-3 Zoning Districts. RECOMMENDATION/ACTION REQUESTED: ,NTERTAIN A MOTION FOR GRANTING/DENYING THE REZONING REQUEST BASED UPON TIIE ABOVE JUSTIFICATION. north carolina uNN city of dune For Planning➢epartm nt Use Only . Case Number F� � U ` (16 DateReceived �F5,941 Fee Paid p 0 Board Meeting City Council Meeting (7,•- REZONING APPLICATION OWNERSHIP INFORMATION: Applicant: E. C. Edgerton, Jr., LLC Applicant's Legal Interest in Property: Owner Applicant's Address: P.O. Box 928, Dunn, NC 28335 Property Owner: B.C. Edgerton, Sr., LLC Owner's Address: P.O. Box 398, Dunn, NC 28335 Date Property Acquired: 10/30/2013 Tax PIN Number: 1516 - 54 - 6904 .000 Size (Sq. Ft, or Acres) 0.39687972 ac. Phone Number: ( 910) 892 - 4029 Deed Reference: Book 3168 Page 766 Street Frontage (ft) ApMox, It 5 feet Attach a legal description (Metes and Bounds Description) of the area requested. Location/Address: S, Clinton Avenue, Dunn, NC ZONING REQUEST: A. Existing Zoning: R-10: Single Family Dwelling Residential District Requested Zoning: C-3 Highway Commerical Zoning II. Land Uses: 1. Existing land uses on property to be rezoned: Vacant Lot 2. Existing or proposed land uses on all adjoining properties: North Residential South Commercial East Residential West C. Statement of Justification: (City Code, Article 11 of Section 22) Commercial 2 The proposed zone shall be greater than three (3) acres of land or... if smaller, the property adjoins and is contiguous to two (2) zoning districts after the proposed change. Attach a statement justifying the requested map change based upon the following: 1) The amendment, if small scale, is reasonable based upon surrounding conditions. 2) The impact of zoning is in the public interest and does not significantly harm the surrounding properties. 3) The amendment is warranted due to changed or changing conditions in the area. . 4) The amendment achieves the purpose and is consistent with the Land Use flan, INSTRUCTIONS FOR FILING A REZONING APPLICATION 1) A petitioner for a zoning change must complete this application in full. This application will not be processed unless all information is provided. 2) Include the filing fee for each rezoniug petition which is $500. 3) If the request includes the entire area of an existing recorded parcel of land a copy of the metes and bounds for the parcel shall be included with a copy of the deed. IF NOT, an accurate survey of the property proposed for rezoning must accompany the application, The survey must be completed by a registered land surveyor or professional engineer, and shall describe the subject property by metes and bounds. 4) In compliance with State Law (GS 160A-382 and 383), the justification statements under Item "C" should be typed or written legibly to answer each condition that applies to the request. Substantial'weight is given to the answers provided. Please consider your answers carefully and be prepared to address your answers at each public hearing. 5) The application must be signed by the owner or by an authorized agent of the property to be rezoned; the signature shall be notarized. 6) The Planning Board meets regularly on the fourth Tuesday of each month at 6:30 p.m. at the Dunn Municipal Building located at 401 R. Broad St, and shall make recommendations to the City Council on all rezoning requests. 7) The City Council meets regularly on the second Tuesday of each month at 7:00 p.m. in the Dunn Municipal Building located at 401 E, Broad St., and is the approving authority for all rezoning requests. For additional information or assistance, call the Planning Department at (910) 230-3503. 2 ADJOINING PROPERTY OWNERS (WITHIN 100 FEET OF REQUESTED CHANGE) NAME MAILING ADDRESS PIN NUMBER 1. James Willie Jacicson 704 S Magnolia Ave., 1516 - 54 - 7848 .000 Dunn, NC 28334 2. Thomas R. Lewis and 100 Steeplechase Dr. Dunn, NC 28334 1516 - 55 - 4007 .000 Lyn D. Lewis 3. Lasky Investments, LLC 95 Minnie Ct, Princeton, NC 27569 1516 - 54 - 5866 .000 4, Charles Milton Boone 302 E. Canary St. Dunn. NC 28334 1516 - 55 - 6030 .000 5, Bill Simmons and 103 Hope St. 1516 - 54 - 6767 .000 Julie Simmons Dunn, NC 28334 6. Joe Matthew Dykes and 809 W. Wilmington Ave. 1516 - 54 - 8902 .000 Cora E. Dykes Dunn NC 28334 7, Ricky ONeil Young and 2550 NC 242 Hwy. 1516 -54 - 7958 .000 Betty Jo Young Benson, NC 27504 8, Lester C. Phillips P.O, Box 1643 1516 - 55 - 3060 .000 and Winifxed N. Phillips Dunn, NC 28335 9. Ronald Lee Wade P,O Box 161 1516 -55 - 4159 .000 Godwin, NC 28344 10, Ronald Lee Wade P.O. Box 161 1516 - 55 - 5115 .000 Godwin, NC 28344 11, M 12, M OWNER'S CERTIFICATION I (We) do herby certify that: I am (We are) the owners or authorized agent of the property described in this application for rezoning and have attached copies of deed, title reports or other documents as proof of ownership, I (We) have read the rezoning procedures, requirements and have truthfully completed this application for rezoning. I (We) understand that the filing fees are non-refundable; the process to review rezoning cases includes public hearings and review by both the Planning board and the City Council. I (We) understand that any action to approve our request is at the discretion of the Planning Board and the City Council and additional requirements may be imposed as determined necessary. Date Sworn to and subscribed before me this day of20 �. n C. — y No ry Public My Commission Expires: i///////� N p; �`\`\�� C. Statement of Justification: (City Code, Article H of Section 22) The proposed zone shall be greater than three (3) acres of land or ... .if smaller, the property adjoins and is contiguous to two (2) zoning districts after the proposed change. Attach a statement of justifying the requested map change based upon the following: I) The amendment, if small scale, is reasonable based upon surrounding conditions. The adjacent properties to both the south and west are commercial, which is the requested zoning change. The property fronts Highway 301, which is commercial corridor for the City of Dunn and the development along Highway 301 for many years has been commercial and the amendment is therefore reasonable based upon the surrounding conditions. 2) The impact of zoning is in the public interest and does not significantly harm the surrounding properties, The lot is currently a vacant lot. Rezoning will enable a business to be developed on the lot, which will bring jobs and tax revenue to the City of Dunn and its citizens and is therefore in the public interest. The rezoning will not significantly harm the surrounding properties as two of the adjacent properties are already zoned commercial. The property is located on Highway 301 along which many commercial properties are already located. The rezoning will not harm or have any significant impact on the surrounding properties. 3) The amendment is warranted due to changed or changing conditions in the area. For many years the Highway 301 corridor through Dunn, particularly along that portion where the property is located has converted from residential to commercial. Very few residential properties remain along this corridor and many residential structures have been converted to commercial uses. These changing conditions warrant the amendment. 4) The amendment achieves the purpose and is consistent with the Land Use Plan. The Land Use Plan identifies this area as commercial along Highway 301 where the property is located and the amendment achieves the purpose and is consistent with the Land Use Plan. Case: RZ-01-18 Samantha Wullenwaber, Planning & Inspections Director SWullenwaber@dunn-nc.org Phone: (910) 230-3505 Fax: (910) 230-9005 ® north carolina LW UNN city of Planning Board Meeting: February 27, 2018 City Council Meeting: March 13, 2018 Requesting rezoning from: RR10 to CC_3 Applicant Information Owner of Record: Name: EC Edgerton Jr., LLC Address: PO BOX 398 City/State/Zip: Dunn, NC 28335 Property Description Applicant: Name: EC Edgerton Jr., LLC Address: PO BOX 398 City/State/Zip: Dunn, NC 28335 PIN(s): 1516-54-6904.000 Acreage: .39+ - Address: Approximately 705SS. Clinton Ave. Vicinity Map Page 1 of 5 STAFF REPORT Physical Characteristics Map Physical Characteristics Description The property is located on S. Clinton Ave in the middle of the 700 block. The property used to be a part of the residential property to the north but it was subdivided in 2015 for the house to be sold. The property has approximately 115ft of road frontage. To the south of the property is Domino's pizza, on the east is residential dwellings, and to the west are commercial businesses. ' Services Available Water: X Public (City of Dunn) ❑ Private (Well) ❑ Other: Unverified Sewer: X Public (City of Dunn) ❑ Private (Septic Tank) ❑ Other: Unverified Transportation S. Clinton Ave. (US 301) is a NCDOT street. A driveway permit application will have to be obtained through NCDOT for access onto S. Clinton Ave. The average daily traffic county is 6,000 vehicles. Page 2 of 5 STAFF REPORT Zoning District Compatibility Zoning Map land Use Classification Compatibility The following is a summary list of general uses, for actual permitted uses refer to the Zoning Ordinance. ZONING LAND USE ,�� ` �*Natural Preserves Single Farnilvy—©— m-WSWO Office AN institutional Z Restaurant 2030 Land Use Map Page 3 of 5 STAFF REPORT Evaluation X Yes ❑ No The amendment, if small scale, is reasonable based upon surrounding conditions. REASONING: The property is adjacent to other lots that are used for commercial purposes and zoned commercial. X Yes ❑ No The impact to the adjacent property owners and the surrounding community is reasonable, and the benefits of rezoning outweigh any potential inconvenience or harm to the community. REASONING: The surrounding community is residential and commercial; therefore the .39 acre lot being rezoned to commercial is consistent and would increase the amount of commercial use minimally. X Yes ❑ No The amendment is warranted due to changed or changing conditions in the area. REASONING: The rezoning is warranted due to the subdivision of the lot from the former residential lot and the increase in commercial business along S. Clinton Ave. X Yes ❑ No The amendment achieves the purpose and is consistent with the Land Use Plan. REASONING: The amendment is consistent with the 2030 Land Use Plan. Suggested Statement -of -Consistency (Staff concludes that... The Planning & Inspections office has reviewed the rezoning request and concludes that it is consistent with the surrounding land uses and zoning districts which are commercial in nature. While there is residential properties adjacent to the property there are also other commercial properties abutting the same residential area. There will be a buffer required along all property lines that abut a residential district. Page 4 of 5 STAFF REPORT Traditional Standards of Review and Worksheet fhe Planning Board shall consider and make recommendations to the City Council concerning each proposed zoning district. The following policy guidelines shall be followed by the Planning Board concerning zoning districts and no proposed zoning district will receive favorable recommendation unless: ® Yes ® No A. The proposal will place all property similarly situated in the area in the same category, or in appropriate complementary categories. ® Yes ® No B. There is convincing demonstration that all uses permitted under the proposed district classification would be in the general public interest and not merely in the interest of the individual or small group. ® Yes ® No C. There is convincing demonstration that all uses permitted under the proposed district classification would be appropriate in the area included in the proposed change. (When a new district designation is assigned, any use permitted in the district is allowable, so long as it meets district requirements, and not merely uses which applicants state they intend to make of the property involved.) ® Yes ® No D. There is convincing demonstration that the character of the neighborhood will not be materially and adversely affected by any use permitted in the proposed change. ® Yes ® No E. The proposed change is in accordance with the comprehensive plan and sound planning practices. ® GRANTING THE REZONING REQUEST /lotion to grant the rezoning upon finding that the rezoning is reasonable based on All of the above finding of fact A-E being found in the affirmative and that the rezoning advances the public interest. ® DENYING THE REZONING REQUEST Motion to deny the rezoning upon finding that the proposed rezoning does not advance the public interest and is unreasonable due to the following: ® The proposal will not place all property similarly situated in the area in the same category, or in appropriate complementary categories. ® There is not convincing demonstration that all uses permitted under the proposed district classification would be in the general public interest and not merely in the interest of the individual or small group. ® There is not convincing demonstration that all uses permitted under the proposed district classification would be appropriate in the area included in the proposed change. (When a new district designation is assigned, any use permitted in the district is allowable, so long as it meets district requirements, and not merely uses which applicants state they intend to make of the property involved.) ® There is not convincing demonstration that the character of the neighborhood will not be materially and adversely affected by any use permitted in the proposed change. ® The proposed change is not in accordance with the comprehensive plan and sound planning practices. ® The proposed change was not found to be reasonable for a small scale rezoning. Page 5 of 5 STAFF REPORT RZ-01=18 R-10 to C-3 Council -LW 00 NN AN Agenda if City } } Meeting a , c7 Date:March c t' 3 . .�. 5r SUBJECT TITLE: Consideration to Accept a Vacant Lot Located at 511 E. Townsend Street — PIN# 1516.87-7724.000 from Spoyle Properties. Presenter: Attachment: X Yes No Description: Letter and Map Public Hearinq Advertisement Date: PURPOSE: The Council is being asked to accept a vacant lot located at 511 E. Townsend Street — PIN# 1516-87-7724.000 from Spoyle Properties. IACKGROUND: BUDGET IMPACT: None RECOMMENDATION/ACTION REQUESTED: Approve the acceptance of the vacant lot located at 511 E. Townsend Street — PIN# 1516-87-7724.000 from Spoyle Properties. POPELAW GROUP A attorneys Patrick H. Pope (1944-20031 tt John P. Tart t P. Tilghman Pope Wiley J. Pope t OBC Certified Mediator tt Of Counsel Mayor Oscar Harris Dunn City Council Post Office Box 1065 Dunn, North Carolina 28335 403 West Broad Street Dunn, North Carolina 28334 910-892-4029 Fax: 910-892-7275 E-Mail. ri1g6nran@plgpa.can March 6, 2018 RE: Title Search for 511 East Townsend Street, Dunn, NC Dear Mayor Harris and City Council: P.O. Box 92B Dunn, N.G. 26335 As you will recall, at the February 2018 meeting of the Dunn City Council you instructed me to proceed with conducting the necessary due diligence concerning a possible property donation to the City of Dunn from Spoyle Properties, LLC for the property located at 511 East Townsend Street, Dunn, North Carolina. I have now completed that process and am writing herein concerning the same. My title search reveals that Spoyle Properties, LLC is the owner of the fee simple title to this property. There is an old deed restriction from 1994 recorded in Book 1069, Page 210 in favor of the City of Dunn, related to a Community Development Block Grant. This deed restriction was for a period of ten (10) years and therefore it expired in 2004: However, out of an abundance of precaution I have prepared a Release that can be executed by the City of Dunn and recorded simultaneously with the deed. Based on the foregoing, it is my recommendation that the City of Dunn proceed accepting the property donation from Spoyle Properties, LLC, If any of you should have any questions, please feel free to contact my office, With best regards, Very truly yours, POPE A GR , P,A, r t< I,, TO an pe PTP:cjs 3/2/2018 Harnett County Parcel Report Print this page Harnett COUNTY NORTH CARIIHNd 02151608250010 1516-87-7724.000 I: 0020568 iivision: 140 led Acreage: 0 ac I Acreage: 0.17465402 ac wnt Number: 1500005617 ers: SPOYLE PROPERTIES LLC Address : PO BOX 1169 CLINTON, NO 28328 Legal Description: 1 LOT Sit 1/2 EAST TOWN SEND SOX150 ,arty Address: 511 E TOWNSEND ST DUNN, NO 28334 Stale, Zip: DUNN, NO, 28334 ling Count: 0 nshlp Code: 02 Code: Parcel Building Value: $0 Parcel Outbuilding Value: $2000 ^areel Land Value : $7500 ,areal Special Land Value : $0 Total Value : $9500 Parcel Deferred Value $0 Total Assessed Value : $9500 Legal Land Units , Unit Type : 1, LT Harnett County GIS Tax Data Last Modified: Calculated Land Units / Type: LT ac Neighborhood: 00202 Actual Year Built: TotalAcutalAreaHeated: Sq/Ft Sale Month and Year: 7 / 2012 Sale Price: $0 Deed Book & Page: 3010-0254 Deed Date: Plat Book & Page: - Instrument Type: WD Vacant or improved: QualifiedCode: C Transfer or Split: T Prior Building Value: $5010 Prior Outbuilding Value : $2000 Prior Land Value : $7500 Prior Special Land Value : $0 Prior Deferred Value : $0 Prior Assessed Value : $14510 Prior Land Units: ac http://gis.harnett.org/E911App/Parcels/ParcalRepoil.aspx?pin=1516-87-7724.000 1/l 1—MaD DUNN All -America City Alf -America ► Ulty Cam'® ell a YO � ► _ M � � �® 1989 2013 79'1*"t3 ccept the Letter of Conditions SUBJECT TITLE: Consideration to adopt a ResLi. for USDA Loan/Grant ApplicVehiclesPresenter: Mark Stephens Department: Finance Desconditions from USDA, Resolutionacce Attachment: x Yes No Public Hearing Advertisement.Date: March 2, 2018 PURPOSE: To accept a loan offer not to exceed $125,000 and a grant not to exceed $25,000 from the USDA for the purpose of purchasing 5 police vehicles. BACKGROUND: I�gZei�il141]_C��I The debt service payment will begin in FY 2018-2019 RECOMMENDATIONIACTION REQUESTED: Motion to adopt the Resolution and authorize the Mayor to execute documents associated with the USDA loan/grant application. CONSTRANTS OF USDA, INFORMATION I WILL BE PROVIDED] TO YOU MARCH 0 north cn volino UNN City Council Agenda Form 11111-r ® Meetingate® March3A 1 L989*2013 13 SUBJECT TITLE: Consideration to adopt a Resolution and Accept the Letter ofns for USDA Loan/Grant Application — Department Vehicles lResolution Presenter: Mark Stephens Department: Finance Description: Letter of Conditions from USDA, Attachment: x Yes No accepting conditions Public Hearing Advertisement Date: March 2, 2018 PURPOSE: To accept a loan offer not to exceed $125,000 and a grant not to exceed $25,000 from the USDA for the purpose of purchasing 2 pickups Recreations, 2 pickups Public Works, 1 Dump Truck Public Works, 1 mid -size SUV Planning/Inspections. BACKGROUND: BUDGETIMPACT: The debt service payment will begin in FY 2018-2019 RECOMMENDATION/ACTION REQUESTED: Motion to adopt the Resolution and authorize the Mayor to execute doctunents associated with the IJSDA loan/grant application. CONSTRANTS USDA, INFORMATION WILL BE PROVIDED TO YOU MARCH 13, 2018 MEETING DUNN' City'CouncilAgenda 1 Meeting1989 Dat `'. March2018 SUBJECT TITLE: Financial Report Presenter: Finance Director Mark Ste Attachment: X Yes No PURPOSE: Description: Financial Update Attached please fmd the Financial Update as of January 31, 2018 for your review BACKGROUND: BUDGET IMPACT: RECOMMENDATION/ACTION REQUESTED: DUNN All -America City t 1999 * 2013 s� A city of dunn FINANCE DEPARTMENT POST OFFICE BOX 1065 o DUNN, NORTH CAROLINA 28335 (910) 230-3500 • FAX (910) 230-3590 www.dunn-nc.org MEMORANDUM To: Honorable Mayor, City Council Members From: Marls Stephens, Finance Director Subject: Financial Report Date: March 13, 2018 Mayor Oscar N. Harris Mayor Pro Tern Prank McLean Council Members Buddy Maness Dr. Gwen McNeill Billy Tart Chuck Turnage Billy Barfield City Manager Steven Neuschafer • The City as of January 31, 2018 had $3,759,239 in cash in the General Fund and $2,671,782 in the Water -Sewer Fund. In January of 2017 the City had $3,493,344 in the General Fund and $2,426,563 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 $1,064,989 or 55.32% of budget. Benchmark for this month is 50.00% of budget. • Utilities Sales Taxis $368,347 or 49.56% of budget. Benchmark for this month is 50.00% of budget. • Building Permit Fees were $50,697 or 78.00% of budget. Benchmark for this month is 58.33% of budget. • Water and Sewer Revenues were $2,656,435 or 55.93% of budget. Benchmark for this month is 58.33% of budget. • Expenditures were 55.18% of budget in the general fund and 54.61% of budget in the water and sewer fund. The benchmark for this period is 58.33% of budget. DUNN bcftd AI4Ameeica CIry 1989*2013 ® _ DLINN rur...it r 1 r City Council Agenda Form 1IIR ,9s9 mia MeetingDate® arch 3, ®l �9a9�=o,3 SUBJECT TITLE: Tax Report, Planning & Inspections Report, Public Works Report, Recreation Report, Library Report & Police Report Presenter: City Manager Steven Neuschafer Department: Attachment: X Yes No Description: Monthly Reports Public Hearing Advertisement Date: N/A PURPOSE: Attached please find the following Monthly Reports for your review: A. Tax Report B. Planning & Inspections Report C. Public Worlcs D. Recreation Report E. Library Report F. Police Report BACKGROUND: BUDGET IMPACT: RECOMMENDATION/ACTION REQUESTED: January,2018 February,2018 January,2018 February,2018 February,2018 February,2018 city of dunn FINANCE DEPARTMENT POST OFFICE BOX 1065 • DUNN, NORTH CAROLINA 28335 (910) 230-3500 o FAX (910) 230-3590 www.dunn-nc.org Current Year Tax Collection through January 31, 2018 2017 TAXES Mayor Oscar N, Harris Mayor Pro Tern Frank McLean Council Members Buddy Maness Dr. Gwen McNeill Billy Tart Chuck Turnage Billy Barfield City Manager Steven Neuschafer Downtown City Taxes Total Ad Valorem Levy $ 3,875,485 $ 35,202 $ 3,910,687 Collections thru January 2018 3,620,204 30,977 3,651,181 Taxes Receivable January 2018 255,281 4,225 259,506 Percentage Collected 93.41% 88.00% 93.36% t d ®DLINN xr�erz rammuni malhr✓ February 2018 1 Monthly Development Report Planning & Inspections Department 1 102 N. Powell Ave., Dunn, NC 28334 1 phone 910-230-3503 1 fax 910-230-9005 1 www.dunn-nc.org Permit Fees Collected $6,893.00 Plans Reviewed 8 Certificate of Occupancy's 8 Issued DUNN zr✓ierz mmm¢nily malte,a Code Enforcement Man February 1. 2018 to February 28. 2018 Olt �r � ry O, eta "Please note, that these are all NEW code enforcement items. This does not include items that were followed up on, or are at a later stage in enforcement." DL1NN iipn[ du WAPB lmrzPl([RIiV ]R¢EIEIT Public Works Department j January 2018 1 Monthly Report 101 E. Cleveland St., Dunn, NC 28334 1 phone 910-892-2948 1 fax 910-892-8871 1 www.dunn-nc.org *Data from Mobile311 work order system (may not include all work performed) Lift Station/Air Relief Valve Maintenance Facility Inspection Other —Sewer 1 *Data from Mobile311 work order system (may not include all work performed) IMMUDuNvN iiy or du W%C)E !OI/[PIlLN�9 JRQLIEI'J Public Works Department I January 2018 1 Monthly Report 101 E. Cleveland St., Dunn, NC 28334 1 phone 910-892-2948 1 fax 910-892-8871 1 www.dunn-nc.or� *Data from A.B. Uzzle Water Treatment Plant records, and Finance Department billing. Average Million Gallons Per Day 1.90 Treated Rainfall in Inches 4.0 *Data from NC DEQ DMR documents and Black River Wastewater Treatment Plant records STAFF UPDATE Travis Strickland, Jim Monk, Rodney Jernigan, and Michael Freddy successfully completed B-Surface Water Treatment Plant Operator Certification School. Dunn Parks & Recreation Department Monthly Review 12018 Dunn Parks & Recreation 120S Jackson Road, Dunn, NC 283341 (910) 892-2976 Phone (910) 892-7001 Fax ( .dunn-nc.= February 2018 Dunn Parks & Recreation Facility Rentals, Programs & Etc. Numbers Rentals Facility _ Dunn Community Building 1_ - Clarence Lee Tart Memorial Park Nathan Harris Athletic Complex @Tyler Park Baseball & Softball Field Rentals P K Vyas Center New Memberships 8 Renewed Memberships 29 _ Guest Memberships 9 - Adult Basketball 51 `.I Battine':Caae Rentals { '. I Monthly Recreation Report Dunn Parks & Recreation February Monthly Narrative Report Sports Programs: 10U & 12U Boys & Girls All -Stars will be competing in the SWAC (Southwestern Athletic Conference) tournament. All -Star basketball practices began February 201h. Indoor Soccer practices began February 19th Spring Registrations: Indoor Soccer registration ended February 8th. The draft was held on Saturday, February 17thBaseball & Softball registrations will began February 1" and will end on March 10. TBall and A League registration will end on March 31't. SWAC Tournament Information League Location Date Time 10U Boys Selma 3/9/2018 6:30 p.m. 10U Girls Spring Lake 3/10/2018 11:00 a.m. 12U Boys Nash County 3/9/2018 7:00 p.m. 12U Girls Sampson County 3/9/2018 7:15 p.m. Addresses: Selma Parks & Recreation Selma Middle School 1533 U. S. 301 Selma, NC 27576 Admission Fees: 12 & under $2.00 13& Up $5.00 Spring Lake Parks & Recreation 245 Ruth Street Spring Lake, NC 28390 Admission Fees: 12 & under $1.00 13 & Up $3.00 Monthly Recreation Report Nash County Recreation & Senior Services Nashville Elementary School 209 East Virginia Street Nashville, NC 27856 Admission Fees: 12 & under $ 2.00 13 & Up $5.00 Sampson County Parks & Recreation Roseboro-Salem burg Middle School 305 W. Pleasant Street Roseboro, NC 28382 Admission Fees: 12 & under $2.00 13 & Up $5.00 February 2018 1 Monthly Library Report Dunn Public Library 1 110 E. Divine St., Dunn, NC 28334 1 phone 910-892-2899 ( fax 910-892-8385 www.dunn-nc.org/library eshn Dt INN �rz tommuni mailer✓ February 2018 1 Monthly Development Report Dunn Police Department 1 401 East Broad St., Dunn, NC 28334 1 phone 910-892-2399 fax 910-230-3592 1 www.dunn-nc.ore CID Narrative: Marijuana '® • ®5 • • 1 1 • • 1 Us Currency•roperfy v alue � Arrests 1 1 Narcotics Narrative: Narcotics unit executed a Search Warrant on a residence on E. Vance Street due to a "Confidential Buy" from the residence and subject at the residence being involved in a couple of shootings that occurred in Dunn in February. The unit is also currently investigating one Overdose that occurred in the city in February and investigating several locations within the city in reference to information given to possible drug activity, one possibly also selling alcohol/liquor illegally. DUNN mherz romm�enily maKeru Seat Belt Passenger Seat Belt Juvenile No Operators License Driving Failure to Stop (Stop Running Red Light Failure to reduce Misdemeanor Arrests Arrests SeizedFelony Firearms 1 Marijuana Seized Cocaine Seized 3.70 GM Heroin•• Ithw-krugs Seized 37 DU 1.10 GM METHAMPETAMI NE SeizedU.S. Currency 1 Patrol Narrative: 1. On February 12, 2018 Officer M. Dean responded to Betsy Johnson Hospital reference to a gunshot wound. Upon arrival the officer made contact with the victim. The victim reported he was shot while walking on E. Edgerton St. near Dafford's Funeral Home. The victim had sustain a gunshot wound to the right thigh. InvestigatorJ. Brannan responded to the scene and took over the investigation. 2. On February 19, 2018 Officer T. Gonzales responded to the Comfort Inn in reference to an armed robbery. Upon the officers arrival he spoke with Kayla Loredo an employee. She advised a white male entered the hotel wearing a large brown jacket and demanded the money in the cash register. He also stated that he had a gun. Investigator Lt. Tyndall responded to the scene. 3. On February 26, 2018 Officer Miller responded to the Downtown Motor Court located at 410 S. Clinton Ave. reference to an drug overdose. Officer arrived on scene and enter room #21 and found Lt. Barefoot administering CPR to an unconscious person. Ems arrived on the scene and took over patient care. While on scene the EMT located a bindle of heroin in the patients clothing. Patient was taken to Betsy Johnson Hospital where she was treated. Agent Godwin responded to the scene. @ � @ e-m-- f/ 0 \ / \ � { . February 1, 2018 ANIMAL CONTROL ACTIVITIES January 2018 #CALLS LOGGED: 124 (complaints: 72 Citizen assist: 52) #DOGS PICKED UP: 55 #DOGS LEFT IN POUND: December 16 #DOGS RETURNED: 05 #DOGS ADOPTED: 22 (20 by rescue) #DOGS ESCAPED: 0 #DOGS PUT TO SLEEP: 35 #DOGS IN POUND: 09 #DOG BITES REPORTED: 0 #DOGS QUARANTINED: 0 #CAT BITES: 0 #CATS QUARANTINED: 0 #CATS PICKED UP: 18 #CATS PUT TO SLEEP: 02 #CATS ADOPTED: 02 #CATS ESCAPED: 1 #CATS RETURNED: 0 #OTHER ANIMAL CALLS: possum 1 #WARNINGS ISSUED: WRITTEN: 19 VERBAL: 15 MILEAGE: End of Month: 112676 Beginning of Month: 112041 Truck #55 635 Respectfully Submitted, Patti Lane Collins, Animal Control Officer CIVIL CITATIONS: 08 End of Month: 162538 Beginning of Month 161677 Truck #56 861 DUNN All -America City 1989 * 2013 LWU �ityDUNN City Council Agenda Form Meeting ate® March 13, 01 SUBJECT TITLE: City Manager's Report Presenter: City Manaqer Neuschafer Attachment: Yes X No Public Hearinq Advertisement Date: TOPIC: Description: City Update The City Manager will have an update on current City projects and issues. Librarian Mike Williams will be giving a brief update from the Library Department. DUNN All -America City 1989 * 2013 Page I 1 Announcements March 13, 2018 City Council Meeting 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, April 10, 2018 g 7:00 p.m. Feb, 20, 2018. 3:04PM DUNN HOUSING AUTHORITY BOARD MEETING 817 STEWART STREET No. 1410 P. 2 TUESDAY, JANUARY 16, 2018 CHAIRMAN ERIC SINCLAIR CALLED THE MEETING TO ORDER AT 6:00 PM ON TUESDAYJANUARY 16 2018. UPON ROLL CALL THE FOLLOWING WERE PRESENT: CHAIRMAN SINCLAIR, VICE-CHAIRMAN LEE, COMMISSIONER DRAUGHON, COMMISSIONER LOIS DAIL, COMMISSIONER HOLLOWAY AND SECRETARY DEBBIE WOODELL. DUNN CHIEF OF POLICE, CHARLES WEST ALSO ATTENDING THE MEETING. THE MEETING WAS OPENED WITH A PRAYER BY CHAIRMAN SINCLAIR. CHAIRMAN SINCLAIR INTRODUCED CHIEF WEST AND WELCOMED HIM TO THE MEETING. CHAIRMAN SINCLAIR EXPLAINED TO CHIEF WEST THAT THE HOUSING AUTHORITY WAS LOOKING FORWARD TO WORKING WITH HIM AND THE CITY ANYWAY POSSIBLE AND THAT IN PREVIOUS YEARS, WE HAD A LOT OF COMMUNICATION WITH THE POLICE DEPARTMENT BUT RECENTLYTHERE HAD BEEN LITTLE AND WE WOULD LIKE TO BE ADVISED, WHEN POSSIBLE OF CRIMINAL ACTIVITY OCCURRING ON THE DHA PROPERTY. CHIEF WESTSAID HE UNDERSTOOD AND HE WOULD TALK WITH HIS STAFF TO ENSURE THAT WAS POSSIBLE. SECRETARY WOODELL AND CHIEF WEST EXCHANGED BUSINESS CARDS AND AGREED TO BE IN TOUCH WITH EACH OTHER SHOULD THE NEED ARISE CONCERNING DUNN HOUSING AUTHORITY. THE BOARD THANKED CHIEF WEST FOR COMING TO THE MEETING. CHAIRMAN SINCLAIR TOLD HIM HE WAS MORE THAN WELCOME TO STAY FOR THE MEETING BUT IF HE HAD PRIOR ENGAGEMENTS THAT NEEDED TO BE ATTENDED TO THE BOARD UNDERSTOOD. CHIEF WEST THANKED THE BOARD FOR THE INVITATION AND LEFT TO ATTEND TO OTHER BUSINESS WITH THE CITY. MINUTES OFTHEPREVIOUS MEETING WERE READ ANDAPPROVED. FIRST MOTION WAS MADE BY VICE- CHAIRMAN LEE AND SECONDED BY COMMISSIONER HOLLOWAY. AYES AND NAYS WERE AS FOLLOWS: YES NAYS CHAIRMAN SINCLAIR VICE-CHAIRMAN LEE NONE COMMISSIONER DRAUGHON COMMISSIONER DAIL COMMISSIONER HOLLOWAY MOTION CARRIED. OCCUPANCY REPORT: TOTAL RENT FOR IANUARY WAS $33,235.00. AVERAGE RENT PER UNIT WAS $237.39, SINCE THE LAST MEETING THERE WERE THREE MOVE -INS, FOUR MOVE -OUTS AND ONE TRANSFER. THERE WERE TWO (2) VACANT UNITS AND ONE (HUD APPROVED) UNIT OFF LINE. THERE WAS ONE CHARGE OFF IN THE AMOUNT OF $555.00 (ELIZABETH HODGES-MOSHER). Feb.20.2018 3:04PM No, 1410 V. 3 THE FIRST MOTION TO APPROVE THE CHARGE OFF WAS MADE BY VICE-CHAIRMAN LEE AND SECONDED BY COMMISSIONER DRAUGHON. AYES NAYS CHAIRMAN SINCLAIR VICE-CHAIRMAN LEE NONE COMMISSIONER DRAUGHON COMMISSIONER DAIL COMMISSIONER HOLLOWAY MOTION CARRIED. CHARGE OFFS YEAR TO DATE WERE NONE. THERE WERE TWO RECOVERIES OF OLD ACCOUNTS FOR JANUARY WHICH TOTALED $1286.00: (JERRY JAMES $50.00; APRIL THOMAS $1236.00) THE BOARD REVIEWED COPIES OF THE WORK ORDER SUMMARIES FOR THE MONTH. THERE WERE NO OVERDUE WORK ORDERS. NO COMMENTS OR QUESTIONS. A REVIEW OF DECEMBER FINANCIAL BALANCE SHEETS WERE AVAILABLE FOR THE BOARD'S REVIEW. THERE WERE FEW QUESTIONS OR COMMENTS. COMMUNICATIONS: See-R6iT Aq 6HA d WOODELL EXPLAINED TO THE BOARD SHE HAD SENT OUT REQUESTS FOR PROPOSALS FOR FIRE-EXTINGUISHER INSPECTIONS FOR 2018. SHE TOLD THE BOARD THAT IT WAS A REQUIREMENTTHAT ALL FIRE EXTINGUISHERS BE INSPECTED AT LEAST ANNUALLY BY A CERTIFIED COMPANY AND IT HAD BEEN A WHILE SINCE THE HOUSING AUTHORITY HAD ASKED FOR QUOTES. SHE STATED SHE HAD MAILED FOUR COMPANIES RFPS ON JANUARY 08, 2018 AND HAD RECEIVED ONE QUOTE WHICH WAS PRICED LOWER THAN PREVIOUS YEARS. VICE-CHAIRMAN LEE STATED HE HADTO ALSO HAVETHIS SERVICE FOR RENTAL PROPERTIES AND HE HAD FOUND IT USEFUL TO GATHER THE EXTINGUISHERS AND PLACE THEM A SINGLE LOCATION FOR INSPECTIONS AND THE COST WAS LESS. SECRETARY WOODELL TOLD HIM SHE AGREED AND WOULD DISCUSS THAT WITH THE INSPECTORS. THERE WERE NO OTHER COMMENTS. THE BOARD ALSO READ A LETTER SENT TO THE RESIDENTS CONCERNING FURNACE FILTERS, ANNUAL INSPECTIONS AND THE UPCOMING REAC INSPECTION THAT WAS SCHEDULED FOR FEBRUARY 9, 2018. THERE WERE FEW COMMENTS, OTHER BUSINESS SECRETARY WOODELL EXPLAINED TO THE BOARD THERE WAS A DISCREPANCY IN THE AMOUNT OF CHARGE OFFS FOR 2017. SHE SHOWED THE BOARD A COMPUTER PRINT OUT WHICH EXPLAINED THAT THERE WERE SOME CHARGES WHICH HAD BEEN APPROVED FOR CHARGE OFF IN DECEMBER 2016 BUT x Feb. 20. 201 Of. 3_04PM)TACTUALLY WRITTEN OFF UNTIL JANUARY2017,THEREFORE, THLN':14101NCLP -4DIN THE 2017 CHARGE OFFS, THIS ISSUE WAS CORRECTED BY THE EXECUTIVE DIRECTOR. THERE WERE NO OTHER COMMENTS. WITH NO FURTHER BUSINESS TO DISCUSS, THE MEETING WAS ADJOURNED. 6u"Tl ERIC L. SINCLAIR, SR. CHAIRMAN 3 0 bE881 `N. WOODELL SECRETARY 11 Du"D�NN MM .�,. � a��o AII11 -A®erica�CO 11 .�ma t 089*2080 i P2018-02 02/17/18 Honoring Bishop Reginald S. Hinton And First Lady Janet Hinton February 17,2018 WHEREAS, Bishop Reginald Hinton of the Mt. Pisgah Original Free Will Baptist Church has served m Presiding Prelate from November 2000 until present and has demonstrated strong Leadership and spiritual guidance over the past seventeen years while serving m Presiding Prelate; and WHEREAS, Bishop Hinton ban successfully led the conference while at the same time leading the Mt. Pisgah OFWB Congregation; and WHEREAS, the members of the conference are truly blessed to have a leader who leads by example. Bishop Hinton always put the members of the conference and their welfare before himself; and WMIREAS, Bishop Reginald Hinton and First Lady Janet Hinton will be honored by officials, relatives, and friends on the Annual Conference of their leadership role in the Original Cape Fear and Southwestern Free Will Baptist Conference on February 17, 2018; and WHEREAS, Bishop Hinton is to be commended for his faithful service to God and to those whom he leads; and WHEREAS, there is much to be said for those who have made serving God a priority in life. Many lives have been blessed because of the unselfish sacrifices of Bishop Reginald Hinton and First Lady Janet Hinton; and WHEREAS, In addition to his spiritual leadership, Bishop Hinton has given generously of his time and talent with many organizations and events, some of which are Dunn United Ministerial Association, Annual Mayor's Prayer Breakfast, and his service on the Board of Directors of the Dunn Community Development Corporation with oversite for a $9.8 million community revitalization project, and providing the facility for the Early College, Senior, and Police Athletic League Programs; and WHEREAS, Bishop Hinton accepts his recognition with deep appreciation and admiration for those who served with him, the current President, Bishop Frederick E. Clarida, Sr., Vice -President, Bishop Wayne E. McKay, Sr, Mother, Brenda Williams, Minister, Angela Smith, the seventeen churches, leadership and congregation for their faithful support during his tenure as Prelate; and WHEREAS, the City of Dunn recognizes Bishop and First Lady Hinton have left "Footprints" on the sands of time that mark their pathway to renewed hope, better understanding, and higher expectations. Their influence will continue long after they have gone to their eternal toward; and WHEREAS, the City of Dunn wishes to pay respect and tribute to Bishop Reginald Hinton and First Lady Janet Hinton for their unique qualities of the servant -leadership they demonstrate on a daily basis; and WHEREAS, in recognizing that Romans 13:7 instructs that honor be given to whom honor is due, the City of Dunn, NC gives this special honor to Bishop Reginald S. Hinton and First Lady Janet Hinton. NOW THEREFORE, I, Oscar N. Harris, Mayor of the City of Dunn, and on behalf of the City Council, on the occasion of Honoring Bishop Reginald S. Hinton and First Lady Janet Hinton, do hereby proclaim February 17, 2018 as "Bishop Reginald S. Hinton and First Lady Janet Hinton Day" in the City of Dunn. Proclaimed this the 17`s day of February, 2018. Ism Harr s, ayor ATTEST: yy,� ,�yy�- "1 t I �t.GVA� J fifer . Ford , City Cleric DUNN MUDI DI INN «, All•Ameeleacity zr�erz rommuaeefv ,rtalte�a ®� 19W*2013 96, /i - 1 //art � 1 P2018-o3 Celebrating the 9Oth Birthday of 02118Z18 Bishop Joseph Smith February18,2O18 WHEREAS, Bishop Joseph Smith will be honored by friends and relatives on the occasion of his 90's birthday on February 18, 2018; and WHEREAS, Bishop Joseph Smith was born in Erwin, North Carolina on February 14, 1928; and WHEREAS, in 1969, Bishop Joseph Smith was the newly appointed Pastor of the Trinity A.M.E. Zion Church and undertook the task of building a new edifice; and WHEREAS, under the leadership of Bishop Joseph Smith, a new church was built at the corner of Johnson Street and Burke Street; and WHEREAS, during Bishop Joseph Smith's tenure, the property adjacent to the church was purchased and a parsonage was erected; and WHEREAS, the City of Dunn has greatly benefited from the life lessons and ministry of Bishop Smith and his continual service to this community; and WHEREAS, the City of Dunn recognizes and pays respect and tribute to the unique qualifies of the servant -leadership of Bishop Smith; and WHEREAS, the City of Dunn honors Bishop Smith for a lifetime of dedicated service. He has impacted many lives through his gifts and abilities. Further, he has demonstrated leadership by his mentoring, developing, and training ministers and lay ministry leaders through his preaching and his teachings, along with his church development programs and other ministries; and WHEREAS, the City of Dunn recognizes that Bishop Smith has left "Footprints" on the sands of time that mark the pathway to renewed hope, better understanding, and higher expectations. His influence will continue long after he has gone to his eternal reward; and WHEREAS, in recognizing that Romans 13:7 instructs that honor be given to whom honor is due, the City of Dunn, NC gives this special honor to Bishop Joseph Smith. NOW THEREFORE, I, Oscar N. Harris, Mayor of the City of Dunn, and on behalf of the City Council, on the occasion of the 90" Birthday of Bishop Joseph Smith do hereby proclaim February 18, 2018 as "Bishop Joseph Smith Day" in the City of Dunn. 18a' day of February, 2018. scar N. H , is, (Mayor \ ATTEST: �ifer. Forti City Cl DUNN IWUDUNN arlc► city of dunn mr�rz comniuni �rzalterr _ �t, y t9S42013 r r' P2018-04 Mrs. Frances Cromartie Jones Day 02/"118 February 19, 2018 WHEREAS, Frances Cromartie Jones will be honored on February 18, 2018 by friends and relatives on the occasion of her 100 h birthday; and WHEREAS, Frances Cromartie Jones was born in Dunn, North Carolina on February 19, 1918 to Raymond Lawrence Cromartie, Sr. and Lela Driver Cromartie and has been a resident of Dunn, North Carolina, living in the same house, all her life; and WHEREAS, Frances Cromartie Jones graduated from Dunn High School in 1935; she later attended Peace College; and WHEREAS, Frances Cromartie Jones married W. Earl Jones on September 19, 1942 and had three children; Walt, Wayland, and Lynn; and WHEREAS, Frances Cromartie Jones retired from Home Savings and Loan (currently First Citizens Bank); and WHEREAS, Frances Cromartie Jones is a sixty -year member of First Baptist Church of Dunn, NC; and WHEREAS, Frances Cromartie Jones has lived during the most eventful century of this world's history; and in her quiet way has been a force for good and a stabilizing influence on those around her during turbulent years. NOW THEREFORE, I, Oscar N. Harris, Mayor of the City of Dunn, and on behalf of the City Council, on the occasion of the 100th birthday of Frances Cromartie Jones do hereby proclaim February 19, 2018 as "Mrs. Frances Cromartie Jones Day" in the City of Dunn. the 19th day of February 2018. scar NqI, is, Mayor ATTEST: p` D J nifer M. Fortin, ity Clerk CLOSED SESSION CRITERIA (Specify one or more of the following permitted reasons for closed sessions) Move that we go into closed session in accordance with: [N.C.G.S. 143-318.11(a)(1)] Prevent the disclosure of privileged information Under the North Carolina General Statutes or regulations. Under the regulations or laws of the United States. [N.C.G.S. 143-318.11(a)(2)] Prevent the premature disclosure of an honorary award or scholarship [N.C.G.S. 143-318.11(a)(3)] Consult with the Attorney To protect the attorney -client privilege. To consider and give instructions concerning a potential or actual claim, administrative procedure, or judicial action. To consider and give instructions concerning a judicial action titled vs [N.C.G.S. 143-318.11(a)(4)] To discuss matters relating to the location or expansion of business in the area served by this body. [N.C:G.S. 143-318.11(a)(5)] To establish or instruct the staff or agent concerning the negotiation of the price and terms of a contract concerning the acquisition of real property located at (OR) To establish or instruct the staff or agent concerning the negotiations of the amount of compensation or other terms of an employment contract. [N.C.G.S. 143-318.11(a)(6)] To consider the qualifications, competence, performance, condition of appointment of a public officer or employee or prospective public officer or employee. (OR) To hear or investigate a complaint, charge, or grievance by or against a public officer or employee. [N.C.G.S. 143-318.11(a)(7)] To plan, conduct, or hear reports concerning investigations of alleged criminal conduct. School violence 143-318.11(a)(8) and terrorist activity (9),