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10-09-2018 AgendaDunn City Council Meeting Agenda Tuesday Evening, October 9, 2018 7:00 p.m., Dunn Municipal Building Call to Order Invocation Pledge of Allegiance SECTION 1) Adjustment and Approval of the October 9, 2018 meeting agenda PRESENTATIONS 2) Proclamation — Veterans Day 2018 3) Proclamation Presentation — Baseball Team 4) Recognition of New Employees PUBLIC COMMENT PERIOD 5) 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 6) Ordinance Amendment OA-03-18; Chapter 22; Article III of the Zoning Ordinance 7) Ordinance Amendment OA-04-18; Chapter 22; Article III of the Zoning Ordinance CONSENT ITEMS 8) Minutes — September 11,2018 9) Proclamation — National Friends of Libraries Week 10) Consideration of Resolution Urging a Safe and Courteous Halloween on Wednesday, October 31, 2018 11) Temporary Blocking of Streets — North Carolina Cotton Festival 12) Temporary Blocking of Streets — Christmas Tree Lighting '3) Destruction of Municipal Records ITEMS FOR DECISION 14) Accept Grant Contract with NC Department of Natural and Cultural Resources -Tart Park 15) School Resource Officer Program Memorandum of Understanding 16) School Resource Officer Program Reimbursement Agreement 17) Consideration of Ordinance Amendment OA-03-18; Chapter 22; Article III of the Zoning Ordinance 18) Consideration of Ordinance Amendment OA-04-18; Chapter 22; Article III of the Zoning Ordinance ITEMS FOR DISCUSSION AND/OR DECISION 19) Bid Award for Paving Project 20) Memorandum of Understanding between the City of Dunn and the Dunn Housing Authority 21) Non -Profit Allocations 22) Financial Report/Assessment Update 23) Administrative Reports a. Tax Report b. Planning & Inspections Report c. Public Works Report d. Recreation Report e. Library Report f. Police Report 24) City Managers Report 25) Announcements 26) Information 27) 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" Under Section 1 -Adjustment and Approval of the Agenda "Motion to adopt the October 9, 2018 meeting agenda with the following changes: ADD ITEM FOR DISCUSSION AND/OR DECISION ■ Memorandum of Agreement with NC DOT concerning the emergency removal of hurricane related debris associated with Hurricane Florence. THIS PACKET ALSO INCLUDES: Updates on the following Items: In reference to Item 6) under Public Hearing and Item 17) under Items for Decision, the Planning Board voted to approve Ordinance Amendment OA-03-18 as proposed at the October 4, 2018 meeting. 7) Under PUBLIC HEARING: Ordinance Amendment OA-04-18: Chapter 22: Article III of the Zoning Ordinance; and 18) Under ITEMS FOR DECISION: Consideration of Ordinance Amendment OA-04-18; Chapter 22; Article III of the Zoning Ordinance. The Planning Board voted at its October 4, 2018 meeting to table the proposed ordinance Amendment OA-04-18 to allow time for further research. 19) Under ITEMS FOR DISCUSSION AND/OR DECISION: Bid Award for Paving Project (Update Attached) DLINN city or Gunn r SUBJECT TITLE: DOT MOA Presenter: Director Dean Gaster I Public Works Attachment: X Yes No Description: Entering into MOA with NCDOT Public Hearing Advertisement Date: PURPOSE: To enter into Memorandum of Agreement with NC DOT for City to clean Hurricane Florence debris from DOT highways within the City limits of Dunn. BACKGROUND: FEMA notified municipalities not to remove debris from DOT highways without a Memorandum of Agreement with DOT BUDGET IMPACT: RECOMMENDATION/ACTION REQUESTED: To Approve the Memorandum of Agreement between the NC Department of Transportation and the City of Dunn for Hurricane Florence debris removal and to Authorize the City Manager to conduct and award an informal Bid to carry out the debris removal as agreed. MEMORANDUM OF AGREEMENT FOR HURRICANE FLORENCE between the North Carolina Department of Transportation and the Local Government Agency of city of Dunn This Memorandum of Agreement (hereinafter, "Agreement") is made on the last date entered below between the North Carolina Department of Transportation (hereinafter, "NCDOT") and City of Dunn (hereinafter, " LGA ") (collectively referred to hereinafter as "the Parties") for the emergency removal of hurricane related debris associated with Hurricane Florence, WHREAS, the Governor has declared a State of Emergency for Hurricane Florence pursuant to Chapters 14 and 166A of the North Carolina General Statutes; and WHEREAS, the State has implemented the North Carolina Emergency Operations Plan (hereinafter, "NCEOP"), and NCDOT has been called upon to perform certain functions, including the removal of hurricane related debris deposited by the storm from the right of way of state maintained roads, pursuant to the NCEOP; and WHEREAS, by Executive Order 62, NCDOT has been authorized to both conduct and arrange for Hurricane Related Debris removal, including, but not limited to, vegetative debris, components of structures, sand, mud, silt, gravel, rocks, boulders, vehicles, and vessels, from public rights -of --way along state maintained routes until such time that NCDOT is relieved of primary responsibility for the removal of hurricane related debris; and WHEREAS, the LGA has requested that it be allowed the opportunity and responsibility to perform certain of those NCDOT functions as set forth. in the.NCEOP in order to assure that its citizens are served and protected; and WHEREAS, the Parties have conferred as to the best methods and practices to allow the LGA to assume these responsibilities; NOW THEREFORE, the Parties agree as follows: 1. For purposes of this Agreement, the following definitions shall apply: A. "State Maintained Roads" shall mean those roads maintained by NCDOT, including both Federal -Aid routes and Non -Federal -Aid routes, B. The term "Hurricane Related Debris" shall be such debris as shall be eligible for reimbursement by the North Carolina Department of Public Safety, Division of Emergency Management (hereinafter, "DEM") or the Federal Emergency Management Agency (hereinafter, "FEMA") generated as a direct result of Hurricane Florence. 2. Asa result of the State of Emergency for Hurricane Florence, declared pursuant to Chapters 14 and 166A of the North Carolina General Statutes and pursuant to Executive Order 62 referenced above and upon a determination by the Parties that it is desirable that the LGA be responsible for removal of Hurricane Related Debris from the right of way of State System Roads, NCDOT shall issue to the LGA a written Notice to Proceed with debris removal. 3. The LGA shall remove and dispose of Hurricane Related Debris on all identified State Maintained Roads. In so doing, the LGA shall comply with all FEMA and DEM requirements regarding Hurricane Related Debris removal and disposal including landfill quantity calculations and site disposal costs. 4. The LGA shall apply directly to DEM and/or FEMA for reimbursement in accordance with the rules, regulations and procedures of those agencies. Any reimbursement must be governed by the rules, regulations and procedures of those agencies, and NCDOT shall not be responsible for any portion of reimbursement to the LGA. 5. The LGA is responsible for complying with all NCDOT rules and regulations including, but not limited to, safety, insurance, and traffic control in accordance with the Manual on Uniform Traffic Control Devices, and the LGA shall hold NCDOT harmless in all matters arising from or related to this Agreement. Further, the LGA shall be responsible for all damage or injury to persons or to private property occurring as a result of the debris removal activities pursuant to this Agreement, and the LGA shall hold NCDOT harmless in all matters arising therefrom. 6. The LGA shall be responsible for repair of any damages to the state maintained right of way which may be caused by Hurricane Related Debris removal operations undertaken pursuant to this Agreement. All repairs shall be made to the satisfaction of the Division Engineer of the Highway Division in which the LGA is located, and the Division Engineer's judgment in this regard shall be final 7. The LGA shall remove all Hurricane Related Debris even if such removal requires multiple passes on a particular route and shall continue until the mutually agreed upon completion date. All work pursuant to this Agreement shall be done to the satisfaction of the Division Engineer of the Highway Division in which the LGA is located, and the Division Engineer's judgment in this regard shall be final. 8. All work pursuant to this Agreement shall be completed by a date mutually agreed to by DEM, FEMA, NCDOT and the LGA. 9. This Agreement may be modified only upon the written consent and approval of both Parties. 1.0. This Agreement shall be in effect from the last date written below until all work pursuant to this Agreement shall be done to the satisfaction of the Division Engineer of the Highway Division in which the LGA is located. No notice of termination shall be effective for Hurricane Related Debris removal pursuant to any Notice to Proceed already issued by NCDOT. 11. To provide consistent and effective communication between the Parties, each party shall appoint a Principal Representative to serve as its central point of contact fesponsible for coordinating and implementing this Agreement. The Principal Representative of the NCDOT shall be Chief Engineer Operations or his designee. The Principal Request Release of State Maintained Roads Requesting Applicant: City of Dunn In accordance with the Memorandum of Agreement on file between the NCDOT and the Requesting Applicant listed above; the local government agency is hereby requesting the NCDOT to release its authority for FEMA reimbursement for hurricane related debris removal to the local government authority for the State Maintained Roads listed below. Release of all State Maintained Roads or Selective State Maintained Roads as Follows: Local ovenunent Designated Agent: Mayor Date: 10-09-18 North Carolina Department of Transportation Release by: Title: Date: Representative of the LGA shall be the LGA Manager or his designee. This Agreement shall be effective on the date of the last signature below. INWITNESS WHEREOF, the Parti eshave each executed th isAgreement,this the gth_day ofoctober 2018. DEPARTMENT OF TRANSPORTATION WITNESS A,41-/'A'. //L7�4a1 (Print Name) BY:::�,r.e ` ra , TITLE ( rin Name) DATE: 8 ATTEST: Oscar N. Harris, Mayor TITLE (Print Name) Tammy Williams, City Cleric DATE: 10-09-18 The City of Dunn, is requesting proposal for loading and hauling storm related debris as a result of Hurricane Florence: Scope of Services: Contractor agrees to provide all equipment necessary to load and transport storm debris related to Hurricane Florence from specified location(s) to the Harnett County Landfill. Contractor agrees to provide a landfill ticket marked "storm debris" for each load of debris hauled. Contractor agrees to allow the City to monitor all loading operations to ensure trucks are loaded to capacity before transport. Security of Debris During Hauling: Contractor shall be responsible for the security of debris on/in each vehicle or piece of equipment utilized to load/haul debris. Prior to leaving the loading site(s), the Contractor shall ensure that each load is secure and trimmed so that no debris extends horizontally beyond the bed of the equipment in any direction. All loose debris shall be reasonably compacted and secured during transport. As required, the Contractor will survey the primary routes used by the Contractor and recover fallen or blown debris from the roadway(s). Proposals: Contractor's bid will be based on cost per cubic yard to load/haul. Indemnification and Insurance: The Contractor agrees to indemnify, hold harmless and defend the City from and against any and all liabilities, suits, actions, legal proceedings, claims, demands, damages, costs and expenses (including attorney's fees) rising out of any act or omission of the Contractor, its agents, subcontractors or employees in the performance of this Contract. Contractor shall have a minimum of $1,000,000.00 in general liability insurance and shall name the City as an additional named insured and provide the City with a certificate of insurance in the event the bid is accepted by the City. Damages to Streets or State Maintained Roads: The Contractor shall be responsible for damage to any City street or state maintained right of way caused by the removal operations. For debris removal on any state maintained right of way, the Contractor shall comply with all NC Department of Transportation rues and regulations, including, but not limited to, safety, insurance, and traffic control in accordance with the Manual on Uniform Traffic Control Devices and shall hold the City harmless from the same. Amount per cubic yard $ Company Signature: SECTION 1. Adjustment and ApprovaU DUNN D City Council Agenda Form u Meeting October 1 i; SUBJECT TITLE: Proclamation —Veterans Day Presenter: Department: Administration Attachment: X Yes No Public Hearing Advertisement Date: PURPOSE: Description: Veterans Day Proclamation Attached you will ,find a proclamation recognizing November 11, 2018 as Veterans Day. Mayor Harris will present proclamations to the following Veterans Organizations: American Legion Post 59 Veterans of Foreign War Post 6767 Disabled American Veterans Chapter: WILLIAM M STONE #74 Vietnam Veterans of America BACKGROUND: BUDGETIMPACT: RECOMMENDATION/ACTION REQUESTED: ® north carnliva TTT1p N U'D btw LINK All -America Cite wore comnzani ntalEzrJ ® 1989 * 2013 /1 ^♦ i i WHEREAS, Veterans Day is an annual holiday in the United States honoring military veterans and is observed on November I Ith; and WHEREAS, November 11" is the anniversary of the signing of the Armistice that ended World War 1; and WHEREAS, on Veterans Day, we reflect upon the invaluable contributions of our country's veterans and reaffirm our commitment to provide them and their families with the support they have earned; and WHEREAS, on Veterans Day, we pay tribute to the service and sacrifice of the men and women who bravely defended our freedom; and WHEREAS, these remarkable individuals have helped to make our nation secure and to advance the cause of freedom worldwide. By answering the calls of duty and risking their lives to protect their fellow countrymen, these patriots have inspired the nation with their courage and dedication; and WHEREAS, the restoration of the observance of Veterans Day not only preserves the historical significance of the date, but helps focus attention on the important purpose of Veterans Day: A celebration to honor America's veterans for their patriotism, love of country, and willingness to serve and sacrifice for the common good. NOW THEREFORE BE IT RESOLVED, I, Oscar N. Harris, Mayor of Dunn, North Carolina, and on behalf of the City Council do hereby proclaim November 11, 2018 as "Veterans Day" and encourage all fellow Americans to recognize the valor and sacrifice of our veterans through appropriate ceremonies and prayers. IN WITNESS WHEREOF, I have hereunto set my hand and caused the seal of the City of Dunn to be affixed on this 9th day of October, 2018. Oscar N. Harris, Mayor ATTEST: Tarmny Williams, City Clerk r i l A . . , ; ** ` D*l City Council —AgendaForm Meetinga e Octoberr SUBJECT TITLE: Proclamation Presentation — Dunn's Dixie Youth Baseball, NC All -Stars (12-Under) Majors State Champions Presenter: Mayor Harris Department: Attachment: X Yes No Description: Proclamation Public Hearinq Advertisement Date: RE.9. Mayor Harris will present a Proclamation recognizing the Dunn's Dixie Youth Baseball, NC All -Stars (12-Under) Majors State Champions BACKGROUND, BUDGET IMPACT: RECOMMENDATION/ACTION REQUESTED: MDnorthN cicp of a»»a 211We commCe�7 maalerr DUNN lift-ra tea city ' - a� 19892013 RECOGNIZING DUNN'S DIXIE YOUTH BASEBALL NC ALL-STARS (12-UNDER) MAJORS STATE CHAMPIONS WHEREAS, we realize that participation in organized athletics helps to build character and teaches a wholesome sense of fair play and good sportsmanship among our youth; and WHEREAS, an outstanding example of this is the achievement of the Dunn's Dixie Youth Baseball Majors (12-under) All -Star Team winning the title of Dixie Youth Baseball Majors North Carolina State Champions; and WHEREAS, the Dixie Youth Baseball Dunn Majors All -Star Team went on to compete in the Majors World Series Tournament in Lumberton, NC, finishing 3,d out of 12 teams/states; and WHEREAS, special commendation is due to team members: Jarrett Cooper, Gabe Dapayen, Braxton Davis, Jalen Evans, Anthony Jones, Wyatt Lucas, John McLamb, Ross Stevens, Jamari Thompson, Hunter Tyndall, Tripp Westbrook, Jax Woodall, and WHEREAS, the Dixie Youth Baseball Dunn Majors All -Star team is coached by Charlie Stevens, Kevin Lucas, and Kevin Davis. WHEREAS, we wish to express our appreciation to the coaches for pouring their time and energy into the team, and for teaching these young men fair play, good sportsmanship, and instilling in them a spirit of winning. NOW THEREFORE, I, OSCAR N. HARRIS, by virtue of the authority vested in me as Mayor of the City of Dunn, and on behalf of the City Council and all of our citizens, do hereby extend this expression of our pride in your accomplishment, and our appreciation for the fine publicity you have brought to out community by exceptional display of good sportsmanship, motivation, and inspired team play. IN WITNESS WHEREOF, I have hereunto set my hand and caused to be affixed the official seal of the City of Dunn this the 91h day of October, 2018. PAl N. yr ATTEST: pp pp Tami y Williams, ity Clerk 11`"1 r�- - �Ldh—'U U N N City Council Agenda 1989 Meeting Date.- October 9 2018 SUBJECT TITLE: New Employee Introduction � Presenter: Attachment: Yes X No Public Hearing Advertisement Date: Introduction of the following New Employees Administration Mathew Boone, Assistant to the City Manager Library Marilia Wimberly, Library Program Specialist 'olice Department frae Gonzales — Police Officer I Apelles Hart— Police Officer I Description: New Employee Introduction Public Works/Water and Sewer Stephen Summerlin — Wastewater Treatment Plant Operations Specialist Justin Griffin — Meter Technician/Water Sewer Maintenance Worker Matthew Hall — Cemetery Maintenance Worker BACKGROUND: BUDGET IMPACT: 'ECOMMENDATION/ACTION REQUESTED: Public Comment I 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 from 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 further 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. ***; ** CouncilAgenda Form lMeeting Date: October 9th, 2018 SUBJECT TITLE: Ordinance Amend Presenter: Dervin R. Spell, AICP, CFM Department: Planning & Zoning De pal Yes ❑ No Public Hearing Advertisement Date: September 14th, 281h 2018 PURPOSE: 8; Chapter 22; Article III of the Zoning Ordinance Description: Notice of Public Hearing This is a request to hereby amend Chapter 22, Zoning Ordinance, of the City of Dunn Code of Ordinances; Article III. This amendment will add "church" as a permitted use in the 1-10 Restricted Industrial district. The Public Hearing was duly advertised on September 14 and 28, 2018. BACKGROUND: BUDGETIMPACT: 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 SEPTEMBER 25, 2018 AT 6:30 P.M. AND BY THE CITY COUNCIL OF THE CITY OF DUNN ON OCTOBER 9, 2018 AT 7:00 P.M. IN THE COURTROOM OF THE DUNN MUNICIPAL BUILDING FOR THE PURPOSE OF CONSIDERING THE FOLLOWING ITEMS: ORDINANCE AMENDMENT REQUEST—OA-03-18 Chapter 22; Article III of the Zoning Ordinance This is a request to amend Article III, Division 11, Sec. 22-211 to permit churches as a primary use. ORDINANCE AMENDMENT REQUEST—OA-04-18 Chapter 22; Article III of the Zoning Ordinance This is a request to amend Article III, Division 7, Sec. 22-22-164(1) to reduce the minimum lot area requirement from three (3) acres to 5,000 square feet. 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 DEPARTMENT CITY OF DUNN P.O. BOX 1065 DUNN, NORTH CAROLINA 28335 ADVERTISE: September 14, 2018 September 28, 2018 NOTICE OF PUBLIC HEARING NOTICE IS HEREBY GIVEN THAT A PUBLIC HEARING WILL BE HELD BY THE CITY OF DUNN PLANNING BOARD ON October 4, 2018 AT 6:30 P.M. AND BY THE CITY COUNCIL OF THE CITY OF DUNN ON OCTOBER 9, 2018 AT 7:00 P.M. IN THE COURTROOM OF THE DUNN MUNICIPAL BUILDING FOR THE PURPOSE OF CONSIDERING THE FOLLOWING ITEMS: ORDINANCE AMENDMENT REQUEST — OA-03-18 Chapter 22; Article III of the Zoning Ordinance This is a request to amend Article III, Division 11, Sec. 22-211 to permit church as a primary use. ORDINANCE AMENDMENT REQUEST — OA-04-18 Chapter 22; Article III of the Zoning Ordinance This is a request to amend Article III, Division 7, Sec. 22-22-164(1) to amend the minimum lot area requirement. 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 DEPARTMENT CITY OF DUNN P.O. BOX 1065 DUNN, NORTH CAROLINA 28335 ADVERTISE: September 28, 2018 tMil UUUUNN* Council11111F City Agenda i Meeting Date: i; SUBJECT TITLE: Ordinance Amendment OA-04.18; Ch pter 22; Article III of the Zoning Ordinance Presenter: Dervin R. Spell, AICP, CFM Department: Plannin & Zonin Department Attachment: Yes ❑ No Description: Notice of Public Hearing Public Hearing Advertisement Date: September 14th, 280 2018 PURPOSE: This is a request to hereby amend Chapter 22, Zoning Ordinance, of the City of Dunn Code of Ordinances; Article III. This amendment will allow lots with the minimum area of 5,000 square feet in the C-2 Shopping Center district for outparcels and single store/suites within a shopping center. The Public Hearing was duly advertised on September 14 and 28, 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 SEPTEMBER 25, 2018 AT 6:30 P.M. AND BY THE CITY COUNCIL OF THE CITY OF DUNN ON OCTOBER 9, 2018 AT 7:00 P.M. IN THE COURTROOM OF THE DUNN MUNICIPAL BUILDING FOR THE PURPOSE OF CONSIDERING THE FOLLOWING ITEMS: ORDINANCE AMENDMENT REQUEST— OA-03-18 Chapter 22; Article III of the Zoning Ordinance This is a request to amend Article III, Division 11, Sec. 22-211 to permit churches as a primary use. ORDINANCE AMENDMENT REQUEST — OA-04-18 Chapter 22; Article III of the Zoning Ordinance This is a request to amend Article III, Division 7, Sec. 22-22-164(1) to reduce the minimum lot area requirement from three (3) acres to 5,000 square feet. 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 DEPARTMENT CITY OF DUNN P.O. BOX 1065 DUNN, NORTH CAROLINA 28335 ADVERTISE: September 14, 2018 September 28, 2018 NOTICE OF PUBLIC HEARING NOTICE IS HEREBY GIVEN THAT A PUBLIC HEARING WILL BE HELD BY THE CITY OF DUNN PLANNING BOARD ON October 4, 2018 AT 6:30 P.M. AND BY THE CITY COUNCIL OF THE CITY OF DUNN ON OCTOBER 9, 2018 AT 7:00 P.M. IN THE COURTROOM OF THE DUNN MUNICIPAL BUILDING FOR THE PURPOSE OF CONSIDERING THE FOLLOWING ITEMS: ORDINANCE AMENDMENT REQUEST — OA-03-18 Chapter 22; Article III of the Zoning Ordinance This is a request to amend Article III, Division 11, Sec. 22-211 to permit church as a primary use. ORDINANCE AMENDMENT REQUEST — OA-04-18 Chapter 22; Article III of the Zoning Ordinance This is a request to amend Article III, Division 7, Sec. 22-22-164(1) to amend the minimum lot area requirement. 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 DEPARTMENT CITY OF DUNN P.O. BOX 1065 DUNN, NORTH CAROLINA 28335 ADVERTISE: September 28, 2018 i ljjjj� City Council Agend., ', Meeting Date: Oi b ' SUBJECT TITLE: Minutes— September 11, 2018 Presenter: Attachment: X Yes No Public Hearino Advertisement Date: NIA PURPOSE: Description: September 11, 2018 — Minutes 4 i Attached please find the minutes for the September 11, 2018 Regular Meeting for your consideration. 1ACKGROUND: BUDGETIMPACT: RECOMMENDATIONIACTION REQUESTED: MINUTES CITY OF DUNN DUNN, NORTH CAROLINA The City Council of the City of Dunn held a Regular Meeting on Tuesday, September 11, 2018, at 7:00 p.m. in the Dunn Municipal Building. Present was Mayor Oscar N. Harris, Mayor Pro Tem Frank McLean, Council Members Dr. Gwen McNeill, Billy Tart, and Chuck Turnage. Also present was City Manager Steven Neuschafer, Finance Director Mark Stephens, Public Works Director Dean Gaster, Chief Building Inspector Steven King, Planning & Inspections Director Dervin Spell, Police Chief Chuck West, Recreation Director Brian McNeill, Human Resources Director Anne Thompson, Librarian Mike Williams, Attorney Tilghman Pope and City Clerk Tammy Williams. Absent: Council Member Buddy Maness and Council Member Billy Barfield INVOCATION Mayor Harris opened the meeting at 7:00 p.m. and shared that Council Member Buddy Maness was absent due to having to evacuate his father due to Hurricane Florence. He also reported that Council Member Billy Barfield underwent a successful brain surgery and that he is now at Emerald Health and Rehab for physical therapy and is doing well. Reverend Beth Gaines, Pastor of the Dunn United Methodist Church and Chaplain of the Dunn Police Department gave the invocation. Afterwards, the Pledge of Allegiance was recited. Mayor Harris welcomed the City's newest employee, Tammy Williams, City Clerk. He recognized Special Guests in attendance: Sheriff Wayne Coats, his wife, Dale, and Lama Patterson with The Daily Record. Also recognized was Carey Barfield, brother of Council Member Billy Barfield. AGENDA ADJUSTMENT AND APPROVAL Motion by Council Member Turnage and seconded by Council Member McLean to adopt the September 11, 2018 meeting agenda with changes, if any, as listed below. Agenda Items Added: • none Agenda Items Removed: • none Motion unanimously approved. PRESENTATIONS Proclamation Presentation Dunn's Dixie Softball NC All -Stars (12U) Ponytails Traditional State Champions Mayor Harris, Council Member Tonnage and Recreation Director Brian McNeill presented a Proclamation recognizing Dunn's Dixie Softball NC Angels (12-Under) Ponytails Traditional State Champions. They were also presented the Runner -Up Trophy from the World Series Championship held in Alexander, Louisiana. A copy of Proclamation (P2018- 15) is incorporated into these minutes as Attachment #1. Proclamation Presentation Dunn's Dixie Softball Angels (10-Under) World Series Champions Mayor Harris, Council Member Tunage and Recreation Director McNeill presented a Proclamation recognizing Dunn's Dixie Softball Angels (10-Under) World Series Champions. The Championship award was presented to the team as well as Championship Medals were presented to each team member by Recreation Director McNeill. A Thank You from the team was read by Mayor Harris. A copy of Proclamation (P2018-16) is incorporated into these minutes as Attachment 92. Mayor Harris acknowledged Council Member Turnage, Recreation Director McNeill, Billy Roach, Athletic Director and Nyda Byrd, Administrative Assistant, Chris Monk, Maintenance Supervisor, Johnny Coxum and Reginald Wynn, Maintenance, for the organizational skills and experience in the Recreation Department which allows such successful programs to be possible. Special Presentation by the American Legion Post 4#59 Mayor Harris and Council Member McNeill presented a plaque of appreciation to Director McNeill, City of Dunn Parks and Recreation, and Chief West, Dunn Police Department, on behalf of the American Legion Post 959. The plaque was presented to Council Member McNeill by the Post in recognition of the City's support of the Veterans Experience Action Clinic. This clinic, held in the City of Dunn in July, assisted 883 veterans. Mayor Harris also acknowledged Council Member McNeill, who was a great supporter and volunteer at the event. PUBLIC COMMENT PERIOD Each speaker is asked to limit comments to 3 minutes, and the total comment period will be 30 minutes. Citizens must sign up and register on a sign-up sheet available on the podium within the City Council Chambers prior to the start of the meeting. Hearing no comments, the public comment period was closed. PUBLIC HEARINGS 2" Public Hearing Proposal to Apply to State's Small Cities CDBG Neighborhood Revitalization Mayor Harris stated that the public has been notified that the Dunn City Council will hold a public hearing for the purpose of receiving citizen input into the identification of community needs and desired CDBG activities. The State of North Carolina's CDBG Program permits grant funds to be used toward infrastructure projects that address health/safety needs (public water and sewer project); neighborhood revitalization needs (housing development, acquisition, disposition, clearance and remediation activities, relocation, public facilities (senior center, housing for homeless persons, housing or shelters for victims of domestic violence, transitional housing facility, community/neighborhood/recreation facility, other), and public infrastructure or support Economic Development (public infrastructure; building demolition; and vacant building renovation) projects. The public hearing was duly advertised on August 30, 2018, Skip Green, Consultant for the CBDG Program shared background information on the proposed application for $750,000 of which $675,000 is to be used for housing rehabilitation, a small amount for demolition and clearance and $2,500 for temporary relocations, if needed. The target area is around the Dunn Enrichment Center as selected by the Dunn Community Development Corporation. There are 187 parcels in the rehabilitation area with 69 estimated to be owner occupied. For this grant, the applicant is restricted to owner -occupied. He reviewed the conditions the homeowner must meet to apply for the loan including the income requirement. The projects will begin on East Vance and move from street to street so the community can see the results. The loan will be set up as a deferred loan and the recapture period will range from five to eight years with the amount paid by the homeowner to be reduced each year. After recapture period, the loan transfers into a grant with no additional payments due. If the homeowner sells the house, the money will be reimbursed to the City for additional clearance or rehab. He also pointed out that the revitalization is not limited to housing, due to the target area surrounding the enrichment center. Mayor Harris asked about rental property in the target area in need of repair. Mr. Green replied that other housing programs are available through the Johnston -Lee -Harnett Community Action that are not -restricted to owner occupied use but this State Community Development Block Grant does have the restriction that the home must be owner occupied. Hearing no further comments, Mayor Harris closed the public hearing CONSENTITEMS Minutes — Council considered approval of the minutes of August 14, 2018 City Council Meeting. Destruction of Municipal Records — Finance Motion by Council Member McNeill and seconded by Council Member Tart to approve all consent items. Motion unanimously approved. ITEMS FOR DECISION Adoption of Resolution Authorizing Application for CDBG Phase I —Harnett Training School Revitalization Project City Manager Neuschafer proposed the adoption of the Resolution to pursue a formal application for $750,000 Community Development Block Grant Funding for Phase 1 Harnett Training School Neighborhood Revitalization. The City had planned to hold two (2) community meetings, the fist was held on June 12, 2018 and the second has been rescheduled, due to the storm, to be held on September 20, 2018, concerning the proposed application for CDBG funding to benefit Harnett Training School. This is a no -match Grant. After clarifications on accountability, a motion was made by Council Member Turnage and seconded by Council Member McNeill to adopt the Resolution authorizing Application for the $750,000 CDBG Funding for Phase 1 Harnett Training School Neighborhood Revitalization. Motion unanimously approved. A copy of Resolution (R2018-07) is incorporated into these minutes as Attachment #3. Adoption of Resolution Adopting Policies & Guidelines Small Cities CDBG Programs The Council is being asked to adopt the Resolution to Adopt Policies and Guidelines for the City of Dunn's Small Cities Community Development Block Grant Programs. City Manager Neuschafer presented the policies that would need to be adopted and executed by the Mayor and City Clerk which is a requirement for the CBDG. Motion by Council Member McLean and seconded by Council Member McNeill to adopt the Resolution to adopt the policies and guidelines for the City of Dunn's Small Cities CDBG Programs. Motion unanimously approved. A copy of Resolution (R2018-08) is incorporated into these minutes as Attachment 94. Adoption of Recipient's Plan To Further Fair Housing City Manager Neuschafer proposed adoption of the Fair Housing Plan (CDBG) that will establish a Complaint Procedure designating the City Manager as the official to receive complaints regarding housing discrimination. The City will work with City-wide housing agencies in the development and implementation of a fair housing workshop to provide community outreach. A part of this outreach effort will be to identify realtors in the City whose housing market enables them to assist individuals and families of all income ranges to locate affordable housing. Additional outreach efforts include placing Fair Housing Pamphlets in the City Library and with City lending organizations and citizen organizations. Motion by Council Member Tait and seconded by Council Member McLean to adopt the Fair Housing Plan to further Fair Housing in the City of Dunn. Motion unanimously approved. A copy of the Recipient's Plan to Further Fair Housing is incorporated into these minutes as Attachment 95. Sewer Asset & Inventory Assessment Grant Resolution Public Works Director Gaster proposed approval of the resolution stating that the City intends to request state grant assistance from the NC Division of Water Infrastructure for the purpose of performing a sewer asset and inventory assessment of its wastewater collection system. City staff has been gathering GPS coordinates on wastewater collection system assets for the past few year's, but due to other job duties, they have not been able to gather data for the entire system. This grant would allow the City to contract with an engineering firm to complete this task and evaluate the condition of the entire wastewater collection system. The City applied for a sewer AIA grant from the NC Division of Water Infrastructure in September of 2016 and 2017. This grant was not awarded. There is a 10% City match of possible $150,000 grant. Motion by Council Member Turuage and seconded by Council Member Tart to adopt the resolution of intent for the City to request state grant assistance for this project. Motion unanimously approved. A copy of Resolution (R2018-09) is incorporated into these minutes as attachment #6. Consideration of Ordinance to Demolish 810 E. Broad Street PIN# 1516-85-6526.000 Chief Building Inspector King has conducted an inspection at 810 E. Broad St., and based upon his observations, the structure failed to comply with the minimum standards of fitness established by the Non -Residential Maintenance Code of the City of Dunn. The Building Inspector also found the structure dangerous or prejudicial to the public health or public safety and is a nuisance in violation of G.S. § 160A-193. The owner of the property has failed to comply with the Building Inspector's order and according to N.C.G.S § 160A-443, the City Council has the power to proceed with the demolition of this property. Should Council decide to proceed with the demolition of the structure at 810 E. Broad St., an ordinance (which is attached) would need approval directing the Building Inspector to remove or demolish said structure. Mayor Harris tabled this item at the August 14, 2018 meeting. After discussion, a motion was made by Council Member Tart and seconded by Council Member McNeill to adopt the ordinance directing the Chief Building Inspector to proceed with the demolition of the structure located at 810 E. Broad St. (PIN#1516-85-6526.000). Motion unanimously approved. A copy of Ordinance to Demolish Structure (02018-10) is incorporated into these minutes as attachmentV. Bay Street Infrastructure Improvements Change Order #3 & Budget Amendment #4 Public Works Director Gaster presented for approval Change Order #3 and Budget Amendment #4 for the construction contract for the Bay Street Infrastructure Improvement Project. On February 20, 2018 T.A. Loving Company was awarded the base bid for the Bay Street Infrastructure Improvement Project (water line improvement) in the amount of $139,915. On June 12, 2018 the Council amended the current contract with T.A. Loving Company for the Bay Sheet Infrastructure Improvement Project base bid in the amount of $80,000 to replace a collapsed portion of stormwater pipe from S. Wilson Ave. to the stormwater box east of the railroad and to install viton gasket on water line located in contaminated soils. During construction of the Bay Street project, the following additional work items were determined to be needed by City staff in discussion with Davis, Martin & Powell staff: • Replacement of an additional 46 linear feet of 15 inch reinforced concrete storm drainage pipe • Additional exploratory excavation on the existing 12 inch waterline to determine casing location under railroad. • Cutting and capping an existing 4 inch water line on South Wilson Ave. • Modification of tie-in to include an additional 12 inch valve and thrust blocking Budget Impact will be $25,725 from water/sewer funds. Motion by Council Member Tart and seconded by Council Member Turnage approving Change Order #3 and Budget Amendment 44 for the Bay Street Infrastructure Improvements Project in the amount of $25,725. Motion unanimously approved. A copy of BudgetAmendment #4 is incorporated into these minutes as attachment #8. ITEM FOR DISCUSSION AND/OR DECISION Financial Report Finance Director Stephens provided the following financial report for the period ending June 30, 2018: • The City as of July 31, 2018 had $3,122,691 in cash in the General Fund and $2,064,991 in the Water and Sewer Fund. In June of 2017 the City had $2,359,178 in the General Fund and $2,537,805 in the Water and Sewer Fund. • Property Tax collections through July were $0.00 or 0.00% of budget. Last year property tax collections through July were $0.00 or 0.00% of budget. • Sales Tax Revenue is $0.00 or 0.00% of budget. Benchmark for the month is 0.00% of budget. • Utilities Sales Tax is $0.00 or 0.00% of budget. Benchmark for this month is 0.00% of budget. • Building Permit Fees were $4,401 or 5.86% of budget. Benchmark for this month is 8.33% of budget. • Water and Sewer Revenues were $420,749 or 8.84% of budget. Benchmark for this month is 8.33% of budget. • Expenditures were 8,29% of budget in the general fund and 6.54% of budget in the water and sewer fund. The benchmark for this period is 8.33% of budget. Motion by Council Member McLean and seconded by Council Member McNeill to accept the Financial Report. Motion carried unanimously. ADMIMSTRATIVE REPORTS Tax Report Planning & Inspections Report Public Works Report Recreation Report Library Report Police Report Motion by Council Member Tart and seconded by Council Member Turnage to accept the Administrative Reports. Motion unanimously approved. City Manager's Report City Manager Neuschafer recognized Police Chief West for an update of the City's status on emergency preparedness due to Hurricane Florence. Chief West said that the City has had time to prepare and feels confident that they will be able to better serve the citizens of Dunn and any who may become stranded. He shared recommendations for the residents as they prepare for the storm. City Manager Neuschafer reported that hush pickup will continue as planned until winds get too high based on his last conversation with Republic Services. Council Member Turnage confirmed that residents are responsible for removal of trees that fall in their yard. ANNOUNCEMENTS The following announcements and/or comments were made. Mayor Harris: ➢ The Annual Business Fest set for Tuesday, September 18'h has been postponed due to the Hurricane and will be rescheduled at a later date. ➢ Dunn Middle School will host an Open House for the public to visit their College and Career Lab on Tuesday, October 2M, from 4:00 to 6:00 p.m. ➢ Cycle NC comes to Dunn and the next Boogie on Broad Concert will be held on Thursday, October 4th from 6:00 to 9:00 p.m. in downtown Dunn. ➢ The next regular City Council Meeting is scheduled for Tuesday, October 9, 2018 at 7:00 p.m. Motion by Council Member McNeill and seconded by Council Member McLean to adjourn the meeting at 8:20 p.m. Motion unanimously approved. Oscar N. Harris Mayor Attest: Tammy Williams City Clerk 1W UUNN Wed All -America City it, of torn All -America Cfiy 111111 City Council. 9 '., 1 Meeting Date:�_ IJ ry / 9 I. 8 1989 SUBJECT TITLE: Proclamation — National Friends of Libraries Week Presenter: Department: Administration Attachment: X Yes No Description: National Friends of Libraries Week Proclamation Public Hearinq Advertisement Date: PURPOSE: Attached you will find a proclamation designating October 21-27, 2018 as National Friends of Libraries Week. BACKGROUND: BUDGET IMPACT: RECOMMENDATION/ACTION REQUESTED: DUNN e north caroli¢a bcftd UNN All -America Glly pity or a¢na zr�re camma�ti �naEter✓ y� . 1454''2013 /`T! Q l (!1 • • C% WHEIZEAS, Friends of the Dunn Public Library raise money that enables our library to move from good to great - providing the resources for additional programming, much needed equipment, support for children 's summer reading, and special events throughout the year; and WHEREAS, the work of the Friends highlights on an on -going basis the fact that our library is the cornerstone of the community providing opportunities for all to engage in the joy of life-long learning and connect with the thoughts and ideas of others from ages past to the present; and WHEREAS, the Friends understand the critical importance of well -funded libraries and advocate to ensure that our library gets the resources it needs to provide a wide variety of services to all ages including access to print and electronic materials, along with expert assistance in research, readers' advisory, and children's services; and WHEREAS, the Friends' gift of their time and commitment to the library sets an example for all in how volunteerism leads to positive civic engagement and the betterment of our community; NOW, THEREFORE, BE IT RESOLVED THAT I, Oscar N. Harris, Mayor, and members of the City Council proclaim October 21-27, 2018, as Friends of Libraries week in Dunn, North Carolina and urge everyone to join the Dunn Friends of the Library and thank them for all they do to make our library and community so much better. This the 9`h day of October, 2018. O car N. Harn , ayor ATTEST: Tax y Willi , City Clerk „&fir *'*d All-AmericaCilly Agenda1111V City council Form Meeting October l 8 1989 SUBJECT TITLE: Consideration of Resolution Urging a Safe and Courteous Halloween on Wednesday, October 31, 2018 Department: Admin. Attachment: X Yes No �Des�cnpfiorvesolution Public Hearinq Advertisement Date: PURPOSE: To urge residents of the City of Dunn to observe a safe and courteous Halloween with Trick -or -Treating taking place on Wednesday, October 31, 2018 from 5:00 p.m. until 8:30 pm. and be Restricted to children under the age of 13, BACKGROUND: BUDGETIMPACT: RECOMMENDATION/ACTION REQUESTED: Approval of Resolution Urging Residents to Observe a Safe and Courteous Halloween inor(th earolina l3>[TNN ' DNN �.All-America City city oC d"n. ar,re tOmwr matters a 1989 *26]3 Urging Residents to observe a Safe and Courteous Halloween BE IT RESOLVED BY THE City Council of the City of Dunn that residents who desire to participate in traditional Halloween Trick -or -Treating observe certain safety, courtesy and common sense guidelines to protect participants and preserve the peace for non -participants. And, be it resolved that the City Council suggests the following guidelines: (1) That Halloween Trick -or -Treating should take place, on Wednesday, October 31, 2018 and should be restricted to children under the age of 13. (2) That all children taking part in Trick -or -Treating should be clothed in safe costumes, featuring materials that can be seen in the dark by motorists and masks that do not obstruct the children's vision. (3) That all children or groups of children taking part in Trick -or -Treating should be accompanied by a responsible older person who can protect the children from harm. (4) That Trick -or -Treating be conducted during reasonable hours, preferably between 5:00 p.m. and 8:30 p.m. (5) That those who choose not to participate in Halloween indicate so to others by leaving their porch lights off, and, that participants respect the wishes of those who choose not to participate in Halloween by not visiting homes where porch lights are off. (6) That children Trick -or -Treat in their own neighborhoods, visiting only familiar homes. (7) That parents and/or guardians inspect collected treats carefully before they are consumed by children. (8) That suspicious activities or collected treats that show signs of tampering be reported immediately to the Dunn Police Department. (9) That teenagers (ages 13-19) refrain from participating in Trick -or -Treating. adapted J Pcia, the 9t6 Daty o f U`ctabu, 2018. Oscar N. Harris, Mayor Attest: Tanuny Williams, City Clerk LWUDt� INN etLy al LLunu i Meeting Date-, October O 1989'�' 2013 SUBJECT TITLE: Temporary Blocking of Streets— NC Cotton Festival lFesrtival Presenter: City Manager Neuschafer Department: Administration Attachment: X Yes No Description: Letter of Request from the NC C Committee Public Hearing Advertisement Date: _ PURPOSE: The NC Cotton Festival Committee is requesting that the following streets be closed for the 2011 Annual Cotton Festival on November 3, 2018. Friday, Nov. 2nd from 6:00 pm until after the festival on Nov. 3rd at 8:00 pm • Wilson Ave. from Edgerton St. to the Fire Station on Harnett St. Saturday, Nov. 31d from 6:00 am until 6 pm • Broad St. from Clinton Ave. to Layton Ave. • Edgerton St. from Clinton Ave. to Fayetteville Ave. • Wilson Ave. from Cumberland St. to the driveway to the Fire Station. • Railroad Ave. from Cumberland St. to Harnett St. • Lucknow Ave. to Broad St. • Fayetteville Ave. from Cumberland St. to Edgerton St. • King Ave. from Cumberland St. to Edgerton St. • Harnett St. from Clinton Ave. to Wilson Ave. The committee is also requesting assistance from city personnel (police, public works and parks and recreation) and that the street sweeper come through after 6:00 pm on Saturday, Nov. 31d. Attached is a letter from the NC Cotton Festival Committee detailing this request. BACKGROUND: BUDGET IMPACT: RECOMMEN DATIONIACTION REQUESTED: Approve the temporary blocking of streets as requested for the 2011 Annual NC Cotton Festival. Mr. Steven Neuschafer Dunn City Manager P.O. Box 1065 Dunn, NC 28335 September 4, 2018 Dear Mr. Neuschafer, The North Carolina Cotton Festival will celebrate its twentieth year in Dunn on November 3, 2018 The festival's goal is to bring recognition to one of North Carolina's prime agricultural products, "cotton," and through this process attract new retail business for Dunn's downtown. The festival is also designed to foster volunteerism, retain local dollars, enhance tourism and provide profits for our local non -profits. This festival has been a great addition to the city and we appreciate your support and encouragement over the past nineteen years. We need your help once again in blocking the streets and providing much needed public services to make this festival a success for our great city. We could not do this event without the tremendous cooperation given to us by each department year after year. The employees of the great City of Dunn are awesome! On Friday Night, November 2nd we are requesting that you block Wilson Avenue from Edgerton Street to the Fire Station (Harnett St). This sheet will need to be blocked off by 6:00 pm and remain closed until Saturday Night, November 3, 2018 at 8:00 pm. This will allow for the main stage to be built and taken down. On Saturday, Nov. 3rd, we are requesting that you block Broad Street from its intersection with Clinton Avenue through its intersection with Layton Avenue, Edgerton Sheet from Clinton Avenue through the intersection with Fayetteville Ave., Wilson Avenue from its intersection with Cumberland to just in front of the driveway of the Dunn Fire Department, Railroad Avenue from Cumberland Street until its intersection with Harnett Street, Luck -Dow Avenue to Broad Street, Fayetteville Avenue from Cumberland through Edgerton Street, and Ding Avenue from Cumberland through Edgerton. We are also asking for Harnett Street from Clinton Avenue to Wilson Avenue to be blocked off for usage by the Dunn Shriner's Car Show. This allows overflow fi•om the parking lot at the Shrine Center. We ask that these streets be blocked on Nov. 3, 2018 from 6:00 a.m. until 6 p.m. We also ask that the city help with police personnel, public works employees, parks and recreation employees and have the street sweeper come through on Saturday after the event no earlier than 6 p.m. Thanking you in advance and we are looking forward to seeing each of you at the 20th Annual North Carolina Cotton Festival in the beautifully renovated Historic Downtown Dunn. If you have any questions please contact ore at 892-3282. Sincerely, Sharon Stevens NC Cotton Festival Committee North Carolina Cotton Festival PO Box 310 Dunn, North Carolina 28335 910-892-3282 DUNN City Council Agenda Form � ° Meeting Date: October 9, 2018 1989 * 2013 1989 * 2013 SUBJECT TITLE: Temporary Blocking of Street — Annual Christmas Tree Lighting Ceremony Presenter: City Manager Neuschafer Department: Admin. Attachment: X Yes No Description: Letter of Request and map Public Hearing Advertisement Date: 1111N1ib14 Interim Executive Vice -President Heather Lawson, on behalf of the Dunn Area Chamber of Commerce, submitted a formal request to close the following portions of E. Broad Street on Thursday, November 29, 2018 to hold the Annual Christmas Tree Lighting Ceremony. • E. Broad Street from Wilson Avenue to the alley that runs parallel to First Citizens Bank from 4:00 pm until after the event at 9:00 pm. • E. Broad Street from the alley at 111 E. Broad Street to Wilson Avenue; Wilson Avenue beyond the First Citizens Bank entrance at Cumberland Street to the alley in front of the Stewart Theater; and alley directly beside 111 E. Broad St. from 5:45 pm until after the event at 9:00 pm. In addition, they are asking for assistance from the Public Works Department, Parks and Recreation and the Police Department, 17311:01 Te11PI-IN BUDGET IMPACT: RECOMMENDATIONIACTION REQUESTED: Approve the temporary street closing as requested by the Downtown Dunn Development Corporation and inn Area Chamber of Commerce for the Annual Christmas Tree Lighting Ceremony, north caroling UNN 209 West Divine Street DW! PO Box 548 Dunn North Carolina 28335 area chamber of c o m m'e r c e (910)892-4113 Fax: (910)892-4071 w4ere L61ess Na MV-1f September 18, 2018 Mayor Oscar N. Han -is City of Dunn PO Box 1065 Dunn NC 28335 Dear Mayor Harris and Council Members: The Christmas season is just around the corner and we need your continued support for this year's Christmas Tree Lighting to be held on Thursday, November 29 in Downtown Dunn. This event continues to be a collaboration between the City of Dunn, Downtown Dunn Development Corporation and the Dunn Area Chamber of Commerce and features entertainment by Dunn's young people from Harnett Primary, Wayne Avenue and Dunn Middle Schools. We are asking that the City block off East Broad Street at the intersection of Wilson and Broad Streets to the alley that runs parallel to First Citizens Bank at 4:00 p.m. to allow for setup. We will also need the following blocked from 5:45 p.m. until the program is complete: Broad Street from the alley at 111 East Broad Street to Wilson Avenue and Wilson Avenue beyond the First Citizens Bank entrance (to allow their customers to enter bank) at Cumberland Street to the alley in front of the Stewart Theatre. The alley will need to be closed directly beside 111 East Broad Street for Santa's transportation. Streets should be cleared by 9:00 p.m. We are also asking for assistance from the Public Works Department, Parks and Recreation, as well as the Police Department during the evening. The Public Works and Parks and Recreation Departments have been instrumental in the set up and break down of this event each year and we are very appreciative of their help. The police are needed to keep cars out of the area and to help with crowd control as Santa arrives. Thank you in advance for your continued support and assistance with the annual Christmas Tree Lighting. Sincerely, Heather Lawson DUNN Interim Executive Vice President *ANMCM Web Site— www,dunnehamber.com t ,� Email Address — tammy@dunnehamber.com 989*2013 WeA101d aoj *;firJLU 111111 City Council Agenda Form SUBJECT TITLE: Destruction of Municipal Records Presenter: Department: Attachment: X Yes No Description: Destruction of Municipal Records Public Hearina Advertisement Date: PURPOSE: The documents have exceeded the required retention time and should be destroyed pursuant to the Municipal Disposition Schedule. Requests are attached for the following departments: Administration Finance Library Public Works BACKGROUND: BUDGET IMPACT: RECOMMENDATION/ACTION REQUESTED: Destruction of Records- Administration Department Submitted for the October 09, 2018 City Council Meeting REQUEST FOR DISPOSAL OF RECORDS �AeseXi liono��2ecprd,.. Employment Applications �ietentAonPenod" � � Ine7u��ve,IJiates � ,... Two years 01/01/2016 - 09/30/2016 Submitted By: Anne Thompson / 44A I, a Printed Name/Signature Department: Administration Destruction of Records -Finance Department Submitted for the October 9, 2ols City Council Meeting REQUEST FOR DISPOSAL OF RECORDS Description of Record Retention Period Inclusive Dates Accounts Payable Check Stubs and Invoices 3 Years July, 2014-June, 2015 Averasboro Check Stubs 3 Years July, 2014-June, 2015 Cash Sheets -Library 3 Years July, 2014-June, 2015 Averasboro Accounts Payable Invoices 3 Years July, 2014-June, 2015 Purchase Orders -Yellow Copies 3 Years July, 2014-June, 2015 Vendor Statements 3 Years July, 2014-June, 2015 Purchase Order Reports 3 Years July, 2014-June, 2015 Accounts Payable Proof Reports 3 Years July, 2014-June, 2015 Accounts Payable General Ledger Reports Check Registers 3 Years 3 Years July, 2014-June, 2015 July, 2014-June, 2015 Accounts Payable Reports 3 Years July, 2014-June, 2015 Purchase Oder Reports 3 Years July, 2014-June, 2015 Averasboro Reports 3 Years July, 2014-June, 2015 Submitted By: "'"'i�i�c A�dr�/"�' Printed Name/Signature Department: Finance- Accounts Payable and Purchase orders Destruction of Records -Finance Department Submitted for the October 9, 2018 City Council Meeting REQUEST FOR DISPOSAL OF RECORDS Description of Record Retention Period Inclusive Dates Payroll Reports 3 Years July, 2014-June, 2015 Fiscal Year End Reports 3 Years July, 2014-June, 2015 Payroll Registers 3 Years July, 2014-June, 2015 Payroll Bills 3 Years July, 2014-June; 2015 Direct Deposit Payroll Stubs 3 Years July, 2014-June, 2015 Submitted By:� Printed Name/Signature Department: Finance- Payroll Destruction of Records- Libra Department (Department) Submitted for the October 9 12019 City Council Meeting REQUEST FOR DISPOSAL OF RECORDS Descri" tron.'ofT2eeoxd"' Reten„„tidriPeriodl,, fi %; ", Inc�usnveAates, Invoices and packing lists Destroy in office after 3 years Jan. 1, 2014 thru June 30, 2015 Routine correspondence & Destroy in office routine Jan, 1, 2014 thru June 30, memoranda administrative 2015 correspondence & memoranda when administrative value endst Agency policy: Destroy in office after 3 years. Bank statements, canceled Destroy in office after 3 Jan. 1, 2014 thru June 30, checks, deposit slips, years 2015 reconciliations, and warrants. May include credit card and purchase card statements and receipts. Submitted By: Mike Williams Printed Name/Signature Department: Library Destruction of Records- Public Works Department Submitted for the October 9, 2018 City Council Meeting REQUEST FOR DISPOSAL OF RECORDS D'escri tion.o€RecoYd „ .Reteution.PeYiod.; . InelusiveDates Public Works Work Orders 3 years July 2010—June 2015 Cemetery Invoices 3 years July 2005 —June 2015 Cemetery Receipt Book 3 years July 1995—June 2009 Waste Water Plant Invoices 3 years July 2010—June 2014 Public Works Invoices 3 years July 2010—June 2015 Landfill Tickets 3 years July 2007—June 2015 Fuel Reports 3 years July 2008 —June 2011 Submitted By: Lisa Nixon Printed Name/Signature Department: Public Works DUNN DUNN _ - DLNN All•AmericaCity it, 1 d.nr All•AmericaCity 1 I City Council Agenda Form 1 Meeting Date: October 1989 * 2013 1989 * 2013 SUBJECT TITLE: Accept Grant Contract with NC Department of Natural and Cultural Resources -Tart Park Presenter: Mark Stephens (n5 Department: Finance Attachment: X Yes No Description: Grant Contract Public Hearinq Advertisement Date: PURPOSE: To accept grant contract with NC Department of Natural and Cultural Resources for improvements at Tart park BACKGROUND: in the recently adopted State budget a special allocation of $500,000 was approved for the City of Dunn for improvements at Tart Park. BUDGET IMPACT: No additional City Match is required with this grant. RECOMMENDATION/ACTION REQUESTED: Approve Grant Contract with NC Department of Natural and Cultural Resources for improvements at Tart Park. PLEASE PROVIDE: Sixteen (15) copies of all pertinent attachments with the Agenda Abstract to the City Clerk no later than noon in accordance with the schedule that you have been given. Grant Contract This Contract is hereby entered into by and between the North Carolina Department of Natural and Cultural Resources (the "Agency") and the City of Dunn, a unit of local government (the "Grantee") (referred to collectively as the "Parties"). The Grantee's federal tax identification number is 56-6001214. This Contract consists of the following documents: 1) The General Terms and Conditions 2) The Scope of Work, description of services (Attachment A) 3) The line item budget (Attachment B) 4) Notice of Certain Reporting and Audit Requirements (Attachment C) These documents constitute the entire agreement and "Contract" between the Parties and supersede all prior oral or written statements or agreements. The awarding of this grant is subject to allocation and appropriation of funds to the Agency for the purposes set forth in the contract. General Terms and Conditions DEFINITIONS Except as otherwise provided in the Contract documents, the terms below shall have the following meanings in this Contract. "Agency" means the North Carolina Department of Natural and Cultural Resources. "Audit" means an examination of records or financial accounts to verify their accuracy. "Certification of Compliance" means a report provided by the Grantee to the Agency that states that the Grantee has met the reporting requirements established by this Contract and included as a statement of certification by the Agency as part of the Grantee reporting package. "Compliance Supplement" refers to the North Carolina State Compliance Supplement, maintained by the State and Local Government Finance Agency within the North Carolina Department of State Treasurer that has been developed in cooperation with agencies to assist the local auditor in identifying program compliance requirements and audit procedures for testing those requirements. "Contract" means a legal instrument that is used to document a relationship between the Agency and the Grantee. "Fiscal Year" means the annual operating year of the non -State entity. "Financial Statement" means a report providing financial statistics relative to a given part of an organization's operations or status. "Grant" means financial assistance provided by a State agency to an eligible grantee to carry out activities identified in the Grant Contract. Page 1 of 13 "Grantee" means an entity that receives State financial assistance. "Local Government" has the meaning in G.S. 159-7(15) "Non -State Entity" has the meaning in G.S. 143C-1-1(d)(18). "Single Audit" means an audit that includes an examination of an organization's financial statements, internal controls, and compliance with the requirements of Federal or State awards. "State financial assistance" means State funds disbursed as a grant, cooperative agreement, non -cash contribution, food commodities, or direct appropriation to a grantee or subrecipient as defined in this Contract. "Special Appropriation" means a legislative act authorizing the expenditure of a designated amount of public funds for a specific purpose. "State Funds" means any funds appropriated by the North Carolina General Assembly or collected by the State of North Carolina. State funds include federal financial assistance received by the State and transferred or disbursed to non -State entities. Both Federal and State funds maintain their identity as they are disbursed as financial assistance to other organizations. "Subrecipient" means a non -State entity that receives State financial assistance from a Grantee to carry out part of a State program; but does not include an individual that is a beneficiary of such program. TERMS AND CONDITIONS 1. Choice of Law: The validity of this Contract and any of its terms or provisions, as well as the rights and duties of the Parties to this Contract, are governed by the laws of North Carolina. The Grantee, by signing this Contract, agrees and submits, solely for matters concerning this Contract, to the exclusive jurisdiction of the courts of North Carolina and agrees, solely for such purpose, that the exclusive venue for any legal proceedings shall be Wake County, North Carolina. The place of this Contract and all transactions and agreements relating to it, and their situs and forum, shall be Wake County, North Carolina, where all matters, whether sounding in contract or tort, relating to the validity, construction, interpretation, and enforcement shall be determined. 2. Grantee's Duties: The Grantee shall complete and submit to the Agency the "REQUEST FOR PAYMENT OF APPROPRIATION(S) FROM NORTH CAROLINA GENERAL FUND" form, created by North Carolina's Office of State Budget and Management (OSBM), including the required enclosures. The Grantee shall provide the services as described in Attachment A, Scope of Work and Description of Services and in accordance with the approved budget in Attachment B. The Grantee may make line item adjustments of less than ten percent (10%) for budgeted expenditures without prior approval from the Agency, except if the adjustment would exceed the total grant amount. For line item adjustments of ten percent (10%) or more for budgeted expenditures, the Grantee shall submit a written request for approval to the Agency and include a justification for the adjustment. Line item adjustments requiring approval shall be effective only upon a dually executed amendment between the parties, in accordance with Paragraph 21 of this Agreement. Amendments executed under this Paragraph shall include the new line item adjustment(s) (Attachment B) and any changes in the Scope of Work and Description of Services (Attachment A) related to the duties and services affected by the line item adjustment. An amendment that fails to comply with the requirements of this Paragraph shall not be binding upon the Page 2 of 13 parties. A violation of this Paragraph shall constitute a material breach and shall entitle the non - breaching party to all rights and actions available to it under the law. In addition, the Grantee shall maintain all grant records for a period of five years or until all audit exceptions have been resolved, whichever is longer. 3. Agency Duties: Grants shall be paid at the direction of the Director of State Budget. The total amount paid by the Agency to the Grantee under this Contract is $500,000. The Agency may provide monitoring and oversight through a combination of periodic e-mails, calls, visits, and review of reports, invoices and deliverables. 4. Independent Contractor: The Grantee is and shall be deemed to be an independent contractor in the performance of this Contract and as such shall be wholly responsible for the work to be performed and for the supervision of its employees. The Grantee represents that it has, or shall secure at its own expense, all personnel required in performing the services under this Contract. Such employees shall not be employees of, or have any individual contractual relationship with, the Agency. 5. Ivey Personnel: The Grantee shall not substitute key personnel assigned to the performance of this contract without prior written approval by the Agency's Contract Administrator, The individuals designated as key personnel are those specified in Paragraph 34 of this Contract. 6. Assignment: No assignment of the Grantee's obligations or the Grantee's right to receive payment hereunder shall be permitted. However, upon written request approved by the Agency, the Agency may: (a) Forward the Grantee's payment check(s) directly to any person or entity designated by the Grantee, or (b) Include any person or entity designated by Grantee as a joint payee on the Grantee's payment check(s). In no event shall such approval and action obligate the Agency to anyone other than the Grantee and the Grantee shall remain responsible for fulfillment of all contract obligations. Beneficiaries: Except as otherwise provided herein, this Contract shall inure to the benefit of and be binding upon the Parties hereto and their respective successors. It is expressly understood and agreed that the enforcement of the terms and conditions of this Contract, and all rights of action relating to such enforcement, shall be strictly reserved to the Agency and the named Grantee Nothing contained in this document shall give or allow any claim or right of action whatsoever by any other third person. It is the express intention of the Agency and Grantee that any such person or entity, other than the Agency or the Grantee, receiving services or benefits under this Contract shall be deemed an incidental beneficiary only. 8. Indemnification: The Grantee shall hold and save the State, its officers, agents, and employees, harmless from liability of any kind, including all claims and losses accruing or resulting to any other person, firm, or corporation furnishing or supplying work, services, materials, or supplies in connection with the performance of this Contract, and from any and all claims and losses accruing or resulting to any person, firm, or corporation that may be injured or damaged by the Grantee in the performance of this Contract and that are attributable to the negligence or intentionally tortious acts of the Grantee. 9. Termination by Mutual Consent: The Parties may terminate this Contract by mutual consent with 60 days' written notice to the other Party, or as otherwise provided by law. In that event, all finished or unfinished deliverable items prepared by the Grantee under this Contract shall, at the option of the Agency, become its property. If the Contract is terminated by the Agency as provided herein, the Grantee shall be paid for services satisfactorily completed, less payment or compensation previously Page 3 of 13 made. Unexpended funds held by the Grantee shall revert to the Agency upon termination of this Contract. 10. Termination for Cause: If, through any cause, the Grantee shall fail to fulfill its obligations under this Contract in a timely and proper manner, the Agency shall have the right to terminate this Contract by giving written notice to the Grantee and specifying the effective date thereof. Unexpended funds held by the Grantee shall revert to the Agency upon termination of this Contract. In that event, all finished or unfinished deliverable items prepared by the Grantee under this Contact shall, at the option of the Agency, become its property and the Grantee shall be entitled to receive just and equitable compensation for any satisfactory work completed on such materials, minus any payment or compensation previously made. Notwithstanding the foregoing provision, the Grantee shall not be relieved of liability to the Agency for damages sustained by the Agency by virtue of the Grantee's breach of this Contract, and the Agency may withhold any payment due the Grantee for the purpose of setoff until such time as the exact amount of damages due the Agency from such breach can be determined. In case of default by the Grantee, the State may procure the services from other sources and hold the Grantee responsible for any excess cost occasioned thereby. The State reserves the right to require a performance bond or other acceptable alternative performance guarantees from successful offeror without expense to the State. In addition, in the event of default by the Grantee under this Contract, the State may immediately cease doing business with the Grantee, immediately terminate for cause all existing contracts the State has with the Grantee, and de -bar the Grantee from doing future business with the State. Upon the Grantee filing a petition for bankruptcy or the entering of a judgment of bankruptcy by or against the Grantee, the State may immediately terminate, for cause, this Contract and all other existing contracts the Grantee has with the State, and de -bar the Grantee from doing future business. 11. Waiver of Default: Waiver by the Agency of any default or breach in compliance with the terms of this Contract by the Grantee shall not be deemed a waiver of any subsequent default or breach and shall not be construed to be modification of the terms of this Contract unless stated to be such in writing, signed by an authorized representative of the Agency and the Grantee and attached to the Contract. 12. Availability of Funds: The Parties to this Contract agree and understand that the payment of the sums specified in this Contract is dependent and contingent upon and subject to the appropriation, allocation, and availability of funds for this purpose to the Agency. 13. Force Majeure: Neither Party shall be deemed to be in default of its obligations hereunder if and so long as it is prevented from performing such obligations by any act of war, hostile foreign action, nuclear explosion, riot, strikes, civil insurrection, earthquake, hurricane, tornado, or other catastrophic natural event or act of God. 14. Survival of Promises: Except as otherwise provided herein or unless superseded by applicable federal or State statute of limitations, all promises, indemnifications, requirements, terms conditions, provisions, representations, guarantees, and warranties contained herein shall survive the Contact expiration or termination date. 15. Copyrights and Ownership of Deliverables: All deliverable items produced pursuant to this Contract are the exclusive property of the Agency. The Grantee shall not assert a claim of copyright or other property interest in such deliverables. Page 4 of 13 16. Federal Intellectual Property Bankruptcy Protection Act: The Parties agree that the Agency shall be entitled to all rights and benefits of the Federal Intellectual Property Bankruptcy Protection Act, Public Law 100-506, codified at 11 U.S.C. 365 (n) and any amendments thereto. 17. Compliance with Laws: The Grantee shall comply with all laws, ordinances, codes, rules, regulations, and licensing requirements that are applicable to the conduct of its business, including those of federal, state, and local agencies having jurisdiction and/or authority. 18. Equal Employment Opportunity: The Grantee shall comply with all federal and State laws relating to equal employment opportunity. The Grantee shall take affirmative action in complying with all Federal and State requirements concerning fair employment and employment of people with disabilities, and concerning the treatment of all employees without regard to discrimination by reason of race, color, religion, sex, national origin, or disability. 19. Access to Persons and Records: The State Auditor and the Agency Internal Auditors shall have access to persons and records as a result of all contracts or grants entered into by State agencies or political subdivisions in accordance with N.C.G.S §. 147-64.7. The Grantee shall retain all records for a period of five years following completion of the Contract. Additionally, as the State funding authority, the Agency shall have access to persons and records as a result of all contracts or grants entered into by State agencies or political subdivisions. 20. Record Retention: Records created or obtained under this Contract shall not be destroyed, purged or disposed of without the express written consent of the Agency. State basic records retention policy requires all grant records to be retained for a minimum of five years or until all audit exceptions have been resolved, whichever is longer. If the Contract is subject to federal policy and regulations, record retention may be longer than five years since records must be retained for a period of three years following submission of the final Federal Financial Status Report, if applicable, or three years following the submission of a revised final Federal Financial Status Report. Also, if any litigation, claim, negotiation, audit, disallowance action, or other action involving this Contract has been started before expiration of the five-year retention period described above, the records must be retained until completion of the action and resolution of all issues which arise from it, or until the end of the regular five-year period described above, whichever is later. 21. Amendment: This Contract may not be amended orally or by performance. Amendments shall be made in writing on a form prepared by the Agency and duly executed by an authorized representative of the Agency and the Grantee. 22. Severability: In the event that a court of competent jurisdiction holds that a provision or requirement of this Contract violates any applicable law, each such provision or requirement shall continue to be enforced to the extent it is not in violation of law or is not otherwise unenforceable and all other provisions and requirements of this Contact shall remain in full force and effect. 23. Headings: The Section and Paragraph headings in these General Terms and Conditions are not material parts of the Contract and should not be used to construe the meaning of any text or content thereof. 24. Certification Regarding Collection of Taxes: N.C.G.S. § 143-59.1 bars the Secretaty of Administration from entering into contracts with vendors that meet one of the conditions of N.C.G.S. 105-164.8(b) and yet refuse to collect use taxes on sales of tangible personal property to purchasers in North Carolina. The conditions include: (a) maintenance of aretail establishment or office; (b) presence Page 5 of 13 of representatives in the State that solicit sales or transact business on behalf of the vendor; and (c) systematic exploitation of the market by media -assisted, media -facilitated, or media -solicited means. The Grantee certifies that it and all of its affiliates (if any) collect all required federal, State and Local taxes. 25. Sales/Use Tax Refunds: If eligible, the Grantee and all subrecipients shall: (a) ask the North Carolina Department of Revenue for a refund of all sales and use taxes paid by them in the performance of this Contract, pursuant to N.C.G.S. § 105-164.14; and (b) exclude all refundable sales and use taxes from all reportable expenditures before the expenses are entered in their reimbursement reports. 26. Travel Expenses: Travel expenses shall not be reimbursed in the performance of this Contract. If travel is necessary in the performance of this Contract, it shall be included in the approved project budget and narrative. 27. Entire Agreement: This Contract and any documents incorporated specifically by reference represent the entire agreement between the Parties and supersede all prior oral or written statements or agreements. This Contract and any addenda thereto, are incorporated herein by reference as though set forth verbatim. All promises, requirements, terms, conditions, provisions, representations, guarantees, and warranties contained herein shall survive the Contract expiration or termination date unless specifically provided otherwise herein, or unless superseded by applicable Federal or State statutes of limitation. 28. By N.C.G.S. §133-32, it is unlawful for any vendor or contractor (i.e. architect, bidder, contactor, construction manager, design professional, engineer, landlord, offeror, seller, subcontractor, supplier, or vendor) to make gifts or to give favors to any State employee of the Governor's Cabinet Agencies. This prohibition covers those vendors and contactors who: (1) have a contract with a government agency; or (2) have performed under such a contract within the past year; or (3) anticipate bidding on such a contract in the future. The requirements of N.C.G.S. § 133-32 are hereby incorporated by reference, including any subsequent amendments thereto, and shall apply to all vendors and subcontractors under this Contract. 29. Effective Period: This Contract shall be effective upon signature by all Parties to this Contract and shall terminate upon final expenditure of all funds and submission of all reports as required by law. 30. Conflict of Interest Policy: Grantees shall have a policy addressing conflicts of interest that may arise involving the Grantee's management employees and the members of its governing body. The policy shall address situations in which any of these individuals may directly or indirectly benefit, except as the Grantee's employees or members of its board or other governing body, from the Grantee's disbursing of state funds and shall include actions to be taken by the Grantee or the individual, or both to avoid conflicts of interest and the appearance of impropriety. 31. Requirements: This Contact is subject to the reporting requirements described in the Notice of Certain Reporting and Audit Requirements (Attachment Q. The Grantee must ensure that grant funds dispersed under this Contract are audited in compliance with State and federal audit requirements for local governments and public authorities, institutions of higher education, and nonprofit organizations, and, as applicable, according to the standards of the federal Single Audit Act and Circular A-133 "Audits of States, Local Governments, and Nonprofit Page 6 of 13 Organizations" as supplied by the Executive Office of the President, Office of Management and Budget, Washington, DC. 32. Disbursements: As a condition of this Contract, the Grantee acknowledges and agrees to make disbursements in accordance with the following requirements: (a) Implement adequate internal controls over disbursements; (b) Ensure sufficient account coding information to provide for tracking of grant funds through the Grantee's accounting system; (c) Assure adequate control of signature stamps/plates; (d) Assure adequate control of negotiable instruments; and (e) Implement procedures to ensue that all account balances are solvent and reconcile the account monthly. 33. Outsourcing/Assignability/Subcontracting: The Grantee shall not subcontract any of the work contemplated under this Contract without prior written approval from the Agency. The Agency shall not be obligated to pay for any work performed by any unapproved subcontractor or subrecipient. The Grantee or subrecipient is not relieved of any of the duties and responsibilities of this Contract. Furthermore, any subrecipient must agree to abide by the standards contained in this Contract and to provide all information to allow the Grantee to comply with these standards. 34. Contract Administrators: All notices permitted or required to be given by one Party to the other and all questions about the Contract from one Party to the other shall be addressed and delivered to the other Parry's Contact Administrator. The name, post office address, street address, telephone number, fax number, and email address of the Parties' respective initial Contract Administrators are set out below. Either Party may change the name, post office address, street address, telephone number, fax number, or email address of its Contract Administrator by giving written notice to the other Party within 30 calendar days of such change. For the Agency: IF DELIVERED BY US POSTAL SERVICE IF DELIVERED BY ANY OTHER MEANS Name Title Joshua Davis, Strategy and Policy Name Title Joshua Davis, Strategy and Policy Advisor Agency Department of Natural and Cultural Advisor Agency Department of Natural and Cultural Resources Resources Mail Service Center Number 4605 Street Address 109 East Jones Street Raleigh, NC 27699-4605 City, NC Zip Raleigh, NC 27601 Telephone 919-807-7277 Fax 919-733-6993 Email Joshua.Davis@ncdcr.gov Page 7 of 13 For the Grantee: IF DELIVERED BY US POSTAL SERVICE IF DELIVERED BY ANY OTHER MEANS Mark Stephens Email: MStephens@dunn-nc.org Finance Director City of Dunn PO Box 1065 Dunn, NC 28335 Tel 910-230-3515 35. Signature Warranty: The undersigned represent and warrant that they are authorized to bind their principals to the terms of this Contract. [THIS SPACE INTENTIONALLY LEFT BLANK] Page 8 of 13 In Witness whereof, the Grantee and the Agency have executed this Contract in duplicate originals, with one original being retained by each Party. CITY OF DUNN Signature of Authorizing Official Oscar N. Hams Printed Name ATTEST: Tammy Williams, City 10-09-2018 Date Title NORTH CAROLINA DEPARTMENT OF NATURAL AND CULTURAL RESOURCES Signature of Authorizing Official Date Printed Name Title Signature of the Chief Financial Officer Date Printed Name Chief Financial Officer North Carolina Source of Funds: Account Code: 536611 Page 9 of 13 Attachment A t Scope of Work The Grantee was awarded a Parks and Recreation Trust Fund (PARTF) grant of $350,000. The PARTF grant requires a minimum match of $350,000; however, the Grantee decided and agreed upon a match of $825,000 for the PARTF grant. The $500,000 nonrecurring legislatively directed grant from the Agency will be used towards this PARTF match. The remaining portion of the match of $325,000 will be covered by the Grantee. The entire project will be completed in two Phases. These funds will be used for Phase I that has an estimated total cost of $1,175,000 with construction scheduled to begin summer of 2018 and projected to be complete in fall of 2020. The Grantee will use the $500,000 legislatively directed grant to fund a portion of Phase I by June 30, 2019. Due to very limited County facilities in the area, the Grantee provides needed recreation facilities and programs for the citizens in the eastern portion of Harnett County in addition to their municipal service district. Dunn plays a significant role in the area that otherwise would have very limited recreation opportunities. Over the last 25 years, there have been significant increases in the population served by the Parks Department. Unfortunately, funding resources are severely limited to keep up with demand. According to US Census data, from 1990 to present, the Grantee has seen over a 7% increase in population. The surrounding area in the County that the City Parks Department serves has seen similar increases. While this growth in the area has been rewarding for the overall vitality of the Grantee, it has placed challenges on the Parks and Recreation Department to meet the needs of the citizens with the limited funds they have available. The Clarence Lee Tart Memorial Park is the Grantee's only community park in Dunn. However, with current limited facilities and significant growth in users over the last few years, the park is restricted from providing adequate recreation opportunities. The improvement noted below will greatly assist in filling this void. The citizens noted a specific lack of recreational opportunities in both non -related sports, overuse of the current fields and the need for new fields due to increasing demand. Also, focusing on a healthier lifestyle, it was important to the citizens to incorporate and increase exercise opportunities. Specific inclusion by persons with disabilities was also important. To address these needs, this location will also expand the current park to a greater community presence. Clarence Lee Tart Memorial Park is located adjacent to residential neighborhoods, near a school academy, blocks of the downtown area and within close proximity to Interstate 95. Therefore, the park serves a very important part of the community as a gathering place for citizens PROJECT BENEFITS Having a progressive parks and recreation parks system is beneficial to both the individual and the community as a whole. These benefits include: Reduces crime Provide economic benefits by promoting quality -of -life opportunities Promotes a sense of community pride Provide opportunities for citizens to participate in volunteer activities Provides facilities that promote interaction among individual citizens Provides open space and protects environmentally sensitive areas Page 10 of 13 Individual benefits include: Increases overall wellness and health Provides a relaxed venue outside the work place Allows creativity Promote self -interaction among individuals Provides a means of volunteerism PROJECT DESCRIPTION The improvements noted below are a direct result of needs expressed in the citizen participation process, detailed site analysis, and feedback from the staff. They have been endorsed by the Parks and Recreation Advisory Board, area Civic groups and the City Council. The use of park facilities continues to increase. Furthermore, with the influx of new residences the current park offerings are not adequate to provide current or future needs. The new improvements will begin to address these issues. The Grantee is committed to continued enhancement of recreation opportunities for their citizens. Phasel will include the construction of a control tower with press box, restrooms and concessions. While currently having a small restroom structure, the construction of the control tower building shall replace a concession/restrroom facility that was destroyed by fine in 2016. To provide citizen and ADA access to the surrounding area, the walking trail will be expanded to the street and loop to the existing trail. This shall add over .4 miles to the trail network and include fitness stations. The trail and a portion of the fitness station shall be ADA compliant. Because of inadequate grading making the existing baseball field 44 unplayable and creating safety concerns, baseball field #4 shall be relocated and reconfigured to current standards. Updated lighting shall also be added to replace inadequate wood pole lighting that does not meet current safety standards. A new batting cage shall also be constructed. A new regulation senior soccer field (high school standards) shall be constructed to meet current and future demands. This field shall serve a multi -purpose for various sports and can be reconfigured to two smaller fields. In addition to the walking/fitness trail, to addresses shortages in non -sports activities, a nine -hole disc golf course will be constructed around the perimeter of the site. Citizens have used the park as a gathering place for the neighborhood and interaction with community. The improvements proposed will help insure that these opportunities will continue. The project shall be constructed to take advantage of green and Low Impact Design (LID) by the use of energy saving fixtures and material reuse. Page 11 of 13 Attachment B Line Item Budget and Narrative Revenues Legislatively Directed Grant $500,000 Expenditures Construction management, site planning, preliminary design, survey and appraisals, and application costs 125,000 Building, Renovations, and Landscaping 375,000 Total Expenditures 1 $500,000 The use of the Legislatively Directed Grant will include Building, Renovations, and Landscaping as listed in the Line Item Budget. These funds will be used towards some the following: Control/score tower, restroom, concession building, walking trail with link to adjoining neighborhood, new multipurpose field (Includes grading and groundcover), large ballfield relocation (Includes grading, fencing and groundcover), remove and replace/install field lighting (in the large existing ballfield), install field lighting (in a large relocated ballfield), install field lighting (on the existing small field), batting cage, fitness/exercise stations along walking trail, disc golf (9 holes), and landscaping. Page 12 of 13 " Attachment C Notice of Certain Reporting and Audit Requirements The Grantee shall comply with the all rules and reporting requirements established by State statute or administrative rules. For convenience, the requirements are set forth in this Attachment. Reporting Thresholds. There are three reporting levels established for grantees and subrecipients receiving State financial assistance. Reporting levels are based on the level of State financial assistance from all funding sources. The reporting levels are: (1) Level I — A grantee or subrecipient that receives, holds, uses, or expends State financial assistance in an amount less than twenty-five thousand dollars ($25,000) within its fiscal year. (2) Level 11 - A grantee or subrecipient that receives, holds, uses, or expends State financial assistance in an amount of at least twenty-five thousand ($25,000) or greater, but less than five hundred thousand dollars ($500,000) within its fiscal year. (3) Level III — A grantee or subrecipient that receives, holds, uses, or expends State financial assistance in an amount equal to or greater than five hundred thousand dollars ($500,000) within its fiscal year. Reporting requirements for grantees that meet the following reporting standards on an annual basis: (1) All grantees and subrecipients shall provide a certification that State financial assistance received or, held was used for the purposes for which it was awarded. (2) All grantees and subrecipients shall provide an accounting of all State financial assistance received, held, used, or expended. (3) Level II and III grantees and subrecipients shall report on activities and accomplishments undertaken by the Grantee, including reporting on any performance measures established in this Contract. (4) Level III grantees and subrecipients shall have a single or program -specific audit prepared and completed in accordance with Generally Accepted Government Auditing Standards, also known as the Yellow Book. All reports shall be filed with the Agency in the format and method specified by the Agency no later than three months following the end of the Grantee's fiscal year. Audits must be provided to the funding Agency no later than nine months following the end of the Grantee's fiscal year. The Grantee shall use the reporting package forms provided by the Agency in making and submitting reports to the Agency. Unless prohibited by law, the costs of audits made in accordance with the provisions of this Contract shall be allowable charges to State and Federal awards. The charges may be considered a direct cost or an allocated indirect cost, as determined in accordance with cost principles outlined in the Code of Federal Regulations, 2 CFR Part 200. The cost of any audit not conducted in accordance with this Contract shall not be charged to State awards. Notwithstanding the provisions of this Contract, a grantee may satisfy the reporting requirements of this Contract by submitting a copy of the report required under federal law with respect to the same funds. Page 13 of 13 -r .- � :-s xa ear. City Con ncil Agenda Form Meeting Date: October 9 2018 SUBJECT TITLE: School Resource Officer Program MOU Presenter: Attachment: X Yes No Description: Memorandum of Public Hearing Advertisement Date: PURPOSE: The City Council is being asked to approve this Memorandum of Understanding between the Harnett County Board of Education, City of Dunn and Dunn Police Department for School Resource Officers to be provided by the City of Dunn for Harnett Primary School and Wayne Avenue School to become effective as of October 1, 2018. 3ACKGROUND: BUDGET IMPACT: RECOMMENDATION/ACTION REQUESTED: Approval of the Memorandum of Understanding effective October 1, 2018 between the Harnett County Board of Education, the City of Dunn and City of Dunn Police Department for the School Resource Officer Program at Harnett Primary School and Wayne Avenue School. SCHOOL RESOURCE OFFICER PROGRAM MEMORANDUM OF UNDERSTANDING (MOU) This Memorandum of Understanding ("MOU") effective October 1, 2018 is made and entered into by and between the Harnett County Board of Education (hereinafter referred to as the ("Board"), the governing body of the Harnett County Schools (hereinafter referred to as "HCS"), the City of Dunn (hereinafter referred to as the "City") and the City of Dunn Police Department (hereinafter referred to as the "DPD"). WITNESSETH: WHEREAS, the Board, City, and the DPD recognize the benefits of the School Resource Officer Program to the citizens of Harnett County, North Carolina, and particularly to the students, parents, and staff of the public school system of Harnett County, North Carolina; WHEREAS, the Board desires to have City and the DPD provide School Resource Officers to certain schools within the HCS; WHEREAS, City and the DPD are willing to provide School Resource Officers to certain schools within the HCS; and WHEREAS, it is in the best interest of the Board, City, and the DPD, and the citizens of Harnett County to establish the School Resource Officer Program as hereinafter described. NOW, THEREFORE, in consideration of the promises and covenants of the parties herein contained, and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the Board, City, and the DPD do hereby agree as follows: Article I Purpose, Goals and Objective, and Governing Principles This MOU outlines the goals and guiding principles as agreed to by and between the Board, City, and the DPD in order to foster an efficient and cohesive program that will build a positive relationship between law enforcement officers, school administrators, parents, and the students in HCS. A School Resource Officer Program is hereby established in the public school system of Harnett County, North Carolina to promote a safe and secure environment on the campuses of HCS. The ultimate goal of the School Resource Officer Program is to provide a safe, inclusive, and positive learning environment for all students and educators. School policing is intended to promote a safe, welcoming, and inclusive environment for all students, staff, and other members of the school community while recognizing that sworn police officers have constitutional, statutory, and professional standards by which they are bound. The parties agree that in compliance with the law, the parties shall administer the School Resource Page 1 of 13 Officer Program established under this MOU without discrimination against any person on the basis of sex, gender, gender identity, race, color, religion, national origin, age, or disability. In particular, under no circumstances will any representative of any of the parties engage in any conduct in violation of state or federal anti -discrimination laws in their interactions with students, including, but not limited to, any retaliation for reporting, alleging, or filing complaints concerning any alleged discrimination. Article II Duties of the DPD City, through the DPD, shall provide School Resource Officers (each, an "SRO," collectively "SROs") as follows: 1. Qualifications of SROs. The DPD shall assign regularly employed law enforcement officers to serve as SROs in certain HCS schools. Each assigned SRO will be a certified law enforcement officer by the State of North Carolina and must complete a 40 hour School Resource Officer training course through the North Carolina Justice Academy and obtain Crisis Intervention Training (CIT) certification through the Harnett County CIT training program. If an officer does not possess SRO training and/or CIT certification at the time of assignment, the DPD will ensure that the officer participates in any necessary coursework to receive the training and certification at the next available course offering. 2. Assignment of SROs. SRO positions shall be filled by the DPD's directives and selection process. SROs should have no substantiated evidence of harassment, discrimination, disproportionate minority contact, improper use of force, or other serious performance issues in their work history that would make the officer inappropriate for performing duties as a SRO. In addition, SROs should have positive experience wonting with youth and/or in a school setting, and should be willing and able to serve as mentors for students. HCS may provide feedback to the DPD regarding SRO selection. The DPD shall ensure that all SROs participate in an orientation process conducted in collaboration between the DPD and HCS to provide an overview of the School Resource Officer Program and review HCS policies and procedures. 3. Assignment of SRO Supervisor. The DPD shall designate a regularly employed law enforcement officer to supervise the assigned SROs and to coordinate the functions of the SRO Program with the Superintendent or designee. The duties of the SRO supervisor shall include: coordinating work assignments of the SROs between various campuses; ensuring SRO compliance with directives and policies of the DPD and the HCS; coordinating SRO scheduling and work hours (vacation requests, sick leave, etc.); and addressing concerns and complaints regarding performance and conduct of SROs in collaboration with HCS and in accordance with DPD protocols. 4. SRO Trainings. The DPD shall ensure that its SROs maintain minimum in-service training and certification requirements as would normally apply to all other certified officers in the DPD in addition to any training and certification required under this MOU. Page 2 of 13 5. SRO Guidance Sessions. The DPD shall require all SROs to attend HCS or DPD orientations and guidance sessions designed for SROs that may occur periodically during the school year, so long as the scheduling of the guidance sessions offered do not conflict with assignments from the DPD. Such guidance sessions shall be designed to provide resources to SROs on topics relevant to the School Resource Officer Program, such as: working with students with disabilities and special needs; student records and privacy issues; cultural competency and nondiscriminatory administration of school discipline; positive behavior interventions and supports; restorative justice and alternatives to incarceration programs; and mediation and conflict resolution processes with students. Repeated failure to attend guidance sessions without a valid reason or proper notice may be grounds for the Superintendent to request removal of a SRO pursuant to Article VI herein. Other law enforcement officers who supervise SROs will be strongly encouraged to attend such sessions. 6. SRO Work Hours and Absences. The DPD shall not utilize the SROs during the designated workday for duties other than set forth herein, except in emergency situations that necessitate removal of one or more SROs from their normal duties pursuant to this MOU. In the event a SRO is temporarily unavailable on campus due to training, illness, approved leave, court hearing, or other reasons, the DPD shall notify the principal in advance and provide a replacement officer, whenever possible. The DPD agree to use all reasonable efforts to prioritize the assignment of replacement officers at high school campus sites. 7. Reporting. At least quarterly, the DPD agrees to provide to HCS reports of the aggregated number of referrals (reported by race, gender, and school assignment) of HCS students by the SRO to the adult criminal justice system, juvenile petitions, teen court referrals, and/or referrals to any formal mediation program. Article IH Board Expectations of the SRO While Serving on School Property 1. SRO Work Hours Uniforms and Visibility on Campus. The SRO shall remain on the school grounds during normal school hours, except when necessary to attend to a law enforcement emergency, to attend any meetings or tramings described in this MOU, or on limited occasions to attend to official law enforcement business off -campus. With the exception of emergency situations out of the SRO's control, the SRO shall give the SRO supervisor and principal or designee reasonable advance notice of any times when the SRO is not expected to be on campus during normal school hours, and the DPD will provide replacement officers to the extent possible in accordance with Article II, Section 6 of this MOU. The SRO shall wear the official law enforcement uniform or other apparel issued by the DPD at all times while serving on Board property and shall make best efforts to maintain high visibility at all times when practical and safe to do so, especially in areas where incidents of crime or violence are most likely to occur. The SRO shall, whenever possible and in accordance with guidance fiom the school principal or designee, participate in or attend school functions during the SRO's regular duty hours in order to assure the peaceful operation of school -related programs. Security services for extracurricular Page 3 of 13 activities held outside of school hours shall be addressed, if necessary, through a separate contract between the Board and each DPD for law enforcement officer services. 2. SRO Mentoring and Outreach. Each SRO shall conduct himself or herself as a role model at all times and in all facets of the job; shall seek to establish a strong rapport with staff, faculty, students, and others associated with the school; and shall encourage students to develop positive attitudes towards the school, education, law enforcement officers, and positive living in general. a. Interaction with parent and faculty groups. The SRO shall be strongly encouraged to attend meetings of parent and faculty groups to solicit their support and understanding of the School Resource Officer Program and to promote awareness of law enforcement functions during the SRO's regular duty hours. b. Information on community resources. The SRO shall be familiar with community resources that offer assistance to youths and their families, including but not limited to mental health clinics and drug treatment centers, and shall provide information on such resources to students, parents, and/or school administrators when appropriate. In addition, the SRO shall provide information to the school principal, students, and parents regarding additional resources offered by community programs or organizations providing afterschool and summer programs and opportunities for youth. 3. School Discipline. The school administrator shall be solely responsible for implementing the student Code of Conduct and discipline policies. The school administration, not the SRO, has primary responsibility for maintaining order in the school environment and for investigating and responding to school disciplinary matters. The SRO shall refer any reports or concerns relating to student discipline to the principal or designee and shall not independently investigate or administer consequences for violations of the Student Code of Conduct or any school disciplinary rules. The SRO should generally not have any further involvement in routine disciplinary matters, such as tardiness, loitering, noncompliance, the use of inappropriate language, dress code violations, minor classroom disruptions, disrespectful behaviors, and other similar minor infractions of school rules. School officials shall only request SRO assistance when necessary to protect the health and safety of staff, students, or others on school property. a. Searches. The SRO shall not conduct or participate in searches of students or their belongings in school disciplinary investigations unless their assistance is requested by school personnel to maintain a safe and secure school environment. b. Interrogations. The SRO will not be involved in questioning of students initiated and conducted by school personnel in disciplinary matters unless requested by the school personnel to maintain a safe and secure school environment. If the SRO's presence is requested under these circumstances, the SRO shall confine his or her involvement to what is reasonably necessary to protect the safety and security of Page 4 of 13 members of the school community and shall not lead the investigation or actively question students. 4. Joint Law Enforcement and School Discipline Investigations. In cases where school disciplinary investigations and law enforcement investigations into criminal activity overlap and relate to matters affecting health or safety (e.g., when both the school administration and SRO are investigating matters related to the presence of drugs or weapons on campus), it may be appropriate for school administrators and SROs to work in tandem. In such events, the criminal investigation takes precedence over school disciplinary issues. In such circumstances, the SRO shall be mindful of and clarify his or her role as a law enforcement officer conducting a law enforcement investigation when interviewing student witnesses, particularly students suspected of criminal wrongdoing. The SRO shall also adhere to all appropriate laws and standards governing law enforcement investigations and not assume that laws and standards that govern school disciplinary investigations will also apply to him or her in the course of conducting a criminal investigation. 5. Law Enforcement Actions and Safety Interventions. The SRO may initiate appropriate law enforcement actions to address criminal matters, including matters that threaten the safety and security of the school or its occupants, and/or intervene with staff or students (with or without a referral from school staff) when necessary to ensure the immediate safety of persons on school property in light of an actual or imminent threat to health or safety. Any such intervention shall be reasonable in scope and duration in light of the nature of the circumstances presented and shall be reasonably calculated to protect the physical safety of members within the school community, while minimizing, to the extent possible, any unintended negative effects on students. All law enforcement actions and interventions to protect the safety of others shall be consistent with all applicable laws, regulations, and policies. Use of force may be implemented pursuant to DPD procedures and protocols as well as all applicable laws, if objectively reasonable based on the totality of the circumstances, and shall not be excessive, arbitrary, or malicious. The SRO also shall, whenever possible, advise the principal before requesting additional law enforcement assistance on campus and shall request such assistance only when necessary to protect the safety or security of those present on school property. a. Investigations and Arrests. Criminal investigations and arrests by SROs will be conducted in accordance with all applicable legal requirements, including all applicable laws, regulations, and policies governing the use of force, interrogations, searches, and arrests. The SRO shall promptly notify appropriate school authorities whenever the SRO asks a student questions of an investigative nature or takes any direct law enforcement action against a student. However, notification may be withheld until deemed appropriate by the SRO if such notification would endanger a student or any other person, or compromise an ongoing criminal investigation. The appropriate school authorities shall promptly notify the parent(s) or guardian(s) of: any student suspected of criminal wrongdoing; whenever a SRO asks a student questions of an investigative nature; or takes any direct action against any student suspected of criminal wrongdoing. SROs and school administrators shall Page 5 of 13 collaborate and determine how such notice should be given in each individual circumstance. SROs shall comply with Miranda and juvenile Miranda rules whenever applicable in the course of questioning individuals suspected of criminal wrongdoing. If a SRO questions, searches, or arrests a student at school, all reasonable efforts will be made to remove the student from other students and bystanders or otherwise to not bring undue attention to the student. b. Searches. SROs shall be aware of and comply with all laws and standards regarding searches of persons and property while performing services pursuant to this MOU. In particular, SROs shall be aware of the differing standards governing searches by law enforcement officers for law enforcement purposes as compared with searches by school administrators in connection with student discipline. At no time shall any SRO request that any FICS employee lead or conduct a search of a student for law enforcement purposes. c. Interrogations. In cases where the parent(s) or guardian(s) cannot be reached and any questioning of a student is conducted without parental notification, the school principal or designee must be present during the questioning unless the SRO directs otherwise for safety or investigative reasons. Presence of the principal/designee does not in any way impact the SRO's duty, if applicable in the situation, to comply with the student's Miranda or juvenile Miranda rights. At no time shall the SRO request that any HCS employee act as an agent of the SRO or law enforcement in any interrogation. d. Non -school Investigations. The SRO shall refrain from questioning students at school regarding non -school related matters unless the SRO has a warrant or unless questioning, searching or arresting a student on school property at that time is necessary, in the discretion of the SRO, for the success of a law enforcement investigation or to prevent injury or crime. 6. Confidentiality and Access to Student Records. The SRO shall comply with all applicable laws, regulations, and Board policies, including, but not limited to, laws, regulations and policies regarding access to confidential student records, provided that SROs shall under no circumstances be required or expected to act in a manner inconsistent with their duties as law enforcement officers. The SRO may have access to confidential student records or to any personally identifiable information of any HCS student as defined in 34 CFR 99.3, only to the extent allowed under the Family Educational Rights and Privacy Act (FERPA) and applicable Board policies and procedures. SROs shall not automatically have access to confidential student records or personally identifiable information in those records simply because they are conducting a criminal investigation involving a student or for general non-specific purposes. School officials may, however, share relevant confidential student records and personally identifiable information contained in those records with SROs under any of the following circumstances: a. The SRO is acting as a "school official" (as it relates to accessing student records) as defined in 34 CFR 99.31 because he or she is exercising a function that would Page 6 of 13 otherwise be performed by school personnel and has legitimate educational interests in the information to be disclosed. For example, a SRO may be authorized to review the Behavior Intervention Plan of a student with a disability if the principal or designee has requested the SRO's assistance in deescalating physical conflicts and ensuring the physical safety of the student and others when the student becomes involved in interpersonal conflicts. b. The SRO has written consent from a parent, guardian, or eligible student to review the records or information in question. c. The principal or designee reasonably determines that disclosure to the SRO without parental or guardian consent is necessary in light of a significant and articulable threat to one or more person's health or safety. d. The disclosure is made pursuant to a valid subpoena or court order, provided that advance notice of compliance is provided to the parent, guardian, or eligible student so that they may seek protective action from the court, unless the court orders the existence or the contents of the subpoena or the information furnished in response to the subpoena to not be disclosed. e. The information disclosed is "directory information" as defined by Board Policy 4700, and the parent, guardian, or eligible student has yet to opt out of the disclosure of directory information. f. The disclosure is otherwise authorized under FERPA, its implementing regulations, and applicable HCS policies and procedures. 7. Communication between SROs and Principals. The SRO is expected to meet with the school principal and members of the administrative team designated by the principal on a regular basis, both formally and informally, to discuss school safety concerns, duties, and responsibilities. 8. Development of School Safety Plans. The SRO shall report any safety concerns to the school principal or designee and shall confer with the school principal to develop plans and strategies to prevent and/or minimize dangerous situations on or near the campus or involving students at school -related activities. The school principal will contact any other school system personnel who should be involved in these discussions. 9. SRO Guidance Sessions. The SRO shall attend all orientations, meetings, and information and guidance sessions scheduled during the SRO's regular duty hours as requested by the DPD and/or HCS in accordance with Article II, Paragraph 5 herein set forth. Article IV Duties of the Board and HCS 1. Provision of Office Space and Access to School Community. Page 7 of 13 The Board, Superintendent, and school principals agree to provide to each full-time SRO: a. Access to suitable accommodations at the school; b. A radio/cell phone (depending on what is customarily issued by DPD); c. Keys to the assigned school; and d. Reasonable opportunity to address students, teachers, school administrators, and parents about criminal justice, safety, and security issues relating to school -aged students. 2. Referrals to the SRO. Maintaining order in the school environment and investigating and responding to school discipline matters shall be the responsibility of the school administration. School administrators are expected to adhere to the student discipline procedures outlined in applicable state and federal law and Board policies. TICS shall refrain from involving the SRO in the response to student disciplinary incidents and the enforcement of disciplinary rules that do not constitute violations of law, except when necessary to support staff in maintaining a safe school environment. HCS shall provide training to school administrators regarding the role of the SRO and the appropriate involvement of the SRO in student matters that pose a threat to the safe school environment, at least on an annual basis. Such trainings shall include information on how to distinguish between disciplinary infractions appropriately handled by school officials versus threats to school safety that warrant a referral to law enforcement. 3. Communication between SROs and Principals. School principals are expected to meet with SROs on a regular basis, both formally and informally, to discuss school safety concerns, duties and responsibilities. The Board authorizes principals to report any crimes that occur on campus to the assigned SRO in compliance with all applicable state laws and Board policies that require school officials to report criminal acts occurring on school grounds to law enforcement. 4. SRO Guidance Sessions. TICS shall coordinate an orientation for SROs at the start of the school year, to discuss an overview of the School Resource Officer Program and review TICS policies and procedures. TICS also shall host, in collaboration with the DPD, an annual summit of SROs and school administrators to discuss issues relevant to the School Resource Officer Program and operations. At least one administrator from each school with an assigned SRO shall attend the summit. In addition, TICS shall offer additional guidance sessions and resources to SROs on topics relevant to the School Resource Officer Program that may occur periodically during the school year, such as worldng with students with disabilities and special needs; student records and privacy issues; cultural competency and nondiscriminatory administration of school discipline; positive behavior interventions and supports; restorative justice and alternatives to incarceration programs; and mediation and conflict resolution processes with students. 5. Data Collection and Reporting. TICS, working in conjunction with SROs, shall maintain data listed in Article II, Section 7 herein and other data on school -based discipline referrals that result in involvement with a SRO and/or law enforcement and review such data on an annual basis, including, but not limited to, the following information: Page 8 of 13 a. The name of the staff member making the referral; b. A detailed explanation of circumstances that led to the referral, including a description of the conduct, the setting, and names and roles of any staff members or SROs/law enforcement involved in the incident; c. The name, race, ethnicity, sex, age, disability status, English Language Learner (ELL) status, grade level of the student(s) being referred, and all other students involved in the incident; d. Whether the referral to law enforcement was mandatory under G.S. 115C- 288(g); and e. A summary of the actions taken as a result of the incident (e.g. based upon the school administrator's knowledge, whether the student was questioned, searched, or arrested on campus by law enforcement). In addition, principals are expected to maintain documentation of all notifications received pursuant to G.S. 7B-3101 regarding juveniles who are alleged or found to be delinquent and shall preserve the confidentiality of such documentation in accordance with G.S. 115C- 404. 6. Review of SRO Program. The Superintendent of HCS or his/her designee shall collect feedback from principals at least annually regarding the SRO program and provide feedback to DPD regarding the SRO program and the performance of SROs on an annual basis. Article V Financing the School Resource Officer Program The Board agrees to enter into a separate agreement with City, which is incorporated herein by reference as though fully set forth herein, to address the assignment of SROs to specific HCS schools and payment for SRO services during each fiscal year. The terms of any separate agreement shall not be inconsistent with the terms of this MOU. In the event of any conflict between any separate agreement regarding SRO services and the terms of this MOU, the terms of this MOU shall prevail, except that the agreement will prevail only with respect to the issue of payment for SRO services. Notwithstanding the foregoing, continuation of the School Resource Officer Program shall be contingent upon available funding from the HCS and City. Article VI Employment Status of SROs; Suspension or Reassignment Each individual SRO assigned to the specific HCS schools identified in the separate agreement pursuant to Article V of this MOU shall remain an employee the DPD, and shall not be an employee of the Board. The DPD shall provide their SROs with the same type benefits, equipment, supplies, and training as that provided to their regularly employed law enforcement officers. If, in the discretion of the school principal, a SRO is not effectively performing his or her duties or responsibilities, and/or receives a complaint from a staff member, student, or parent about Page 9 of 13 actions of the SRO, the principal shall report concerns to the SRO supervisor to address the performance concerns. In the event concerns continue or persist, the principal shall recommend to the Superintendent of HCS that the SRO be removed from the program, and shall state the reasons in writing. After receiving the recommendation from the principal, the Superintendent or his/her designee, if s/he agrees, shall advise the DPD of the request. The DPD shall contact the HCS or his/her designee and shall agree to remove the SRO from serving HCS if, upon review by the DPD, there is verifiable, documented evidence of ongoing performance issues that persist despite the SRO being provided notice and an opportunity to improve. In addition, if the principal documents SRO misconduct that threatens the health or safety of students or staff, HCS will immediately notify the SRO supervisor and provide copies of such documentation, and the DPD shall promptly remove the SRO from serving HCS until the completion of the DPD's review of the alleged misconduct, consistent with the DPD's policies and ordinances and this MOU. In the event of the resignation, dismissal, removal, or reassignment of a SRO, the DPD shall provide a replacement for the SRO within a reasonable period of time, to be discussed between the parties when a vacancy occurs. During such interim period, as much as reasonably possible, the DPD shall assign an alternate law enforcement officer temporarily to carry out the duties of the SRO until a replacement can be secured. The DPD agrees to use all reasonable efforts to prioritize the assignment of replacement officers at high school property sites. Notwithstanding the foregoing, nothing in this MOU shall prohibit the Superintendent from preventing the access of any individual, including any assigned SRO, to Board property if the Superintendent determines it is in the best interest of the health and safety of HCS students. Likewise, the DPD reserves the right to suspend a SRO from duty with the HCS. During any period of suspension under this section, the DPD shall provide a replacement SRO pursuant to Article II, Section 6 herein set forth. Article VII Term and Termination of MOU The term of this MOU shall begin on October 1, 2018 and end on June 30, 2019 and may be renewed for two additional one-year terms upon the mutual written consent of both parties, unless terminated earlier as herein provided. Any party's participation in this MOU may be terminated by that party, with or without cause, upon 90 days written notice to the other parties. Article VIII Notice Any notice, consent, or other communication in connection with this MOU shall be in writing and may be delivered in person, by mail, or by facsimile transmission (provided sender confirms notice by written copy). If hand -delivered, the notice shall be effective upon delivery. If by facsimile copy, the notice shall be effective when sent. If served by mail, the notice shall be effective three business days after being deposited in the United States Postal Service by certified mail, return receipt requested, addressed appropriately to the addresses set forth below: Page 10 of 13 To Board: Harnett County Schools Attention: Superintendent 1008 South I la' Street Lillington, North Carolina 27546 To Ci Steven Neuschafer City Manager Post Office Box 1065 Dunn, North Carolina 28335 With copy to: Tilghman Pope City Attorney Post Office Box 928 Dunn, North Carolina 28335 To DPD Chief Charles L. West II Dunn Police Department Post Office Box 1065 Dunn, North Carolina 28335 Article IX Miscellaneous Provisions Sex Offender Registry Checks. The parties aclarowledge that the requirements of G.S. 115C-332.1 apply to this MOU. The DPD shall conduct an annual check of all sworn law enforcement officers assigned as SROs on the North Carolina Sex Offender and Public Protection Registration Program, the North Carolina Sexually Violent Predator Registration Program, and the National Sex Offender Registry. The DPD certifies that no individual may provide services to Board under this MOU if he/she appears on any of the sex offender registries. 2. Relationship of Parties. City, the DPD, and the Board shall be independent contractors, and nothing herein shall be construed as creating a partnership or joint venture; nor shall any employee of either party be construed as employees, agents, or principals of any other party to this MOU. City maintains control over its personnel and any employment rights of personnel assigned under this MOU shall not be abridged. Each party agrees to assume the liability for its own acts or omissions, or the acts or omissions of their employees or agents, during the term of this MOU, to the extent permitted under law. Page 11 of 13 3. Governing Law; Venue. This MOU shall be governed by the laws of the State of North Carolina. The venue for initiation of any such action shall be Harnett County, North Carolina Superior Court. 4. Amendments and Modifications; Additional Policies and Procedures. This MOU may be modified or amended by mutual consent of the parties as long as the amendment is executed in the same fashion as this MOU. Notwithstanding the foregoing, the parties may develop additional policies and procedures by consent to implement this MOU, including but not limited to policies and procedures regarding reporting requirements and sharing information between HCS, City, and the DPD. Further, each party may develop internal policies and procedures to implement their respective obligations under this MOU. Entire Agreement. This MOU constitutes the entire agreement between the parties and supersedes all prior agreements and understandings, whether written or oral, relating to the subject matter of this MOU. 6. Severability. In the event that any provision of this MOU shall be invalid, illegal, or otherwise unenforceable, the validity, legality, and enforceability of the remaining provisions shall in no way be affected or impaired thereby. No Third Party Benefits. There are no third party beneficiaries to this MOU. Nothing in this MOU shall create or give to third parties any claim or right of action against City, the DPD, or a SRO. Counterparts. This MOU may be executed in one or more counterparts, each of which shall be deemed an original, but all of which taken together constitute one and the same instrument. 9. E-verif . All parties shall comply with the requirements of Article 2 of Chapter 64 of the North Carolina General Statutes, "Verification of Work Authorization," and will provide documentation reasonably requested by any party to this MOU demonstrating such compliance. Remainder of Page Left Blank Intentionally Signature Page to Follow Page 12 of 13 IN WITNESS WHEREOF, the parties hereto caused the MOU to be executed on their behalves. ATTEST: Tammy Johnson, Secretary 1:1w1 IIJ.`N Tammy Williams, City Cleric r.VwNA�1V Tammy Williams, City Cleric HARNETT COUNTY BOARD OF EDUCATION William H. Morris, Chairman CITY OF DUNN OscarN. Harris, Mayor City of Dunn CITY OF DUNN POLICE DEPARTMENT Charles L. West II, Chief Page 13 of 13 ..,th a ouna DF14" 11 °�"UUNN CouncilLity Agenda Form Meeting Date: October 9. 2018 SUBJECT TITLE: School Resource Officer Program Reimbursement Agreement Presenter: Manager Neuschafer Att�nt: X Yes No I Description: Reimbursement Agreement Advertisement Date: PURPOSE: The City Council is being asked to approve this Reimbursement Agreement between the Harnett County Board of Education, County of Harnett and City of Dunn to allow for reimbursement for School Resource Officers to be provided by the City of Dunn for Harnett Primary School and Wayne Avenue School for period ending June 30, 2019. 3ACKGROUND: BUDGET IMPACT: The City will be responsible for fuel and maintenance of equipment provided. RECOMMENDATIONIACTION REQUESTED: Approval of the Reimbursement Agreement between the Harnett County Board of Education, County of Harnett and City of Dunn for the School Resource Officer Program at Harnett Primary School and Wayne Avenue School for period ending June 30, 2019. SCHOOL RESOURCE OFFICER PROGRAM REIMBURSEMENT AGREEMENT FOR ELEMENTARY AND PRIMARY SCHOOLS This Reimbursement Agreement (hereinafter "Agreement") effective October 1, 2018 is made and entered into by and between the Harnett County Board of Education (hereinafter "Board"), the governing body of the Harnett County Schools (hereinafter "HCS"), the County of Harnett (hereinafter "County"), and the City of Dunn (hereinafter referred to as "City"). WITNESSETII: WHEREAS, the Board and the City entered into a School Resource Officer Program Memorandum of Understanding (hereinafter referred to as the "MOU") effective October 1, 2018, attached hereto as Exhibit A; WHEREAS, Article V of the MOU states that the Board and governing body of the City agree to enter into a separate contract to address the assignment of School Resource Officers (hereinafter referred to as "SRO" or collectively "SROs") to specific HCS schools and payment for SRO services during each fiscal year; WHEREAS, County agrees to provide funding for the SRO's to the Board for reimbursement of SRO services as described in the MOU. NOW, THEREFORE, in consideration of the promises and covenants of the parties herein contained, and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the Board, County, and the City do hereby agree as follows: Article I SRO School Assignment The City shall hire and train law enforcement officers to serve as SROs pursuant to the MOU in each of the following schools within the eity's limits: 1. Harnett Primary 2. Wayne Avenue Elementary Between school years and during scheduled holidays, the City shall have the right to utilize the SROs for non -SRO purposes so long as such uses do not conflict with any of the requirements of the MOU. Article II Compensation for SRO Services The compensation to be paid by County to the Board for reimbursement of the SRO services described in the MOU and for non -SRO purposes during scheduled holidays shall not _xceed $31.64 per hour with a maximum of $65,812.00 per fiscal year for each SRO. l�e Boa shall not receive any aQ41t10nar Blois morn 1, IUUIIL w Lill �.Iy ♦va 1111- expenditures unless agreed upon in writing by County. Between school years, County shall directly reimburse the City for the SROs for their services, regardless of their use by the Town, in an amount that shall not exceed $31.64 per hour for each SRO. If the total amount of funds expended on each SRO for the then -current term of the MOU exceeds $65,812.00, the City shall be solely responsible for the excess expenditures of the SRO's services, unless County agrees in writing to cover the excess expenditures. Article III Invoices for SRO Services In order to request payment, the City shall submit monthly invoices to the Harnett County Sheriff's Office (hereinafter referred to as "HCSO") describing the applicable charges, including identification of personnel who performed the services, the school at which the SRO performed the services, hourly rates, and reimbursable expenses. If the invoice contains expenditures for non - SRO purposes during a scheduled holiday, the invoice shall identify the type of services performed by the SROs. Prior to submission of invoices to the Board, the HCSO shall verify them for accuracy within five business days of receipt. Once verified, County shall forward the funds for reimbursable expenses to the Board for payment of the invoices. The Board shall process and pay invoices within 30 days of receipt. Between school years, the City shall submit monthly invoices to County describing the applicable charges, including identification of personnel who performed the services, the type of services performed, hourly rates, and reimbursable expenses. County shall process and pay invoices within 30 days of receipt. Article IV SRO Equipment and Vehicles County shall provide a one-time reimbursement grant not to exceed $45,942.00 per SRO to the City for the purchase of SRO equipment and one vehicle per SRO for the Initial Term of this Agreement and the MOU. All maintenance and additional purchases of equipment and vehicles shall be the responsibility of the City. The City shall submit an invoice to County listing the purchased equipment and vehicles. County shall process and pay the invoice within 30 days of receipt. Article V Term and Termination of Agreement The term of this Agreement shall begin on October 1, 2018 and end on June 30, 2019 (the "Initial Term"), unless terminated earlier as herein provided. At the expiration of the Initial Term, this Agreement shall automatically renew upon the renewal of the MOU, unless any of the parties provide at least 30 days' written notice of its intent to terminate prior to the expiration of the then - current term. This Agreement may be terminated by any party, with or without cause, upon 90 days' written notice to the other parties. However, this Agreement shall automatically terminate without notice upon the termination of the MOU. If at any time this Agreement is terminated during the Initial Term or any subsequent term of the MOU, the parties shall negotiate and execute a new agreement that is compliant with Article V or any amendment thereof prior to the termination date of this Agreement, unless any amendment of the MOU no longer requires such an agreement. Article VI Notice Any notice, consent, or other communication in connection with this Agreement shall be in writing and may be delivered in person, by mail, or by facsimile transmission (provided sender confirms notice by written copy). If hand -delivered, the notice shall be effective upon delivery. If by facsimile copy, the notice shall be effective when sent. If served by mail, the notice shall be effective three business days after being deposited in the United States Postal Service by certified mail, return receipt requested, addressed appropriately to the address set forth below: Harnett County Schools Attention: Superintendent 1008 South I Ich Street Lillington, North Carolina 27546 To County Paula Stewart County Manager Post Office Box 759 Lillington, North Carolina 27546 With copy to: Monica L. Jackson Senior County Staff Attorney Post Office Box 238 Lillington, North Carolina 27546 To City Article VII Miscellaneous Provisions Relationship of Parties. The parties to this Agreement shall be independent contractors, and nothing herein shall be construed as creating a partnership or joint venture; nor shall any employee of the parties be construed as employees, agents, or principals of any other party to this Agreement. Each party agrees to assume the liability for its own acts or omissions, or the acts or omissions of their employees or agents, during the term of this Agreement, to the extent permitted under law. Governing Law; Venue. This Agreement shall be governed by the laws of the State of North Carolina. The venue for initiation of any such action shall be Harnett County, North Carolina Superior Court. 3. Amendments and Modifications; Additional Policies and Procedures. This Agreement may be modified or amended by mutual consent of the pAies as long as the amendment is executed in the same fashion as this Agreement. 4. Entire Agreement. This Agreement constitutes the entire agreement between the parties and supersedes all prior agreements and understandings, whether written or oral, relating to the subject matter of this Agreement. 5. Severability. In the event that any provision of this Agreement shall be invalid, illegal, or otherwise unenforceable, the validity, legality, and enforceability of the remaining provisions shall in no way be affected or impaired thereby. 6. No Third Party Benefits. There are no third party beneficiaries to this Agreement. Nothing in this Agreement shall create or give to third parties any claim or right of action against the parties. Counterparts. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original, but all of which taken together constitute one and the same instrument. E-Verify: All parties shall comply with the requirements of Article 2 of Chapter 64 of the North Carolina General Statutes, "Verification of Work Authorization," and will provide documentation reasonably requested by any party to this Agreement demonstrating such compliance. IN WITNESS WHEREOF, the parties hereto caused the Agreement to be executed on their behalves. HARNETT COUNTY BOARD OF EDUCATION William H. Morris, Chair ATTEST: Tammy Johnson, Secretary COUNTY OF HARNETT Gordon Springle, Chairman Harnett County Board of Commissioners ATTEST: Margaret Regina Wheeler, Clerk COY11'"e al "J�[ml Oscar N. Harris, Mayor ATTEST: Tammy Williams, City Clerk r xu City Council Agenda Meeting Date: October 9, 2018 SUBJECT TITLE: Ordinance Amendment OA-03.18; Chapter 22; Article III of the Zoning Ordinance Presenter: Dervin R. Spell, AICP, CFM Attachment: ing Advertisement Date: 14th, 28th 2018 PURPOSE: Text amendment for Zoning Ordinance This amendment will allow "church" as a permitted use in the 1-10 Restricted Industrial District. BACKGROUND: As with all of the text amendments the s4ikethreugh is old text removed and the underlined is new Section 22-211 adds "church" as a permitted use to the 1-10 zoning district to the ordinance. BUDGET IMPACT: None directly with the passage of this ordinance. RECOMMENDATION/ACTION REQUESTED: The Planning Board will met on October 4, 2018 to discuss a recommendation. 02018- (OA-03-28) Attachment # Adopted: The City of Dunn Code of Ordinances is hereby amended by revising Article III, Division 11 DIVISION 11. - 1-10 RESTRICTED INDUSTRIAL DISTRICT Sec. 22-211. - Principal permitted uses. The following uses shall be permitted in the 1-10 restricted industrial district: (1) Warehousing, completely within an enclosed building; (2) Freight terminal offices and warehouses; (3) Reserved; (4) Manufacture, assembly, or packaging of products of the following previously prepared materials: cloth, plastic, paper, leather, precious, and semiprecious metals and stones; wood products; and of any inorganic type; manufacturing area shall be less than fifteen thousand (15,000) square feet; (5) Reserved. (6) Experimental, film, or testing laboratories; building operation shall be less than fifteen thousand (15,000) square feet; (7) Manufacture or processing of food products and pharmaceuticals, exclusive of the production of fish or meat products, sauerkraut, vinegar or the like, and exclusive of the rendering or refining of fats and oils; manufacturing area shall be less than fifteen thousand (15,000) square feet; (8) Outside storage, provided that in the interest of safety to children and adjacent property, such storage shall be completely enclosed by a blind fence. Storage shall not be stacked or piled to a height which is greater than its distance to the nearest property line; (9) Sale or storage of garden supplies, landscape supplies; retail or wholesale; (10) Mini -storage; no storage in building setbacks. Outside storage shall consist of only motor vehicles, recreational vehicles, recreational trailers, heavy equipment; outside storage shall be completely enclosed by a blind fence; (11) Public utility uses and governmental uses; (12) Convenience store/gasoline service stations, provided that no inoperative automobiles shall be stored on the exterior except in conformity with the requirements for outside storage contained in subsection (8) of this section; (13) Wholesale offices and warehouse sales; (14) Building trades and services; shall conform to subsection (8) of this section; (15) Processing enterprises not otherwise prohibited in section 22-224; building operation shall be less than fifteen thousand (15,000) square feet. (16) Church DONN r 1 P it Council , Meeting Date: October 9,,2018 SUBJECT TITLE: Ordinance Amendment OA•04.18; Chapter 22; Article III of the Zoning Ordinance Presenter: Dervin R. Spell, AICP, CFM Department: Planning & Zoning Attachment: X Yes j No Description; Text amendment for Public Hearing Advertisement Date: September 14th, 28th 2018 PURPOSE: This amendment will allow lots with a minimum area of 5,000 square feet to be located within the C-2 Shopping Center district for an outparcel or single store/suite within a shopping center. BACKGROUND: As with all of the text amendments the stFikethrough is old text removed and the underlined is new Section 22-164 (1) adds "5,000 square feet for outparcel or single store/suite location." BUDGET IMPACT: None directly with the passage of this ordinance. RECOMMENDATION/ACTION REQUESTED: The Planning Board will met on October 4, 2018 to discuss a recommendation. 02018- (OA-04-18) Attachment #_ Adopted: The City of Dunn Code of Ordinances is hereby amended bV revising Article III, Division 7, Section 22-164 (1) DIVISION 7. C-2 Shopping Center District Sec. 22-164. Enumerated by district. The following dimensional requirements shall apply within the C-2 shopping center district: (1) Minimum lot area: Three (3) acres. 5,000 square feet for outparcel or single store/ suite location. (2) Minimum yard size: a. Front: Forty (40) feet. b. Rear: Twenty (20) feet. c. Side: Twenty (20) feet, each side. (Code 1974, § 25-46; Ord. No. 02007-12, 9-6-07) H f *nW-JUUNN 11111� Ciq Council Agenda Form 1: 4 i b " SUBJECT TITLE: Bid Award for Paving Project Presenter: Dean Attachment: XYes No Public Hearinq Advertisement Date: PURPOSE: To award the bid for the paving project. Description: Bid Award for Paving Project BACKGROUND: Base Bid: 2 blocks of W. Broad St. and 1 block of N. Ellis Ave. Brunswick Drive from Currituck Ave. to Rowan St. S. Washington Ave. from S. Elm Ave. to E. Godwin St. alternate Bid: Item 1 — N. Wilson Ave. from E. Edgerton St. to E. Harnett St. Item 2 — W. Carr St. from N. General William C. Lee Ave. to N. Orange Ave. Item 3 — E. Carr St. from N. Wilson Ave. to N. Clinton Ave. Bid opening is planned for Thursday, October 4 at 2:00 pm. Packet is scheduled to be delivered to Council on Friday, October 5, 2018. BUDGETIMPACT: Amount of bid award. Powell Bill Funding. RECOMMENDATIONIACTION REQUESTED: Recommend awarding bid for paving project. REQUEST FOR BIDS CITY OF DUNN 2018 STREET IMPROVEMENTS Sealed proposals will be received by the Dunn City Council, Harnett County, North Carolina until Thursday, October 4, 2018 @ 2:00 pm and then will be publicly read aloud for the construction of "City of Dunn, 2018 Street Improvements". The construction workwill consist of the following base and alternate bids and approximate major quantities: Base Bid Alternate Bids Broad St. & Ellis Ave. Wilson Ave. Surface Treatment 5,000 Sy Surface Treatment 2,070 Sy Resurfacing 650 Tons Resurfacing 280 Tons Patching 350 Sy Patching 200 Sy Milling 5,000 Sy Milling 2,020 Sy Sidewalk & Drives 400 Sy Sidewalks & Drives 100 Sy Handicap Ramps 16 Ea Curb & Gutter 300 LF Handicap Ramps 6 Ea Brunswick Dr. W. Carr St. Full Depth Reclamation 4,200 Sy Remove Pavement 1 LS Paving 525 Tons Add Stone 140 Tons Pavement 140 Tons Sidewalk 25 Cy Washington Dr. E. Carr St. Surface Treatment 3,200 Sy Surface Treatment 930 Sy Resurfacing 400 Tons Resurface 120 Tons Patching 1,000 Sy Mill Patching 400 Sy Milling 3,200 Sy Milling 930 Sy Handicap Ramps 4 Ea Proposals must be sealed and marked "City of Dunn, 2018 Street Improvements" on the outside of the envelope. All proposals must be submitted upon the blank forms provided in the copies of the Proposal, Contract and Specifications. Award may be based on any combination of base bid and/or alternate bid street bids as desired by the City. No bid may be withdrawn after the scheduled closing time for receipt of Bids for a period of sixty (60) days. Any Bids received after the scheduled closing time for receipt of Bids will be returned to the Bidder unopened. The City reserves the right to retain Bids for a period of 60 days from receipt. Each bid must be accompanied by Bid security in an amount of not less than five percent of the amount of the Bid. Security may be in the form of cash, a certified check made payable to the City of Dunn, North Carolina and drawn on a bank or trust company insured underthe Federal Deposit Insurance Corporation, or a Bidder's Bond. DMP Project 170208 0011 13 - 1 Contract Documents may be purchased directly from Davis • Martin • Powell & Associates (contact Debbie Durham) at 6415 Old Plank Road, High Point, NC 27265 at (336) 886-4821 accompanied by a non- refundable deposit of One Hundred Dollars ($100.00). Contract Documents are on file for viewing at the City of Dunn and the office of the Engineer. Consideration will be given only to Bids of Contractors who are able to submit evidence showing that they are properly licensed under "An Act to Regulate the Practice of General Contracting", ratified by the General Assembly of North Carolina on March 10, 1925, and so subsequently amended. Small, minority, and women's businesses and labor surplus area firms are encouraged to submit bids. Both Performance Bond and a Payment Bond is required in an amount equal to 100 percent of the Contract price, conditioned upon the faithful performance of the Contract and upon the payment in full to all persons supplying labor and furnishing materials for and in connection with the construction of the project. The Owner reserves the rights to waive any informality or to reject any or all Bids. Each Contractor submitting a Proposal for this work shall produce evidence of experience in constructing a project of similar size and nature. Contractors that are unable to produce this evidence may be rejected even if they are low Bidders. CITY OF DUNN, NORTH CAROLINA Mr. Steven Neuschafer, City Manager Mr. Oscar Harris, Mayor DAVIS ® MARTIN ® POWELL mmom ENGINEERS & SURVEYORS September, 2018 DMP Project 170208 00 11 13 - 2 north carohna DUNN city of dunn 2018 STREET IMPROVEMENTS BASE BID: BROAD ST & ELLIS AVE, BRUNSWICK DR, & S ALTERNATE BID I: N WILSON AVE ALTERNATE BID 2: W CARR ST ALTERNATE BID 3: E CARR ST DMP PROJECT 170208 JULY, 2018 Devis • MnaTiN • PowELL . ENGINEERS & SURVEYORS'® WASHINGTON AVE, BORING ASPHALT CONCRETE MILL 5" f RLTRIPE BROAD . EWS TO MATtl11N0IX6HINC'MTH .'N RUNES OINOERS. STOP BARC. CROStWALTUAR I}HE£ NNN ARROWS. ETC. BROAD e ELLIS STREET PART OF BASE BID DAVIS -MARTIN • POWELL- , ENGINEERS 8 SURVEYORS-'® P u�ta,vumRwmNUR.xcmA IT. P1 w.wlv.�lmwel'MA'wweKmul mnewur NI- RERACE CURB ANC W=R I ALL A CORNERS OF MHENSECTICN `MTH NC RAMPS T1 SOEWAL%5 Z To CURB AHo ESTRRC To LSA o uEm.. TBIIWTHC. MMPB I PEPLACE . ANB CUTLER AT ALL 4 CORNERS OF THB IN1fli5ECTON NC RAMPS TO S06WA AND EXT.SIBEWALNB To RENORK elk MATE TH. s. R TM Nc RAMIR fi SOe. I EN. N R , eu1 T. REFUGE CB TOPB, A.. REWORK C.CG APRON AT NORTH FAST CORNER BF WLERSECTON. 5. FHTRE A. SECTIONS N 0E Mtt AB WOICATFd IN TABLE 6. PATCN WOICATFD AR EAS OR AS RBAB. BY PROOF ROL AFTER m=.e ]. AR NST S7RBCNRE B. ABC CRIP STAL 9. LOP PATH 3' PAVEMENT He REPUCE TRAFFlC SONAL UCNT CAB AT BROAD -EELS INTERCECTON EGEND PPVEMHHT 1. AmU¢cnxdER.NM1av y////� 1B. vOfWKK YYIUI//!!II [CXCPt�E NPe u CJ1iFA CITY OF DUNN, NC 2018 STREET IMPROVEMENTS BROAD STREET IN ELLIS AVENUE BRUNSWICK DRIVE PART OF BASE BID DAVis • MARTIN • POWELL , ENGINEERS & SURVEYORS '® d,:�µaw�PAxvRTmee inro�mam� ivmiwa®i.nw�.wc�.iMae�.mM 0 . ENTPE PAVED 5'Ci10N i0 9E flEPNRED BY F9R MEg1405 x. DflY Mix ,r DElm 3. RENDVE UP. MATRc Ul a. noo uvaT x gEuix S SE1 UP gEGWMED SLRFAf£ S P➢fAST SONCNRES ). REPLACE U.CREIE SWAY B. lOP WIT1 2' PAVENENi S. BAGS NS CENSTALLA p P LL`1 ]6 PCP G40AlNt ThIE SIREEi. SNB OUT DNE GTCH DAIN MAW T OG ]6' RV ON SIDE DG INE NEYf ASIN YAM Tl1P ]6' ASDNRY PLUM IrG Q vAWIFM VA1cX 6N0i NR iDFu6 coucvn[ SwAI£0v' fOR fT10oi� Tu ®Iv pNMIC SW CITY OF DUNN, NC 2018 STREET IMPROVEMENTS O3 BRUNSWICK DRIVE — S WASHINGTON DRIVE PART OF BASE BID DAVIS • MARTIN - POWEIS. ENGINEERS & SURVEYORS uV0.oM'Nw.w+X Nv(Kmu Ii:Nulwm� I P:6almuv Iw.m.'nwKm,l uurmcfsu NOFS t. FNME PAVED Y4TONS i0 SE MRIEC 2 PATCN INOICAiE➢ PAE0.5 DR AS .F w BT PROOF ftOLL AFIFA WWNG �. no.usr sRucnraEs a. Aoo cxla sw. s. ma w,m z' PAYFMENT e. AIL 4 C N G GuN ANo IN AND xc RAMPS Ar D.K Tp 5� 4F INIERSFCiION AND PEPUCE GmX I IGMP:_ vAN T PART aT�TT/T/ nmu2 MUPEIE A°Pon V////p Awu¢AOMAIK m' C SGLE 1 �0 RR CITY OF DUNN, NO ZOIS STREET IMPROVEMENTS S WASHINGTON AVENUE xui 1. FVTPE PAKD S£CIIONS TO BE MLLl£D 2 PATCH PAVEIAFNi 1 n➢ JSr SRNRugE �. Aoo ww suL s. T[IP WfIN r PAr£kwr 6. EALN AOE O4W" INlEA5EC110VIP 80.E ON INLSON PT ]. SIPIP CPOSCWALK i0 MAiCH IXISPNG AT EOfEPi4N H(EA4CTON 1NTh1 SNP BM IF EN0 P«reu[M'PAiw ty j r P£P46 CONtFtIE umq+ ® N' NfPM Meu¢AN[Ww[ 0 MOlal: ep[tTx .vs H xn wre a.sonrPu or .««¢a vome =r .....:=i° oF:«� "" N WILSON AVENUE i DANIB•MARTIN•POWELL . _.p - N. cAso4 - ` CITY ft EFO 20I PVENUEENT$ 8 STREET I O ALTERNATE BID ITEM I '� E`NGIN EE.R S'8 SURVEYORS - .® � N WLSON A i x . � r.va. Wxr.nrt.4olw. c«neu«.nvm� .Pmu«mi«.w«.r.amn lnw�lww,lcwmwr+l�.,«.P�mlua.ere« ° "I w— W CARR 1. REMOVE EXISTING PAVEMENT AND SOME STONE 2. ADD Z STONE BASE & SET UP STONE 3. PATCH PAVEMENT 4. ADJUST STRUCTURES 5. TOP WITH 2' PAVEMENT GPVXIC CAIE E CARR 1. PATCH PAVEMENT 2. ADJUST STRUCTURES 3, ADD CHIP SEAL 4. TOP WITH 7' PAVEMENT 6EGEND, vruc mvainc uvw pPU2 AOEw,tx C ' DAMS •MARTIN POwE1Y+ wor , CITY OF DUNN, NO W CARR - ALT BID ITEM 2 2018 STREET IMPROVEMENTS O ,mot' ENGINEERS & SURVEYORS n 3 E CARR - ALT BID ITEM 3 e.mw, ® ii E & W CARR STREET ...,. ..,. ""cou.,z.ymaie. TYPICAL MANHOLE ADJUSTMENT 0-2 PT. TYPICAL PAVEMENT PATCH REPAIR . o"uvp1 �w��nj0rvw� nLL TYPICAL VALVE BOX ADJUSTMENT .'.—'..G F'OD—t"..").. MGtnY PAi �PA��Wi � WP Sfi NrzfAR i#A1NE�i TYPICAL PAVEMENT OVERLAY SECTION IF- 11,01 ,. rxuxuwxc uo,cx Em O.. awo ae o INF 1 vat,O or aoaYAu, xc uns «� w.u:. sam. ox.ma smuwxc mu.s. a..w.as , x�"uEFOF. x.O P. auwx1 AO. xa am.--. DAMS MARTIN • POwEii. ® ftll�wl;l CITY OF DUNN, NC ENGINEER5& 5UR V E Y 0RS2018 STREET IMPROVEMENTS ®STANDARD DETAILS �- Update: Item 19) Bid Award for Paving PAVING PROJECT UPDATE PROJECT: Base Bid: 2 blocks of W. Broad St. and 1 block of N. Ellis Ave. Brunswick Drive from Currituck Ave. to Rowan St. S. Washington Ave. from S. Elm Ave. to E. Godwin St. Alternate Bid: Item 1— N. Wilson Ave. from E. Edgerton St. to E. Harnett St. Item 2 — W. Carr St. from N. General William C. Lee Ave. to N. Orange Ave. Item 3 — E. Carr St. from N. Wilson Ave. to N. Clinton Ave. On Wednesday, September 26 the paving project was advertised in the Daily Record for bid opportunity. Davis, Martin, Powell & Associates (DMP) also contacted approximately 15 contractors to inform them of the bid opportunity. The bid opening was scheduled for Thursday, October 4 at 2:00 pm in the courtroom at City Hall. Five (5) contractors requested bid packets by mail and one (1) contractor - requested an electronic copy of the packet. The following contractors requested packets: Lorman, Inc. Johnson Brothers (electronic copy) Martin Paving Co. Triangle Grading and Paving Turner Asphalt Barnhill Contracting Randy McNeill with DMP and Dean Gaster were present to conduct the bid opening on October 4. Two (2) bid packets had been hand delivered to the City Hall Administration office. No other contractor delivered a bid packet before the 2:00 pm deadline. The two (2) contractors that had submitted bids were Triangle Grading and Paving and Turner Asphalt. With only two (2) bids received, no bids were opened and the contractors that had submitted bids were contacted to notify them that their bid packets would be returned by mail. The two (2) contractors who submitted bid packets will be contacted by DMP to discuss if there is time to re -bid and complete a project before winter. If not, the project will be re -bid and planned for early spring. LWUDUNN 6tY of CouncilI City Meeting Date: October 9, 2018 1489'0(2013 1989* 2013 SUBJECT TITLE: Memorandum of Understanding with Dunn Housing Authority Presenter: Chief West Department: Dunn Police Dept, Attachment: X Yes No Description: MOU with Dunn Housing Authority Public Hearing Advertisement Date: PURPOSE: To approve a Memorandum of Understanding between the City of Dunn and the Dunn Housing Authority for a Police Officer to be assigned to the Dunn Housing Authority. BACKGROUND: A Dunn Police Officer would primarily be assigned to the Dunn Housing Authority to patrol the Authority's properties and specialize in various resident services programs. The Police Officer shall receive additional training in the areas of community policing, crime prevention, gang recognition, and domestic violence. This cooperation agreement will enhance the quality of life for Dunn citizens living .0 affordable housing throughout the city. BUDGET IMPACT: $3000 per month from the Dunn Housing Authority City is responsible for benefits of $14,133 and initial equipment cost of $8,232 RECOMMENDATION/ACTION REQUESTED: To approve the Memorandum of Understanding between the City of Dunn and the Dunn Housing Authority for a Police Officer to be assigned to the Dunn Housing Authority for no less than 25 hours per week at the reimbursement amount of $3,000 per month. DUNN POLICE DAEPARMENr CHARLES "CHUCK` WEST CHIEF OFPOUCE POST OFFICE BOX f 065 DUNN, NORTH CAROLINA 28335 (9 f 0) 230-3533 (OFFICE) (910) 230-3592 (FAX) MEMORANDUM OF UNDERSTANDING ("MOU") BETWEEN THE CITY OF DUNN, A MUNICIPAL CORPORATION, AND THE DUNN HOUSING AUTHORITY AS TO THE RELATIVE POSITIONS OF THE CITY AND THE HOUSING AUTHORITY FOR A POLICE OFFICER TO BE ASSIGNED TO THE DUNN HOUSING AUTHORITY I. It is agreed that the Police Officer shall be employed by the City of Dunn's Police Department, under the direct control of the Police Department and his/her duties and working hours will be assigned and monitored by the Police Department. As an employee of the City of Dunn Police Department he/she shall be covered by the City's various insurance policies for accidents, wrongful acts, failure to act, etc. II. It is further agreed that the services of the Police Officer shall be such that he/she will be primarily assigned to the Dunn Housing Authority to patrol the Authority's properties and to work with the Authority's residents in various resident services programs as further set forth in this MOU. However, the Police Officer will work at the direction of the Police Department and is and shall be available to the Police Department to perform other duties separate and apart from the Dunn Housing Authority properties as needed and determined by the Police Department. III. The compensation of the Police Officer will be paid by the City of Dunn. The Dunn Housing Authority agrees to reimburse the City of Dunn in the amount of $3,000.00 per month for this expenditure upon receipt of a monthly invoice from the City of Dunn. The City of Dunn will provide transportation for the Police Officer. Reimbursement will be made to the City for any travel expenses incurred fortraining and other related duties of the Police Officer, provided Dunn Housing Authority approves the travel in advance of travel arrangements being made. IV. It is further agreed that funding for the reimbursement of this Police Officer's salary is received by the Dunn Housing Authority through the Department of Housing and Urban Development ("HUD"). In the event of termination of funding by HUD, the Dunn Housing Authority will notify the City of Dunn. Following termination of funding by the Dunn Housing Authority the City of Dunn shall determine the future of the officer with the Dunn Police Department or otherwise. V. It is further agreed that the hours worked by the Police Officer will be varied so as to not have a set pattern of patrol, in order to make the Police Officer more effective in his/her duties. However, it is agreed that the Police Officer will work no less than twenty-five (25) hours per week at the properties of the Dunn Housing Authority during the term of this MOU. VI. It is further agreed that the Police Officer will be subject to the Personnel Policy of the City of Dunn and shall meet all training and other requirements set by the City of Dunn for all police officers. The Police Officer will be thoroughly familiarized with the same by the Chief of Police of the Dunn Police Department. VII. Nothing contained in this MOU shall be deemed to create an employer -employee relationship between the Dunn Housing Authority and the City of Dunn, nor a partnership or joint venture. The Dunn Housing Authority shall be responsible for the actions of it's employees and agents and the Dunn Police Department shall be responsible for the actions of it's employees, including the Police Officer. The Police Officer will report and receive direction from his/her supervising officer. This MOU is signed by the Executive Director of the Dunn Housing Authority, the City Manager for the City of Dunn and the Police Chief for the City of Dunn to express the understandings of the parties with respect to the subject matter of this MOU. This agreement shall be effective This the _Day of 2018 DUNN HOUSING AUTHORITY By: Executive Director CITY OF DUNN By: City Manager By: Chief of Police This instrument has been pre -audited in the manner Required by the Local Government and Budget and Fiscal Control Act. M Finance Director New Hire Checklist for Dunn Police Officer I I<ey Card _150_Holster _35_Magazine Holder _85_Boots _145_Badge _34_Name tag _100_Hat _1000_Taser _1000_Body Cam _420_Uniforms _600_Body Armor Radio/Charger/Shoulder Mic _24_Handcuffs PBT Thumb drive Laptop/hot spot ID _450_Handgun _128_TLR-1 Streamlight Magazines Ammo Gas Account NCAWARE/E-Citation Police Pak Account Email Account NCID/CJLEADS Account Notify HCSO SBI-5 4031 Walkie Talkie Total: 8232.00 ** A*aU-t)UNN All -America City it, f 1,11. I ll City Council Agenda Form 1989 IIP � Meeting Date: October 9, 2018 SUBJECT TITLE: Non -Profit Applications Presenter: City Manager Steven Neuschafer Attachment: X Yes No Public Hearina Advertisement Date: PURPOSE: Description: Non -Profit Applications Review Non -Profit Applications that were received by the February deadline. Applications received were given to the Council as a hand-out at the August Meeting. Requests received are as follows: Disabled American Veterans Chapter #74 - $5,000 DUMA Food Pantry - $5,000 Dunn Area History Museum - $20,000 Tatnett Regional Theatre - $5,000 Special Olympics North Carolina — Harnett County - $5,000 BACKGROUND: FY 2017-2018 Contributions were as follows: Dunn Area History Museum - $10,000 Habitat for Humanity - $5,000 Harnett Regional Theatre - $2,000 Special Olympics of Harnett County - $3,000 BUDGET IMPACT: $20,000 has been budgeted for FY2017-2018 and $40,000 is being requested. RECOMMENDATION/ACTION REQUESTED: Discussion and possible Decision on allocations to Non -Profits for FY 2018-2019 a City of Dunn Nonprofit Funding Application July 1, aril$ through June 30, ?019- AGENCY NAME: J)V(0pr Tdoo(V, N-r(Zy 17utlV Uw r%f�f,,Zy STREETADDRESS: _ �i�G] �/VS! 4-)An✓d-D MAILING ADDRESS: 3 /Gi � � l�vt nrYD ti � 2,73 WEBSITE ADDRESS: EXECUTIVE DIRECTOR: �nD n -,u) 4DER— TELEPHONE: �/1()' �1' 13�� E-MAIL: AjCz sTf 60611balm /.�o� CONTACT PERSON: TELEPHONE: j�- fo13 - /l57 Li E-MAIL: �)/ Sn�Y)�J✓ i�ir, /Ni%( �� FAX: �I14, FEDERAL ID NUMBER: $ n/ $ S D Gq'Wx, /4-# c6LW /i z?ap� I'Y o-vt �w�y `mod Peet A44t � svt� fit, b� /i1 r� �N h ' die �o 3G�✓H� - 1��.�rts.� l�e� � /Z�,ovti vvh/1�' j�..�te��i�-e Agency and Program Overview 1. Please provide a brief history of the agency— include mission, date of incorporation and years of operation. a. Date of Incorporation: adl3 b. Years in Operation: T4 �oaee-j)4,)-f2c/ T;�;NSS cl z ed t2 �o [D +U� t, Wfii Tldn��c c. Mission or Vision Statement (if applicable): to /'6- 'Rj" 1 J ov-t- �on2��✓ 7i< d. Brief History of the Agency: (( -TA/ d0 (3 (N, i7o s - d lJ✓M 4 �1 /� ft h 0 c v /�.4`/ (k-t/ a ` (�/�G2 �(� M.P-PJl !��„ �(/(VZ let (/nJl (r G.S Gj�Ld w t ((ae� y� f S %1 [lam ✓S U (o /� %l/21� / 10 ocL� ro b ate� A,yL�y /4---�5-zA112- p,h 2. Describe the identified community need(s) and whatthe program(s) funded will address. 7tio ��1 z2 �a �� `mil fwvt t ��( ✓.e�L'e� f aft zz�-- 1(dte%ec q,b ' w-e- 1-1,.. �'� 1��.�/z,�,G,�,e. `i (�=1�0� ��t i �c �t3��ae� /(.Ge,'I V ,Dv A/ 3. Describe any operational and/or financial changes being considered in the program(s) to be funded for FY 4. Outline anticipated internal or external revenue sources for the program. Indicate whether these are ongoing or new sources. JA 4 ¢ti d �In S tC P l' l o O j �L Fv v .�vL sc� Li /SLR ��vcx t�ti �a�Z✓ eoz� lti GrY5� ��1, T 5. Give specific examples of your agency's coordinated/collaborative efforts with each other outside agencies, which accomplish or enhance the projected results in the program(s) to be funded. (If possible, please bullet the list) a W-e, 14kue, V5 t -1 a Y (�� vc f u,. 7 r7a�l L -[A( ,ap Gin &6,VL fva� l3 (� d&�V-)n, awl �r r al %kG a� q t&kc- mN�x�i�v Sd�e I max. �vybe,119 s f ativ,&-,, w � �i up --4ct rd 6iL- 7 p L/e/o titee - r OCcAq-CtWAaR � P a ty,� � q 7v / � � sU (�,r p vie shgl los- < W.Pi l�L:fce h��G� r lr l I�D.Gol e- L'l Jl✓I,� &tee �(Ja �`-c-Zvi+'1- A" Sc�/t,l�h 6. List all annual or other fundraising activities you have initiated and the amount of profit 6 U for each, preferably for the last three years. °rarGl �� w-l-, r2U� i�� e�t� , - (4 ��z j7� �� 1'3,e�t ��k 7. Place and "X" in the box that best describes the category of program(s) to be funded (multiple selections are permitted). -?" x �, �._ ,.-�l� ,., ��-�',.��µ` �^'' ;✓�" , rater';,_ �� ,� as. Animal Welfare Arts, Culture, & Recreation NVe-144) '5e 0ec&o V V-- Executive Director 2 -a Y-�o� Date Board Chair 11711041 NONPROFIT CHECKLIST 0 A Budget Plan for start-up NPO's Articles of Incorporation, By-laws, or other organizational documents Mission Statement Goals and Objectives Organizational Chart Annual Budget Board Roster Non -Discrimination Statement Annual Audit or Financial Review All other funding sources for prior year must be included with the application Application must be Complete Application must state community need for organization's services Application must state outcome based goals and outlined plan to meet stated goals NPO must demonstrate diversity of funding sources NPO must state financial stability City of Dunn Nonprofit Funding Application AGENCY NAME: STREET ADDRESS MAILING ADDRESS: WEBSITE ADDRESS: Disabled American Veterans Chapter #74 110 West F Street Erwin NC 28339 516 Dogwood Creek Place Fuguay-Varina, NC 27526 www.davmembersportal.org/chapters/nc/74 EXECUTIVE DIRECTOR: John Woods TELEPHONE: 910-820-1407 E-MAIL: ilwood368@gmail.com CONTACT PERSON: Steven Anderson TELEPHONE: 910-502-3288 E-MAIL: davwilliammstone@gmail.com FAX: N/A FEDERAL ID NUMBER: 31-0898175 F.,unding'Source Summary, Gurrent,Fiandin g Requested Funding ; (Briefly state how any awardetl (FY ) (FY 2018 2019) ;, funds 'would be used) ` a $5,000.00 We provide various free services to disabled veterans and their family members through the following: Financial grants for basic needs of homeless or needy veterans (food, clothing and shelter) Payments of one time assistance for cost of living (medical ,electric, water, gas, phone, and waste management bills) Building or repairing of handicap ramps, Remodeling homes to accommodate handicap needs Certified assistance to disabled veterans with the purchase and maintenance of their ambulatory devices (scooters, wheelchairs, walkers, and canes) and prosthesis. We react quickly to assist the veterans with their needs as other agencies or avenues usually take longer than some veterans have remaining. 1. Please provide a brief history of the agency — include mission, date of incorporation and years of operation. a. Date of Incorporation: 19 Feb 1976 b. Years in Operation: 42 Years c. Mission or Vision Statement (if applicable): We are dedicated to a single purpose: empowering veterans to lead high -quality lives with respect and dignity. d. Brief History of the Agency: Chapter #74 of the Disabled American Veterans (DAV) is 454 veterans strong and we serve the local veteran population of Harnett County. Nationally, our organization was established since 1920 (our chapter was chartered in 1976) and our goal is simple: fulfilling the promises to the men and women who served and their families. We provide free services to disabled veterans and their families regardless of age, race, gender or cultural background. We have served veterans from all War Eras to include WWII, Korea, Vietnam, Persian Gulf I & II, Iraq, Afghanistan and the Global War on Terror. We do not turn away any veteran in need. We utilize our DAV county wide network as well as our surrounding counties to ensure veteran's needs are met. Historically, we have raised the necessary funds through our Chapter fundraisers and grant programs such as yours. In FY2016 — FY2017 we provided over 23 000 in grants to assist homeless and needy veterans. 2. Describe the identified community need(s) and what the program(s) funded will address. We provide for the basic needs of our disabled veterans, their spouses and their children as a year round project to ensure they have access to the community and recreational opportunities otherwise out of reach. We reach out to veterans that have fallen on tough times due to their disability, economic conditions or the result of a natural disaster and provide essential services to meet our veteran's needs until all funds are exhausted. We budget our expenditures in accordance with the funds on hand and needs presented to us. Our Veterans in Need Committee investigates each case referred to them to verify the true need of the veteran and to ensure our available funds are not squandered. The Committee reports to our Executive Board which makes a recommendation to our Chapter in Session. 3. Describe any operational and/or financial changes being considered in the program(s) to be funded for FY 2018-2019. Unfortunately, we have lost two (2) annual fundraisers which provided us with considerable funds. The Golden Corral store we were assigned (Fuquay-Varina) closed and Ft. Bragg is no longer available to us for our raffle. Although we are seeking new ways to raise the necessary funds on our own, these loses has created a devastating shortage in funding which makes this grant CRITICAL in our ability to provide veterans with the prompt assistance they so desperately need 4. Outline anticipated internal or external revenue sources for the program. Indicate whether these are ongoing or new sources. Internal revenue is generated through ongoing sources such as individual membership donations, deceased member's memorial contributions and fundraising projects. We have not developed any new internal sources although we are searching for new fundraising projects to conduct. External Sources: is generated through ongoing sources such as applying for South River Electric Operation Round Up Grant and through Individual/Business donations. Our new sources are local county/city grants as they are advertised and we have several other new sources that we are investigating. S. Give specific examples of your agency's coordinated/collaborative efforts with each other outside agencies, which accomplish or enhance the projected results in the program(s) to be funded. (if possible, please bullet the list). 1.) Harnett County Veteran's Council - Networking to outreach to Veterans in Need. 2.) American Legion - Identifying Veterans in Need. 3.) Veterans of Foreign Wars - Identifying Veterans in Need. 4.) Patriot Riders - Identifying Veterans in Need 5.) Veteran's Administration - Van Transportation Network (providing free transportation to verified veteran medical appointments.) 6.) Beacon Mission - Providing For Basic Needs: Food, Clothing and Shelter 7.) Department of Social Services —We utilize this source first to assist veterans. 8.) Utility Companies — We work closely with these companies to make payment plans and reduce/avoid penalty and fees for veterans. 6. List all annual or other fundraising activities you have initiated and the amount of profit for each, preferably for the last three years. Forget Me Not Project - $4,306.80 (2 years) Golden Corral - $9,715.65 (2 years) Fort Bragg Raffle- $43,495.63 (3 years) Harnett County Raffle - $3,858.44 (1 year) 7. Place and "X" in the box that best describes the category of programs) to be funded (multi le selections are permitted) p Category Youth `Adult Senior Persons At Risk Veterans Adults Disabilities Animal Welfare Arts, Culture, XXXXXXX & Recreation E c ive Director Date Board Chair / V `z /?- E, � Date NONPROFIT CHECKLIST N-1-' Budget Plan for start-up NPO's V Articles of Incorporation, By-laws, or other organizational documents Mission Statement /Goals and Objectives Organizational Chart Annual Budget Ycard Roster on -Discrimination Statement _�nnual Audit or Financial Review All other funding sources for prior year must be included with the application / Application must be Complete v Application must state community need for organization's services plication must state outcome based goals and outlined plan to meet stated goals NPO must demonstrate diversity of funding sources NPO must state financial stability July i 2018 through1 2019 AGENCY NAME: Dunn Area History Museum, Inc. STREET ADDRESS: 201 E. Broad Street Dunn N.C. MAILNG ADDRESS: 201 E Broad Street Dunn, N.C. 28334 WEBSITEADDRESS: iE'ifn(?I isios_�t7E�seun.corr EXECUTIVE DIRECTOR: Robert B. Carr TELEPHONE: (910) 891-1772 E-MAIL: dunnarea_iissorvrnu e�rn(�? i�taii.cq_m CONTACT PERSON: Robert B. Carr and Mark B. Johnson TELEPHONE: (910) 891-1772 E-MAIL: dunnareahistaryCq)g,�ngiLcom FAX: (910) 891-1772 FEDERAL ID #: 474-584-817 Funding Source Summary Current Funding Requested Funding (Briefly state how any awarded (FY 17-18) (FY 18-19) funds would be used) The city of Dunn, N.C. awarded us $7,500.00 for start-up money on July 8, 2015. This money was used to help us pay for incorporation costs, attorney fees for policies and procedures write up and creation of by-laws and consultant fees. We are requesting $20,000.00 to be used for the purchase of the display cases and other display items such as mannequins, artifact and manuscript preservation items and security measures for artifact integrity. This will help educate the museum visitors about the history of the Dunn Area. All funding since the award of 2017-2018 from the city of Dunn for $10,000.00 has come from private donations and all donations have been applied directly to the display construction and general operating costs. 1. Please provide a brief history of the agency— include mission, date of incorporation and years of operation. a. Date of Incorporation: June 4, 2015 b. Years in Operation: 2 and % years c. Mission or Vision Statement (if applicable): *See Attachment d. Brief History of the Agency: Robert B. Carr and Mark B. Johnson created the Dunn Area History Museum about 3 and 1/2 years ago as a result of hearing comments from local Dunn area citizens concerned about why the Dunn area did not have a history museum. An exploratory meeting was held and 50 citizens were in attendance. The Dunn Area History Museum was incorporated June of 2015. 2. Describe the identified community need(s) and what the program(s) funded will address. As a response to the public for a city museum. To pursue and display photos and artifacts to educate the public about the history of our city's earliest founders. 3. Describe any operational and/or financial changes being considered in the program(s) to be funded for FY 2018-2019 The museum is continuing to collect and build upon our artifact collection and archives. The funding will be used for collection, preserving and displaying of local historical items. 4. Outline anticipated internal or external revenue sources for the program. Indicate whether these are ongoing or new sources. The museum has applied for and has received small grants. We will continue to apply for grants as applicable. We have a Capital Campaign fund raising committee that has been seeking funds since the spring of 2017. 5. Give specific examples of your agency's coordinated/collaborative efforts with each other outside agencies, which accomplish or enhance the projected results in the program(s) to be funded. (If possible, please bullet the list) We have contacted the Benson Museum, Ennrin History Room; Coats Museum, Shaw Halfway House Museum, t.illington Museum Foundation Committee and the Goldsboro Museum and have formed an "Alliance of Preservation of History", with them all. 6. List all annual or other fundraising activities you have initiated and the amount of profit for each, preferably for the last three years. "A donor list is attached. 7. Place and "X" in the box that best describes the category of program(s) to be funded (multiple selections are nermitterll Category Youth Adult Senior Persons At Risk Veterans Adults with Disabilities Animal Welfare Arts, Culture, X X' X X X X & Recreation %4;��-/-4 Ekecutive Director Date G Ai, Ly Board Chair Date nn Aqua.- q� s_Dl kw rv".. NONPROFIT CHECKLIST Budget Plan for start-up NPO's lllfff Articles of Incorporation, By-laws, or other organizational documents Mission Statement Goals and Objectives jj Organizational Chart Annual Budget Board Roster V/ Non -Discrimination Statement Annual Audit or Financial Review All other funding sources for prior year must be included with the application Application must be Complete Application must state community need for organization's services Application must state outcome based goals and outlined plan to meet stated goals NPO must demonstrate diversity of funding sources NPO must state financial stability AGENCY NAME: STREET ADDRESS: MAILING ADDRESS July 1, ?�018 through June 30, 2019 Special Olympics North Carolina — Harnett County 2200 Gateway Centre Boulevard Suite 201 Morrisville NC 27560 2200 Gateway Centre Boulevard Suite 201 Morrisville NC 27560 WEBSITE ADDRESS: www.sonc.net/harnett EXECUTIVE DIRECTOR: Keith Fishburne TELEPHONE: (919) 719-7662 E-MAIL: kfishburne@sonc.net CONTACT PERSON: Lauren Bruce Community Resource Director TELEPHONE: (704) 591-2841 E-MAIL: Ibruce@sonc.net FAX: (919) 719-7663 FEDERAL ID NUMBER: 56-1149607 Funding Source Summary Current Funding Requested Funding (Briefly state how any awarded (FY 1717=18) (FY 18=19) funds would be used) Special Olympics Harnett County (SONG) is thankful for the opportunity to continue our partnership with the City of Dunn through 2019. The support received from the City of Dunn in previous years has contributed to the athletic journeys of over 350 athletes in the Harnett County area. These athletes participate in various sports (athletics, basketball, bocce, bowling, equestrian, golf, swimming, and tennis) year-round. Support from the City of Dunn has also contributed to an increase in the number of local, regional, and state -level competition opportunities available to athletes. Additionally, athletes will attend many competition events such as local competitions including SOHC Spring Games; invitational competitions including basketball, swimming, and bocce; state -level competitions including Special Olympics North Carolina Summer Games and Fall Tournament. In years past, athletes have attended only local Spring Games and a small handful of athletes have participated in Summer Games. In the next year, SOHC athletes will send a larger delegation to state - level competitions while increasing the number of athletes participating in regional invitational competitions. These experiences are once -in -a -lifetime competition opportunities. To provide these experiences to athletes, we must increase our support from current and potential community partners. Expenses for competitions include athlete uniforms, transportation, housing, meals, competition fees, and sports equipment. Expenses for SOHC Spring Games and local training include facility rental fees, sports equipment, t- shirts and meals for athletes and volunteers, athlete medals and awards, transportation, Olympic Town and Young Athlete areas, and various supplies such as tables, chairs, and tents. Expenses for year-round programming include facility rental fees, storage, printing and advertisements, banquet and award ceremony supplies, and meals. Additionally, program growth has been identified as a priority for the upcoming two years. In 2018 and 2019, SOHC aims to grow its athlete base in order to serve more individuals from the community, Harnett County Schools, and the surrounding area. This will be achieved through community interest meetings, increased volunteer opportunities, and partnerships with existing resources such as Dunn Parks and Recreation, Harnett County School District, local businesses and training facilities, and more. SOHC respectfully requests $5,000 in funding from the City of Dunn to cover program expenses for Spring Games and local training, athlete expansion, and competition opportunities. Athletes and their families never pay to participate in Special Olympics programming at any level. � r. r � � � r � •' 1. Please provide a brief history of the agency — include mission, date of incorporation and years of operation. a. Date of Incorporation: December 1, 1971. b. Years in Operation: 47. c. Mission or Vision Statement (if applicable): The mission of Special Olympics is to provide year-round sports training and athletic competition in a variety of Olympic -type sports for children and adults with intellectual disabilities, giving them continuing opportunities to develop physical fitness, demonstrate courage, experience joy and participate in a sharing of gifts, skills and friendship with their families, other Special Olympics athletes, and the community. d. Brief History of the Agency: Eunice Kennedy Shriver founded Special Olympics with a vision that individuals with intellectual disabilities were far more capable in sports and physical activity than many experts believed possible. In 1968 Mrs. Shriver organized the first Special Olympics International Games in Chicago, III. Six athletes from North Carolina were among the participants. Special Olympics North Carolina held its first Games in 1970 with 400 participants and has since grown to be recognized globally as one of the largest Special Olympics programs in the world. Nearly 40,000 children and adults with intellectual disabilities participate in Special Olympics North Carolina. 2. Describe the identified community need(s) and what the program(s) funded will address. Intellectual disability transcends boundaries of gender, race, ethnicity and socio-economic status. Research shows that when compared with the general population, these individuals are at greater risk for obesity and associated diseases, due in part to lifestyles that are generally sedentary. A 2002 report of the Surgeon General stated that people with intellectual disabilities receive fewer opportunities for physical exercise and athletic achievement than other Americans. The resulting health implications are staggering as the obesity rate among these individuals may be as much as two times that of the general population (Rimmer, J.H., Wang, E., 2005). People with intellectual disabilities also have significant limitations in two or more adaptive skill areas or daily living skills needed to live, work and play in the community. Studies have found that such limitations lead to anxiety, depression, withdrawal and a negative self -perception among people with intellectual disabilities. A 2003 multinational Gallup -supported study of attitudes toward people with intellectual disabilities found that, worldwide, people believe there are significant obstacles to the inclusion of this population. Special Olympics Harnett County aims to improve the lives and health of the athletes served through participation in year-round Olympic -style sports and competitions, health screenings, and school - based programming. SOHC is proud to be one of the premier resources for the IDD community in Harnett County. 3. Describe any operational and/or financial changes being considered in the program(s) to be funded for FY 18-19. There are no anticipated financial changes in the upcoming year. The program will continue to fundraise and operate at a grassroots level, relying on generous donors and community partners. SOHC programming will continue to be managed by Holly Watt, a volunteer Local Program Coordinator, and a volunteer committee. With the help of Special Olympics North Carolina staff, a new Co -Coordinator will be brought on during 2018, along with new volunteers to serve on the committee and assist for day -only events and competitions. 4. Outline anticipated internal or external revenue sources for the program. Indicate whether these are ongoing or new sources. Ongoing funding sources include: • Harnett County Grant - $10,000 • City of Dunn - $5,000 • Community Foundation Grant- $650 • Letter Campaign for Funds for individuals for travel to State Games - $1,300 • Letter Campaign for Funds from Corporations for Spring Games - $1,500 • Kohl's Cares Grant - $500 5. Give specific examples of your agency's coordinated/collaborative efforts with each other outside agencies, which accomplish or enhance the projected results in the program(s) to be funded. (If possible, please bullet the list) • SOHC Spring Games o Held each spring at Campbell University o Approximately 350 athletes from Harnett and adjacent counties compete in various track and field events o Engages volunteers from multiple community organizations and employers such as Kohl's o Special Olympics NC free health screenings available to athletes • SOHC Invitational Events o Wake County swim invitational o Bocce event at Caswell Center o Cumberland and Johnston County invitationals, TBD in 2018 • SONC Summer Games o Held every summer at NC State 0 15 Aquatics Athletes spend a weekend on -campus and compete in • SONC Fall Tournament o Held in the first weekend of November in Charlotte 0 23 SOHC athletes will compete in basketball, bocce, golf, and tennis a SONC Equestrian Tournament o Held in Raleigh each fall o Approximately 14 train for 4 months to compete each year C Collaborate with the Arc and attend their monthly meetings to gain and share information and provide activities which will be useful to families with students with special needs ® Attend Next Step Wake County monthly meetings to stay updated on opportunities for our athletes outside the realm of Special Olympics and opportunities outside of Harnett County ® Collaborate with Harnett County Schools EC department as well as local teachers and students to build a more inclusive, unified environment 6. List all annual or other fundraising activities you have initiated and the amount of profit for each, preferably for the last three years. SOHC relies primarily on generous funding from local grants, community foundations, and businesses as outlined in question #4, however the annual fundraisers that SOHC conducts are as follows: ® Harnett County Grant - $10,000 ® City of Dunn - $5,000 ® Community Foundation Grant -$650 ® Letter Campaign for Funds for Individuals for travel to State Games - $1,300 ® Letter Campaign for Funds from Corporations for Spring Games - $1,500 ® Kohl's Grant - $500 6. Place and "X" in the box that best describes the category of program(s) to be funded (multiple selections are permitted). .. .... .........:...... ....:...::........... - .. Animal Welfare Arts, Culture, x x x x x & Recreation v Lk Executive Director a )l9faar6 Date � Board Chair z I I I I10)R Date _O O&P4eA7 NONPROffr CHECKLIST NIA Budget Plan for start-up NPO's VArticles of Incorporation, By-laws, or other organizational documents Mission Statement Goals and Objectives --tom Organizational Chart Annual Budget Board Roster Non -Discrimination Statement u/ Annual Audit or Financial Review All other funding sources for prior year must be included with the application / V Application must be Complete - 6/ Application must state community need for organization's services Application must state outcome based goals and outlined plan to meet stated goals NPO must demonstrate diversity of funding sources NPO must state financial stability AGENCY NAME: STREET ADDRESS: MAILING ADDRESS: WEBSITE ADDRESS: Harnett Regional Theatre Inc. 114 N. Wilson Ave. Dunn NC PO Box 1471 Dunn NC 28335 www.onlinehrt.org EXECUTIVE DIRECTOR: Lynn Godwin President TELEPHONE: 910-263-4742 CONTACT PERSON: Teresa Alphin TELEPHONE: 919-820-2070 E-MAIL: rethouse@earthlinl<.net E-MAIL: teresaalphin3@gmail.com FEDERAL ID NUMBER: 59-1737993 Funding SQurce,5ummary, . „ Current Fund' Requested Fupdmg,°; (gref�y state how, any awarded jFY 2017-l8) �' �" (FY�208 fund's wouldbe`osdd) $ 2000 00 $ 5000.00 Funds will be used to assist with the expenses of contracting a director, choreographer, additional personnel and supplies forthe Children's Summer Workshop in July 2019. This is a three week program for children ages 8 to 18 and a two week program for ages 5 to 7. The children will perform 2 show at the end of the workshop to display the knowledge and skills they have obtained to be able to stage a live theatre production. Based on our past history, we have 45 to 50 children participating in the workshop, 1. Please provide a brief history of the agency — include mission, date of incorporation and years of operation. a. Date of Incorporation: 3/18/1977 b. Years in Operation: 41 c. Mission or Vision Statement (if applicable): To educate and entertain by providing the opportunity for participation in high quality theatre for the people of Harnett County and the surrounding areas. d. Brief History of the Agency: Harnett Regional Theatre began over 40 years ago staging shows in area school auditoriums. We now have a permanent home in the old Stewart Theatre in downtown Dunn. We currently stage three shows per year, six performances per show and conduct a three week workshop for children ages 8 to 18 and a two week workshop for ages 5 to 7. 2. Describe the identified community need(s) and what the program(s) funded will address. We provide the opportunity for all ages to participate and preserve the tradition of live community theatre. The Children's Workshop teaches youth how to follow stage directions, costuming and makeup techniques for stage, singing, dancing, and the confidence to perform before an audience. 3. Describe any operational and/or financial changes being considered in the program(s) to be funded forFY 2018-2019 . No changes are being considered at this time. 4. Outline anticipated internal or external revenue sources for the program. Indicate whether these are ongoing or new sources. Our ongoing sources of revenue include tuition fees of $175.00, sales of concessions and tickets to the two performances. If a student with the desire to attend the workshop does not have the financial means to do so, arrangements are made by the Board of Directors to provide the student with a scholarship. 5. Give specific examples of your agency's coordinated/collaborative efforts with each other outside agencies, which accomplish or enhance the projected results in the program(s) to be funded. (If possible, please bullet the list) Dunn Averasboro Tourism Authority — Promotes our plays and helps with coordinating ticket sales The Daily Record — Provides us with publicity to inform the community of our shows Dunn Jr. Women Club — Volunteers to help with tickets and concessions Dunn Chamber of Commerce — Promotes and informs area of our shows and schedule Dunn Police Dept. — Provides security during our shows 6. List all annual or other fundraising activities you have initiated and the amount of profit for each, preferably for the last three years. We have not initiated any specific fundraising activity for the last three years outside our normal sources of income. 7. Place and "X" in the box that best describes the category of program(s) to be funded (multiple selections are permitted) Category` Youth Atlult Senior ,' Persons ; At Risk Veterans Adults with`; ` Disabilities. Animal Welfare Arts, Culture, X & Recreation 1/30/2018 Date Board Member 1/30/2018/ Date 46fqz+Lk0_+ NONPROFIT CHECKLIST w i A Budget Plan for start-up NPO's VArticles of Incorporation y-laws r other organizational documents V1/ Mission Statement / Goals and Objectives Annual Budget Board Roster/QrPV,; Za-, o✓twA C "4 Non -Discrimination Statement Annual Audit or Financial Review NIA All other funding sources for prior year must be included with the application _ /� Application must be Complete V Application must state community need for organization's services Application must state outcome based goals and outlined plan to meet stated goals NPO must demonstrate diversity of funding sources NPO must state financial stability City Council Agenda Form Meeting Date: October 9, 2018 SUBJECT TITLE: Financial Rep Presenter: Finance Director Mark M. Attachment X Yes No I Description: Financial and Assessment Update Public Hearinq Advertisement Date: PURPOSE: Attached please find the Financial Update and the Assessment Update as of August 31, 2019 for your review. BACKGROUND: BUDGET IMPACT: RECOMMENDATION/ACTION REQUESTED: Mayor Oscar N. Hanis y C n city of dunn FINANCE DEPARTMENT POST OFFICE BOX 1065 a DUNN, NORTH CAROLINA 28335 (910) 230-3500 ^ FAX (910) 230-3590 www.dunn-nc.org MEMORANDUM Mayor Pro Tem Frank McLean Council Members Buddy Maness Dr. Gwen McNeill Billy Tart Chuck Turnage Billy Barfield City Manager Steven Neuschafer To: Honorable Mayor, City Council Members From: Mark Stephens, Finance Director Subject: Financial Report Date: October 9, 2018 • The City as of August 31, 2018 had $2,596,189 in cash in the General Fund and $2,351,973 in the Water -Sewer Fund. In August of 2017 the City had $1,895,785 in the General Fund and $2,655,067 in the Water and Sewer Fund. • Property tax collections through August were $163,568 or 4.27% of budget. Last year property tax collections through August were $11,559. • Sales Tax Revenue is $193,176 or 9.90% of budget. Benchmark for this month is 8.33% of budget. • Utilities Sales Taxis $169,323 or 23.32% of budget. Benchmark for this month is 25.00% of budget. • Building Permit Fees were $13,717 or 18.28% of budget. Benchmark for this month is 16.67% of budget. • Water and Sewer Revenues were $844,880 or 17.75% of budget. Benchmark for this month is 16.67% of budget. i Expenditures were 16.19% of budget in the general fund and 14.33% of budget in the water and sewer fund. The benchmark for this period is 16.67% of budget. Collected to Date: $26,607.40 Properties Closed Out: 2 Parcels Released to Attomey's Office for foreclosure: 31 Next Sale Scheduled for: November 15'h UUNN All -America Ciq ity Council Agenda 1 a Form w 1989 2013 Meeting Date: October I ,UBJECT TITLE: Tax Report, Planning & Inspections Report, Public Work: Report & Police Report Presenter: City Manager Steven Neuschafer Department: Finance Attachment: X Yes No Description: Monthly Reports Public Hearing Advertisement Date: NIA PURPOSE: Attached please find the following Monthly Reports for your review: A. Tax Report B. Planning & Inspections Report C. Public Works Report D. Recreation Report E. Library Report F. Police Report BACKGROUND: BUDGET IMPACT: RECOMMENDATION/ACTION REQUESTED: August, 2018 August, 2018 August, 2018 August, 2018 August, 2018 August, 2018 Recreation Report, yor north caroling MaOscar N. Barris Tern N Mayor M mbe Frank McLean Councilil Members city O f d U ri n Buddy Maness Dr. Gwen McNeill Billy Tart FINANCE DEPARTMENT Chuck Turnage Billy Barfield POST OFFICE BOX 1065 > DUNN, NORTH CAROLINA 28335 910 230-3500 ^ FAX 910 230-3590 City Manager ( ) ( � Steven Neusohafer www.dunn-nc.org Current Year Tax Collection through August 31, 2019 2018 TAXES Downtown City Taxes Total Ad Valorem Levy $ 3,753,289 $ 35,444 $ 3,788,733 Collections thru August 2018 163,568 1,256 164,824 Taxes Receivable August 2018 3,589,721 34,188 3,623,909 Percentage Collected 4.36% 3.54% 4.35% LLUUDUNN site of dvnn ' v%ierz rmnmurz/!v m¢ltem August 2018 ( Monthly Development Report Planning & Inspections Department 1 102 N. Powell Ave., Dunn, NC 28334 1 phone 910-230-3503 ( fax 910-230-9005 1 www.dunn-nc.ora DUNN i dnn -4- 1-- ' matters Public Works Department I August 2018 1 Monthly Report 101 E. Cleveland St., Dunn, NC 28334 1 phone 910-892-2948 1 fax910-892-8871 1 www.dunn-nc.or� *Data from Mobile311 work order system (does not include all work performed) *Data from Mobile311 work order system (does not include all work performed) Dt 1NN �IU' of dwv 7 1E [6m m/!F fiQlf Public Works Department I August 2018' Monthly Report 101 E. Cleveland St., Dunn, NC 28334 ( phone 910-892-2948 1 fax 910-892-8871 1 www.dunn-nc.org *Data from A.B. Uzzle Water Treatment Plant records, and Finance Department billing. *Data from NC DEQ DMR documents and Black River Wastewater Treatment Plant records 'Employee Accomplishments: William Gregory, Lab/Water Quality Technician at the A.B. Uzzle Water Treatment Plant, successfully completed his C-Surface Water Plant Operator Certification Monthly1 Report Dunn Parks & Recreation September Monthly Narrative Report Sports Programs Games for our 4U, 61-1 & 8U leagues started on Saturday, September 8tn and will end on Saturday, October 6tn Games for 10U & 13U Boys & Girls League began on Thursday, September 271h and will end their regular season games on Thursday, November 1st Our volleyball leagues began games on Monday, September 17' and 10U league will end on Tuesday, October 16tn. Our 12U league will end on Thursday, October 25tn 61-1 flag football league will begin games on Saturday, October 6th and will end on Saturday, October 27th 8U, IOU & 13U football league began games on Saturday, September 291h and will end on Saturday, November 3`a Sports Registration Miracle League registration began on Monday, September 10tn. Basketball registration will begin on Monday, October V and end on Wednesday, November 14th Splash Pad The splash pad schedule to close on Monday, October 1st Special Events 9/11 First Responders luncheon hosted at the Dunn Community Building. Family Medical Supply annual Business Festival originally scheduled for Tuesday, September 18th has been rescheduled for Thursday, November 151h due to the aftermath of Hurricane Florence. Movie in the Park at Tyler Park on scheduled for Friday, September 28th has been rescheduled for Friday, November 21a On Thursday, October 4 we will host Cycle NC as they complete their tour across North Carolina. This will include all of our facilities and Tart Park. Our department along with Dunn Tourism has been prepping and preparing for this event. Monthly Recreation Report Recreation Advisory Board Our board met last on Tuesday, August 28th at 6:00 p.m. in the Dunn Community Building. The members will be taking a field trip to visit park facilities on September 18t" at 5:30 p.m. The next scheduled meeting will be held Tuesday, November 6" at 6:00 p.m. Dunn Parks & Recreation Department Monthly Review 12018 Dunn Parks & Recreation 1205 Jackson Road, Dunn, NC 28334 1 (910) 892-2976 Phone (910) 892-7001 Fax I www.clunn-nc.ere September 2018 Dunn Parks & Recreation Facility Rentals, Pro rams & Etc. Numbers Rentals Facili Dunn Community Building 5 Clarence Lee Tart Memorial Park 1 Codrington Park 0 Nathan Harris Athletic Complex @ Tyler Park— 4 -- _ Baseball & Softball Field Rentals Tournament Rental 0 P x vyas Center New Memberships 6 - Renewed Memberships - 29 _ __- Guest Memberships 4 Adult Basketball 37 Batting Cage Rentals 1 • i • ... •. • : • i At the end of August just before school started the library hosted a back -to -school pizza party for participants in our summer reading program. Children and parents enjoyed pizza and beverages while listening to Seven Rules You Absolutely Must Not Break If You Want to Survive the Cafeteria by John Grandits read aloud. In addition, the library inaugurated an adult summer reading program. Adults were offered the incentive of a nice canvas tote bag for reading five books. This will be a way of recognizing our dedicated readers with whom we interact all year and we hope will be a way of boosting involvement in adult programming. August 2018 1 Monthly Library Report Dunn Public Library 1 110 E. Divine St., Dunn, NC 28334 1 phone 910-892-2899 1 fax 910-892-8385 www.dunn-nc.org/library ir"Im1 ,.# w !, WW. e _ LWL-)UNN �u�rz rmnm¢niH matlzr✓ August 2018 1 Monthly Development Report Dunn Police Department 1 401 East Broad St., Dunn, NC 28334 1 phone 910-230-3503 fax 910-230-9005 1 www.dunn-nc.org CID Narrative: Other Drugs Marijuana Methamphetamine • • -Tramadol 4 Alprazolam Currency Firearms PropertyUs Warrants Narcotics Narrative: In the Month of August 2018, the Narcotics Division seized drugs with a total "Street Value" of $9,266.00, seized 1 Firearm and investigated 1 Overdose. UNN d- N%rz romnu�rzi matters a ® a Speeding (Infraction) 34 Seat Belt 4 Passenger Seat Belt Juvenile 3 77- No Operators License 26 Driving while License Revoked 55 Failure to Stop (Stop Sigh) 9 Running Red Light 2 Failure to reduce speed 6 Misdemeanor Arrests 74 Felony Arrests 14 Firearms Seized 2 Marijuana Seized 43.2 gm Cocaine Seized 0 Heroin Seized 9.9 gm Other Drugs Seized 25.5 du prescription pills, 9.4 gm Meth U.S. Currency Seized D Patrol Narrative: JUVENILE MONTHLY REPORT Criminal Investigation Division James Brannan Month of August 2018 CASES ASSIGNED: CASES FILED INACTIVE: JUVENILE 1/ CASES EXCEPTIONALLY CLEARED: 04 I CASES CLEARED BY ARREST: Ol I CASES UNFOUNDED: 00 TOTAL CASES CLOSED: 05 CURFEW WARNINGS 00 CURFEW VIOLATIONS 00 SPECIAL OPERATIONS WORKED: 0 COMMUNITY SERVICES/PRESENTATIONS: 0 VALUE OF RECOVERED PROPERTY: $0.00 VALUE OF NARCOTICS/MONIES SEIZED: $0.00 ARRESTS: (ADULT) FELONY: 00 (ADULT) MISDEMEANOR: 00 (JUV) FELONY: 01 (JUV) MISDEMEANOR: 02 TOTAL ARRESTS: FEL: 01 MISD: 02 ka /k f� )/ /k �/\ 00 (� o § \a Gf \/ z o « a \ )\)\)/\ / 3{<\:/:\ 2 ve $ 2 ƒ )� \ \\\)0FIN .. ] 2} /k »E \Uo - (/ ^0 \ $ / ( )a Gf o z0 a \ / \ \ \ eG2e�,/ ) � �© # \\$)\/\ #. E September 1, 2018 ANIMAL CONTROL ACTIVITIES August 2018 #CALLS LOGGED: 86 (complaints: 57 Citizen assist: 29) #DOGS PICKED UP: 48 #DOGS LEFT IN POUND: July 11 #DOGS RETURNED: 03 #DOGS ADOPTED: 19 (17 by rescue) #DOGS ESCAPED: 0 #DOGS PUT TO SLEEP: 15 (6 euthanized 9 deceased) #DOGS IN POUND: 22 #DOG BITES REPORTED: 1 #DOGS QUARANTINED: 1 #CAT BITES: 0 #CATS QUARANTINED: 0 #CATS PICKED UP: 20 #CATS PUT TO SLEEP: 12 (4 euthanized 8 deceased) #CATS ADOPTED: 09 #CATSESCAPED: 1 #CATSRETURNED: 0 #OTHERANHvIALCALLS: possum 1 turtle 2 #WARNINGS ISSUED: WRITTEN: 05 CIVIL CITATIONS: 3 VERBAL: 20 MILEAGE: End of Month: 118170 165450 Beginning of Month: 117355 165000 Truck #55 815 #56 450 Respectfully Submitted, Patti Lane Collins, Animal Control Officer ILUDUtNN City Council Agenda DUNN 2013 Meeting Date: October 9,2018 SUBJECT TITLE: City Manager's Report Presenter: City Manager Neuschafer Attachment: Yes X No Public Hearinq Advertisement Date: TOPIC Description: City Update The City Manager will provide a monthly update. Page 11 Announcements October 9, 2018 City Council Meeting ➢NCDOT will host 2 public meetings on the Interstate 95 project. The first will be held on October I1th at the Hampton Inn in Benson and the second will be held on October 18th at the Falcon Children's Home Activity Building in Falcon. Both meetings are floating and will be held from 5:00 to 7:00 pm. ➢Harnett County Arts Council will present Chalk Fest in downtown Dunn on October 191 and 20th. ➢ "Trick or Treat" times will be observed in the City limits of Dunn on Tuesday, October 31st from 5:00 until 8:30 pm. ➢20th Annual North Carolina Cotton Festival will be held on Saturday, November 3rd from 10 am until 4 pm in Downtown Dunn. Page 12 Announcements October 9, 2018 City Council Meeting ➢City offices will be closed Monday, November 12th in observance of Veterans Day. ➢The next regular City Council Meeting is scheduled for Tuesday, November 13th at 7:00 pm. v The League of Municipalities made the decision to postpone their annual conference, CityVision 2018, scheduled for Sept. 19-21 in Hickory, due to Hurricane Florence. CityVision has been rescheduled for May 14-16, 2019 and will still be held in Hickory. north o1ina P2018-19 DU� WU �11 `1 N 9-25-2018 Ait•�eell�CitY city of dumi Where WWZMfi matters m 1999*2013 i f ) Recognizing CharCes Carson Smith as an EagCe Scout Award Rec pient WHEREAS, the Boy Scouts of America is a vital force in the development of our youth through its many programs designed to develop its members in the areas of character, leadership, service to others, as well all around personal development; and WHEREAS, Charles Carson Smith, a member of Boy Scout Troop 711 with a total of nine years of scouting, has not only proven himself to be an outstanding member of the Boy Scouts of .America, but also has attained the highest honor bestowed on a Scout, the Eagle Scout Award; and WHEREAS, one of the major objectives in the Scouting program is to develop citizenship through community involvement, and in addition to working for citizenship merit badges, Scouts are encouraged to participate in community service projects; and WHEREAS, Carson Smith, a second generation Eagle Scout recipient, selected and completed as his volunteer project to install two brick paved sidewalks at First Presbyterian Church, joining the sidewalks which were installed by his father, Matthew Smith, for his Eagle Scout project twenty-five years ago; and WHEREAS, the process, to achieve this highest rank in Scouting, has demanding requirements, is started by many but accomplished by a very few, and in addition this honorable distinction will follow him throughout life and will be a beacon to others of the leadership quality and commitment this young man has shown. NOW, THEREFORE, I, Oscar N. Harris, Mayor of the City of Dunn, North Carolina do hereby recognize Charles Carson Smith as worthy of this highest of honors and encourage him to continue his commitment to excellence. Sa Ykodctin , .l Puv, the 25tA Daq� of Septemfim 2019. Pscvrx. HaUmayopr"— Attest: (-al-- Ta my Willi a City Clerk P2018-18 9-25-2018 LL-LIDUNN city of dnnn MI(I e collmt5r malterr TERMINATION OF A STATE OF EMERGENCY AII•Amedca ft 111111 WHEREAS, on September 12, 2018 at 11:59 p.m. as Mayor of the City of Dunn, I determined and declared that a State of Emergency existed within City of Dunn corporate Iimits; and WHEREAS, I have determined that the conditions constituting a state of emergency no longer exists in the City of Dunn corporate limits; NOW, THEREFORE, I hereby terminate the above referenced declaration of a state of emergency and all the restrictions and orders contained therein. I do encourage our citizens to exercise caution as the debris removal and repairs from Hurricane Florence will continue for some time. This declaration shall take effect on September 2511, at 11:59 p.m. Sa J wdaitned, J N6, the 25th Daty of Septem&t, 2018. ��GpRPORgT� 2 ,- SEA\- Q s' 941 CPPO\ `. A L .�.I nor RUN M11 Attest: Ta y Willia , City Clerk D Unokl—aTN""' city of dv nn III w4,e r mn�n nta &a P2018-17 9-12-2018 NI•AmericaNy 10"AW! I �Jw .w,z DECLARATION OF A STATE OF EMERGENCY WHEREAS, Hurricane Florence is threatening the City of Dunn corporate limits with possible flooding, high winds and power outages; and WHEREAS, as a result of the above -described disaster, I have determined that there is an imminent threat of, or existing conditions have caused or will cause, widespread or severe damage, injury, or loss of life or property, and public safety authorities will be unable to maintain public order or afford adequate protection for lives or property; and WHEREAS, declaring a State of Emergency is necessary to maintain order and protect public health, safety, and welfare, and to secure property; NOW, THEREFORE, pursuant to the authority vested in me as the Mayor of the City of Dunn under Article IA of Chapter 166A of the North Carolina General Statutes and the City of Dunn Code of Ordinances: Section 1. A State of Emergency is hereby declared within the jurisdiction of the City of Dunn, throughout the municipal city limits of the City of Dunn. Section 2. I hereby order all City of Dunn law enforcement officers and employees and all other emergency management personnel subject to our control to cooperate in the enforcement and implementation of the provisions of this Declaration, all applicable local ordinances, state and federal laws, and the Harnett County Emergency Services Operations Plan. Section 3. I hereby order this declaration: (a) to be distributed to the news media and other organizations calculated to bring its contents to the attention of the general public; (b) to be filed with Clerk to the City of Dunn and (c) to be distributed to others as necessary to ensure proper implementation of this declaration. Section 4. This declaration shall take effect on September 12, 2018 at 11:59 p.m. and shall remain in effect until modified or rescinded. Sa Ywd"irned, 5hid, tote ft"gtA Daly of Serkwd,.,t, 201k SEA1- .2p' ITN CAP10"' I,1j/I111111\\\` 0 > < t scar N. Harri , ayor Attest: �y mmy Willis , City C111, Mike Beasley 663 Ammons Road Dunn, NC 28334 October 1, 2018 Dunn Planning Board PO Box 1065 Dunn, NC 28334 Dear Dunn Planning Board, It is with great regret that I need to inform you of my resignation from the Dunn Planning Board. I have thoroughly enjoyed my time serving on the planning board, however I have other obligations that I must attend to at this time, Thank you for the opportunity and best wishes to you and the other members going forward. Sincerely yours, Wse Beasley CPTY OF DUNN PLANNING BOARD ADDRESS HOME WORD APPOINTED N TOWN MEMBERS 1 Claudell Brown 106 Gum Street 892-1087 483-4316 06/02/05 (Chairman 1/26/10—present) 07/08/08 05/10/11 06/10/14 06/13/17 2 Doug Heath 107 George Street 892-4626 06/02/05 CV -chair 1/15/08-present) 10/05/06 06/09/09 06/19/12 06/09/15 3 Blaine Everhart 303 W. Pearsall Street 891-4437 891-1725 02/01/07 06/07/07 07/13/10 07/09/13 07/12/16 4 Douglas Godwin, Jr. 410 S. General Lee Ave. 890-1974 11/10/15 (serving unexpired term) of Kevin Williams) 5 Joe Miriello 103 Shelly Drive 892-9302 07/09/13 06/09/15 Patsy L. Powell 99 Pecan Lane 892-2417 910-263-1023/c 08/10/10 07/09/13 07/12/16 OUT OF TOWN MEMBERS (ETJ) 7 Vacant Billy Tart PO Box 905 (w) 892-6309 01/03/08 (Ex-Officio Dunn, NC 28335 10/08/13 Member) Frank McLean 607 E. Vance Street 892-1185 10/08/13 (Ex-Officio Member) Planning Board Members are appointed for 3 year terms. Board meets on the 46 Tuesday of each month at 6:30 p.m. Meeting Place -Dunn Municipal Building. TERM ENDS 06/30/20 06/30/18 06/30/19 06/30/18 06/30/18 06/30/19 "Effective 08-07-03 Confirmed 06-02-05 (To achieve staggered terms, as the terms of existing members expire, the first two members re -appointed or then replacements shall be appointed for a term of one (1) year, the second two members shall be re -appointed or their replacements shall be appointed for a term of two (2) years and the final three (3) members shall be re -appointed or then replacements shall be appointed for a term of three (3) years. Then successors shall be appointed to three-year terms. Vacancies occurring for reasons other than expiation of terms shall be filled as they occur for the period of the un-expired term.) Revised 1012118 CITY OF DUNN ABC BOARD Minutes of Meeting Aug. 21, 2018 No meeting. The next ABC Board Meeting will be Sept. 18, 2018. k WL�- Robert S. Parker gage: 1 )ate: 08109/18 at 10:14 AM :______= Sales =_______ REVENUE .IQUOR SALES - STORE #1 _IQUOR SALES - STORE #2 .IQUOR SALES - MIXED BEVE _IQUOR SALES - MB TAX NTEREST EARNED )THER INCOME -otal Sales __= Cost of Sales =___ 'AXES BASED ON SALES 'otal TAXES BASED ON SALE ;OST OF SALES >URCHASES STORE #1 >U`HASES STORE #2 T, < DELIVERY COST NVENTORY ADJUSTMENT -otal COST OF SALES 'otal Cost of Sales 3ross Margin •_____= Expenses =� ___ XPENSES ')ALARIES - DUNN >AYROLLTAXES -DUNN ;ROUPINSURANCE ;ASH VARIANCES )REDIT CARD CHARGES )EPRECIATION REPAIRS & MAINT. JTILITIES 'F' 'HONE N"- <ANCE ')TORE SUPPLIES 'RAVEL EXPENSES - OTHER )FACE SUPPLIES DUNN ABC Income Statement From July 1, 2018 Through July 31, 2018 Last Seq. #: 1158 PTD Post %Sales YTD Post %Sales 71,860.40 38.1 71,850.40 38.1 106,762.50 56.6 106,762.60 56.6 6,917.35 3.7 6,917.35 3.7 1,415.00 0.8 1,415.00 0.8 14.94 0.0 14.94 0.0 1,500.00 0.8 1,500.00 0.8 100.0 188,460.19 100.0 188, 460.19 N/A N/A 0.00 0.00 42,686.53 22.6 42,586.53 22.6 57,771.14 30.7 57,771.14 30.7 240.00 0.1 240.00 0.1 -1,344.36 ( 0.7) -1,344.36 ( 0.7) 99,253.31 52.7 99,253.31 52.7 52.7 99,253.31 52.7 99,253.31 47.3 89,206.88 47.3 89,206.88 20,815.28 11.0 20,815.28 11.0 1,592.37 0.8 1,592.37 0.8 907.68 0.5 907.68 0.5 -19.41 0.0 -19.41 0.0 1,809.66 1.0 1,809.56 1.0 1,148.30 0.6 1,148.30 0.6 375.00 0.2 375.00 0.2 390.18 0.2 390.18 0.2 634,94 0.3 634.94 0.3 726.92 0.4 726.92 0.4 471.35 0.3 471.35 0.3 50.86 0.0 50.85 0.0 839.47 0.4 839.47 0.4 'age: 2 )ate: 08/09/18 at 10:14 AM )UES & SUBSCRIPTIONS 3ANK CHARGES .otal Expenses Jet Income After Taxes DUNN ABC Income Statement From July 1, 2018 Through July 31, 2018 Last Seq. #: 1158 PTD Post %Sales YTD Post %Sales 325.00 0.2 325.00 0.2 433.42 0.2 433.42 0.2 16.2 16.2 30,500.91 30,500.91 31.2 58,705.97 58,705.97 31.2 CITY OF DUNN ABC BOARD Minutes of Meeting July 24, 2018 The Dunn ABC Board met on July 24, 2018. Present at the meeting: Board Members Lynn Jernigan and Dal Snipes, Manager, Robert Parker, who served as Secretary to the Board. City Council Member Buddy Maness and Board Member Alice Judd did not attend. Mr. Parker presented the minutes of the June 26, 2018 meeting that were approved by the Board. Each Board Member was given a copy of the June, 2018 Financial Statements. The Board reviewed the statements noting sales in June, 2018 are $20088.85 above last year. Year to date sales are $144928.96 above last year. Mixed Beverage sales are $26836.91 above last year. The Board approved an increase of 4% for all employees. There was no conflict of interest at this meeting. No other business. The next ABC Board Meeting will be Aug. 21, 2018. With no other business, Lynn Jernigan motioned to adjourn which received a second from Dal Snipes. Robert S. Parker Sage: 1 )ate: 07/19/18 at 9:36 AM -______= Sales =_______ REVENUE .IQUOR SALES - STORE #1 .IQUOR SALES - STORE #2 .IQUOR SALES - MIXED BEVE .IQUOR SALES - MB TAX NTEREST EARNED )THER INCOME 'otai Sales __= Cost of Sales =___ 'AXES BASED ON SALES J.C. EXCISE TAX tEHABILITATION TAX 4IXED BEVERAGE TAX 4IXF0 B. TAX DEPT HUMAN R . 01 kXES BASED ON SALE ;OST OF SALES 'URCHASES STORE #1 'URCHASES STORE #2 RUCK DELIVERY COST VVENTORY ADJUSTMENT Iotal COST OF SALES .otai Cost of Sales boss Margin _____= Expenses =_____ XPENSES ALARIES - DUNN AYROLLTAXES-DUNN .C. RETIREMENT FUND iROUPINSURANCE 01 IND ASH VARIANCES REDIT CARD CHARGES EPRECIATION EPAIRS & MAINT. DUNN ABC Income Statement From June 1, 2018 Through June 30, 2018 Last Seq. #: 1149 PTD Post %SaleSales Budget %Budq YTD Post 74,992.55 35.8 75,611 99.2 889,085.60 122,932.65 58.7 113,418 108.4 1,457,831.95 9,418.70 4.5 8,084 116.5 101,823.10 2,012.50 1.0 0 N/A 20,652.58 13,57 0.0 10 135.7 152.35 0.00 N/A 1,500 N/A 6,000.00 209,369,97 100.0 198,623 105.4 2,475,545.58 90,187.00 43.1 41,500 217.3 541,718.00 1,412.83 0.7 659 214.4 8,464.91 1,897.00 0.9 700 271.0 10,326.00 189.72 0.1 75 253.0 1,032.65 93,686.56 44.7 42,934 218.2 561,541.56 45,940.94 21.9 43,554 105.5 536,991.13 67,204.90 32.1 65,093 103.2 792,615.14 160.00 0.1 240 66.7 3,180.00 -1,623.00 ( 0.8) 0 N/A -17,397.21 111,682.84 53.3 108,887 102.6 1,315,389.06 205,369.39 98.1 151,821 135.3 1,876,930.62 4,000.58 1.9 46,802 8.5 598.614.96 26,151.04 12.5 20,834 125.5 272,535.31 2,000.47 1.0 1,584 126.3 20,848.56 1,816.08 0.9 1,041 174.5 10,790.90 861.68 0.4 1,000 86.2 10,340.16 481.68 0.2 221 218.0 2,862.10 130.98 0.1 0 N/A -392.57 1,769.74 0.8 1,550 114.2 21,712.74 1,143.75 0.5 0 N/A 14,456.56 594.38 0.3 418 142.2 3,346.02 'age: 2 )ate: 07/19/18 At 9:36 AM DUNN ABC Income Statement From June 1, 2018 Through June 30, 2018 Last Seq. #: 1149 PTD Post %Sales Budget %Budg YTD Post ;OMPUTER MAINT. 0.00 N/A 875 N/A 9,637.61 ITILITIES 2,616.44 1.2 1,292 202.4 16,141.69 'ELEPHONE 678.82 0.3 509 133.4 6,989.89 VSURANCE 862,42 0.4 875 98.6 10,236.00 ;TORE SUPPLIES 846.61 0.4 667 126.9 9,144.60 'RAVEL EXPENSES - PARKER 0.00 N/A 38 N/A 0.00 'RAVEL EXPENSES - SNIPES 0.00 N/A 27 N/A 0.00 -RAVEL EXPENSES - JERNIGA 0.00 N/A 27 N/A 0.00 RAVEL EXPENSES -JUDD 0.00 N/A 27 N/A 0.00 RAVEL EXPENSES - OTHER 54.24 0.0 115 47.2 1,201.31 RAVEL EXPENSES - MARSHAL 0.00 N/A 38 N/A 0.00 JNEMPLOYMENT INSURANCE 0.00 N/A 0 N/A 109.23 .ICENSE & OTHER TAXES 0.00 N/A 56 N/A 140.00 )FFICE SUPPLIES 829.65 0.4 250 331.9 3,164.71 )ROFESSIONAL SERVICES 402.50 0.2 0 N/A 8,603.50 )LES & SUBSCRIPTIONS 583.00 0.3 83 702.4 1,465.00 3OARD EXPENSES - SNIPES 200.00 0.1 100 200.0 1,200.00 3OARD EXPENSES - JERNIGAN 160.00 0.1 80 200.0 960.00 3( ) EXPENSES - OTHER 0.00 N/A 15 N/A 0.00 3OARD EXPENSES - JUDD 160.00 0.1 80 200.0 960.00 \LC. ED. TRITON NEWSPAPER 0.00 N/A 0 N/A 500.00 1LCOHOL EDUCATION SHRINE 0.00 N/A 0 N/A 150.00 \LC. ED. WAYNE AVE. SCHOO 0.00 N/A 0 N/A 450.00 NLC. ED. TRITON HIGH SCHO 0,00 N/A 0 N/A 950.00 >LC. ED. DUNN MIDDLE SCHO 0.00 N/A 0 N/A 750.00 4LC. ED, HARNETT PRIMARY 0.00 N/A 0 N/A 675.00 4LC. ED. ERWIN ELEMENTARY 0.00 N/A 0 N/A 400.00 4LC, ED. GENTRY ELEM. SCH 0.00 N/A 0 N/A 400.00 4LC. ED. DUNN AA GROUP 400.00 0.2 200 200.0 2,400.00 4LC, ED, COATS-ERWIN MIDD 0.00 N/A 0 N/A 575.00 4LC. ED. TEACHERS 0.00 N/A 0 N/A 1,425.00 qLC. ED SOLD OUT YOUTH MI 0.00 N/A 0 NIA 6,000.00 BANK CHARGES 461,60 0.2 567 81.4 6,223.55 LAW ENFORCEMENT 0.00 N/A 2,000 N/A 8,000.00 SECURITY 543.85 0.3 525 103.6 2,175.40 CONTINGENCIES 0.00 N/A 19,000 N/A 0.00 Tof-I Expenses Net Income After Taxes 43,747.93 20.9 54,094 80.9 466,527.17 -39,747.35 ( 19.0) -7,292 545.1 142,087.79 CITY OF DUNN ABC BOARD Minutes of Meeting June 26, 2018 The Dunn ABC Board met on June 26, 2018. Present at the meeting: Board Members Lynn Jernigan and Dal Snipes, Manager, Robert Parker, who served as Secretory to the Board and City Council Member Buddy Maness. Board Member Alice Judd did not attend. Mr. Parker presented the minutes of the May 15, 2018 meeting that were approved by the Board. Each Board Member was given a copy of the May, 2018 Financial Statements. The Board reviewed the statements noting sales in May, 2018 are $5330.29 above last year. Year to date sales are $124840.11 above last year. Mixed Beverage sales are $21178.06 above last year. The Board approved budget message and budget for 2018 — 2019. Copies attached. There was no conflict of interest at this meeting. No other business. The next ABC Board Meeting will be July 16, 2018. With no other business, Lynn Jernigan motioned to adj ourn which received a second from Dal Snipes. obert S. Parker BUDGET ORDINANCE DUNN ABC BOARD Fiscal Year 2018 - 2019 BE IT ORDAINED by the Dunn ABC Board, of Harnett County, North Carolina, that the following ordinance establishing revenues and setting expense appropriations is hereby approved and effective July 1, 2018, through June 30, 2019. Section 1. Estimated Revenues. It is estimated that the revenues listed below will be available during the fiscal year beginning July 1, 2018 and ending June 30, 2019 to meet the operational and functional appropriations as set forth in Section 2, in accordance with the chart of accounts prescribed by the state ABC Commission. Estimated Revenues: Sales Other Income Tota I $2,519,244 $6,140 $2,525,384 Section 2. Appropriations. The following expenses are hereby appropriated for fiscal year 2018 - 2019 and are funded by the revenues made available through Section 1, herein. Appropriations: Taxes Based on Revenue Cost of Goods Sold Operating Expenses Salaries & Wages Payroll taxes Retirement & 401k Insurance - General & Group Board Member Per Diem Repairs & Maintenance Utilities Store/Office Supplies Travel Professional Fees & Dues Unemployment Insurance Credit Card & Bank Fees Cash Over/Short Security Contingencies Total Store(s) Admin. Warehouse Law Enf. $594,000 $1,336,204 Total $280,000 $21,420 $16,000 $22,400 $ 3,120 $14,000 $22,800 $11,500 $3,000 $10, 365 $0 $29,600 $0 $2,300 $22,000 $458,505 Page 1 of 4 apital Outlay: Store(s) Admin. Warehouse Law Enf. Total (define) Building Computer $0 $ $ $ $ $0 Debt Service/Lease: (define) $ $ $ $ $0 $0 $ $ $ $ $0 Total Estimated Expenses $0 $0 $0 $0 $2,388,709 Distributions: Mandatory 3 1/2% & Bottle Tax 115000 Law Enforcement $8,000 Alcohol Education & Rehab. $13,675 Other County/Municipal Other Distributions Total Distributions $136,675 Working Capital Retained $0 (Appropriated Fund Balance) $0 Total Expense, Distribution & Reserve $2,525,384 Section 3. Copies of this Budget Ordinance shall be furnished to the [appointing authority], the state ABC Commission, and to the Budget Officer and Finance Officer to be kept on file by them for their direction in the disbursement of funds. Approved by the Dunn ABC board this 26th day of June, 2018 Page 2 of 4 CITY OF DUNN ALCOHOLIC BEVERAGE CONTROL BOARD Budget for fiscal year 2018 — 2019 June 26, 2018 RE: BUDGET MESSAGE To the Dunn ABC Board The Annual Budget for the fiscal year July 1, 2018 through June 30, 2019 (FYI1/12) has been prepared in accordance changes to N. C. General Statute 1813-702 "Financial operations of local boards". The ABC Board determines, through adoption of an annual budget, the level of customer services that the ABC system will provide and the resources available for operations and capital projects. The primary drivers during the preparation of this budget included projected operating costs required to sustain acceptable levels of customer service during fiscal year 2018/2019 and the need to provide distributions to beneficiaries. The budget consist of projected revenues from liquor sales of $2.53 million, taxes related to income of $594 thousand, cost of sales of $1.34 million, operating expenses costs of $459 thousand. Highlights of Budget: Some sales increases are projected based on last year's sales. The assumption that no debt will be incurred. Longevity pay will continue. Distribution to the City of Dunn will be the $115 thousand. The Board's Budget Process: It is anticipated that the budget process will be improved in future years. Debt: The Board does not have any debt at this time; there is no anticipation of incurring debt during the budget year. Page 1 CITY OF DUNN ALCOHOLIC BEVERAGE CONTROL BOARD Budget for the fiscal year 2018/2019 Staffing Summary: The Board has a total of 3 full-time positions and 7 part-time positions. 12uj p� Robert S. Parker Manager: Dunn ABC Board Page 2 'age: 1 )ate: 0611 V18 at 10:26 AM DUNN ABC Income Statement From May 1, 2018 Through May 31, 2018 Last Seq. #: 1142 PTD Post %Sales Budget , %Budg YTD Post •======= Sales ======== tEVENUE .IQUOR SALES - STORE #1 72,883.75 36.0 75,611 96.4 814,093.05 IQUOR SALES - STORE #2 118,907.05 58.8 113,418 104.8 1,334,899.30 .IQUOR SALES - MIXED BEVE 8,604.10 4.3 8,083 106.4 92,404.40 .IQUOR SALES - MB TAX 1,781.89 0.9 0 N/A 18,640,08 VTEREST EARNED 14.54 0.0 10 145.4 138.78 )THER INCOME 0.00 N/A 0 N/A 6,000.00 .otal Sales 202,191.33 100.0 197,122 102.6 2,266,175.61 === Cost of Sales ==== AXES BASED ON SALES I.C. EXCISE TAX 42,611.00 21.1 41,500 102.7 461,531.00 ;EHABILITATION TAX 659.64 0.3 658 100.2 7,052.08 IIXED BEVERAGE TAX 1,134.00 0.6 700 162.0 8,429.00 IIXED B. TAX DEPT HUMAN R 113.44 0.1 75 151.3 842.93 ot-' TAXES BASED ON SALE 44,518.08 22.0 42,933 103.7 467,855.01 :OST OF.SALES URCHASES STORE #1 44,190.83 21.9 43,554 101.5 491,050.19 URCHASES STORE #2 64,666.79 32.0 65,092 99.3 725,410.24 RUCK DELIVERY COST 440.00 0.2 240 183.3 3,020.00 WENTORY ADJUSTMENT -36.78 0.0 0 N/A -15,774.21 otal COST OF SALES 109,260.84 54.0 108,886 100.3 1,203,706.22 otal Cost of Sales 153,778.92 76.1 151,819 101.3 1,671,561.23 iross Margin 48,412.41 23.9 45,303 106.9 594,614.38 ===� = Expenses XPENSES ALARIES - DUNN 20,764.02 10.3 20,833 99.7 246,384.27 AYROLL TAXES - DUNN 1,588.45 0.8 1,583 100.3 18,848.09 .C. RETIREMENT FUND 807.15 0.4 1,042 77.5 8,974.82 ROUP INSURANCE 861.68 0.4 1,000 86.2 9,478.48 )1vcUND 214.08 0.1 220 97.3 2,380.42 A. JARIANCES -141.98 ( 0.1) 0 N/A -523.55 REDIT CARD CHARGES 1,811.38 0.9 1,550 116.9 19,943.00 EPRECIATION 1,143.70 0.6 0 N/A 13,312,81 EPAIRS & MAINT. 138.00 0.1 418 33.0 2,751.64 'age:2 )ate: 06/15118 at 10:26 AM DUNN ABC Income Statement From May 1, 2018 Through May 31, 2018 Last Seq. #: 1142 PTD Post %Sales Budget %Budq YTD Post ;OMPUTER MAINT. 0.00 N/A 875 N/A 9,637.61 )TILITIES 1,184.02 0.6 1,292 91.6 13,526.25 "ELEPHONE 706.19 0.3 508 139.0 6,311.07 NSURANCE 862.45 0.4 875 98.6 9,373.58 iTORE SUPPLIES 563.78 0.3 666 84.7 8,297.89 'RAVEL EXPENSES - PARKER 0.00 N/A 38 N/A 0.00 'RAVEL EXPENSES - SNIPES 0.00 N/A 27 N/A 0.00 RAVEL EXPENSES - JERNIGA 0.00 N/A 27 N/A 0.00 RAVEL EXPENSES -JUDD 0.00 N/A 27 N/A 0.00 'RAVEL EXPENSES - OTHER 119.20 0.1 115 103.7 1,147.07 'RAVEL EXPENSES - MARSHAL 0.00 N/A 38 N/A 0.00 JNEMPLOYMENT INSURANCE 0.00 N/A 0 N/A 109.23 .ICENSE & OTHER TAXES 0.00 N/A 56 N/A 140.00 )FFICE SUPPLIES 319.30 0.2 250 127.7 2,335.06 'ROFESSIONAL SERVICES 0.00 N/A 500 N/A 8,201.00 )UES & SUBSCRIPTIONS 0.00 N/A 84 N/A 882.00 IOARD EXPENSES - SNIPES 100.00 0.0 100 100.0 1,000.00 IOARD EXPENSES - JERNIGAN 80.00 0.0 80 100.0 800.00 !OARD EXPENSES - OTHER 0.00 N/A 15 N/A 0.00 iC ) EXPENSES - JUDD 80.00 0.0 80 100.0 800.00 ,LC. ED. TRITON NEWSPAPER 0.00 N/A 0 N/A 500.00 ALCOHOL EDUCATION SHRINE 0.00 N/A 0 N/A 150.00 PLC. ED. WAYNE AVE. SCHOO 0.00 N/A 0 N/A 450.00 ,LC. ED. TRITON HIGH SCHO 0,00 N/A 0 N/A 950.00 ,LC. ED. DUNN MIDDLE SCHO 0.00 N/A 0 N/A 750.00 ,LC. ED. HARNETT PRIMARY 0.00 N/A 0 N/A 675.00 .LC. ED. ERWIN ELEMENTARY 0.00 N/A 0 N/A 400.00 LC. ED. GENTRY ELEM. SCH 0.00 N/A 0 N/A 400.00 ,LC. ED. DUNN AA GROUP 200.00 0.1 200 100.0 2,000.00 ,LC. ED, COATS-ERWIN MIDD 0.00 N/A 0 N/A 575.00 ,LC. ED. TEACHERS 0.00 N/A 0 N/A 1,425.00 ,LC. ED SOLD OUT YOUTH MI 0.00 N/A 0 N/A 5,000.00 ANK CHARGES 517.15 0.3 566 91.4 5,761.95 AW ENFORCEMENT 2,000.00 1.0 0 N/A 8,000.00 ECURITY 0.00 N/A 0 N/A 1,631.55 otal Expenses le' ome After Taxes 33,918.57 16.8 33,065 102.6 412,779.24 14,493.84 7.2 12,238 118.4 181,835,14 n 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, orjudicial 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).