August 30, 2022 Work Session Minutes  HAMLET CITY COUNCIL WORK SESSION COUNCIL CHAMBERS ROOM 201 MAIN STREET, HAMLET, NC2 28345 TUESDAY, AUGUST30, 2022 5:00PM MINUTES  Governing Body Present: Mayor Council Member Eddie Martin Council Member Maurice Stuart Council Member Abbie Covington Council Member Oscar Sellers  Bill Bayless  Mayor Pro Tem Jesse McQueen (joined the Meeting at 5:20 pm)  Staff Present: City Manager City Clerk Police Chief Major Lieutenant 1. Call to Order 2. Adoption of Agenda The vote 4-0.  Matthew Christian Gail Strickland Dennis Brown Hudson Chitwood Matthew Norris  Mayor Bayless called the meeting to order at 5:00 pm.  Council Member Covington motioned to adopt the Agenda. Council Member Sellers provided the second.  3. Approval of Minutes for August 9, 2022 Regular Meeting  Council Member Sellers motioned to adopt the Minutes. Council Member Covington provided the second.  The vote was 4-0. 4. Work Session Dennis Brown. Police Trainee Program  City Manager Matthew Christian announced the Work Session is to discuss al Police Trainee Program, changes in the Police Car Take Home Policy and water meters. He turned the meeting over to Police Chief  The Chief reviewed the Police Trainee Program Document and Certification Training Expense Reimbursement Agreement given to Council. He acknowledged Lt. Norris and Major Chitwood for developing the program. Items discussed were the purpose of the program, selection of staff, the agreement, pay, supplies and material, employment prior to Basic Law Enforcement Training (BLET) and while in BLET, and the reimbursement agreement if the applicant did not complete the training. Chief Brown discussed additional steps that will be required oft the applicants. They will take a written examination (National Police Officer Test), an abbreviated physical fitness test and undergo a comprehensive background check. Council had concern of recourse ift the applicant was not successful. The Police Chief advised any failure would be considered on a case-by-case basis and: suggested the City's Attorney give input. The City Manager added the City would need to have reasonable expectation of what  1    August 30, 2022 Work Session Minutes  could be recouped. After Council and Staff's discussion of the potential colleges and length of BLET, Council Member Martin motioned to approve the Police Trainee Program and Certification Training Expense Reimbursement Agreement but toi include BLET Classes cannot be at night. Council Member  Sellers provided the second. The vote was 5-0.  Vehicle Take Home Policy  Chief Brown discussed the City'sTake Home Vehicle Policy, stating it was previously established for 6 miles. He reported the limited mileage is not competitive with other police agencies; some have no restrictions. New Maverick trucks, to be used as the Sergeants' vehicles, will provide better gas mileage. Council discussed increasing the policy to 15 or 25 miles. Council Member Covington motioned to update the policy to 25 miles from the City limits, excluding South Carolina. The second was provided by Council  Member Sellers. The vote was 5-0.  Water Meters  Matt Christian reported an issue with the water bills last week. Due to the loss ofar meter reader, one- third oft the meters were not read int time for the bills to be sent to the printer. It was discovered long-time water meter reader, Vic Robinson, did not know where all the meters are located. The situation hast the bills going out late. The Manager wanted to make Council aware of the situation. He advised the Cityl has 4500 meters and replace approximately 100 each year. To replace all would take 45 years on a mechanical device with a 10- - 15-year life expectancy. Also discussed was the amount of unmetered water thati is unaccounted for each month. After discussing the efficiency of other systems and costs, Mr. Christian suggested starting the procurement process by obtaining Requests for Qualifications (RFQs) from qualified firms. Once received, Council and Staff can have work sessions to hammer out a contract that is tailored toi the City's needs. He estimated the process would take at least 2 months. Council Member Covington stated the revenue projections are as important as the cost projections. The Manager stated he can have work: sessions with staff to gather additional information and possible solutions. He also reported some of the water accounts had to be averaged to get the bills out. Council Member McQueen inquired ift the late fee would be adjusted due to the delayed bills. Council gave consensus to delay applying the late fee for1 1  day and then the Manager would consider any other issues on a case-by-case basis.  LadderTruck  Mayor Bayless reported the Fire Department ladder truck will have to be replaced. The City Manager responded he has discussed the issue with Fire ChiefTrey Goodwin who is looking at other options. The Mayor announced he participated in an anniversary video at the Lumber River COG. He also reported At6 6:25 pm, Council Members Sellers and Covington provided the motion and second to adjourn the  Lumber River COG  money has been appropriated for the bypass around Laurel Hill.  5. Motion to Adjourn meeting. The vote was 5-0. Respectfully: subritted, Gail M. Stricklarid, City Clerk  hénk  )  s