338  Dunn City Council Special Meeting- Budget Planning Retreat Friday, February 9,2024 8:30a.m., Lumina, Wrightsville Beach NC  Minutes  PRESENT: Mayor William P. Elmore Jr., Mayor Pro Tem J. Wesley Sills, Council Members April Also present: City Manager Steven. Neuschafer, Assistant City Manager Billy Godwin, Finance Director Cary McNallan, Chief of Police Cary Jackson, Planning Director George Adler, Parks and Recreation Director Brian McNeill, Human Resources Director Connie Jernigan, Public Works Director Dwayne Williams, Administrative Mayor Elmore opened the meeting at 8:30 a.m., gave the invocation and afterwards led in the Pledge of Allegiance. Mayor Elmore thanked everyone that was in attendance. He welcomed Robert Jordan with The Daily Record and new Council Members Hargis and McNeil. He discussed the advantages of this retreat - reviewing past goals and reevaluating and setting goals for the upcoming years. He then recognized. City  Gaulden, Raquel McNeil, Billy N.Tart, Alan Hargis, and Dr. DavidL.E Bradham.  Support Specialist Amber Groves, and City Clerk Tammy Williams.  Session 1-G GettingStarted  Manager Steven! Neuschafer whoi introduced thel Facilitator, Chad Sary. Saryl begant the day by starting with Pre-Retreat Questions for Council and staff. Responses included clear direction, common goals and actions steps, consensus building and road map 2) What doy yous seea ast the most criticali issues ort trends facingt the City? Responses included growth and infrastructure, code enforcement, public relations, funding, losing institutional knowledge with upcoming retirements, gateway improvements and being "business 3) What is onet thing, you! believet the City could dot to improve its performance? Responses included Code enforcement, attracting better businesses and housing, public relations, employee training and retention, updating technology, growth training for board members, customer service, fill opens staff positions, gateway improvements andi internal communications. Sary provided perspective ong governing: asal body and thenl led councili in several questions: 1) What does a good government look like? Responses included being responsible to taxpayers, unity, addressing needs ofr residents, leadership, beinga ane example and problem solving. 2) Values? Responses included doing what is right for the entire city not just one district, honesty, listening, transparency, connecting too community and integrity. 3) Handling the prevailing decision agree or not? Responses included own position but work as a team, disagree agreeably, voice concern but accept decisions, be unified, what is best for the city 4) Relationship with Council? Responses included respect, teamwork, honesty, and open mindedness, ) Relationship with staff? Responses included friendly, trusting, respectful, supportive, access with Hopes that Council will be known for. Reponses included action oriented, proactive, pro-business, unified, planning and preparation for future, listening, problem solvers and the favorite, "Big Ideasi in  1) Whati is youre expectation for retreat? withs short andl long-term goals.  friendly."  mentality.  friendly, trusting, andj professional. effective communication. aSmall Room." Session2-R Reflecting Manager's Progress Report  City Manager Neuschafer reviewed the goals and accomplishments from the last retreat and gave an update Finance Director McNallan presented the Mid-Year Financial Report including update on debt schedule. Summary included that the General Fund balances and revenue. streams remain strong. Water, Sewer, and Stormwater cash balances are weak depending on construction projects and grants which increases the need for Utility cash flow management. Expenditure budgets are keepingi inj pace. with inflation, but revenues will not increase without new development, rate increases or a decrease in services to reduce expenditure. Infrastructure expenditures and debt issuance are necessary for future growth. Needt to continue monitoring debt ratios and fund balances and continue tol look for opportunities forg grants andl lowi interest loans. Director Jernigan gave an update on major accomplishments which included Pay Study completion and certification incentive policy implemented. She updated on open. positions and reviewed the number of Director McNeill reported on accomplishments which included 15.5% increase in program participation, adding community events, opening of Codrington Park, Lifeguard savingl life and winning bid for 2025DYB World Series. He reported on active projects and that he iss seeking a grant for future park development. He also reported on the need to update cemetery software and ther need for cemetery roadi improvements.  ont thel Imagine Dunn Strategic' Vision Planj progress. Mid-Year Report and) Financial Outlook  Human) Resources Parksand Recreation  employees with 22 plus years of employment and experience.    339 Police  Chief Jackson reported on accomplishments including the second CALEA accreditation, Citizens Academy, reinstating the Dunn Police Explorer Post, establishing multi-agency druge enforcement team and completion of Flock Safety LPR Project. She discussed retention plan, plans for a new K-9 unit, increased "in- house" Director McNallani reported ona accomplishments toi include development ofaf formal budget book, conversion to bi-weekly payroll, completion of audit, physical inventory of city's vehicles and machinery, improved accounting procedures and staff training. Project in progress and planned include revisions to purchasing policy, additional Tyler software training, automated payroll time keeping system and vehicle replacement  training, Body Camera updates, community outreach and needed facility upgrades.  Finance policy.  Thei meeting wasi recessed at 12:04 p.m. and reconvened: at1 12:47 p.m.  ITEMSI FORI DISCUSSION. AND/OR DECISION  Audit Presentation the City Clerk.  Austin Eubanks with" Thompson, Price, Scott, Adams & Col P.A presented the Audit Report whichi is onf file with Motion by Council Member Sills and second by Council Member Gaulden to accept the Audit Report as City Clerk Williams informed the Council of the difference between Work Sessions and Regular Meetings. While no official business is usually conducted: ata work session, these meetings are still open to the public and do not prohibit the governing body members from taking official action. Work sessions are intended to provide opportunities for Council members to study difficult issues, gather and analyze information and After discussion, Mayor Elmore askedt the Clerk toi include the proposed news schedule with work sessions at Director Williams reported on his department's accomplishments to include sidewalk installation for the Park-to-Park trail and the paintings for Bike Trail markers, sidewalk installation in various other areas, paving project, removing damaged and installing new curb and gutters, clearing blockages in stormwater ditches and pipes as well as replacing damaged pipes and paving in-house project. Also created bulk yard waste guideline and street sweeper/leaf truck route schedule that has been distributed as well as replacement ofs storm drain lids with lids made by PW employees and improvements on asphalt cut repairs. Goals include establishing a flagger training program within the department, developing a program for commercial driver's license course, continue improvements on stormwater flow, damaged sidewalks, Planning Director Adler reported major accomplishments including adoption of the Unified Development Ordinance. Her reported that since) January 2020, the City! hada al neti increase in! housingo of 247 with 82 oft those beingi infill. Priorities includea amending UDO, implementation off four projects in the ADA transition plan and City Manager Neuschafer reviewed thej projects completed by the Public Utilities stafft toi include 11001 If water line replacement on NI King, 31 water and sewer taps, repaired 157 leaks, 25 offset manholes, 40 broken cleanouts, responded to 160 sewer blockages and completed 9,786 locate tickets. Plans are to implement Lead Copper project, Tracy Lane project, Champion Pump Station project, Love's force main cleaning along with new equipment and staff. He also updated on the Water Plant and Sewer Plant projects as well as the Assistant City Manager Godwin gave updates on the Wayfinding Project, Park to Park Sidewalk Project and the 195 Widening Project. He discussed potential projects such as public works facility and fuel station City Manager Neuschafer gave an update on various projects toi include paving, stormwater, elevated water,  presented. Motion unanimously: approved. Work Session Meetings clarify problems. ther next council meeting. PublicWorks  concrete stormwater lids and cross training ofe employees.  Planninga andJ Inspections upgradingi permitting technology. Public Utilities  SOC. SPECIALI PROJECTS  relocation, municipal building upgrades, cotton gin: and caboose property.  and: sewer SOC projects. Ther meeting wasi reçessed at 4:35 p.m.    340  Special Meeting Budget Planning Retreat Saturday, February 10,2024 8:30 a.m., Lumina, Wrightsville Beach! NC  Mayor Elmore reconvened the meeting on Saturday, February 10, 2024 at 8:30 a.m. and then gave the Sary provided a recap and presented: an! Environmental: and Demographic Scan Update which was previously Sary reviewed the goals and priorities oft the previous year and went through a consensus exercise to delete theg goalst that are complete or nol longer a priority tol keept the ones that remain aj priority for council. He also asked Council tos share one oft their owns short-term andl long-t term goals. The following graphic highlights the  invocation: andl ledi in thel Pledge of Allegiance. Session 2-Reflecting providedi int thel Imagine Dunnl Plan. Session 3- Reviewing) Priorities changes from 2020 to 2023:  Increasedto $195.900  Dunn! Demographics 9,680 4.5% M 40.27 2.3 I Mi  Increasedto $165,700  to Decreaset 34.9  Increaset to42.1  Decreased1 to7 7% HOUS GOCCUPANCY MEDIANH ANDIENURE  VALUES Increasedtos 53%  Increaset tos $64,992  Increasei tos $41,843  $33,340 21.32%  Decreasedt to 40%  Session 2-1 Truel Today- - Truei inj Five Years following graphicl highlights this exercise: True Today - True in 5Years: What is TRUE about Dunn TODAY that you still hope will be true in 5) years?  Facilitator: Sary provided and overview oft the" True Today Truei inl Five) Yearse exercise that was conducted: at the previousy year'sr retreat. The City Council agreedt that thesei items ares still relevant and unchanged. The  Council int tune with residents Maintain a small-town feel but accept growth As sense of community Embracing growth AI low crime rate Infrastructure issues resolved Ab better job market More diningo options in downtown An established" "niche" for Dunn forr marketing purposes Growth to occur - move past being stagnant Clear direction for land use & growth decisions Better connectivityt throughout the city  What is NOT TRUE about Dunn TODAY that you hope will be true in 5 years?  Session3 3- Reviewing) Priorities: Keep.Toss.Completel Exercise Session 3-J Individual: Short-Term &I Long-Term Goals term & onel long-t term goal. The results area asf follows:  Facilitator Sary reviewed the goals and priorities from the previous year's retreat, and Council agreed by consensus to delete the goals that were complete or nol longera a priority and tol keep the ones that remain asa Before takinga a mid- morning break, each elected official provided Facilitator Sary with one individual short-  short term: andl long- term goal.    341  Short Term Individual Goal Stormwater mitigation New Public Works Building Road repairs (in-house) Bringa al high-quality restaurant to downtown Street paving projects complete Thes second phase ofs street paving complete Hold: an annual. Juneteenth Event FY2 2024-25 Short Term Goals  Long-Term Individual Goal Water & Sewer Issues resolved Water plant complete (3 votes). Stormwater issuest resolved Complete wastewater treatment plant upgrades Community Beautification  Saryt then led the Council in: ane exercise toe establish the Short' Terma and Long-T -Term Goals.  Priority Rank (Points Received)  Votes (for each color)  Imagine Dunn Theme  Goal & Action Steps improvements.  Continued funding for infrastructure Repairs and new lines should bes sized to accommodate growth. Investments ins stormwater control improvements (annual funding, clear annual priorities, consider Planning feei increase, better development regulations) Create an: actionp plant to address water plant Implement street repair improvements (prioritize issues & allocate funding). Improve public relations. Develop communications training fora applicable employees. Research al PIO! position- evaluate iffull- time/part-time or use ofa consultanti is applicable. Create aj progress report fort the City Council on Character monthly activities. Develop andj install signage for active projects whilet they are occurring in the City toi informt the public about city project activities while they are happening. Complete renovations to City Hall. Construct a female locker room (police). Repair plumbing problems. Update UDO to: address typos and land use plan Create text amendments to correct typos and implement newer growth recommendations int the Planning Use newly established City Council work sessions tot focus onl land use and growth issues. Developa regional marketing plan for sports Work with local businesses top promote Dunn to host sporting events. Parks &I Recreation tor reach out tol baseball organizations tof find outt ther needst to be ablet to Positioning host future events in Dunn. Reached outt tor regional sporting organizations to market Dunn and find outl how the city can host major events inf future. Business Recruitment & Investments Form a committee tor recruit businesses downtown. Inc conjunction with the City'st tourism group, provide advanced noticest tol local businesses when major events occur in Dunn to  for Growth  1(21)  7  issues.  2(13)  4  Community  3(9)  3  Planning for Growth  recommendations.  for Growth  4(8)  3  land use plan.  events.  4(8)  Market  5(7)  2  Business Development  they    are open andi ready fort thei influx of visitors. Refinet the foodt truck ordinance to address noise Continue to fund &i implement gateway improvements. and City signage program. Puti improvements out for bidt to construct. Increase code enforcement efforts along Continue to upgrade City technology. Update payroll & permitting software. Preparea planf for physical/hardware upgrades. Growth Evaluate vendorf for water bill payment (the existing process is not user-friendly). Reuse of City-owned properties Starta aj programt toi identify issues and create an Community actionp plan with priorities. Document activities regularly with the City Council. Actively recruit more retaill businesses. Tour new businesses andi market the city. Participate with chamber ofc commerce on business recruitment. Stay involved andi monitor recruitment: and tourism activities. Private Property Utility Issues Finish the ordinance and adopti it. Create & fund incentive programs for private sectori investments, specifically for restaurants (façade grants, permit fee reductions, etc.) Continue City Beautification Efforts Look for funding sources and developaplan. Seek community involvement & business participation. Look at public art program and partner with local schools int these efforts. Provide alternatives for senior citizen Research grant for funding tos support efforts. Fund improvement efforts that provide connectivity to existing parks, sidewalks,  issues.  Community  6(6)  2  Look to add additional signage through? NCDOT. Character  gateways.  Planning for  6(6)  6(6).  2  Character  Partnerships  7(5)  Community Character  8(4)  2  9(3) 9(3)  Quality ofLife Quality ofLife  transportation. greenways, etc. Identify Phase2 Get cost estimates and begin tol budget. Identify easy and less expensive projects that can bel handledi in-house. Develop a Juneteenth Celebration Coordinate with other organizations (downtown, Market chamber, etc.) Provides support with public property usage. Provides support with safety (police) during event. Confirm funding andi research additional funding Planning for Solicit designers and put out for bid.  10(2)  Quality ofLife  11(1) 12  Positioning Growth  Construct New Water Tower to construct.  FY 2024-25Long" Term Goals  Priority Rank 1() 1()  Imagine Dunn Theme Partnerships Quality ofLife  Votes Goal & Action Steps  Support workforce development Supportr new workforce building renovations with community college. Bef financially supportive oft the I-95. Alliance and actively recruit more members. Expand utilities tos support growth. Codrington Park] Improvements  5 5    Installf fence around cemetery and provide overall improvements and repairs. Install lightingi int thej parking: area and cemetery. Complete parks & recreation needss survey. Stayi involved with the I-95. Alliance and recruit new  2 3() 3() 3() 4  3 2 2 2 1 0 0 0 0 0 0 0 0  Market Positioning Planning for Growth Growth Community Character Community Character Partnerships Partnerships  members.  Complete Water Plant Upgrades  Construct new Public Works/Public Utilities Complex. Planning for  Continue efforts to reuse City-owned and private properties that are underutilized. Createl Redevelopment Zone Foster relationships with high schools by creating an apprenticeship program with the City. Relocate the tourism office closer to gateways. Complete Downtown Master Plan. Downtown Organizations. Focuses on employee retention & recruitment. departments. Continue efforts toi improve City's brand. Foster relationship with high school by creating an apprenticeship program with the City. Continue efforts toi improve gateways and waylinding. Continue Stormwater Improvements efforts.  Continue partnership with the Chamber of Commerce and Partnerships Developa a clear process for career advancement across all Quality ofLife  Market Positioning Partnerships Community Character Planning for Growth  With nof further business to discuss, the meeting was adjourned: at 12:17p p.m. with noo objections.  OIYO OF FDN MB ConomeNS SEAL  P.Elmore  Mayor  Attest:  Cgnunyy aess  Tmm,wIIm-AICACCNC  City Clerk