226  Dunn City Council Regular Meeting Tuesday,April 12,2022 7:00 p.m., Dunn! Municipal Building  Minutes  PRESENT: Mayor William P. Elmore Jr., Mayor Pro Tem Dr. David L. Bradham, Council Members J. Also present: City Manager. Steven Neuschafer, Assistant City Manager Mathew Boone, Finance Director Jim Roberts, Public Utilities Director Heather Adams, ChiefofPolice Clark White, Police Major Cary) Jackson, Planning Director George Adler, Parks and Recreation Director Brian McNeil, Communications Coordinator Kaitlin Mayor Elmore opened the meeting at 7:00 p.m. and Rev. Floyd Ray, Pastor at Mt. Zion Missionary Baptist Church gavet thei invocation. Afterwards, Council Member McLean ledi int the Pledge of Allegiance. Motion by Council Member Turnage and second by Council Member Gaulden to adopt the April 12, 2022  Wesley Sills, April Gaulden, Frank McLean, Billy! N.Tart, and Chuck Turnage.  Adkins, City Attorney Tilghman Pope, and City Clerk Tammy Williams.  CALLTO ORDER ANDI INVOCATION AGENDA. ADJUSTMENT. AND APPROVAL meeting agenda as presented witht thef following changes: Add tot the Consent Agenda Non-Discrimination! Policy for the Coronavirus! Funds PRESENTATIONS  Remove Special Use Permit (SUP-01-22) due to the request being withdrawn by the owner, and replace  with Business Item, Tos Set Budget Workshop. Motion unanimously approved.  Update on! Harnett Training School LLC  Carnell Robinson, member oft the Dunn Community Development Committee (DCDC), gave an update on the Harnett Training Center and invited Council toj join them for the plaque dedication honoring the hard work and vision of the Iate Mayor Oscar N. Harris, former Council Member Donnie Olds and Jim Bennett in Chief White recognized Patrol Lieutenant Jonathan Butler for being awarded his leadership certificate from the North Carolina Justice Academy, and Officer Ethan Core for being awarded the Intermediate Law Enforcement Certificate: from thel North Carolina Criminal Justice Training & Standards Division. The Public Comment Period was opened by Mayor Elmore at 7:09 p.m. Having no comments, the Public  transformingt the facility tot the Dunn] Enrichment Center. Employee Recognitions- Policel Department  PUBLIC COMMENTI PERIOD Comment period was closed. CONSENTI ITEMS  Minutes oft thel March 8, 2022 City Council Meeting. Minutes oft thel March 14, 2022 Special Councill Meeting. Destruction ofN Municipal) Records Request- Planning &I Inspections Landscape Maintenance Contract Extension Basketball Court Updates RFP Speciall Event- Temporary Closing of Streets- Dunn Shrine Car Show Speciall Event - Temporary Closingo of Streets - "Tthought Turkeys could Fly" 5K minutes as Attachment: #1. Summer Hours May 1, 20221 through September 30, 2022.  National Library Week Proclamation. A copy of the Proclamation (P2022-03) is incorporated into these Resolution accepting the American Rescue Plan. Act (ARPA) Funding offer for Wastewater Improvement Projects. A copy ofthel Resolution (R2022-10) is incorporated into these minutes as Attachment: #2. Non-Discrimination. Policy fort the Coronavirus Funds.. A copy ofthel Resolution (R2022-11)isi incorporated Motion by Council Member Tart and second by Council Member Gaulden to approve all consent items.  into these minutes as Attachment: #3. Motion unanimously approved. ITEMSI FORI DISCUSSION, AND/ORI DECISION Set Budget Workshop  Motion by Council Member McLean and second by Council Member Sills to set a Special Called Meeting on Thursday,April: 28, 2022 at6 6:00 p.m.i in Council Chambersi for thej purpose ofholdinga al Budget Workshop and  possible Closed Session. Motion unanimously approved.    227  Stormwater Feel Information: and Discussion  City Manager Neuschafer reminded Council that staff shared the Stormwater Fee study results provided by Willdan att the March 14th Special Meeting. Wildan's information used the Equivalent Residential Unit (ERU) calculation (base multiplier) to make more equitable cost comparisons for Residential, Multi-Family, Commercial, and Industrial fees, looking at impervious surface areas - areas that create runoff rooftops, driveways, decks, etc. The estimated: average residential unita area for the cityi is 3,257sf. This number can be used to maintain the amount paid by our residents and charge more: for those properties that have a larger impervious surface area. This square footage will be used as the equivalent unit and the non-residential multiplier. Currently a large business pays $10.00 per month and single family residential property pays The UNC School of Government, Environmental Finance Center website, with 2020 survey information (Utility Fee Structure attached), showed the wide range of fees, which are based on what ther revenue willl be used for. The average monthly! bill across: surveyed utilities fora a non-residential property with 10,000 square feet ofi impervious surface was $15.07 monthly. Monthly bills at 10,000 square feet range from $0.83 to $82.501 monthly. This proposal is that the rate for 10,000 square feeti is $10.75 monthly. An average fast food location inl Dunn with one acre ofl land with 90% impervious area (12F ERU's) would be $42.13 per month. He also shared) Residential base fee accordingt to the 2021-22 survey withs surrounding towns. If Council decides tor move forward thej plani ist tol have atl least one publici meeting toe explain tos stakeholders. Ifagreed upon, the After discussion, motion by Council Member Sills and second by Council Member Turnage to move forward with the recommendation) presented for the upcoming 2022/2023 Fiscal Year Budget. Motion unanimously Assistant City Manager Boone requested approval of staff's recommendation to enter into contractual negotiations with engineering firm, ESP Associates, INC., to provide a detailed and interactive mapping diagram oft the cities complete stormwater system. The city advertised anl RFQ for engineering services and generall land surveying pertaining to mapping the existing stormwater: system and received sixteen proposals from qualified firms from all over the state. Two firms were: shortlisted andi interviewed by staff to come to this recommendation. City Manager Neuschafer reminded Council that the City did receive funding from the Motion by Mayor Pro Tem Bradham and second by Council Member Gaulden to allow the city manager to enter in contract negotiations with ESP Associates, INC to provide the city with a comprehensive map ofi its Assistant City Manager Boone: requested approval to enter into contract with Merje Design to research and develop the City's Wayfinding Masterplan for the amount of $60,000. The city advertised an RFP for design services pertaining to developing the city's Wayfinding Masterplan and received sixteen proposals from qualified firms from all over the: state. Thej proposals were reviewed) byas staff team who scored the proposals After discussion, motion by Mayor Pro' Tem Bradham and secondl by Councill Member McLean to authorize1 the City Manager to enter into a contract with Merje Design, after review by the City Attorney, to design the wayfinding and signage masterplan and to approve the Budget Amendment as presented. Motion unanimously approved. A copy of Budget Amendment (BA2022-27) is incorporated into these minutes as Assistant City Manager Boone requested approval to enter into contract with IBI Group to provide architectural and engineering services pertaining to the design oft the Public Services Complex with a budget impact of $79,000.. At thel March 8, 2022 Council meeting, Council authorized the City Manager to negotiate terms between IBI Group and the City of Dunn for design and other related professional services fort the city's new publics services complex. Ana agreement wasr made with) IBIg groupt to provide thef following deliverables:  $3.50 per month.  new rates willl bei incorporatedi into the upcoming fiscaly year budget.  approved.  Stormwater Mapping Engineering Firm Selection  Statet top pay for this study.  stormwater: system. Motion unanimously approved.  Wayfindingl Design Contract  from allf firms andi unanimously recommended. Merje Design.  attachment; #4 and the contracti iso onj file witht the City Clerk Public Services Complex Architectural: and Engineering Contract  Executive summary  Site due diligence narratives and! base plan graphic Space needs program ins spreadsheeti format Recommended site master plan and considered options Site expansion: and phasing plan Overall complex graphici rendering ata conceptual design level. Total project! budget worksheet with opinion ofp probable construction cost Questionnaire: responses Othera associated data what thef facility willl lookl like.  Neuschafer added this will come up with square footage needed, amount of space and number of buildings but does not include the construction and materials needed. It does include a general rendering, visual, of Motion by Council Member Turnage and second by Council Member Gaulden to allow the city manager to enter into contract with IBI Group, after review byt the City Attorney, to deliver an overall masterplan needed to construct the city's new Public Services Complex and to approve the Budget Amendment as presented. Motion unanimously approved.A copy ofE Budget Amendment (BA2022-28). isi incorporated into these minutes  as attachment: #50 and the contract is onf file with the City Clerk    228  Community. Appearance Committee (CAC) Review  Assistant City Manager Boone shared CAC was established as a temporary committee, to be evaluated by Council to determine ift they would like the committee to continue or recommend dissolving. If council recommends the continuance oft the CAC, they willr need to determine any changes tol be made and establish. Council Member Turnage recommended cameras be used to identify people throwing out trash and ticket them. Neuschafer: addedt that an ordinance willl bee established to formerly form the Advisory Board. Motion by Mayor Pro Tem Bradham and second by Council Member Turnage to set staggered terms of two years with first term beginning 2020 and tos stagger current members first term with four to end 06-30-2022 andi four to end 06-30-2024 to be randomly selected and limited to two terms with atl least one year before reappointment as well as ex-officio organization recommendations to be approved annually by Council. Parks and Recreation Director McNeill presented request for authorization to apply for funding assistance through the PARTF grant int thea amount of $200,0001 to assist withi minor improvements of Tartl Park. This will include renovating two current playgrounds and one picnic shelter. The PARTF fundi is a state funded grant program forl land acquisition and development: for parks. PARTF ist the primary source of funding to build and renovate facilities throughout North Carolina andj provides dollar-for-dollar grants tol local governments. Past PARTF projects include Tart Park, Tyler Park and PK Vyas Recreation Center. The projected budget is After discussion ont the granta andi many activities oft thel Parks and) Recreation Department, motion by Council Member Gaulden and second by Council Member McLeant to grantt the City Manager authorization tos submita PARTF application by thel May 2, 2022 deadline as presented. Motion unanimously approved. Finance Director Roberts reported that the current copier contract for the city wille expire this August, soi itis time to request new proposals for this service. This proposal will solidify copy needs for the next five years Motion by Council Member Tart and second by Mayor Pro Tem Bradham to approve the request to receive proposals for a new 5-year copy contract with new rates to bei included in the 2022-2023 budget. Motion Finance Director Roberts reported that the City received two proposals and the best five-year rate from Truist Bank of2 2.65% asal Tax) Exempt Bank Qualified rate. They yearly interest and principal payment will be approximately $120,000 per year. The city will pay a little less than $45,000 ini interest over the life of the loan and will pay $553,860 +/- inj principal for the total loan repayment. The loan is for replacing the EI Bay Motion by Councill Member Gaulden and second by Council Member Tart to approve the Resolution to accept the financing proposal of Truist Bank for installation of water lines on S Elm Avenue and E Bay Street as described. Motion unanimously approved. A copy of the Resolution (R2022-12) is incorporated into these Neuschafer presented the Goals and Priorities Report and shared that staffi is tryingt to work outaj partnership with NCDOT to add our projects into their scope of workt to assist us with bidding and pricing. We are also hopingt this willl help with thel Parkt to Park Trail sidewalk expenses. He also reported that thel Land Usel Plani is progressing: and willl be discussed further att thet upcoming joint meeting with thel Planning Board. City Manager Neuschafer informed Council that a draft SOC was received and sent! back with comments, SO we are closing in on the date to present the final SOC to Council. We are also working with Chad Sary of the Financel Director Roberts provided thef following financial report for thep period ending March 31, 2022: Water and Sewer Revenues collected year to-date is $4,622,736 or 75.66% of budget, compared to Property" Taxes received through February is $3,903,192, compared to $3,831,708 last year. Total' Taxes Sales Taxes received inj January were $266,657, which ist the largest the city has received in one month Building) Permit Fees are ata a total of$ $121,233 or 78% ofb budget, a bit down from last year, which was General Fund expenses to-date is $9,228,348 or 73.51% ofbudget, compared to $7,806,232 last year and The Water and Sewer fund expenditures total $4,862,042, or 61.62% of budget compared to $4,343,725  Motion unanimouslyapproved.  North Carolina Parks: and Recreation' Trust! Fund (PARTF) Grant Application  $400,000 with $200,0001 through the grantf fund and $200,000 asac city match.  Request for Proposals for Copiers  and willl bei included inb budget proposals for thats same timeframe.  unanimously: approved.  Loan EBaya and SI Elm Waterlinel Project  and SE Elm Waterline project. minutes as attachment #6. Council Goals/Reports  Administrative Reports  Stewart Group ona as sewer allocations policy.  Cash onl handi is $11,252,790, compared to $10,175,643 lasty year.  $4,371,1081 in 2021. collected: sof fari is $4,236,202. time and $21,5001 moret thanl lasty year. Revenue to-datei is $9,860,950. lasty year, with revenuest to-date at$ $5,903,481. Thel benchmarki for this periodi is 75% ofb budget.  Utilities Sales' Taxes receivedi is$ $486,135, down from) last year of$491,922.  $125,907.  Hea also updated Council onI Debt Service payments andl liens and assessments.    229 Report.  Reports were also received as follows: Communcations/Pablc Information, Planning and Inspections Report, Public Works Report, Public Utilities Report, Parks andl Recreation: Report, Library Report and Police Motion by Mayor Pro Tem Bradham and second by Council Member Sills to enter Closed Session in accordance with INCG514531811006) to establish ori instruct thes staff concerning the negotiation ofthe price andi terms ofa contract concerning the acquisitipn ofreal property. Motion unanimously approved. Mayor Elmore reconvened the meeting and with no further business to discuss, motion by Council Member Turnage and second by Council Member Gaulden to adjourn the meeting at 8:28 p.m. Motion unanimously  Announcements/Information  Mayor Elmore announcedi upcoming events and activities.  Ther meeting was recessed at 8:14p.m.  approved.  Mayor  Attest:  SEAL 5  KAL  amty Tammy Williams,CMC NCCMC City Clerk  A