210  Dunn City Council Special Meeting - Budget Planning Retreat Tuesday,) January2 28,2022 8:30 a.m., Doubletree in! Newl Bern! NC  Minutes  PRESENT: Mayor William P. Elmore Jr., Mayor Pro Tem Dr. David L. Bradham, Council Members J. Wesley Sills, April Gaulden, Billy N. Tart,and ChuckTurnage. Absent: Frankl McLean Also present: City Manager Steven Neuschafer, Assistant City Manager Mathew Boone, Accountant Brittany Barefoot, Public Utilities Director. Heather. Adams, Planning Director George Adler, Chief of Police Clark White, Parks and Recreation Director Brian McNeill, Human Resources Director Connie Jernigan, Librarian Mike Williams, and Communications Coordinator Kaitlin Adkins. Also attending Michael Goliber and Mike Slusher Mayor Elmore opened the meeting at 8:33 a.m. and Council Member Chuck Turnage gave the invocation. Mayor Elmore thanked the stafff for all the planning goingi into the retreat and thanked Council Members for their efforts in working together and handling the business that needs to be accomplished for our City City Manager Neuschafer made remarks and introduced the Facilitator Chad Sary. Sary has been involved in local government at different levelsf for over 26 years now and is now currently serving on the Wake Forest Sary began the discussion by asking everyone tos share their name, role with the City and to answer the Pre- Retreat questions: The first questions was' "Whati is onel lesson you learned in 2021 as ane elected official or City representative?" Answers included: Learning to Adaptt to change/uncertainty, Community's expectations through the Imagine Dunn process, Sewer Moratorium slows growth and government wheels turn slow to make things happen, City's infrastructure problems, can't continue to put off infrastructure needs, and the importance of trained and informed staff as well as proper facilities. The second question, "What will a successful budget retreat look like tos you?" ranged from clear and concise expectations, directions, plan for addressing infrastructure needs, plans fori improved employee retention and morale, specific goals related1 to Imagine Dunn, and that big goals are important, but so are the small goals. Sary reviewed the retreat objectives andj purpose asv wella asl his role as af facilitator, staffsI role and the elected members' role during the He gave an update on NC demographics, some Dunn demographics from the Imagine Dunn and talked about the American Rescue Plan Act (ARPA) funds that must be spent by 2026 on water/wastewater, high-speed internet, and economic development with NC receiving $5.7 billion. Hef further shared comparisons of Dunn with various cities similari in demographics. (Slides related to the demographics are included in the minutes as Cityl Manager Neuschafer presented as six-month) Progress Report. Everyi itemi int thel budget message has been started, Paving and Water/Sewer on Broad St, Property Acquisitions, Land Use Plan/Ordinance Update (UDO), Equipment Purchases, Finance Software, Pavement Condition Study, Tart Park Completed, Demolitions, Wayfinding RFP, Stormwater Mapping RFQ, and Public! Services Complex. Het talkeda aboutallt the planning that has been completed through various studies including the Pavement Condition Study, Stormwater study, Comprehensive Land-Use Plan as well as five other studies. These studies will assist the Kaitlin Adkins, Commungatony/Downiown Director reported on twelve new businesses opened in Downtown in 2021 as well as other improvements. She shared that Downtown Dunn Development Corporation (DDDC) took over ownership of Stewart Theater and the theater is going through a $5 million renovation project with Teresa Alphin spearheading this effort. She also updated on alleyway lights and eventsl hosted by DDDC. Goals include hanging baskets, lights on poles, designating one alley for pedestrian use, and plan for building andl lot development of the caboose property purchased by DDDC. Discussed the changes concerning the lot from last year's presentation. Council Member Tart discussed the issues relating tob business staff taking up the downtown parking so that parking is not available for customers. Mayor Pro Tem Bradham recommended speakers downtown playing music, the need for restaurants, and the need to deal with dilapidated buildings. Boone added that wayfinding signs should help visitors find parkinge easier. Librarian Mike Williams reported on the library accomplishments including how they have coped with the pandemic by offering programs outside and online. He added that the needs oft thel library includel larger and improved facility, debit card terminal, change machine for self-service photocopying and fax machine. Neuschafer added that the current location does not work for adding space there and hopefully should be  with DMP, Inc.  CALLTO ORDER ANDI INVOCATION  Afterwards, Councill Member Sills led int thel Pledge ofA Allegiance.  especially asi itrelates toi infrastructure.  Town Council. Session 1-G Getting Started  retreat.  Attachment: #1.) Session 2-Reflecting  city inr makingt thel best decision forf future planning.  Downtownl Development  Library  included int the municipal complex planning.    211 Police  Chief White reported on the department's accomplishments including CALEA Accreditation maintenance, Grant awards and also updated that the Police Cadet Youth Program and the Citizens Police Academy Program had been suspended due to covid. Hes shared their biggest challenge ist the recruiting and retention ofs staff. Hes said aj priority is to restructure the department's salary and career development plan, continue improvements tot the firingr range and efforts tot train and equipa a Water Rescue Team. He added that the last Pay study completed by the City was in 1998. Mayor Pro Tem Bradham remarked that public safety is as important as anything elsev we do andi ise extremely important toa attracting growth. Discussioni followed ont the safety oft the Dunn-Erwin' Trail. White stated that all three agencies work together on the trail. White added biggest issues with staff retention is that these young officers can go 20 minutes down the road and make $12,000 more a year. Cost toi implement the career development plan developed for department would be $120,000 the first year. Neuschafer added other agencies are facing the same issues and this is driving the workforce cost upf for everyone. Council Member Gaulden added thati ifyou are goingt to) have quality staff you Brittany Barefoot gave ant update ont thel Finance Department: accomplishments including the purchase ofr new financial software with Tyler Technologies. This new software requires training and converting old data which should be complete by! hopefully June.. Also provided customers'. abilityt to choose email bills, textl bills, print and pay through South Data and the department is now fully staffed. Goals are to finalize software implementation and to continue to assist with Imagine Dunn implementation through financing options and to continue to provide excellent customer: service. She shared aboutt the reappraisal meetings being held by the county. Neuschafer added that this impacts the budgeting for this year and we will need tol budget with existing and new projected funds. He addedt this ist the first time they! have ever done: a full measure whichi is sending someone to every! house to take pictures adding additions tot the property values, whichs should bea a significanti increasei inv values. Barefoot also shared how the tax dollari iss spenti int the City ofI Dunn. (This slide Parks and Rec Director McNeill reported the biggest accomplishment was completion of the Tart Park Renovation. Council Member Turnage asked for more information on the cost and economic impact of tournaments held at the park. Boone added that there are plans to market Tart Park to attract additional tournaments. McNeill added that the Parks Comprehensive Plan isl being included int the City's) Land Use Plan with projected completion inj June. He discussed the need to improve Codrington Park with guidance tol be provided through the comprehensive plan. The City was awarded $150,000 from the NC General Assembly for the park. He added that most of our parks and equipment are minimally ADA compliant and need to be Planning Director Adler reported the Imagine Dunn Strategic Vision Plan and ADA Transition Plan were completed. He said one evidence oft the growth is the activity int the Planning and Inspections Department which has doubled sincel FY 2020.1 Plans inp progress are the Comprehensive Plan and update of Development Ordinances- Unified Development Ordinance, asv well ast thel Future Land Use Plan. Pedestrian Plan should be complete by] June with planst to combine with ADA and work onp pedestrian andl bicyclei infrastructurer with the first project, the trail from Tyler to Tart Park. He shared about developer interest and revitalization of neighborhoods through use ofe existing vacant lots. He said that toi increase efficiency in the department there isar need for updated permitting and code enforcement software with an upfront cost for software and Assistant City Manager Boone reported for Public Works Director Vincent Washington. He shared the accomplishments of the department which include street repairs, sidewalk and curb/gutter repair, stormdrain repairs and assisting multiple departments as needed. Also reported on sales at the cemeteries. Goals aret to continue tor repair older storm drains and the storm mapping study should helpi in these efforts. The department needs to add 4 additional employees to concentrate on storm drains and pothole repairs. Neuschafer added that Washington is also looking at a new dump truck. Boone stated the department is looking at being more proactive than reactive with the additional staff. Council Member Tart talked about standards for developers for streets especially for cul-de-sacs where trash trucks are damaging and he: asked about residents! being ablet tor report potholes through the website. Public Utilities Director Adams added that  ares goingt tol have top pay them.  Finance  isincorporatedi int these minutes as Attachment; #2.)  Parksand Recreation  updated. Planning Department  conversion of$27,800 and $4,000a annually.  PublicWorks  this isi int the works. Public Utilities  Thei meeting was recessed at1 12:05 p.m. and reconvened: at1 12:50j p.m.  Public Utilities Director Heather Adams reported on the department's accomplishments including sewer line and water line projects as well as securing $45.555 million in funding for additional rehab work on the Wastewater Plant, Sewer System and Waterlines. She showed plans for how the city can get out from under the sewer moratorium and how the city can support growth after the moratorium. She talked about the sanitary sewer evaluation and the need for a dedicated crew. She added that itis important not to forget about the need to secure funding for the water plant. She saidt that a decision needs to be made soon about expanding or building a new water plant so the City can apply for ARPA funds. Right now, the city still qualifies for USDAf funding but once the population goes above 10,000t that may nol longer be an option. (The Michael Golliber of DMP reported on the Highway 301/1-95 Corridor Improvements study. He talked about the improvements opening up the corridor and increasing the ability for growth on the eastside. The  Public Utilities! presentation. isi incorporated int these minutes as Attachment: #3.) conceptual budgetf for thet two outfalls and thej pump stationi is$6.3251 million.  195/301 Corridor) Improvements    212  Black River Wastewater' Treatment) Plant Expansion  Mike Slusher presented the study information to include the Effluent Limits and Flow Projections. Sary recommended. some sort ofa allocation formula or process for developers to help with capacityi issues for the future. Slusher showed the current location of the WWTP, the city-owned property around it, the wetlands and bodies of water, along with the FEMA flood plains and showing how these surrounds and divides the property. Hea addedt thatal bridge would! ber needed to access they property ont the others side ofj Juniper Creek.I It would bel hard to divide the plants process unless it was a slush field. He showed a conceptual drawing of increasing the capacity att the existing plant. On the attachment, blue is clarifier and chlorine tank projects, orange isc current planta andi redi is thej projected additions including the ability to reduce nitrogen. (Thiss slidei is City Manager Neuschafer reviewed the various priorities toi include the stormwater: fee: study, which is now complete and the mapping which is currently under bid. Stormwater Fee Study, if changes are approved by Council, willi increase annuali income from $240,000, whichi isaf flat fee, to around $400,000 per year allowing the city to fund more stormwater projects. The other stormwater projects include: Westhaven Subdivision, Cole Street, Juniper Creek, Black River, Stoney Creek, Watauga Avenue property, Ditch Cleaning and EE Bay St toJ Juniper Creek. WithersRavenel has looked atv various options for Bank Stabilization: and Sloughs for) Juniper Creek. The Natural Bank Stabilization ist the safest and best option. He reviewed the various cost per linear foot of these recommendations. (Portions of this Slide Presentation are incorporated into these minutes as Brittany Barefoot presented the Mid-Year Report and Overall Financial Outlook including an update on the General Fund, Debt Service and Water and Sewer Fund. She also provided budget data for the current year showing the expenditures through December 31, 2021 compared to the amount budgeted for the fiscal year with 80% ofb budgeted funds restricted.. Neuschafer addedt the state health plan has had a 33% increase this year, which was nota anticipated. However, the ratei is still! bettert than thei insurance ratel before. Sary broughti in thei information from the Imagine Dunn Strategic Vision Plan toi include it in the priorities process. He read the Vision: "Dunn isac dynamic engaged community where a diversity of people want to live, visit, play and do business. We embrace growth, opportunity and progress while preserving the hometown character that makes our community proud." The amount of the public engagement in developing the plan should validate this plant to staff and council. Hel highlighted some oft the opportunities presented int the trail. Boone reviewed the work, accomplishments and plans already in progress related to the strategies Sary asked everyone what they feel is the Uniqueness of Dunn. Responses included: Railroad Possibilities, Cotton Festival, Small Town Lifestyle, Location, Parks Service, Grid of Alley Street System, Theater/Downtown, Spirit of Care of the People, Council in Tune with Residents, Historic Background, Sary then asked Council what they hope will stilll bet truei in5y years. Responses were Council still in tune with Residents, Maintain Small-Town: Feel while! Embracing Growth, Sense of Community, and Low Crime Rate. Saryt then asked what Council wants to be truei in5 5. years that is not yet. Responses included: Infrastructure Issues Resolved, Better) Job! Market, More Dining Options inl Downtown, established "Niche" for Dunn, Growth, Clear Direction: for Land Use: and Growth Decisions, andl Better Connectivity throughout the City. City Council members were asked to provide a maximum of three initiatives they would like the City to pursuei int thei next: 12-24 months, usingt the S.M.A.R.T. goals technique. Each Council: member provided atl least one priority project." Thet facilitator documented these priorities for further discussion. Mayor Elmore reconvened the meeting on Saturday, January 29, 2022 at 8:30 a.m. Council Member Gaulden Sary reviewed the discussion from Friday afternoon and showed how the priorities selected tied into the Goals and Priorities of Imagine Dunn. During the review, Council Member Turnage added thati iti is important that we don't just focus on downtown and incentives should be citywide and related to partnerships. Neuschafer shared how the Cityi is partnering with the Wayne Avenue Shopping Center tor rearrange meters and some delivery methods to help prevent blocking of Broad Street at busy times of the day. This arrangement willl bel beneficial to thel business as well as the traveling public. Mayor Elmore shared that we Saryr recognized the need to communicate. successes with the public. Council Member Sills said that the Police Dept does a goodj jobl but the citys gets thet word outa abouti road closures buti nots successes.. Adler addedt thatl he thoughti ity would be a goodi idea fort the city to do a story explaining why the city is spending $301 million on sewer. Council Member Sills added that marketing isi important for the city- "other cities are doingi ita and we are not." He added that we need to celebrate our parks. Council Member Sills further asked ift the city was ablet top putay pot ofr money tot the side and givet tol businesses forg grants and the: answer was yes. Sary then reviewed the items with Council added to the parking lot during discussions. He asked them to define what thei item means andt to come up with three actioni items tov work toward makingt this happen.  incorporated. in these minutes as Attachment: #4.) Storm Water) Project Discussion  Attachment: #5.) Mid-Year) Financial Report  Session3-Priorities  establishedi int thej plan. Exerciseswithl Pre-Retreat Questions  Infrastructure. Availability, andl Financial Stability.  Meeting was recessed at4 4:15 p.m.  gavet thei invocation and then thel Mayor ledi int the Pledge ofA Allegiance.  needt tog get the publict tol buyi int tot thesei ideas tol bringt tor reality.    213 Police retention  Council Member Turnage said that thisi isr notj just thej police department thisi isat total staffi issue in order to provide professional workforce fort thei residents we areg goingt tol have tol havei thej payt to attract andl keep that workforce and wer need tos start with a study. Neuschafer added there needst tol be a commitment to follow through once the study has been completed ori it could impact morale and could have a negative impact. Human] Resources Director) Jernigan addedt that the study would take approximately two and one-half tof four months buti it could take a couple of years for full implementation. Mayor Elmore feels that pay increases should ber merit-based: notj justa across the! board. The need for a comprehensive update tot the job description was added to the action plan. Council Member Turnage said that we need to be prepared to fund if we proceed with this study. Mayor Pro Tem Bradham added that allt the planning for these goals arei fine butif The comprehensive plan the cityi is currently working on has a park component so this should help get the Council Member Tart recommended cutting off the water until the problem is fixed. There is no formal violation notice for issues with sewer pipes. Sary recommended a formalized process to require that these issues be handled as this is a significant issue affecting the inflow and infiltration into the sewer system. Council Member Turnage statedt thati if thisi iss significant, wer need tol have procedures and guidelinesi inj place. Neuschafer said that this could be very expensive for the homeowner so the city may want to form a nonprofit to) putar matching granti inj place. Currently, only letters are sent soI need tof figure out the next step. Neuschafer: addedt this could be considered part oft the minimum housing requirement making the city more City Manager Neuschafer statedt that the decision on where thej plant willl bel located ist the next stept to moving forward, whichi means a significant amount ofr money for the property. Still years of work) left to do after the landi is purchased, "we can't move forward until the decision on thel land is made." Mayor Elmore added that the water planti is 65 years old and if wel have al major breakdown, we could bei int trouble. He said that there havel beens several conversations with the countyt tryingt toj purchasel land where we arel located but thati is not going to work out." They are looking atl buildinga a plant, taking over water ands sewer needs andl becoming the regional playeri int this area. Sot thisl board needs tor make a decision on what we are going to do. Adams added that the capacity could be doubled scientificallyl but wouldt take a lot more time and then the funding might not be available. This decision needs to be made: soon because the applications are duel by! May 2. Mayor Pro Tem Bradham added that Council needs to make the decision by March. Staff has already given us the information andi now Council: needst tor make thel hard decisions and bec committed tot thej process. Sary advisedt that wheny you start experiencing growth and you! have limited utility capacity, the city needs to form a way to decide who getst the service. City! Manager Neuschafer said we could use the bond process and maybe the phased approach- don't put taps andl lines inf for 75 ify you are only going to do 251 this fiscal year. Mayor Pro Tem Bradham said someone needs to come up with an objective decision that willl benefit the City City! Manager Neuschafer: added that funds should become available int the fall for stormwater projects sot the Council Member Turnage stated the land has been purchased. Sary stated the next step is do a study to Mayor Elmore brought upt ther need for the technology updatest that would allow people to report problems as they see them on the website. He also asked about reserving the land at the 195 corridor for industrial development. Sary said that is what thel land use plan willl have to do and then there may! be some rezoning The Council then prioritized thel list usingt the "dot democracy" method, with each member gettinga a total of9 dots (3 green, 3y yellow &3 red). Thel list below, provided by Sary, illustrates these priorities, as selectedl by Council, andt their connection toi implementing the (goals ofI Imagine Dunn Strategic Vision Plan). 1. Continuedi funding fori infrastructure: improvements (Planningi for Growth) Repairs andi newl lines should bes sized toa accommodate growth feei increase, better development: regulations) Create ana action] plant toa address water plant issues  we don'thavet the stafft toi implement then what?  Codrington Park  information: andy publici inputtor make thel best decisions for the parks system.  Private linesf failingt thati impactinflow: andi infiltration  proactive before permitting Certificate of Occupancy.  Water Plant-I UpgradeorNew  Utility Limits for Developers  of Dunn.  Prioritize Stormwater Projects cityr needst toj prioritize these projects byt this summer. Government Complex determine projected needs and costs.  neededi tor match thel land use plana ast the city plans for growth.  Investments ins stormwater controli improvements (annual funding, clear annual priorities, consider Implement street repairi improvements (prioritize issues &a allocate funding) Allocate additional funding thatf focuses one employee retention &r recruitment efforts [Quality yofLife) Continue tof fund &i implement wayfinding sign program (Community Character/Marketing' Position) Create and fund incentives program for private sector investments, specifically for restaurants (facade grants, permitf feer reductions, etc.) (Business Development/Marketing. Allocate fundingt to update Cityt technology (planning, permitting, library, etc.) (Planning for Growth) Funds study tol better understand: impacts and opportunities of railroad on industry, transportation, 7. Continue efforts toi improve City's brand Marketing Position/Community Character)  etc. (Business Development/Pamning: for Growth)    214  Create more/improvedi materials tol better market the City's strengths Marketing/Parmeranps) 9. Createa aj plant to develop Wellons! property fora park (Quality ofLife/Planning' for Growth) 10. Foster relationship withl highs school by creating an apprenticeship program with the City (Quality of 11. Fund improvement efforts that provide connectivity to existing parks, sidewalks, greenways, etc.  Createad digital' brochure" Life/Partnerships)  Utilizes socialr mediar moret tor reach] people outside ofI Dunn Continue tov work with Chamber of Commerce one efforts  (Quality ofl Life/Planningi for Growth)  12. Create aj plant to addressl librarye expansion needs (Planning for Growth) 13. Create aj planf for upgradest to City! Hall (Planning for Growth) After closing remarkst ther meeting was adjourned: at1 12:16p p.m. with no objections.  OF DUNN Foc SEAL  Mayor  pA4  Attest:  Comakion Tammy Williams, GMENCCMC  City Clerk