68  MINUTES CITY OFI DUNN DUNN, NORTH CAROLINA  The City Council of the City of Dunn held the Budget Planning Retreat on) Friday, February 28, 2020 from 8:30 a.m. to 5:00 p.m. and on Saturday, February 29, 2020: from 8:30 a.m. to 12:00 p.m. in the New Bern River Front Convention Center. Present: Mayor William P. Elmore Jr., Mayor Pro Tem Chuck Turnage, Council Members J. Wesley Sills, April Gaulden, Frank McLean, Billy N. Tart, and) Dr. David L. Bradham. Also present: City Manager Steven Neuschafer, Assistant City Manager Mathew Boone, Finance Director Jim Roberts, Public Utilities Director Heather Adams, Public Works Director Vince Washington, Plamning Director George Adler, Chief Building Inspector Steven King, Chief of Police Chuck West, Parks and. Recreation Director Brian McNeill, Human Resources Director Anne Thompson, Librarian Mike Williams, Commmications Coordinator Kaitlin Adkins, Attorney Tilghman Pope, and City Clerk Tammy Williams. Others in attendance included: Rick Rocchetti, Facilitator, Michael Goliber andl Randy McNeill with Davis-Martin-Powe!. & Associates, Mayor) Elmore opened the meeting at8 8:37 a.m., gave the invocation and afterwards, the Pledge of Allegiance was Opening Remarks were: made by Mayor Elmore, City Manager Neuschafer and) Facilitator Rocchetti and then a Mid-  andl Emily) Weaver with The Daily. Record CALL: TO ORDERANDI INVOCATION  recited.  Year Financiall Report was presented by) Finance Director Roberts.  Technology Updates were given as follows:  Assistant City Manager Boone reviewed the new City web site and updated Council on other communication efforts including social media. He also demonstrated the effectiveness of the Smart Vehicle Inventory software used by the City. Comments were made by Council to develop a strategy to communicate with residents that dor not uses socialr medias such as email communications ort text messages. Chief Building Inspector King demonstrated the 311 Software and how it allows different departments to enter data to share issues andr requestsr relatedt to various properties throughout the City. Finance Director Roberts reviewed the process of using the Water Customer Portal Software associated witht the new water meters. Ity was recommended tol hosta class fori residents on using the portal. Public Utilities Director Adams reported on the communication requirements for water and sewer issues. Council Members felt that the City needs better tools to communicate with residents than what is required such as robo calls tot those affected. Currently, the City uses PAL software to make robo calls, but Patty Facilities- Neuschafer told Council ar new facility is needed for Public Works with portions ofthe building collapsing. A new town hall was discussedt to haveao one stop shop bringing all departments under one roof. He also recommended that the Parks and Recreation offices be combined to the Vyas Center for efficiencies in staff and electricity cost. Staff is working on updating the City's Building Inventory and Het told Council that the contracts for Lawn) Property Maintenance, which comes up: for bid this year, and Paving priorities will need to be set soon so that the next paving project can begin this summer. He told Council that he feels that the City shoulds start evaluating paving needs and comparing with infrastructure needs so that everything can be done at one time and the City is not tearing up new pavement to fix infrastructure underneath. He recommends that the City hire a consultant to look at the infrastructure and condition of streets oft the City so that an objective priority list for both can be developed that looks at He updated Council that a consultant is needed to prepare an ADA Transition Plan for the City, whichi is required by NC Department of Transportation to protect future funding needs. NC DOT wants to see a He updated Council ont the Dog Park. Plans were to start last year but the Hurricane and the delay oft the Tart Park project slowed those plans. Portions ofthe fencing taken from Tart] Park willl be used att the Dog He also updated Council on the Juniper Creek issues. He told Council that the City needed to decide if maintaining ditches on private property is the City's responsibility. If so, the City needs easements and Mayor Elmore stated that there are al lot of needs to address and iti is very important to grow the City's tax base without raising taxes. Mayor Pro' Tem Turnage and Council Member Sills agreed that the City needs toj prioritize Facilitator Rocchetti led the group in PESTLE (Political, Economic, Social, Technological, Legal and Department Goals and Priorities Presentations were made by each department head reviewing their Finance Director Roberts - implement Smart Meter customer portal; replacing Accounting software; and Chief Building Inspector King- increase enforcement ont residential: and non-residential properties; update Minimum Housing and Non-Residential Maintenance Codes; complete ordinance and fees updates; and  Rowland has toj physically got tol PALt tor make the calls. Projects Status and Special Updates City Manager Neuschafer  hopest tol have ant updated booklet for Councill by the end of March. the Solid Waste, up for bidi in 2021, are included int the packet.  infrastructure, sidewalks ands streets alla at thes samet time.  living document. Park.  agreements with these property owners for the City's protection.  and grow our City.  Ther meeting was recessedf for lunch and reconvened at 1:00p.m. accomplishments and sharingt their goals for the upcoming year.  Environmental) and SWOT (Strength, Weaknesses, Opportunities and Threats). Analysis.  other improvements: relatedt to customer service and financing. haveaLevelII Inspector with 5s standard certificates.    69  Librarian Williams interfiling large print fiction books; evaluate lease books; expand new book display Parks and Recreation Director McNeill - host more tournaments; scholarship program for City residents; Planning Director Adler: Visioning process; update zoning ordinances and remove barriers to growth; develop Unified Development Ordinance; update ordinances; combine Planning and Board of Adjustments. Mayor Pro Tem Turnage requested staff determine next steps for Alley Process and look at streamlining Police Chief West Grant programs - COPS and Governor's Highway Safety Program; Safety Zone for internet purchases; repairs andi improvements tol Firing Range; New speed trailer, second class of Citizens Public Utilities Director Adams - Water Production Facilities improvements; 301 South elevated water Public Works Director Washington- Storm Drain cleaning and repair; critical areas- General Lee Avenue; Bay Street and Watauga Street- include storm piping and waterline improvements with resurfacing. Rocchetti asked Mayor and Council to make quickl list ofthei items theyl have heard today that they feel gooda about moving forward on. He also told them tor make notes ofi items that need additional information. He asked others to  area; begins streaming videoj program andi focus more on e-books.  E-Sports; ande expand summer camps. Planning and Permitting tor make One Stops shop.  academy, permanent location: for PAL; and] Police facility renovations. tank; and Sewer System Rehabilitation- phased approach.  geti in groups and decide what stood outa and what was learned today. New Software forl Finance Department Inspections- - Training and] Retention ofs staff Priority Merit] Pay for all departments New City Hall- -1 movingi forward with planning Library- Additional space withint the new City) Hall Bridge Road] location connecting Tyler and' Tart parks.  Mayor Elmore reviewed thel list thatt the Council agree tos move: forward with (consent items):  Parks and Recreation- - Building renovations and) Dog Park (more research and development) Police Speed Trailer, Locker Rooms, COPS Grant and Crime Analyst -Fire Range research Three Public Works New) Paver, additional staff and new Building toi includes shelter for equipment Public Utilities- upgrades for water plant, waste water treatment, new water tank Add-ons from Council: research hiring an economic development recruiter and bike and pedestrian trail Rocchetti asked all to review what has stood out and what you have learned in today's session. After group  exercises, reports were given. Staff reports included:  ther many infrastructure: needs and how much costi isi involvedi ini meeting these needs  ther need fori increased revenue flow many accomplishments made limited funds available communication: ata alll levelsi isap priority everyonel hast thes same goal- tor make Dunn better importance ofa vision process Additional comments from Council:  Council Member Gaulden stated they shel has "learned a lot and that she believes quality over quantity will work best and with sO much to do, we have to start somewhere. Everyone has to work together to make Dunn better. Communication is key." Mayor Pro Tem Turnage added that we need "to prioritize, apply resources and set a timeline tor make things progress." Council Members Bradham and Sills both agreed that the City has a greatt team Mayor Elmore thanked everyone for beingi in attendance. He acknowledged the leadership of former Mayor Harris and the former Councilt that has leftt the City in good financial shape. He too feels a sense of urgency to step up and  ofhard working and dedicated: staffa and both feel a sense ofu urgency that Dunn needs tog grow.  make neededi improvements tos growt the City. Meeting was recessed at 4:48p.m. CALLTO ORDER ANDI INVOCATION afterwards, thep pledge ofa allegiance was recited. Thea agenda continued, facilitated by Rich Rocchetti.  Mayor Elmore called the meeting to order on Saturday, February 29, 2020 at 8:30 a.m. He gavet thei invocation and Thep priorities set at last year's retreat were reviewed. Several items were completed including the development ofa new web site, more information on social media, new position - Communications Coordinator, CALEA Accreditation, increased sewer rates, phase 1 and 2 paving projects, increased enforcement by Inspections with several homes being brought into compliance. Several other projects are in progress such as accounting software research, Aeration Project, 14 inch water line repair, street repairs, combining Board of Adjustments and Planning Mayor Pro' Tem Turnage reiterated that it isi important for the staff to keep the Council updated on the established Rocchetti asked Council to consider 6-month priorities for FY 2020-2021 and then focus ont two to: four goals fort the next four years. Hea also asked department headst top plan out their department goals for the first 61 months oft ther next  Board, and Tart Park.  priorities whati isl happening ont these projects and thej projectedt timeline.  fiscal year.    70  Mayor Elmore reviewed the goals set out by Council: for 6-month Quick Wins:  complete Dog Park trail from' Tyler Park to Tart] Park storm water drainage continue to clean and clear out storm water inlets paving projects 1 potholes and small scale paving start" Visioning process Downtown! Main Street Program tob bei implementedi in) July Landt transactions forb business development supporting community growth Address Infrastructure! Needs - Paving, Water and Sewer, Storm' Water well as Water Tower near Food) Lion' Warehouse Economic Development" Team ins support of Vision Plan  aggressive code enforcement- dilapidated: and boarded upl Residential and Commercial buildings  Four-year Goals:  Water Improvements tos support existing and additional water sales as well as for future growth Government. Facilities Upgrade: Police Locker Rooms, Public Works, Parks and Recreation, City) Hall as Staff was further encouragedt tol bringr newi ideas to the table -I new ways ofd doing things, stepping out oftheb box. Each department head reviewed their priorities and plans for the next six months to achieve goals discussed. Inspections Update Minimum Housing and NRMC Standards to stricter standards; Draft outside furniture ordinance; Level 11 Inspector - Slater. Johnson; continue training for state certifications with extra classes and more Planning Combining Board of Adjustments and Planning Board to include training; Begin Vision Process; complete steps toI meet: requirements for Main Street Program; Review and begin update of existing Pedestrian and Human Resources - Purchase AEDs in July; Purchase I Badge Maker; have employment applications fillable online, plans staff training toi include CPR and fire extinguisher; Review procedures with staff concerning Workers Public Utilities - have Preliminary Engineering Report (PER) completed for expanding and upgrading Water Production Facilities; meet with Department of Commercet tos see what funding is available for Water Tank; work to have preliminary engineering report to USDA and to Council for approvall by August for Sewer Rehab and tob be in Design phase by the end of the year; Waterline Rehab anticipate a study or PER for phased approach to replacement of asbestos cement waterline; Watauga water line to be replaced prior to paving; advertise and Parks and Recreation complete Tart Park project; work to complete dog park; develop scholarship program; initiatel E-Sports events/activities; Expand summer camp; work withl Planning on Tylert to Tartl Parks trail Public Works- Put together package to contract storm drain repairs; saw cut some bad places in streets to prolong life; replace several fadeds street markers and stop signs; start design for storm drain/paving projects for EF Bay St, Generall Lee Avenue and' Watauga Avenue; get withl human resources: about] hiring additional employees Police- Acquire Speed Trailer tol help with speed data collection and speedi reduction; Get plans updated, bids and permits for Police Department renovations; Research relocation and renovations to Firing Range to determine best Rocchetti asked Council tol keepi in minds staffa andi financial resources available, ast they work to1 reach these goals.  Administration- New City Halll Planning; ADA Transition! Plan Finance New Accounting Software; Budget Preparation; Audit RFP one-on-one time; initiate payi increments forr receiving standard certifications  Bicycle) Plans Compa and FMLA  interview for contractor for Public Works building  Library- Revamp summer reading program and expand Newl Book display shelves  option  With noj further business, Mayor Elmore adjournedi the meeting at 11:10a.m.  OF GORPORATE SEAL  William P. Elmoref) Mayor  Attest: Xanis Tammy Williams City Clerk  htb