THE ERWIN BOARD OF COMMISSIONERS  BUDGET WORKSHOP  THURSDAY, MARCH21, 2024 @9A.M. ERWIN MUNICIPAL BUILDING BOARD ROOM  AGENDA  1. MEETING CALLEDTOORDER a. INVOCATION b.F PLEDGE OF ALLEGIANCE  2. APPROVAL OF AGENDA  3. DISCUSSION OF PROPOSED FY 2024-2025 BUDGET 4. DISCUSSION OF CURRENT FY: 2023-2024 BUDGET  5. CLOSED SESSION Personnel 6.A ADJOURNMENT  A. Pursuant to General Statute 143-318.11(a) (6) for the Purpose of Discussing    8938  ERWIN BOARD OF COMMISSIONERS BUDGET WORKSHOP MINUTES  MARCH 21, 2024 ERWIN, NORTH CAROLINA  The Board of Commissioners for the Town of Erwin with Mayor Baker presiding held its Annual Budget Workshop for FY 2024-2025 ini the Erwin Municipal Building Board Room on Board Members present were. Mayor Randy Baker, Mayor Pro Tem Ricky Blackmon, and Commissioners Charles Byrd, David Nelson, Billy Turnage, and Alvester McKoy.  Thursday, March 21,2 2024, at 9:00. A.M. in Erwin, North Carolina.  Board Member absent was Commissioner Timothy Marbell.  Town Manager Snow Bowden, Town Clerk Lauren Evans, and Finance Director Linda Williams  were present.  Mayor Baker called the meeting to order at 9:00 A.M. Commissioner Byrd gave the invocation. Town Clerk Lauren Evans led the Pledge of Allegiance. AGENDA. ADISTNEPTATOYALO: AGENDA Commissioner Turnage. The Board voted unanimously. Commissioner, David. Nelson arrived at 9:03. A.M.  Commissioner Byrd made ai motion to approve the agenda as presented and was seconded by  DISCUSSION OF PROPOSED FY 2024-2025 BUDGET  Town Manager Snow Bowden provided the Board with somel key points about the proposed budget  for the new: fiscal year:  Final transfer of our American Rescue Plan Funds- $91,409  Some of the revenue line items might have tol be adjusted based on further research. He was al little worried about our sales tax revenues in the upcoming Fiscal Year. Estimated 15%i increase inl health care costs- $566 per month for each employee'retireets) Estimated 15% increase in our property, liability, and workers compensation coverage- $93,500. Wel have not had many claims this year sol he hoped that it would not go up this  on thel health plan.  much but insurance: rates were going up across the board.    8939  MINUTES CONTINUED FROM MARCH2 21,2024  We: still did not know what all our software costs would be next year SO he estimated a  slight increase to $10,000. Retirement rates increased:  Law Enforcement- from 14.10% to 15.04% 0 Regular employees from 12.93% to 13.63%  Hej planned to figure out a way toi include some sort ofCOLA in the next proposal. Once hel had al better idea of where our other insurance cost(s) stood, he would be able to plan for pay increases. One thing he asked the Board to keep in mind was that pay increases also increased costs for retirement, 401K, Christmas bonus, and insurance costs. It was not as simple as just increasing salaries but we could not operate without our employees. Hec created line items ini the operating budget for these revenues and expenditures. He was hopeful that this change would address our auditor's concerns. We were still working with Harnett County in regard to the contract that we had with This was the third year in the library consolidation process sO we would not have a payment to make to Harnett County this year for that service. We would still have utility costs and maintenance costs for the building that were billed in our non-departmental The company that provided trash and recycling collections in Erwin (GFLEnvironmental) Trash collection-$7.14 per month per can- increased to $7.92 per month per can Recycling collection- $2.76 per month per can increased to $3.05 per month per Wel had applied for a grant that wel hoped would help cover the cost(s) for bodycams and We had a proposal from a local company that maintained the NCDOT ROW. The fee would be $39,600 to have HWY 421 maintained for the year. Ifv we moved forward with this proposal, we would not need to get a new tractor at a cost of$240,000. Erwin Public Works Staff would still maintain the other NCDOT ROWS in Town and still have plenty ton maintain. This would also address safety concerns that had been raised to management. Items to consider- Potential transfer ofi monies from Community Enhancement Fund: Parking loti improvements at W.N. Porter Park (parking lot offof13th Street)  Priebe Fund updates  them toj provide our Animal Control services.  budget.  planned to increase their rates for pick-up  can  the lease payment this year.  New Christmas Decorations- $30,000 Outdoor improvements at Erwin Public Works Improvements at Al Woodall Park  Governing Board  Town Manager Snow Bowden informed the Board that no funds were needed for Elections this Commissioner Blackmon expressed the need to look at salaries for our employees. He stated multiple line items were doubled in this proposed budget without explanation and he wanted to  year. He allocated $1,500 for the Shop with al First Responder Event.  see our employees taken care of.    8940  MINUTES CONTINUED FROM MARCH 21,2024  Administration  Town Manager Snow Bowden stated he would adjust the salaries. Heincluded an increase in retirement and was considering increasing the line item for equipment to get new computers for  Administration Employees.  Non-Departmental  Mayor Baker inquired why no funds were proposed for the Depot. Something had tol be done this year. The Board needed to come together for one vision, one plan. The residents are tired of Commissioner Byrd stated we: needed to tear the Depot down. The Town had enough funds to The Board discussed using Community Enhancement Funds to tear down the Depot to the The consensus ofthe Board was to schedule a Special Called Workshop on Monday, April gth, at 94 AM to discuss the Depot and give Town Staff directions on how to move forward with the Commissioner Blackmon inquired about the $6,000 for the catered Christmas Lunch. Town Manager Snow Bowden clarified that the $6,000 covered the catering, desserts, The Board asked Town Manager Snow Bowden to remove "Catered" from the line item title. Town Manager Snow Bowden stated there were no new employees for this Department. He proposed increasing the line items for contracted services and advertising. He also proposed an increase in training for Code Enforcement Officer Chris Jones to be certified for Building Commissioner Blackmon stated that Code Enforcement Officer Chris Jones should be performing  seeing no advancement.  tear it down then we could discuss what we wanted toj put there.  foundation and salvage what we could.  project.  decorations, and door prizes.  Planning  Inspections and to give Town Planner Dylan Eure more training.  condemnations.  The Board discussed reviewing the Minimum Housing Code.  Powell Bill  Town Manager Snow Bowden stated there were no changes to the Powell Bill budget.    8941  MINUTES CONTINUED FROM MARCH21,2024  Police  Town Manager Snow Bowden informed the Board that one thing he did not include in the Proposed Budget but wanted to talk to the Board about was purchasing license plate readers. Cameras are: not as accurate and the license plate readers would be an asset to the Police The Consensus ofthe Board was to include the license plate readers in the budget.  Department.  Commissioner Byrd inquired about the age of the weapons for replacement under Capital Outlay. Town Manager Snow Bowden stated he was unsure oft the exact year but the weapons were old. Mayor Baker inquired about whether the Cadet Program was funded in the Proposed Budget. Town Manager Snow Bowden stated that the cadet program would fall under the salaries and  health insurance benefits.  Commissioner Blackmon expressed his concern for the 2011 Ford Crown Vic. Town Manager Snow Bowden stated he felt that we could get by this year with replacing a  vehicle but it was always something we could revisit ifr needed.  Fire  Mayor Baker asked where we were ini the process ofbringing the Full-Time Fire Department Town Manager Snow Bowden stated that he was waiting tol hear back from Board Chairman  employees on as Town Employees.  Brian Gurkin.  Commissioner Blackmon stated that both Attorneys had the contracts.  EPW Admin  Town Manager Snow Bowden stated he included funds in the Proposed Budget to do some The Board discussed moving the Public Works Building but for this fiscal year, wei needed to fund ai new fence around their building. The Public Works Building is the first thing you see Mayor Baker inquired about how: much money we receive from Cloudwyze for renting the  upgrades to the Public Works Building.  when people come into Town. property next time Public Works.  Finance Director Linda Williams stated that we received $500 a month.    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Lists  camera    8942  MINUTES CONTINUED FROM MARCH21, 2024  EPW Streets  Town Manager Snow Bowden stated hel had been asked by the Public Works Department to look into contracting out cutting HWY 421 due tot the severe safety concerns for our employees. The estimated cost would be $39,000, we receive $13,000 from DOT for maintaining the grass. Commissioner Blackmon clarified that the Public Works Department can still cut 217 with the Town Manager Snow Bowden stated he believed so but would verify with Public Works  equipment they have. Director Mark Byrd. only paid $13,000 for DOT.  Commissioner Blackmon stated it was aj problem for us to pay a company $39,000 and we were The consensus of the Board was for Town Manager Snow Bowden to put out bids for a  fully insured company to cut 421 every other week. Commissioner McKoy arrived at 10:37A.M.  Mayor Baker inquired about where the remaining $91,000 ARP funds were int thel budget.  Town Manager Snow Bowden stated they were in General Operations.  Commissioner Blackmon stated the ARP funds needed tol be used toward Capital Purchases. The Board instructed Town Stafft toj purchase additional Christmas lights to go down Denim  Drive.  EPW Sanitation  Town Manager Snow Bowden stated that there were no big changes in Sanitation. We will be The Board discussed exploring the cost and need ofbringing trash backi in-house. The Board instructed Town Manager Snow Bowden tol look into the cost and details of purchasing the needed trucks and hiring the needed employees this year sO we have the information ready at  putting out bids for Trash Services next year.  budget time next year.  EPW Storm Water  Mayor Baker stated hel had multiple people ask him where their money for Storm Water was  going.  The Board discussed using $485,000 for mitigation.  Commissioner Byrd stated we: needed to get one quote and fix the problem.    8943  MINUTES CONTINUED FROM MARCH21,2024  Commissioner Blackmon asked what Public Works Director Mark Byrd needed to fix the Storm Water issues. Did he need another employee or specific equipment? Hei inquired why the upgraded Sewer Washer under Capital Outlay had a line through it. Was that equipment needed? He stated int the past wel have fixed the problems with the money wel had' but going forward, we need to look at the problems wel have and then find the funding to fix thej problems. Ifiti takes a tax increase then that is what we: need to do tol have the level of service we want to provide. The Board discussed putting a plan together and reaching out to our State Representatives if Mayor Baker stated wel have to stop dragging our feet when it comes to addressing our problems around Town because next year, we will have another whole list of problems. Town Manager Snow Bowden stated he would discuss Public Works Director Mark Byrd's needs with him and have a definite answer at the next Budget Workshop.  needed.  Recreation  Town Manager Snow Bowden stated there were some: minor increases in equipment costs and operating costs. He did not include funding in this proposal but Recreation Director Doug Steven did request funding to make improvements to the shop at Al Woodall Park. He had also been looking at programs to build ai new gym. The bids were coming in the following week for the new parking lot and once we: see how much that will cost, we can put the remaining money  towards other projects at the park.  Mayor Baker inquired about the deadlines for the grant funding.  Town Manager Snow Bowden stated we had not received a hard date for the Economic Development or Park Grants but the Community Building grant had tol be spent by 2026.  Library  Town Manager Snow Bowden stated our only financial responsibility for the Library going forward was the upkeep ofthel Building and insurance. We were saving roughly $50,000 a year that we could now allocate elsewhere. Wei may need to consider updating the infrastructure in the Mayor Baker stated if wei needed to borrow any money for projects, we could use the freed-up Commissioner Blackmon stated he would rather use the freed-up money to go toward our  future.  funding from the library to go towards a debt service payment.  employees.    Priebe Fund memo  During our most recent audit oura auditors had some concerns involving the Priebe Fund. The Priebe Fund was created back in. July 2006i in honor of Jonathan Priebe. There is very little documentation on this fund. We cannoti find any recordso of the Town Board everapprovingthatths: fund! be openedwitha bank. There was neveraf formal policy adopted by the Town fort this fund. Thist fund was designed for parki improvements andi to help covert the costs of travelforany! little league teams that make the all- start tournaments. Ihave attached the only formal documentation that we have ont this fund. Due to the nature oft this fund, withi it being named in honor of someone Iwant to approach this delicately. There are no concerns with any missing monies with this fund. We have documentation Oura auditors have brought up concerns in the past involving thisf fund. Int the current Fiscal Yearl included$8,000 ofexpendturesfromths: Fund to cover travelcostsi forteams. We have a proposal that should really clean upt the accounting side of this issue, and hopefully be as transparent as possible. I  showing all the deposits and expenditures.  think we: should retroactively: agree to have this fund be opened.  Proposed revenue linei items  10-3650-005 Transferfrom Priebel Fund (this would be similar to transferring money from other fundsthat wel have, the costs should cover expenses for All Woodall Park or traveling for All-Star 10-3650-006- Priebe Fund Donations- this line item wills strictly be used for donations fort the Priebe Fieldand that needstobe: spelled outi int the memo line on a check orwith the cashi ifitis 10-3650-007- Priebe Field Rental- this linei item willl be set up forr revenuesi from renting the 10-3650-008 ToumamentRentas-ths line itemwilll bet fora any tournament rentals that we have  tournaments. acash donation.  Priebe Field (not top-gun tournaments, ora allstartouraments)  atAlWoodall Park. Expenditure line items:  Goingfonwardtherewil. be an expenditure linei itemi int thel budget that willl have its own budget justification sheet. It willl bei included int the generali fund budget and approved with the Fiscal  Year Budget.  10-6200-075 Priebe Field improvements  10-6200-080 Priebe Field Miscellaneous (this could be used fortravelforall-start  tournaments).  Basically, we need to be able so show that the expenditures were approved byt the Town Board. The funds generated from All-Star Tournaments and or Top-Gun tournaments need to! be goingi in the generalfund: and notthe Priebel Fund. That is why we have as separate line itemi fort tournament rentals. We are fortunate to have a dedicated staff in our Recreation Department and two great parks. These  proposed changes should clean-up some concerns that our auditors brought up.    lam still completing research on this subject buti in the attached letteri is discusses havingt tournaments each yeara and donating those proceeds backt tot the Priebe Fund. The issue with this ideai is that funds fromt the GeneralFund (salaries, equipment,fuel,6 etc)gointo maintain thet fieldsfortheset tournaments; theoretically the proceeds from these tournaments should be going back into the GeneralF Fund. Town Staffweare justseekingsome directionfrom the Town! Board ont this matter. What would you like  to see us do with thist fund?    8944  MINUTES CONTINUED FROM MARCH 21,2024  Community Building  Mayor Baker stated we were spending $18,000 a year on the Community Building and we will Commissioner Blackmon inquired about the $9,150 allocated in the budget last year but not  be getting the bathrooms fixed this year. allocated in this proposed budget.  Town Manager stated that funding was to replace the HVAC unit. mitigation techniques and we needed to repaint the walls.  Mayor Baker stated the Community Building was embarrassing. We needed tol look into some Commissioner Blackmon recommended putting some grading to catch the water and move it out  tot the street.  Commissioner. Byrd left at 11:29A.M.  Goals for FY 2024-2025  Town Manager Snow Bowden will reach back out to the owner of the property next to Al Woodall Park to see ifs she would be willing to sell the property. Wei need land to expand  Al Woodall Park.  Spend more time cleaning up the Town.  Give Code Enforcement Officer Chris. Jones what he needs to do his job then when he has exhausted all ofhis resources, Town Attorney Tim Morris will need  to do his job.  Wayfinding signs need tol be replaced or updated around Town. Bring Building Inspections back in-house. Wei need to put a barrier along the ditch at Porter Park. Fund a pay study and increase salaries for all employees  Commissioner Blackmon stated we needed a plan in place to get all Departments' salaries up to par. Whether wei increase every Department's salaries all at one time or halfoft the Departments this year and the other half next year. We needed to look at the Departments with the move  turnover and do everything we could to not lose our employees. The. Board recessed for lunch at 12:00 P.M. andi reconvened at 12:49. P.M.  DISCUSSION OF CURRENT FY 2023-2024 BUDGET  Town Manager Snow Bowden reported that our current budget was in good shape. Revenues were  where they needed to be.    MINUTES CONTINUED FROM MARCH21,2024  CLOSED SESSION  Commissioner McKoy made ai motion to goi into Closed Session Pursuant to General Statute 143- 318.11(a) (6) for the Purpose of Discussing Personnel at 1:00 P.M. and was seconded by  Commissioner Nelson. The Board voted unanimously.  RECONVENED  Commissioner Turnage madeamotiont to gol back to: regular session at 1:15P.M. and was: seconded  by Commissioner Nelson. The Board voted unanimously.  ADJOURNMENT  Commissioner Nelson made ai motion to adjourn at 1:181 P.M. and was seconded by  Commissioner Turnage. The Board voted unanimously.  MINUTES RECORDED AND TYPED BY LAUREN EVANS TOWN CLERK  ATTEST:  CHoun Euarg Lauren Evans, NCCMC Town Clerk  Randy Baker Mayor  a6    TOWN OF ERWIN P.O. Box 459. Erwin, NC 28339 Ph: 910-897-5140-Fax: 910-897-5543 www.erwin-nc.org  Mayor Randy L. Baker Mayor Pro Tem Ricky W. Blackmon Commissioners Alvester L. McKoy Timothy D. Marbell Charles L. Byrd David L. Nelson William R. Turnage  Memo To: Mayor and Board of Commissioners From: Snow Bowden, Town Manager  Re: Current grants Date: March 21,2024  Community Building Grant- $100,000 bathroom renovations  Presenting a quote at our workshop next week to move forward with the Community Enhancement grant (from Senator Burgin through Harnett County)- Waiting for the scope ofwork to be approved. Plans to resurface both tennis courts at. Al Woodall Park and turn one tennis court into two Plans to install an additional parking lot where the old gazebo used to be. We are waiting for bids to be submitted for the project. They are due on 3/26/2024. Then we will send in an updated budget to the State ofNC. Storm water MGT Plan- $500,000 (truly $485,000 due to some changes at the o We have a lot ofinterest in this grant and we are waiting to receive al letter ofintent to fund from the State ofl NC before we send out an RFQtotry Creation of Denim Junction behind the Erwin Fire and Rescue  $50,000  pickleball courts Park expansion grant- $480,000  State level DWI gets aj portion ofthe total grant amount).  and find ai firm tol help us with this plan. Economic Development grant- $500,000 Porter Park stream restoration grant(s)  Department.  We worked with the Harnett County Soil and Water Division and they have helped us obtain a $50,000 grant to help with the engineering costs and implementation oft the project tol help with the stream bank restoration Also with the assistance from Harnett County Soil and Water wel have applied for a separate grant from the State ofNC tol help with this project. We have not heard back on1 the status oft this grant yet but any funds that we: receive should help with the stream restoration project at Porter Park. We are applying for a grant from NCDOT tol help with the creation ofa Bike/Pedestrian Plan, which is one ofc our primary goals in our updated Land Use  project for the stream that runs through Porter Park.    Plan. Wel have a good packet with ai number ofletter of recommendations from some key stakeholders so If feel pretty good about this submittal. Wel have requested funds from the State ofNC to help with West K Street. We will spend the last of our funds from the American Rescue Plan in the next Covered lost revenue and helped with salaries and other equipment Wev will present an update to our current project ordinance at the workshop Resurfaced parking lot at Al Woodall Park with a $50,000 grant plus some other We have applied for a separate storm water grant recently hoping to obtain for funds tol help with the East Erwin Drainage project. We are hoping for funds to help with thej project for the culvert improvements on Prince Street and Bayles/Wondertown. The eventual goal is to get all the way to Butch Street.  Fiscal Year. Total grant- $1.643,204.02  purchases. next Monday. funds from the General Fund.    TOWN OF ERWIN P.O. Box 459. Erwin, NC 28339 Ph: 910-897-5140- Fax: 910-897-5543 www.erwin-nc.org  Mayor Randy L. Baker Mayor Pro Tem Ricky W. Blackmon Commissioners Alvester L. McKoy Timothy D. Marbell Charles L. Byrd David L. Nelson William R. Turnage  Memo To: Mayor and Board of Commissioners From: Snow Bowden, Town Manager Re: Community Enhancement Fund Date: March21,2 2024  Wel have a separate fund that was created ai number of years ago called the Community Enhancement Fund. This fund was designed to hold the funds associated with the rent that we get from the cell tower which is next to the Erwin Public Works building.  Current Rent- $2,309.06 per month  There is an annual 3% escalator included in our lease which currently runs through 2069. So the rent goes up 3% each year. Wel have had a lot ofconversations in regard to the cell tower lease. The company that is on the tower can always break the lease and leave if  they desire.  Verified balance 1/2024- $263,441.59    Harnett COUNTY NORTH CAROLINA  Animal Services/G General Services  www.harnett.org POI Box 940 200 Alexander Drive Lillington, NC 27546 Ph: 910-893-7536 Fax: 910-814-8263  February 28, 2024 Town of Erwin Snow Bowden, Town Manager 100West FStreet Erwin, NC: 28339  RE: Interlocal. Agreement & Proposed Increase in Compensation  Harnett County Animal Services through an Interlocal Agreement for Animal Control Services provides service to the Town of Erwin by enforcing the provisions of the Municipal Ordinance within the corporate limits ofthe Town. Animal Services also provides the necessary equipment, personnel, management, shelter operations and administrative support services as are necessary to provide these animal control services for1 the Town. The current compensation provided to the Countyis$ $12,000 Recently, the Animal Services Manager completed an in-depth study highlighting the costs per Town for providing Animal Control services and because oft this study; the County is proposing an increase in the annual compensation tot the County. Additionally, the increase in compensation willl help fund a Field Service Officer (FSO) &e equipment. This FSO position is assigned to municipal field services only. The following tables highlight the associated costs for this proposed increase of  per year fori these services.  compensation:  Municipal Costs for FY20, FY21, FY22 & FY23:  Includes shelter staff hours, kenneling (avg. stay nine days, vaccinations and S/N)  TOWN Erwin  FY19-20 $44,154  FY20-21 $39,248  FY21-22 $53,966  FY22-23 $63,778  TOTAL $201,146  Municipal Animal Intake for FY20, FY21, FY22 & FY23  TOWN Erwin  FY20 99  FY21 88  FY22 121  FY23 143  TOTAL 451  strong roots . new growth    Municipal Costs for FY24: vaccinations and. S/N)  Includes Field: Service Officer hours, shelters staff hours, kenneling (avg. stay nine days,  Town Erwin  Total Animal Services Cost $24,084  Town Cost per Animal  $446  Municipal Animal Intake for FY24  TOWN Erwin Total Cost vaccinations and. S/N)  Q1 26  Q2 18  Q3 10  Q4  TOTAL 54  Includes Field. Service Officer hours, shelter. staff hours, kenneling (avg. stay nine days,  TOWN Erwin  Total Animal Services Cost per TOWN $63,779  Town Cost per Animal  $446  Harnett County Animal Services proposed contract cost for the Town of Erwin  beginning FY25:  TOWN Erwin  Proposed FY Contract Cost $45,000  Ify you have additional questions or concerns, contact Larry! Smith, smith@hamett.org or Barry Blevins, bblevins@hamnet.org or call 910-893-7536. Additional information with detailed cost analysis, and anticipated program changes  because of this change is available.  Sincerely,  Ayh Barry A. Blevins, Director