Special Meeting oft the Town Council CIP Budget Retreat January 23, 2024 9:00 am ini the Civic Center Minutes & General Account  Council Members Present - Mayor Montgomery, Council Members Rayborn, Wolfe, Burgess  and Glanville  Council Members Absent-none  StaffMembers Present - Town Manager Matthew Johnson, Director of Public Services Paul Blanchard, Finance Officer Faith Wilson, Deputy Finance Officer Heather Lunsford, Planning Director Anna Hawryluk, Head GolfPro Marcy Newton, GolfCourse Superintendent Jamey Claybrook, Rebecca Ashby, Grant Administrator, Interim Town Clerk Nancy Avery.  Visitors Present - John Capes, Carol Brooks  Call to Order - Mayor Montgomery called the meeting to order at 9:05 am. Pledge of Allegiance - Mayor Montgomery led the Pledge of Allegiance. Moment of silence - Mayor Montgomery called for ai moment of silence.  Town Manager Johnson introduced Harold Owen with the NC League of Municipalities to speak about Capital Budgeting. Mr. Owen gave aj presentation to Council with the following highlights:  The Board charts the course for the' Town  Water and Sewer services are an Enterprise Fund and must make money for infrastructure. Itis al business and must be treated as a business. Staffing is a challenge these days. His town had toi raise salaries for police officers to retain them and keep them from going to other communities. PFAS and PFOS in water is an issue now and in the future. There will be significant costs Strategic Plans are essential. Most cities your size do not have one. Yours is excellent.  coming for treatment of these items. Future challenges are: How much growth do you want? How do you growi it? Jamestown is a gem. Work sessions are important. Itisi important to communicate.  Recommend discussing every year goals as far as five years out. Trust your manager, finance people and department heads.  Mayor Montgomery asked Mr. Owen ifs solid waste should operate as an enterprise fund andi if  so, what the pros are.  1    Mr. Owen replied that operating it as an enterprise fund would put the town in a better place and  rates would have to bei increased.  Mayor Montgomery called for a break at 10:02 am. Mayor Montgomery resumed the meeting at 10:11 am.  Reports from Department Heads  Faith Wilson, Finance Officer stated the Capital Improvement Plan (CIP) is aj plan for the present and future. It also includes equipment purchases over $5,000. Iti is a working document that Council approves every June. The Fund Balance Policy was included in the agenda packet. Fund Balance is a reserve for emergencies and unforeseen events. Itis not used for operating expenses. Ifthere is an excess in the Fund Balance it may be used fora ac certain project, but it must be reimbursed. A Budget Ordinance addresses Capital Reserve fund, which is Fund 11. It outlines procedures on what budget amendments have Town Manager Johnson said al lot oft the Fund Balance is restricted. It is for good financial  toi receive Council approval.  planning.  Council Member Glanville asked if we make money on the Fund Balance.  Finance Officer Wilson responded that the Town has investments in the NC Capital Trust Fund  which is an interest bearing account.  Scott Coakley. Recreation Director - Town Manager. Johnson stated Mr. Coakley could not attend today sO he will cover this department. He: reviewed CIP projects for fiscal New bathrooms at. Jamestown Park entrance- $450,000 (must do)  year 2024-2025:  Snow Plow $9,000 (must do) Plugger for aerification $18,000 (must do) Wrenn Miller bathrooms $450,000 (should do) Pave shelter parking lot $7,500 (should do) Soccer field overflow parking $200,000 (should do)  Council talking points:  Can DOT assist with the parking projects? Soccer complex has seen a 50% increase in use. Expected revenue for field rentals this year is $29,000 Should we purchase equipment instead ofl leasing? Can staffbe used to manage parking?  Have concessions been done at the soccer field as a revenue source? Won't the money from the state be used for Wrenn Miller?  Manager Johnson said:  Occasionally wel have done concessions as a courtesy, but we have not been able to find anyone. to do it. Iti is not ai money maker and there are health department regulations ifwe There are legal and insurance issues with using staff, but we do use them.  do food that is not prepackaged.  2    Grants Administrator Ashby said it would be a better option to use the state money for the other bathrooms as it can be used as a match. We can make a good case for bathrooms. She plans to  apply for funding for both bathroom projects.  Consensus - move Wrenn Miller bathrooms from should do' to 'must do'. Marcy Newton, Head Golf Pro. reviewed projects as follows:  New storm shelter between old 61 tee box and 8 tee box. $40,000 - (should do) Range picker/ ball washer $24,000 (should do) FY25-26. This equipment is used  FY25-26  constantly and needs to be replaced. This is al high estimate.  Council talking points:  Noj projects inl FY24-25  Golf Pro Newton stated they are in pretty good shape and nothing is need in FY 24-25. Jamey Claybrook, Golf Superintendent, provided information on upcoming projects: Utility carts $26,000(must do) FY24-25. Wel have two very old ones that need significant maintenance. Parts are getting hard to find because they are SO old. We want to go with two electric ones with ion batteries that can also be used for towing things. Thisi is a must do for us and will help our operations. Fairway mower, Truckster and Top Dresser $100,000 FY 24-25. These are leased and the leases are expiring. We want to replace with newer, purchased ones. Pump replacement $10,000 (must do) FY24-25. This pump runs al lot to pump water throughout the golf course. There are three motors; one is not operational, Sand trap reconstruction $600,000. This would enhance the quality and playability of the course. It will need to be contracted out and split between fiscal Tractor replacement $65,000 (should do) FY24-25. This needs to be replaced. Trimax snake $43,000 (should do) FY24-25. This can be used ini the winter to Irrigation leaks $700,000 FY25-26. We found 70 leaks last year. The lines that go  one is fine and one is running rough.  years.  pick up brush.  to the sprinkler heads need to be replaced.  Council talking points.:  Can the electric utility carts be charged at the new building?  What is the battery life? Do you use one provider for all carts?  How old is equipment - how old do we allow it to get before replacing? Howi much does it cost to fix al leak and how long does it take?  Wasn'ti irrigation an issue 10-15 years ago? Did all the mowers come ini for this fiscal year?  Sor much was put into fixing it before and we immediately started having problems.  3    Superintendent Claybrook responded that battery life is six- - 10 years. We look at 2-3 different providers for golf carts for quotes. It takes a day to fix a leak and costs about $200 per leak. We have not received all ofthe mowers yet for this fiscal year. Equipment is used 10-15 years.  Anna Hawryluk, Planning Director, said sidewalk projects start in Planning until funding isr received. Two projects are currently underway; Oakdale Road and Penny Road. Other Main Street Corridor Study $50,000 (must do) FY 25-26. The bypass has helped with us not getting as much truck traffic. This gives us an opportunity to re-imagine downtown Main Street. This study will look at streetscapes, sidewalks, bike lanes, Sidepaths at five locations in town. These are listed as could do projects with no estimate. A sidepath is a wider sidewalk of8 feet to allow pedestrian and cyclist use. These areas. have al lot of storm water issues sO some sidewalks may have to be Deep River Paddle Trail/Greenway Trail. This has been on the CIP for a long time. It isi not in the pedestrian plan. Wel hope to have money for this in the future.  projects are:  parking, and traffic circles.  redone.  Council talking points:  Sidewalks are on only one side oft the road and not both.  Discussed locations where it would be nice tol have connecting sidewalks. Planning Director Hawryluk said the Land Development Ordinance (LDO) requires new developments to have sidewalks on both sides at the developer's expense.  Paul Blanchard, Public Services Director.reviewed:  General Fund projects:  Roadway improvements $320,000 FY24-25. This will be done every two years. Powell Bill funds are used and the new Vehicle Tax fee will also  help pay for this.  Crosswalk improvements $30,000 FY24-25. Storm drain street improvements $50,000 FY 24-25. New storm water utility leaftruck $270,000 FY: 24-25. HVAC: replacement at Town Hall $15,000 FY24-25.  FY25-26 projects are painting Town Hall $20,000 FY 25-26 and roof replacement $90,000 FY 25-26. We are talking with the insurance  company about this.  Water/Sewer Fund projects:  Treatment plant Riverdale upgrades. Our share will be about $8-9 million. All ofthe" Town's sewer goes through this plant.  Manhole cover replacements Sewer water line replacement year with possible bidding in April.  Main street water line. Wel hope tol have under contract this budget Penny Road waterline. We hope to get this under contract this year.    AMI meter reading system $200,000 must do FY24-25. This software will target areas where we have to go several times a year to cut off services. It will allow: remote pressure monitoring and cut off. The meters are. more expensive but they do more things. Vehicle replacement. We try to replace one vehicle a year. The oldest Sewer line in Forestdale North is 55 years old. We will look at replacing it when lake maintenance occurs as iti is on the lake.  is1 10-12 years old.  Council talking, points:  What do the library improvements consist of?  Do we use equipment until it no longer works or do we re-sale?  Director Blanchard responded work at the library includes fixing the trim on the second story, window work (glazing) and carpentry work. Nothing major is included. We re-sale equipment on gov.deal which is similar to eBay for government. Vehicles are used on average 15 years.  Matt Johnson, Town Manager  Street festival. Would Council be interested in having a street festival? It would involve closing streets which we cannot do with our staff, port-a-john rentals, police and fire services, vendors, music and sO on. His estimate is $50,000t to Economic Development - the Oakdale Cotton Mill might be an opportunity for Fire Station renovation $50,000 is our share ofthe architectural design cost. It might be possible to use the renovated fire station for voting or overflow Council meetings. We are looking at the best approach for this. It might be better to Civic Center improvements $50,000 (must do). FY24-25. Council did not fund an architectural study in the last budget. We would like toj put some money in the budget for a study to: recommend improvements for more flexibility as we do not have the expertise on staff for this and to help toj plan for the future. Future Council meeting setup. What are Council's thoughts on having a dais  $70,000. this.  consider tearing down and rebuilding.  rather than tables and chairs? What time of year for a festival?  Council talking. points:  Are we doing anything for the upcoming 50th anniversary of the golfcourse? Have we talked about what we want the Town to be known for? Could we do a consensus from residents ifthis is something they want?  Are there any grants for fire trucks? Can wej put office space in the fire station? What use would the Civic Center be renovated for? Do not think we need a full plan, maybe only look at lighting. Council meeting set up does not need tol bej permanent.  5    Wel have a lot on our plate and Council set up is the lowest priority because it benefits us  more than the wider community.  Manager Johnson said there is a lot ofc competition with other events in the fall, so possibly in the spring. We could reduce one Music ini the Park event tol help cover some costs. Think about it and we can discuss it again at the March budget retreat. It is possible that we could add office space to the fire station renovation. The Civic Center: renovation would be for Council Chambers and other board meetings, staffi meetings. It would not be for Civic Center use. Grants Administrator Ashby said most grant amounts are small but she is still looking.  Mayor Montgomery called for al break at 11:49 am. Mayor Montgomery resumed the meeting at 11:55 am.  Strategic Plan  Planning Director Hawryluk reviewed the following staff recommendations and asked Council to  decide ift they could be incorporated in the Strategic Plan or not:  1. Staff Excellence  .  Update purchasing policies for Town staff b. Procure software for budget forecasting  - Update website host to expand functionality ad increase ease of use for customers a. Evaluate and create aj plan for overflow parking at Charles Turner Athletic  2. Infrastructure and Facilities  Complex  b. Evaluate options to better utilize short game area  3. Planning and Development 4. Move to Ongoing  a. Review historic assets and create plans to preserve and protect them  a. Move goals 5B, 6A, 6B and 7A to ongoing status  Consensus  lb above - do not put in strategic plan. Put in budget only.  Change 1B to read: Seek training fori improved customer service; seek specific training for groups with special needs and implement safety training and security options for staff Add as 1C - Update website to expand functionality and ease of use for customers.  Add2 2C- Update purchasing policies  Add as 5I-Evaluate and plan for overflow parking at soccer complex.  6    Add7 7B - Review historic assets and create plans toj protect and preserve.  Move to Ongoing status: 6A,6B,  Planning Director Hawryluk asked Council Members to place their six dots on the six goals they  consider priority. Results were:  1. Seek training for improved customer service; seek specific training for groups with special 2. Schedule work session to discuss the Town's goals and role in marketing opportunities.  needs and implement safety training and security options for staff.  3. Review historic assets and create plans toj protect and preserve. 3. Work with PSFD to create aj plan for Fire Station Improvements.  4. Develop Livable Communities Initiatives.  5. Seek opportunities for grant funding for pedestrian and parks/recreation facilities.  6.F Promote excellence in customer service.  Adjournment  Council Member Rayborn made ai motion to adjourn. Council Member Wolfe made a second to  the motion. The motion passed by unanimous vote.  The meeting ended at 12:48 pm.  Lynn S.  Seg  ATTEST:  Nancy Avery, Interim PD  Clerk  7