Special Meeting of the Town Council Strategic Retreat January 21,2022 9:00 am at the GolfCourse Club House Minutes & General Account  Council Members Present: Mayor Montgomery, Council Members Wolfe and Rayborn Staff Present: Dave Treme, Interim Town Manager, Assistant Town Manager Matthew Johnson, Interim Town Clerk Nancy Avery, Finance OfficerJudy Gallman, Public Services Director Paul Blanchard, Golfand Recreation Director Ross Sanderlin, GolfCourse Superintendent Jamie Claybrook, Golfs Shop Clerk Scott Coakley, Town Planner Anna  Council Members Absent: Council Members Capes and Straughn  Hawryluk, Accounting Specialist Faith Wilson, Visitors Present: Carol Brooks with Jamestown News  Call to Order- Mayor Montgomery called the meeting to order at 9 am.  Pledge of Allegiance- Mayor Montgomery led everyone in the Pledge of Allegiance. Moment of Silence- Mayor Montgomery called for a moment of silence.  Treme stated he began talking about mission, vision, goals and outcomes when he first started working with the Town. The Town had these elements, but not in an easily understandable way. With the passing oft the budget in. July, we included goals which resulted in ai five year strategic plan that we are discussing today. The plan looks at the goal and the status of each and isa collaborative work. Today we will provide an update on each goal. We will spend time during this retreat reporting on the goals and status and discuss topi priorities for next year. Johnson gave a briefoverview, oft the Strategic Plan stating it contains five focus areas that make  up its vision, as follows: Staff Excellence Outreach and Involvement Infrastructure and Facilities Planning and Development Public Safety  Wev will review the status and highlights of goals in each section today. 1.5 Perform pay classification study to: remain competitive ini the marketplace Johnson said a pay classification study is planned for fiscal year 2022-2023.  Focus area Staff Excellence  2.1 Claybrook explained the new: software for asset management. It tracks each job by having employee clock in on certain tasks sO we know how much each task costs us. The software also  tracks which equipment is used to further breakdown the cost.  January 21, 2022 Retreat minutes    2.5 Promote excellence in customer service better ways to get the word out to the residents.  Johnson stated there was an issue with garbage delay due to weather and we are working on Hawryluk talked about an idea to push out texts to citizens asking ifthey want to receive emails  about changes in service and that tool could be used to notify residents. 2.6. Achieve minimum staffing levels for all departments  Treme said we will be working on a staffing level plan for future needs and what can be done for  succession planning with a small staff.  2.71 Maintain and update Town's Code of Ordinances  Hawryluk talked about using Municode for the Land Development Ordinance. She said we are using them now: for other ordinances. We expect tol have it up and running in Municode in May  2022.  Focus area Outreach and Involvement  3.1 Further develop Music in the Park and other Town-sponsored events Coakley said they are planning to move all electrical operations to the new restroom facility as the current building is old and not functioning well. It is a pre-fabricated building. Wolfe asked ifv we know the cost. Gallman said $172,000 is the expected cost.  3.2 Develop branding and marketing strategies  Johnson said the firm the Town hired is working with businesses and that should be finished by  the spring. He will then bring it back to Council for other input. 4.1 Develop AARP Livable Communities Initiative Hawryluk gave an update on the work of committee.  4.4 Develop aj joint planning retreat with Planning Board, Council and staff  Johnson stated that the one that we. had was successful and we would like to see this as an annual  event.  Focus area Infrastructure and Facilities 5.1 Update street pavement condition study  Blanchard said he hopes to do a fall paving project using Powell Bill funds. A study is inj process to select streets for repairs and resurfacing and will show budgeting needs and deficiencies. Johnson said Benchmark Planning is preparing a strategic growth plan. We also have a solid 5.3 Prepare a plan to implement government mandated storm water regulations  waste and recycling study that was. just completed. Johnson explained this is a work in progress.  5.5 Complete and adopt a Parks & Recreation (P&R). Master Plan in order to seek grant funding Coakley said they plan to apply for grant cycle this fall such as Parks and Recreation Trust Fund (PARTF). Hawryluk said we will meet with the P&R committee in February to discuss.  January 21, 2022 Retreat minutes  2    5.61 Utilization of space at town hall layout they provided.  Johnson said Freemen Kennett cannot attend today due to illness. He reviewed a draft suggested  5.7 Complete plans for construction of a new recreation maintenance facility Blanchard said the bid process has begun with the close date set as February 15, 2022. 5.9 Coordinate joint staffmeeting with City of Greensboro, the City ofH Highl Point, and PTRWA Blanchard said we can purchase more water, which is good. We are tied into two different  to discuss water/sewer cost and capacities  systems and the capacity is there and the Town is in a good position.  5.10 Repair/replace golf course irrigation system  Claybrook said they are averaging five leaks a month. We want to go to a roll pipe that will last forever to eliminate the need for satellite boxes in the field which also eliminates vandalism and the need for electric boards, etc. We are having to continuously identify and repair leaks. 5.11 Prepare plans for updating and installing restroom and shelters for golf and recreation Claybrook said this is in progress. Rayburn asked why we could not use this plan for Wrenn Miller Park because this is nice looking. Johnson said we have more needs for electrical capacity and tie in with water/sewer at Wrenn Miller Park and pre-fab concrete will work better. Both  facilities  projects are budgeted for FY 21-22.  5.14 Seek funding from American Rescue Plan (ARP)  Gallman said final guidance from School of Government (SOG) was approved January 2022 but is not effective until April ofthis year. There are changes to initial allowable expenditures that appear to be beneficial to us. This is a good thing because before the change in loss revenue rule had to complete ai formula which we did not qualify for because the Town had little lost revenue. Now we do not have to use the formula and can use up to the $10 million amount. SOG has said the best way to proceed is to: minimize administrative requirements and use the money budgeted for general government services projects and use normal budget dollars to do big projects.  7.2 Complete update oft the Town's Comprehensive Plan  Johnson stated this is completed.  7.3 Review and update comprehensive pedestrian transportation plan for committee members. This will be a yearlong process. Hawryluk said we have had a good result with the vendor ACE.  Hawryluk stated the Town received a Department of Transportation (DOT) grant for $50,000 for bike pedestrian planning. Work on this will start early February. We will advertise for volunteers 7.4 Enhance code enforcement capabilities throughout Town to help protect property values  January 21, 2022 Retreat minutes  3    7.5 Establish/redefine ordinances for application of commercial code  Johnson said Hawryluk has done a great job reviewing and making proposed updates which are  currently under review by Council. Council comments:  Rayborn suggested adding sidewalks to section and requested utilizing space at Town Hall for affordable community meeting spaces. She also stated Americans with Disabilities (ADA)  compliance needs tol be added.  Johnson said there will be an assessment of facilities for this. Montgomery asked to add neighborhoods to downtown safety.  Wolfe said areas down west Main Street have not been serviced and need to be looked at sO we Treme said once this budget year is ended, any projects coded 'blue' are complete and will drop Wolfe said resident talked tol her about space for small business owners to meet tol have access to Mayor Montgomery called for a break at 10:39 am. Mayor Montgomery resumed the meeting at  are providing this service equally.  off the plan.  computer and conference space, maybe the library.  10:49.  Hazen and Sawyer growth in Wastewater Study Result  Blanchard introduced. Aaron Babson, Senior Associate with Hazen and Sawyer who stated they set up a model to evaluate the Town's water and sewer capacity and found that the existing sewer system has the capacity to accept Johnson farm property development with some possible upgrades needed. They recommend using flow monitors to survey the system. They understand the contract is ready to be approved by Council. This will help with the survey and monitoring for future impact to the system. They also recommend ai manhole status assessment. Your Public Service Department is doing a great job fixing and replacing some manholes now. When we have more info as to what and how that development will look, we can provide more information. We made the assumption as to where the flow would begin, but that may change as the development begins construction. Also what will come from study flow monitoring will be Wolfe asked ift the improvement is at the Town's cost. Johnson said that is a talking point in the Blanchard said flow: monitoring is not just for the development oft the Johnson Farm area, but for the whole town to evaluate which direction our problems are coming from to identify repairs and  triggers that tell the Town an area of piping needs to be improved.  Development Agreement.  ori improvements.  January 21, 2022 Retreat minutes  4    Capital Improvement Projects (CIP) Review  Gallman stated these are multi -year projects, sO the budget runs until the project is completed. She gave a briefoverview ofc current projects on the list for General Fund and Water/Sewer fund. Blanchard said he is prioritizing the Penny Road project. They may need toj put in a new water line parallel to Penny Road to prepare for the sidewalk project. Also the slip lining project isa Johnson said as the by-pass gets completed we should apply for grants to: make improvements along Main Street to make it more pedestrian friendly. The crosswalk at Mendenhall Place will move forward to next year. We want to get the pedestrian master plan done and once completed, Scott said the master plan for recreation suggested Wi-Fi in the parks. It would cost $2,200 at Wrenn Miller for the fiber optic line $1200 for Jamestown Park plus one time fees and monthly service charges for internet. It would help improve security and provide the ability tol lock the restroom remotely, etc. There are parking issues at the soccer: fields when in season and we are working on fixes for that. We will also lose parking when the maintenance facility is built, SO that will need to be worked on. The tent at Wrenn Miller Park is showing wear and tear and the replacement value is $5,000 to $6,000. This is a third oft the price ofaj permanent structure. We Wolfe said she remembers past discussions about putting a structure at Wrenn Miller Park and Claybrook said he evaluated the golfcourse and thinks we should do a capital project for bunkers, cart paths and irrigation. He believes the most bang for the buck for adding customers is fixing the bunkers. They are in bad shape and do not drain, have lots of rocks and fabric coming up and takes a lot ofwork to maintain. Golfers do not like tol have rocks in sand traps. Drainage isn non-existent. Bunkers should be tackled first to make it look better and more playable. Wewill make recommendations of cost expected at upcoming budget talks. Ross said he thinks bunker Ross stated there is no CIP for the golf shop. Next year we. have budgeted to do driving range improvements He has a couple quotes but with cost ofr materials and labor, the cost may increase. The mayor called for a lunch break at 11:30 am. The meeting resumed at 11:58 pm.  priority.  the sidewalk projects will move up in the CIP.  want to apply for grant money this year also.  that it would change the visual of the park which is beautiful now.  improvement is the priority.  He will get a better estimate and bring back to Council.  Freeman Kennett Town Hall Renovation Project  Johnson said Kennett could not attend today, but provided a sketch for office changes in Town  Hall. The changes would most likely be over several budget years. Montgomery asked what about changes in lighting or adding lighting?  Johnson said yes, we would look at that.  January 21, 2022 Retreat minutes  5    Wolfe asked about putting heaters in the bathroom at the Civic Center? Wolfe said she hates losing the Civic Center for public uses. would have to look at making Civic Center. ADA accessible.  Johnson said we will look at that.  Rayborn asked about the ADA ramp and accessibility at the Civic Center. Johnson replied we Johnson said the Board of Elections may have to find another place than the Civic Center to hold Wolfe said she hates to see taxpayers who pay: for the property not be able to use the space, Rayborn said she does not want to see the public lose the use of public meeting space. She thinks the community should have affordable meeting space for non-profits who have al hard time There was a general discussion about where the Town can maintain space for public use and whether there should be a permanent dais for boards or continue to use tables.  elections.  particularly for voting.  finding meeting space.  GolfCourse 5. year summary  Gallman presented five years' worth ofresults. Variance is from one year to the next. Golf rounds played increased 33 % over five years. Revenues increased 43%. Expenditures and golfmaintenance increased 25%. Golf shop expenditures increased 32%. Some ofthis was related to: salaries and benefits and retirement cost increases. The bottom line from FY17-2lisa net loss of 26% less in 2021 than 2017. The average municipal golf course will never: make money and is mostly an amenity. Less loss is a positive thing. Treme said the golf course roughly incorporates 200 acres and is a golf park. His recommendation probably is to increase rate fees in the spring.  Wolfe said she is supportive oft the golfcourse but there are citizens that do not play golfand itis hard to justify to them using tax money to fund the course. We have talked about a marketing strategy or brochure to rent the golf club for weddings and events to help bring in revenue. Gallman said grill operations and shop rental bottom line results are. that it was doing well until COVID hit. Golf shop rentals really dropped off to almost nothing. Highest rental was $11,000 at  one time. Council comments  Montgomery thanked all the staff for an excellent job done and getting the retreat together. The Johnson said they will add it to the CIP. It may be expensive, but we have to use a lot of  road to the public services facility is not on the CIP list and should be.  equipment now to maintain it.  January 21, 2022 Retreat minutes  6    Wolfe asked Gallman toj provide School OfGovernment updates as they come on ARP funds. Wel have one flag pole at Town Hall with all flags. She would like to have two flag poles with the US flag on one pole and other flags on the other. When it is at half-mast, the flags are very  low to the ground. The Fire department needs painting. Johnson said we have a quote to do it and it is a maintenance item.  Adjournment  Rayborn made a motion to adjourn at 12:46 pm. Member Wolfe made a second to the motion.  The motion passed with a unanimous vote.  Lynn  ntgs  ATTEST:  Nancy  Clerk  B CRa  January 21, 2022 Retreat minutes  7