City of New Bern Board of Aldermen Retreat February 5, 2021 -1 1:00 p.m. City Hall Courtroom 300 Pollock Street  Board Members in Attendance: Mayor Dana Outlaw; Aldermen Sabrina Bengel, Jameesha Harris (arrived at 1:01 p.m.), RobertAster, Johnnie Ray Kinsey, Barbara Best, Also in Attendance: Mark Stephens, City Manager; and Brenda Blanco, City Clerk. Mayor Outlaw opened the meeting with prayer. The pledge of allegiance was cited. Mr. Stephens provided an overview of the agenda andi items to be discussed.  and. Jeffrey Odham. Absent: None. A quorumwas present.  City Manager's Overview of Retreat Amend Agenda for Closed Session  Alderman Bengel made a motion to amend the agenda to add a closed session pursuant to1 143-319.11(a)6) and to enteri into the closed session, seconded by Alderman Odham. The motion carried unanimously 7-0,time being 1:04 p.m. The Board promptlywentinto closed session. The regular portion of the meeting resumed at 1:47 p.m.  Update on City Hall Elevator  Mr. Stephens introduced Tripp Eure, an architect with MBF Architects, PA. Mr. Eure shared a visual oft the proposed exterior and provided a brief update on the project. Mary Hogan, Director of Finance, and Tony Gatlin, IT Manager, shared a PowerPoint describing options to implement kiosks for utility payments. The kiosks could be connected to the City's Munissoftware, which would immediately credit an accountupon receipt ofa payment. Kiosksare beingusedbyohermunicpalnes.mostofwhichabsot the credit card transaction fees. The first year's estimated cost for four kiosks was $350,000. Possible locations for the kiosks were discussed. Alderwoman Harris commented on the ease and benefit of using Pay-AS-YOu-Go, and she and Alderman Bengelasked about the ability to accept payments on the City's website or through an app, noting that would also allow other City fees to be through those methods. Mr. Stephens voiced concerns aboutthe cost of maintaining an appand compared it to Pay- As-You-Go, which has less than 100 participating customers. Alderman Aster felt that was the City'sfaultfor not effectively marketing the program. If kiosks are implemented, Alderwoman Harris suggested the drive-thru be maintained and that hours possibly be adjusted for in-person payments or that service be reserved for those with problems. Alderman Odham suggested installing one kiosk at Fort Totten where First Citizens previouslyhadan exterior ATM. Referringto theearlier comments aboututizinganapp. Mr. Gatlin announced an app was available through the Munissoftware. Discussion of several possible options continued. Consensus was expressed to provide funding in  Discuss Kiosks at CAPS Office  FY22'sbudget: for oneexterior kiosk at the Fort Totten building.  1    Discuss Plans for Cemeteries ando Cemetery Mausoleums  Foster Hughes, Director of Parks and Recreation, provided a general overview of the City's cemeteries. The cemeteries are not perpetual care, which would be costly and require the creation of a trust fund. The cost of a columbaria and mausoleums were reviewed, as well as potential locations in each of the City's cemeteries. If those items were made available, the structures would need to include the establishmentof fees to provide perpetual care and maintenance. The City's annual revenue from burials is approximately $121,000, and expendituresexceed that amount. Alderman Odham felt mausoleums would be a good option for providing additional revenue to offset future costs. Mayor Outlaw described the benefits of having a waymarking program to assist people with locating graves, and Alderman Bengel suggested the Tourism Development Authority may be a grant source. She reflected on the number of historically prominent people who are buried in New Bern and howtheir graves attract tourists. The Mayor also reflected on the work of the Earl of Craven Questers. Alderman Aster proposed a small budget be provided to the group, and Mayor Outlaw suggested the group make a  presentation before the Board.  (Alderman Best momentarlystepped out of the room at 2:59 p.m.)  Alderman Odham mentioned the possibility of having nice shelters at the cemeteries to  rentforo onsite services.  (Alderman Best returned to the room at 3:02 p.m.)  Mayor Outlaw asked if $500 to $1,000 was available in the PEG budget to film a 30- minute section on The Questers, and Mr. Stephens confirmed the availability. Mr. Stephens also noted staff would obtain cost estimates for a waymarking program and report back with that information. After hearing The Questers' presentation, Mayor Outlaw stated the Board couldthendecideon: melsaonlerhenditondla columbaria  or mausoleum.  Discuss Suddenlink Issues  Since.anuary,neChyhas received a total of 135 emails from individuals with complaints about Suddenlink. Those emails have been submitted to the Attorney General and Mayor Outlaw reported on a Zoom meeting with Kinston's Mayor Don Hardy, Ayden's Mayor Steve Tripp, and three lobbyists with the NC League of Municipalities. Several cities have the same concems andneeds. Congressman Greg Murphy hasr reachedout to high-level managementatSuddenlinkandineFcC regarding the issues. Mayor Outlaw suggested other cities follow New Bern by offering information on their website as a means for customers to submit their complaints. Alderman Best said Suddenlink was not only providing bad service, but was increasing monthly costs. Alderman Bengel noted the need to band together as a region. She reported on a bill that she believed had been passed by state legislators for rural broadband. She questioned what that would entail and expressed a desire to know more. Mayor Outlaw and Alderman Bengel briefly reported on plans by several local investors to provide  legislative officials, andtheywil.continuei to be updated.  2    internetservice, alnoughitwouldnotinctudecablesenvce. Alderman Odhamexpressed ar need to keep the pressure on the topic, but to also look at altemative options. Mr. Stephensshared the response that was sent to the City Clerk after copies of the email Alderwoman Harris asked about the potential for publicprivate partnerships or grants to help the City provide the service. Mr. Stephens outlined the restrictions and prohibitions. Charlie Bauschard, Director of PublicUtilities, stated the City couldoffer the service, but onlyfor free as it couldnotundercuthe private sector. Mr. Bauschard also discusseda couple of other options, oneofv which included marketing New Bern, and he reported on ar metingscheauledfornelornefolowingweekwinar representative from the NC Broadband (Alderman Kinseymomentarly stepped outof the room at 3:31 p.m. He returned aftera a Noting the City's utility lines reach beyond the municipal city limits, Mr. Bauschard commented that New Bern'smarket may be larger than itrealizes. Mayor Outlaw asked about the age of the City's fiberoptics, the strength and location of its broadband, etc., and Mr. Bauschard stated he wouldshareinformation during his departmentreview. Alderwoman Harris made a motion to take a brief recess, seconded by Alderman Aster. The motion camedunanimousiy 7-0, time being 3:36p.m. The meeting resumed at 3:45  complaints were forwarded to Suddenlink.  Infrastructure Office. recess.)  Recess p.m.  Departmental Overview and' Vision for Next Fiscal Year  Mr. Stephens explained each Department Head would share the direction in which they wanted to take their department in the upcoming year and the items they planned to  request in theirbudget.  General Government (includes General Administration, Governing Board,  PEG,IT,Legal and Elections) Administration and Governing Board  No real significant changes will be sought. Discretionary spending for the Board  will remain the same unless staffis instructed otherwise.  Legal  With the addition of an AssistantCity. Attorney, the Dudgetwilincreaseby: $50,000,  bringing the legal budgett to $285,151.  Elections  Abudget of $40,000 will be established. Ifa runoffisa activated, staff will requesta budgetamendmentseekingaddlional funds to cover the cost of a runoff.  Information Technology  3    Information Technology ("IT") will be requesting the addition of a Senior IT Technician. Fouro capital project requests were reviewed. An increase of $50,000 wasantopatdinoperaing costs. There may potentiallybear requesttor restructure the division toi incorporate GIS and create an Information Systems Department.  (Alderman Knseymomentanysepped outofthe room at 4:03 p.m.)  PEG  The PEG operating budgetwill increase by $11,500 to enhance Zoom capabilities and cover thei increasein meetings that are recorded and broadcast. The Housing Authority! has confirmed theirintention toutilize City Hall overt the nexttwo years as their meeting location. The first three meetings were held at no charge, but  ubseguentmeingehave. andwilll be billed monthly. (Alderman Kinsey returned to the room at 4:06 p.m.)  With respect to elections, Alderman Bengel had asked the City Attorney to perform some research. If the City truly desired to save money and move elections to an even year, a statute exists that would allow the currentBoard to extend its term by one year. The City  of Archdale was allowed to make such a change.  Development Services  Jeff Ruggieri, Director of Developmentserices, reviewed the department's goals for the next fiscal year. The department intends to request three additional positions: a support position for Community and Economic Development, an additional inspector to assist the Redevelopment Commission, and a GIS Technician. The cost to update the land-use plan will be somewhere between $50,000 to $100,000. There will also be requests to replace two vehicles and Mayor Outlaw reflected on Charlotte's! buy-outprogram andexpressed an interest in seeing whether New Bern's budget could accommodate a similar program. Alderman Best feltit would be beneficial to have an additionalstaff person to assist with tracking the FEMA buyouts and claim applications. Mayor Outlaw expressed concern about the disconnect between Developmentsenices, the departmental review, andP PublicWorks. He feltthere was a needforbetter communication about thej jobs being permitted by Developmentservices andi the enforcementneeded by PublicWorks. The Mayor pointedouttheinformtonavalabeontheCly/swebsite to help ctizensunderstand dthenew base flood elevations, etc. He suggested the PEG channel be used to explain the FEMA mapping more efficiently and to  upgrade the conference roomaudio.  incorporate comments from the CARE Group.  Finance  Mary Hogan, Director of Finance, reviewed the department's Fiscal Year 2021  accomplishmentsandinitiatives to date.  4    (Alderman Kinsey momentarily stepped out of the room at 4:27 p.m., retuming at 4:28  p.m.)  Because of an increase in grant receipts, the addition of a Grant Accountant position willbe proposed. Currently,theCity: pays $15,900 annualylnmantenance fees for a Munis timesheet software component that it does not use. Munishas been notified that the City will not pay the maintenance going forward, as Mrs. Hogan noted it was herintention toimplementnew: timesheet software at a cost of $17,000 annually. Capital improvementtunding will be soughtfor upgrades to the Fort Totten building. With the mpendingimpemenaion of kiosks, Mayor Outlaw said it would be beneficial to know anticipated staffing needs five to ten years from now to gauge how much should be spent on building capital improvements. Alderman Odham suggested a strategic approach to analyze projected space needs, which he felt could be accomplished through staff. Alderman Bengel expressed a need to review all cilyownedbulidings, the benefitof possibly selling some, and then using the proceeds to constructnew structures. Mr. Stephens said The Warehouse Division will request funding for security cameras at their facility and replacement of a pick-up truck. Alderman Odham asked for an update of all city vehicles to be sent to the Board, and Alderman Aster asked for the Board to receive spreadsheets reporting the statuso of FEMA claims as they change. He was interested in knowing the projects that had been completed, projects outstanding,  he and staff would begin lookingatciy-owned properties.  payments received, payments outstanding, etc.  Fire  The department's vision and goals were reviewed by Fire Chief Bobby Boyd, as well as statistical information on growth, incidents, and response times. Accreditation of the department is anticipated by. July 2021. Nextyear's budgetwill include requests fortwotemporary fire stations and eightadditional employees (six firefighters, an accreditation manager, and an office assistant). Chief Boyd felt these positions could be added through prevousandfutureretrementatntion.  (Alderman Kinsey left the meeting at 5:08 p.m.)  Noting the construction movement in West New Bern, Alderman Aster asked for Mr. Stephens'thoughtson: an additionalfire station. To meet thes short-term needs, Mr. Stephens suggested building a Public Works facility on the Water Resources parcel, moving the maintenance division of Parks and Recreation to the current Public Works site, and building at two-bay station at the water treatment plantuntil a joint-usef facility could be builtfor Fire and Police. With the recent purchaseofa new ladder andi fire engine, the older apparatuses could be retained andutilized at the new bay. Alderman Bengel expressed a need to know the overall vision sO bonds could be discussed. Mr. Stephens stated someone would be attending the  Board's first meeting in March to provide information on bonds.  5    ChiefBoydstated the AdministrativeAssistantmade: around$,000in overtime last year. Thetr training oficerisalsoworingalotofhourseach week. Alderman Aster asked Chief Boyd to confirm his earlier statement that an Office Assistant and Accreditation Manager could be added at no cost, and Chief Boyd confirmed that was possible through attrition. Alderman Aster expressed a desire to see the two Alderman Odham asked for Chief Boyd to explain the need to send the fire department to a medical call or a wreck versus an ambulance that gets paid to respond. Chief Boyd explained the "golden hour" and stated the department only responds automatically to echo calls, which are heart attacks, no breathing, overdoses, etc. = cases where Fire can make a difference and the victim is more likelyto survivebyre recelvingattention: mucho quicker. The eparmentonyesponde Alderman Bengel asked if the positions of an Office Assistant and Accreditation Manager could be added this fiscal year. Mr. Stephens stated he would have to review the numbers and reportback to the Board. Alderman Best expressed a dire need for a temporary station in Hwy. 43 dueto theincreasedgrowtn. Noting Sonya Hayes, Director of Human Resources, needed to leave momentarily to address an issue, Mr. Stephenssaid Parks and Recreation wouldp presentbefore Human  positionsi filled as soon as possible.  tor non-echo calls whenrequested to do so.  Resources.  Parks and Recreation  Foster Hughes, Director of Parks and Recreation, announced the department was reaccredited by CAPRA in 2020, and he displayed an award that was recently received. Mr. Hughes reported on projects that have been completed this fiscal year and those in progress. He also reviewed goals for next fiscal year. Budget requests will include funding for three additional staff members, playground and park improvements and upgrades, replacement of three vehicles and three mowers, security cameras in the parks, andfundingforcemeteny preservation. Alderman Bengel voiced a need for the chess park to be completed. She said a local group was looking to raise funds fortheinstallation: of fafountain. Mr. Hughes stated four conceptual plans had been circulated over the last 10 years or so. Because of the small size of the property, there is a need to close off the "cut through". Alderwoman Harris asked if the closing of the "cut through" could be consideredbyt the Board at its February23, 2021 meeting. Matt Montanye, ,Director of PublicWorks, felt the only adjustments would be in curbing, etc., which would not require Board approval. Mr. Stephens stated staff would like at whatwouldbe Noting mowing season was nearing, Alderman Bestquestionedwhedwhetneradditional staff would be needed to maintain all the grass. Mr. Hughes confirmed that all mowing was handled internally, and inmate help was not being utilized currenty  needed to close the "cutthrough".  due to COVID-19.  6    Alderman Best made a motion to take a five-minute break, seconded by Alderman Odham. hemotoncamedunanimousy6-,tme being5:59 p.m. Then meetingresumed  at 6:08 p.m.  Human Resources  Mrs. Hayes stated the past year had been challenging due to COVID-19, and Human Resources had taken on additional tasks associated with the pandemic. Goals for FY22 were reviewed, which included complimentary safety training  through GallagherCORE360.  Police  Notinghehadv worked with the City fornineyears: andin law enforcementtoralmost 45 years, Police Chief ToussaintSummers reflected upon hisupcomingn retirement and announced his last day with the City would be March 19th. Before reviewing budget requests, he described departmental strategies and goals. COVID-19 hindered trainingin thecurrentyear, soan increase will be reflected in next year's training budget. Replacement of 11 vehicles will be sought, as well as an emergency services complex. Eightadditional positions will be requested, seven of which will be sworn. The department currently does not have body-wom cameras, and that technology will be requested at a preliminary cost of $150,000 to $200,000. Additionalrequesiswerealsoreviewed, suchasupdatinghesecuny Alderman Aster asked if the additional officers would be permanently assignedt to the Carolina Colours zone, and he expressed concern about the amountof time it would take for a police officer to respond to an incident in Evans Mills, Brices Crossing, etc. ChiefSummers stated the officers would never permanently be in an area, but would be assigned to an area. There will certainly be scenarios or emergencies for which officers would be pulled to respond outside of that area. Chief Summers explained there is currently one officer assigned to the area. Alderman Aster stated he would support the request for additional officers if he could be reassured that an additional officerwould - bea assigned to the area. Alderman Odham asked how the request for additional officers wouldh bei impacted byheScholResource: Officers ("SRO") wnowoucnolongerperom SROduties. Chief Summers stated he did not factor that into his request. Alderman Odham noted that meant the request for additional officers would be reduced to one. He announcedCraven Counyhaddecidedto: filltheneedfors SROsinstead ofutilizing Alderwoman Harris asked if the department's current building was sufficient, and Chief Summers felt the existingheadquarters: swould: suffice if twosubstations could be added in the Taberna and Hwy. 43 areas. Chief Summers commented that the addition ofa part-time Animal ControlOfficerhadassisted with theability to respond  camera system at the Police Department.  the City'spolice officers.  to animal issues.  7    Alderman Best inquired as to how often the parks were patrolled. After answering that question, Chief Summers noted it may be necessary to add a park officer ora police officerto patrol all parks, especially once the Martin Marietta Park becomes fully operational. Noting Chief Summers' previous concern about not having a facility in which ay vehicle could be driven in to securely transfer suspects from the vehicle to the building, Alderman Odham questioned whetherthatwas still a need. Chief Summers said there was a need for a secure lot to take sieged vehicles. He explained a city-owned lot with a climate-controlled garage would be better for  maintaining and processing the vehicles.  Public Works  Mr. Montanye stated he had emailed the Board a list of all vehicles as requested earlier in the meeting. He announced staff had received a quote and was in the process of adding cameras to City Hall, and Alderman Aster asked for smoke Aquicki review oft thecurentfiscalyear was provided, as well as an outlook fornext fiscal year. Caplaimppvementequess willir include funding for several projects, including the City Hall elevator. The budget will also include a request for three While expressingapreciation fort the work ofthePublicWorks: staff, Mayor Outlaw noted the need for the sidewalks to be properly trimmed and maintained. Mr. Montanye reported on a 12-week period when temporary and regular employees wouldb be addressing sidewalk maintenance and the grates around the downtown Mr. Stephensreported thusfar, 26 employees had been requested in the General Fund  detectors to also be added.  additional staff positions.  trees.  budgeta tand capitali improvement projects totaled roughly $8 million.  Public Utilities Water Resources the currentyears goals and projects.  Jordan Hughes, City Engineer, began his presentation by providing an overview of (Alderman Aster momentarily stepped outoftheroom at 7:06 p.m., retumingat7:09 p.m.) No additional staff would be sought. Large capacity improvement projects will include improvements to the West New Bern water system and Phase III improvements to the Township 7 sewer system. Mr. Hughesr reviewed challenges  anticipated in FY22and the trend in customers and revenue.  Public Utilities - Electric  CharieBauschard, Directorof PublicUtilities, reviewed the five divsionsofElectnc, the department's overall functions, ,andi trends forboth customers and revenue. He  8    No additional staff would be sought. Large capacity improvement projects will include improvements to the West New Bern water system and Phase III improvements to the Township 7 sewer system. Mr. Hughes reviewed challenges  anticipated in FY22 and the trend in customers and revenue.  Public Utilities - Electric  Charlie Bauschard, Director ofPublic Utilities, reviewed the five divisions of Electric, the department's overall functions, and trends for both customers and revenue. He reviewed a five-year forecast for the wholesale power contract and stated he did not anticipate an increase in the cost for the upcoming fiscal year. In 2024, a 9.5% decrease is expected, and a total debt service of $15 million will roll off in 2025. Mr. Bauschard indicated the fee schedule would be reviewed during the upcoming year (Alderman Best momentarily stepped out of the room at 7:35 p.m., returning at 7:37 p.m.) The utility billing system will be converted to Munis in the fall of 2021. A very brief discussion ensued about broadband and fiberoptics.  with respect to unmetered service and streetlighting.  Adjourn  Alderwoman Harris made a motion to adjourn, seconded by Alderman Odham. The  motion carried unanimously 6-0, time being 7:48 p.m.  The attached documents are incorporated herewith and are hereby made a part of these  minutes.  NOTE: For additional details and information on the Board of Aldermen meetings, please visit the City of New Bern's website at www.newperne.gov Video and audio recordings  of the meeting have been archived. Minutes approved: March 09, 2021  -  )  a  Dana E. Outlaw, Mayor  haunda Eance Brenda E. Blanco, City Clerk  9