6290  The Smithfield' Town Council meti in Special Session on Thursday, February 24, 2022 at6 6:30 pm in the  Council Chambers oft the Smithfield' Town Hall, Mayor M. Andy Moore presided.  Councilmen Present: John A. Dunn, Mayor Pro-Tem David Stevens, District2 Travis Scott, District3 Dr. David Barbour, District4 Stephen Rabil, At-Large Roger Wood, At-Large  Councilmen Absent Marlon! Lee, District1  Administrative Staff Present Michael Scott, Town Manager Michael Brown, Fire Chief Ted Credle, Public Utilities Director Lawrence Davis, Public! Works Director Gary Johnson, Parks & Rec Director Tim Kerigan, Human Resources/PIO Shannan Parrish, Town Clerk R. Keith Powell, Chief of Police Greg Siler, Finance Director Stephen Wensman, Planning! Director Administrative Staff Absent  Also Present Bob Spence, Town Attorney Bill Dreitzler, Town Engineer Call to Order Mayor Moore calledt the meeting to order at6 6:30 pm. Approval of the Agenda ass submitted. Unanimously: approved.  Councilman Woodr made a motion, seconded by Councilman Scott, to approve the agenda Councilman Barbour made ar motion, seconded by Councilman Stevens, to enteri into closed Councilman Scottr made ar motion, seconded by Councilman Stevens, tor reconvene in open Town Manager Michael Scotti informed the Council that the Town has received $5.5 million in State grants. The CSX Culvert project was the only grant that was time sensitive because alli funds must be spent by June 2023. The State informed staff the Town's conflict ofi interest policy needed tol be Mayor Moore statedt the confict-of-interest: policy template provided by the State does not apply to Municipalities. Hei further stated that he did not agree with the proposed policy. Town Attorney Bob Spence responded the issue was the timeline of when the project needed to be completed and a policy was something the Town! had to have to satisfy the State's grant Mayor Moore stated he did not want to adopt a policy that was unclear.  Closed Session Pursuant to NCGS 143-318.11 (a)(5) session pursuant tol NCGS 143-318.11 (a) (5)at6:32 pm Reconvene In Open Session session. Unanimously approved at7 7:14 pm. State Grant Requirements  updated.  requirements.  Mr. Spence responded he had drafted a policy for the Town of Princeton which simply quoted the NC General Statutes. He stated the Town of Smithfield does not want to adopt a policy that The Town Manager stated! he was on ai timeline with the grant and any delay could jeopardize the Mayor Moorer responded he! had al lot of questions aboutt the proposed policy. A confict-of-interest  conflicts with the NC General Statutes.  project.  policy needs to! have clear language. Police Department Expansion Project cost for thel Police Department Expansion Project.  Councilman Scottr made a motion, seconded by Councilman Wood, tot table discussions oft this matter untilt thel Marchr regular meeting. Unanimously approved.  Town! Manager Michael Scott informed the Council there has been ani increase int the construction Town Engineer Bill Dreitzler explained he was not surprised by the price increase. The major increases are in building materials. Originally, $784,571.73 was budgeted and it has increased to $1,393,208.51. Thisi is a commont trend that does nots seem tol be decreasing anytime soon.    6291  Councilman Barbours stated therev was currently more demand than supply thus driving upt the cost of materials. Within a number of years, the cost oft the expansion will not be as valuable. Mr. Dreitzler Mayor Moore stated these were unprecedented times, but if we continued to pay these increased prices, there would never be a decrease in prices. Mr. Dreitzler responded the Town must balance Finance Director Greg Siler informed the Council that to secure these funds, the Town got approval through the Local Government Commission (LGC) to apply for a loan in the amount of $780,000. Thosef fundsi immediately went into escrow. The bulk was still with the lender, but one loan payment Councilman Barbour questioned the cost oft the plans for the expansion oft the building. Mr. Dreizler Councilman Barbour stated the plans were still valid and the Council should consider ift they wished Councilman Scotts stated $680,000 was neededi ina addition tov what was already budgeted. He further  responded he did nots see ac change int thel ballooning construction cost.  the need fort the project with the cost oft the project. has been made and another was due. responded $128,000 was spent ont the plans. tor move forward with this project.  statedt this was initially approved becausei ity was a necessary improvement.  Councilman Scott made a motion, seconded by Councilman Rabil, to move forward with  the Police Department Expansion Project and discuss how toi fundi it.  Further discussion ensued prior tot the vote.  Councilman Barbour questioned ift this project could be delayed until a palatable economic situation Mayor Pro-Tem Dunns stated het took a tour oft the Police! Department when he was elected 6.5y years Mayor Pro-Tem Dunn stated on major issue was the evidence room had far exceeded its capacity. He questioned the amount of time evidence had to be kept. Chief Powell responded that evidence has to be kept nearly forever. He further stated that handling of evidence should be to priority and Councilman Wood statedt that while he did not want to spend more money on the project, he felti it was necessary. He stated the Town shouldr not continue to wait until construction costs decrease. Councilman Barbour questioned if Police Department staff could live without the expansion al little longer. Councilman Wood stated the Towni is experiencing growth and this expansion was needed. Mayor Moore stated that whilet the Town is experiencing growth, ithas not realized the property tax gain. He asked ifs staff had lookeda at other options; such as, existing property that could be upfitted fort thel Policel Department or wheret there existing! buildings could be usedi for evidence storage. Chief Powellr responded that evidence has to be secured and most agencies store their own evidence. Mayor Moore askedi ifstaff had investigated other options. Town Manager Michael Scottr responded that he and Chief Powell looked at other potential properties before proposing the expansion oft the existing building. None oft those options were feasible or economical. Councilman Barbour questioned ift the $1.4 million was a guaranteed cost. Mr. Dreitzler responded there was no guarantee, but ity was the cost used for budgetary purposed Councilman Scotts stated that with the increased cost, the Town was getting al better built structure. Town Manager Michael Scottr responded thel building would! be a better construction. Councilman Barbour stated thatr no one voteda againstt thel Police Department Expansion Project when itwasi initially proposed. His only concerny was the increase in cost. Councilman Scott questioned how the Town could pay for the increase in cost. Town Manager Michael Scott responded the Town could expand the loan, use General Fund fund balance or use Att this time, Mayor Moore called for a vote oft the motion previously made my Councilman Scott. Councilman Scott made a motion, seconded by Councilman Rabil, to move forward with the Police Department Expansion Project and discuss how to fund it. Councilman Scott, Councilman Rabil, Mayor Pro-Tem Dunn, Councilman Stevens and Councilman Wood votedi inf favor oft the motion. Councilman Barbour voted against the motion. Most passed Councilman Scott questioned if changing the term and the loan amount would delay the project.  occurred.  ago, att thatt time, the building exceededi its capacity.  storage oft that evidence is a concern.  ARPA1 funds for the $680,000 needed.  five to one.    6292  Finance Director Greg Siler responded itwould delay the project.  Councilman Barbour made a motion, seconded by Councilman Scott, to use ARPA funds  tof fundi the difference oft the project not to exceed $690,000.  FY2 2022-2023 Budget Goals  Town! Manage Michael Scotts stated he wouldl like tol have inputf from the Council onb budget priorities. Councilman Barbour requested that the capital needs ofeach department bep provided tot the Council Councilman Scott stated Town employees were the Town's number one asset. He suggested reinstating the longevity compensation program. He stated the Town has to stay competitive and the employees needed to be valued. He explained that excessive turnover in employees, cost the Councilman Scottf furthers statedt thatF Powell Billi funds did not covert the cost ofr needed streetr repairs. Councilman Wood suggested that a more comprehensive salary study be completed. He further Councilman Barbour made ar motion, seconded by Councilman Wood, toa adjourn the meeting.  AIID Department Heads were present to answer any questions.  via email.  Towna al lot ofr money.  Hes suggested adding additional funding for street repairs. stated the Town needed to conduct ane employee satisfaction survey.  Adjourn  Ther meeting adjourned at approximately 8:29 pm.  OF SMIT  AkHons  M.Apdy Moore, Mayor  hgorbrg Shannan L. Parrish, Town Clerk  RL