May 9, 2023 Regular Meeting Minutes  HAMLET CITY COUNCIL REGULAR MEETING COUNCIL CHAMBERS ROOM 201 MAIN: STREET, HAMLET, NC28345 TUESDAY, MAY 9, 2023 6:00 PM MINUTES  Governing Body Present: Mayor Mayor Pro Tem Council Member Council Member Council Member Council Member Staff Present: City Attorney City Manager City Clerk Finance Officer Fire Chief  Bill Bayless Jesse McQueen Eddie Martin Abbie Covington Maurice McLaurin Oscar Sellers TCI Morphis Matthew Christian Gail Strickland Edna Miles Trey Goodwin  In-coming City Clerk Cindy" Terry  Others Present: Matt Lamb, Chris McDonald, Gail Wise, Susan Sellers, Allen Terry, Ken Bostick, Linda Terry, Marvin Taylor, Monea McLendon, Pat Coleman, Tara Crowley, Oliva Farrah, Samuel Muse, Mildred Dickson, Imogene Thomas, Elaine Thompson, Sylvia Morrison, Mary Baker, Gerard Morrison, Doris Cox, Carol Lawson, Vanessa Quick, Dianne Nicholson, Terry Mercer, Steve Mercer, Jo Williams, Michael  Patrick, Don Norton, and Howard' Wallace  1. Callt to Order 2. Invocation  Mayor Bayless called the meeting to order at 6:00 pm.  Pastor Marvin Taylor of Outreach for. Jesus Church offered the Invocation.  3. Adoption of Agenda  Mayor Bayless requested the addition of Item 10A, Proclamation for Dr. Fred McQueen. Council Member Covington motioned to adopt the Agenda with the Addition. The second was offered by  Council Member Sellers. The vote was 5-0. 4. Adoption of Consent Agenda the: second. The vote was 5-0. 5. Comments from Attendees  Council Member Covington motioned to adopt the Consent Agenda. Council Member Sellers provided  Susan Sellers addressed Council advocating for older adults regarding motorcoach trips. She provided a history of the Senior Center and heri invoivement as thei first Director. Mrs. Sellers offered numerous reasons to allow fort the trips and explained the responsibilities of the Director while on the trip. Her  1    May 9, 2023 Regular Meeting Minutes  opinion was that a complimentary seat on the tour bus was not ai free gift but a stipend fort the City. She suggested the City could have policies in place for the complimentary seat. Mrs. Sellers asked Council to reconsider their decision to send the overnight trips to another agency. Council Member Covington informed Mrs. Sellers the Hamlet Senior Center does not receive anyf funding from the County and asked for the number of participants that are from Hamlet. Mrs. Sellers did not! have the information. The City Manager explained the issue is the acceptance of gifts and how they are administered. When discussed with the Senior Center Director, she presented him with the information that the Council on Aging was willing to accept the trips which he felt was the best option. Council discussed pay and comp time for the Director when accompanying the seniors ont their trips. City Attorney Morphis agreed the City was right to be concerned with the gift policy. It was consensus of Council to have the Manager and Director prepare policies to regulate and govern the tripsf for Council to consider at the May 23, 2023' Work Session. The. June 4th. -1 10th trip was discussed. Council stated the Senior Center should continue to do as Imogene Thomas spoke to Council regarding the trips. She explained she and others are qualified medical staff when they are on the buses and: she volunteers as needed at the Center. Ms. Thomas contacted 56 Senior Centers and all indicated they have overnight trips. She asked Council to consider Michael Patrick, al local Pastor and member of the Center, explained his purpose ofs speaking to the Board was to relay scripture on the aging. He reported he has spoken at the Center many times and feels iti is a disgrace to outsource any event with the Center being a Center of Excellence. Mildred Dickson also addressed Council. She advised she is a registered nurse with vast experience on mental health. Ms. Dickson asked Council to consider the benefits of Senior Center activities fors senior Gerard Morrison came to the podium to express his concerns that he was not permitted to be a member of the Comprehensive Plan Committee as hel had requested. He stated he wants to see more diversity on the Committee and feels he has proven himself and does not need to be overlooked.  they were doing with thei trips that are scheduled.  the benefits oft the trips to the seniors.  adults that live alone ort those taking care of grandchildren.  New Business 6. Appointment of City Clerk  Council Member Martin motioned, based ont the recommendation of the City Manager and the City Charter, to appoint Cindy" Terry as the City Clerk. The second was offered by Council Member Sellers.  The vote was! 5-0. Mayor Bayless offered the Oath to Mrs. Terry. 7. Manager's Presentation of the FY2023-24 Budget Message  City Manager Matthew Christian presented. Staff's Recommended FY2023-24 Budget (Attachment A). The Public Hearing for the Budget will be at the. June 13,2023 Council Meeting. Council Member McQueen stated many concessions are due to the funds not received from the County and future services may need to be cut. Council Member Stuart felt the budget was lean but good and agreed employees and citizens are important. Council Member Sellers thanked the Manager and Staff for their preparation of the budget. Council Member Covington added the employees are the primary concern and Staff has managed money SO1 the City can continue to invest in them. The Manageracknowledged  Edna Miles, Finance Officer, for her assistance in the budget. 8. Consideration of Automatic Aid Agreement for Fire Protection  2    May 9, 2023 Regular Meeting Minutes  Fire Chief Trey Goodwin presented to Council to discuss an Automatic Aid Agreement with Hoffman and East Rockingham Fire Departments. The Agreement will assist with the ISO Fire Score, allow more manpower for structure fires and additional water. Both Departments will assist Hamlet, but Hoffman does not require any assistance. Mayor Bayless commented that the State has stringent regulations for Fire Departments. The 3 Departments have been assisting one another, the. Agreement makes it official. Council Member McQueen stated the Agreement would benefit the City, Fire Department, and citizens. He motioned to approve the Agreement. The second was offered by Council Member Sellers. The vote  was5-0.  9. Consideration of Yard Debris Policy  City Manager Matthew Christian reminded Council of the previous discussion to have aj policy for picking up yard debris. The policy presented captures what we are already doing with. some adjustments. One notable change is moving away from the practice of using weight to determine the debris that can be picked up by the City and going to size standards. He also noted citizens have the option ofa a trailer for large amounts ofy yard debris. The City also has a separate policy for household debris and construction debris. Council discussed several past issues with violations. The policy sets the parameters that everyone can understand and follow. Council Member Covington motioned to approve the Policy.  Council Member Sellers gave the second. The vote was 5-0.  10. Proclamation for Older Americans Month Mayor Bayless read the Proclamation. 10A. Proclamation - Dr. Fred McQueen  Mayor Bayless gave remarks regarding Dr. McQueen and his recent passing. He read the Proclamation  honoring Dr. McQueen for his many years of service to Richmond County.  Other Business 11. City Manager's Report  City Manager Matthew Christian announced the Hamlet Depot activities and City offices will be closing May 29th for Memorial Day. Hei informed the Public that the fireworks will be. July 1st due to a change in  vendors. The City will host activities fori the children prior to the fireworks.  12. Comments of Council  Council Member Martin announced the first game for the American Legion Baseball game will be. June 5twith. several dignitaries present and activities planned. He invited the public to attend and provided information that the veterans and students willl be admitted free. He encouraged everyone to attend. Council Member Sellers thanked all the attendees that came to the meeting to support the Senior Center. He asked everyone to support the American Legion and welcomed the new City Clerk. Council Member Stuart welcomed Cindy Terry as Clerk and thanked the attendees that stayed for the meeting. He announced the ABC Board has made improvements to the facility and will have at tasting in June. Mr. Stuart thanked the Mayor fort the Proclamations for Senior Americans Month and Dr. Fred Council Member Covington stated the City will work to resolve the issues with the Senior Center trips. She stated she was pleased to have a budget with no increase in fees or services. Mrs. Covington said the City employees are the ones that give up the most, either in raises ore equipment to work with. She  McQueen. The Council Member gave personal comments about Dr. McQueen.  3    May 9, 2023 Regular Meeting Minutes  provided additional information ont the American Legion's first baseball game and welcomed Cindy Council Member McQueen provided his personal comments of Dr. McQueen. He discussed Council's decision months ago to support the Police Chiefin a program to have cadets attend BLET. Four cadets have graduated from the program and will be a benefit to the City of Hamlet. He asked the Manager to investigate a complaint ofa auto. sales at the corner of Rollins and Hwy 177. The Manager explained the City can issue a zoning letter and follow policy to address the concern. He stated across the street there is a residential property used for parking commercial vehicles and asked Council for direction on addressing it as well. Council felt the 2 uses were different and deferred the matter to the Attorney. Mr. Morphis will discuss the matter with the Manager. The Council Member discussed the improvements at the American Legion Park: and encouraged everyone to support the season, especially the opening game. He acknowledged the tremendous amount of work Chief Martin has put into the Ball Program  Terry.  and welcomed Mrs. Terry as the new Clerk.  13. Mayor's Comments  Mayor Bayless thanked Council for their support ont the issues and thanked Edna Miles for herwork on the budget. He commended the Senior Center Director that the Center continues to be a Center of Excellence. The Mayor announced the Hamlet Lions Club will have a carnival at the Fairground May 18th -21st. He thanked City employees for all they do and wished alla a great Memorial Day. In closing, Mr. 14. Motion to goi into Closed Session per NC General Statute 5143-318-11(a) (3)(6) Personnel and Attorney At 7:43 pm, Mayor Bayless asked for a motion to go into Closed Session and read the Statutes. Council Member McQueen made the motion. The second was offered by Council Member Sellers. The vote was  Bayless welcomed Cindy Terry to her position.  Client Privilege 5-0.  Return to Open Session  At 8:20 pm, Council Member McQueen made the motion to return to Open Session. The second was  given by Council Member Stuart. The vote was 5-0.  15. Adjourn  At 8:21 pm, Council Members McQueen and Sellers provided the motion and second to adjourn the  meeting. The vote was 5-0. Respectfully submjtted,  1I I HAMLE! gox SEAL AGRTE  Gail M. Strickland, City Clerk  4    201 West Main Street Post Office Box 1229 Hamlet, North Carolina 28345  Phone (910)582-2651 Fax (910)582-5815 www.hamletncus Budget Message 2023-24 (Attachment A)  1897 OFFICE OF THE CITYN MANAGER May 9,2023  The Honorable William 'Bill' Bayless, Mayor ofHamlet, North Carolina  Hamlet Mayor Pro-Tem Jesse McQueen Dear Mayor Bayless and Hamlet City Council:  Hamlet City Council Members Abbie Covington, Eddiel Martin, Oscar Sellers, Maurice L. Stuart, II  As the City of Hamlet's Budget Officer and City Manager, I am pleased to present for your consideration thel Manager and Staff's Recommended Budget for the 2023-2024 Fiscal Year. The Recommended Budget is balanced at $10,784,320. The Recommended Budget consists of a General Fund Budgetofs7362.820; al Powell Bill Budgetofs21700,and an Enterprisel Fundl Budget of $3,488,200. The Recommended Budget levies a property tax rate of $ 0.76 per $100 dollars of value. The Recommended budget appropriates $1,525,042 of fund balance in the General Fund to  (Recommended Budget").  cover cost ofcapital assets and balance thel budget.  Chart A: Overview of thel Recommended. 2023-2024 Budget  Generalf Fund Budget GOVERNINGI BODY ADMINISTRATION DEPOTMUSEUMGMPLX FINANCE PUBUCBLDG. POLICE FIRE STREETSA ANDH HIGHWAYS SANITATION SENIOR CENTER RECREATION/IAKEI PROJ, HORTICULTURE NON-DEPART./ /CAP.F RESV, TOTAL  Powell BilE Budget Total: Major Powell BHE Expenditures:  Enterprise Fund Budget  $47,400 $447,700 $251,000 $163,500 $175,100 Personne! $2,248,390 Street Resurfacinga & Patching $1,284,500 Contracted Servloes $771,600 Curb, Gutter, &s Sidewalks $656,400 Other $149,500 $419,330 $7,362,820  $217,000 NON-DEPART./ /CAP,RESV. ADMIN. ANDE ENG. WATERE PLANT $147,000 TRANS, & DISTRIBUTION $11,000 WASTE TREATMENT $28,500 WASTE COLLECTIONS $21,400 $9,100 TOTAL  $561,800 $568,300 $668,600 $471,400 $754,700 $463,400 $3,488,200  Powell Bilf fundingisa allocated tap partidpating $539,500 vehiclef fuelt taxes andt taxes on vehicles purchased andt titled! Inl North Carollna  $208,900 communities through funds collectedf fromr motor Enterprise Fundingist thea accountf for watera ands sewer  systemf funding  In a collaborative effort, the Recommended Budget was prepared amongst City staff coupled with direction and governing input from the Hamlet City Council ("Council"). The Recommended Budget was completed in consultation with the City Manager, Department Heads, and other City Staff. After individual linei items were finalized, capital requests and organizational, goals were disçussed by the Hamlet City Council atspecial meetingsi in 2023 held on) January 24,February 14, March 28, and April 25. There: are additional work sessions scheduled forl May 23 and June 27 ifneeded.  Manager and Staff's Recommended Budget for the 2023-2024 Fiscal Year  The proposed budget closely resembles the budget from the 2022-2023 fiscal year. We have done our best to budget revenues conservatively and anticipate cost increases in various sectors. The single largest source of General Fund revenues are property taxes, which have remained relatively flat in recent years. The Recommended Budget projects $1,900,000 be received in ad valorem property taxes in the upcoming fiscal year and $322,000 in vehicle taxes. Staff and City Council have    worked collaboratively to invest in our most critical needs while being responsible stewards of The second largest source of General Fund revenues is sales taxes. The Recommended Budget projects $1,410,000 in the various sales taxes, which is a modest increase from the current budget. Our organization is still recovering from the financiall loss caused by Richmond County changing the sales tax distribution method. This change was the: singlel largest loss of revenue in recent memory. Natural economic growth has helped make up fors some oft thei initial loss immediately following the change, but high inflation and increased costs ofg goods and services! limit these gains. The maini three categories ofsalest tax revenue collectedi in FY2021-221 totaled approximately thes same: as collections inl FY2015-16.. According to thel U.S. Bureau ofLabor Statistics, cumulative inflation during this same time is 24.16%. Deep budget cuts, limited capital investment, and decreased buying power have caused: many) problems which are extremely difficult tor manage and will take years to recover from. The most critical asset in our organization is our people. Our employees are at the center of all the services we provide to our citizens. Following multiple years of wage stagnation, in July 2022 we implemented a market-based compensation plan. This market-based approach is a strategic shift from the traditional grade and step plan used for many: years. Using salary survey information from thel North Carolina Leaguec of.Municipalities; wet totally overhauled our pay plan. Thisi new plan allows us to develop measurable goals, track performance, and adapt to changing market forces in the future. The proposed budget includes a 4% cost-of-living increase to help this plan keep up with The 2023-2024 proposed budget includes critical investments in our employees and our services. In addition to the 4% cost-of-living increase for City employees, we are also adding a full-time City Planner and converting an existing part-time administrative position to full-time position. We are also purchasing several new vehicles in multiple departments and new equipment to allow our personnel tol better serve and) protect our citizens. The twol largest purchases proposed int thel budget are a garbage truck ($180,000) and a new 5,000 square-foot Public Works building ($273,000). Another keyf focusi int the proposed budgetisi investing in our existing facilities. Projects like replacing roofs, remodeling bathrooms, and installing new safety equipment are: not as exciting or noticeable ins some cases. Many of these purchasesh havel been deferred in priors years, and even though theymay noti makel headlines, these are necessary investments to maintain our existing facilities. Lastly, the Recommended Budget does not provide for any utility or service rate increases. Rate increases were reviewed with City Council during budget work sessions, but ultimately Council decided that our citizens and customers should not incur an increase from the City of Hamlet when there are sO many other economic uncertainties. The fiscal sustainability of our services will be dependent on revisiting this conversation on an annual basis. Currently both fund balances for the General Fund and Enterprise Funds are, strong and we project that the Recommended Budget will supportand maintain economic stability for the City residents, customers,and clients.  taxpayer dollars.  rising wages in a competitive: labor market.  CONCLUSION  Inc conclusion,the Recommended Budget ist balanced and preparedi linaccordancewith. North Carolina General Statute $159-11. Furthermore, the Recommended Budget serves to further the commitments of restoring, renovating, and repairing much needed repairsa across the City. The public hearing on this budget is scheduled to held during the June 13, 2023, at the scheduled Regular Monthly Hamlet City Council Meeting at 6:00 pm. Any person wishing to make comments, or ask questions, may do so at the public hearing prior to the: adoption of thel BudgetOrdinance.    The Recommended. Budget is available. for public review atl Hamlet City Hall during normal business hours. Notice of availability of the document and the scheduled public hearing will bej published in Iwould like to personally thank Council for their input in the budget drafting process, the extraordinary staff here at the City, who have worked tirelessly to prepare and assist in the Recommended Budget for Counclsonsderaton.as collaboration! isthef foundationofoursuces: Itis with the sincerest gratitude and appreciation that I, as Budget Officer and City Manager, respectfully submit and recommend this proposed budget to the Hamlet City Council today, May 9,  the Richmond County Daily) Journal.  int theu upcomingyear.  2023  RespertfulySabmited, fak Cht Matthew W. Christian City Manager Attachments: Draft Budget Ordinance  Manager and Staffs Recommended Budget for the 2023-2024 Fiscal Year