November 9, 2021 Regular Meeting Minutes  HAMLET CITY COUNCIL REGULAR MONTHLYMEETING COUNCIL CHAMBERS ROOM 201 MAIN: STREET, HAMLET, NC28345 TUESDAY, NOVEMBER 9, 2021 7:00PM MINUTES  Governing Body Present: Mayor Mayor Pro Tem Council Member Council Member Staff Present: City Attorney City Manager City Clerk Finance Officer Police Chief Fire Chief  Bill Bayless Jesse McQueen Maurice Stuart Oscar Sellers TCI Morphis Matthew Christian Gail Strickland Jill Dickens Dennis Brown Trey Goodwin  Others Present: Bernice Owens, Kendale Robinson, Amy Guinn, Gavin Stone, Ken Anderson, Margaret  Williams and Howard Wallace  1. Call to Order 2. Moment of Silence AI Moment of Silence was observed. 3. Adoption of Agenda  Mayor Bayless called the Meeting to Order at 7:00 pm.  Council Member McQueen motioned to adopt the Agenda, tabling Item Number: 10, Discussion of Police Department Compensation, until the next meeting. The second was offered by Council  Member Sellers. The vote was 3-0. 4. Approval of Minutes  Minutes from the October 12, 2021 Regular and Closed Session Meetings were approved by  motions of Council Members Sellers and Stuart. The vote was 3-0.  5. Comments from Attendees  Mayor Bayless announced Members of the Hamlet Business Association had requested to make a presentation. Newly elected President Kendale Robinson introduced Martha Strong, Bernice Owens and Amy Guinn. The Mission Statement fori the organization was read. Mrs. Owens provided information on the December 11th Old Fashion Christmas. Events at the Depot were given by Mrs. Guinn. The Group requested an update on the light poles. The City Manager will provide an update when he receives a response from his Duke Energy contact. The plant beds and need fori trees were discussed. Mr. Christian responded the Tree Board was given  1    November 9, 2021 Regular Meeting Minutes  permission to plant the trees. He willl have Staff look at the flower beds. Council suggested the HBDA develop a plan for cleaning the sidewalks and present it at the next meeting. The Board thanked them for their efforts. They discussed adding the Façade Grant back to the Budget to Mr. Howard' Wallace announced he participated int the Seaboard 5k race and came in 3r place in  assist with small business owners in Hamlet.  the over 70 age group. He committed to doing better next year.  New Business  6. Audit Report from Ken Anderson  Mr. Anderson reviewed the Audit Summary Sheet in Council's packets. He advised the City! had a good year ini both the General Fund and Water and Sewer Fund, even with the loss of salès tax from Richmond County, He attributes that toi the City raising taxes, cutting expendituresi in Capital Outlay and an overall increase in sales taxes collected. Mr. Anderson gave the tax collection rate as 94.75%, but when the collections for subsequent years is factored in, the collection ratei is near 99%. The City received an unmodified opinion, meaning the City had a good report. The General Fundi revenues exceeded the expenditures by $1,023,491.00. The report shows that the expenditures exceeded the revenues by $419,769.00 in the Water and Sewer Fund. The Auditor explained the number was skewed. The modified accrual basis shows an increase of $306,395.00. The audit has been sent to the LGC, accepted and approved. He noted. JI Dickens does a very good] job as well as the City Manager. Mr. Anderson reported when he spoke with Cathy Howe, with the LGC, she reviewedi the audit and does not think the City needs to be on the Unit Assisted List. He will forward the information the Manager needs to submit to the LGCand there is a good possibility the City will get off the list. Council commended Mr. Anderson for his assisting the City and providing good advice. Council Member MçQueen read al list ofi items the City was not able to purchase due to the change in sales tax by Richmond County. Thel list included: a fire truck, garbage truck, 6-8 vehicles and a street sweeper. The Downtown Business Grant and Contributions to non-profits were removed from the budget. He added the City is 5-8% behind in salariesand needs to invest in the employees to keep them. Hamlet has not given raises in 2 years while the County has given yearly raises to their employees. Mr. McQueen stated the City needs $2- - $3 million to continue to operate the City. The City has to develop a way to convince Richmond County to change the sales tax distribution back. He said the City is investing in the WWTP and needs to hold Richmond County accountable; no option should come off the table for Richmond County paying the City for services the City provides to County residents. He ended by saying the City had a good audit, not because we had money, but duei to the management oft the money. Mayor Bill Bayless opened the floori to the Public Hearing. Mr. Morphis explained the change is a technical correction with recent 160D Statute changes. The current Ordinance lists appeals for minimum housing go to Council; the State. Statute requires the appeals go to the Board of Adjustment. No one came forward to speak. The Public Hearing was closed. Council Member McQueen motioned to adopt the updates. The second was offered by Council Member Sellers.  7. Public Hearing - Update to Code of Ordinances  The vote was 3-0. 8. Hospice Month Proclamation  2    November 9, 2021 Regular Meeting Minutes  Mayor Bayless read the Proclamation. 9. Veterans Day Proclamation Mayor Bayless read the Proclamation. 10. Discussion of Police Department Compensation Item was tabled to next month's meeting.  11. Consideration of Extension of COVID Vaccine Incentive Policy.  Mr. Christian explained Council adopted the policyt to encourage employees to get vaccinated. Over 75% have received the vaccination and incentive. Since that time, other employees! have been vaccinated. He asked Council to re-open the policy until December 15th. Council Member Sellers motioned to re-open the policy until December 15, 2021. The second was given by Council Member Stuart. Council Member McQueen suggested leaving the date open. After discussing, Council Member Sellers amended his motion to re-open the policy until. January15,  2022. Council Member McQueen gave the second. The vote was 3-0. 12. Resolution 2021-06: Approval of Records Retention Dispositions and Schedules. The City Manager explained the North Carolina Department of Cultural Resources, Division of Archives and Records, has provided updates to the General Records Schedule and created a new Program Records Schedule in accordance with Chapters 121 and 132 oft the North Carolina General Statutes. Council Member McQueen motioned to adopt the Resolution. Council  Member Sellers gave the second. The vote was 3-0.  13. Approval of Tax Releases  Council Member McQueen motioned to approve the Tax Releases. The second was offered by  Council Member Sellers. The vote was 3-0.  Other Business 14. City Manager's Report  City! Manager. Matthew Christian thanked the Seaboard Festival Committee and attendees that participated in the event. He announced the Tree Lighting is scheduled for November 29th at. 5:30 pm, the Christmas Parade December: gth at 6:00 pm and Old Fashion Christmas December 11th from 4 pm-7 pm. He gave the holiday garbage schedule and advised iti is available ont the City'swebsite. The Manager announced the Hamlet Senior Center now has in-person activities, being held responsibly. He reported the Employee Appreciation Meal will be December 6tha and asked Council to consider giving employees the rest of the day off. Council Member Sellers motioned to close at noon the day of the meal. The second was given by Council Member Council Member McQueen inquired if Council was discussing employee hazard pay at the meeting. Mr. Christian explained he has a draft policy. He and. Jill Dickens have taken training; he has ai training scheduled for the next day, specifically for the hazard pay portion. They areon  Stuart. The vote was 3-0.  pace to present the policy to Council next month.  15. Comments of Council  3    November 9, 2021 Regular Meeting Minutes  Council Member Stuart thanked Council for allowing employees to have the luncheon andi the afternoon off. He thanked the citizens and the HBDA for their newi ideas. Mr. Stuart reported the Food Truck Friday Event has been well attended and he has received positive comments on Council Member Sellers gave thanks to the HBDA Members, visitors, Police Department and Council Member McQueen thanked the Seaboard Festival Committee and all employeest that assisted. He asked the Manager to check on trees that were cut down between the 300 and! 500 block of Henderson Street, to make sure the trees were planted or planters addressed on Hamlet Avenue and Main Street, and check on a section of Hwy 74, near Raleigh: Street. He stated there is a hole in the road and the sidewalk is completely covered, making walking traffic have to go into the road. Mr. Christian responded that he had walked the area that afternoon. He said a majori issue is a dead tree that is hazardous: and there are 31 holes in the road. Het took pictures to email to NCDOT. He emphasized to the Public Works Director to address the issue as  it.  Veterans. He wished all a Happy Thanksgiving.  much as the City could. They wil stay on top oft those that are responsible.  16. Mayor's Comments  Mayor Bayless stated he was, glad to heari the auditor's report; the Cityi is keeping its head above water. He added the City! has equipment and vehicles that need to be replaced and the City has not recovered from the County taking the sales tax. He said the employees have done an excellent jobi in keeping the City going. He wished everyone al Happy Thanksgiving and invited everyone toi the City's Christmas events. The Mayor commented, ify you have a problem, call Council before you post on Facebook. He. said it is regrettable that Council does not have an opportunity to address issues before incorrect information is placed on social media. 17, Motion to go into Closed Session per NCGS $: 143-318.11 (a)(3) (6) forattorney-client privilege At7:59 pm, Mayor Bayless asked for a motion to go into Closed Session and read the Statute. Council Member Stuart provided the motion. Th second was given by Council Member  and personnel.  McQueen. The vote was 3-0. Return to Open Session  Ats 9:01 pm, Council Member McQueen provided the motion to return to Open Session and  Council Member Sellers provided the second. The vote was 3-0. Mayor Bayless reported no votes were taken in Closed Session.  18. Motion to Adjourn meeting. The vote was 3-0. Respectfully: submitted, apmahbbnd Gail M.S Strickland, City Clerk  At9:02 pm, Council Members Stuart and Sellers provided the motion and second to adjourn the  1111 or HAML E GACN SEAL OATH CAF  o