GINS "Tri-County Hospitality" MAYOR AND BOARD OF COMMISSIONERS MAYOR RANDY WEAVER MAURICE GARRETT RAYMOND MOORE RANDALL COLLIE LINDA VIRGIL WILBUR ETHERIDGE ADMINISTRATION ELTON DANIELS, TOWN MANAGER TRACY SULLIVAN, TOWN CLERK BRIAN PRIDGEN, TOWN ATTORNEY LENESSA HAWKINS, FINANCE OFFICER JOEY T. PETWAY, CHIEF OF POLICE ROBERT SMITH, UTILITY DIRECTOR August 5, 2014 6:30PM Town of Sharpsburg, North Carolina o 9 Board of Commissioners AGENDA I. CALL TO ORDER Il. INVOCATION III. PLEDGE OF ALLEGIANCE Mayor Randy Weaver will lead the Commissioners and those in attendance in reciting the Pledge of Allegiance to the Flag. "T pledge allegiance to the Flag of the United States of America, and to the Republic for which it stands, one nation under God, indivisible, with liberty and justice for all." IV. ROLL CALL V. RECOGNITION VI. PRESENTATIONS VII. PETITIONS AND COMMUNICATIONS If any citizen wishes to address the Town of Sharpsburg Board of Commissioners during the Petitions and Communications segment of the meeting, they may do SO by signing up prior to the beginning of the meeting. The Town Clerk shall provide the sign-up sheet, which lists the name and address. It should be noted that comments shall be limited to three (3) minutes and Board reserves the right not to act on requests first presented this evening. VII. CONSENT AGENDA & REGULAR AGENDA The Board may by majority vote add items to or subtract items from both the proposed consent and regular agenda. As of this writing, the manager understands that the presented consent agenda items are routine and therefore concurs with adopting the presented consent agenda. 1. Approval of: a. July 1, 2014 Regular Meeting Minutes 2 Town of Sharpsburg, North Carolina a Board of Commissioners IX. NEW BUSINESS a. Consideration by the Board to approve the 2014-2015-1 Budget Amendment. b. Consideration by the Board to adopt Resolution 2014-5. Resolution Signifying Approval of the Tax Collections for FY 2013-2014 Wilson County Tax Settlement. C. Commissioner Moore is the TAC representative on behalf of the Town of Sharpsburg. The TAC will hold the below Public Hearing and Commissioner Moore would like for other Board members to attend with him. Please notify the Town Clerk if you plan to attend. Details below. TAC Meeting and Public Hearing to assign local input points to Prioritization 3.0 Projects. This is the next step in the development of the STIP 2016-2025. When: Mon Aug 18, 2014 8pm - 9:30pm GMT (no daylight saving) X. TOWN MANAGER REPORT XI. ADJOURNMENT SPECIAL NOTICE: Anyone who needs an interpreter or: special accommodations to participate in the meeting should notify the Town Clerk, Tracy Sullivan at 252-446-9441 ext.221 at least forty-eight (48) hours prior to the meeting. (Americans with Disabilities Act (ADA) 1991.) "The Town of Sharpsburg is an equal opportunity provider and employer." To file a complaint of discrimination, write to: USDA, Assistant Secretary for Civil Rights, Office of the Assistant Secretary for Civil Rights 1400 Independence Avenue, S.W. Stop 9410, Washington, DC 20250-9410 or call (800)795-3272 (voice) or 202)720-6382. 3 Elton Daniels, Town Manager Manager's Report a August, 1, 2014 1. Sign Renovation Project The Town is in the beginning stages of a street project, in which we will replace all of our street signs (not DOT) i.e. Red, Yellow, Black and White, Green with signs that are retroreflective". Additionally signs we be placed at the correct state mandated height of7 feet. Retroreflectivity" refers to the property ofa traffic sign to reflect light back to the driver. Retroreflective traffic signs are used to increase sign visibility at night. We have just finished our assessment and we are now in the process of changing out signs. The Town will be able to use Powell Bill funds to cover the cost related to this project (which should be no more than $5-6K). 2. Nash County Broadband Nash County is in thel beginning stages of developing an expansion plan for broadband service throughout the county. In order to make knowledgeable decisions about the feasibility of this project the Town of Sharpsburg had to provide information regarding existing structures in the Town that could be used as broadband towers. Currently the Town has two structures that would meet their qualifications: a. Sharpsburg water tower (140ft) b. Nash Edgecombe Wilson (NEW) water tank, located on School Street 3. Mortgage Payment Assistance. The North Carolina Foreclosure Prevention Fund can pay. your mortgage for up to 36 months ($36,000) while you look for work or train in a new field. You may qualify ifyou lost your job through no fault ofyour own, or are a returning veteran, transitioning back into civilian employment. You may also be eligible ifyou are seeking new employment as the result of a divorce, serious illness, or certain other hardships. Monthly Payment Reduction. Ifyou're re-employed, but have experienced a pay cut and you have both a primary and second mortgage, the Fund may be able to reduce, your monthly payments to an affordable level. For more information regarding this program please call 1-888-623-8631 or go the following website: http://www.nctoreclosureprevention.gov/nc foreclosure.prevention. fund.aspx 4. Plamning/Zoning/Code Enforcement The Town has reached an agreement with the Upper Coastal Plains Council of Governments (UPC COG) to provide planning, zoning and code enforcement services. Mr. Wyatt McGhee, will serve as the point of contact for items related to planning, zoning and code enforcement. 1 Manager's Report 5. Community Policing Community policing encourages interactive partnerships between law enforcement agencies, their officers, and the people they serve. By leveraging connections within the community, police are better positioned to solve public safety problems. Starting this month (date and time TBA) Chief Petway will host. a monthly meeting with citizens and business owners ofSharpsburg to discuss ideas, develop strategies and build relationships. 6. Tri-County Hospitality The Town is in the process of trying to determine citizens' interest in participating in a program designed to help citizens in need of assistance paying their utility bill with the Town of Sharpsburg. The City of Rocky Mount has a similar program called W.A.R.M. which is supported solely on donations from the community and various sponsors. Donations are tax deductible and 100% of all contributions are used to help people who are in need. The program in discussion would allow willing participants to pay extra on their utility bill and the extra money would be put into a fund designated to assist qualifying customers in paying toward their utility bill. Specifics surrounding such a program are still being discussed; however, we want to hear from the Tri-County Community! If you would like to give your input on such a program. Feel free to contact Elton Daniels, Town Manager at damcisetamalairgncon or 252-977-1334. 7. Moped Registration Bill Proceeds to Governor HB 1145 Insurance & Registration for Mopeds is headed to the Governor for his signature after the House and Senate approved a final version of the legislation. The bill will require North Carolina moped operators to register the vehicles with the Division of Motor Vehicles (DMV), but does not require moped operators to have liability insurance policies. The new. registration requirement would go into effect on July 1, 2015. Briefly: Manager will be attending the ICMA Annual Conference in Charlotte September 14-17 and the NCLM Annual Conference in Greensboro, October 12-14. Save the date: 2014 NC Rural Assembly. Thursday, October 30 in Raleigh. The Rural Center's signature event will return this October, with a new: name, a new venue and a new: strategic action plan for addressing the future of rural economic development. The 2014 N.C. Rural Assembly will be packed with dynamic speakers, thoughtful sessions and the networking and fellowship those events have long been known for. September 1, 2014- Just a public reminder that Town offices will be closed on Monday, September 1st, for Labor day. The Town has ourchased a new Public Works vehicle (2014 White FORD F-150 Pickup) 2 Manager's Report Town of Sharpsburg FINANCE DEPARTMENT MONTHLY FINANCIAL REPORT CCGAPORATDN 0s TO: The Honorable Mayor Randy Weaver and the Town of Sharpsburg Board of Commissioners Town Manager Elton Daniels FROM: Lenessa E. Hawkins, CGFO - Finance Officer DATE: July 16, 2014 SUBJECT: Financial Report We are pleased to provide the attached analysis and financial summary report for June 2014 for the following funds: 10 General Fund 30 Electric Fund 31 Water and Sewer Fund. The information provided is un-audited and therefore subject to change. As you are aware, there are several adjustments to be posted at year end and through the audit process. Those are yet to be made and will change these preliminary numbers. General Fund currently shows approximately $87150 revenues under expenditures. We are still receiving invoices and posting entries to the general ledger. There are sales, franchise and solid waste taxes to be collected through September that are to be applied to fiscal year 2013-2014. It is expected that those distributions and adjustments may net out the variance of revenues under expenses. Electric Fund and Water & Sewer Fund revenues continue to track above expenditures through the end of June 2014. And, as was expected power charges did exceed the expected budgeted amount through June 2014. Budget Amendments already approved along with the budget summary changes should prevent a compliance issue with the Town's Budget. The Wastewater System improvement Project is currently being closed out. Closeout documentation has been submitted to the USDA-RD for acceptance and approval. We continue to work with USDARD and Department of Commerce to process payments and complete close out the project. The Town is awaiting payment of PARTF Funds for the Sharpsburg Community Park Fund Project. We expect those funds and acceptance of closeout by August 1, 2014 per Steve Moler. The Water Sewer Truck has been delivered to the dealer. As we previously discussed, a budget amendment appropriating fund balance is included for your approval. Thank you for the training opportunities you have allowed me to take part in. Ireally appreciate your support. We welcome any questions you may have. 7.16.2014 Town of Sharpsburg FINANCE June 2014 General Fund Revenue Budget $ 1,516,610 Year To Date $ 1,250,869 82% 2 - Year To Date - Budget 1 $- $500,000 $1,000,000 $1,500,000 $2,000,000 Expenditures Budget YTD $ 130,920 Governing Body 122,759 94% 188,544 Administrative 164,796 87% 672,127 Police 568,051 85% 84,547 Fire 84,547 100% 11,200 Parks and Recreation 11,101 99% 429,272 Streets/Sanitation 386,764 90% 1,516,610 1,338,018 88% 122,759 - Governing Body 386,764 64,79 - Administrative a Police Fire 11,101 NI Parks and Recreation 84,547 568,051 aS Streets/Sanitation YTD Revenues Over (Under) Expenditures (87,149.15) 7.16.2014 Town of Sharpsburg FINANCE June 2014 Electric Fund Revenue Budget 2,256,491 Year To Date 2,235,638 99% 2 a Year To Date a Budget 1 500,000 1,000,000 1,500,000 2,000,000 2,500,000 Expenditures Budget YTD $ 370,116 Salaries & Employee Benefits 309,986 84% 30,000 Supplies 21,977 73% 1,451,709 Power Purchases 1,635,031 113% 306,401 Other Operating Expenses 194,310 63% 98,265 Debt Service 71,097 72% 2,256,491 2,232,401 99% 194,310 71,097 Salaries & Employee Benefits 21,977 309, 986 - Supplies - Power Purchases 1,635,031 - Other Operating Expenses - Debt Service YTD Revenues Over (Under) Expenditures 3,236.88 7.16.2014 Town of Sharpsburg FINANCE June 2014 Water & Sewer Fund Revenue Budget 1,433,436 Year To Date 1,634,533 114% 2 a Year To Date 1 . Budget 500,000 1,000,000 1,500,000 2,000,000 Expenditures Budget YTD $ 240,435 Salaries & Employee Benefits 200,621 83% 46,500 Supplies 55,771 120% 693,000 Purchased Water/Serviced Sewer 754,972 109% 323,501 Other Operating Expenses 215,840 67% 130,000 Debt Service 129,768 100% 1,433,436 1,356,972 95% 129,768 as Salaries & Employee Benefits 200,621 55,771 - Supplies 215,840 a Purchased Water/Serviced Sewer 754,972 - Other Operating Expenses Debt Service YTD Revenues Over (Under) Expenditures 277,560.18 g6 MINUTES OFTHE REGULAR MEETING OFTHE SHARPSBURG BOARD OF COMMISSIONERS July 1, 2014 6:30 PM Mayor Weaver called the meeting to order and Commissioner Garrett offered invocation. Mayor Weaver led the Pledge of Allegiance. Tracy Sullivan, Town Clerk called the roll. BOARD MEMBERS PRESENT Mayor Randy Weaver, Commissioner Garrett, Commissioner Moore, Commissioner Virgil, Commissioner Etheridge and Commissioner Collie. Town Manager, Elton Daniels and Mr. Pridgen, Town Attorney were also present. RECOGNITION Mr. Daniels recognized Nancy Bullard from Southern Bank. Mr. Daniels recognized Chris Hershey, a diplomat from Washington, DC. CITIZEN PETITIONS AND COMPLAINTS Malcolm Langley - Mr. Langley expressed his concern in reference to the drainage ditch on his property located on Batchelor Road. He states that since NCDOT performed work on the ditches running along Batchelor Road that his ditch is flooding causing his septic tank to malfunction. Mr. Daniels stated he will be contacting NCDOT for assistance. Once research was done on the situation Mr. Langley would be contacted. Mr. & Mrs. Isaac Joyner property owners on Batchelor Road wrote a letter (attached) in reference to the ditch drainage issues on Batchelor Road. APPROVAL OF THE CONSENT & REGULAR AGENDA Commissioner Etheridge made the motion to approve the Consent Agenda and Regular Agenda. Commissioner Collie seconded the motion. The motion carried. The Consent Agenda items were as follows: June 3, 2014 Regular Meeting Minutes June 16, 2014 Special Called Meeting Minutes NEW BUSINESS Commissioner Garrett made a motion to approve the 2014/2015 Fire Protection Services Contract. Commissioner Virgil seconded the motion. The motion carried. Commissioner Collie made a motion to adopt Ordinance 2014-04 Revoking Section 52.03(Utility Billing and Collections Procedure Policy) ofthe Sharpsburg Code of Ordinances. Commissioner Virgil seconded the motion. The motion carried. Commissioner Etheridge made a motion to approve the amendments to the Utility Billing and Collections Procedure Policy. Commissioner Virgil seconded the motion. The motion carried. Commissioner Collie made a motion to approve the Standard Operating Procedures for the Police Department as presented by Chief Petway. Commissioner Etheridge seconded the motion, The: motion carried. Commissioner Virgil informed the Board that her nonprofit organization would like to host a summer feeding program at the Town Hall but due to insurance costs it has been postponed. The Board may consider the issue during the next year" S budget workshop. TOWN MANAGER REPORT Elton Daniels, Town Manager read his report. (Report Attached) Commissioner Collie read the Fire Department Report. CLOSED SESSION Commissioner Collie made a motion to go into closed session to discuss economic development and aj personnel matter pursuant to North Carolina General Statute 143-318.11 (a) (4) and (6). Commissioner Garrett seconded the motion. The motion carried. OPEN SESSION Commissioner Garrett made a motion to re-enter open session, Commissioner Etheridge seconded the motion. The motion carried. ADJOURNMENT Commissioner Collie made a motion to adjourn. Commissioner Garrett seconded the motion. The motion carried. Date Approved Mayor Town Clerk 2 > TOWN OF SHARPSBURG 2014-2015-1 BUDGET AMENDMENT BE IT ORDAINED by the Board of Commissioners of the Town of Sharpsburg, North Carolina meeting in a Regular Meeting this 5"H day of August, 2014, that the following fund revenues and expenditures be amended as follows: General Fund Revenues Current Total General Fund Revenues/Sources 1,603,607 Increase Appropriated Fund Balance 13,815 Amended General Fund Revenues/Sources 1,617,422 Expenditures Current Total General Fund Revenues/Uses 1,603,607 Police Department Increase Capital Outlay - Police 13,815 Amended General Fund Expenditures/Uses 1,617,422 Water Sewer Fund Revenues Current Total Water Sewer Fund Revenues/Sources 1,535,505 Increase Appropriated Fund Balance 20,000 Amended Water Sewer Fund Revenues/Sources 1,555,505 a TOWN OF SHARPSBURG 2014-2015-1 BUDGET AMENDMENT Expenditures Current Total Water Sewer Fund Expenditures/Uses 1,535,505 Increase Capital Outlay- Vehicle 20,000 Amended Water Sewer Fund Expenditures 1,555,505 These Budget Amendments are hereby approved by the Town of Sharpsburg Board of Commissioners this 5th day of August, 2014. Randy Weaver Mayor ATTEST: Tracy H. Sullivan Town Clerk ORPORA TED) B Resolution 2014-5 RESOLUTION SIGNIFYING APPROVAL OF THE TAX COLLECTIONS FOR 2013-2014 FISCAL YEAR WILSON COUNTY TAX SETTLEMENT BE IT RESOLVED that the Town Board of the Town of Sharpsburg, NC does hereby acknowledge and accept the attached tax reconciliation of the 2013-2014 fiscal year tax settlement for the Town of Sharpsburg through June 30, 2014 as submitted by the Tax Administrator of the County of Wilson. This resolution and annual tax settlement, as required by G.S. 105-373, shall be included in the permanent minutes of the Town of Sharpsburg, NC. ADOPTED THIS 4" DAY OF AUGUST, 2014. (SEAL) Randy Weaver, Mayor Attest: Tracy H. Sullivan, Town Clerk COUNTY OF WILSON OFFICE OF THE TAX ADMINISTRATOR P. 0. BOX 1162 B55 WILSON, NORTH CAROLINA 27894 S S H CARCL LISTING (252) 399-2900 COLLECTIONS (252)399-2901 RANDY A. FAIRCLOTH APPRAJSAL (252) 399-2902 Tax Administrator July 18, 2014 Ms. Sonya Meeks Town Clerk Town of Sharpsburg Sharpsburg, North Carolina 27873 RE: Annual Settlement as required by G.S. 105-373 Dear Ms. Meeks: Enclosed you will find the tax reconciliation oft the 2013-2014 Fiscal Year Tax Settlement for the Town of Sharpsburg through June 30, 2014. I would like to request that a copy ofthe Resolution adopted by the board signifying approval be sent to me. With best regards, I am Sincerely, - bcih 4 Randy A Faircloth Tax Administrator RAF/sj Enclosures A AC INTERNATIONAL ASSOCIATION MEMBER OF ASSESSING OFFICERS An Equal Oppolanly/-Afomato. cHation Emplayer COUNTY OF WILSON OFFICE OF THE TAX ADMINISTRATOR P. 0. BOX 1162 1055 WILSON, NORTH CAROLINA 27894 4 A CAREN LISTING (252) 399-2900 COLLECTIONS (252) 399-2901 RANDY A. FAIRCLOTH APPRAISAL (252) 399-2902 Tax Administrator SETTLEMENT SHARPSBURG 2013 TAX LEVY - SCROLL 57,899.63 LATE LIST 8,316.20 TOTAL 60,215.83 CREDITS CASH COLLECTIONS 59,458.23 INTEREST COLLECTED 725,82 CREDITS AND ALLOWANCES 265.76 TOTAL 60,449.81 BALANCE UNCOLLECTED 6,491.84 REPRESENTED BY: TAX LIEN ADVERTISEMENT 4,341.22 INSOLVENTS 2,150.62 TOTAL 6,491.84 PERCENTAGES OF LEVY CASH COLLECTIONS 90.16% TAX LIEN ADVERTISEMENT 6.58% INSOLVENTS 3.26% TOTAL 100.00% A INTERNATIONAL. ASSOCIATION MEIBER OF ASSESSING OFFICERS Au Equal Oppolauntly/-Afomakee cHation Employex COUNTY OF WILSON OFFICE OF THE TAX ADMINISTRATOR P. 0. BOX 1162 855 WILSON, NORTH CAROLINA 27894 Sa TH CAREN LISTING (252) 399-2900 COLLECTIONS (252) 399-2901 RANDY A. FAIRCLOTH APPRAISAL (252) 399-2902 Tax Administrator WILSON COUNTY NORTH CAROLINA G.S. 105-373 (B) SETTLEMENT FOR THE SHARPSBURG DELINQUENT TAXES FOR YEARS PRIOR TO 2013. AMOUNT COLLECTED YEAR TO DATE: JULY 1 2013 THROUGH JUNE 30 2014. 2012 6,629.12 2011 1,766.08 2010 470.09 PRIOR 577.89 INTEREST 1,179.37 TOTAL INTEREST AND TAXES 10,622.55 AAC INTERN nc N. AL ASSOCIATION KELABER OF ASSESSING OFFICERS cfn Equal Oppolaunly/-Afowatiw cHetion Employer COUNTY OF WILSON OFFICE OF THE TAX ADMINISTRATOR e P.C 0. BOX 1162 1855 WILSON, NORTH CAROLINA 27894 TH CARENS LISTING (252) 399-2900 COLLECTIONS (252) 399-2901 RANDY A. FAIRCLOTH APPRAISAL (252) 399-2902 Tax Admmistrator SETTLEMENT SHARPSBURG TAG FEE 2013 TAX LEVY - SCROLL 0.00 LATE LIST 785.00 TOTAL 785.00 CREDITS CASH COLLECTIONS 590.00 INTEREST COLLECTED 0.00 CREDITS AND ALLOWANCES 30.00 TOTAL 620.00 BALANCE UNCOLLECTED 165.00 REPRESENTED BY: TAX LIEN ADVERTISEMENT 0.00 INSOLVENTS 165.00 TOTAL 165.00 PERCENTAGES OF LEVY CASH COLLECTIONS 78.15% TAX LIEN ADVERTISEMENT 0.00% INSOLVENTS 21.85% TOTAL 100.00% MERBER NT ERNATIONAL. ASSOCIATION OF, ASSESSIRG OFFICERS A Egual Oppolaunly/-Afomadlue cHction Employr COUNTY OF WILSON OFFICE OFTHE TAX ADMINISTRATOR P. 0. BOX 1162 1855 WILSON, NORTH CAROLINA 27894 BTW CARDNS LISTING (252) 399-2900 COLLECTIONS (252) 399-2901 RANDY A. FAIRCLOTH APPRAISAL (252) 399-2902. Tax Administrator WILSON COUNTY NORTH CAROLINA G.S. 105-373 (B) SETTLEMENT FOR THE SHARPSBURG TAG FEE DELINQUENTTAXES FOR YEARS PRIOR TO 2013. AMOUNT COLLECTED YEAR TO DATE: JULY 1 2013 THROUGH JUNE 30 2014. 2012 405.00 2011 20.00 2010 20.00 PRIOR 38.00 INTEREST 0.00 TOTAL INTEREST AND TAXES 483.00 AA INTERMATIONAL ASSOCIATION KERABER OF ASSESSING OFFICERS cAn Equal Oppolaunly/-Afomakive cHation Employer