CORTOMATIDN The Regular Meeting will be held electronically using Zoom. Directions for logging in are below. The public can participate in the meeting using one of the below methods: 1. Join the meeting through Zoom on your computer or cellphone. Simply click on the following link or type it into your internet browser: htps/u2webzoom.us/A18BIIAENaSwZROsaERA.DZN2MphwvyFacNhd.09 You may also find the clickable link on the Town's website wwwsharsburgnccom Meeting ID: 318 691 7148 Password: 2XUDdz Ifyou have not used Zoom before, you are encouraged to download the application from their website at Zoom.us and try it out prior to the meeting. There is no cost associated with the software or attending the meeting. 2. Join the meeting through audio only via telephone. Simply call: +1 929 205 6099 US When prompted, enter meeting ID: 318 91 7148 followed by the Pound sign (#). When prompted, enter the password. Password: 2XUDdz Town of Sharpsburg, North Carolina Board of Commissioners "Tri-County Hospitality" MAYOR AND BOARD OF COMMISSIONERS MAYOR ROBERT WILLIAMS LINDA VIRGIL RANDALL COLLIE DON PATEL DAVID PRIDE BEVERLY DAVIS ADMINISTRATION STEVIE COX, TOWN ADMINISTRATOR TRACY SULLIVAN, TOWN CLERK MARGE WIECEK, FINANCE OFFICER BRIAN SULLIVAN, PUBLIC WORKS DIRECTOR BRIAN PRIDGEN, TOWN ATTORNEY March 2, 2021 6:00PM 2 Town of Sharpsburg, North Carolina a Board of Commissioners AGENDA I. CALL TO ORDER II. ROLL CALL III. INVOCATION IV. PLEDGE OF ALLEGIANCE Mayor Williams will lead the Commissioners and those in attendance in reciting the Pledge of Allegiance to the Flag. "I 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 andj justice for all." V. CONSENT AGENDA & REGULAR AGENDA (Make one motion to approve the consent and regular agenda which will approve alli items listed below) 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 Administrator understands that the presented consent agenda items are routine and therefore concurs with adopting the presented consent agenda. 1. Approval of: a. February 11, 2021 Special Meeting Minutes VI. PETITIONS AND COMMUNICATIONS Citizens were advised to provide written comments to the Town Clerk prior to 5pm on March 1, 2021. The Town Clerk shall read any comments submitted at this time. All comments shall be 3 Town of Sharpsburg, North Carolina Board of Commissioners 9 limited to three (3) minutes and the Board reserves the right not to act on requests first presented this evening. VII. NEW BUSINESS a. Consideration by the Board to approve the USDA Funding Application for a Street Sweeper. b. Consideration by the Board to approve Resolution R-2021-01 Authorizing the Disposal of Surplus Personal Property by Sealed Bid. C. Consideration by the Board to approve the COVID-19 Vaccination Waiver for Town Employees. VIII. 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, 5.W. Stop 9410, Washington, DC 20250-9410 or call (800)795-3272 (voice) or (202)720- 6382. 4 OAPORATID P MINUTES OF THE SPECIAL MEETING OF THE SHARPSBURG BOARD OF COMMISSIONERS HELD ELECTRONICALLY VIA ZOOM February 11, 2021 6:00 PM The Regular Meeting scheduled for February 2, 2021 did not have a quorum present; therefore, it was rescheduled until February 11, 2021. Mayor Williams called the meeting to order at 6:10 PM. Commissioner Pride offered the invocation and Mayor Williams led those present in the Pledge of Allegiance. Tracy Sullivan, Town Clerk called the roll. BOARD MEMBERS PRESENT VIA SIMULTANEOUS COMMUNICIATION (ZOOM) Mayor Williams, Mayor Pro-Tem Pride, Commissioner Patel and Commissioner Davis. All members present joined the meeting by 6:10 p.m. All members were present until the meeting concluded. BOARD MEMBERS ABSENT: Commissioner Virgil, Commissioner Collie APPROVAL OF THE CONSENT & REGULAR. AGENDA Commissioner Pride made a motion to approve the consent and regular agenda. Commissioner Davis seconded the motion. The motion carried by a roll call vote of3 yes - 0 no. CITIZEN PETITION AND COMPLAINTS Tracy Sullivan, Town Clerk stated that no public comments were received prior to the meeting. NEW BUSINESS a. Fiscal Year 2021-2022 Budget Preparation Schedule. Commissioner Davis made a motion to approve the FY 2021-2022 Budget Preparation Schedule. Commissioner Patel seconded the motion. The motion carried by a roll call vote of3 yes - 0 no. b. Drainage Study RFQ. Commissioner Davis made a motion to approve the Drainage Study RFQ for Stormwater Management Professional AE Services. Commissioner Patel seconded the motion. The motion carried by a roll call vote of3 yes - 0 no. C. 3721 S Hathaway Blvd. Commissioner Davis made a motion to table the decision ifthe Town should secure a realtor for assistance in leasing the Town's property at 3721 S. Hathaway Blvd. Commissioner Pride seconded the motion. The motion carried by a roll call vote of3 yes - Ono. ADJOURNMENT Commissioner Davis made a motion to adjourn the meeting. Commissioner Patel seconded the motion. The motion carried by a roll call vote of3 yes - 0 no. Date Approved Mayor Town Clerk 2 ME MORANDUM TO: Robert Williams, Mayor Town Council Members FROM: Stevie Cox, Town Administrator VIA: Brian Sullivan, Public Works Director CC: Brian Pridgen, Town Attorney DATE: February 25, 2021 REF: Street Sweeper Funding Application Summary: This is a funding application for the purchase of a new Street Sweeper. Background: In March 2020, the Town Council held a retreat to establish goals for Fiscal Year 2020 - 2021. During the retreat, Commissioner David Pride stated that it would be beneficial if the Town purchased a Street Sweeper and terminated the existing contract. He stated that by doing SO, the Town could use those funds to pay for the street sweeper. In June 2020, the Town Council approved the Fiscal Year 2020 = 2021 Budget and Capital Improvement Plan. Within those documents, the Town Council set as a budgetary goal to acquire a New Street Sweeper. Over the past six months, the Public Works Director has had three different vendors to demonstrate the models. Below is a table that provides the make, model and cost for the street sweeper that was quoted using the NC State Procurement method. Make Model Cost Regen X Regenerative Air 2021 Freightliner M2-106 $232,249.55 Sweeper Office of the Town Administrator Town ofSharpsburg, 110 West Railroad Street, Sharpsburg, North Carolina 27878 Phone - 252) 446-9441 Fax - (252)977-7488 MEMO = PAGE 2 Recommendation: Staff recommends that the Town Council approve the Application for Federal Assistance for the purchase of a new Street Sweeper and authorizes Mr. Cox to execute all documents relating to the application process. Attachment: Funding Application for the Street Sweeper Office of the Town Administrator Town ofSharpsburg, 110 West Railroad Street, Sharpsburg, North Carolina 27878 Phone- - 252) 446-9441 Fax - (252) 977-7488 APPLICATION FOR Version 7/03 FEDERAL ASSISTANCE 2. DATE SUBMITTED Applicant Identifier 01 21-2021 1. TYPE OF SUBMISSION: 3. DATE RECEIVED BY STATE State Application Identifier Application Pre-application Construction Construction 4. DATE RECEIVED BY FEDERAL AGENCY Federal Identifier Non-Construction Non-Construction 5. APPLICANTI INFORMATION Legal Name: Organizational Unit: Town of Sharpsburg Department: Public Works Organizational DUNS: Division: 052182680 Streets & Sanitation Address: Name and telephone number of person to be contacted on matters Street: involving this application (give area code) 110 W. Railraod Street Prefix: First Name: P. 0. Box 1759 Mrs. Tracy City: Middle Name Sharpsburg Hall County: Last Name Nash, Edgecombe, Wilson Sullivan State: Zip Code Suffix: North Carolina 27878-1759 Country: Email: USA taydensharauyee. com 6. EMPLOYER IDENTIFICATIONI NUMBER (EIN): Phone Number (give area code) Fax Number (give area code) - 6 J2 (252) 446-9441 (252)977-7488 8. TYPE OF APPLICATION: 7. TYPE OF APPLICANT: (See back of form for Application Types) New Continuation Revision Government f Revision, enter appropriate letter(s) in box(es) (See back off form for description of letters.) Other (specify) Other (specify) 9. NAME OF FEDERAL AGENCY: 10. CATALOG OF FEDERAL DOMESTIC ASSISTANCE NUMBER: 11. DESCRIPTIVE TITLE OF APPLICANT'S PROJECT: Purchase a new Street Sweeper so that staff can perform the service and terminate the contract for TITLE (Name of Program): this service. This sweeper will enable staff to be more efficient and save the Town money. 12. AREAS AFFECTED BY PROJECT (Cities, Counties, States, etc.): 13. PROPOSED PROJECT 14. CONGRESSIONAL DISTRICTS OF: Start Date: Ending Date: a. Appliçant b. Project District 1 and 2 15. ESTIMATED FUNDING: 16. IS APPLICATION SUBJECT TO REVIEW BY STATE EXECUTIVE ORDER 12372 PROCESS? a. Federal $ 00 a. Yes. THIS PREAPPLICATION/APPLICATION WAS MADE AVAILABLE TO THE STATE EXECUTIVE ORDER 12372 b. Applicant $ 00 PROCESS FOR REVIEW ON C. State $ 0U DATE: d. Local $ 0 b. No. PROGRAM IS NOT COVERED BY E. O. 12372 e. Other $ OR PROGRAM HAS NOT BEEN SELECTED BY STATE FOR REVIEW f. Program Income $ 17. IS THE APPLICANT DELINQUENT ON ANY FEDERAL DEBT? g. TOTAL $ u Yes If' attach 227, 400 "Yes" ane explanation. No 18. TO THE BEST OF MY KNOWLEDGE AND BELIEF, ALL DATA IN THIS APAICATOPREAPICATON ARE TRUE AND CORRECT. THE DOCUMENT HAS BEEN DULY AUTHORIZED BY THE GOVERNING BODY OF THE APPLICANT AND THE APPLICANT WILL COMPLY WITH THE ATTACHED ASSURANCES IF THE ASSISTANCE IS AWARDED. a. Authorized Representative Prefix First Name Middle Name Mr. Stevie Lee Last Name Suffix Cox b. Title c. Telephone Number (give area code) Town Administrator (252)446- 9441 d. Signature ofA Authorized Representative e. Date Signed Previous Edition Usable Standard Form 424 (Rev.9-2003) Authorized for Local Reproduction Prescribed bv OMB Circular A-102 INSTRUCTIONS FOR THE SF-424 Public reporting burden for this collection of information is estimated to average 45 minutes per response, including time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding the burden estimate or any other aspect of this collection ofi information, including suggestions for reducing this burden, to the Office of Management and Budget, Paperwork Reduction Project (0348-0043), Washington, DC 20503. PLEASE DO NOT RETURN YOUR COMPLETED FORM TO THE OFFICE OF MANAGEMENT AND BUDGET. SEND IT TO THE ADDRESS PROVIDED BY THE SPONSORING AGENCY. This is a standard form used by applicants as a required face sheet for pre-applications and applications submitted for Federal assistance. It will be used by Federal agencies to obtain applicant certification that States which have established a review and comment procedure in response to Executive Order 12372 and have selected the program to be included in their process, have been given an opportunity to review the applicant's submission. Item: Entry: Item: Entry: 1. Select Type of Submission. 11. Enter a brief descriptive title of the project. If more than one program is involved, you should append an explanation on a separate sheet. If appropriate (e.g., construction or real property projects), attach a map showing project location. For preapplications, use a separate sheet to provide a summary description oft this project. 2. Date application submitted to Federal agency (or State if applicable) 12. List only the largest political entities affected (e.g., State, and applicant's control number (ifa applicable). counties, cities). 3. State use only (if applicable). 13 Enter the proposed start date and end date oft the project. 4. Enter Date Received by Federal Agency 14, List the applicant's Congressional District and any District(s) Federal identifier number: If this application is a continuation or affected by the program or project revision to ane existing award, enter the present Federal Identifier number. If for a new project, leave blank. 5. Enter legal name of applicant, name of primary organizational unit 15 Amount requested or to be contributed during the first (including division, if applicable), which will undertake the funding/budget period by each contributor. Value of in kind assistance activity, enter the organization's DUNS number contributions should be included on appropriate lines as (received from Dun and Bradstreet), enter the complete address of applicable. If the action will result in a dollar change to an the applicant (including country), and name, telephone number, e- existing award, indicate only the amount of the change. For mail and fax of the person to contact on matters related to this decreases, enclose the amounts in parentheses. Ifboth basic application. and supplemental. amounts are included, show breakdown on an attached sheet. For multiple program funding, use totals and show breakdown using same categories as item 15. 6. Enter Employer Identification Number (EIN) as assigned by the 16. Applicants should contact the State Single Point of Contact Internal Revenue Service. (SPOC) for Federal Executive Order 12372 to determine whether the application is subject to the State intergovernmental review process. 7. Select the appropriate letter in 17, This question applies to the applicant organization, not the the space provided. I. State Controlled person who signs as the authorized representative. Categories A. State Institution of Higher of debt include delinquent audit disallowances, loans and B. County Learning taxes. Ca Municipal J. Private University D. Township K. Indian Tribe E. Interstate L. Individual F. Intermunicipal M. Profit Organization G. Special District N. Other (Specify) H. Independent School O. Not for Profit District Organization 8. Select the type from the following list: 18 To be signed by the authorized representative of the applicant. "New" means a new assistance award. A copy of the governing body's authorization for you to sign "Continuation" means an extension for an additional this application. as official representative must be on file in the funding/budget period for a project with aj projected completion applicant's office. (Certain Federal agencies may require that date. this authorization be submitted as part of the application.) "Revision" means any change in the Federal Government's financial obligation or contingent liability from an existing obligation. Ifa revision enter the appropriate letter: A. Increase Award B. Decrease Award C. Increase Duration D. Decrease Duration 9. Name of Federal agency from which assistance is being requested with this application. 10. Use the Catalog of Federal Domestic Assistance number and title of the program under which assistance is requested. SF-424 (Rev. 7-97) Back ME MORANDUM TO: Robert Williams, Mayor Town Council Members FROM: Stevie Cox, Town Administrator VIA: Michael Thomas, Police Chief Brian Sullivan, Public Works Director CC: Brian Pridgen, Town Attorney DATE: February 25, 2021 REF: Surplus Property Sale Summary: Per $ 160A-266. Methods of sale and deposition of Surplus Property, the Town Council must vote to approve the surplus property list and method that those items shall be sold. Background: $ 160A-266. Methods of sale and deposition of Surplus Property of the North Carolina General Statutes, the Town Council must vote to approve the sale of surplus property. Over the past year, Town Staff has been assembling a list of vehicles and equipment that is either no longer in use or has outlived their usefulness. Pursuant to the North Carolina General Statute, the Town Clerk must prepare an Ordinance for the Surplus Sale of Property. At this time, the Police Department is seeking to surplus sale a 2013 Dodge Charger. The Public Works Department will be surplus the following items: 2003 Ford F-150 2001 Ford F-250 1997 Ford F-250 2003 Ford F-350 2001 Ford F-250 1996 Chevrolet Top Kick Office of the Town Administrator Town of Sharpsburg, 110 West Railroad Street, Sharpsburg, North Carolina 27878 Phone - 252) 446-9441 Fax - (252) 977-7488 MEMO - PAGE 2 Kawasaki Mule Debris Box 2014 Hustler Mower Attached is a detailed Surplus Vehicle List that provides detailed information on each item. Staff is recommending that each of these items be listed for Public Sale via a silent sealed bid process. Each item would be sold to the highest bidder. Each successful bidder would have to place a 10 percent deposit down for the item upon notification and must complete the final payment within fifteen business days to complete the sale and the transfer of ownership. Recommendation: Staff recommends that the Town Council approve the Surplus Sale of Public Property via a silent auction. This would be in accordance with the North Carolina General Statues. Attachment: Surplus Vehicles and Equipment List Resolution Authorizing the Disposition of Surplus Personal Property Office of the Town Administrator Town ofSharpsburg, 110 West Railroad Street, Sharpsburg, North Carolina 27878 Phone 252) 446-9441 Fax - (252) 977-7488 Town of Sharpsburg - AOR 4 - A 6 - C o CCPHTOMATID 18so FY 2020 - 2021 Surplus Vehicle List Page 1 of 8 Vehicle and Equipment Assessment Survey Each department has compiled a surplus vehicle and equipment list. The Vehicle Surplus List provides an overview and condition rating of each vehicle. The Survey will provide a period for the replacement of each item listed. This would only include vehicles and larger equipment (Example: Generators). The rating system is on this scoring system: Vehicle and Equipment. Assessment Survey Scoring System Rating Rating Meaning 1 Bad Condition 2 Poor Condition 3 Fair Condition 4 Good Condition 5 Excellent For each vehicle or equipment, you should include the following items: Picture ofVehicle or Equipment The year, make and model Serial Number or VIN (Last 5 numbers) Use Lifespan Usage in Miles or Hours Time in Service Conditioning Rating Estimated Replacement Cost. Summary: The Vehicle Assessment Survey is an inventory and condition rating of the Town's vehicle fleet. This Survey will assist the Town Staff in making recommendation and establishing a vehicle replacement schedule. There are exactly twenty-six (26) vehicles in the Town's Fleet. The Public Works Department has seventeen (17) vehicles and the Police Department has nine (9) patrol vehicles. The survey will show the maintenance records for each vehicle by department. This document will provide necessary information about which vehicles should be replace in this upcoming fiscal year. The Surplus Vehicle List contains those vehicles that are being removed from the Town's Fleet. The Police Department will be surplusing a 2013 Dodge Charger. The Public Works Department will be surplusing four pickup trucks and two dump trucks. Page 2 of 8 Vehicle Assessment Inventory Survey Public Works Department Fleet Ford F-150 - 2003 VIN Number: 25628 Use: Meter Reader Department: Electric / Water Lifespan: 10 Years Years in Service: 18 Years Mileage: 100,086 Conditioning Rating: 3 Estimate Replacement Cost: $22,000 Maintenance Cost: Surplus Ford F-250 - 2001 VIN Number: 82767 Use: Work Truck Department: Streets & Sanitation Lifespan: 10 years Years in Service: 19 Years Mileage: 139,359 Conditioning Rating: 3 Estimate Replacement Cost: $30,000 Maintenance Cost: Surplus Page 3 of 8 Ford F250 - 1997 VIN Number: 51950 Use: Spray Truck Department: Streets Lifespan: 10 years Years in Service: 25 years Mileage: 107,480 Conditioning Rating: 2 Estimate Replacement Cost: $25,000 Maintenance Cost: Surplus Ford F-350 - 2003 Vin Number: 63342 Use: Little Dump Truck Department: Streets & Sanitation Lifespan: 15 years Years in Service: 17years Mileage: 71,855 Conditioning Rating: 2 Estimate Replacement Cost: $30,000 Maintenance Cost: Surplus Page 4 of 8 Ford F-250 - 2001 Vin Number: 82768 Use: Work Truck Department: Streets & Sanitation Lifespan: 10 years Years in Service: 19 years Mileage: 139,441 Conditioning Rating: 3 Estimate Replacement Cost: $30,000 Maintenance Cost: Surplus Chevrolet Top Kick - 1996 Vin Number: 06151 Use: Dump Truck/ Leaf Vac/ Chipper Department: Streets & Sanitation Lifespan: 15 years Years in Service: 25 years Mileage: 477,998 Conditioning Rating: 1 Estimate Replacement Cost: $89,000 Maintenance Cost: Surplus Page 5 of 8 Kawasaki Mule Vin Number: N/A Use: Meter Reading Department: Electric/Wa/Sw Lifespan: 15 years Years in Service: 25 years Mileage: 5,560 hours Conditioning Rating: 1 Estimate Replacement Cost: $20,000 Maintenance Cost: Surplus Debris Box Vin Number: N/A Use: Trash Collection Department: Streets & Sanitation Lifespan: N/A Years in Service: 5 years Mileage: N/A Conditioning Rating: Estimate Replacement Cost: N/A Maintenance Cost: Surplus Page 6 of 8 Hustler Mower Vin Number: N/A Use: Grass cutting Department: Streets & Sanitation Lifespan: N/A Years in Service: 7 years Mileage: 1,550 hours suin Conditioning Rating: Estimate Replacement Cost: $15,000 Maintenance Cost: Surplus Page 7 of 8 Vehicle Assessment Inventory Survey Police Department Fleet Dodge Charger - 2013 DLCFDENT VIN Number: 2CCDXATSDH725604 Use: Patrol Vehicle Department: Police Lifespan: 5 Years Years in Service: 7 Years Mileage: 113,617 Miles Conditioning Rating: 1 SHABPSDLES a Estimate Replacement Cost: $24,000 Maintenance Cost for 12 months: $4,144.00 This vehicle has had major issues and needs to be replaced ASAP See Maintenance Records for details Page 8 of 8 R-2021-01 RESOLUTION AUTHORIZING THE DISPOSITION OF CERTAIN SURPLUS PERSONAL PROPERTY BY SEALED BID WHEREAS, the Board of Commissioners of the Town of Sharpsburg desires to dispose of certain surplus property of the Town of Sharpsburg. NOW, THEREFORE, BE IT RESOLVED by the Board of Commissioners that: (1) The following described property is hereby declared to be unnecessary for Town purposes and to be surplus property of the Town of Sharpsburg: 1. 2003 Ford F-150 Work Truck. Regular Cab, Long Bed 100,086 miles. VIN # 1FTRF17213NA25628 2. 2001 Ford F-250 Work Truck. Regular Cab, Utility Bed 139,359 miles. VIN # 1FTNF20L71ED82767 3. 1997 Ford F-250 Work Truck. Regular Cab, Long Cab 107,480 miles VIN # 1FTHF25HXVEA51950 4. 2003 Ford F-350 Dump Truck. Dump Bed 71,855 miles VIN# 1FDWF36FX3EA63342 5. 2001 Ford F-250 Work Truck, Utility Bed 139,441 miles VIN# 1FTNF20L91ED82768 6. 1996 Chevrolet Top Kick Dump Truck 477,998 miles Vin # 1GBJ7H1P5T.105161 7. 2007 Kawasaki 610 Mule - 5,560 Hours 8. Debris Collection Box 9. Hustler Super Z 60-inch lawn mower 10. 2013 Dodge Charger 113,617 Miles VIN# 2C3CDXAT5DH725604 (2) The Town Clerk is authorized to advertise for sealed bids for the purchase of the above-described property after first publishing a notice informing the public. (3) The notice informing the public of the sale of said property by sealed bids shall be published once at least ten (10) days prior to the date set for opening the bids. The publication shall be in accordance with the provisions of N.C.G.S. 160A - 266 (a)(2). (4) The successful bidder will pay at the Town Office within three (3) business days and show an original receipt before removing property from the Town premises. (5) Interested persons may inspect the above-described equipment during normal business hours at the Sharpsburg Public Works and Police Department, by contacting Stevie Cox, Town Administrator at (252) 446-9441 ext. 4. Adopted this 2nd day of March, 2021. Robert Williams, Mayor ATTEST: Tracy H. Sullivan, Town Clerk Town of Sharpsburg 110 West Railroad Street Sharpsburg, North Carolina 27878 Ph 252.446.9441 Fax 252.977.7488 COMPORATIDNT 3 www.sharpsburgnecom TO: The Honorable Mayor Robert Williams and the Town of Sharpsburg Board of Commissioners FROM: Marge Wiecek - Finance Officer DATE: March 2, 2021 SUBJECT: Financial Report We are pleased to provide the attached analysis and financial summary report for February 2021 for the following funds: 10 General Fund 20 Powell Bill 30 Electric Fund 31 Water and Sewer Fund The information provided is un-audited and therefore subject to change. The Utility and Liquor Sales and Use Tax was submitted and paid for period ending 1/31/2021 and the total due was $15,313.88. Gross Receipts or Sales was billed at $220,271.22 for the month of. January. A copy oft the Statement of Revenues and Expenses are attached for your review, that goes along with the attached analysis. Ify you should have any questions regarding this report, please feel free to contact me. mwica@ilaplunncon 3/2/2021 Town of Sharpsburg FINANCE February 2021 General Fund Revenue Budget $ 1,631,254 Year To Date $ 926,756 57% 2 Year To Date B Budget 1 $- $500,000 $1,000,000 $1,500,000 $2,000,000 Expenditures Budget YTD $ 143,378 Governing Body 50,718 35% 191,412 Administrative 104,495 55% 823,564 Police 445,722 54% Fire 0% 29,500 Parks and Recreation 6,498 22% 443,400 Streets/Sanitation 210,689 48% 1,631,254 818,122 50% 50,718 104,495 "Governing Body 210,689 "Administrative P Police 6,498 Fire Parks and Recreation 445,722 "Streets/Sanitation YTD Revenues Over (Under) Expenditures 108,634.40 3/2/2021 Town of Sharpsburg FINANCE February 2021 Powell Bill Revenue Budget $ 113,095 Year To Date $ 51,683 46% 2 Yearl Tol Date a Budget 1 $- $20,000 $40,000 $60,000 5800051000065120.00 Expenditures Budget YTD $ 63,500 Resurfacing Program 0% 2,300 Moore St RR Crossing 2,298 100% 13,923 Other Street Repairs 2,400 17% 19,200 Street Sweeping Contract 10,850 57% Capital Lease F150 0% 14,172 Capital Lease Dump Truck 14,172 100% Capital Lease 0% 113,095 29,720 26% 2,298 2,400 "Resurfacing Program Moore St RR Crossing 14,172 "Other Street Repairs "Street Sweeping Contract "Capital Lease F150 10,850 Capital Lease Dump Truck N Capital Lease YTD Revenues Over (Under) Expenditures 21,962.73 3/2/2021 Town of Sharpsburg FINANCE February 2021 Electric Fund Revenue Budget 2,607,862 Year To Date 1,546,953 59% 2 Year To Date "Budget 1 1,000,000 2,000,000 3,000,000 Expenditures Budget YTD $ 366,090 Salaries & Employee Benefits 238,078 65% 65,000 Supplies 28,675 44% 1,192,000 Power Purchases 586,834 49% 984,772 Other Operating Expenses 275,720 28% Debt Service 0% 2,607,862 1,129,307 43% 238,078 a Salaries & Employee Benefits 275,720 28,675 a Supplies . Power Purchases . Other Operating Expenses 586,834 : Debt Service YTD Revenues Over (Under) Expenditures 417,645.54 3/2/2021 Town of Sharpsburg FINANCE February 2021 Water & Sewer Fund Revenue Budget 1,965,743 Year To Date 1,031,746 52% 2 Year To Date "Budget 1 500,000 1,000,000 1,500,000 2,000,000 2,500,000 Expenditures Budget YTD $ 464,133 Salaries & Employee Benefits 319,034 69% 50,000 Supplies and Materials 32,129 64% 987,000 Purchased Water/Serviced Sewer 539,332 55% 299,610 Other Operating Expenses 179,895 60% 165,000 Debt Service 0% 1,965,743 1,070,390 54% 179,895 "Salaries & Employee Benefits 319,034 - Supplies and Materials F Purchased Water/Serviced Sewer : Other Operating Expenses 539,332 32,129 "Debt Service YTD Revenues Over (Under) Expenditures (38,644.31) ME MORAND UM TO: Robert Williams, Mayor Town Council Members FROM: Stevie Cox, Town Administrator VIA: Brian Pridgen, Town Attorney CC: DATE: February 25, 2021 REF: Employee COVID-19 Liability Release Waiver Memo Summary: The Employee COVID-19 Liability Release Waiver is necessary to address those employees who may chose not to be vaccinated. Background: In January 2021, the Town Council approved the Infectious Disease Policy to address Pandemic Diseases, like COVID-19. The Town Council instructed the Town Administrator and the Town Attorney to draft up a Liability Release Waiver for those employees who may choose not to take the approved vaccination. The Town Attorney has prepared an Employee COVID-19 Liability Waiver. His law firm has prepared a Municipal Employer's Ability to Require Employee COVID-19 Vaccinations. The memo states, "To make COVID-19 vaccination mandatory for employees is within the discretion of the employer. If made mandatory, vaccination requirements are also subject to medical and religious exceptions required by the Americans with Disabilities Act ("ADA") and Title VII of the Civil Rights Act of 1964 ("Title VII"), respectively. Employees must be told that they have the option to accept or refuse the vaccine, the consequences, if any, of refusing, and of any alternatives available. 29 Therefore, employees have the right to refuse to take the vaccination under medical and religious grounds exceptions required by the American with Disability Act and Title VII oft the Civil Rights Act of 1964. Office of the Town Administrator Town of Sharpsburg, 110 West Railroad Street, Sharpsburg, North Carolina 27878 Phone - 252) 446-9441 Fax - (252) 977-7488 MEMO - PAGE 2 Ifthe Town of Sharpsburg opts to require vaccinations, the Town Attorney advises that the Town discuss a policy regarding such requirements with its attorney as well as a process for employees to request accommodations and submit proof of vaccination. It is best to have employees get the vaccination from their health care provider and provide proof ofvaccination to their employer. At this time, the Town Attorney and the Town Administrator are recommending that the Town Council provide up to four hours per employee who decides to be vaccinated. It is our position that if an employee decides against being vaccinated, they sign a Liability Release Waiver. This waiver would release the Town of all liability should they contract the disease during their workday. Furthermore, an executed copy of the liability release waiver would be included in their personnel file. Recommendation: Staff recommends that the Town Council approve the Employee COVID-19 Liability Waiver. Attachment: Employee COVID-19 Liability Waiver Municipal Employer's Ability to Require Employee COVID-19 Vaccinations Memo February 25, 2021 Office of the Town Administrator Town of Sharpsburg, 110 West Railroad Street, Sharpsburg, North Carolina 27878 Phone - 252) 446-9441 Fax - (252)9 977-7488 Emily C. Cauley causyetauepnegencom PHONE: 919-832-4040 I FAX: 919-832-4050 TOLL FREE: 1-877-641-8848 A Cauley-Pridgen. WYERSG Capital Bank Plaza I 333 Fayetteville Street Suite 1508 Raleigh, NC 27601 MEMORANDUM DATE: February 25, 2021 SUBJECT: Municipal Employer's Ability to Require Employee COVID-19 Vaccinations A municipal employer can require its employees to obtain the COVID-19 vaccine subject to an employee 's disability and religion and is advised to discuss the requirement policy and accommodations for those who refuse with their attorney. As ofthe date of this memorandum, the FDA has granted emergency use authorization for the COVID- 19 vaccine'. Current regulations allow employers to require employees to have the COVID 19 vaccine. Whether to make COVID-19 vaccination mandatory for employees is within the discretion of the employer. If made mandatory, vaccination requirements are also subject to medical and religious exceptions required by the Americans with Disabilities Act ("ADA") and Title VII oft the Civil Rights Act of 1964 ("Title VII"), respectively. Employees must be told that they have the option to accept or refuse the vaccine, the consequences, if any, of refusing, and of any alternatives available. Administration of the Vaccine & Compliance with the ADA The ADA has restrictions on when and how much medical information an employer may obtain from any applicant or employee. A vaccination itself is not subject to the ADA's regulations, but the pre- screening questions may reveal a disability and thus are subject to the ADA's regulation ifasked by an employer or third party contractor acting on the employer's behalf. However, COVID-19 is considered a "direct threat" and thus even if an employer (or third party contractor acting on the employer's behalf) does conduct the pre-screening questions, the employer is not in violation of the ADA. On the other hand, ifthe policy is voluntary or administered through an employee's health care provider or other independent entity not acting on the employer's behalf and/or sharing information with the employer, then the ADA standards do not apply - even if the employer has required the employee to receive the vaccine. For this reason, it is advised to have employees get the vaccine from their health care provider and require proof of vaccination after the fact, if the employer elects to require employee vaccinations. 1 Proof of Vaccination An employer may require an employee to show proof of vaccination. However be careful of follow-up questions, such as an explanation for the reasoning behind not getting a vaccination, as they may elicit information about a disability and consequently would be subject to the ADA. When requesting proof ofv vaccination, advise employees not to include any medical information in providing such proof. How to Respond to Those Who Refuse: Exceptions and Accommodations If an employee refuses to get vaccinated due to a disability (i.e., a medical condition that could be exacerbated or made worse by the vaccine) or a sincerely held religious belief, then an employer must determine ifthe employee's refusal can be reasonably accommodated. Employers must collaborate with employees and explore accommodation possibilities (e.g., employee being exempt from the vaccine requirement, requirement to wear a mask or other protective gear while at the workplace, working from home orin an isolated portion ofthe office and limited interaction with customer/client and co-workers). If an employer cannot find a reasonable accommodation without causing undue hardship on the employer in order to reduce or eliminate the risk, then the employer may prevent the employee from entering the workplace. For those who claim a disability, employers are entitled to and may request documentation regarding the nature ofthe employee's disability and why it is inadvisable for the employee to receive the vaccine. Notably, a personal belief regarding anti-vaccination will likely not qualify as a sincerely held religious belief for exemption from a mandatory vaccination policy. Note also that employers can protect their employees against direct threats, even if the direct threat is another employee. COVID-19 has been determined as a direct threat and thus SO would be an unvaccinated employee who may expose others to COVID-19 at the workplace. If there is not a legal basis for refusing the vaccine (i.e., disability or religious belief) then the employee may be terminated for refusal if vaccination is required by the employer as a term and condition of employment. Guidance If an employer opts to require vaccinations, it is advised that the employer discuss a policy regarding such requirement with its attorney as well as a process for employees to request accommodations and submit proof of vaccination. It is best to have employees get the vaccination from their health care provider and provide proof of vaccination to the employer. And, as always, keep a paper trial of everything. Please contact us with any questions or for further assistance. 2 Current Vaccine Priority Plan (Summary) As of the date of this memo the priority plan is as follows: Group 1: Health care workers and COVID responders at high risk for exposure based on work duties or who are vital to the initial COVID vaccine response. Group 2: Anyone over sixty-five (65) years old. Group 3: Frontline essential workers who must work on-site or in the community and in one of the eight essential sectors, including Government and Community Services, Public Safety, Transportation, Health Care and Public Health (to the extent not covered by Group 1) and Education. Group 4: Anyone 16-64 at high risk ofexposure and increased risk ofc complications from COVID- 19. Group 5: Everyone else. 1 All references to "vaccine" or vaccination" is in reference to the COVID-19 vaccine unless specifically stated otherwise. 3 TOWN OF SHARPSBURG EMPLOYEE COVID-19 LIABILITY RELEASE WAIVER I, ("Employee") am currently employed with the Town of Sharpsburg ("the Town") as ofthe date ofthis Release. I understand the World Health Organization has declared the Coronavirus ("COVID-19") a worldwide pandemic. I understand COVID-19 is a serious virus that has the capacity to transmit from person-to-person through respiratory droplets and endangers health and life ofindividuals. I understand that the Food and Drug Administration (FDA) has granted emergency use authorization for COVID-19 vaccination(s) ("Vaccine"). I understand I am eligible for the Vaccine and have been offered the Vaccine to protect myself and others. However, I have declined to receive the vaccination at this time. I understand that my presence at the workplace and/or my occupational duties may increase my risk of exposure and contraction ofCOVD-19. I understand the Town will comply with best practices to keep all ofits employees safe to the best of its ability, for example, accommodating teleworking, providing sanitizing materials in the workplace, providing masks to employees, etc. However, I understand I am personally responsible for my own actions and safety and will not hold the Town responsible ifI contract COVID-19 at the workplace or otherwise during performance of my duties for the Town. I understand that ifI contract COVID-19 I am to inform the Town immediately upon receipt of a positive test result. I hereby release the Town, its elected officials, its employees, and agents from any and all liability and/or costs based on any health impairment resulting as a direct consequence of my voluntary decision to forgo the COVID-19 immunization. This release is made subject to any contrary applicable provisions of the North Carolina Worker's Compensation Act and OSHA. HAVE READ AND FULLY UNDERSTAND THIS LIABILITY RELEASE. I ACKNOWLEDGE THATIAM AT LEAST EIGHTEEN (18) YEARS OF AGE, OF FULL MENTAL CAPACITY TO SIGN THIS LIABILITY RELEASE, AND DO SO VOLUNTARILY. Printed Name Date Signature