LOUISBURG NORTH CAROLINA Charming Since 1779 AGENDA LOUISBURG TOWN COUNCIL LOUISBURG TOWN HALL COUNCIL CHAMBERS May 15, 2023 1. Roll Call Perry 2. Invocation Mayor 3. Pledge of Allegiance Mayor 4. Adoption of Agenda Mayor 5. Approval of] Minutes Mayor P.01 April 14, 2023 Special Called Meeting - Budget Workshop April 17, 2023 Regular Meeting May 5, 2023 Special Called Meeting 6. Resolution Fixing the Date of Public Hearing on Annexing Greenhill Subdivision, Phase 4 Slayter P.13 7. Resolution to Award Upset Bid for 109 North Church Street Slayter P.17 8. Adoption of an Ordinance for the Regulation of Food Trucks Slayter P.19 9. Adoption of Resolutions Adopting ARPA Mandated Policies Slayter/Carden P.25 a) Records Retention Policy P.26 b) Nondiscrimination Policy P.26 C) Conflict-of-Interest Policy P.26 d) Eligible Use Expenditures P.39 e) Allowable Cost Policy P.44 10. Resolution Renaming Short Street to Riverbend Park Street Slayter P.58 11. Discussion ofPosition Reclassifications Medlin P.59 12. Administrator's Report Medlin P.60 13. Mayor's S Report Mayor 14. Police & Fire Report Abbott/Lanham P.75 15. Public Comment Mayor LOUISBURG NORTH CAROLINA CharmingSimw1779 16. Council Comments Mayor 17. Closed Session Mayor a. 143-318.11 (a)(5) - Real Estate b. 143-318.11 (a)(6) - Personnel 18. Adjourn Budget Workshop Minutes Karl T. Pernell Public Safety Complex Training Center Louisburg NC, 27549 April 14. 2023 The Louisburg Town Council met on Friday April 14, 2023 at 10am at the Karl T. Pernell Safety Complex Training located at 104 Wade Ave., Louisburg NC 27549. Mayor Christopher Neal welcomed and thanked everyone for coming out to the workshop. Roll Call Mayor Christopher Neal, Town Administrator Sean Medlin, Town Clerk Pamela Perry, and Council Members Emma Stewart, Bobby Dickerson, Tom Clancy, Betty Wright, Silke Stein and Mark Russell were all present. INVOCATION Town Administrator Sean Medlin gave the invocation. PLEDGE OF ALLEGIANCE Mayor Christopher Neal asked everyone to remain standing for the Pledge of Allegiance. Town Administrator Sean Medlin opened the workshop saying that he would like to keep the workshop under two hours. Mr. Medlin reminded everyone ofan Ethics Class that had been sent out via email to each Council member to sign up for on May 10, 2023 from 10am-12. This is a virtual meeting that can be viewed in the conference room at Town Hall. Finance Director Reuben Cardin reviewed with the Board the budget amendment #2. This amendment was presented to the Board at the March 20 2023 regular Council meeting. The Board voted to have it moved to the budget workshop in order: to further review. Mr. Cardin is suggesting that the budget amendment will update the General, Electric, Water, & Sewer Fund budgets to more align with projected expenditure amounts. Adjustments were based on current expenditures, open purchase orders, and account trends. Increase Administration Part-Time Salaries (10-420-0202) by $20,000 for the Interim Administrator & Interim HR Director Increase Code Enforcement (10-490-3500) by $17,500 Increase Historic Preservation Commission (10-490-6400) by $25,000 for attorney fees Increase Police Overtime Pay (10-510-0201) by $15,000 Increase Police Equipment Maintenance (10-510-1600) by $22,000 for license plate camera annual maintenance Increase Police Supplies (10-510-3300) by $20,000 Increase Police Capital Outlay (10-510-6000) by $51,000 for purchase and up fit of new vehicles Increase Police Grant Expenditures (10-510-6300) by $22,000 for purchase of new server & shooting range expenses Increase Fire Overtime Pay (10-530-0201) by $40,000 Increase Fire Operation of Vehicles (10-530-1700) by $20,000 for Ladder Truck repairs Increase Concert Series expenditures (10-620-9200) by $30,000 Decrease Electric Operations Capital Outlay (30-832-6000) by $195,000. At least one of the bucket trucks will not be delivered in Fiscal Year 2023, but will need to be budgeted for in Fiscal Year 2024. Increase Electric Maintenance of Line (30-832-7600) by $70,000 due to increase in building activity Increase Lease Payment - Bucket Truck (30-832-9150) by $120,000 to cover the annual payment Decrease Transformers (30-832-9300) by $180,000. Most transformers will not be delivered until Fiscal Year 2024 & Fiscal Year 2025. Increase Generator Maintenance (30-832-9902) by $110,000 to cover rentals at Fire Department & Wastewater Treatment Plant Increase Electric Planning Professional Services (30-890-0100) by $100,000 for the West River Road Sidewalk Project Increase Water Plant Capital Outlay 31-812-6000) by $45,000 to cover cost of bypass line installation Increase Wastewater Plant Building Maintenance (32-822-1600) by $20,000 to cover cost of replacing the A/C Unit Increase Wastewater Plant Capital Outlay (32-822-6000) by $360,000 for rotor tubes These figures are based on December 31St 2022 amounts. He will present a budget amendment for the third quarter ofyear 2023, if necessary. There will be budget amendment #3 presented at the next monthly meeting mainly for the ARPA funds transfer from General to Sewer for the rotor tubes. After some discussion, there was a motion made by Councilwoman Stewart to approve the budget amendment #2; seconded by Councilman Clancy. The motion passed without objection. Town Administrator Sean Medlin, told the Board that he had put out an RFQ for solid waste with back door service two weeks ago and has not received any bids. As of now this service is provided by the Town, but unfortunately the Town has had some challenges this year with not being able to hire people to work, and with employees out sick. He is asking the Board ifthey would allow him to put out another RFQ for curbside once: a week with a 96 gallon can along with a medical document that allows customers to pull their cans to the front ofthe house. The Board agreed to allow Mr. Medlin to put out the RFQ to see what the cost difference between what the Town is paying for their employee's service verse an outsource service. Mr. Medlin next reviewed with the Board a crash course, in "Budgeting 101". He did this for the members that were new to the Board, and have never been involved with the making ofthe budget. In the past it was put together then presented to the Board to review, approve and move 22 forward. Hel has had a lot of questions and interest in it this year and he would like to go over how the process is. One of the key pieces in the Towns General fund is that the County collects our taxes. Once the County gets their asset value, they will then forward that number to the Town. We have two asset values for the Town. The Town ofLouisburg and the central fire district. We also have a fire district tax. Once we get those asset values we can actually calculate our asset value with our tax rate, to know what our fire tax rate will be. Usually the first of May is when we get our asset property tax value. Franchise tax, late penalties on tax fees, auto tags, are a few examples of funds that we receive from the County that go into our general fund. Along with Powell Bill funds twice a year, beer and wine tax, sanitation rates, fire mutual aid, ABC store funds. The Town receives $70k for each SRO from the County that are at the schools. We currently have two officers and this doesn't cover all oft their salary plus benefits. Mr. Medlin will be reaching out to the County to see if we can possibly get an increase in pay to cover everything. These are just a few factors that we receive revenue at different time frames during the year. Councilman Dickerson requested that we raise the parking ticket fees. At this time, they are $5.00. Police Chief Abbott suggested that we do a full comprehensive review ofthe parking, especially in the downtown area. On the other side oft the budget is the expenditures. We have governed body, administration, planning, police, fire, street, solid waste and recreation. These will be broken down by line item. The bulk ofthe Towns expenditures include salary, social security, retirement, health care and 401K. There is an option 1 I and option 2 that shows the impact as far as salaries included in the 2023-24 budget. In the future Mr. Medlin would like to send the budget out to each Council Member to let them review it instead of calling a formal meeting. That way each one can review it and if needed, discuss changes or concerns. Mr. Medlin reminded that all of the numbers that he had just reviewed with them was with the Pay Study Option 1. Option 2 will be more money needed for the 2023-24 budget. When we had the pay study completed this year, it was suggested that the Town do a COLA instead ofa merit. This however was not included in with either option. The numbers that were presented at this time did not included health insurance, fuel or several other items that had come in to figure. Mr. Medlin next suggested a 5% tax increase. Atthis time the tax rate is .45 The Town hasn't had a tax increase for a while now. This will generate $136,000.00 in revenue. Mr. Medlin asked for questions, and there were none. He told the Board that he would be getting out another proposed 2023-24 budget out to each one of them to review. Mayor Neal asked for a motion to adjourn. Councilwoman Wright made the motion to adjourn; seconded by Councilwoman Stewart. The motion passed without objection. Submitted; Pamela Perry NCCMC, CMC 3 Regular/Public Hearing Minutes Karl T. Pernell Public Safety Complex Training Center Louisburg NC, 27549 April 17, 2023 The Louisburg Town Council met on Monday April 17, 2023 at 7:30pm at the Karl T. Pernell Safety Complex Training located at 104 Wade Ave., Louisburg NC 27549. Mayor Christopher Neal welcomed and thanked everyone for coming out to the meeting. Roll Call Mayor Christopher Neal, Town Administrator Sean Medlin, Town Clerk Pamela Perry, and Council Members Emma Stewart, Bobby Dickerson, Tom Clancy, Betty Wright, Silke Stein and Mark Russell were all present. INVOCATION Councilwoman Bettye Wright gave the invocation. PLEDGE OF ALLEGIANCE Mayor Christopher Neal asked everyone to remain standing for the Pledge of Allegiance. ADOPTION OF AGENDA Mayor Neal made a motion to amend the agenda by adding a Resolution to Loan from the NC Clean Water Revolving Loan Fund; seconded by Councilwoman Wright. The motion passed without objection. Councilwoman Stein made a motion to amend the agenda to add a Resolution to Award the Final Bid for Surplus Property; seconded by Councilwoman Stewart. The motion passed without objection. Councilwoman Stein also made a motion to amend the agenda to add discussion regarding moving the Council meetings to Town Hall; seconded by Councilman Russel. Mayor Neal has a conçern regarding over flow with citizens at Town Hall. How would that be handled with the capacity oft the seating. Councilwoman Stewart made the statement that from last month's meeting, Councilman Dickerson had asked the staff to have some definite plans to have microphones and speakers installed to help with hearing each one talk. Mayor Neal asked for all in favor of adding this discussion to the agenda. Council Members Dickerson, Stewart, Stein, Clancy and Russell were in favor. Mayor Neal and Councilwoman Wright voted against adding the discussion to the agenda. The motion passed to be added to the agenda with a vote of5 yes to 2 no. Mayor Neal spoke to the Board regarding a text that he had sent out asking all amendments to the agenda needed to be sent to himself or to the lown Administrator prior to all meetings. APPROVAL OF MINUTES Mayor Neal asked for a motion to approve the March 20th Regular Meeting and April 11th Special Called Meeting for 2023. Councilwoman Wright asked for a correction on the March 20th minutes. The invocation has Sydney Dunston': S name and it should be Callus Dunston. Councilwoman Wright made the motion to approve the minutes with the correction; seconded by Councilwoman Stein. The motion passed without objection. 4 PUBLIC HEARING Zoning Map Amendment- Louisburg Falls. Mayor Neal asked for a motion to go into the public hearing. Councilwoman Wright made the motion; seconded by Councilman Russell. The motion passed without objection. This is a consideration of a map amendment to the Louisburg Zoning Map for Franklin County Parcel ID 017199 at the intersection of US Hwy 401 and Fox Park 401 and Fox Park Road, modifying the existing Planned Development District to permit change in the number of residential units and commercial square footage of the Planned Development District. The original planned that was approved, had 290 residential units and 420,000 ft. of nonresidential units. It included a variety of retail, self-storage etc. Based on changes and conditions of the market the developer has concluded that this is not as financially feasible for him to proceed. There for the developer came back to the Planning Board for another proposal. The Planning Board reviewed the proposal and approved it. The Board has already heard the new proposal from a Special Called meeting on April 11th. This meeting was strictly informational and no voting took place or negotiation. The new proposal modifies the land use ratio of residential to nonresidential. The new proposal is to increase the residential to 475 units and decrease the commercial business to 32,423 sq. feet. The benefits ofthis new proposal will enhance livability, vibrancy and invitation to the Town. Compliments and increases value to adjacent properties owners. Creates community destination, with walkability to commercial and retail. Provide evening destinations and activities. More people are working from home now since Covid and this will eliminate office, industrial and hospitality competition to adjacent properties. "According to the AT Work report 50% of employees cite a long or costly commute as a deal breaker for returning to work. Many ofthem feel that the time spent commuting could be spent working, enjoying time with friends and family". The developer, Global Real Estate Strategies, Inc., would like for the Council to approve this amendment. Councilman Clancy asked Mr. Van Liewi ifthe key strip ofland located at Herman Kemp Drive has been resolved with the land owner, Dr. Goodson and Miles Freeman. He replied that he was scheduled to meet with Mr. Freeman the next day at 10:30am and sign the paperwork. Councilwoman Stein asked ifMr. Van Liew had a joint partnership with Premiere Real-estate with the corner lots for commercial lots. His reply was yes, and they would stay as a standalone commercial building even if growth didn't come. She also asked when the commercial development phase would be. His stated that the phases could be moved around ifneeded. There was a comment from the audience, Ms. Fanny Perry resident of 413 Fox Park Rd. She was concerned about the entering and existing on highway 401 and Fox Park Rd. How would that effect the citizens. She was advised that with less commercial development there wouldn't be any need for concern with a lot of traffic. Bobby Cooper, 701 N Main, he asked if the homes would be individually owned single family homes or duplex apartments, and would they be managed by an agency. The reply was individual owned homes and rental apartments at market rate. He also asked about the "live work play" theme for the residents. There will be working environment avaible in some oft the residential construction. Mayor Neal asked for a motion to close the Public Hearing. Councilwoman Stewart made the motion to close the Public Hearing; seconded by Councilwoman Wright. The motion passed without objection. 5 Adoption of the Zoning Map Amendment Ordinance Councilman Clancy asked for a motion to table the amendment. He stated that he had received a phone call earlier from Dr. Phillip Goodson (he is the owner of the shopping center across the street and has control of the spike strip across the street where Louisburg Falls will have access to) and was told that nothing has been actually agreed on with this deal. Councilman Clancy expressed that he would like to wait to make sure everything was in agreement before the Town makes a final decision. Mr. Van Liew stated that everything would be signed and finalized the next day at 10:30am. Mayor Neal made a motion to table the amendment till Thursday May 4, 2023 for a Special Called Meeting at 7:30pm at Town Hall Chambers; seconded by Councilman Russell. The motion passed without objection. Resolution to Declare 2008 Dodge Durango Surplus and Donate to Mitchner's Crossroads Volunteer Fire Department. The 2008 Dodge Durango that is currently attached to the Town's Fire Department has reached the end of its effective vehicle life for use by the Department and is no longer desirable to be kept within the Fire Department's fleet. At the request ofthe Mitchiner's Crossroads Fire Department, the Town was asked if they would consider donating the vehicle for their use as a supplemental fleet vehicle. Currently, the vehicle has over 160K miles ofwear and use. For this reason, the Town's Fire Department has requested it be declared surplus and disposed of by means ofthis donation. Councilman Clancy made the motion to donate the 2008 Dodge Durango Truck to Mitchiner's Crossroads Fire Department; seconded by Councilwoman Wright. The motion passed without objection. Resolution for Annexation of Green Hill Subdivision- Phase 4. This resolution is to initiate the first step of a 3 step process for the annexation process regarding Phase 4 of the Green Hill Subdivision. Phase 1-3 have already been annexed into the Town. The Phase 4 development has already been properly zoned and obtained preliminary plat approval. This Phase contains 174 dwelling units comprising a mix of single-family dwellings and town homes. Councilman Russell made the motion to approve the resolution for annexation of Green Hill Subdivision Phase 4; seconded by Councilwoman Stewart. The motion passed without objection. Discussion of Proposed Food Truck Ordinance The Town has an existing regulation that controls the location of food trucks which was adopted in August 2017. This regulation food trucks to the Downtown area and required that the site be on private property associated with a related business and have a power connection for the site. In effect, these regulations created only on spot in Downtown that was usable. The new proposed ordinance expands the number of sites and allows for locations on publicly owned property where the Town will have power connections. It further creates a more robust set of rules and permitting procedures that addresses other aspects of food trucks including ice cream trucks and pushcarts. Ice cream trucks and pushcarts would have to bring a planned route to the Town for approval. The time that the ice cream trucks are not allowed was 6PM till 10AM. These times are negotiable. The schools are not allowed to have any food trucks on the property while during school hours due to state laws. They are given monies from the state for their food services and a food truck could jeopardize that. However, events after school hours such as ball games, they are allowed. Now the school gives the permission to the food truck and then the Town will follow up with a permit. The fee fori these permits can also discussed during the budget process. 6 Discussion of 109 N Church Street-Sale of Property The Louisburg Town Council previously voted to place 109 N. Church Street on the market to see what offers might be generated. The Town has received an offer of $221,000.00 which is the appraisal amount. The cost involved to renovate this facility totaled $205,217.85. Ifthe Town Council accepts this offer, staff will take the appropriate steps to begin the sale process. Councilman Clancy made the motion to sale the property at 109 N Church Street; seconded by Councilwoman Wright. The motion passed without objection. Resolution to Award A/E Contract for Depot Hill The Town of Louisburg advertised a RFP for architectural and engineering services at Depot Hill. Four proposals were received and a three-member review committee scored them based on selection criteria. Each submission met the requirements for the RFP and was ranked as follows: Oakley-Collier (ranked first), Design Development (ranked second), 310 Architecture & Interiors (ranked third) and Summit Design & Engineers (ranked forth) based on the selection criteria. Recommendation to award the contract for architectural and engineering services to Oakley- Collier Architects to perform design and construction management services for the renovation of Depot Hill. The resolution directs the Town Administrator to engage in contract negotiations with Oakley-Collier, whereby if contract terms cannot be reached, the Town Administrator is to proceed with negotiations with the next firm in the order of their ranking. Councilwoman Stewart made a motion to approve the Resolution to accept Oakley-Collier Architects to perform design and construction management services; seconded by Councilwoman Wright. The motion passed without objection. Resolution to Adopt Records Retention and Disposition Schedule By state law, the Town is required to adopt a records retention and disposition schedule. This is a policy that defines how long items must be kept and provides disposal guidelines for how data items should be discarded. Councilman Clancy made a motion to adopt the records retention and disposition schedule; seconded by Councilman Russell. The motion passed without objection. Appointment to NCEMPA Board of Commissioners The Town of Louisburg holds a commissioner seat on the NCEMPA Board of Commissioners. This position is appointed and approved by the Town Council. Typically, the Town Administrator holds the commissioner's seat and a first alternate commissioner is appointed in case the commissioner is not available to attend the meetings. I am requesting that the first alternate commissioner at this time to be Ryan Murray. Councilwoman Wright made a motion to appoint Sean Medlin, Town Administrator as commissioner and Ryan Murray, Electric Superintendent, as the first alternate commissioner; seconded by Councilman Dickerson. The motion passed without objection. The Mayor followed with administering Oath's to them both. Resolution to Establish Bond Amount for Finance Officer North Carolina Session Law 2022-53 modified the bonding requirements of local government Finance Officers established in NC GS 159-29 Since 2005, the statue required a bond "not less than $50,000". The statue now requires that the bond amount fixed by the governing board may not be less than the greater of the following: *Fifty thousand dollars ($50,000) * An amount equal to 10% of the unit's annually budgeted funds, up to one million dollars ($1,000,00) 7 The annually budget funds for the Town ofLouisburg for Fiscal Year 2023 is currently around $17.4 million. 10% of this amount is $1,740,000, which is greater than what is required by the statue. (Bondage will cover the Town up to $1,000,000 if for some reason the Finance Director is miss handling funds). Mr. Carden had a quote from Hodges Insurance for 1 year $3,500.00 and 3 year $8,925.00. Councilwoman Stein made a motion to approve the Resolution for the $1,000,000 bond at the three-year rate of $8,925.00 from Hodges Insurance; seconded by Councilman Clancy. The motion passed without objection. Resolution to Loan from the NC Clean Water State Revolving Loan Fund The Town ofLouisburg has need for and intends to construct, plan for, or conduct a study in a project described as the Water Reclamation Facility (Sewer Plant) Nos. 1 and 3 Rotor Replacement and the Town ofLouisburg intends to request State Loan and/or grant assistance for the project. Both of these were placed in the same time as Rotor's 2 and 4 which we just replaced. Mayor Neal made a motion to approve the Resolution to Loan from the NC Clean Water State Revolving Loan Fund; seconded by Councilwoman Wright. The motion passed without objection. Resolution to Award the Final Bid for Surplus Property There was only one bid received for the property located at the corner of West River and S. Main Street identified as Franklin County Tax Map Parcel Numbers 015361, 015357 and 016187 in the amount of $26,000 from Mr. Michael Liter. Councilman Clancy made a motion to accept the bid; seconded by Councilwoman Stein. The motion passed without objection. Discussion to move Council Meetings back to Town Hall Council Chambers Councilwoman Stein stated that at last month's meeting, there was some discussion about returning back to Town Hall for the monthly meetings. There has been mentioned of difficulty in hearing from the Board and the citizens. If was asked to have microphones in place at last month's meeting and nothing has been done. She is thankful that the meetings are being audio recorded and put on our website and was hoping to have it video and placed on a YouTube channel. This also hasn't been done. Councilwoman Stein is making a motion to move the monthly meetings back to Town Hall to the Council Chambers. Town Administrator stated that he had looked into buying equipment as far as mics and speakers and it was very costly, around $5,000.00. The equipment that the Town owns is not proficient to work in the training room. Councilman Russell expressed that he has a hard time hearing and has asked for three years to have some kind of equipment to be set in place to help him. Councilwoman Stewart also agreed that she had problems hearing at the meetings and have had citizens to call her and complain that they could not hear what was being said. She also expressed that she thought we should hold the meeting where all citizens could come and have plenty of room. She suggested to have a system put in place before the next meeting, at the training center. Councilwoman Wright also agreed that something needed to be done to help with the hearing. She was under the impression that we would have microphones available at this meeting. Councilman Russell seconded the motion to move the meetings back to Town Hall Council Chambers. Councilmen Dickerson, Clancy and Russell along with Councilwoman Stein voted Yes. Mayor Neal and Councilwomen Stewart and Wright voted No. The motion passed with a vote of4 yes to 3 no. Mayor Neal made a motion to have a sound system with microphones and speakers in place in the Council Chambers before the next Town meeting up to $5,000.00; seconded by Councilwoman Wright. Mayor Neal, Councilmen Dickerson, Russell and Clancy along with Councilwomen Wright and 8 Stewart voted Yes. Councilwoman Stein voted No. The motion passed with a vote of 6 yes and 1 no. Budget Amendment #3 The following budget amendment is being presented from Mr. Reuben Cardin, Town Finance Director, to modify the General, Electric, Water, & Sewer fund budgets for the accounts listed. Increase Building Maintenance (10-420-1500) by $18,000 for tree clearing at cemetery. Increase Transfer to Water/Sewer (10-420-9001) by $325,000 for the transfer OfARPA funds to the Sewer Fundj for the replacement ofrotor tubes. Increase Uniforms (10-510-3600) by $7,500 for new hires. Increase Powell Bill (10-570-4500) by $10,000for street repairs. Decrease Electric Operations Capital Outlay 30-832-600) by 8240,000. Delivery of bucket truck is not expected until Fiscal Year 2024. Increase Electric Maintenance of Lines 30-832-7600) by $5,000 to cover expenses related to the LED. light grant from Electricity's. Increase Electric Capital-Lines (30-832-7700) by $100,000 to cover materials & labor related to Green Hill Phase 1. Increase Depreciation Expense budget for Electric, Water, & Sewer. funds. Amounts are estimated based on previous years. Councilman Clancy made the motion to approve fiscal year 2023 budget amendment #3; seconded by Councilwoman Wright. The motion passed without objection. Administrator's Report Sean Medlin, Town Administrator, reported to the Board that the March financials for both Louisburg and Louisburg ABC Store are forth coming. He is working with the Town's Engineer to secure funding for the two remaining rotor tubes at the Wastewater Facility. Staffis working diligently on Fiscal Year 2023-24 budget. As mentioned last month, the Town procured a software management program to automate out cemetery records. This is moving forward with great success! Completed some necessary work at Cemetery on the Hill to better position us for maintenance contract work. Paving along South Elm Street is complete, as well as patching throughout Town. He will start to get prices on the permanent generators at the sewer plant. MAYOR'S REPORT Mayor Neal reported that he picked up trash with Ms. Armenta Eaton, and others along the road dedicated to Ms. Rosemary Eaton. He got the chance to visit with Congressman Don Davis. He was in Town volunteering putting bags together at the food bank. He expressed to the Mayor that his office is always open. Mayor Neal told everyone that he had a website hchaksmshrivsise Police & Fire Report Police Chief Jason Abbott reviewed his report with the Board. Officer Josh Justice has successfully completed the state mandated training for certification through VGCC. Next step is taking the Law Enforcement Officer's State Exam in May. Congratulations to him! We recently hired Officer Dillon Mancini this month. We are 75% oft the way through the fiscal year of budget. The USDA Grant/Loan for 4 police vehicles is finally done. The server in the police station was replaced this past month at a cost ofjust under $10k. This was acquired with grant funds as part of a $25K IT Grant Project through the NC GCC. We will begin to replace aged computers in the station next. 9 Public Comments Bobby Cooper 701N Main, he is glad to see the deliberation in the Council being done in the public eye and not in secret succession as in the past. Johnny Clifton 114 Fox Park Rd, he will be glad to help with the sound system. Joyce Neff203 Johnson, we can'tg go farifwe are for something in a meeting then against it at the next meeting. She is referring to going to Town Hall for meetings. Jermain Waltour 105 N Main St, first time coming to a Town meeting, thought it would have been a little more progressive. He thought the proposal for Louisburg Falls was a great idea, he thought it would give people a nice place to go and eat, walk, bike.. .as of now the Town has nothing to offer for younger people. Council Comments Councilwoman Stewart thanked everyone for coming. She likes to have input from everyone. Councilwoman Stein, next week ball season starts and they are looking for some score keepers. Cemetery on the Hill looks amazing. There was an announcement at the last meeting that items in the cemetery that weren't allowed need to be picked up by June 1st. Any one that has leaves by the curb, needs to bag them. Leaf pick up season is over. Councilwoman Wright, attended the COG Board Meeting. April 11th the Region K did their Regional Directors meeting for the budget. She was able to lead the meeting due to the director not being able to call in. She has also visited the senior center. Councilman Russell thanked everyone for coming out. He asked for the citizens to continue to reach out with any concerns. Mayor Neal asked for a motion to adjourn. Councilman Clancy made the motion to adjourn; seconded by Councilwoman Wright. The motion passed without objection. Submitted; Pamela Perry NCCMC, CMC /0 Special Called Meeting Minutes Council Chambers 110 W Nash Louisburg NC, 27549 May 4, 2023 7:30pm The Louisburg Town Council met on Thursday May 4, 2023 at 7:30 PM in the Council Chambers, located at 110 W. Nash St, Louisburg NC 27549. Mayor Christopher Neal welcomed and thanked everyone for coming out to the meeting. Roll Call Mayor Christopher Neal, Town Administrator Sean Medlin, Town Clerk Pamela Perry, and Councilmen Dickerson, Clancy and Russell along with Counciwomen Stein, Wright and Stewart were all present. Invocation Councilwoman Wright gave the invocation. Pledge of Allegiance Mayor Christopher Neal asked everyone to remain standing for the Pledge of Allegiance. Adoption ofan Ordinance Amending the Zoning Map for Louisburg Falls At the last Board meeting this Ordinance was voted to be tabled in order for the applicant to secure more information from his business associates, as well as some adjoining property owners. Mr. Van Liew with Global Real Estate Strategies told the Board that the agreement still hadn't been signed like he had said at the previous meeting. They are wanting to get Jay Patel the seller into the agreement. He reached out the Mr. Patel seven days ago and he just responded back last night. Miles Freeman and Dr Goodson will be meeting with everyone to move things along with an agreement among all parties related to the spike strip. Mayor Neal asked Mr. Van Liew ifhe thought the documents would be signed by the next Board meeting on May 15th, 2023. Mr. Van Liew stated with lawyers involved that he would not be certain ofa timeline. Councilwoman Stewart asked if the seller was ready to actually sell? Mr. Van Liew said that he was. Councilman Clancy asked if an agreement came between Dr. Goodson and Miles Goodson, how much control would they have over the project? The only control would be over the spike strip at the traffic light. Councilwoman Stein was concerned about having more residential than commercial units. In particular, at the corner of Fox Park and 401.Mr. Van Liew assured her that things can certainly change as this project progresses and may change to more commercial units. This is a 7 to 10-year project. The market and economy will certainly change. Councilman Clancy also stated his concern regarding residential over commercial. He has had more citizens to approach him wanting more things to do in Louisburg, like bars and restaurants. Councilwoman Stewart stated that she believed the Town needed more residents to make the restaurants come. Councilman Russell asked why couldn't we keep the original plan, and once the agreement is signed regarding the spike strip, ever how long that may be, we proceed then. Instead oftabling this to another meeting. Mr. Van Liew stated that the as he mentioned at the last meeting, the original is not financeable. Councilwoman Stewart asked for a motion to table this in order to get all agreements and signatures in order till June 19, 2023 Council meeting; seconded by Mayor Neal. Mayor Neal, Council Members Wright and Stewart voted Yes. Council Members Dickerson, Clancy, Russel and Stein voted No. Motion die with a vote of3 yes and 4 no. Councilman Clancy made a motion to go with the original plan that was previously approved by Town Council; seconded by Councilman Russell. Council Members Dickerson, Clancy, Russel and Stein voted Yes. Mayor Neal, Council Members Wright and Stewart voted No. Motion passed with a vote of 4 yes and 3 no. Resolution to Declare 109 North Church Street as Surplus Louisburg Town Council declares the property at 109 South Church Street, also known by Tax Map Parcel ID 016204, as surplus property and directs the Town Administrator to dispose of said property through the upset bid process. Councilwoman Stein made a motion to declare 109 North Church Street as Surplus; seconded by Councilwoman Wright. The motion passed without objection. Public Comments Joyce Neff 203 John St, shocked by the Towns decision. Why would a firm want to come in a focus on residential and the Town needs commercial for revenue? She has seen an opioid settlement money in the paper, more than 3 million dollars. There is a coordination group that is distributing the money and the police department is not on there. Councilman Clancy replied that it would be handled by the County. Councilwoman Stewart suggested that maybe Mr. Medlin could send a letter to the County requesting funds for the Police Department. Johnny Clifton 114 Fox Park Rd, he is in support of] Louisburg Falls, he would like to see more eating places in Louisburg. Lisa Hinton 101 E Noble St, what is the price range oft the houses for Louisburg Falls and in Green Hill? Planning and Zoning Director Phillip Slayter replied 300-400 range. Mayor Neal asked for a motion to adjourn. Councilman Clancy made the motion to adjourn; seconded by Councilwoman Stewart. The motion passed without objection. Submitted; Pamela Perry NCCMC, CMC 2 TOWN LOUISBURG II NORTH CAROLINA Charming Since 1779 MEMORANDUM TO: TOWN COUNCIL FROM: Philip Slayter, Planning Administrator DATE: May 10, 2023 RE: Green Hill Subdivision, Phase 4 REQUEST: Affixing the Date for Public Hearing to Annex Green Hill Subdivision, Phase 4 BACKROUND: This resolution is to 2 step in the annexation process regarding Phase 4 of the Green Hill Subdivision. The findings by the Town Clerk affirming that the requirements for annexing has been by met by the applicant will allow this action to proceed. The Phase 4 development has already been properly zoned and obtained preliminary plat approval. This Phase contains 174 dwelling units comprising a mix of single-family dwellings and town homes. COUNCIL ACTION: Motion To Approve the Resolution setting the Public Hearing for June 19th. 13 CERTIFICATE OF SUFFICIENCY To the Town Council of the Town of Louisburg, North Carolina: I, Pamela Perry, Town ofl Louisburg Town Clerk, do hereby certify that I have investigated the attached petition and hereby make the following findings: 1. The petition contains an adequate property description of the area proposed for annexation. 2. The area described in the petition is contiguous to the Town ofI Louisburg primary corporate limits, as defined by G.S. 160A-31. 3. The petition is signed by and includes addresses of all owners of real property lying in the area described therein. In witness whereof, I have hereunto set my hand and affixed the seal oft the Town of Louisburg, this 15th day ofMay, 2023. Pamela Perry, Town Clerk 14 RESOLUTION NO. 2023-R- [A Resolution Fixing Date of Public Hearing on Question of Annexation of Greenhill Subdivision Phase 4 Pursuant to G.S. 160A-31] WHEREAS: 1. A petition requesting annexation of the area described herein also known as Greenhill Subdivision Phase 4 has been received; and 2. The Town Council has by resolution directed the Town of Louisburg Town Clerk to investigate the sufficiency oft the petition; and 3. Certification by the Town ofl Louisburg Town Clerk as to the sufficiency of the petition has been made; NOW THEREFORE BE IT RESOLVED BY THE TOWN OF LOUISBURG TOWN COUNCIL DULY ASSEMBLED THAT: 1. A public hearing on the question of annexation of Greenhill Subdivision described herein will be held at Council Chamber, Town Hall, 110 West Nash Street, Louisburg, NC at 7:30 PM, June 19, 2023. 2. The area proposed for annexation is described is described as follows: Beginning at a point, said point being an existing iron pipe located S 08°48'32" E a distance of452.43'. from the intersection ofNC Hwy 39 and Club Road; Thence N 88°01'09". E a distance of357.86'to a concrete monument; Thence N 87054'46" E. a distance of321.80' to a point; Thence N. 87953141"Ea distance of2179.74'to a point on the bank ofthe Tar River; Thence along the Tar River the following bearings and distances: Thence S 19°39'00"E a distance of 133.77; Thence S 46°25'58" E. a distance of166.4 40'; Thence S 81 004'15" Ea distance of186.74); Thence S 86930'42" E a distance of107.11; Thence N 60°51'24" E a distance of72.73'to a; Thence N 76°26'29"E a distance of111.24'; Thence S 25°46'19" E a distance of190.53'; Thence S 05°33'18" W a distance of 376.65'to a point; Thence leaving the top bank ofthe Tar River S 87056'44" W a distance of83.98'to a concrete monument; Thence S 87056'44" W a distance of 292.02'to an existing iron pipe; Thence S 87°54'51" W a distance of250.19' to an existing iron pipe; Thence S 88°00'29" W a distance of134.82' to a; Thence S 88°01'24" W a distance of180.09'to an existing iron pipe; Thence S 87959'19" W a distance of224.51'1 to an existing iron pipe; Thence S 87056'27" W. a distance of 178.96' to an existing iron pipe; Thence S 87056'51" W a distance of1789.94'to an existing iron pipe; Thence S 87057'54" W a distance of224.64' to an existing iron pipe; Thence S 88°06'20" W. a distance of134.98'1 to an existing iron pipe; Thence S 875859" W. a distance of225.08' to an existing iron pipe; Thence S 87°57'21" W a distance of225.06' to a concrete monument; Thence S 8705957" W a distance of313.75' to an existing iron pipe; Thence S 87°57'25" W. a distance 15 of313.38' to an existing iron pipe; Thence S 8705650" W. a distance of428. 48' to an existing iron pipe; Thence N 00°17'00" W. a distance of 150.41'to an existing iron pipe; Thence N07927'30" E a distance of86.44'to an existing iron pipe; Thence N04910'05" W. a distance of199.22' to a new iron pipe; Thence N 38044'45" E. a distance of43.24'to a new iron pipe; Thence N 84°48'08" W a distance of 185.50' to a new iron pipe on the eastern right ofway ofNC Hwy 39; Thence along said right ofway N 06040'45" E a distance of15.00' to a point; Thence along a curve to the left with an arc length of105.50, with a radius of 15,814.03, with a chord bearing ofN 04058'09" E and a chord length of105.50' to a point; Thence along a curve to the left with an arc length of171.85 with a radius of4,147.50; with a chord bearing ofN 02°01'50" E, and a chord length of 171.83', to the point and place of Beginning; Containing an area of2,544,914 square feet, 58.423 acres as shown on a survey prepared by CMP Professional Land Surveyors, dated. January 9, 2023. 3. Notice of the public hearing shall be published once in the Franklin Times, a newspaper having a general circulation in the Town ofLouisburg, at least ten days (10) prior to the date of the public hearing. ATTEST: SIGNED: Pamela Perry, Town Clerk Christopher L. Neal, Mayor DATE 1 TOWN LOUISBURG III N O R T H CAROLIN. A Charming Since 1779 TO: TOWN COUNCIL FROM: Philip Slayter, Planning Administrator DATE: May 10, 2023 RE: Upset Bid Award for 109 North Church Street REQUEST: At the April 2023 Regular Council Meeting, the Council directed the Town Administrator to initiate the process to sell the 109 North Church Street property. The property was listed in the newspaper per state statute and upset bid process was conducted. The bid process closed with the highest bidder, Ms. Samantha Coleman as the winner of the bid. COUNCIL ACTION: Approval of the Resolution awarding Ms. Coleman the upset bid of $221,000 for 109 North Church Street. 7 RESOLUTION NO. 2023-R- [A Resolution to Award the Final Bid for Surplus Property] WHEREAS: 1. The Town ofLouisburg owns certain real estate that it deems no longer desirable to own for governmental purposes, specifically 109 North Church Street; and 2. This Council declared the property surplus and to dispose of the property using the upset bid process in conformance with the North Carolina General Statute ("NCGS") Chapter 160A, Article 12; and 3. The Town ofLouisburg ran a public notice in the Franklin Times on April 27, 2023 announcing the upset bid process for the item. NOW THEREFORE BE IT RESOLVED BY THE TOWN OF LOUISBURG TOWN COUNCIL DULY ASSEMBLED THAT: 1. That there was only one bid received for the property located at 109 North Church Street in the amount of $221,000 from Samantha Coleman. 2. The Town Administrator is hereby directed to dispose oft the surplus property consistent with NCGS Ch. 160A, Art. 12 and perform all necessary steps associated with its sale to the aforementioned high bid. ATTEST: SIGNED: Pamela Perry, Town Clerk Christopher L. Neal, Mayor DATE 8 TOWN LOUISBURG III NO - R T H CAROLIT N A Charming Since 1779 TO: TOWN COUNCIL FROM: Philip Slayter, Planning Administrator DATE: May 12, 2023 RE: Ordinance to Adopt Food Truck Regulations REQUEST: Initiated by a public appeal to Town Council some two years ago, a new set of controls regulating food trucks has been prepared. In March 2023 the Planning Board voted to advance the regulations to Town Council for action. At the April Council meeting the regulations were introduced to allow for comment. No additional feedback has been received. These new rules would expand the number of sites Downtown and at. Joyner Park as well open the opportunity for their use at Louisburg College, the Vance-Granville Community College and School District property. COUNCIL ACTION: Approval of the Ordinance adopting the new regulations which replaces the 2017 rules. 19 ORDINANCE NO. 2023-O- [An Ordinance to Amend the Town of Louisburg's Code of Ordinances, Chapter 12, Article I, Section 12-1, Repeal and Replacing Section 12-1] WHEREAS: 1. The Louisburg Code of Ordinances, Chapter12, Article I, Section 12-1 provides for the regulation of food trucks within the Town limits; and 2. That since its adoption in 2017, the Town ofLouisburg has significantly changed in population and the number of households; and 3. That with the changes in the Town's development, the Town has seen an increase in the public's desire for a variety of food outlets and dining options; and 4. That the Town Council seeks to modify the current regulations to ensure the wider availability of food dining options. NOW THEREFORE BE IT RESOLVED BY THE TOWN OF LOUISBURG TOWN COUNCIL DULY ASSEMBLED THAT: 1. Section 12-1 of Article I, Chapter 12 of the Town ofLouisburg Code of Ordinances is hereby repealed and replaced with the new provisions as contained herein as Exhibit A attached and which are to take effect June 15, 2023. 2. All provisions of other Town Ordinançes in conflict with this Ordinance are hereby repealed. 3. In any provision of this Ordinance or the application thereof to any person or circumstance is held invalid, the invalidity does not affect other provisions or applications oft the Ordinance which can be given effect without the invalid provision or application and to the end, the provisions of this Ordinance are severable. ATTEST: SIGNED: Pamela Perry, Town Clerk Christopher L. Neal, Mayor DATE 20 EXHIBIT A CHAPTER 12 Article I: FOOD TRUCK SALES Section 12-1. Intent (1) The Town Council of the Town of Louisburg finds that allowing food truck businesses to operate in Louisburg would promote diversification oft the Town's economy and employment opportunities, and would support the incubation and growth of start-up businesses, consistent with the goals of the Town's Comprehensive Plan. (2) North Carolina General Statute 160A-174 grants cities the power to define, prohibit, regulate, acts, omissions, or conditions, detrimental to the health, safety, or welfare of its citizens and the peace and dignity of the city through the creation of ordinances. Section 12-2. Definitions. The following words, terms and phrases, when used in this article, shall have the meanings ascribed to them in the section, except where the context clearly indicates a different meaning: Mobile Food Truck. A motorized vehicle or pushcart that is designed and operated for the purpose of preparing and or selling food and or non-alcoholic beverages to the general public on a recurring basis and is to be readily moved. Mobile Food Vendor. A person or persons that prepare or serve food and/or beverages for sale to the general public on a recurring basis from a vehicle-mounted, vehicle-towed or vehicle-carried food service establishment designed to be readily moved and shall be either a motorized mobile food vendor, pushcart mobile food vendor, non-profit on-premises mobile food vendor, or a nonprofit off-premises mobile food vendor. Mobile Ice Cream Truck. A motorized vehicle in which ice cream, popsicles, ice sherberts, or other frozen desserts or any other prepackaged snack food items of any kind are carried for the purpose of retail sale on public streets. Non-Mobile Food Vendor. A vendor conducting outside sales of food or beverage, regardless of whether such sales are associated with an existing business, without the use or aid of a mobile food truck or pushcart. Pushcart. Any non-motorized piece of equipment from which a vendor prepares and or sells food and or non-alcoholic beverages to the general public on a recurring basis and is to be readily moved. Regulatory Fee. A fee assessed to cover the cost of regulating a particular business activity that is assessed to the particular business being regulated. a1 Section 12-3. Authorized Locations and location restrictions for Mobile Food Trucks and Pushcarts. Mobile Food Trucks may only conduct business in designated spaces as determined and approved by the Town at the following locations: 1. Joyner Park - 2 Spaces 2. West Johnson Street Lot - 4 Spaces 3. North Main Public Hall (Mini Mart) - 2 Spaces 4. Louisburg College with College permission - unlimited 5. Franklin County Public Schools with District permission unlimited 6. Vance-Granville Community College with College permission - unlimited Hours of operation are restricted to 9:00 AM to 10 PM, Monday to Sunday. Mobile Food Trucks on private property that are rented as catering services where no sales are conducted or Trucks participating in a Town sponsored event are exempt from the location requirements of Section 12-3. Mobile Ice Cream Trucks are permitted to operate on streets within Town limits subject to the following restrictions: 1) may not conduct sales at a stationary location for a duration exceeding 10 minutes per location, 2) may not operate between the of 6:00 PM and 10:00 AM, 3) may not operate without an approved route accompanied with a Town permit. Section 12-4. Public Safety and Nuisance Prevention. 1. Food truck vendors shall provide documentation of approval from the health department of the County in which the food truck's associated commissary restaurant is located. 2. Temporary connections to potable water are prohibited. Vendor must connect to Town electrical power if power is needed. Applies to Town-owned property only. 3. Grease must be contained and disposed of in the sanitary sewer associated commissary. 4. Food trucks must have the following fire extinguisher on board during hours of operation: minimum Class 2A, 10B, and Crated extinguisher. fi food preparation involves deep frying, a Class K fire extinguisher must also be on the truck. Fire extinguishers shall be maintained pursuant to NFPA standard 10. 5. A food truck vendor shall not operate the food truck as a drive-in window. 6. Generators are not allowed. 7. Each food vendor is responsible fori their own waste collection and disposal. 8. Where the food truck operates after dark, the food truck vendor shall provide appropriate lighting around the truck. 22 9. No signage shall be allowed other than signs permanently attached to the motor vehicle and a portable menu sign no more than 6 square feet in display area on the ground in the customer waiting area. 10. Vendors shall not broadcast music or loud advertisements. 11. Vendors shall not provide customer seating. Applies to Town-owned property only. Section 12-5. Permit Required. Requirements for mobile food vendors within the Town of Louisburg: 1) Vendors mush have a current permit from a County Health Department in North Carolina (except ice and ice cream vendors which are not regulated by the Health Department). 2) Vendors must obtain a permit valid for 60 days from the Town of Louisburg and pay a regulatory fee as set by the Town's current fee schedule. Permits are per calendar year and valid from January 1st to December 315t. Town permits must be displayed on the vehicle and visible to the public. 3) Provide Certificate of Insurance for $1,000,000 naming the Town of Louisburg as Additional insured listed as Town of Louisburg, 110 West Nash Street, Louisburg, NC 27549. Applies only to Town-owned property or public rights-of-way. 4) Signed Town of Louisburg Hold Harmless Agreement. Applies only to Town-owned property and public rights-of-way. 5) Permits may not be transferred, sold or leased to another vendor. 6) Each vendor is limited to one rental space per 60 day period. The Town reserves the right to issue only one permit per individual vendor during any calendar year. 7) All previous Town food truck permits must come into compliance with the terms of this Section within 30 days of adoption of this Ordinance. Section 12-6. Taxation. Food Truck Vendors shall comply with all local, county, and state retail sales tax regulations, including food and beverage tax regulations. Section 12-7. Suspension and Revocation of Permit. 1. The permit issued for the food truck business may be revoked if the vendor violates any of the provisions contained in this Article. 2. The Town Administrator may revoke a permit if he or she determines that the food truck vendor's operations are causing parking, traffic congestion or litter problems either on or off the 03 property where the use is located or that such use is otherwise creating a danger to the public health or safety. 3. The Town Administrator reserves the right to temporarily suspend food truck permits during times of special events sponsored by the Town. Section 12-8. Penalties and remedies. Operation of any mobile food vending unit in violation of this article shall result in the assessment of a civil penalty as prescribed in Section 1-10 as amended, Town of Louisburg Code of Laws. Sections 12-8. - 12-18. Reserved. 24 TOWN /LOUISBURG III N O R T H CARO LI N A Charming Since 1779 TO: TOWN COUNCIL FROM: Philip Slayter, Planning Administrator DATE: May 10, 2023 RE: American Rescue Plan Act of 2021 - Required Policies REQUEST: The American Rescue Plan Act (ARPA) is the federal umbrella legislation that funds the Coronavirus State and Local Fiscal Recovery Fund (CSLFRF) which is the source of both direct federal funds and state pass-through funds. The Town of Louisburg received approximately $1.15 M in a direct allocation from the federal government, as well as, awarded another $450,000 from the NC Department of Commerce as part of their Rural Transformation Grant Program. The Department of Commerce's Rural Transformation Grant Program is funded by ARPA monies. A condition for receiving these funds is the adherence to a variety of federal regulations and laws by which the Town is required to adopt in the form of policies. These "cross-cutting" requirements are a common legal mechanism by which the federal and state governments use to promote their own policy objectives and foster their implementation at a local level. In summary, the Town is required to adopt these policies = all which relate to a series of financial controls and policies affecting the use and/or misuse of ARPA funds. COUNCIL ACTION: Approval of the Resolutions will enable the Town to use the ARPA funds received and remain in compliance with federal and state guidelines for its use. 25 RESOLUTION NO. 2023-R- [A Resolution to Adopt ARPA Policies Related to Records Retention, Nondiscrimination and Conflict of Interest] WHEREAS: 1. The Town of Louisburg has received an allocation of funds from the "Coronavirus State Fiscal Recovery Fund" or "Coronavirus Local Fiscal Recovery Fund" (together "CSLFRF funds"), established pursuant to Sections 602 and 603 of1 the Social Security Act, as added by Section 9901 of the American Rescue Plan Act of 2021, Pub. L. No. 117-2 (the ARP/CSLFRF award"); and 2. CSLFRF funds are subject to regulations promulgated by the U.S. Department of Treasury ("Treasury"), among others; and 3. Pursuant to the ARP/CSLFRF Award Terms and Conditions, and as a condition of receiving CSLFRF funds, the Town of Youngsville has agreed to follow all federal statutes and regulations prohibiting discrimination in its administration of CSLFRF under the terms and conditions of the ARP/CSLFRF award, including, without limitation, the following: a) Title VI of the Civil Rights Act of 1964 (42 U.S.C. $8 2000d et seq.) and Treasury's implementing regulations at 31 C.F.R. Part 22, which prohibit discrimination on the basis of race, color, or national origin within programs or activities receiving federal financial assistance; b) Title VIII ofthe Civil Rights Act of 1968 (42 U.S.C. SS 3601 et seq.) (the "Fair Housing Act"), which prohibits discrimination in housing on the basis of race, color, religion, national origin, sex, familial status, or disability; c) Section 504 ofthe Rehabilitation Act of 1973, as amended (29 U.S.C. $ 794), which prohibits discrimination on the basis of disability under any program or activity receiving Federal financial assistance; d) The Age Discrimination Act of 1975, as amended (42 U.S.C. SS 6101 et seq.), and Treasury's implementing regulations at 31 C.F.R. Part 23, which prohibit discrimination on the basis of age in programs or activities receiving federal financial assistance; and e) Title II oft the Americans with Disabilities Act of 1990, as amended (42 U.S.C. $8 12101 et seq.), which prohibits discrimination on the basis of disability under programs, activities, and services provided or made available by state and local governments or instrumentalities or agencies thereto; and 4. On April 17, 2023, the Town of Louisburg adopted records retention and disposition policies promulgated by the North Carolina Department of Natural and Cultural Resources ("DNCR") for Local Agencies; and 26 5. The Town now wishes to add to its adopted schedules to incorporate requirements set by Treasury for records relating to CSLFRF funds, to the extent such retention periods are longer than any applicable periods set forth in the previously adopted DNCR schedules; and 6. The Town previously adopted a Conflict of Interest Policy compliant with the requirements of 2 C.F.R. S 200.318(c) and applicable North Carolina law, and desires its Conflict of Interest Policy to be read in the light most consistent with 2 C.F.R. $ 200.318(c) in connection with the expenditure of CSLFRF funds. NOW THEREFORE BE IT RESOLVED BY THE TOWN OF LOUISBURG TOWN COUNCIL DULY ASSEMBLED THAT: 1. That the following Town ofLouisburg policies shall be amended as set forth in the attached documents as listed: (1) Records Retention Policy (2) Nondiscrimination Policy (3) Conflict of Interest Policy ATTEST: SIGNED: Pamela Perry, Town Clerk Christopher L. Neal, Mayor DATE 27 TOWN LOUISBURG - N O R TH CARO LI N A Charming Since 1779 Town ofLouisburg Record Retention Policy: Documents Created or Maintained Pursuant to the ARPA/CSLERE Award RETENTION OF RECORDS The Coronavirus Local Fiscal Recovery Funds ("CSLFRF") Award Terms and Conditions and the Compliance and Reporting Guidance set forth the U.S. Department of Treasury's ("Treasury") record retention requirements for the ARPA/CSLFRF award. It is the policy of the Town of Louisburg to follow Treasury's record retention requirements as it expends CSLFRF pursuant to the APRA/CSLFRF award. Accordingly, the Town ofLouisburg agrees to the following: Retain all financial and programmatic records related to the use and expenditure of CSLFRF pursuant to the ARPA/CSLFRF award for a period of five (5) years after all CLFRF funds have been expended or returned to Treasury, whichever is later. Retain records fori real property and equipment acquired with CSLFRF for five years after final disposition. Ensure that the financial and programmatic records retained sufficiently evidence compliance with section 603(c) ofthe Social Security Act "ARPA," Treasury's regulations implementing that section, and guidance issued by Treasury regarding the foregoing. Allow the Treasury Office of Inspector General and the Government Accountability Office, or their authorized representatives, the right of timely and unrestricted access to any records for the purpose of audits or other investigations. Ifany litigation, claim, or audit is started before the expiration ofthe 5-year period, the records will be retained until all litigation, claims, or audit findings involving the records have been resolved. COVERED RECORDS For purposes ofthis policy, records are information, regardless of physical form or characteristics, that are created, received, or retained that evidence the Town ofl Louisburg's expenditure of CSLFRF funds on eligible projects, programs, or activities pursuant to the ARPA/CSLFRF award. Records that shall be retained pursuant to this policy include, but are not limited to, the following: Page 1 of2 28 Town ofLouisburg Record Retention Policy - ARPA/CSLFRF Financial statements and accounting records evidencing expenditures of CSLFRF for eligible projects, programs, or activities. Documentation of rational to support a particular expenditure of CSLFRF (e.g., expenditure constitutes a general government service); Documentation of administrative costs charged to the ARPA/CSLFRF award; Procurement documents evidencing the significant history of a procurement, including, at a minimum, the rationale for the method of procurement, selection of contract type, contractor selection or rejection, and the basis for contract cost or price; Subaward agreements and documentation of subrecipient monitoring; Documentation evidencing compliance with the Uniform Guidance property management standards set forth in 2 C.F.R. $S 200.310-316 and 200.329; Personnel and payroll records for full-time and part-time employees compensated with CSLFRF, including time and effort reports; and Indirect cost rate proposals To the extent any retention period set forth in this policy is shorter than another applicable retention period already set forth in another schedule of the Town's record retention policy, the longer period shall apply. Page 2 of 2 29 TOWN LOUISBURG III N O R TH CARO LII N A Charming Since 1779 Town of Louisburg Nondiscrimination Policy Statement It is the policy ofthe Town of Louisburg to ensure that no person shall, on the ground of race, color, national origin (including limited English Proficiency), familial status, sex, age, or disability, be excluded from participation in, be denied the befits of, or be otherwise subject to discrimination under any program or activity administered by the Town ofLouisburg, including programs or activities that are funded in whole or part, with Coronavirus State and Local Fiscal Recovery Funds ("CSLFRF"), which the Town of Louisburg received from the U.S. Department of Treasury ("Treasury") pursuant to Sections 602 and 603 ofthe Social Security Act, as added by Section 9901 ofthe American Rescue Plan Act of2021, Pub. L. No. 117-2 (herein the "ARP/CSLFRF award"). GOVERNING STATUTORY & REGULATORY AUTHORITIES As required by the CSLFRF Award Terms and Conditions, the Town of Louisburg shall ensure that each "activity," "facility," or "program" that is funded in whole, or in part, with CSLFRF and administered under the ARP/CSLFRF award, will be facilitated, operated, or conducted in compliance with the following federal statutes and federal regulations prohibiting discrimination. These include, but are not limited to, the following: i. Title VI of the Civil Rights Act of 1964 (42 U.S.C. SS 2000d et seq.) and Treasury's implementing regulations at 31 C.F.R. Part 22, which prohibit discrimination on the basis ofrace, color, or national origin under programs or activities receiving federal financial assistance; ii. The Fair Housing Act, Title VIII oft the Civil Rights Act of 1968 (42 U.S.C. $S 3601 et seq.), which prohibits discrimination in housing on the basis of race, color, religion, national origin, sex, familial status, or disability; iii. Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. $ 794), which prohibits discrimination on the basis of disability under any program or activity receiving federal financial assistance; iv. The Age Discrimination Act of 1975, as amended (42 U.S.C. 88 6101 et seq.), and Treasury's implementing regulations at 31 C.F.R. Part 23, which prohibit discrimination on the basis of age within programs or activities receiving federal financial assistance; and 1 22 C.F.R. S 22.3 defines "program" and "activity" as all operations of an entity, including local governments, that receive Federal financial assistance, and the departments, agencies, or special purpose districts of the local governments to which Federal financial assistance is distributed. "Federal financial assistance" includes, among other things, grants and loans of federal funds. "Facility" includes all or any part of structures, equipment, or other real or personal property or interests therein, and the provision of facilities includes the construction, expansion, renovation, remodeling, alteration, or acquisition of facilities. Page 1 of3 30 Town of Louisburg Nondiscrimination Policy V. Title II ofthe Americans with Disabilities Act of 1990, as amended (42 U.S.C. SS 12101 et seq.), which prohibits discrimination on the basis of disability under programs, activities, and services provided or made available by state and local governments or instrumentalities or agencies thereto. DISCRIMINATORY PRACTICES PROHIBITED IN THE ADMINISTRATION OF THE ARP/CSLFRF AWARD To ensure compliance with Title VII of the Civil Rights Act of 1964, and Title 31 Code of Federal Regulations, Part 22, the Civil Rights Restoration Act of 1987, and other pertinent nondiscrimination authorities, the Town of Louisburg shall prohibit, at a minimum, the following practices in its administration of CSLFRF pursuant to the ARP/CSLFRF award: 1. Denying to a person any service, financial aid, or other program benefit without good cause; 2. Providing to aj person any service, financial aid, or another benefit which is different in quantity or quality, ori is provided in a different manner, from that provided to others under the program. 3. Subjecting a person to segregation or separate treatment in any matter related to the receipt of any service, financial aid, or other benefit under the program; 4. Restricting a person in the enjoyment of any advantages, privileges, or other benefits enjoyed by others receiving any service, financial aid, or other benefit under the program; 5. Treating a person differently from others in determining whether that person satisfies any admission, enrollment, quota, eligibility, membership, or other requirement or condition which persons must meet to be provided any service, financial aid, or other benefit provided under the program; 6. Implementing different standards, criteria, or other requirements for admission, enrollment, or participation in planning, advisory, contractual, or other integral activities to the program; 7. Adopting methods of administration which, directly or through contractual relationships, would defeat or substantially impair the accomplishment of effective nondiscrimination; 8. Selecting a site or location of facilities with the purpose or effect of excluding persons from, denying them the benefits of, subjecting them to discrimination, or with the purpose or effect of defeating or substantially impairing the accomplishment of the objectives of Title VI or related acts and regulations; 9. Discriminating against any person, either directly or through a contractual agreement, in any employment resulting from the program, a primary objective of which is to provide employment; 10. Committing acts of intimidation or retaliation, including threatening, coercing, or discriminating against any individual for the purpose ofinterfering with any right or privilege secured by any pertinent nondiscrimination law, or because an individual made a complaint, testified, assisted, or participated in an investigation, proceeding, or hearing. REPORTING & ENFORCEMENT 1. The Town ofLouisburg shall cooperate in any enforcement or compliance review activities by the Department of the Treasury. Enforcement may include investigation, arbitration, mediation, litigation, and monitoring of any settlement agreements that may result from Page 2 of: 3 31 Town ofl Louisburg Nondiscrimination Policy these actions. The Town of Louisburg shall comply with information requests, on-site compliance reviews, and reporting requirements. 2. The Town of Louisburg shall maintain a complaint log and inform the Treasury of any complaints of discrimination on the grounds of race, color, or national origin (including limited English proficiency covered by Title VI of the Civil Rights Act of 1964 and implementing regulations and provide, upon request, a list of all such reviews or proceedings based on the complaint, whether pending or completed, including the outcome. The Town ofLouisburg shall inform the Treasury ifit has received no complaints under Title VI. 3. Any person who believes they have been aggrieved by a discriminatory practice under Title VI has a right to file a formal complaint with the Treasury. Any such complaint must be in writing and filed with the Treasury's Title VI Coordinator within one hundred eighty (180) days following the date of the alleged discriminatory occurrence. 4. Any person who believes that because of that person's race, color, national origin, limited English proficiency, familial status, sex, age, religion, or disability that he/she/they have been discriminated against or unfairly treated by the Town ofLouisburg in violation ofthis policy should contact the following office within 180 days from the date of the alleged discriminatory occurrence: The Town Administrator is charged with overseeing complaints and administering the Town's current Grievance Procedure as defined in the Town's Personnel Policies and Procedures. Page 3 of3 32 TOWN LOUISBURG I N O R TH CARO L I N A Charming Since 1779 Town ofI Louisburg Conflict ofI Interest Policy Applicable to Contracts and Subawards of the Town ofLouisburg Supported by Federal Financial Assistance I. SCOPE OF POLICY a. Purpose of Policy: This Conflict of Interest Policy ("Policy") establishes conflict of interest standards that (1) apply when the Town of Louisburg ("Uni!") enters into a Contract (as defined in Section II hereof) or makes a Subaward (as defined in Section II hereof), and (2) meet or exceed the requirements of North Carolina law and 2 C.F.R. $ 200.318(c). b. Application of Policy: This Policy shall apply when the Unit (1) enters into a Contract to be funded, in part or in whole, by Federal Financial Assistance to which 2 C.F.R. S 200.318(c) applies, or (2) makes any Subaward to be funded by Federal Financial Assistance to which 2 C.F.R. $ 200.318(c) applies. If a federal statute, regulation, or the terms of a financial assistance agreement applicable to a particular form ofFederal Financial Assistance conflicts with any provision of this Policy, such federal statute, regulation, or terms of the financial assistance agreement shall govern. II. DEFINITIONS Capitalized terms used in this Policy shall have the meanings ascribed thereto in this Section I: Any capitalized term used in this Policy but not defined in this Section II shall have the meaning set forth in 2 C.F.R. $ 200.1. a. "Contrac!" means, for the purpose of Federal Financial Assistance, a legal instrument by which the Unit purchases property or services needed to carry out a program or project under a Federal award. b. "Contractor" means an entity or individual that receives a Contract. C. "Covered Individua!" means a Public Officer, employee, or agent ofthe Unit. d. "Covered Nonprofit Organization" means a nonprofit corporation, organization, or association, incorporated or otherwise, that is organized or operating in the State of North Carolina primarily for religious, charitable, scientific, literary, public health and safety, or educational purposes, excluding any board, entity, or other organization created by the State of North Carolina or any political subdivision of the State (including the Unit). Page 1 of 6 33 Town of] Louisburg Conflict of Interest Policy e. "Direct Benefit" means, with respect to a Public Officer or employee of the Unit, or the spouse of any such Public Officer or employee, () having a ten percent (10%) ownership interest or other interest in a Contract or Subaward; (ii) deriving any income or commission directly from a Contract or Subaward; or (iii) acquiring property under a Contract or Subaward. f. "Federal Financial Assistance" means Federal financial assistance that the Unit receives or administers in the form of grants, cooperative agreements, non-cash contributions or donations of property (including donated surplus property), direct appropriations, food commodities, and other Federal financial assistance (except that the term does not include loans, loan guarantees, interest subsidies, or insurance). g. "Governing Board" means the Town Council oft the Unit. h. Immediate Family Member" means, with respect to any Covered Individual, (i) a spouse, and parents thereof, (ii) a child, and parent thereof, (iii) a parent, and spouse thereof, (iv) a sibling, and spouse thereof, (v) a grandparent and grandchild, and spouses thereof, (vi) domestic partners and parents thereof, including domestic partners of any individual in (ii) through (v) of this definition; and (vii) any individual related by blood or affinity whose close association with the Covered Individual is the equivalent of a family relationship. i. "Involved in Making or Administering" means (i) with respect to a Public Official or employee, (a) overseeing the performance of a Contract or Subaward or having authority to make decisions regarding a Contract or Subaward or to interpret a Contract or Subaward, or (b) participating in the development of specifications or terms or in the preparation or award of a Contract or Subaward, (ii) only with respect to a Public Official, being a member of a board, commission, or other body of which the Public Official is a member, taking action on the Contract or Subaward, whether or not the Public Official actually participates in that action. j. "Pass-Through Entity" means a non-Federal entity that provides a Subaward to a Subrecipient to carry out part of a Federal program. k. "Public Officer" means an individual who is elected or appointed to serve or represent the Unit (including, without limitation, any member of the Governing Board), other than an employee or independent contractor of the Unit. I. "Recipien!" means an entity, usually but not limited to a non-Federal entity, that receives a Federal award directly from a Federal awarding agency. The term does not include Subrecipients or individuals that are beneficiaries of the award. m. "Related Party" means (i) an Immediate Family Member of a Covered Individual, (i) a partner of a Covered Individual, or (iii) a current or potential employer (other than the Unit) of a Covered Individual, of a partner of a Covered Individual, or of an Immediate Family Member of a Covered Individual. n. 'Subaward" means an award provided by a Pass-Through Entity to carry out part of a Federal award received by the Pass-Through Entity. It does not include payments to a contractor or payments to a contractor or payments to an individual that is a beneficiary of a Federal program. 0. Subcontract" means mean any agreement entered into by a Subcontractor to furnish supplies or services for the performance of a Contract or a Subcontract. It includes, but is not limited to, purchase orders, and changes and modifications to purchase orders. p. "Subcontractor" means an entity that receives a Subcontract. Page 2 of 6 34 Town ofLouisburg Conflict of] Interest Policy q. Subrecipient" means an entity, usually but not limited to a non-Federal entity, that receives a subaward from a Pass-Through Entity to carry out part of a Federal award; but does not include an individual that is a beneficiary of such award. A subrecipient may also be a recipient of other Federal awards directly from a Federal awarding agency. r. "Unil" has the meaning specified in Section I hereof. III. CONFLICT OF INTEREST STANDARDS IN CONTRACTS AND SUBAWARDS a. North Carolina Law. North Carolina law restricts the behavior of Public Officials and employees ofthe Unit involved in contracting on behalfofthe Unit. The Unit shall conduct the selection, award, and administration of Contracts and Subawards in accordance with the prohibitions imposed by the North Carolina General Statutes and restated in this Section III. i. G.S. $ 14-234(a)(1). A Public Officer or employee of the Unit Involved in Making or Administering a Contract or Subaward on behalf of the Unit shall not derive a Direct Benefit from such a Contract or Subaward. ii. G.S. S 14-234(a)(3). No Public Officer or employee oft the Unit may solicit or receive any gift, favor, reward, service, or promise of reward, including but not limited to a promise of future employment, in exchange for recommending, influencing, or attempting to influence the award of a Contract or Subaward by the Unit. iii. G.S. S 14-234.3. Ifa member of the Governing Board oft the Unit serves as a director, officer, or governing board member of a Covered Nonprofit Organization, such member shall not (1) deliberate or vote on a Contract or Subaward between the Unit and the Covered Nonprofit Corporation, (2) attempt to influence any other person who deliberates or votes on a Contract or Subaward between the Unit and the Covered Nonprofit Corporation, or (3) solicit or receive any gift, favor, reward, service, or promise of future employment, in exchange for recommending or attempting to influence the award of a Contract or Subaward to the Covered Nonprofit Organization. iv. G.S. $ 14-234.1. A Public Officer or employee of the Unit shall not, in contemplation of official action by the Public Officer or employee, or in reliance on information which was made known to the public official or employee and which has not been made public, (1) acquire a pecuniary interest in any property, transaction, or enterprise or gain any pecuniary benefit which may be affected by such information or other information, or (2) intentionally aid another in violating the provisions ofthis section. Page 3 of 6 35 Town ofLouisburg Conflict of Interest Policy b. Federal Standards. i. Prohibited Conflicts of Interest in Contracting. Without limiting any specific prohibition set forth in Section III(a), a Covered Individual may not participate in the selection, award, or administration ofa Contract or Subaward if such Covered Individual has a real or apparent conflict ofinterest. 1. Real Conflict of Interest. A real conflict of interest shall exist when the Covered Individual or any Related Party has a financial or other interest in or a tangible personal benefit from a firm considered for a Contract or Subaward. Exhibit A attached hereto provides a non- exhaustive list of examples of (i) financial or other interests in a firm considered for a Contract or Subaward, and (ii) tangible personal benefits from a firm considered for a Contract or Subaward. 2. Apparent Conflict of Interest. An apparent conflict ofinterest shall exist where a real conflict of interest may not exist under Section III(b)(i)(1), but where a reasonable person with knowledge of the relevant facts would find that an existing situation or relationship creates the appearance that a Covered Individual or any Related Party has a financial or other interest in or a tangible personal benefit from a firm considered for a Contract or Subaward. IV. OVERSIGHT OF SUBRECIPIENT'S CONFLICT OF INTEREST STANDARDS a. Subrecipients of Unit Must Adopt Conflict of Interest Policy. Prior to the Unit's execution of any Subaward for which the Unit serves as a Pass-Through Entity, the Town Administrator shall ensure that the proposed Subrecipient of Federal Financial Assistance has adopted a conflict ofinterest policy that satisfies the requirements of2 C.F.R. $ 200.318(c)(1), 2 C.F.R. $ 200.318(c)(2), and all other applicable federal regulations. b. Obligation to Disclose Subrecipient Conflicts of Interest. The Town Administrator shall ensure that the legal agreement under which the Unit makes a Subaward to a Subrecipient shall require such Subrecipient to disclose to the Town Administrator any potential real or apparent conflicts of interest that the Subrecipient identifies. Upon receipt of such disclosure, the Town Administrator shall disclose such information to the Federal awarding agency that funded the Subaward in accordance with that agency's disclosure policy. V. GIFT STANDARDS a. Federal Standard. Subject to the exceptions set forth in Section V(b), a Covered Individual may not solicit or accept gratuities, favors, or anything of monetary value from a Contractor or a Subcontractor. Page 4 of 6 36 Town ofLouisburg Conflict of) Interest Policy b. Exception. Notwithstanding Section V(a), a Covered Individual may accept an unsolicited gift from a Contractor or Subcontractor of one or more types specified below ifthe gift has an aggregate market value of $20 or less per source per occasion, provided that the aggregate market value ofall gifts received by the Covered Individual pursuant to this Section V(b) does not exceed $50 in a calendar year: i. honorariums for participating in meetings; ii. advertising items or souvenirs of nominal value; or iii. meals furnished at banquets. C. Internal Reporting. A Covered Individual shall report any gift accepted under Section V(b) to the Town Administrator. If required by regulation of a Federal awarding agency, the Town Administrator shall report such gifts to the Federal awarding agency or a Pass-Through Entity for which the Unit is a Subrecipient. VI. VIOLATIONS OF POLICY a. Disciplinary Actions for Covered Individuals. Any Covered Individual that fails to disclose a real, apparent, or potential real or apparent conflict of interest arising with respect to the Covered Individual or Related Party may be subject to disciplinary action, including, but not limited to, an employee's termination or suspension of employment with or without pay, the consideration or adoption of a resolution of censure of a Public Official by the Governing Board, or termination of an agent's contract with the Unit. b. Disciplinary Actions for Contractors and Subcontractors. The Unit shall terminate any Contract with a Contractor or Subcontractor that violates any provision of this Policy. C. Protections for Whistleblowers. In accordance with 41 U.S.C. $ 4712, the Unit shall not discharge, demote, or otherwise discriminate against an employee in reprisal for disclosing to any ofthe list of persons or entities provided below, information that the employee reasonably believes is evidence of gross mismanagement of a federal contract or grant, a gross waste of federal funds, an abuse of authority relating to a federal contract or grant, a substantial and specific danger to public health or safety, or a violation of law, rule, or regulation related to a federal contract (including the competition for or negotiation ofa contract) or grant: (i) a member of Congress or a representative of a committee of Congress; (ii) an Inspector General; (iii) the Government Accountability Office; (iv) a Treasury or other federal agency employee responsible for grant oversight or management; (v) an authorized official of the Department of Justice or other law enforcement agency; (vi) a court or grand jury; of (vii) a management official or other employee of the Unit, a Contractor, or Subcontractor who has the responsibility to investigate, discover, or address misconduct. Page 5 of6 37 Town ofLouisburg Conflict of Interest Policy EXHIBIT A Examples Potential Examples of a "Financial or Other Potential Examples of a "Tangible Personal Interest" in a Firm or Organization Benefit" From a Firm or Organization Considered for a Contract or Subaward Considered for a Contract or Subaward Direct or indirect equity interest in a firm or Opportunity to be employed by the firm organization considered for a Contract or considered for a contract, an affiliate ofthat firm, Subaward, which may include: or any other firm with a relationship with the Stock in a corporation. firm considered for a Contract. Membership interest in a limited liability company. A position as a director or officer of the firm or Partnership interest in a general or organization, even if uncompensated. limited partnership. Any right to control the firm or organization's affairs. For example, a controlling equity interest in an entity that controls or has the right to control a firm considered for a contract. Option to purchase any equity interest in a firm or organization. Holder ofany debt owed by a firm considered for A referral of business from a firm considered for a Contract or Subaward, which may include: a Contract or Subaward. Secured debt (e.g., debt backed by an asset ofthe firm (like a firm's building or equipment)) Unsecured debt (e.g., a promissory note evidencing a promise to repay a loan). Holder of a judgment against the firm. Supplier or contractor to a firm or organization Political or social influence (e.g., a promise of considered for a Contract or Subaward. appointment to a local office or position on a public board or private board). Page 6 of6 38 RESOLUTION NO. 2023-R- [A Resolution to Adopt ARPA Eligible Use Policyl WHEREAS: 1. The Town of Louisburg has received an allocation of funds from the "Coronvirus State Fiscal Recovery Funds ofH.R. 1319 American Rescue Plan Act of 2021 (ARP/CSLFRF); and 2. The US Treasury is responsible for implementing ARP/CSLFRF and has enacted a Final Rule outlining eligible projects; and 3. The funds may be used for projects within these categories, to the extent authorized by state law, to include: COVID-19 public health and other medical and public health expenses; negative economic impacts caused by public health emergency; replacement oflost public sector revenue; providing premium pay for essential workers and investment in water, sewer, and broadband infrastructure; and 4. The ARP/CSLFRF are subject to the provisions of the federal Uniform Grant Guidance, 2 CFR Section 200 (UC), as provided in the Assistance Listing; and 5. The US Treasury has issued a Compliance and Reporting Guidance v.2.1 (November 15, 2021) dictating implementation of the ARP/CSLFRF award terms and compliance requirements; and 6. The Compliance and Reporting Guidance states on page 6 that Per CFR Part 200.303, your organization must develop and implement effective internal controls to ensure that funding decisions under the SLFRF award constitute eligible use of funds, and documentation determinations. NOW THEREFORE BE IT RESOLVED BY THE TOWN OF LOUISBURG TOWN COUNCIL DULY ASSEMBLED THAT: 1. That the Town Council hereby adopts and enacts the following Eligibility Determination Policy for ARP/CSLFRF funds. 39 ATTEST: SIGNED: Pamela Perry, Town Clerk Christopher L. Neal, Mayor DATE 40 TOWN LOUISBURG III N O R TH CARO L I N A Charming Since 1779 Town ofLouisburg Eligible Project Policy for the Expenditure of American Rescue Plan Act of 2021 Coronavirus State and Local Fiscal Recovery Funds This policy defines the permissible and prohibited uses of the Coronavirus State and Local Fiscal Recovery Funds of H.R. 1319 American Rescue Plan Act of 2021 (ARP/CSLFRF) funds. It also outlines the procedures for determining how the Town of Louisburg will spend its ARP/CSLFRF funds. PERMISSIBLE USES OF ARP/CSLFRF FUNDING US Treasury issued its Final Rule regarding use of ARPA funds on January 6, 2022. (The Final Rule is effective as of April 1, 2022. Until that date, a local government may proceed under the regulation promulgated by US Department ofthe Treasury in its Interim Final Rule or the Final Rule.) The Final Rule (and the Interim Final Rule) identify permissible uses of ARP/CSLFRF funds and certain limitations and process requirements. Local governments must allocate ARP/CSLFRF funds no later than December 31, 2024 and disburse all funding no later than December 31, 2026. Failure ofan entity to expend all funds by December 31, 2026 will result in forfeiture of ARPA funds. ARP/CSLFRF funds may be used for projects within the following categories of expenditures: 1. Support COVID-19 public health expenditures, by funding COVID-19 mitigation and prevention efforts, medical expenses, behavioral healthcare, preventing and responding to violence, and certain public health and safety staff; 2. Address negative economic impacts caused by the public health emergency, including economic harms to workers, households, small businesses, non-profits, impacted industries, and the public sector; 3. Replace lost public sector revenue, using this funding to provide government services to the extent ofthe reduction in revenue experienced due to the pandemic; 4. Provide premium pay for essential workers, offering additional support to those who have borne and will bear the greatest health risks because of their service in critical infrastructure sectors; and 5. Invest in water, sewer, and broadband infrastructure, making necessary investments to improve access to clean drinking water, support vital wastewater and stormwater infrastructure, and to expand access to broadband internet; and Page 1 of3 41 Town of Louisburg Eligible Use Policy - ARPA/CSLFRF PROHIBITED USES OF ARPA FUNDING The ARP/CSLFRF and US Treasury's Final Rule prohibit certain uses of ARP/CSLFRF funds. Specifically, ARP/CSLFRF funds may not be used for projects within the following categories of expenditures: 1. To make a deposit into a pension fund that constitutes an extraordinary payment of an accrued, unfunded liability (Note that routine contributions as part of a payroll obligation for an eligible project are allowed.); 2. To borrow money or make debt service payments; 3. To replenish rainy day funds or fund other financial reserves; 4. To satisfy an obligation arising from a settlement agreement,, judgment, consent decree, or judicially confirmed debt restricting in a judicial, administrative, or regulatory proceeding (There is an exception to this prohibition if the settlement or judgment requires the Town of Louisburg to provide services to respond to the COVID-19 public health emergency or its negative economic impacts or to provide government services, then the costs of those otherwise ARP/CSLFRF-eligible projects are allowed.); 5. For a project that includes a term or condition that undermines efforts to stop the spread of COVID-19 or discourages compliance with recommendations and guidelines in CDC guidance for stopping the spread of COVID-19; 6. In violation ofthe conflict-of-interest requirements imposed by the award terms and 2 CFR 200.318(c). 7. For any expenditure that would violate other applicable federal, state, and local laws and regulations. The Town ofLouisburg, and any ofits contractors or subrecipients, may not expend any ARP/CSLFRF funds for these purposes. I. PROCEDURES FOR PROJECT APPROVAL The following are procedures for ARP/CSLFRF project approvals. All [Local Government Name] employees and officials must comply with these requirements. 1. Requests for ARP/CSLFRF funding, must be made in writing and include all the following: a. Brief description ofthe project b. Identification of ARP/CSLFRF Expenditure Category (EC) (A list of ECs in in the Appendix to the US Treasury Compliance and Reporting Guidance.) C. Required justifications for applicable projects, according to the requirements in the Final Rule. Employees or any applicant seeking ARPA funding should review the Final Rule and Final Rule Overview prior to submitting a proposal. d. Proposed budget, broken down by cost item, in accordance with the Town of Louisburg's Allowable Cost Policy. e. A project implementation plan and estimated implementation timeline (All ARP/CSLFRF funds must be fully obligated by December 31, 2024, and fully expended by December 31, 2026.) Page 2 of3 42 Town ofl Louisburg Eligible Use Policy - ARPA/CSLFRF 2. Requests for funding must be submitted to the Town Administrator for approval. All requests will be reviewed by Town Administrator for ARP/CSLFRF compliance and by the Finance Department for allowable costs and other financial review. 3. No ARP/CSLFRF may be obligated or expended before final written approval by the Town Administrator. 4. If a proposal does not meet the required criteria, it will be returned to the requesting party for revision and resubmittal. 5. Following approval, employees responsible for implementing the project must conform actual obligations and expenditures to the pre-approved project budget. Changes in project budgets must be approved by the Town Administrator and may require a budget amendment before proceeding. Any delay in the projected project completion date shall be communicated to the Town Administrator immediately. 6. The Finance Department must collect and document required information for each EC, for purposes of completing the required Project and Expenditure reports. 7. The Finance Department must maintain written project requests and approvals, all supporting documentation, and financial information at least until December 31, 2031. Page 3 of 3 43 RESOLUTION NO. 2023-R- [A Resolution to Adopt ARPA Allowable Cost Policyl . WHEREAS: 1. The Town of Louisburg has received an allocation of funds from the "Coronvirus State Fiscal Recovery Funds ofH.R. 1319 American Rescue Plan Act of 2021 (ARP/CSLFRF); and 2. The funds may be used for projects within these categories, to the extent authorized by state law, to include: COVID-19 public health and other medical and public health expenses; negative economic impacts caused by public health emergency; replacement oflost public sector revenue; providing premium pay for essential workers and investment in water, sewer, and broadband infrastructure; and 3. The ARP/CSLFRF are subject to the provisions of the federal Uniform Grant Guidance, 2 CFR Section 200 (UC), as provided in the Assistance Listing; and 4. The Compliance and Reporting Guidance for the State and Local Fiscal Recovery Funds provides, in relevant part: Allowable Costs/Cost Principles. As outlined in the Uniform Guidance at 2 CFR Part 200, Subpart E regarding Cost Principles, allowable costs are based on the premise that a recipient is responsible for the effective administration of Federal awards, application of sound management practices, and administration of Federal funds in a manner consistent with the program objectives and terms and conditions of the award. Recipients must implement robust internal controls and effective monitoring to ensure compliance with the Cost Principles, which are important for building trust and accountability. [ARP/CSLFRF] Funds may be, but are not required to be, used along with other funding sources for a given project. Note that [ARP/CSLFRF) Funds may not be used for a non-Federal cost share or match where prohibited by other Federal programs, e.g., funds may not be used for the State share for Medicaid. Treasury's Interim Final Rule and guidance and the Uniform Guidance outline the types of costs that are allowable, including certain audit costs. For example, per 2 CFR 200.425, a reasonably proportionate share of the costs of audits required by the Single Audit Act Amendments of 1996 are allowable; however, costs for audits that were not performed in accordance with 2 CFR Part 200, Subpart F are not allowable. Please see 2 CFR Part 200, Subpart E regarding the Cost Principles for more information. 44 a. Administrative costs: Recipients may use funds for administering the SLFRF program, including costs of consultants to support effective management and oversight, including consultation for ensuring compliance with legal, regulatory, and other requirements. Further, costs must be reasonable and allocable as outlined in 2 CFR 200.404 and 2 CFR 200.405. Pursuant to the [ARP/CSLFRF] Award Terms and Conditions, recipients are permitted to charge both direct and indirect costs to their SLFRF award as administrative costs. Direct costs are those that are identified specifically as costs of implementing the [ARP/CSLFRF] program objectives, such as contract support, materials, and supplies for aj project. Indirect costs are general overhead costs of an organization where a portion of such costs are allocable to the [ARP/CSLFRF) award such as the cost of facilities or administrative functions like a director's office. Each category of cost should be treated consistently in like circumstances as direct or indirect, and recipients may not charge the same administrative costs to both direct and indirect cost categories, or to other programs. If a recipient has a current Negotiated Indirect Costs Rate Agreement (NICRA) established with a Federal cognizant agency responsible for reviewing, negotiating, and approving cost allocation plans or indirect cost proposals, then the recipient may use its current NICRA. Alternatively, ifthe recipient does not have a NICRA, the recipient may elect to use the de minimis rate of 10 percent of the modified total direct costs pursuant to 2 CFR 200.414(f). b. Salaries and Expenses: In general, certain employees' wages, salaries, and covered benefits are an eligible use of[ [ARP/CSLFRF award funds; and 5. Subpart E of the UG dictates allowable costs and cost principals for expenditure of ARP/CSLFRF funds; and 6. Subpart E of the UG (specifically, 200.400) states that: The application of these cost principles is based on the lundamental premises that: (a) The non-Federal entity is responsible for the efficient and effective administration ofthe Federal award through the application of sound management practices. 45 (b) The non-Federal entity assumes responsibility for administering Federal funds in a manner consistent with underlying agreements, program objectives, and the terms and conditions of the Federal award. (c) The non-Federal entity, in recognition of its own unique combination of staff, facilities, and experience, has the primary responsibility for employing whatever form of sound organization and management techniques may be necessary in order to assure proper and efficient administration ofthe Federal award. (d) The application ofthese cost principles should require no significant changes in the internal accounting policies and practices of the non- Federal entity. However, the accounting practices ofthe non-Federal entity must be consistent with these cost principles and support the accumulation of costs as required by the principles, and must provide for adequate documentation to support costs charged to the Federal award. (e) In reviewing, negotiating and approving cost allocation plans or indirect cost proposals, the cognizant agency for indirect costs should generally assure that the non-Federal entity is applying these cost accounting principles on a consistent basis during their review and negotiation of indirect cost proposals. Where wide variations exist in the treatment of a given cost item by the non-Federal entity, the reasonableness and equity of such treatments should be fully considered. (f) For non-Federal entities that educate and engage students in research, the dual role of students as both trainees and employees (including pre- and post-doctoral staff) contributing to the completion of] Federal awards for research must be recognized in the application of these principles. (g) The non-Federal entity may not earn or keep any profit resulting from Federal financial assistance, unless explicitly authorized by the terms and conditions oft the Federal award; 46 NOW THEREFORE BE IT RESOLVED BY THE TOWN OF LOUISBURG TOWN COUNCIL DULY ASSEMBLED THAT: 1. That the Town Council hereby adopts and enacts the following UG Allowable Costs and Cost Principals Policy for the expenditures of ARP/CSLFRF. ATTEST: SIGNED: Pamela Perry, Town Clerk Christopher L. Neal, Mayor DATE 47 TOWN LOUISBURG IIII NORTH CAROLIN A Charming Since 1779 Town of Louisburg Federal Uniform Guidance Allowable Cost Policy ALLOWABLE COST POLICY OVERVIEW Title 2 U.S. Code of Federal Regulations Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, commonly called Uniform Guidance (UG), specifically Subpart E, defines those items of cost that are allowable, and which are unallowable. The tests of allowability under these principles are: (a) the costs must be reasonable; (b) they must be allocable to eligible projects; (c) they must be given consistent treatment through application of those generally accepted accounting principles appropriate to the circumstances; and (d) they must conform to any limitations or exclusions set forth in these principles or in the Federal grant award as to types or amounts of cost items. Unallowable items fall into two categories: expenses which are by their nature unallowable (e.g., alcohol), and unallowable activities (e.g., fund raising). The Town of Louisburg shall adhere to all applicable cost principles governing the use of Federal grants. This policy addresses the proper classification of both direct and indirect charges to Federal grant funded projects and enacts procedures to ensure that proposed and actual expenditures are consistent with the Federal grant award terms and all applicable Federal regulations in the UG. Responsibility for following these guidelines lies with the Town Administrator, who is charged with overseeing the administration and financial oversight of Federal grants. Further, all local government employees and officials who are involved in obligating, administering, expending, or monitoring Federal grant funded projects should be well versed with the categories of costs that are generally allowable and unallowable. Questions on the allowability of costs should be directed to the Town's Finance Department. As questions on allowability of certain costs may require interpretation and judgment, local government personnel are encouraged to ask for assistance in making those determinations. GENERAL COST ALLOWABILITY CRITERIA All costs expended using Federal grant funds must meet the following general criteria: 1. Be necessary and reasonable for the proper and efficient performance and administration of the grant program. A cost must be necessary to achieve a project object. When determining whether a cost is necessary, consideration may be given to: O Whether the cost is needed for the proper and efficient performance of the grant project. Page 1 of 10 48 Town ofLouisburg Federal Uniform Guidance Allowable Cost Policy Whether the cost is identified in the approved project budget or application. ) Whether the cost aligns with identified needs based on results and findings from ai needs assessment. Whether the cost addresses project goals and objectives and is based on program data. A cost is reasonable if, in its nature and amount, it does not exceed that which would be incurred by a prudent person under the circumstances prevailing at the time the decision to incur the cost was made. For example, reasonable means that sound business practices were followed, and purchases were comparable to market prices. When determining reasonableness of a cost, consideration must be given to: Whether the cost is a type generally recognized as ordinary and necessary for the operation of the Town of Louisburg or the proper and efficient performance of the Federal award. , The restraints or requirements imposed by factors, such as: sound business practices; arm's-length bargaining; Federal, state, and other laws and regulations; and terms and conditions ofthe Federal grant award. O Market prices for comparable goods or services for the geographic area. O Whether individuals concerned acted with prudence in the circumstances considering their responsibilities to the Town of Louisburg, its employees, the public at large, and the Federal government. O Whether Town of Louisburg significantly deviates from its established practices and policies regarding the incurrence of costs, which may unjustifiably increase the Federal award's cost. 2. Be allocable to the Federal award. A cost is allocable to the Federal award if the goods or services involved are chargeable or assignable to the Federal award in accordance with the relative benefit received. This means that the Federal grant program derived a benefit in proportion to the funds charged to the program. For example, if50 percent ofa local government program officer's salary is paid with grant funds, then the local government must document that the program officer spent at least 50 percent ofhis/her time on the grant program. If a cost benefits two or more projects or activities in proportions that can be determined without undue effort or cost, the cost must be allocated to the projects based on the proportional benefit. If a cost benefits two or more projects or activities in proportions that cannot be determined because ofthe interrelationship of the work involved, then the costs may be allocated or transferred to benefitted projects on any reasonable documented basis. Where the purchase of equipment or other capital asset is specifically authorized by the Federal award, the costs are assignable to the Federal award regardless of the use that may be made of the equipment or other capital asset involved when no longer needed for the purpose for which it was originally required. 49 Page 2 of 10 Town ofL Louisburg Federal Uniform Guidance Allowable Cost Policy 3. Bea authorized and not prohibited under state or local laws or regulations. 4. Conform to any limitations or exclusions set forth in the principles, Federal laws, Federal award terms, and other governing regulations as to types or amounts of cost items. 5. Be consistent with policies, regulations, and procedures that apply uniformly to both the Federal award and other activities of the Town of Louisburg. 6. Be: accorded consistent treatment. A cost MAY NOT be assigned to a Federal award as a direct cost and also be charged to a Federal award as an indirect cost. And a cost must be treated consistently for both Federal award and non-Federal award expenditures. 7. Be determined in accordance with generally accepted accounting principles (GAAP), unless provided otherwise in the UG. 8. Be net of all applicable credits. The term 'applicable credits" refers to those receipts or reduction of expenditures that operate to offset or reduce expense items allocable to the Federal award. Typical examples of such transactions are purchase discounts; rebates or allowances; recoveries or indemnities on losses; and adjustments of overpayments or erroneous charges. To the extent that such credits accruing to and received by the local government related to the Federal award, they shall be credited to the Federal award, either as a cost reduction or a cash refund, as appropriate and consistent with the award terms. 9. Be: adequately documented. SELECTED ITEMS OF COST The UG examines the allowability offifty-five (55) specific cost items (commonly referred to as Selected Items of Cost) at 2 CFR $200.420-.475. Finance Department personnel who are responsible for determining cost allowability must be familiar with the Selected Items of Cost. The Town of Louisburg must follow the applicable regulations when charging these specific expenditures to the Federal grant. The Finance Department will check costs against the selected items of cost requirements to ensure the cost is allowable and that all process and documentation requirements are followed. In addition, State laws, Town of Louisburg policies, and program-specific rules may deem a cost as unallowable, and Town personnel must follow those non-Federal rules as well. Exhibit A identifies and summarizes the Selected Items ofCost. DIRECT AND INDIRECT COSTS Allowable and allocable costs must be appropriately classified as direct or indirect charges. It is essential that each item ofcost be treated consistently in like circumstances either as a direct or an indirect cost. Direct costs are expenses that are specifically associated with a particular Federal grant-eligible project and that can be directly assigned to such activities relatively easily with a high degree of accuracy. Common examples of direct costs include salary and fringe benefits of personnel directly involved in undertaking an eligible project, equipment and supplies for the project, subcontracted service provider, or other materials consumed or expended in the performance of ag grant-eligible project. 50 Page 3 of 10 Town ofLouisburg Federal Uniform Guidance Allowable Cost Policy Indirect costs are (1) costs incurred for a common or joint purpose benefitting more than one Federal grant-eligible project, and (2) not readily assignable to the project specifically benefited, without effort disproportionate to the results achieved. They are expenses that benefit more than one project or even more than one Federal grant. Common examples of indirect costs include utilities, local telephone charges, shared office supplies, administrative or secretarial salaries. For indirect costs, the Town ofI Louisburg may charge a 10 percent de minimis rate of modified total direct costs (MTDC). According to UG Section 200.68 MTDC means all direct salaries and wages, applicable fringe benefits, materials and supplies, services, travel, and up to the first $25,000 of each subaward (regardless of the period of performance the subawards under the award). MTDC EXCLUDES equipment, capital expenditures, charges for patient care, rental costs, tuition remission, scholarships and fellowships, participant support costs and the portion of each subaward in excess ofs $25,000. SPECIAL PROVISIONS FOR STATE AND LOCAL GOVERNMENT There are some special provisions of the UG that apply only to states, local governments, and Indian Tribes. $ 200.444 GENERAL COSTS OF GOVERNMENT (a) For states, local governments, and Indian Tribes, the general costs of government are unallowable (except as provided in $200.475). Unallowable costs include: (1) Salaries and expenses of the Office of the Governor of a state or the chief executive of a local government or the chief executive of an Indian tribe; (2) Salaries and other expenses of a state legislature, tribal council, or similar local governmental body, such as a county supervisor, Town council, school board, etc., whether incurred for purposes of legislation or executive direction; (3) Costs ofthe judicial branch of a government; (4) Costs of prosecutorial activities unless treated as a direct cost to a specific program if authorized by statute or regulation (however, this does not preclude the allowability of other legal activities of the Attorney General as described in $200.435); and (b) For Indian tribes and Councils of Governments (COGs) (see definition for Local government in $200.1 of this part), up to 50% of salaries and expenses directly attributable to managing and operating Federal programs by the chief executive and his or her staff can be included in the indirect cost calculation without documentation. $ 200.416 COST ALLOCATION PLANS AND INDIRECT COST PROPOSALS (a) For states, local governments and Indian tribes, certain services, such as motor pools, computer centers, purchasing, accounting, etc., are provided to operating agencies on a centralized basis. Since Federal awards are performed within the individual operating agencies, there needs to be a process whereby these central service costs can be identified and assigned to benefitted activities on a reasonable and consistent basis. The central service cost allocation plan provides that process. (b) Individual operating agencies (governmental department or agency), normally 51 Page 4 of 10 Town ofI Louisburg Federal Uniform Guidance Allowable Cost Policy charge Federal awards for indirect costs through an indirect cost rate. A separate indirect cost rate(s) proposal for each operating agency is usually necessary to claim indirect costs under Federal awards. Indirect costs include: (1) The indirect costs originating in each department or agency of the governmental unit carrying out Federal awards and (2) The costs of central governmental services distributed through the central service cost allocation plan and not otherwise treated as direct costs. (c) The requirements for development and submission of cost allocation plans (for central service costs and public assistance programs) and indirect cost rate proposals are contained in appendices V, VI and VII to this part. $ 200.417 INTERAGENCY SERVICE The cost of services provided by one agency to another within the governmental unit may include allowable direct costs ofthe service plus a pro-rated share of indirect costs. A standard indirect cost allowance equal to ten percent of the direct salary and wage cost of providing the service (excluding overtime, shift premiums, and fringe benefits) may be used in lieu of determining the actual indirect costs of the service. These services do not include centralized services included in central service cost allocation plans as described in Appendix V to Part 200. COST ALLOWABILITY REVIEW PROCESS PREAPPROVAL COST ALLOWABILITY REVIEW Before a Federal grant-funded project is authorized, the Finance Department must review the proposed cost items within an estimated project budget to determine whether they are allowable and allocable and whether cost items will be charged as direct or indirect expenses. This review will occur concurrently with the review of project eligibility and before obligating or expending any Federal funds. Local government personnel must submit proposed Federal projects to the Finance Department for review. In addition to other required information, all proposed project submissions must delineate estimated costs by cost item. Along with a general review of project eligibility and conformance with other governing board management directives, the Finance Department must review estimated costs for specific allowable cost requirements, budget parameters, indirect rates, fringe benefit rates, and those activities/costs that require pre-approval by the grantor. If a proposed project includes a request for an unallowable cost, the Finance Department will return the proposal to the requesting party for review and, if practicable, resubmission with corrected cost items. 52 Page 5 of 10 Town ofL Louisburg Federal Uniform Guidance Allowable Cost Policy Once a proposed project budget is pre-approved by the Finance Department, the local government personnel responsible for implementing the project must conform actual obligations and expenditures to the pre-approved project budget. POST-EXPENDITURE COST ALLOWABILITY REVIEW Once an expenditure is incurred related to an eligible project, and an invoice or other demand for payment is submitted to the local government, the Finance Department must perform a second review to ensure that actual expenditures comprise allowable costs. All invoices or other demands for payment must include a breakdown by cost item. The cost items should mirror those presented in the proposed budget for the project. If an invoice or other demand for payment does not include a breakdown by cost item, the Finance Department will return the invoice to the project manager and/or vendor, contractor, or subrecipient for correction. The Finance Department must review the individual cost items listed on the invoice or other demand for payment to determine their allowability and allocability. If all cost items are deemed allowable and properly allocable, the Finance Department must proceed through the local government's normal disbursement process. If any cost item is deemed unallowable, the Finance Department will notify the project management and/or vendor, contractor, or subrecipient that a portion of the invoice or other demand for payment will not be paid with Federal funds. The Finance Department may in their discretion, and consistent with this policy, allow an invoice or other demand for payment to be resubmitted with a revised cost allocation. If the local government remains legally obligated by contract or otherwise to pay the disallowed cost item, it must identify other local government funds to cover the disbursement. The Finance Department must retain appropriate documentation of budgeted cost items per project and actual obligations and expenditures of cost items per project. COSTTRANSFERS Any costs charged to the Federal award that do not meet the allowable cost criteria must be removed from the award account and charged to an account that does not require adherence to Federal UG or other applicable guidelines. Failure to adequately follow this policy and related procedures could result in questioned costs, audit findings, potential repayment of disallowed costs and discontinuance of funding. 53 Page 6 of 10 Town ofI Louisburg Federal Uniform Guidance Allowable Cost Policy EXHIBIT A Selected Items of Cost Uniform Guidance Allowability General Reference Advertising and public relations costs 20 CFR S 200.421 Allowable with restrictions Advisory councils 2CFR S 200.422 Allowable with restrictions Alcoholic beverages 2CFR S 200.423 Unallowable Alumnilae activities 2 CFR S 200.424 Not specifically addressed Audit services 20 CFRS S 200.425 Allowable with restrictions Bad debts 2CFR S 200.426 Unallowable Bonding costs 2CFR S 200.427 Allowable with restrictions Collection of improper payments 2CFR S 200.428 Allowable Commencement and convocation costs 2 CFR S 200.429 Not specifically addressed Compensation -personal services 2CFR S 200.430 Allowable with restrictions; Special conditions apply fe.g..S 200.430()(S) Compensation -fringe benefits 2CFR S: 200.431 Allowable with restrictions Conferences 2CFR S 200.432 Allowable with restrictions Contingency provisions 2CFR S 200.433 Unallowable with exceptions Contributions and donations 20 CFR S 200.434 Unallowable (made by non-Federal entity); not reimbursable but value may be used as cost sharing or matching made to non-Federal entity) Defense and prosecution of criminal and 20 CFR S 200.435 Allowable with restrictions civil proceedings, claims, appeals and patent 54 Page 7 of 10 Town ofLouisburg Federal Uniform Guidance Allowable Cost Policy nfringements Depreciation 2 CFR $ 200.436 Allowable with qualifications Employee health and welfare costs 2 CFR $ 200.437 Allowable with restrictions Entertainment costs 2 CFR $ 200.438 Unallowable with exceptions Equipment and other capital expenditures 2CFR $ 200.439 Allowability based on specific requirement Exchange rates 2 CFR $ 200.440 Allowable with restrictions Fines, penalties, damages and other 20 CFR $ 200.441 Unallowable with exceptions settlements Fund raising and investment management 20 CFR $ 200.442 Unallowable with exceptions costs Gains and losses on disposition of 2CFR $ 200.443 Allowable with restrictions depreciable assets General costs of government 2CFR $ 200.444 Unallowable with exceptions Goods and services for personal use 2CFR $ 200.445 Unallowable (goods/services); allowable (housing) with restrictions Idle facilities and idle capacity 2CFR $ 200.446 Idle facilities unallowable with exceptions; Idle capacity- allowable with restrictions Insurance and indemnification 2CFR $ 200.447 Allowable with restrictions Intellectual property 2CFR $ 200.448 Allowable with restrictions Interest 2CFR $ 200.449 Allowable with restrictions Lobbying 2CFR $ 200.450 Unallowable Losses on other awards or contracts 2CFR $ 200.451 Unallowable (however, they are required to be included in the indirect cost rate base for Page 8 of 10 Town ofLouisburg Federal Uniform Guidance Allowable Cost Policy allocation of indirect costs) Maintenance and repair costs 2CFR $ 200.452 Allowable with restrictions Materials and supplies costs, including costs 20 CFR $ 200.453 Allowable with restrictions of computing devices Memberships, subscriptions, and 2 CFR $ 200.454 Allowable with restrictions; unallowable for professional activity costs lobbying organizations Organization costs 20 CFR $ 200.455 Unallowable except Federal prior approval Participant support costs 20 CFR $ 200.456 Allowable with prior approval of the Federal awarding agency Plant and security costs 2CFR $ 200.457 Allowable; capital expenditures are subject to $ 200.439 Pre-award costs 20 CFR $ 200.458 Allowable if consistent with other allowabilities and with prior approval of the Federal awarding agency Professional services costs 2CFR $: 200.459 Allowable with restrictions Proposal costs 2CFR $ 200.460 Allowable with restrictions Publication and printing costs 2 CFR $ 200.461 Allowable with restrictions Rearrangement and reconversion costs 20 CFR $ 200.462 Allowable (ordinary and normal) Recruiting costs 20 CFR 8 200.463 Allowable with restrictions Relocation costs of employees 2CFR $ 200.464 Allowable with restrictions Rental costs of real property and equipment 2CFR $ 200.465 Allowable with restrictions Scholarships and student aid costs 20 CFR $ 200.466 Not specifically addressed Selling and marketing costs 2CFR S 200.467 Unallowable with exceptions 56 Page 9 of10 Town ofLouisburg Federal Uniform Guidance Allowable Cost Policy Specialized service facilities 2CFR $ 200.468 Allowable with restrictions Student activity costs 20 CFR $ 200.469 Unallowable unless specifically provided for in the Federal award Taxes (including Value Added Tax) 2CFR S 200.470 Allowable with restrictions Termination costs 2 CFR $ 200.471 Allowable with restrictions Training and education costs 20 CFR $ 200.472 Allowable for employee development Transportation costs 2CFR $ 200.473 Allowable with restrictions Travel costs 2CFR $: 200.474 Allowable with restrictions Trustees 2CFR $ 200.475 Not specifically addressed $7 Page 10 of1 10 TOWN LOUISBURG III NO R T H CAROLIN, A Charming Since 1779 TO: TOWN COUNCIL FROM: Philip Slayter, Planning Administrator DATE: May 10, 2023 RE: Renaming Short Street to Riverbend Park Street REQUEST: Councilmember Stein has requested that Short Street be renamed to Riverbend Park Street in an effort to increase public awareness of the Park itself by associating the Park's ocation with its own street address. This step is designed to link up with common geographic resources such as online directional applications and other mapping resources. Short Street is a Town maintained road and not a NCDOT maintained road. COUNCIL ACTION: Approval of the Resolution. 56 RESOLUTION NO. 2023-R- [A Resolution Renaming Short Street to Riverbend Park Street] WHEREAS: 1. The Town ofl Louisburg, a municipality in North Carolina, has been undertaking activities to support the revitalization of the Downtown business district; and 2. That Riverbend Park is a unique and environmentally rich natural resource located next to the Tar River in Downtown Louisburg; and 3. Riverbend Park is a key destination for community events and serves as an essential recreational resource for the residents of Louisburg and Franklin County; and 4. That the entrance to Riverbend Park is from Short Street which is less known and does not highlight the Park's location on maps or other geographical references; and 5. The Town recognizes the value of the Park as a resource and seeks to improve its visibility and the public's general awareness oft the Park's 's location. NOW THEREFORE BE IT RESOLVED BY THE TOWN OF LOUISBURG TOWN COUNCIL DULY ASSEMBLED THAT: 1. That the Louisburg Town Council hereby renames Short Street to Riverbend Park Street and directs the Town Administrator to undertake any and all steps required to complete the street name change. ATTEST: SIGNED: Pamela Perry, Town Clerk Christopher L. Neal, Mayor DATE $9 TOWN LOUISBURG III NO O R T H CAROLINA Charming Since 1779 TO: TOWN COUNCIL FROM: Sean Medlin, Town Administrator DATE: May 12, 2023 RE: Position Reclassifications REQUEST: Staffing Needs - Position Reclassification. BACKROUND: The Town has had two vacant positions that I would like to request re-classifying to further development the Town's ability to meet its service needs. The first position I - requesting the reclass is for the Assistant Town Administrator's position whose job duties largely related to the Utilities and Public Works functions of the Town. am seeking to change the position to a Public Services Director who role would be to encompass a variety of engineering, utilities, public works, sanitation and to various degrees planning. The second position is the Economic Development Coordinator job which would be reclassed to an Information Technology (IT) Director's position. This change fulfills an essential need that has evolved to the point where the Town cannot effectively manage its technology needs through outsourcing. At this time, the two positions would better serve the Town as we move forward. COUNCIL ACTION: Motion to Re-classify the two positions above as requested. 59 - LOUISBURG: NORTH CAR OLINA Charmings Since. 1779 MEMORANDUM To: Mayor Christopher Neal and Town Council From: Sean Medlin, Town Administrator Subject: Administrator's Report Date: May 12, 2023 Attached you will find the April financials for Louisburg and the February financials for the Louisburg ABC Store. March and April financials for the Louisburg ABC Store are forth coming. A budget workshop is scheduled for May 19th at the Louisburg Town Hall Council Chambers related to Fiscal Year 2023-2024 budget. Town Staffi is in the process of negotiating a contract with Oakley Collier Architects for design services at Depot Hill. North Main Street waterline project is moving forward; there were some design changes that were required. The Town ofLouisburg will be co-sponsoring with the Franklin County Arts Council, an Arts Festival on June 10th from 10AM to 9PM in downtown. Also, the Town ofLouisburg will be co-sponsoring with Safe Space an Anit- Domestic Violence Campaign Event on June 17th from 11AM to 3PM in downtown. Iwould like to recognize the Louisburg College lady's softball team as they are ranked 2nd in the nation. A disc golftournament, hosted by Destination Disc Golf, will be held May 19th and May 20th at the Town's disc golf course located in the Riverbend Park. Friday Nights on the Tar will begin this Friday, May 19th from 6:00PM to 9:00PM at the amphitheater. Music will be provided by The Castaways. (919) 496-4145 * FAX (919) 496-6319 - madlingomotousbupen lo TOWN/LOUISBURG TOWN OF LOUISBURG NORTH CAROLINA Monthly Financial Dashboard Omiglml79 FISCAL YEAR ENDING June 30, 2023 Reporting Period: April 30, 2023 OUR CASH IN RESERVES.. OUR CASHFLOWS.. Balances on April 30, 2023, in whole dollars Comparison of FYTD % CASH & INVESTMENTS BY FUND GENERAL FUNDI REVENUES & EXPENSES Prior FYTD % Current FYTD% GENERALF FUND Fiscal Year Budget $ 4,081,291 $ 6,242,213 Apr-22 Apr-23 Revenues Fiscal Year to Date 4,424,061 110.09% 70.87% Operating $ 1,229,731 $ 288,825 Expenses Fiscal Year to Date 4,395,899 88.83% 70,42% Powell Bill 52,907 2,476 ELECTRIC FUND REVENUES & EXPENSES Fiscal Year Budget $ 7,883,412 $ 8,528,688 TOTAL GENERALI FUND $ 1,282,638 $ 291,301 Revenues Fiscal Year to Date 5,899,763 71.59% 69.18% Expenses Fiscal Year to Date 6,108,698 74,90% 71.63% OTHER FUNDS Apr-22 Apr-23 WATERI FUND REVENUES & EXPENSES General $ 2,682,909 $ 2,570,575 Fiscal Year Budget $ 1,505,000 $ 1,981,521 Revenues Fiscal Year to Date 1,525,315 99,68% 76,98% Electric Fund $ 2,532,590 $ 2,565,616 Expenses Fiscal Year to Date 1,095,371 78.09% 55.28% Rate Stabilization $ 8,038 $ 8,281 SEWER FUND REVENUES & EXPENSES Fiscal Year Budget $ 1,583,358 $ 2,523,895 Water Enterprise $ 450,753 $ 461,217 Revenues Fiscal Year to Date 1,253,942 96.04% 49.68% Expenses Fiscal Year to Date 1,405,687 82,57% 55,70% W/S Capital Reserve $ 7,722 $ 2,805 POLICE SEPARATION/ ALLOWANCE FUND Police Separation $ 163,140 $ 166,475 Fiscal Year Budget $ 18,700 $ 18,700 Revenues Fiscal Year to Date 15,581 83.32% 83.32% Sewer 5 273,991 $ 278,097 Expenses Fiscal Year to Date 15,581 83.32% 83.32% TOTAL OTHER FUNDS $ 6,119,143 $ 6,053,067 SEWER FUNDI DEBT SERVICE TOTAL CASH &I INVESTMENTS1 TOWN-WIDE Fiscal Year Budget $ 37,890 $ 37,890 Apr-22 Apr-23 Revenues Fiscal Year to Date 5 93.19% 0.00% ALL FUNDS $ 7,401,781 $ 6,344,367 Expenses Fiscal Year to Date 93.19% 0.00% SPECIFIC REVENUE COLLECTIONS, AT A GLANCE... OUR PROPERTY VALUES... Comparison of FY% PROPERTY VALUATION TAXF RATE TAXLEVY Prior Current Property Valuation $ 305,612,507 0.45 $ 1,375,256 AD VALOREM PROPERTY TAX FY% FY% Less: Estimated Uncollectible $ (13,753) Fiscal Year Budget $ 1,367,883 $ 1,411,504 Total Town $ 305,612,507 0.45 $ 1,361,504 Revenues this Month $ 26,764 3.36% 1.90% Revenues FYTD $ 1,314,930 97.48% 93.16% EXPENDITURES, ATA GLANCE... SALES & USE TAX Fiscal Year Budget $ 580,000 $ 700,695 Comparison of Monthly Expenses Revenues this Month $ 58,948 9.01% 8.41% GENERAL FUND Fiscal Year This Month's Expenses Revenues FYTD $ 615,050 99,03% 87.78% DEPARTMENTS 22-23 Budget Prior FY Current FY FRANCHISE TAX Gov: Body/Admi/Paning $ 1,703,448 $ 382,133 $ 1,039,762 GENERAL FUND Police/School Resource Off $ 2,199,449 $ 1,522,971 $ 1,601,661 Fiscal Year Budget $ 310,000 $ 283,708 Fire/Training Center $ 902,957 $ 701,161 $ 759,932 Revenues this Month $ 0.00% 0.00% Street $ 701,764 $ 521,644 $ 532,495 RevenuesF FYTD $ 215,616 68,64% 76.00% Solid Waste $ 465,821 $ 274,490 $ 314,285 ABCS STORE Recreation S 287,474 $ 238,723 $ 163,346 Fiscal Year Budget $ 160,000 $ 175,000 6,260,913 $ 3,641,122 $ 4,411,480 Revenues this Month $ 32.57% 0.00% ELECTRIC FUND RevenuesF FYTD $ 147,938 105,23% 84.54% GB/AdminPanning/Bust Off $ 1,033,778 $ 629,785 $ 559,697 FIRE DISTRICT TAX Operations $ 7,494,911 $ 5,274,590 $ 5,549,001 Fiscal Year Budget $ 365,440 $ 384,726 8,528,688 $ 5,904,375 $ 6,108,698 Revenues this Month $ 10,691 2.81% 2.78% WATER FUND Revenues FYTD $ 429,156 98.60% 111.55% GB/Admin/Plaming/Bus: Off $ 258,887 $ 167,183 $ 151,182 SANITATION Water Treatment 1,089,151 $ 530,906 $ 583,480 Fiscal Year Budget $ 385,000 $ 433,560 Water Distribution $ 633,483 $ 477,209 $ 360,709 Revenues this Month $ 32,156 8.49% 7.42% 1,981,521 $ 1,175,298 $ 1,095,371 Revenues FYTD $ 331,885 84.68% 76,55% SEWERFUND SCHOOL RESOURCE CONTRIBUTION GB/Admin/Plaming/Bus: Off $ 277,774 $ 167,044 $ 149,231 Fiscal Year Budget $ 140,000 $ 140,000 Wastewater Plant/Debt Ser $ 1,718,453 $ 703,047 $ 976,713 Revenues this Month $ 8.33% 0.00% Wastewater Collection $ 565,558 $ 437,313 $ 279,743 Revenues FYTD $ 105,001 83.33% 75.00% 2,561,785 $ 1,307,404 $ 1,405,687 6 Notes to the Financial Statements for the month of April 2023 reflect the following: General Fund: REVENUES The following revenues were received in the month of April. Tax Levy funds received from the County totaling $26,764.22. Late Fees related to Sanitation totaled $682.95. The funds related to this charge are found under the Miscellaneous Account. Sanitation charges for the month are within line oft the expected running rate of $32,156.32. This amount will fluctuate due to customers moving in and out of the district. Local Option Sales Tax totaled 958,948.26. - Fire District Tax received from the County totaled $10,691.20. Event Series - FNOTT revenues totaled $5,000.00 4 Workspace Louisburg revenues totaled $2,080.00. Posted Transfer from Electric Fund to General Fund and PILOT totaling $34,072.33. EXPENDITURES The expenditures below represent highlights for the month of April. Note that Workers Comp, General Liability insurance, dues and subscriptions will be paid in advance therefore they will skew the trends earlyi in the fiscal year. This holds the same for all funds. Overall, salaries and benefits are trending as budgeted with minor exceptions. - Admin Building Maintenance totaled $18,231.13, mostly due to cemetery cleanup. * Workspace Louisburg expenses totaled $351.79. * Code Enforcement expenditures totaled $2,087.50. * Police Grant Expenditures totaled $12,470.96 for server replacement. - Fire Grant Expenditures totaled $9,874.00 for equipment. Powell Bill expenditures totaled $69,301.00. Lease payment made on Trash truck totaled $4,953.62. Electric Fund: REVENUES The following revenues were received in the month of April. All revenues in the Electric Fund are running at the expected monthly targeted values. The interest revenue will fluctuate based on current market investment rates, investment maturity dates and service fees. Revenues related to Electric Sales totaled $454,943.22. Late Fees related to Electric totaled $4,557.81. The funds related to this charge are found under the Miscellaneous Account. (2 EXPENDITURES The expenditures below represent highlights for the month of April. Purchase of Power totaled $330,430.82. - Code enforcement expenditures totaled $2,087.50. Posted Transfer from Electric and PILOT to the General Fund in the amount of $34,072.33. Overall, salaries and benefits are trending as budgeted with minor exceptions. Water Fund: REVENUES The following revenues were reçeived in the month of April. Water Sales including Bulk Sales totaled $139,380.28. Late Fees related to Water totaled $928.56. The funds related to this charge are found under the Miscellaneous Account. EXPENDITURES The expenditures below represent highlights for the month of April. Chemical expenditures totaled $5,096.21. * AIA Grant expenditures totaled $7,500.00 Overall, salaries and benefits are trending as budgeted with minor exceptions. All remaining expenditures were normal operating expenditures. Sewer Fund: REVENUES The following revenues were received in the month of April. Sewer revenues totaled $112,436.03. Late Fees related to Sewer totaled $930.68. The funds related to this charge are found under the Miscellaneous Account. EXPENDITURES The expenditures below represent highlights for the month of April. Salaries and benefits are trending as budgeted with minor exceptions. Wastewater Plant Capital Outlay expenditures totaled $323,841.42, primarily for rotor tube replacement. All remaining expenditures were normal operating expenditures. (3 Adi E 1 LOUISBURG mr E Charming Since 1779 May 11, 2023 Thomas J. Clancy, Chairman Louisburg ABC Board 605 N Bickett Blvd Louisburg, NC 27549 RE: February Financials Tom, Attached are the February 2023 Financials for the Louisburg ABC Store. For the month of February, total sales including MB sales totaled $203,227.60. Sales are up 7.26% compared to February 2022. Total cost of Sales amounted to $143,038.32 in February, leaving a gross profit of $60,412.02. Operating expenses, including depreciation, law enforcement and alcohol education totaled $71,744.98. There was no distribution to the Town for the month. Please let me know if you have questions. Sean Town of Louisburg 110 W. Nash Street, Louisburg, N.C. 27549 Tel: (919) 496-3406 Fax: (919) 496-6319 64 LOUISBURG ABC BOARD STATEMENT OF INCOME AND RETAINED EARNINGS For the One Month and Eight Months Ended February 28, 2023 Current Period Year To Date Amount Percent Amount Percent INCOME Liquor Sales $ 191,592.05 94.17 $ 1,761,988.8 95.63 1 Mixed Beverage Sales 11,635.55 5.72 80,374.17 4.36 Interest Income 222.74 0.11 230.50 0.01 TOTAL INCOME 203,450.34 100.00 1,842,593.4 100.00 8 COST OF SALES Purchases 138,198.57 67.93 987,013.99 53.57 Bailment 3,413.75 1.68 25,270.75 1.37 Surchage 1,426.00 0.70 10,009.60 0.54 TOTAL COST OF SALES 143,038.32 70.31 1,022,294.3 55.48 4 GROSS PROFIT 60,412.02 29.69 820,299.14 44.52 OPERATING EXPENSES Salaries 15,295.50 7.52 131,753.31 7.15 Professional Services 0.00 0.00 6,226.00 0.34 Payroll Tax 3,501.04 1.72 16,294.67 0.88 Retirement 2,163.26 1.06 16,342.10 0.89 Law Enforcement (3,288.48) (1.62) 15,696.51 0.85 Alcohol Education (1,534.62) (0.75) 7,325.04 0.40 Postage 127.00 0.06 524.95 0.03 Education/Training 200.00 0.10 200.00 0.01 Telephone/nternet 75.00 0.04 2,238.78 0.12 N.C. Beverage Tax 44,709.00 21.98 403,342.07 21.89 Utilities 377.10 0.19 2,744.13 0.15 .05 Rehab Tax 551.38 0.27 4,991.32 0.27 M/B Tax - NCDR 986.00 0.48 6,789.00 0.37 Bank Charges 2,808.24 1.38 23,926.45 1.30 6 2/3% Mixed Bev Tax 98.63 0.05 679.01 0.04 Substantially all disclosures required by accounting principles generally accepted in the United States of America are omitted and no assurance is provided. 65 LOUISBURG ABC BOARD STATEMENT OF INCOME AND RETAINED EARNINGS For the One Month and Eight Months Ended February 28, 2023 Current Period Year To Date Amount Percent Amount Percent Store Supplies $ 1,011.50 0.50 $ 10,028.76 0.54 Maintenance 391.56 0.19 4,824.13 0.26 Insurance - General 427.83 0.21 3,707.64 0.20 Group Insurance 3,200.32 1.57 21,165.02 1.15 Travel/Convention 125.00 0.06 3,669.25 0.20 Depreciation 519.72 0.26 4,157.76 0.23 TOTAL OPERATING EXPENSES 71,744.98 35.26 686,625.90 37.26 INCOME BEFORE DISTRIBUTION (11,332.96) (5.57) 133,673.24 7.25 Distribution To Town (12,166.29) (5.98) 127,006.58 6.89 INCOME AFTER DISTRIBUTIONS $ 833.33 0.41 $ 6,666.66 0.36 Substantially all disclosures required by accounting principles generally accepted in the United States of America are omitted and no assurance is provided. 64 LOUISBURG ABC BOARD BALANCE SHEET February 28, 2023 ASSETS CURRENT ASSETS Cash In Bank $ 208,549.44 Certificate of Deposit 65,040.51 Change Fund 2,000.00 Investment Account 108,336.96 Petty Cash 25.00 Inventory 229,759.10 Prepaid Insurance 146.38 Prepaid Maintenance 275.34 TOTAL CURRENT ASSETS 614,132.73 NON-CURRENT ASSETS Land 3,791.82 Buildings 76,617.98 Paving 24,924.94 Furniture And Fixtures 19,330.07 Store Equipment 85,717.93 Accumulated Depreciation (181,242.34) TOTAL NON-CURRENT ASSETS 29,140.40 TOTAL ASSETS $ 643,273.13 Deferred Outflows of Resources 58,910.00 TOTAL ASSETS AND DEFERRED $ 702,183.13 OUTFLOWS Substantially all disclosures required by accounting principles generally accepted in the United States of America are omitted and no assurance is provided. 67 LOUISBURG ABC BOARD BALANCE SHEET February 28, 2023 LIABILITIES Accounts Payable $ 117,494.22 Accounts Payable Other 32,428.00 Net Pension Liability 22,697.00 Sales Tax Payable 13,476.46 Beverage Tax Payable 45,694.00 Rehab Tax Due County 551.38 62 2/3% Mixed Bev Tax Payable 98.63 Retirement Payable 118.99 FICA 3,005.53 Medicare 657.19 Federal Withholding 2,433.00 State Withholding 613.00 Reserved For Law Enforcement 11,822.50 Reserved For Alcohol Rehab 2,378.69 Surplus Due Town 85,971.34 TOTAL LIABILITIES $ 339,439.93 RETAINED EARNINGS Retained Earnings 356,076.54 Current Earnings 6,666.66 TOTAL RETAINED EARNINGS 362,743.20 TOTAL LIABILITIES AND RETAINED $ EARNINGS 702,183.13 Substantially all disclosures required by accounting principles generally accepted in the United States of America are omitted and no assurance is provided. 68 0 A 6 A & A % 8 9 % 6 9 9 0 0 8 0 9 9 8 0 9 6 & 8 & A 8 9 0 9 0 0 8 & 0 0 8 9 6 69 4 A & A & A A A A 8 9 9 9 & 9 6 9 9 0 9 6 0 f % % & 6 9 & 6 0 8 6 & & & & f & 8 % 0 & 9 & f 0 0 0 & 0 & 0 0 8 0 70 A A A A A 3 9 A 9 6 0 A & A 6A 6 6 A & 9 & 6 6 6 A 9 6 6 A 6 - A 6 A & 9 8 6 0 0 0 8 & % & 0 % 0 0 0 7 A A 6 8 9 6 0 0 A % 0 9 6 f 9 9 0 0 & & 0 0 9 0 6 9 fy y - 0 % 0 0 0 9 6 00 & 0 8 8 8 0 0 0 0 0 8 6 9 6 8 72 A 9 % 0 0 0 6 9 8 9 0 % % 9 & 0 0 & & f 0 & 9 9 0 % 6 A 9 6 & 8 6 f 6 0 0 0 0 0 6 0 0 % 0 f 0 0 d0 f 0 0 0 8 0 0 73 A A A 6 9 6 6 6 9 0 9 9 9 0 / 3 & % % 6 & & f A & & & & & 8 9 6 0 74 Louisburg Police Department Public Monthly Report May 2023 POLICE * 1779 LOUISBURG, N.C. Chief Jason Abbott 75 1. Employee Actions and Recognitions Officer Hector Cruz has successfully completed the FTO Program. He is now assigned to the Patrol section. Our Administrative Assistant, Katie Davis, and Officer Adam Rooker have both celebrated their one-year employment anniversaries with the department. Both are no longer probationary employees, but full employees with the department. Both are genuine assets to the agency. 2. Recruiting & Retention I have a recruit going through the hiring process that will fill the last vacant position. Hopefully, we will have the onboarding process complete by the next meeting. Officer Dillon Mancini is currently on the field training process and is doing well. 3. Community Tip Home security during vacation. School will be out soon and families in our community will be looking forward to vacations. Ifyou're traveling, please take additional steps to secure your home. Burglars target homes that are unoccupied and a good strategy is to make your home look lived in while you're out. Make sure all doors and windows are locked and the security alarm is activated. Schedule lights (interior and exterior), radios and televisions on timers, or activate them remotely, to make your home appear occupied. When lights are left on all day, it is obvious that no one is around. Place newspapers and mail on hold during your leave. Make sure packages will not be delivered while you're away. Arrange for grass to be mowed depending on how long you will be gone. Don't announce your vacation plans or post photos on social media until your return from your trip. Ask a trusted neighbor, relative, or friend to look after your home. 4. Complaints. Against Officers and Findings None 5. Use-of Force and Vehicle Pursuits None 76 6. Operations & Notable Investigations We: regularly work with staff at Maria Parham Franklin to meet our obligations in the processes of serving Involuntary Commitment Orders on patients at the ER and transfers to the Behavioral Health Unit. We continue to work security for school and college athletic events and concerts at the college. We continue to work with ALE to address a number ofi issues at ABC permitted establishments in town. We are preparing and planning for security at the FNOT Concert on Friday, May 19. Investigators are working a number of thefts from Walmart including a suspect who broke into a cabinet and stole numerous electronic devices. We arrested a California man on domestic violence charges who followed his ex-girlfriend to Louisburg from California. This was particularly suspicious due to the fact that he followed her here from his home in California. We assisted the NC SBI and FCSO with an investigation of an individual suspected of possession child porn. The extensive investigation led to the arrest of the perpetrator who was living in Town at the time. A vehicle was broken into at Franklin Oaks. The suspect was identified and warrants were obtained. He was involved in a police chase in Halifax County and is currently in the hospital. He will be arrested when released. Investigators obtained charges for a Greensboro area man for a fraud and identity theft from a case involving a financial transaction for the sale of a tractor trailer. 7. Budget Summary We are 83% of the way through the fiscal year. 78.59% of the FY 22/23 operating budget has been encumbered as of April 30, 2023. We had a water leak at the police station that caused significant damage to the floors and walls. We are working with the insurance company to make the necessary repairs. The mitigation is complete and repairs should begin this week. In the meantime, we have been forced to temporarily move operations to the Training Center while the repairs are ongoing. 8. Department Training, Summary First Line Supervision Arson Investigation Firearms 79 9. Community Outreach and Special Events May 6 - Officer assisted with Louisburg High School Prom May 6 - Officers (and the Fire Dept) participated in a Health Fair at St Paul's Presbyterian Church. 10. Special Request: Council Member Stein: Number of citations written in the month of April - 91 On May 3rd we responded to another overturned tractor trailer on Bickett Blvd at the intersection ofl Hwy 56W. This incident had much of the town's public safety resources tied up for several hours while the truck was removed and the load from the trailer was cleaned up. These types of accidents seem to becoming more frequent at this particular intersection. In the best interests of safety for the motoring public, the Town may need to consider a formal request to DOT to reevaluate this intersection and determine what changes could be made to make the intersection safer for large commercial vehicles to navigate. (redesign, signage) 11. Monthly stats are attached. 78 Activity Log Event Summary (Cumulative Totals) Louisburg Police Department (04/01/2023 - 04/30/2023) 911 Hang-ups 20 Accident 13 Alarm Activation 22 Animal Complaint 3 Arrest 5 Arrest Citation/Summons) 1 Arrest (WS) 6 Assault 4 Assist Motorist 11 Assist Other Department 7 B&E 2 Begging 2 Business Check 2 C&R Driver 3 Chase 2 Check Point 1 County Assist 3 Customer Problems 3 Damage to Property 5 Deceased Person 1 Dispute 15 Disturbance 11 Domestic 4 Drugs 1 Embezzlement 1 Escort 8 Escort (Funeral) 3 Escort (Security) 3 Fight 3 Fire Alarm 1 Found Property 4 Fraud 1 Harassment 3 Illegal Parking 1 Information/Assistance 8 Intoxicated Subject 1 Investigate 2 Juvenile Problems 7 Larceny 14 Mental Patient 6 Missing Person 1 Noise Complaint 1 Recovered Stolen Property 2 Rescue 3 Residence Check 2 Serve papers 15 Shoplifting 1 Shots Fired 7 Stalking 1 Suspicious Vehicle/Subject 13 Trespassing 11 TWO: Talk With Officer 45 Unauthorized Use of Motor Vehicle 1 Unlock car 36 Wasted OCA Number 1 Welfare Check 12 Total Number Of Events: 365 Date: 05/03/2023 Time: 11:21 Page 1 79 Typec ofCalls January February March April May June July Aug Sept Oct Nov Dec Total Calls In7 Town Total Calls 19 25 28 18 90 Structure Fires/C Cooking Fires 0 1 1 2 Motor) Vehicle Crashes 7 7 26 Fire Alarms 6 10 28 Elec/ /S Smoke Scare 6 Service /N Medical /G Goodi Intent 3 21 Cancelled Enroute: 0 Brush Fires 0 Other Fires (carf fire, gas leaks) 2 Weather Related (downedt trees etc) 0 Outside of Town Total Calls 16 20 12 16 64 Structure Fires / Cooking Fires 5 1 10 Motor Vehicle Crashes 5 10 24 Fire Alarms 3 8 Elec/ Smoke Scare 2 Service / Medical/ / Good Intent 3 12 Cancelled Enroute 0 1 Brush Fires Other Fires (cari fire, gas leaks) 0 Weather Related (downedt trees etc) Total Calls 35 45 40 34 154 Structure Fires 12 Motor Vehicle Crashes 50 Fire Alarms 36 Elec/ / Smoke Scare 8 Service / Medical / Goodi Intent 33 Cancelled Enroute Brush Fires Other Fires! car fire, gas! leaks) Weather Related Calls 3 Jan Feb March April May June July Aug Sept Oct Nov Dec Total Smoke Alarms Installed 7 3 2 2 14 Child Safety Soat Installations 2 7 15 Emergency Call Outs (Elec/Public w 3 2 6 &b