LOUISBURG NOI RTH CAROLINA Charming Since 1779 AGENDA LOUISBURG TOWN COUNCIL LOUISBURG TOWN HALL COUNCIL CHAMBERS June 19, 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 6. May 15, 2023 Regular Meeting May 19, 2023 Special Called Meeting - Budget Workshop June 2, 2023 Special Called Meeting - Budget Workshop 7. Adoption of an Ordinance to Amend Chapter 12, Food Truck Regulations Mayor P.10 8. Recognition oft the Louisburg College Softball Team Mayor 9. Public Hearing a. Ordinance to Extend Corporate Boundaries for Green Hill Subdivision Phase 4 Slayter P.12 b. Zoning Map Amendment for 104 Fox Park Rd - Agriculture/Residential (A-R) to Office/Institutional (O-I) Slayter P.15 C. Budget Ordinance for FY 2023-2024 Medlin P.24 10. Adoption of an Ordinance to Extend the Corporate Boundaries for Green Hill Subdivision Phase 4 Slayter 11. Adoption of an Ordinance to Amend the Zoning Map for 104 Fox Park Rd from Agricoulura/Residential to Office/Institutional Slayter 12. Adoption ofBudget Ordinance for FY 2023-2024 Medlin 13. Resolution to Award StRAP Contract (Streamflow Rehabilitation Project) Medlin P.66 14. Resolution to Approve ARPA Related Policy - Financial Internal Controls Carden P.68 II LOUISBURG NORTH CAROLIN A Charming Since 1779 15. Resolution for Appointments to Boards and Commissions Slayter P.79 16. Approval of Budget Amendment #4 to Close Out Fiscal Year 2022-2023 Carden P.83 17. Approval to Amend the Utility Payment Policy Carden P.88 18. Administrator's Report Medlin P.90 19. Mayor's Report Mayor 20. Police & Fire Report Abbott/Lanham P.116 21. Public Comment Mayor 22. Council Comments Mayor 23. Closed Session Mayor a. 143-318.11 (a)(5) - Real Estate b. 143-318.11 (a)(6) - Personnel 24. Adjourn REGULAR MINUTES LOUISBURG TOWN COUNCIL May 15, 2023 The Louisburg Town Council met on Monday May 15, 2023 at 7:30 PM at the Town Hall 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 Council Members Emma Stewart, Bobby Dickerson, Mark Russell, Tom Clancy and Betty Wright were all present. Councilwoman Silke Stein was unable to attend. Invocation Councilwoman Wright gave the Invocation. Pledge of Allegiance Mayor Christopher Neal asked everyone to remain standing for the Pledge of Allegiance. Adoption of the Agenda Mayor Neal called for a motion to adopt the Agenda. Councilwoman Wright made the motion to adopt the agenda; seconded by Councilman Dickerson. The motion passed without objection. Approval ofthe Minutes Mayor Neal called for a motion to approve the minutes from the April 14th Special Called Meeting- Budget Workshop along with the April 17th Regular Meeting and the May 5th Special Called Meeting. Councilwoman Stewart made a motion to approve the minutes with the correction of two names in the minutes of April 17th Regular Minutes. Miles Freedman instead of Freeman and Rosenell Eaton instead of Rosemary; seconded by Councilwoman Wright. The motion passed without objection. Resolution Fixing the Date of Public Hearing on Annexing Greenhill Subdivision, Phase 4 This resolution is the 2 step in the annexation process regarding Phase 4 ofthe Green Hill Subdivision. The findings by the Town Clerk affirming that the requirements for annexing has been 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 dwellings units comprising a mix of single-family dwellings and town homes. Councilman Russell made a motion to have a Public Hearing on June 19th to approve the resolution; seconded by Councilman Dickerson. The motion passed without objection. Resolution to Award Upset Bid for 109 North Church Street 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 with the upset bid of $221,000 for 109 North Church Street. This property would not be rezoned. Councilwoman Stewart made a motion to award the upset bid for 109 North Church Street in the amount of $221,000; seconded by Councilman Dickerson. The motion passed without objection. Adoption of an Ordinance for the Regulation of Food Trucks 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. Included in the Ordinance is a list of definitions of words, terms and phrases used in this article, authorized locations and location restrictions for mobile trucks and pushcarts, public safety and nuisance prevention. Permit's required, taxation, suspension and revocation of permits and penalties and remedies. Councilwoman Wright made the motion to repeal and replace the new provisions to take effect June 15, 2023; seconded by Councilwoman Stewart. The motion passed without objection. (There is a full updated Ordinance available at all times in Town Hall). Adoption of Resolution Adopting ARPA Mandated Policies 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 ofb both direct federal funds and state pass-through funds. The Town ofLouisburg received approximately $1.15M in a direct allocation from the federal government, as well as, awarded another $450,000 from the NC Department of Commerce as part oft their Rural Transformation Grant Program. 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. a) Records Retention Policy b) Nondiscrimination Policy c) Conflicl-af-Interest Policy d) Eligible Use Expenditures e) Allowable Cost Policy Councilwoman Stewart made a motion to approve all policies; seconded by Councilwoman Wright. The motion passed without objection. Resolution Renaming Short Street to Riverbend Park Street Councilwoman Stein has requested that Short Street be renamed to Riverbend Park Street in an effort to increase awareness oft the Park itselfb by associating the Park's location with its own street addrèss. This step is designed to link up with common geographic resources such as online directional applications and other mapping resources. Councilman Clancy made the motion to rename Short Street to Riverbend Park Street; seconded by Councilwoman Wright. The motion passed without objection. Discussion of Position Reclassifications Town Administrator Sean Medlin stated to the Board that the Town has had two vacant positions that he would like to request re-classifying to further development the Town's ability to meet its service needs. The first position he is asking to re-class is for the Assistant Town Administrator's position whose job duties largely related to the Utilities and Public Works functions of the Town. Mr. Medlin is seeking to change the position to a Public Services Director whose 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 re-classed to an Information Technology (IT) Director's position. This change fulfills an essential need that has evolved to the point where the Town 2 cannot effectively manage its technology needs through outsourcing. At this time Mr. Medlin feels that the two positions would better serve the Town as we move forward. Councilman Dickerson made a motion to re-classify both positions as requested; seconded by Councilman Russell. The motion passed without objection. Administrator's Report Mr. Sean Medlin, Town Administrator, reported to the Board as follows: April financials for Louisburg and the February financials for the Louisburg ABC Store were provided in the Councils packets. 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 Staffisi 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 of Louisburg will be co-sponsoring with 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 and Anti-Domestic Violence Campaign Event on June 17th from 11AM to 3PM in downtown. I would like to recognize the Louisburg College lady's softball team as they are ranked 2nd in the nation. A disc golf tournament, 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. Cemetery clean up on June 15th. Mayor's Report He attended a dinner at the Methodist Church in Town where he visited with citizens. An invitation was also extended to all Board members to come and eat each week as well. He spoke at St. Paul's Re-Entry Program. This program works with people who have been recently incarcerated. He had the pleasure of presenting two birthday proclamations at Louisburg Manor, Ms. Arie Jane Richards Horton turned 105 and Ms. Ida Pauline Hicks Hall turned 101 years old. He thanked the grounds people for their beautiful work in front ofTown Hall and at the Training Center. Police & Fire Report Chief Abbott reviewed a few things from his report that was included in the Councils packets. Officer Hector Cruz has successfully completed the FTO program. He is now assigned to the Patrol section. Administrative Assistant, Katie Davis and Officer Adam Rooker have both celebrated their one-year employment anniversaries with the department. Both are genuine assets to the agency. There is a recruit going through the hiring process that will fill the last vacant position. Councilman Dickerson asked Chief Abbott if he would bring all new hires to the regular meetings to introduce them to the Council and citizens. 3 Public Comment 1. Kelly Caraway ,107 N Elm St, reported hearing a lot of gun shots behind her house all the time. 2. Timothy Faison, Peach Orchid Rd, wanted to let the Board and the Town know that he was praying for them. 3. Tyicee Jackson, 108 Halifax St, would like to have a free gospel singing and something for the kids. Would like to something to bring everyone together. 4. Johnny Clifton, 114 Fox Park Rd, traffic lights are not in sync at Walgreens and that's why there have been several accidents. 5. Phillip Stover, 307 Main St, bike trail is in terrible condition. 6. Beverly Kegley, 120 Jolly St, she was having a hard time breathing in the room and would like to see it moved back to a bigger space. 7. Chief Abbott made the statement that there had not been any 911 calls for shots being fired and if any citizens have any concerns to please do not hesitate to call 911. 8. Kim Baker, 624 N. Main, disc golf course needs repairs. Closed Session Councilwoman Emma Stewart asked for a motion to go into closed session reference 143-318.11(a)(5) Real Estate and 143-318-11 (a)(6) Personnel; seconded by Councilwoman Bettye Wright. The motion passed without objection. Councilman Tom Clancy asked for a motion to come out of closed session; seconded by Councilwoman Bettye Wright. The Motion passed without objection. No action was taken in closed session. Council Comments Councilwoman Stewart suggest that the Town should join the EDC. Lady Canes softball team, are going to the National finals. She had attended Will Hinton's retirement party. She had also visited the Town Hall at Atlantic Beach viewing their layout. Councilwoman Wright had visited the Senior Center, attended a meeting with Kerr Tar, and attended Senior Day at Riverbend Park. The rest of the Council Members thanked everyone for coming to the meeting. ADJOURN Mayor Neal asked for a motion to adjourn. Councilman Russell made the motion to adjourn; seconded by Councilwoman Wright. The motion passed without objection. Submitted; Pamela Perry NCCMC, CMC 1 Budget Workshop Minutes Council Chambers 110 W Nash Louisburg NC, 27549 May 19, 2023 10am The Louisburg Town Council met on May 19, 2023 at 10am 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 Council Members Dickerson, Clancy, Russell, 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. Budget Workshop Town Administrator Sean Medlin presented an unbalanced budget to the Board in order to allow them to be a part of the process of! balancing the budget. This budget does include a.05 cent increase in taxes which is included in the general fund as expected revenue. The expected expenditures are included. No increase in water or electric or sewer rates. Mr. Medlin is proposing a $3.06 increase to the sanitation rate. The Board is suggesting a $4.00 increase. This is including two new fire trucks costing around $3million, College Street is $90K that had been estimated before that was asked to be added to the budget. Two police cars and three full time firemen positions. These are the biggest items, as of now, in this budget. This also includes the pay study option 1, which included a merit with a 4.4% COLA. This budget also includes each departments wishes that they had requested. The firetrucks would take 2 to 3 years before the Town would actually receive them. A purchase order would be issued and the cost ofthe trucks will continue to be in the Towns budget each year until they have been received. Once the purchase order is entered the Town is obligated to purchase, and would possible have to make payments before we actually receive the trucks. There was a question regarding the monies from Louisburg College stating a verbal agreement between the Town and the College, of paying $5K a year for 20 years to help purchase a previous fire truck. Mr. Medlin spoke with the President of the College and their reply was that they never received an invoice therefore they never sent a payment. They did make a donation to the fire department in the amount of$17,500. The Town will start sending and invoice to the College. At this time the Board would like to take out the two new fire trucks, one police car, the three fire positions and College St. The recreation fund, event series, was asked why it had doubled. The bands that the Town had reached out to, were higher, and this included all Town events. It was suggested to put a committee together that included citizens and Council members to help with the events, to look into changes as far as activities for children, prices on bands for FNOTT, etc. It was asked ift there had been any comparison shopping as far as insurance. The local provider was able to get the Town a 12.7% reduction and was able to go back to BCBS. The electric department includes two generators. One ofthe generators will be housed at the sewer plant, that is down and we are paying $5K a month to rent a portable generator at this time, that we have had for a year now. Right now we are trying to purchase a portable generator, SO in the future the Town will not have this problem. In the planning and zoning department, with all the growth coming to Town, is there anyway the fees can be raised? Are they in line with the surrounding Towns? The staff is looking into system development fees. The Board asked to take out all ofthe capital outlay under the water fund and that would put that at $142K to the good, which could be moved to reserves. The electric department has 3 things in the capital outlay, a shelter extension estimated at $50K and a piece of equipment for $10K and also a $8K piece of equipment. The Board would like to cut the shelter out and add one person to the department. Councilman Russell made a suggestion of resending the Council Members' monthly stipend. By Statue, the Mayor has to receive payment. Councilman Russell made a motion to proceed with resending the monthly stipend for the upcoming budget year, but will be reviewed yearly for the Council Members; seconded by Councilwoman Stein. Council Members Russell, Stein, Dickerson, Stewart and Clancy all agreed. Councilwoman Wright voted No. The vote carried to resend the Boards stipends for the upcoming budget year, but will be reviewed yearly. Councilman Clancy made a suggestion that he thought would benefit the Town in the long run. He would like to get an engineer to look at designing and the cost ofa reservoir. Mr. Medlin will look and see if the ARPA Funds would cover the cost of this. The Board questioned the amount under line item Attorney Fees. This does not included things like the Monument fees. As of now it is going under the Historic line. The Board asked that it all go under attorney fees. In the water department, Mr. Medlin did add in a "base" employee there due to having two employees that are eligible for retirement. The Board has asked Mr. Medlin to take in consideration of these suggestions and have the Board to meet back on June 2nd at 10AM. Capital Project Ordinance Finance Director Reuben Carden, stated to the Board that the Town was awarded a $252,720 grant from the Golden LeafFoundation to assist with the costs ofthe Louisburg Industrial Park Expansion Project. These funds will be used to cover the costs oft the clearing and grading of the land located at the project site. The Town has also received $37,550 from the sale of timber. With this Ordinance, the funds will be brought into the budget and held under the Contingency line item until the funds are needed for the project. Councilman Clancy made a motion to approve the Capital Project Ordinance Amendment for the Louisburg Industrial Park Expansion Project; seconded by Councilman Clancy. The motion passed without objection. - Closed Session 143-318.11 (a)(6)-Personnel Councilman Clancy made a motion to go into closed session; seconded by Councilman Russell. The motion passed without objection. Councilwoman Wright made the motion to come out of closed session; seconded by Councilman Russell. The motion passed without objection. The Board told Ms. Perry that they were all pleased with her works during the 6-month probation period, and suggested a 3% increase in salary. 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 Special Called Meeting Budget Review Minutes Council Chambers 110 W Nash Louisburg NC, 27549 June 02, 2023 10am The Louisburg Town Council met on June 2, 2023 at 10am 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 Council Members Dickerson, Russell, Stein, Wright and Stewart were all present. Invocation Councilwoman Wright gavethei invocation. Pledge of Allegiance Mayor Christopher Neal asked everyone to remain standing for the Pledge of Allegiance. Budget Review Town Administrator Sean Medlin presented to the Board a balanced budget, based on the discussion and suggestions from the last budget workshop held on May 19, 2023. He also provided the Board with two more options as well to review. In Budget number one, he has added a part time human resources person. This position was approved by the Board at a previous meeting. Councilwoman Stein asked if the budget was omitting things that each department had turned in to Mr. Medlin from their "wish list". Mr. Medlin stated that he balanced the budget according to the discussion from previous budget workshops and what the Town could afford. Councilwoman Wright asked why we were asking for a part time human resources person rather than a full time. Mr. Medlin's reply was due to funding. Councilwoman Stewart mentioned College Street, hoping to find some way to get this in the budget. Her motion is to add the College Street extension, to be added over the next two years; seconded by Mayor Neal. Council Members Wright and Stewart, along with the Mayor voted yes. Council Members Dickerson, Russell and Stein voted No. The motion did not pass. Councilwoman Stein asked ifthere was any way that the recreational department could come up with activates for kids that didn't play sports. Mr. Medlin replied that he thought that could be possible with this budget. Council asked if something could be put in the Town's news letter regarding sponsorships for FNOTT. Councilwoman Stein also asked about the line item amount for planning and zoning. There are two position's posted for that line item, and it also included Mr. Slayter's S for his consulting fees for a two day a week when he leaves at the end oft the month. Councilwoman Stein asked if Fire ChiefLanham could speak to the Board regarding the three position's that he would like to have for his department. This would cost the Town $210K to fund these three positions. Chief] Lanham also spoke on the needs of a new fire truck. Mr. Medlin is in the process of pulling the invoices for the cost of the maintenance of the truck that is there now. That could possibly be the deciding factor. Councilwoman Stein asked ifthere was any "wiggle room" after the discussion that have been heard today, in the budget to add the three full time firemen in the budget. Councilwoman Wright made the motion to leave the budget as is and to wait till next year's 8 budget to revisit this; seconded by Councilwoman Stewart. The motion passed. Mr. Medlin offered two additional budget options to the Board. Option 1 will include a 4% cola that would be effective January 1, 2024.The pay study results would go in affect July 1. 2023. Option 2 is the same as option 1 however except for the pay study. This will follow under the pay study option 2. The 4% cola is effective July 1, 2023. Option 3 is the same as 1 but with pay option 2 which is the lower amount is the salaries, with a 4% cola effective July 1, 2023. This option takes away all ofthe capital. Also a .03 cent reduction in tax, making it .02 cents instead of. .05 cents. Public Comments Joyce Neff 203 John St., asked why the trash collectors is being outsourced, opioid money, hoping the police will be able to receive a portion oft that, how much did it cost to move the confederate monument. Lucy Allen 312 N Main, asked that the Town reconsider taking the College Street project out ofthe budget. Closed Session 143-318.11 (a)(6)-Personnel Councilwoman Wright made a motion to go into closed session; seconded by Councilman Dickerson. The motion passed without objection. Councilwoman Stewart made the motion to come out of closed session; seconded by Councilwoman Stein. The motion passed without objection. Mayor Neal asked for a motion to adjourn. Councilman Dickerson made the motion to adjourn; seconded by Councilwoman Stewart. The motion passed without objection. Submitted; Pamela Perry NCCMC, CMC Q TOWN LOUISBURG IL NO ORTI H CAROLINA Charming Since 1779 TO: TOWN COUNCIL FROM: Philip Slayter, Planning Administrator DATE: June 16, 2023 RE: Amendment Chapter 12, Section 12-3, Food Truck Regulations REQUEST: This amendment restores any location previously eligible under the Town's old regulations. COUNCIL ACTION: Approval of the Amendment /0 ORDINANCE NO. 2023- [An Ordinance to Amend the Town of Louisburg's Code of 12, Food Trucks, Section 12-3 Authorized Ordinances, Chapter Locations] WHEREAS: 1. The Louisburg Code of Ordinances is the codified set oflocal laws Council under which the Town ofLouisburg adopted by Town government and its citizens operate; and 2. The Town of Louisburg Ordinance 2023-0-36 requires modification existing food truck locations defined under the Town's to recognize pre- Ordinance 2017-3; and previous regulations found in NOW THEREFORE BE IT RESOLVED BY THE TOWN OF TOWN COUNCIL DULY ASSEMBLED THAT: LOUISBURG 1. Chapter 12, oft the Town of Louisburg Code of Ordinances is hereby amended as follows: "8. Any location previously eligible under Louisburg Ordinance Number space must be on private property and co-located with 2017-3, such that the with an appropriate. size electrical an operating retail business and provided connection to serve as a power source * 2. All provisions of other Town Ordinances in conflict with this Ordinance repealed. are hereby 3. In any provision of this Ordinance or the application thereof to circumstance in held invalid, the invalidity does not affect other any person or applications of the Ordinance which can be given effect without provisions the invalid or application and to the end, the provisions of this provision or Ordinance are severable. ATTEST: SIGNED: Pamela Perry, Town Clerk Christopher L. Neal, Mayor DATE I TOWN LOUISBURG III NORTH CAROLIN A Charming Since 1779 MEMORANDUM TO: TOWN COUNCIL FROM: Philip Slayter, Planning Administrator DATE: June 13, 2023 RE: Green Hill Subdivision, Phase 4 REQUEST: Approval of Ordinance Annexing Green Hill Subdivision, Phase 4 BACKROUND: Adoption of this Ordinance is the third and final step to complete the annexation process. The adjoining Green Hill Subdivision, Phases 1-3 are already incorporated into Town limits. COUNCIL ACTION: MOTION TO APPROVE THE ORDINANCE ANNEXING GREEN HILL SUBDIVISION, PHASE 4. 12 ORDINANCE NO. 2023- [An Ordinance To Extend The Corporate Limits Of The Town Of North Carolina] Louisburg, WHEREAS: 1. The Town of Louisburg has been petitioned under G.S. 160A-31 to known as Green Hill Subdivision, Phase 4 described annex the area below; and 2. The Louisburg Town Council has by resolution directed the Town Clerk to investigate the sufficiency of the petition; and 3. The Town Clerk has certified the sufficiency ofthe petition and a on the question of this annexation was held at Council public hearing 7:30 PM on June 19, 2023, after due notice by Chambers, Town Hall at and publication on June 8th of 2023; 4. The Town of Louisburg finds that the petition meets the requirements 160A-31: ofG.S. NOW THEREFORE BE IT RESOLVED BY THE TOWN OF LOUISBURG TOWN COUNCIL DULY ASSEMBLED THAT: 1. By virtue of the authority granted by G.S. 160A-31, the following described territory is hereby annexed and made part of the Town of Louisburg, as of this day, June 19, 2023: Beginning at a point, said point being an existing iron pipe located S 08948'32" E a distance of452.43 from the intersection ofNC Hwy 39 and Club Road; Thence N 88°01 '09" E a distance of 357.86' to a concrete monument; Thence N. 87954'46" E. a distance of321.80' to a point; Thence M distance of2179.74'10 a point on the bank ofthe Tar River; Thence 8795341"Ea River the following bearings and distances: Thence S 19939'00"E along the Tar 133.77: Thence S 46925'58" E. a distance ofl 166.40'; Thence S a distance of distance of186.74; Thence S 86°3042" E. a distance 8190415"Ea 60951'24" E. a distance of107.11; Thence N of72.73't0 a; Thence N 76026'29"E a Thence S25946'19" E a distance of 190.53'; Thence S 05933'18" distance W. a distance of111.24; 376.65't0 a point; Thence leaving the top bank ofthe Tar River S 87956'44") of distance of83.98't0 a concrete monument; Thence S 8795644" W a distance Wa 292.02' to an existing iron pipe; Thence S 8795451" W a distance of 250. 19' to of existing iron pipe; Thence S 88900'29" W a distance of134.82'to a; Thences an 88°01'24" W a distance of180.09 to an existing iron pipe; Thence S a distance of224.51't0 an existing iron pipe; Thence S 87056'27" W 87959'19" a distance W 178.96'10 an existing iron pipe; Thence S 8705651" W a distance of an existing iron pipe; Thence S 8705754" W a distance of1789.94'10 iron pipe; Thence S 88°06'20" W a distance of134.98'1 to of224.64't0 an existing an existing iron pipe; 13 Thence S 87058'59" W a distance of225.08' to an existing iron pipe; Thence S 87°57'21" W a distance of225.06't0 a concrete monument; Thence S 87059'57" W a distance of313.75' to an existing iron pipe; Thence S 87057'25" W. a distance of313.38' to an existing iron pipe; Thence S 87056'50" W. a distance of428.48't0 an existing iron pipe; Thence N 00°17'00" W. a distance of150.41'to an existing iron pipe; Thence N 07027'30" E a distance of 86.44'to an existing iron pipe; Thence N 04°10'05" W a distance of199.22' to a new iron pipe; Thence N 38°44'45" E a distance of43.24' to a new iron pipe; Thence N 84°48'08" W. a distance of185.50' to a new iron pipe on the eastern right ofway ofNC Hwy 39; Thence along said right ofway N 06°40'45" 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 of 105.50' 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 fN02901'50" 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 Profèssional Land Surveyors, dated January 9, 2023. Annexation Map Recorded in Map Book 2023-Page 22-22(1). 2. Upon and after, June 19, 2023, the above described territory and its citizens and property shall be subject to all debts, laws, ordinances and regulations in force in the Town ofLouisburg and shall be entitled to the same privileges and benefits as other parts of the Town ofl Louisburg. Said territory shall be subject to municipal taxes according to G.S 160A-58.10. 3. The Mayor of the Town of Louisburg shall cause to be recorded in the office of the Register of Deeds of Franklin County, and in the office oft the Secretary of State at Raleigh, North Carolina, an accurate map of the annexed territory, described in Section 1 above, together with a duly certified copy oft this ordinance. Such a map shall also be delivered to the Franklin County Board of Elections, as required by G.S. 163-228.1. Adopted this 19th day of. June, 2023. ATTEST: SIGNED: Pamela Perry, Town Clerk Christopher L. Neal, Mayor DATE 14 TOWN LOUISBURG III N O R T H CARO L I N A Charming Since 1779 TO: TOWN COUNCIL FROM: Philip Slayter, Planning Administrator DATE: June 13, 2023 RE: Zoning Ordinance Map Amendment REQUEST: Proposed Zoning Map Amendment to change the zoning of Franklin County Tax Parcel 049692 from Agriçutural-Residential (A-R) to Ofice/Iinstitutional (O/1). The property is located at 101 Fox Park Road. BACKROUND: The Applicant, Family Solutions of Ohio, seeks to rezone this property to Office/Institutional (O/I) to address its office needs created by the establishment of the Children's/oung Adult Psychiatric Home just north on Hwy 39 S. The proposed office building is estimated to be about 4500 square feet. This matter should be resolved in favor of the Applicant as the rezoning would be consistent with the Town's Comprehensive Plan and that the proposed zone of Ofice/Institutional (O/I) would be appropriate for maintaining a low-intensity office/commercial use at this intersection. STAFF RECOMMENDATION: APPROVAL PLANNING BOARD RECOMMENDATION: Approved by a vote of 5 - 0, May 11, 2023 COUNCIL ACTION: APPROVAL OF REQUEST K At the Adoption of the Ordinance (Item 11) REQUIRED MOTION TO BE READ AS FOLLOWS: "I make a motion to approve the request that the parcel identified by Franklin County Tax ID Number 049692 be approved for rezoning from Agricultural- Residential (A-R) to Olice/Institutional (O/I) given the findings for this request are consistent with the 2030 Louisburg Comprehensive Plan and shown to be in the public interest as the rezoning contributes to the overall economic well-being of the Town and will result in a more logical and orderly development pattern". AS A MATTER OF COUNCIL RECORD, the following motion was given by Town Council on June 19, 2023. Pamela Perry, Town Clerk G ORDINANCE NO. 2023- [An Ordinance to Amend the Town of Louisburg's Zoning Map.] WHEREAS: 1. The North Carolina General Statues authorize a municipality to adopt Zoning Ordinances in order to regulate the development and use ofland; and 2. North Carolina General Statues authorize the amendment oflocal Zoning Ordinances; and 3. The Town ofLouisburg has duly adopted a Zoning Ordinance and hereby finds it favorable to amend the Ordinance; and 4. Family Solutions of Ohio requests Town Council to rezone 2.7 acres of land identified as Franklin County Tax Parcel 049692 from Agnculura-Resdemta. (A-R) to Oftice/Institutional (O/I). 5. The Louisburg Planning Board voted on May 11, 2023 to recommend in favor of the request on the basis of consistency with Louisburg 2030 Comprehensive Plan; and 6. The Louisburg Town Council, while considering the zoning map amendment, has found that this map amendment is consistent with the goals and policy recommendations cited in the Louisburg Comprehensive Plan because this location is appropriate for low intensity commercial or office; and 7. The Louisburg Town Council has found that the rezoning request is reasonable and in the public interest because the proposed use will result in a more logical and orderly development pattern. NOW THEREFORE BE IT RESOLVED BY THE TOWN OF LOUISBURG TOWN COUNCIL DULY ASSEMBLED THAT: 1. Amends the Louisburg Zoning Ordinance in the form of a Map Amendment as follows: Franklin County Tax ID Parcel 049692 be rezoned from Agricutura-Residenta (A-R) to Office/Institutional (O/I). 2. All provisions of other Town Ordinances in conflict with this Ordinance are hereby repealed. 17 3. If 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 18 Town of Louisburg Planning Board RZ 2023-5-1 Pagel 1 Town of Louisburg Planning Board Rezoning 2023-5-1 Applicant: Andrew Stillwell, Stillwell Architects Family Solutions of Ohio (Agent) Property Location: 101 Fox Park Road Tax Parcel ID: 049692 Existing Zoning District: Agicultura-Residenial (A-R) Proposed Zoning District: Office-Institutional. (O/I) Background: The agent for the applicant, Mr. Andrew Stillwell petitioned to rezone this property to of Stillwell Architects, has construction of an office building that Ofice-Institutional will house (O/I) to permit the Psychiatric Home (located at 844 NC Hwy 39 employees for the Children's site. The proposed office site, a 2.7-acre S) some 700 feet north of the Park Road and NC Hwy 39 South next parcel, is located at the corner ofFox station. The property is to the Town of Louisburg's sewer lift describes a 4500 sqft. single currently a wooded lot. The proposed site plan about 15 paved parking story structure. On-site parking would comprise the A-R zone, hence the basis spaces. for The use, an office space, is not permitted in the request. Comprehensive Plan: The Town's 2030 Residential Focus Area Comprehensive Plan denotes this area as the Fox Park (p.40). The Plan states institutional, and "Expansion commercial agricultural uses are supported with a ofsingle-family, activity at existing locations" Because the concentration of part ofthe Children's Home which is an institutional proposed office use is would be considered consistent with the Plan. use, the change in zoning Adjoining Zoning: North: East: Agricutumal-Residential (A-R) West: Agricultumi-Residemial (A-R) South Agricultumi-Residential (A-R) Agriculumal-Residenial (A-R) Site Elements: The property is ofa rectangular grade of the site is flat and low; shape it is with frontage along Fox Park Road. The FEMA has not evaluated considered in Flood Zone D which means property has woods Wolfpen Creek at this location for flood risk: Road and on two sides and bounded by two highways, Fox The NCHwy 39 S on the remaining sides. As Park of Louisburg has a wastewater lift station at the described earlier, the Town corner next to the property. 19 Town of Louisburg Planning. Board RZ 2023-5-1 Page 2 Recommendations: Staff supports the rezoning. The property is located at an intersection and within close proximity (700 feet) of the principal land use that it will be serving. The 2030 Plan recognizes the need for institutional uses such as schools, medical and related uses like the Children's Psychiatric Home. The proposed rezoning will provide an appropriate land use transition at the corner intersection with an institutional/office use as an anchor at the corner then moving westward up Fox Park Road to residential uses. The addition of the office space is not expected to generate enough traffic to create any impediments to flow or traffic turns as the office hours will likely operate from the early morning to late afternoons. Consistency Statement: The rezoning oft this property to Office-Institutional (I/O) from Agricultural- Residential is consistent with the 2030 Comprehensive Plan as the Plan stipulates that in this area, existing institutional or commercial development at intersections are appropriate, but should be limited to the immediate node (aka intersection). This approach provides the County and the region with much needed social/medical community services that would otherwise force patients to commute to Raleigh or further. Reasonable and Public Interest Statement: The rezoning is reasonable in that it will: 1) expand the availability and access to social and community services urgently needed in Louisburg, 2) provide additional employment which expands the local tax base ofthe Town and 3) anchors the surrounding neighborhood with a stable land use deterring blight and housing decay. Attachments 1. Zoning Map 2. Aerial Map 3. Application Letter 4. Site Map 5. 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TOWN OF LOUISBURG 110 West Nash Street Louisburg, NC 27549 wwiommolouhburzers 919-496-3406 Town of Louisburg ANNUAL BUDGET ORDINACE Fiscal Year 2023-2024 Pursuant to G. S. 159-17, BE IT ORDAINED by the Town Council ofthe Town of] Louisburg that the following anticipated fund revenues and departmental expenditures are hereby appropriated and approved for the operation oft the Town government and its activities for the Fiscal Year beginning July 1, 2023 and ending June 30, 2024: SUMMARY General Fund $4,340,695 Electric Fund 8,525,293 Water Fund 1,757,000 Sewer Fund 1,683,250 Solid Waste Fund 471.049 $16,777,287 LEVY OF TAXES There is hereby levied, for Fiscal Year 2023-2024, an Ad Valorem tax rate of .50 cents per one. hundred dollars (100.00) valuation of taxable property as listed for taxes, for the purpose of raising the revenue from Ad Valorem Taxes as set forth in the foregoing estimates ofrevenues, and in order to finance the foregoing applicable appropriations. This tax rate is based on an estimated valuation of $318,161,150. Interfund and interdepartmental transfer of moneys, except as noted below, shall be accomplished only with specific advance approval of the Louisburg Town Council. Special Authorizations ofthe Budget Office A. The Budget Officer shall be authorized to reallocate any appropriation within departments. B. The Budget Officer shall be authorized to execute interfund and interdepartmental transfers in emergency situations. Notification of all such transfers shall be made to the Town Council at the next meeting following the transfer. RE-APPROPRIATION OF FUNDS ENCUMBERED IN FISCAL YEAR 2023-2024 Operating funds encumbered by an outstanding purchase order as of June 30, 2023 are hereby re-appropriated to Fiscal Year 2023- 2024. Re-appropriation will be by a budget amendment at the August 2023 Town Council meeting in Fiscal Year 2023-2024. UTILIZATION OF THE BUDGET ORDINANCE This ordinance shall be the basis of the financial plan for the Town ofLouisburg municipal government during the fiscal year beginning July 1, 2023. The Budget Officer shall administer the Annual Operating Budget and shall ensure that operating officials are provided guidance and sufficient details to implement their appropriate portion oft the budget. 24 The Finance Director shall establish and maintain all finançial records, which are in accordance with this ordinance, and in accordance with the appropriate state statues oft the State of North Carolina. Adopted this the 19th day of June 2023. Sean Medlin Christopher Neal Town Administrator/Budget Officer Mayor ATTEST: Pamela F. Perry, City Clerk 25 TOWN LOUISBURG III NO RTH CAROLINA Charming Since 1779 TO: TOWN COUNCIL FROM: Sean Medlin, Town Administrator DATE: June 15, 2023 RE: Professional Services Expenses REQUEST: INFORMATIONAL PURPOSES ONLY = PROFESSIONAL SERVICES BACKROUND: After the last budget workshop, which was held on June 2, 2023, I took from the budget workshop that a majority of the Council was not satisfied with the Professional Services line-item expenditures. spoke with Philip Slayter, the retiring Planning and Zoning Administrator. Philip is willing to remain as a part-time employee, with a workload up to 16 hours per week. have worked with Philip to accommodate his request. As we worked through this process, the Town was able to save an estimated $55,000.00 and increase appropriated fund balance in the respective funds. 26 OPTioN 7oave a Losisbung 110 W. Nash St. Louisburg, N.C. 27549 OUADEDN 17 State Office of the Town aMoré Daroling Administrator To: Mayor Christopher Neal and Town Council From: Sean Medlin, Town Administrator Date:. June 19, 2023 Subject: Budget Message for Fiscal Year 2023-2024 I am pleased to present the Fiscal Year 2023-2024 budget. The proposed budget is balanced and prepared in accordance with the Local Government Budget and Fiscal Control Act. The budget reflects the Town Council and Staff's S commitment to providing high-quality, low-cost services. These services provide safe and secure neighborhoods and are fundamental to the quality of life and economic vitality of the Town. The proposed fiscal year budget for 2023-2024 beginning July 1, 2023 totals $ 16,777,287. General Fund The Town of Louisburg's proposed General Fund budget for FY 2023-2024 totals $ 4,340,695.00. Property tax rate for FY23-24 will increase from $. .45 cents per. $100 of assessed valuation to $.50 cents per. $100 of assessed valuation. The impact on a home valued at $250K would be as follows: Current year tax impact - $250,000/$100 assessed valuation totals $2,500 at a current tax rate of $0.45 cents would total $1,125.00. This is for the Town of Louisburg. Proposed tax increase to $.50 cent per $100 assessed value would be $250,000/$100 assessed value totals $2,500 at the proposed tax rate of $.50 cent would be $1,250.00. This is for the Town of Louisburg. The annual impact would be $125.00 or $10.42 per month. One cent on the tax rate equates to $ 31,179.79. The collection rate for the Franklin County Tax Office is 98%. Solid Waste Solid Waste rates will increase $4.00 per household, per month for the proposed budget year. Our in-house service will continue to provide twice a week back door pick-up and commercial service will continue to be contracted out with Waste Industries. Please note that we have an RFQ out for solid waste services. will keep the Council updated as information is received. The Town of Louisburg's proposed Solid Waste Fund budget for FY 2023-2024 totals $471,049.00. 37 Electric Fund Electric rates will remain constant in the upcoming fiscal year. The Town has experienced some growth in the electric system as we are providing newi infrastructure to new developments within our boundaries. Staff has entertained the idea of revenue bonds to assist with the new infrastructure cost. will continue to keep the Council updated as we move forward with this project. The Town of Louisburg's proposed Electric Fund budget for FY 2023- 2024 totals $ 8,525,293.00. Water Fund We are projecting water sales to remain constant and there is no rate change this fiscal year. The Town of Louisburg' s proposed Water Fund budget for FY 2023- 2024 totals $1,757,000. Sewer Fund We are projecting sewer revenues to remain constant sO there is no rate change this fiscal year. The Town of Louisburg's proposed Sewer Fund budget for FY 2023- 2024 totals $1,683,250. e/Charge/Asesments Staff is examining this area for revision as these items have not been reviewed in several years. Additional research will be on going to bring the Town's rates into conformity with the prevailing rates of the surrounding communities in our region. Adjustments will be made during this fiscal year. Personnel The Town received an updated pay classification study in the current fiscal year. The study revealed that a majority of employees salary ranges will increase allowing for growth in the position. The study allowed fori two pay options. This budget includes pay option 1 effective July 1, 2023 with a 4.0% COLA effective January 1, 2024. This budget includes three new positions: Electric Line Technician, Human Resources Generalist, and Water Treatment Plant Operator. Also included are the recent re-classifications of the Assistant Town Administrator's position to the Public Services Director and the Economic Development Coordinator to an IT Director. The Town did see a reduction in healthcare cost by 12.7% for fiscal year 2023-2024. The Town has retained medical, vision and dental for the upcoming year through Blue Cross Blue Shield of NC. 08 Fund Balance The General Fund's S fund balance ending FY 2020-2021 totaled a $3,111,782. Our year-end estimates for 2022-2023 reflect that the Town's General Fund balance should remain constant. At the end of FY: 20-21, our Electric Fund balance was $1,191,138 and the Water and Sewer Fund balance was $1,240,771. It is my hope that we continue to increase the fund balance in each respective fund. These reserves will ensure that we have the reserves necessary to invest in infrastructure that will certainly be needed in the coming years as growth heads our way. The audit is anticipated to be completed in the near future; will forward you the updated balances when they are received. Capital Outlay See Exhibit A. Summary This budget was prepared with focus on the Town's long-term financial stability, while allowing us to provide the highest quality services at the lowest possible costs. This budget was developed with a continued focus on maintaining and improving current developments as well as improving our infrastructure. This is a high priority for the Town and we must be creative and promote our Town's economy to maximize the generation of revenue that can be used to provide services and better our community. lwould like to take this opportunity to thank the Town Council for their direction and the staff fori their hard work in putting together this budget for FY: 2023-2024. 29 S S S 5 S 3 35 3 S S 5 3 3 5 S S 5 5 S S S S 5 5 S 8 à 5 S S N S S S 3 5 3 S 3 30 S - S S S S S 5 S A - 3 U n 3 S 3 S 3 5 3 5 S 5 S 5 S 3 3 3 5 S A S S S 3 S S 3 S S S S S 3 S 5 5 S S 31 S S S S 5 S 32 S 5 S S 3 3 S 3 5 S 3 93 3 S 3 - 3 * 5 S 3 3 3 S S S 3 S S 5 S 5 5 S S A S S 5 S + - 5 5 A S S S S - S S S 5 S S S S S 3 S 5 S 5 3 S 33 S S S S S S 8 S S 5 s 3 S 3 s 5 5 3 3 E U > S à S 3 3 S 31 3 S 5 S 3 5 3 A 3 - S S S S 3 3 S 5 3 3 S 5 S E 3 S S s 5 S 3 3 3 3 3 S S 5 S à 3 3 5 5 S 5 5 S 35 S S S A S 36 3 / > S 5 5 S 5 3 5 5 3 3 0 3 - 8 - m 8 A S S s 5 5 s 5 s 3 s 5 3 3 5 5 5 S 3 5 5 S S C S 0 3 a S 5 5 S 5 5 5 S S S 4 - - 3 8 - 8 5 3 S 5 S S S 5 S > 3 S 3 3 S S S 3 3 S 3 S 37 S 5 5 S S 5 3 5 3 S 5 3 3 S 3 5 5 3 S5 s 5 5 S a S 3 38 8 S A S 3 3 5 3 s 5 s 3 3 S 3 S 5 S 3 s 3 5 A 3 5 s 3 8 s S S 3 V s 5 S 0 3 S 3 S S 3 3 3 S 3 s 3 3 S 39 5 S S S S 3 5 5 5 S S S 5 5 S 3 s S 5 S 5 3 S a a ? S S S S 3 S S S 3 3 S S 5 3 S S 5 3 44 A A S S s 5 5 3 s 5 5 s S S s s s 3 s S 3 s s 3 3 5 S V 5 3 S 6 99 - 8 - s S 5 S S 3 5 S 4 S 3 S 3 3 S 3 S5 s 3 s 3 4 A A S 4 3 S 3 5 s 3 3 S S 3 3 5 S S 3 5 5 S 3 5 S s 3 à 43 S 3 S S à 3 S S 44 S S 5 S 5 3 3 s 3 S 3 s 5 3 3 S 5 3 3 5 3 S s 5 5 3 3 3 3 3 S S 5 5 5 3 s 3 S S 3 3 5 S 5 S 5 5 4yu U A 5 S 35 3 s 3 3 S 3 5 5 3 3 5 5 S 3 S s 3 5 / S S S 47 S 5 a 48 5 3 5 S s 3 5 5 3 S 3 S s S 3 s 3 s 3 3 3 s s - - 5 V 5 5 s S 5 3 A A A 3 a S S S 5 49 A S S s S 3 3 3 3 S 3 s S 5 3 S S 3 S s S S 3 S A S 50 S 5 S 5 3 5 3 S 5 S 5 S 5 5 5 S s 3 5 s 3 S 5 5 - S S S 3 S 3 s 3 S S 3 5 S 3 5 3 3 5 3 5 s S 3 E 5 S S S V à - 5 3 S 3 5 5 S s S 3 3 S 3 S 5 s a 53 3 3 5 s 5 s s 5 5 S 3 S 3 s s 3 3 5 3 S s 3 3 S A 3 5 S 5 S A S A S 3 54 S 3 s S 3 55 a 3 5 5 5 5 3 3 5 S s 5 3 s 5 s 5 3 5 3 S 3 5 5 3 - S 9S s 5 5 5 S V A S 5 S S 3 3 56 3 5 5 3 S 5 s 3 S 3 3 A - 57 S S 5 S 3 5 3 5 S S 5 s 3 s S 3 3 S 3 3 3 3 3 S - S 3 3 S 5 S S s S S 5 S 5 S 3 S 5 s S $8 A S 5 5 5 S S S à S S $9 3 3 3 3 5 3 3 S 3 5 s 3 S 3 s s 5 3 5 3 s s S S S s S S 5 à S bo 5 5 S 3 3 - S 6l S S S 3 S 3 S S S 3 S 3 S 5 5 5 5 3 3 3 S s o A S 3s 5 3 3 s s 3 S 5 5 S S - - SOLID GENERAL ELECTRIC WATER SEWER WASTE REVENUES $ 4,340,695 $ 8,525,293 $ 1,757,000 $ 1,683,250 $ 471,049 EXPENDITURES Governing Body $ 14,954 $ 14,540 $ 5,748 $ 5,072 $ Administration $ 590,584 $ 387,052 $ 100,633 $ 92,892 $ Planning $ 74,777 $ 114,553 $ 28,484 $ 26,293 $ Business Office $ $ 245,771 $ 100,942 $ 92,164 $ Police $ 2,032,438 Fire $ 788,125 Street $ 564,803 Solid Waste $ $ 471,049 Recreation 275,014 Rate Stabilization Electric Operations $ 7,763,377 Water Treatment $ 895,833 Water Distribution $ 625,360 Wastewater Plant $ 921,551 $ Wastewater Collection $ 545,277 $ Total Expenditures $ 4,340,695 $ 8,525,293 $ 1,757,000 $ 1,683,250 $ 471,049 Difference $ (0) $ 0 $ (0) $ 0 $ 0 63 Town of Louisburg Capital Outlay For Fiscal Year 2023-2024 Police Vehicle $ 62,500 Body Cameras $ 22,000 Tasers $ 14,000 $ 98,500 Fire KNOX Box $ 5,842 Ram Tool $ 8,325 $ 14,168 Electric Tools for New Trucks $ 18,000 $ 18,000 Water Backwash Pump $ 42,000 $ 42,000 Sewer Equipment $ 4,637 $ 4,637 64 6S TOWN LOUISBURG III NO R' TH CAROLINA Charming Since 1779 TO: TOWN COUNCIL FROM: Sean Medlin, Town Administrator DATE: June 15, 2023 RE: Award for Contract = Streamflow Rehabilitation Program REQUEST: Approval of the Award for the StRAP Grant Project RFP BACKROUND: In 2022, the Town received a $257,769 grant award from the NC Department of Agriculture to undertake streamflow restoration work along the Tar River. The goal of the work is to improve the flow of water at points along the river where vegetative debris or other blockages impede the flow of water which may impact the Town's water supply intake. Through the bid process, the Town solicited bids for the project and received one qualified bid from CAROLINA CLEANING AND RESTORATION, LLC of Greenville, NC in the amount of $212,980. COUNCIL ACTION: Approval of the Resolution to Award the Bid. G6 RESOLUTION NO. 2023-R- [A Resolution to Award the Contract for RFQ # TOL-2023-005 for the Streamflow Rehabilitation Assistance Program] WHEREAS: 1. In 2022, the Town received a $257,769 grant award under the NC Department of Agriculture's StARP program to underwrite the cost of stream rehabilitation work; and 2. The Town of] Louisburg advertised a Request for Proposals (RFP) for stream rehabilitation services to remove vegetative debris and stream blockages along the Tar River; and 3. Only one (1) proposal was received from Carolina Cleaning and Restoration, LLC in the amount of $212,980 for the scope of work; and 4. Carolina Cleaning and Restoration, LLC has met all of the requirements stipulated in the RFP to be qualified as a responsive bidder; and 5. Staff has reviewed the proposal and recommends the contract be awarded to CAROLINA CLEANING AND RESTORATION, LLC of Greenville, NC. NOW THEREFORE BE IT RESOLVED BY THE TOWN OF LOUISBURG TOWN COUNCIL DULY ASSEMBLED THAT: 1. Louisburg Town Council hereby awards the contract in accordance with the RFP to CAROLINA CLEANING AND RESTORATION, LLC for the needs oft the Town ofLouisburg's Tar River Streamflow Restoration project. 2. The Town Administrator is hereby authorized to execute a contract on behalf of the Town. ATTEST: SIGNED: Pamela Perry, Town Clerk Christopher L. Neal, Mayor DATE 67 TOWN LOUISBURG III N O R TI H CAROLIN A Charming Since 1779 TO: TOWN COUNCIL FROM: Reuben Carden, Finance Director DATE: June 19, 2023 RE: Internal Control Policy REQUEST: Approve Resolution Adopting iInternal Control Policy BACKROUND: 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 from the federal government, as well as another $450,000 awarded 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 State and Federal regulations and laws by which the Town is required to adopt in the form of policies, such as the attached Internal Control Policy, which focuses on finance- related orocesses and procedures. STAFF RECOMMENDATION: Approve Resolution Adopting Internal Control Policy COUNCIL ACTION: Motion to Approve Resolution Adopting an Internal Control Policy for the Town of Louisburg 68 RESOLUTION NO. 2023-R- [A Resolution to Adopt an Internal Control Policy] WHEREAS: 1. The Town of Louisburg has a responsibility to provide taxpayers with reasonable assurance that government finances are adequately controlled; and 2. An environment with strong internal controls reflects the reliability of the accounting records and financial statements; and 3. Strong internal controls aid in the prevention of fraud and the detection of accidental errors and oversight in the accounting process; and 4. Cash handling procedures are necessary to ensure proper internal controls, segregation of duties, and adequate safeguard ofthe Town's assets; and 5. To fully maximize the use of public monies is in the best interest ofthe public; and 6. It is the desire of the Town of Louisburg Council to have firm guidelines in place to detail the Town's S handling of funds NOW THEREFORE BE IT RESOLVED BY THE TOWN OF LOUISBURG TOWN COUNCIL DULY ASSEMBLED THAT: 1. The Governing Board of the Town of Louisburg hereby adopts and enacts the following Internal Control Policy. ATTEST: SIGNED: Pamela Perry, Town Clerk Christopher L. Neal, Mayor DATE 69 - LOUISBURG NORTH CAROLINA Charming Since 1779 INTERNAL CONTROL POLICY 70 TABLE OF CONTENTS I. PURPOSE. 2 II. SCOPE. 2 III. BALANCING RISK AND CONTROL 2 IV. GENERAL INTERNAL CONTROLS THAT AFFECT THE CONTROL ENVIRONMENT 3 V. INTERNAL CONTROL IN THE ACCOUNTING SYSTEM 3 VI. CASH MANAGEMENT AND INVESTMENTS. 4 VII. INTERNAL CONTROL IN PETTY CASH.. 4 VIII. CASH RECEIPTS 5 IX. CASH DISBURSEMENTS - NONPAYROLL 5 X. CASH DISBURSEMENTS - PAYROLL 6 XI. INTERNAL CONTROL PROCEDURES: SPECIFIC TO TRAVEL EXPENDITURES. 6 XII. INTERNAL CONTROL IN ACCOUNTS PAYABLE, EXPENDITURES ENCUMBRANCES, PURCHASING, AND CONTRACTING 6 XIII. INTERNAL CONTROL OVER INTERFUND TRANSFERS OR LOANS 7 XIV. INTERNAL CONTROL OVER CURRENT LIABILITIES, BONDS PAYABLE, AND OTHER LONT-TERM DEBT 8 Town OfLouisburg/nternal Control Policy Page/1 7l I. PURPOSE A. The core of any business is its people--their individual attributes including integrity, ethical values and competence and the environment in which they operate. They are the engine that drives the entity and the foundation on which everything else rests. B. The Town's internal control policy is to establish proper procedures and to safeguard the Town's assets. This policy applies to all assets whether they are monetary or physical. C. The Town Council, Town Administrator, Finance Officer, Department Heads and all Town employees must use resources efficiently and are responsible for managing internal controls. By optimal use of those resources placed under our control, and effective management of the resources, the Town can achieve its goals, ensure compliance with all applicable laws and regulations and ensure reliability in financial reporting. Each group, business unit, or department head is specifically responsible for ensuring that internal controls are established, properly documented, and maintained in each organization. Ultimately, the Town must report to the stakeholders. who provide the resources. D. As the Town designs and implements internal control, an important fact to remember is that the cost of internal controls should never exceed the financial and non-financial. benefits. When it is not feasible or possible to separate incompatible duties, a rotation of duties should occur or compensating controls should be instituted and carried out. E. This guide is designed to satisfy the basic objectives of most business systems as they relate to carrying out the work of the Town. It addresses five interrelated components of a business system: 1. The organization's operating environment; 2. Goals and objectives and related risk assessment; 3. Controls and related policies and procedures; 4. Information systems and communication methods; and 5. Activities to monitor performance. II. SCOPE A. The Town's internal control policy applies to all Town departments and operations. The examples of control activities contained in this guide are not presented as all-inclusive or exhaustive ofall the specific controls appropriate in each department or unit. Over time, controls may be expected to change to reflect changes in our operating environment. B. An effective control system provides reasonable, but not absolute assurance for the safeguarding ofassets, the reliability of financial information, and the compliance with laws and regulations. Reasonable assurance is a concept that acknowledges that control systems should be developed and implemented to provide management with the appropriate balance between risk of a certain business practice and the level of control required to ensure business objectives are met. The cost of a control should not exceed the benefit to be derived from it. C. The degree of control employed is a matter of good business judgment. When business controls are found to contain weaknesses, we must choose among the following alternatives: 1. Increase supervision and monitoring; 2. Institute additional or compensating controls; and/or 3. Accept the risk inherent with the control weakness (assuming management approval). D. The guidance presented in this document should not be considered to "stand alone. 99 This guide should be used in conjunction with existing policies and procedures, as well as all applicable State Statutes. III. BALANCING RISK AND CONTROL Risk is the probability that an event or action will adversely affect the organization. The primary categories of risk are errors, omissions, delay and fraud. In order to achieve goals and objectives, management needs to effectively balance risks and controls. Therefore, control procedures need to be developed SO mat they decrease risk to a level where management can accept the exposure to that risk. Town OfLouisburg/nternal Control Policy Page/2 a By performing this balancing act "reasonable assurance" can be attained. As it relates to financial and compliance goals, being out of balance can cause the following problems: Excessive Risks Excessive Controls Loss of Assets, Donor or Grants Increased Bureaucracy Poor Business Decisions Reduced Productivity Excessive Risks Excessive Controls Noncompliance Increased Complexity Increased Regulations Increased Cycle Time Public Scandals Increase ofl No-Value Activities A. In order to achieve a balance between risk and controls, internal controls should be proactive, value- added, cost-effective and address exposure to risk. INTERMALCONTROIS IV. GENERAL INTERNAL CONTROLS THAT AFFECT THE CONTROL ENVIRONMENT The following is a discussion of basic internal controls that are an essential part of the operation of a unit of government as a whole. A. Each unit should have an organization chart that clearly defines the lines of authority and responsibility. B. Up-to-date job descriptions should be on file for each position within the unit of government. C. Management and the governing body collectively set the organization' S objectives, define strategies to achieve those objectives, and establish governance structures and processes to best manage the risks in accomplishing those objectives. D. Monthly financial reports should be prepared on a timely basis and should be reviewed and understood by management and the governing body. E. All employees are strongly encouraged to take annual, uninterrupted vacations. Other adequately trained employees should perform the tasks of those employees on vacation. F. All personnel performing fiscal functions must be adequately trained. G. Management and the governing body should take steps, in a timely manner, to implement suggestions for improvement made by the auditor. V. INTERNAL CONTROL IN THE ACCOUNTING SYSTEM The following is a discussion of the basic internal controls that are applicable to every unit's accounting system. A. Alljournals, ledgers, and other accounting records should be kept up-to-date at all times and should be balanced. B. All subsidiary records should be periodically reconciled to the control accounts. This reconciliation should be documented and maintained on file. C. Alljournal entries should be approved, explained, and properly supported with the correct documentation. D. The Town should maintain the minimum number of funds possible to meet legal and operating requirements. E. Duties should be segregated as much as possible between custody of the assets and recording of the transactions. F. The Town should maintain and follow records filing, retention, and disposal policies in compliance with the Public Records Laws, G.S. Chapter 132, and the guidelines established by the State Archives of North Carolina. Detailed information can be found on their website, htps/archives.nedergovgovernment Town fLouisburg/internal Control Policy Page 13 '73 G. All accounting fees should be maintained in a secure place. Computerized accounting systems should be controlled with the use of passwords and other safeguarding procedures. H. All expenditures made in excess ofa appropriations and other deviations from the adopted budget should be investigated and resolved. I. Reserves should be established for the following: 1. Encumbrances. 2. Interfund receivables for which cash is not available in the debtor fund or which are not expected to be repaid promptly. 3. Inventories and other assets, including non-current receivables. 4. Restricted revenues. 5. Fund balance reserved by State Statute (G.S. 159-8). 6. Any other reserves required by the governing body. PREVENTIVE AND DETECTIVE CONTROLS VI. CASH MANAGEMENT AND INVESTMENTS A. PROCEDURES 1. All bank accounts should be authorized by the governing body. 2. Bank accounts should be properly collateralized in accordance with G.S. 159-31(b). 3. Bank accounts should be reconciled promptly after the end of each month by someone who does not participate in other cash procedures. Duet to limited staff, this procedure will be performed byt the Finance Officer or a designated individual. 4. Unopened bank statements should be delivered directly to the individual making the reconciliation. 5. The bank should be instructed to contact, an authorized official who is independent of the recordkeeping and cash receipting functions for unusual items such as insufficient funds notice. 6. All wire transfers should beauthorized by a responsible official. 7. The Town should make sure investments are in compliance with G.S. 159-30. B. DUTIES 1. Town Administrator should be notified by the bank for unusual items, such as insufficient funds. 2. Make all wire transfers. Bank software requires all wire transfers to be approved by someone other than the individual who initiates them. 3. Review bank accounts for proper collateralization. 4. Receive unopened bank statement. 5. Perform bank reconciliation every month and check for the following: a. Deposits. (1) Compare dates and amounts of daily deposits as shown on the bank statement with the cash receipts journal. (2) Investigate bank transfers to determine that both sides of the transaction have been recorded on the books. b. Disbursements. (1) Account for sequence for check numbers including all voided checks. C. SEPARATION OF DUTIES Accounting Technician Finance Officer Town Administrator (2) (2)(3)(4)(5) (1) VII. INTERNAL CONTROL IN PETTY CASH 1. One individual should be responsible for the fund and should maintain sole control over it. Back-up, dual control access to the fund should be instituted in the event of an emergency. Town QLouisburg/nteral Control Policy Page 4 ) 2. Invoices and/or receipts are required for all petty cash disbursements. The invoice/receipt should be signed by the payee and should be approved by the payee's supervisor. 3. The petty cash custodian will maintain a log of all receipts and disbursements from the petty cash fund. The custodian will replenish the fund on a periodic basis as he or she deems necessary. 4. All petty cash funds are subject to surprise cash audits from time to time. 5. Police investigation funds are not considered petty cash and will be maintained by the Investigations Department and the Chief of Police. The Finance Officer will review cash on hand and disbursement registers periodically to ensure accuracy and to update the accounting records. VIII. CASH RECEIPTS A. PROCEDURES 1. Deposit should be made when the monies on hand amount to $500 or more. 2. Receipt of payment should be separated from reçording transactions. The person who receives payment should enter the transaction into the cash receipts system but should not be posting to the accounts receivable ledger. 3. Pre-numbered receipts should be issued for all cash receipts other than those payments received by mail, unless specifically requested. 4. Cash receipts posted to the general ledger should be balanced with monthly summary report at least monthly, preferably weekly. B. DUTIES 1. Receive payments, enter into cash receipts software recording amount received, and endorse all checks by stamp "for deposit only"' to unit account if endorsement by computer system should fail. All checks must be endorsed. 2. Prepare daily collection report and reconcile to total checks and cash received. 3. Review prepared deposit slip and reconcile using the payment edit list, distribution report and/or G/L work file report for accuracy. After verifying deposit, place in bag for transport to depository. 4. Transport to depository. 5. Update recording receipt ofcash to general ledger after duplicate deposit slip is returned. C. SEPARATIONOF DUTIES Customer Service Representative Finance Officer Meter Technician (1)(2) (3)(5) (4) IX. CASH DISBURSEMENTS - NONPAYROLL A. PROCEDURES 1. Pre-numbered checks should be used for all disbursements. 2. The supply of unused checks should be adequately controlled and safeguarded. 3. Voided checks should never be destroyed or thrown away. The signature space should be cut off the voided check. 4. All paid invoices and vouchers effectively stamped "paid" to prevent re-use. 5. The practice of signing blank checks in advance is prohibited. 6. Checks written to the order of "cash" should only be used when necessary and detailed records should be kept regarding the reason and distribution of cash. 7. The Town needs to maintain effective control over mailing or distribution of checks after they are signed. 8. The Town requires a second signature of an official or employee that does not modify accounting records on all disbursements. B. DUTIES 1. Receive vendor quote and send to Finance department for purchase order. Town OfLouisburg/Intera' Control Policy Page 5. S 2. Generate purchase order. 3. Review and approve purchase order by signing pre-audit certification [G.S. 159-28(a)]. 4. Sign off on packing slip for receipt of goods after comparing purchase order to goods received. 5. Match invoice to copy of purchase order and compare packing slip to invoice. 6. Prepare and review check. 7. Review documentation and sign check. 8. Present purchase order, receipt report, invoice, check and addressed envelope for second signature. 9. Review supporting documentation and sign check. Bring any concerns to the attention of the Finance Officer. 10. Mail check to vendor and file return supporting documentation. 11. Sign checks in the absence ofthe Finance Officer. C. SEPARATION OF DUTIES Purchaser Accounting Technician Finance Officer Town Administrator Deputy Finance Officer (1)(4) (2)(5)(6)(10) (3)(7)(8) (9)(3) (11) X. CASH DISBURSEMENTS - PAYROLL A. PROCEDURES 1. Every employee should have a personnel file which includes authorization for hiring, salary history, hours authorized to work, federal and state withholding forms, and support for any payroll deductions. 2. All paychecks should be supported by time sheets which are reviewed and approved by the appropriate supervisor. B. DUTIES 1. Hire personnel and set salary and working hours. 2. Prepare the Personnel Action Form. 3. Review and approve time sheets. 4. Prepare payroll reports from authorized salary and time sheets and review work. 5. Review payroll reports (gross and net pay) for reasonableness and authorize. 6. Finalize payroll reports and submit direct deposit file to bank for processing. 7. Distribute direct deposit statements to employees. 8. Prepare payroll journal entries and post to general ledger. 9. Complete quarterly payroll reconciliation to 941s. C. SEPARATION OF DUTIES Dept Head/Supervisor Accounting Technician Finance Officer Town Administrator (3) (4) (6) (8)(9) (5)(7)(10) (1)(2) XI. INTERNAL CONTROL PROCEDURES SPECIFIC TO TRAVEL EXPENDITURES A. There should be a definite, written policy for reporting travel expenses and requesting reimbursement. B. All reimbursed travel expenses should be made in accordance with the most recent travel policy as adopted by the Town Council. XII. INTERNAL CONTROL IN ACCOUNTS PAYABLE, EXPENDITURES, ENCUMBRANCES, PURCHASING, AND CONTRACTING A. G.S. 159-28(a) states that "no obligation may be incurred in a program, function, or activity accounted for in a fund included in the budget ordinance unless the budget ordinance includes an appropriation authorizing the obligation and unencumbered balance remains in the appropriation sufficient to pay in the current fiscal year the sums obligated by the transaction for the current fiscal year. 9 Internal controls in the expenditures, encumbrances, purchasing, and contracting areas should ensure that all expenditures Town fLoulsburg/nternal Control Policy Page 6 are properly documented and made in accordance with the authorized budget. Within the expenditure function, purchasing and contracting require special procedures. B. Internal control procedures for accounts payable, expenditures, and encumbrances. 1. Expenditures should be controlled using the budget ordinance. For any annually budgeted fund, all expenditures must be budgeted, and there must be sufficient budgeted revenues or available fund balance to cover each expenditure. 2. All budget appropriations in the current year should be recorded in the appropriate expenditure account. 3. All expenditures must be charged against an appropriation account. The exact timing of the accounting entry will vary depending on the type oft transaction. 4. An effective year-end cut-off policy should be in place for all liabilities, including accounts payable; therefore purchasing and contracting deadline will be May 15th, or next business day if on weekend, each year. 5. All accounts payable subsidiary records should be reconciled to the general ledger on a monthly basis by the Finance Officer or Accounting Technician. 6. Any adjustments to recorded accounts payable should be fully documented and approved by the Finance Officer. 7. Any debit balances in accounts payable should be investigated thoroughly. C. Internal control procedures for purchasing and contracting. 1. The approval of invoices for payment should be independent of the purchasing function. The preaudit certificate (G.S. 159-28) should be signed by the Finance Officer for the Town. The Finance Officer may assign a designee to perform this function in his or her absence. 2. All purchase orders and contracts or checks and warrants should have properly signed pre-audit certificates (G.S. 159-28). 3. All items that are outstanding for a year should be escheated to the state treasurer in accordance with G.S. 116B. 4. A detailed listing of controls over purchasing and contracting can be found in the Town's Procurement Policy. XIII. INTERNAL CONTROL OVER INTERFUND TRANSFERS OR LOANS A. While interfund transfers are permissible with the approval of the governing body, there are certain statutory restrictions to which the Town must adhere. There also are several standard procedures that should be followed. Some restrictions and procedures also apply to interfund loans. B. Internal control procedures forinterfund transfers and loans propriety. 1. There should be no transfers or loans whatsoever from the following funds, as the revenues in these funds are restricted for use as defined by the fund itself: a. Funds to account for taxes specifically voted by the people. b. Funds to account for taxes or other revenues collected for others. C. Public assistance funds. d. School funds. e. Reappraisal fund (G.S. 159-13(b) (17). 2. All transfers and loans from the following funds should be checked for legality and propriety: a. Capital reserve fund (G.S. 159-22). b. Capital project fund for bond issue proceeds (G.S. 159-13(b) (19)). C. Debt service funds. d. Enterprise funds (G.S. 159-13(b) (14)). e. Funds that account fort taxes other than those voted by the people or those collected for others, on which there is no restriction as to the amount of levy. f. Service district funds (G.S. 159-13(b)(18)). Town QfLoulsburg/nternal Control Policy Page 17 77 3. Each interfund transaction should be authorized in the minutes of the meetings of the governing body. Interfund loans that will remain outstanding for more than one fiscal year must be approved by the council and should be included in the budget. Authorization for interfund loads should include provisions for the method and time of payment. XIV. INTERNAL CONTROL OVER CURRENT LIABILITIES, BONDS PAYABLE, AND OTHER LONG-TERM DEBT A. Internal control procedures for liabilities and debt outstanding are primarily statutory requirements that must be met. B. Internal control procedures for current liabilities: 1. Detailed records ofall outstanding contracts should be maintained. 2. All bid and other deposits held by the Town should be adequately controlled. The subsidiary ledger should be reçonciled to the control accounts on a periodic basis. C. Internal control procedures for bonds payable: 1. Each bond issue should be approved in the minutes of the meetings oft the governing body. These minutes should also authorize the bond election (G.S. 159-60). Publication oft the notice of referendum should be made and should agree with the purposes and restrictions contained in the council meeting minutes (G.S. 159-61). 2. All proceeds from a bond issue must be used in accordance with the stated purpose ofthe issue. 3. Separate accounting records should be maintained for each bond order as required by G.S. 159- 26(b)(6). 4. All debt service and other fiscal requirements of revenue bond resolutions should be complied with. 5. All bond order and secondary market disclosure requirements should be complied with and appropriate IRS forms filed. 6. All proceeds from bond issues subject to arbitrage rebate requirements should be accounted for separately from the Town's other funds to facilitate tracking ofthe investment earnings. D. Internal control procedures for other long-term debt: 1. All lease-purchase agreements, installment contracts to purchase land or other fixed assets, and contracts involving purchase of realty and assumption of existing debt should be properly reflected on the financial reçords as long-term debt and fixed assets. 2. All contracts should be approved by the Local Government Commission if the Commission's approval is required (G.S. 160A-20, G.S. 159-148). 3. The Town should be meeting the arbitrage rebate requirements for all tax-exempt financing. Town Louisburg/nternal Control Policy Page18 78 TOWN LOUISBURG III NO R T H CARO - LIN A Charming Since 1779 TO: TOWN COUNCIL FROM: Philip Slayter, Planning & Zoning Administrator DATE: June 16, 2023 RE: Appointments to Boards and Commissions BACKROUND: The Town posted two vacancies - one for the Planning Board and the other for the Historic Commission. The Town Clerk received one application for each vacancy. Attached is a summary of the provided by each applicant. Note that the vacancy for the Planning vacancy requires the applicant to live in the ETJ area. Mr. Frisbie meets this requirement. Also, because this vacancy is an ETJ appointment, Council's approval is subject to Franklin County concurrence. COUNCIL ACTION: The Approval of the Resolution to appoint Mr. Frisbie to the Planning Board and Mr. Crawford to the Historic Commission. 79 Information Provided by Applicant Requesting Board or Commission Appointment Position: Planning Board Special Conditions: Must Reside in the Extraterritorial Jurisdiction Name: Bob Frisbie Address: 8264 NC 56 Hwy Background: Project Manager, Cornerstone Custom Homebuilders Why Are You Interested In Serving: "I was asked to consider serving by a Council Member". Education and Experience Teacher, Public Education - 32 Years Nurseryman = 28 Years Construction = 10 Years Volunteer Experience Coach, Louisburg Recreation League Louisburg Baptist Franklin County Schools Franklin County Green Association & Information Provided by Applicant Requesting Board or Commission Appointment Position: Historic Commission Special Conditions: None Name: Terry Crawford Address: 407 Church Street Background: Project Manager, ONUG Communications, Inc. Why Are You Interested In Serving: Having been a member oft the Colonial Williamsburg Society and Preserve NC, / appreciate the historic significance of our neighborhood and hope to help preserve the aesthetics and charm. Education and Experience BA Florida Atlantic University BS/BA North Carolina Wesleyan College MBA Duke University Volunteer Experience President, Triangle Section of MBCA Board of Director Clan Crawford Association United Way 81 RESOLUTION NO. 2023-R- [A Resolution to Appoint Members to Board Vacancies WHEREAS: 1. The Town ofLouisburg Planning Board has one vacancy within the Town's Extraterrioal Jurisdiction and Historic Commission has one vacancy; and 2. Mr. Bob Frisbie, a resident ofthe Town's ETJ seeks appointment for a four-year term on the Planning Board and Mr. Terry Crawford, a resident in the Historic District, seeks a four-term appointment to the Historic Commission; and 3. Mr. Bob Frisbie and Mr. Terry Crawford were the only two applicants for the Planning Board and Historic Commission, respectively; and 4. The Town ofI Louisburg Town Council is the appointing authority for its Boards and Commissions. NOW THEREFORE BE IT RESOLVED BY THE TOWN OF LOUISBURG TOWN COUNCIL DULY ASSEMBLED THAT: 1. The Town Council hereby appoints Mr. Frisbie to a four-year term of office on the Town Planning Board subject to Franklin County approval and Mr. Terry Crawford to a four-year term of office to the Town Historic Commission. ATTEST: SIGNED: Pamela Perry, Town Clerk Christopher L. Neal, Mayor DATE 82 TOWN LOUISBURG II N O R T H CARO LIN A Charming Since 1779 TO: TOWN COUNCIL FROM: Reuben Carden, Finance Director DATE: June 19, 2023 RE: Fiscal Year 2023 Budget Amendment #4 REQUEST: Approve Fiscal Year 2023 Budget Amendment #4 BACKROUND: The following budget amendment is being presented to the Town Council to modify the General, Electric, Water, & Sewer Fund budgets for the accounts listed. The majority of this amendment is associated with transfers between funds, pension expense, and cleanup of sales tax accounts. The major budget adjustments include the following: Transfers to Capital Projects totaling $860,736. This is to cover capital project related expenses total to date. General Fund Transfers to Capital Projects ($650,000) N. Main St. Sidewalk Project (Fund 68) - $140,000. Church St. Redevelopment Project (Fund 66) - $210,777. Joyner Park Project (Fund 45) - $293,000. Transfer in from Bickett-Johnson Sidewalk Project (Fund 58) - $13,512. Allowance for remainder of Fiscal Year 2023 - $19,735. Electric Fund Transfer to Load Management System Replacement Project (Fund 65) totaling $168,650. Water Fund Transfer to CDBG Bullock Street Water Project (Fund 69) totaling $29,500. Sewer Fund Transfer to Wastewater Treatment Plant Influent Pump Station Improvement Project (Fund 59) totaling $12,586. General Fund Transfers to Water/Sewer & Electric funds totaling $59,460 to reflect ARPA related expenditures. Increase Miscellaneous expense accounts by $61,375. This is to account for the cleanup of the sales tax receivable accounts. 83 Increase Professional Services in the General Fund by $150,000 to transfer West River Road Sidewalk Expenses from the Electric Fund. Increase Building Maintenance in Police Department by $30,000 for water damage remediation & repair. Increase Vehicle Operations in Police Department by $20,000 for general fuel & maintenance costs. Difficult to estimate as it varies from year to year, but this will put us in line with last year. Budget for Pension Expense in each fund. This is an adjusting entry performed after year-end during financial statement preparation. These are estimates based on previous years: Electric Fund - $140,000 Water Fund - $80,000 Sewer Fund - $90,000 STAFF RECOMMENDATION: Approve FY 2023 Budget Amendment #4 COUNCIL ACTION: Motion to Approve FY 2023 Budget Amendment #4 84 TOWN LOUISBURG III NORTH CAROLINA Charming Since 1779 TOWN OF LOUISBURG BUDGET ORDINANCE AMENDMENT ORDINANCE NO. 2023 - BE. IT ORDAINED by the Town Council of the Town of Louisburg, County of Franklin, State ofl North Carolina, that the following amendment be made to the annual budget ordinance for the fiscal year ending June 30, 2023: Section 1: Fiscal Year 2022-2023 Budget Amendment # 4 Budget Amendment to adjust General, Electric, Water, & Sewer fund accounts Original Amendment Amended Account Description Appropriation Amount Appropriation General Fund Funding Sources 10-329-0000 Interest $ 71,000.00 $ 19,000.00 $ 90,000.00 10-335-1200 Bad Debt - Debt Set Off 3,200.00 3,200.00 10-345-0000 Local Option Sales Tax 700,695.00 24,305.00 725,000.00 10-353-0000 Fire District 384,726.00 35,274.00 420,000.00 10-357-0300 Grant Revenue 47,500.00 47,500.00 10-361-0000 Cemetery Revenue 8,000.00 (4,000.00) 4,000.00 10-396-0000 Insurance Proceeds 35,400.00 35,400.00 10-399-0300 Appropriated Fund Balance 880,820.18 744,076.00 1,624,896.18 Total Funding Sources - General Fund $ 904,755.00 Expenditures 10-410-4400 Council Projects $ 7,250.00 $ 1,170.00 $ 8,420.00 10-410-7600 Christmas Decoration/Parade 3,500.00 (3,000.00) 500.00 10-420-0202 Part Time Salaries 20,000.00 (15,000.00) 5,000.00 10-420-0400 Professional Services 28,250.00 1,750.00 30,000.00 10-420-1100 Communications 6,000.00 500.00 6,500.00 10-420-4200 Municipal Code Upgrade 2,000.00 (1,000.00) 1,000.00 10-420-4600 Tax Collection - County 28,000.00 (3,000.00) 25,000.00 10-420-5700 Miscellaneous 1,625.00 18,375.00 20,000.00 10-420-5910 Workspace 8,500.00 3,000.00 11,500.00 10-420-9001 Transfer to Water/Sewer 325,000.00 41,330.00 366,330.00 10-420-9003 Transfer to Blectric 18,130.00 18,130.00 10-420-9004 Transfer to Capital Project Fund 650,000.00 650,000.00 10-490-0100 Professional Services 20,500.00 150,000.00 170,500.00 10-490-6500 Façade Grants 20,000.00 (20,000.00) 10-510-1500 Building Maintenance 7,000.00 30,000.00 37,000.00 85 10-510-1700 Vehicle Operations 100,000.00 20,000.00 120,000.00 10-510-5400 General Insurance 37,364.00 (3,000.00) 34,364.00 10-510-5700 Miscellaneous 1,000.00 3,000.00 4,000.00 10-530-7000 Grant 12,500.00 12,500.00 Total General Fund $ 904,755.00 Electric Fund Funding Sources 30-329-0000 Interest $ 30,000.00 $ 10,000.00 $ 40,000.00 30-335-0000 Miscellaneous 70,000.00 2,730.00 72,730.00 30-335-0100 Reconnect Fee 7,000.00 5,000.00 12,000.00 30-394-2000 Transfer from General Fund 18,130.00 18,130.00 30-397-0000 Appropriated Fund Balance 1,033,158.05 161,735.52 1,194,893.57 Total Funding Sources - Electric Fund $ 197,595.52 Expenditures 30-820-0100 Attorney Fees $ 23,884.48 $ (16,384.48) $ 7,500.00 30-820-0202 Part Time Salaries 600.00 9,900.00 10,500.00 30-820-1400 Meals, Lodging, & Educational 5,000.00 1,000.00 6,000,00 30-820-5700 Miscellaneous 1,500.00 28,500.00 30,000.00 30-820-7500 Economic Development 2,200.00 2,200.00 30-820-9950 Pension Expense 140,000.00 140,000.00 30-830-5701 Machine Leasing 2,730.00 2,730.00 30-832-0400 Engineering 20,000.00 (10,000.00) 10,000.00 30-832-1400 Meals, Lodging, & Educational 8,000.00 (4,000.00) 4,000.00 30-832-7500 Meters 20,000.00 (10,000.00) 10,000.00 30-832-9005 Transfer to Capital Project 168,650.00 168,650.00 30-832-9909 OPEB Expense 10,000.00 10,000.00 30-890-0100 Professional Services 150,000.00 (125,000.00) 25,000.00 Total Electric Fund $ 197,595.52 Water Fund Funding Sources 31-329-0000 Interest $ 10,000.00 $ 2,500.00 $ 12,500.00 31-335-0000 Miscellaneous 15,000.00 1,125.00 16,125.00 31-399-0000 Appropriated Fund Balance 92,650.00 135,472.00 228,122.00 31-399-0101 Transfer from General Fund 12,535.00 12,535.00 Total Funding Sources - Water Fund $ 151,632.00 Expenditures 31-812-0200 Salaries $ 240,786.00 $ 4,214.00 $ 245,000.00 31-812-0201 Overtime Pay 14,107.00 10,893.00 25,000.00 31-812-5800 Booster Pump Utilities 14,000.00 3,500.00 17,500.00 31-812-9005 Pension Expense 80,000.00 80,000.00 86 31-812-9909 OPEB Expense 10,000.00 10,000.00 31-814-9001 Transfer to Capital Project 29,500.00 29,500.00 31-820-5700 Miscellaneous 325.00 7,500.00 7,825.00 31-830-2000 Computer. Maintenance 9,200.00 1,000.00 10,200.00 31-830-4000 Bank Charges 16,100.00 3,900.00 20,000.00 31-830-5701 Machine Leasing 1,125.00 1,125.00 Total Water Fund $ 151,632.00 Sewer Fund Funding Sources 32-329-0000 Interest $ 1,000.00 $ 5,000.00 6,000.00 32-335-0000 Miscellaneous 15,000.00 1,025.00 16,025.00 32-373-0000 Connection Fees 24,185.00 (4,185.00) 20,000.00 32-399-0000 Appropriated Fund Balance 427,600.00 110,276.00 537,876.00 32-399-0101 Transfer from General Fund 325,000.00 28,795.00 353,795.00 Total Funding Sources - Sewer Fund $ 140,911.00 Expenditures 32-820-5700 Miscellaneous $ 300.00 $ 7,000.00 $ 7,300.00 32-822-0200 Salaries 306,263.00 10,000.00 316,263.00 32-822-9005 Pension Expense 90,000.00 90,000.00 32-822-9909 OPEB Expense 15,000.00 15,000.00 32-828-9001 Transfer to Capital Project 12,586.00 12,586.00 32-830-4000 Bank Charges 14,700.00 5,300.00 20,000.00 32-830-5701 Machine Leasing 1,025.00 1,025.00 Total Sewer Fund $ 140,911.00 Total Budget Adjustments $ 1,394,893.52 Section 2: Copies of this budget amendment shall be furnished to the Town Clerk, the Budget Officer and the Finance Officer and shall be available for public inspection. DULY ADOPTED this day of Attest: Pamela Perry, Town Clerk Christopher L. Neal, Mayor 87 TOWN LOUISBURG III NORTI H CAROLINA Charming Since 1779 TO: TOWN COUNCIL FROM: Reuben Carden, Finance Director DATE: June 19, 2023 RE: Modification to Utility Extension Policy REQUEST: Approve Amendment to Utility Extension Policy BACKROUND: Customers of the Town of Louisburg are currently entitled to request an extension of their utility cutoff date every month. This was increased to every month to assist utility customers during the COVID-19 pandemic. Each month, the Business Office receives around 75-100 extension requests, which requires significant staff time to track and implement. Emily Collins, Business Office Manager, has reached out to several municipalities and the most common allowance of extensions is one (1) per quarter, for a total of four (4) per year. Staff recommends that the utility extension policy to be amended to allow extensions once per quarter, down from the current policy of every month. The change will take effect starting January 1, 2024. STAFF RECOMMENDATION: Approve amendment to Utility Extension Policy COUNCIL ACTION: Motion to amend the Utility Extension Policy to allow one utility extension per quarter, beginning on January 1, 2024. 86 LOUISBURG Charmin Shen 1771 EXTENSION FORM Extension forms must be filled out by 22nd of the month. No extensions will be given on cut off day. Extensions are only given after 1 year of payment history 1 extension can be requested each quarter for a maximum of4 per calendar year MONTH: NAME: ACCOUNT NUMBER: ADDRESS: PHONE NUMBER: EXTENSION DATE: Account must be PAID IN FULL by 5pm on the extension date listed above. Disconnection will take place the following day if bill is not paid by the given date. A $50 reconnection fee and the past due bill have to be paid to have service cut back on. Extensions are not required to be given and may be discontinued at any time. Extensions are offered to help customers get accounts to a current status. Ify you agree to the terms and conditions of this extension please sign and date this form. You can either mail, drop in night drop, turn in at front desk, or email the form to alieyetownolousbugog or colntownolouspurgog Sign: Date: 69 - LOUISBURG NORTH CAROLINA Charmings Since 1779 MEMORANDUM To: Mayor Christopher Neal and Town Council From: Sean Medlin, Town Administrator Subject: Administrator's Report Date: June 15, 2023 Attached you will find the May financials for Louisburg and the March and April financials for the Louisburg ABC Store. Staff has received a draft contract from Oakley Collier for the Depot Hill Project. The contract is under legal review. North Main Street waterline project is under engineering design. The bids related to the Solid Waste RFQ were due June 15, 2023. Once the bids have been reviewed, I will follow up with the Council to let you know the results. Ihave received resumes for the open IT and Public Services Directors position. Those candidates are under review. With the departure of the Street Department Superintendent, I will be posting this position immediately. (919) 496-4145 * FAX (919) 496-6319 * medingtompouahupcon % Notes to the Financial Statements for the month of May 2023 reflect the following: General Fund: REVENUES The following revenues were received in the month of May. Tax Levy funds received from the County totaling $72,107.08. Late Fees related to Sanitation totaled $635.55. The funds related to this charge are found under the Miscellaneous Account. Sanitation charges for the month are within line ofthe expected running rate of $32,285.58. This amount will fluctuate due to customers moving in and out of the district. Annual Beer & Wine Tax distribution totaled $13,936.92. * Local Option Sales Tax totaled $50,980.66. Fire District Tax received from the County totaled $6,784.39. SRO Contribution received from the Board of Education totaled $23,333.32. Event Series - FNOTT revenues totaled $6,000.00 Workspace - Louisburg revenues totaled $500.00. Posted Transfer from Electric Fund to General Fund and PILOT totaling $34,072.33. EXPENDITURES The expenditures below represent highlights for the month of May. 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. Police building maintenance expenses totaled $18,249.72, mostly due to water damage remediation & repair Workspace Louisburg expenses totaled $744.83. - Code Enforcement expenditures totaled $1,845.00. * Fire Grant Expenditures totaled $2,509.98 for equipment. Lease payment made on Trash truck totaled $4,953.62. Event Series - FNOTT expenses totaled $3,305.00. Electric Fund: REVENUES The following revenues were received in the month of May. 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 $432,100.88. Late Fees related to Electric totaled $3,750.42. The funds related to this charge are found under the Miscellaneous Account. 91 EXPENDITURES The expenditures below represent highlights for the month of] May. Purchase of Power totaled $280,850.94. * Code enforcement expenditures totaled $2,605.00. * Posted Transfer from Electric and PILOT to the General Fund in the amount of $34,072.33. Capital - Lines expenditures totaled $69,539.89. Overall, salaries and benefits are trending as budgeted with minor exceptions. Water Fund: REVENUES The following revenues were received in the month ofl May. Water Sales including Bulk Sales totaled $141,419.27. Late Fees related to Water totaled $832.88. The funds related to this charge are found under the Miscellaneous Account. EXPENDITURES The expenditures below represent highlights for the month ofMay. Chemical expenditures totaled $24,624.21. 4 Water Plant capital outlay expenditures totaled $13,960.00 for 12" valves * Meters expenditures totaled $6,325.53. * Annual loan payments of $9,751.00 & $10,277.85 made for water system improvements - 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 reçceived in the month of May. Sewer revenues totaled $110,333.35. Late. Fees related to Sewer totaled $881.15. The funds related to this charge are found under the Miscellaneous Account. EXPENDITURES The expenditures below represent highlights for the month ofN May. Salaries and benefits are trending as budgeted with minor exceptions. Wastewater Plant Capital Outlay expenditures totaled $10,000.00 for nurse trailer. Annual debt service payments of $37,028.75 made for sewer system improvements. All remaining expenditures were normal operating expenditures. 92 TOWNAIOUISBURG TOWN OF LOUISBURG NORTH CAROLINA Monthly Financial Dashboard Chminglimalm79 FISCAL YEAR ENDING June 30, 2023 Reporting Period: May 31, 2023 OUR CASH IN RESERVES... OUR CASH FLOWS... Balances on May 31, 2023, in whole dollars Comparison of FYTD % CASH & INVESTMENTS BY FUND GENERAL FUND REVENUES & EXPENSES Prior FYTD % Current FYTD % GENERAL FUND Fiscal Year Budget $ 4,081,291 $ 6,242,213 May-22 May-23 Revenues Fiscal Year to Date 4,491,006 114.71% 71,95% Operating $ 867,848 $ 509,122 Expenses Fiscal Year to Date 4,706,590 96.60% 75.40% Powell Bill 50,150 2,484 ELECTRIC FUND REVENUES & EXPENSES Fiscal Year Budget $ 7,883,412 $ 8,528,688 TOTAL GENERALF FUND $ 917,998 $ 511,606 Revenues Fiscal Year tol Date > 6,387,279 84.73% 74.89% Expenses Fiscal Year tol Date 6,295,494 81.60% 73.82% OTHERF FUNDS May-22 May-23 WATER FUND REVENUES & EXPENSES General $ 2,752,890 $ 2,045,625 Fiscal Year Budget $ 1,505,000 $ 1,981,521 Revenues Fiscal Year to Date 5 1,674,149 108.92% 84,49% Electric Fund $ 2,532,087 $ 2,570,239 Expenses Fiscal Year to Date 5 1,239,091 84.20% 62.53% Rate Stabilization $ 8,042 $ 8,316 SEWER FUND REVENUES & EXPENSES Fiscal Year Budget $ 1,583,358 $ 2,523,895 Water Enterprise $ 450,735 $ 462,757 Revenues Fiscal Year to Date 1,352,544 103.52% 53,59% Expenses Fiscal Year to Date 1,496,244 90.04% 59.28% w/S Capital Reserve $ 7,724 $ 2,817 POLICE SEPARATION, ALLOWANCE FUND Police Separation $ 163,104 $ 166,952 Fiscal Year Budget $ 18,700 $ 18,700 Revenues Fiscal Year tol Date > 17,139 91,65% 91.65% Sewer 274,135 $ 278,314 Expenses Fiscal Year to Date 17,139 91.65% 91.65% TOTAL OTHER FUNDS 6,188,717 $ 5,535,020 SEWER FUND DEBT SERVICE TOTAL CASH & INVESTMENTS TOWN-WIDE Fiscal Year Budget $ 37,890 $ 37,890 May-22 May-23 Revenues Fiscal Year to Date $ 37,029 93.19% 97.73% ALLF FUNDS $ 7,106,715 $ 6,046,626 Expenses Fiscal Year to Date 37,029 93.19% 97.73% SPECIFIC REVENUE COLLECTIONS. AT/ A GLANCE.. OUR PROPERTY VALUES.. Comparison of FY% PROPERTY VALUATION TAXR 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 $ 72,107 1.51% 5.11% RevenuesF FYTD $ 1,387,037 99.00% 98.27% EXPENDITURES. ATA A GLANCE.. es SALES & USE TAX Fiscal Year Budget $ 580,000 $ 700,695 Comparison of Monthly Expenses Revenues this Month $ (70,411) 8,73% -10.05% GENERALFUND Fiscal Year This Month's Expenses Revenues FYTD $ 544,639 107.41% 77,.73% DEPARTMENTS 22-23 Budget Prior FY Current FY FRANCHISE TAX Gov. Body/Admin/Panning $ 1,703,448 $ 404,686 $ 1,066,332 GENERAL FUND Police/School Resource Off 2,199,449 $ 1,656,048 $ 1,747,692 Fiscal Year Budget $ 310,000 $ 283,708 Fire/Training Center $ 902,957 $ 766,851 $ 808,774 Revenues this Month $ (73,544) 0,00% -25.92% Street $ 701,764 $ 563,444 $ 568,792 Revenues FYTD $ 142,072 68.64% 50.08% Solid' Waste $ 465,821 $ 299,492 $ 344,130 ABCSTORE Recreation 287,474 $ 268,942 $ 188,009 Fiscal Year Budget $ 160,000 $ 175,000 6,260,913 $ 3,959,463 $ 4,723,729 Revenues this Month $ 0.00% 0.00% ELECTRIC FUND Revenues FYTD $ 147,938 105.23% 84.54% GB/AdminPaming/Bus: Off $ 1,033,778 $ 685,050 $ 643,615 FIRE DISTRICT TAX Operations 7,494,911 $ 5,747,517 $ 5,651,880 Fiscal Year Budget $ 365,440 $ 384,726 8,528,688 $ 6,432,567 $ 6,295,494 Revenues this Month $ (13,216) 2.80% -3.44% WATER FUND Revenues FYTD $ 415,940 101.40% 108.11% GB/Admi/Paning/Bus: Off $ 258,887 $ 179,224 $ 172,977 SANITATION Water Treatment $ 1,089,151 $ 584,027 $ 661,383 Fiscal Year Budget $ 385,000 $ 433,560 Water Distribution S 633,483 $ 504,022 $ 404,731 Revenues this Month $ 32,286 8.46% 7,45% 1,981,521 $ 1,267,273 $ 1,239,091 Revenues FYTD $ 364,171 93.15% 84,00% SEWERF FUND SCHOOL RESOURCE CONTRIBUTION GB/Aimin/Planing/8us Off $ 277,774 $ 177,964 $ 169,954 Fiscal Year Budget $ 140,000 $ 140,000 Wastewater Plant/DebtSer $ 1,718,453 $ 757,848 $ 1,073,798 Revenues this Month $ 23,333 8.33% 16,67% Wastewater Collection $ 565,558 $ 489,798 $ 289,521 Revenues FYTD $ 128,335 91.67% 91.67% S 2,561,785 $ 1,425,610 $ 1,533,272 93 m LOUISBURG: Charming Since 1779 June 9, 2023 Thomas J. Clancy, Chairman Louisburg ABC Board 605 N Bickett Blvd Louisburg, NC 27549 RE: April Financials Tom, Attached are the April 2023 Financials for the Louisburg ABC Store. For the month of April, total sales including MB sales totaled $216,753.12. Sales are down (-2.74%) compared to April 2022. Total cost of Sales amounted to $124,843.26 in April, leaving a gross profit of $91,910.82. Operating expenses, including depreciation, law enforcement and alcohol education totaled $79,134.19. The distribution to the Town fort the month totaled $11,943.30. Please let me know if you have questions. Sean Sw Town of Louisburg 110 W. Nash Street, Louisburg, N.C. 27549 Tel: (919) 496-3406 Fax: (919) 496-6319 94 9 % % % d& % % & % f & % % % % % % % d& 8 % 9 df % d0 % & - % f % 9 f f f f 9 - 9 % % f f % & 8 df df d0 f % d& df 0 95 9 d& 9 & & f % f f % f f f f f 9 % f f f f f f % f f f f % & % d8 % f 9 & & & de 8 % & & & f d& f df & & & % % & & & & & f df d8 & - % - % & 9 & & & % & 8 f 9 00 f & f & d& df & f % 9 df 0 d0 % % f a S f 0 f % % % % % y f & & f f f df & f d8 d& f & & % & f & & 9 & d& d& % S 97 9 & f % % a f % df f 00 d0 9 & % f f d8 % 8 % % % & % % & & % % % 6 % % & & d& % f f f & d& 9 & f & & d0 d0 00 & d0 f f & % 0f df % % d0 98 % f % & & & 9 % 9 9 % % 8 0 & & d& df & & f 8 % % % & & 8 f % & % 0 & f df % % & & & & & 9 d0 & % & f f d0 & 9 00 d0 00 df f 9 99 S f & f % % % % f f & & & % % 8 % % % % 8 & df 9 9 % f & & 9 & % & & % & f f % 9 l& LOUISBURG ABC BOARD STATEMENT OF INCOME AND RETAINED EARNINGS For the One Month and Ten Months Ended April 30, 2023 Current Period Year To Date Amount Percent Amount Percent INCOME Liquor Sales D 205,006.47 94.58 $ 2,185,823.0 95.33 8 Mixed Beverage Sales 11,746.65 5.42 106,845.77 4.66 Interest Income 0.96 0.00 232.43 0.01 TOTAL INCOME 216,754.08 100.00 2,292,901.2 100.00 8 COST OF SALES Purchases 120,475.26 55.58 1,183,620.3 51.62 0 Bailment 3,080.00 1.42 29,957.50 1.31 Surchage 1,288.00 0.59 11,647.20 0.51 TOTAL COST OF SALES 124,843.26 57.60 1,225,225.0 53.44 0 GROSS PROFIT 91,910.82 42.40 1,067,676.2 46.56 8 OPERATING EXPENSES Salaries 16,060.70 7.41 163,736.31 7.14 Professional Services 0.00 0.00 6,226.00 0.27 Payroll Tax (1,807.02) (0.83) 18,133.63 0.79 Retirement 2,520.23 1.16 21,025.59 0.92 Law Enforcement 1,272.23 0.59 26,820.35 1.17 Alcohol Education 593.71 0.27 12,516.17 0.55 Postage 142.96 0.07 672.06 0.03 Education/Training 52.40 0.02 252.40 0.01 Telephone/interet 427.53 0.20 2,999.26 0.13 N.C. Beverage Tax 47,684.00 22.00 502,380.07 21.91 Utilities 250.42 0.12 3,300.65 0.14 .05 Rehab Tax 597.94 0.28 6,222.62 0.27 M/B Tax - NCDR 944.00 0.44 8,931.00 0.39 Bank Charges 2,911.09 1.34 29,474.48 1.29 Substantially all disclosures required by accounting principles generally accepted in the United States of America are omitted and no assurance is provided. /ol LOUISBURG ABC BOARD STATEMENT OF INCOME AND RETAINED EARNINGS For the One Month and Ten Months Ended April 30, 2023 Current Period Year To Date Amount Percent Amount Percent 6: 2/3% Mixed Bev Tax 94.38 0.04 $ 893.14 0.04 Store Supplies 1,134.93 0.52 12,043.57 0.53 Maintenance 485.07 0.22 5,700.76 0.25 Insurance - General 688.83 0.32 4,824.30 0.21 Group Insurance 2,707.26 1.25 26,086.48 1.14 Travel/Convention 1,853.81 0.86 5,937.67 0.26 Depreciation 519.72 0.24 5,197.20 0.23 TOTAL OPERATING EXPENSES 79,134.19 36.51 863,373.71 37.65 INCOME BEFORE DISTRIBUTION 12,776.63 5.89 204,302.57 8.91 Distribution To Town 11,943.30 5.51 195,969.24 8.55 INCOME AFTER DISTRIBUTIONS $ 833.33 0.38 $ 8,333.33 0.36 Substantially all disclosures required by accounting principles generally accepted in the United States of America are omitted and no assurance is provided. /02 LOUISBURG ABC BOARD BALANCE SHEET April 30, 2023 ASSETS CURRENT ASSETS Cash In Bank $ 144,740.63 Certificate of Deposit 74,040.51 Change Fund 2,000.00 Investment Account 108,336.96 Petty Cash 25.00 Inventory 270,375.76 Prepaid Insurance (709.28) Prepaid Maintenance 3,442.00 TOTAL CURRENT ASSETS 602,251.58 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 (182,281.78) TOTAL NON-CURRENT ASSETS 28,100.96 TOTAL ASSETS $ 630,352,54 Deferred Outflows of Resources 58,910.00 TOTAL ASSETS AND DEFERRED $ 689,262.54 OUTFLOWS Substantially all disclosures required by accounting principles generally accepted in the United States of America are omitted and no assurance is provided. 103 LOUISBURG ABC BOARD BALANCE SHEET April 30, 2023 LIABILITIES Accounts Payable $ 109,521.24 Accounts Payable Other 32,428.00 Net Pension Liability 22,697.00 Sales Tax Payable 14,431.95 Beverage Tax Payable 48,626.00 Rehab Tax Due County 597.94 6 2/3% Mixed Bev Tax Payable 94.38 Retirement Payable 713.94 FICA 2,493.31 Medicare 566.82 Federal Withholding 2,417.00 State Withholding 626.00 Reserved For Law Enforcement 11,574.87 Reserved For Alcohol Rehab 2,263.13 Surplus Due Town 75,801.09 TOTAL LIABILITIES $ 324,852.67 RETAINED EARNINGS Retained Earings 356,076.54 Current Earnings 8,333.33 TOTAL RETAINED EARNINGS 364,409.87 TOTAL LIABILITIES AND RETAINED $ 689,262.54 EARNINGS Substantially all disclosures required by accounting principles generally accepted in the United States of America are omitted and no assurance is provided. 164 ah a LOUISBURG Charming Since 1779 June 7, 2023 Thomas J. Clancy, Chairman Louisburg ABC Board 605 N Bickett Blvd Louisburg, NC 27549 RE: March Financials Tom, Attached are the March 2023 Financials for the Louisburg ABC Store. For the month of March, total sales including MB sales totaled $233,552.75. Sales are up 8.62% compared to March 2022. Total cost of Sales amounted to $78,087.40 in March, leaving a gross profit of $155,466.32. Operating expenses, including depreciation, law enforcement and alcohol education totaled $97,613.62. The distribution to the Town for the month totaled $57,019.36. 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 jos A 6 0 6 0 9 6 6 6 9 99 6 A 0 8 9 A 6 0 0 9 6 0 9 0 A A 6 8 0 9 6 A & % A 6 6 f 0 8 0 0 6 06 A A % 8 6 0 6 6 9 6 9 0 6 9 0 0 6 8 & 6 6 9 6 6 & & A 6 0 6 0 0 0 0 & & 0 8 8 0 0 % 0 0 0 6 0 0 8 0 0 0 0 % 0 0 0 & & 0 8 & 9 & 6 0 f f 9 0 0 0 f 00 & 0 0 6 0 f 9 & % 9 A 8 0 6 9 9 A 6 0 9 6 0 0 & 0 % 0 & 6 8 6 0 6 8 & 6 6 0 08 A A 9 A A 9 0 0 A & 8 8 8 % 0 0 8 & 0 9 9 % 0 0 9 f 0 6 A f A & 6 6 6 0 0 0 f 0 0 8 % & f 9 9 % % f 6 0 8 0 9 A 6 6 0 0 6 6 6 9 0 & 9 8 8 8 9 9 9 0 0 0 8 8 0 6 9 0 6 0 9 A A 6 A 6 A 0 % & 0 6 8 & & 0 0 6 % 0 0 0 & & & 8 8 8 0 9 6 0 0 0 A 0 0 6 6 6 9 9 0 0 0 A 9 8 9 9 0 8 6 A 6 9 9 0 & 9 00 0 f 0 0 0 0 0 6 & 0 I LOUISBURG ABC BOARD STATEMENT OF INCOME AND RETAINED EARNINGS For the One Month and Nine Months Ended March 31, 2023 Current Period Year To Date Amount Percent Amount Percent INCOME Liquor Sales $ 218,827.80 93.69 $ 1,980,816.6 95.41 1 Mixed Beverage Sales 14,724.95 6.30 95,099.12 4.58 Interest Income 0.97 0.00 231.47 0.01 TOTAL INCOME 233,553.72 100.00 2,076,147.2 100.00 COST OF SALES Purchases 76,131.05 32.60 1,063,145.0 51.21 4 Bailment 1,606.75 0.69 26,877.50 1.29 Surchage 349.60 0.15 10,359.20 0.50 TOTAL COST OF SALES 78,087.40 33.43 1,100,381.7 53.00 4 GROSS PROFIT 155,466.32 66.57 975,765.46 47.00 OPERATING EXPENSES Salaries 15,922.30 6.82 147,675.61 7.11 Professional Services 0.00 0.00 6,226.00 0.30 Payroll Tax 3,645.98 1.56 19,940.65 0.96 Retirement 2,163.26 0.93 18,505.36 0.89 Law Enforcement 9,851.61 4.22 25,548.12 1.23 Alcohol Education 4,597.42 1.97 11,922.46 0.57 Postage 4.15 0.00 529.10 0.03 Education/Training 0.00 0.00 200.00 0.01 Telephone/internet 332.95 0.14 2,571.73 0.12 N.C. Beverage Tax 51,354.00 21.99 454,696.07 21.90 Utilities 306.10 0.13 3,050.23 0.15 .05 Rehab Tax 633.36 0.27 5,624.68 0.27 M/B Tax - NCDR 1,198.00 0.51 7,987.00 0.38 Bank Charges 2,636.94 1.13 26,563.39 1.28 6 2/3% Mixed Bev Tax 119.75 0.05 798.76 0.04 Substantially all disclosures required by accounting principles generally accepted in the United States of America are omitted and no assurance is provided. 112 LOUISBURG ABC BOARD STATEMENT OF INCOME AND RETAINED EARNINGS For the One Month and Nine Months Ended March 31, 2023 Current Period Year To Date Amount Percent Amount Percent Store Supplies $ 879.88 0.38 $ 10,908.64 0.53 Maintenance 391.56 0.17 5,215.69 0.25 Insurance - General 427.83 0.18 4,135.47 0.20 Group Insurance 2,214.20 0.95 23,379.22 1.13 Travel/Convention 414.61 0.18 4,083.86 0.20 Depreciation 519.72 0.22 4,677.48 0.23 TOTAL OPERATING EXPENSES 97,613.62 41.79 784,239.52 37.77 INCOME BEFORE DISTRIBUTION 57,852.70 24.77 191,525.94 9.23 Distribution To Town 57,019.36 24.41 184,025.94 8.86 INCOME AFTER DISTRIBUTIONS $ 833.34 0.36 $ 7,500.00 0.36 Substantially all disclosures required by accounting principles generally accepted in the United States of America are omitted and no assurance is provided. 113 LOUISBURG ABC BOARD BALANCE SHEET March 31, 2023 ASSETS CURRENT ASSETS Cash In Bank $ 142,992.72 Certificate of Deposit 69,040.51 Change Fund 2,000.00 Investment Account 108,336.96 Petty Cash 25.00 Inventory 274,392.32 Prepaid nsurance (281.45) Prepaid Maintenance 3,758.67 TOTAL CURRENT ASSETS 600,264.73 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 (181,762.06) TOTAL NON-CURRENT ASSETS 28,620.68 TOTAL ASSETS D 628,885.41 Deferred Outflows of Resources 58,910.00 TOTAL ASSETS AND DEFERRED $ 687,795.41 OUTFLOWS Substantially all disclosures required by accounting principles generally accepted in the United States of America are omitted and no assurance is provided. 114 LOUISBURG ABC BOARD BALANCE SHEET March 31, 2023 LIABILITIES Accounts Payable $ 109,383.58 Accounts Payable Other 32,428.00 Net Pension Liability 22,697.00 Sales Tax Payable 15,396.90 Beverage Tax Payable 52,550.00 Rehab Tax Due County 633.36 6 2/3% Mixed Bev Tax Payable 119.75 Retirement Payable 2,401.24 FICA 5,964.31 Medicare 1,368.88 Federal Withholding 4,831.00 State Withholding 615.00 Reserved For Law Enforcement 16,367.42 Reserved For Alcohol Rehab (4,395.36) Surplus Due Town 63,857.79 TOTAL LIABILITIES $ 324,218.87 RETAINED EARNINGS Retained Earnings 356,076.54 Current Earnings 7,500.00 TOTAL RETAINED EARNINGS 363,576.54 TOTAL LIABILITIES AND RETAINED $ 687,795.41 EARNINGS Substantially all disclosures required by accounting principles generally accepted in the United States of America are omitted and no assurance is provided. s Louisburg Police Department Public Monthly Report June 2023 POLICE *C 1779 LOUISBURG, N.C. Chief Jason Abbott 16 1. Employee Actions and Recognitions Officer Dillon Mancini has successfully completed the FTO Program. He is now assigned to the Patrol section. 2. Recruiting & Retention Ladrevion Richardson began the orientation process with us June gth. He was hired to fill the last vacant patrol officer position and I can now announce that we are fully staffed for the first time since February of1 last year. It has been a long. journey to get here, officers working extra time to cover shifts, but it feels good to finally be back in a healthy position to handle the upcoming series of retirements. 3. Community Tip Our officers still encounter situations where witnesses to crimes are hesitant to come forward or talk to the police. This happens from time to time and I understand the hesitancy sometimes. However, there is another way that witnesses can report information to the police. I would like to take this opportunity to remind our community that we have an anonymous tip line. Citizens can call or text information to the Louisburg PD at (919)729- 7232. For those concerned about becoming involved in a criminal investigation, we ask that you please utilize this tool. Your identity will remain completely anonymous. 4. Complaints Againsf Officers and Findings None 5. Use-of Force and Vehicle Pursuits Officers were involved in two pursuits this past month; one on Hwy 56W, and the other was on West River Rd. Both pursuits ended without incident and the drivers were charged. 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 of issues at ABC permitted establishments in town. We are preparing and planning for security at the FNOT Concert Series. [7 Officers responded to vandalism at the Town's facility at the end of Sunset. Several vehicles were damaged and a gas card was taken. Captain C. Stephens has charged juveniles in this incident. Officers responded to shots fired on Edgerton St. No injuries were reported, however, a vehicle and a residence were struck. This case is still under investigation. Suspects broke into Spin City internet café at Ford Village and took the safe. We have recovered the safe and multiple suspects have been identified. The investigation has spread to numerous jurisdictions where the suspects have committed similar crimes. Two stolen vehicles were recovered this past month. 7. Budget Summary We are 91.67% of the way through the fiscal year. 85.63% of the FY 22/23 operating budget has been encumbered as of May 31, 2023. Repairs to the police station are nearing completion. We should be back in our office and out oft the Training Center soon. 8. Department Training Summary Instructor/Training Coordinator training Radar/Lidar Intoxilyzer 9. Community Outreach and Special Events May 23: Officers participated in the Franklin County Dept. of Aging's Spring Day in the Park at River Bend Park. May 25: Officers attended the VGCC BLET Graduation Service. May 29: The LPD had partnered with the American Legion Post 105 toe help with a Memorial Day Service at the Franklin County Courthouse. Unfortunately, this event was cancelled due to weather. June 10: Officers assisted with the Arts Festival downtown. June 16: Officers helped with the Friday Nights on the Tar concert. June 17: Officers assisted with the Juneteenth celebration at Joyner Park. 10. Special Request: Number of citations written in the month of May - 116 11. Monthly stats are attached. 118 Activity Log Event Summary (Cumulative Totals) Louisburg Police Department (05/01/2023 - 05/31/2023) <No Event Type Specified> 1 911 Hang-ups 18 Accident 22 Alarm Activation 31 Animal Complaint 4 Arrest 8 Arrest (Cltation/Summons) 1 Arrest (WS) 4 Assault 5 Assist Highway Patrol 1 Assist Motorist 5 Assist Other Department 4 B&E 4 Begging 2 C&R Driver 4 Communicating Threats 3 County Assist 2 Customer Problems Damage to Property 6 Dispute 10 Disturbance 20 Domestic 2 Drugs 1 Escort 7 Escort (Funeral) 1 Escort (Security) 1 Fight 3 Found Property 2 Fraud 1 Harassment 1 Information/Assistance 1 Intoxicated Subject 1 Investigate 1 Juvenile Problems 3 Larceny 11 Lost Property 2 Mental Patient 2 Missing Person-Located 2 Noise Complaint 1 Public Service Number 7 Request for Service 1 Rescue 4 Runaway 1 Serve papers 9 Shoplifting 2 Shots Fired 2 Stalking 1 Suicide Threat 1 Suspicious Vehicle/Subject 20 Traffic Control Trespassing 6 TWO: Talk' With Officer 31 Unlock car 31 Vandalism Vehicle Stop 2 Welfare Check 8 Total Number Of Events: 327 Date: 06/02/2023 Time: 15:32 Page 1 119 TypeofCalls January February March April May June July Aug Sept Oct Nov Dec Total Calls Inl Town Total Calls 19 25 28 18 15 105 Structure Fires/ Cooking Fires D 1 1 0 2 Motor Vehicle Crashes 7 7 7 32 Fire Alarms 6 10 33 Elec /Smoke Scare Service / Medical Good Intent 3 24 Cancelled Enroute D Brush Fires 0 Other Fires (car fire; gas leaks) 2 0 Weather Related (downedt trees etc) 0 U 1 2 Outside of Town Total Calls 16 20 12 16 2Q 84 Structure Fires Cooking Fires 5 1 2 2 11 Motor Vehicle Crashes 5 10 10 34 Fire Alarms 3 0 10 Elec, /Smokes Scare D 4 Service / Medical / Good Intent 3 13 Cancelled Enroute: 0 Brush Fires 0 b Other Fires (car fire, gas leaks) 0 Z Weather Related (downedt trees, etc) 0 2 2 Total Calls 35 45 40 34 35 0 189 Structure Fires 13 Motor' Vehicle Crashes 66 Fire Alarms 43 Elec /Smoke Scare 11 Service / Medical / Good Intent 37 Cancelled Enroute 1 Brush Fires 7 Other Fires( car fire, gasl leaks) Weather Related Calls 5 Jan Feb March April May June July Aug Sept Oct Nov Dec Total Smoke Alarms Installed 7 3 2 2 4 18 Child Safety Seat Installations 2 2 7 2 17 Emergency Call Outs (Elec/Public w 3 2 11 17