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06/19/2001 e e e e e CITY OF MONROE CITY COUNCIL MEETING 300 W. Crowell Street, Monroe, NC 28112 June 19, 2001 - 6:30 p.m. AGENDA CONSENT AGENDA 1. Minutes of Special City Council Budget Work Session of May 24, 2001 Minutes of Regular City Council Meeting of June 5, 2001 Minutes of Downtown Monroe, Inc. Board Meeting of April24, 2001 Minutes of Planning Board Meeting of May 2,2001 2. Fire Suppression Contract Extension for Bakers VFD 3. First Responder Contract between City of Monroe and Union Emergency Medical Services 4. Amendment to Customer Service Policy - Commercial Accounts 5. Resolution - 2001 Equipment Installment Financing Contract 6. Budget Ordinance A. Correll Street Parking Garden B. Monroe Municipal Airport - Amendment for "AIR 21" Funds 7. Parks and Recreation Maintenance Building A. Capital Project Ordinance B. Award of Bid 8. Audit Contract 9. Budget Amendments A. Union County Grant for Parks and Recreation Assistance B. "Main Street Mile" Event C. Self Insurance Fund 10. Assignment - BFI 11. Proclamation - "Homeownership Month" 12. Call for Public Hearings to be Held July 17,2001 A. Project # 01 120-00013 - Zoning Text Amendment - Addition of Requirement to Obtain a Zoning Permit for any Development Activity or Use of Land (Section 156.l80(C)) - City of Monroe B. Project # 01-120-00014 - Zoning Text Amendment - Additions to Temporary Use Requirements - Temporary Use to be a Maximum of Sixty (60) Days Two (2) Times Per Year (Section 156.062(A)) - City of Monroe C. Project #01-100-00010 - Conditional Use Permit - Addition of One Modular Classroom to East Elementary Site - 515 Elizabeth A venue - Union County Public Schools 24 . e e e . 13. Summary of Contracts Awarded Pursuant to 0-2001-17 and Change Orders Executed Pursuant to R- 2000-76 REGULAR AGENDA 14. City Manager's Budget Message 15. Public Hearings A. Fiscal Year 2001-2002 Budget B. Project #01-120~00015 Zoning Text Amendment - Section 156.047 - To Add Taxi Stands As a Pennitted Use in the G-I (General Industrial) Zoning District - Angela Anderson, Yellow Cab C. Project #01-120-00016 Zoning Text Amendment - Chapter 117 - To Change the Reference from "Department of Planning and Development" to "Building Standards Department," - City of Monroe - Provisional Upon City Council Approval of the Creation of Building Standards Department D. Project #01-120-00017 Zoning Text Amendment - Chapter 153 - To Amend the Minimum Housing Ordinance to Reflect Current North Carolina State Building Code Standards - City of Monroe 16. Action From Public Hearings A. Fiscal Year 2001-2002 Budget - Call for Special City Council Meeting To Consider Adoption of Budget B. Call for Special City Council Meeting C. Proposed Ordinance - Project #01-120-00015 - Section 156.047 ~ To Add Taxi Stands As a Permitted Use in the 0-1 (General Industrial) Zoning District - Angela Anderson, Yellow Cab D. Proposed Ordinance - Project #01-120-00016 - Chapter 117 - To Change the Reference from "Department of Planning and Development" to "Building Standards Department," - City of Monroe - Provisional Upon City Council Approval of the Creation of Building Standards Department E. Proposed Ordinance - Project #01-120-00017 - Chapter 153 - To Amend the Minimum Housing Ordinance to Reflect Current North Carolina State Building Code Standards - City of Monroe 17. Request to Rename Street in Memorial to Dr. Martin Luther King, Jr. 18. Request for Feasibility Study - Monroe Municipal Airport Runway Extension A. Budget Amendment B. Approval of Services Contract 19. "Reduction in Force" Policy 20. Other Business A. Pre-K Pilot Program B. Commendation - Fire Department C. Union County Public Library 21. Closed Session 06-19-0 I 25 . e e e . CITY OF MONROE CITY COUNCIL MEETING JUNE 19,2001 - 6:30 p.m. MINUTES The City Council of the City of Monroe, North Carolina, met in Regular Session in the City HaIl Council Chambers, 300 W. Crowell Street, Monroe, North Carolina, at 6:30 p.m. on June 19, 200 I, with Mayor Judy L. Davis presiding. Present: Mayor Judy L. Davis, Mayor Pro Tern P. E. Bazemore, Council Members Phil Hargett, Billy A. Jordan, Lynn Keziah, Bobby G. Kilgore, Robert J. Smith, City Manager S. Douglas Spell, City Attorney John Milliken, and City Clerk Jeanne M. Deese. Absent: None. Visitors: Daisy Rorie, Earnest Meadows, Donna Meadows, Kevin Jordan, Mr. & Mrs. Charles Rogers, Robert Trull, Willie Perry, Minnie B. Atwater, Carolyn Collins, Ernest Collins, Duane Wingo, John Jones, La Vondra Edwards, Jim Carpenter, Troy Penny, David Williams, Bobby Haulk, Mike Courtney, Cheryl Brown, Bob Harvell, Sonia Vizcaino, Chris Platé, James Pope, Steven Rogers, Mark, Donham, Ron Fowler, Karen West, Rich Davis, Cleophus Crowder, Jasmine Huntley, Bonnie Rembert, John W Huntry, Wilma Hathaway, Margaret McCauly, Barbara Garris, Annie B. Cherry, Talip Lugman, Ella Hood, Danyelle Black, Cathy Miller, Edith Covington, Dale Jordan, Mary A. Rorie, J erimiah Livingston, E. Kevin Wimbaly, Saluda Anthony, Doris Massey, Franklin Deese, Sharon Talford and others. Mayor Davis caIled the Regular City Council Meeting of June 19,2001 to order at 6:30 p.m. A quorum was present. CONSENT AGENDA: Mayor Davis reviewed the Consent Agenda and asked if any member of the Council or the public would like to have any items moved from the Consent Agenda to the Regular Agenda for discussion. No such request was received. Written background infonnation was provided, in advance, in the Council Agenda Packets for each item on the Consent Agenda. No further discussion was held. One motion and vote was taken, which included approval of all items on the Consent Agenda. 26 e e e e e Item No.1. Minutes of Reeular City Council Meetine of June 5. 2001. Council Member Jordan moved to approve the Minutes of the Regular City Council Meeting of June 5, 2001. Council Member Keziah seconded the motion, which passed unanimously with the following votes: AYES: Council Members Hargett, Jordan, Keziah, Kilgore, Smith, Mayor Pro Tern Bazemore, and Mayor Davis NAYS: None Minutes of the Special City Council Budget Work Session of May 24, 2001, Minutes of the Downtown Monroe, Inc. Board Meeting of April 24, 2001, and Minutes of the Planning Board Meeting of May 2,2001 were received as infonnation by Council. Item No.2. Fire Suppression Contract Extension for Bakers VFD. Fire Chief Ron Fowler provided by memorandum a Fire Suppression Contract Extension with Bakers Volunteer Fire Department and the City for the year 2001-2002. In 1991, the City entered into a Fire Suppression Contract with Bakers Volunteer Fire Department to provide fire service in the north west annexed area of Union County until the City built a fire station. The original contract was for five years. Since then the contract has been renewed on a yearly basis starting in 1996. The current contract consists of a $5,953 debt service payment and a $44,047 fire suppression contract fee. Staff recommended Council approve the Fire Suppression Contract. Council Member Jordan made a motion to approve the Fire Suppression Contract Extension with Bakers Volunteer Fire Department for the year 2001-2002. Council Member Keziah seconded the motion, which passed unanimously with the following votes: AYES: Council Members Hargett, Jordan, Keziah, Kilgore, Smith, Mayor Pro Tern Bazemore, and Mayor Davis NA YS: None The Fire Suppression Contract is hereby incorporated as a part of these minutes as "Exhibit A". Item No.3. First Responder Contract between City of Monroe and Union Emereency Medical Services Fire Chief Ron Fowler reviewed by memorandum a contract allowing Fire Department personnel to provide medical First Responder Services for the City beginning July 1, 2001. Prior to 1985, the Monroe Fire Department (Monroe Public Safety) provided emergency medical services to the City of Monroe. At that time Union County established an Emergency Medical Service and the department stopped providing this service. Just prior to the induction of the EMS system, the County volunteer fire departments began providing initial medical first responder services prior to the arrival of a staffed ambulance. This service has proved invaluable to the citizens of the County by having rapid medical intervention in each community much faster than the EMS provider could. The service provided will be equal to that of the service provided by volunteer departments in the County. The current plan is to raise this level of service to enhance the level of patient care by 27 e e e e e September 01,2001. At this time the Monroe Fire Department will be functioning at an EMT-D level of care allowing personnel to provide more rapid advance life support within the City. Additional equipment to provide this level of care will result in less than $500 per apparatus of initial investment. The contract proposed allows for the replenishment of supplies used during patient care by Union EMS at the time of use. The current training curriculum will facilitate the advancement in medical certification and continuing education for City employees. All related costs for the additional training will be covered under the NC Exemption for Public Safety Officials and sponsored through South Piedmont Community College. This program will be a tremendous benefit for the citizens of the City. Staff recommended City Council approve the proposed contract between the City and Union Emergency Medical Services to begin a First Responder program within the City limits. Council Member Jordan made a motion to approve the First Responder Contract between the City and Union Emergency Medical Services. Council Member Keziah seconded the motion, which passed unanimously with the following votes: AYES: Council Members Hargett, Jordan, Keziah, Kilgore, Smith, Mayor Pro Tern Bazemore, and Mayor Davis NAYS: None The contract is hereby incorporated as a part of these minutes as "Exhibit B". Item No.4. Amendment to Customer Service Policy - Commercial Accounts. Finance & Administration Director Sonia Vizcaino advised by memorandum a request to modify the current guidelines in the Customer Service Policy defining security deposits required for commercial business accounts. Staff and the Customer Service Committee recommended the amendment listed as follows: a. If the owner of the business has had previous service with the City under another business name and has had a "good" utility payment history, the customer may request a waiver from this requirement. However, if at any time the payment record for the business deteriorates, a security deposit shall be required for continued utility service. Council Member Jordan made a motion to amend the Customer Service Policy regarding Commercial Accounts as outlined. Council Member Keziah seconded the motion, which passed unanimously with the following votes: A YES: Council Members Hargett, Jordan, Keziah, Kilgore, Smith, Mayor Pro Tern Bazemore, and Mayor Davis NAYS: None Item No.5. Resolution - 2001 EQuipment Installment Financine: Contract. Finance & Administration Director Sonia Vizcaino advised by memorandum that the City advertised a request for the award of a $1,913,600 installment financing contract for the qualifying capital equipment purchased during FY 2001. The proposals were also sent directly to ten financial institutions and the City received responses from six institutions. Staff recommended City Council approve the FY 2001 Equipment Installment Financing Contract to First Union National 28 e e e e Bank by approving Resolution R-2001-36 to incur the indebtedness and authorize the execution of the respective documents. Council Member Jordan moved to adopt Resolution R-2001-36: RESOLUTION APPROVING THE INCURRENCE BY THE CITY OF MONROE OF UP TO $1,913,600 INDEBTEDNESS FROM FIRST UNION NATIONAL BANK TO FINANCE EQUIPMENT ACQUISITIONS R-2001-36 WHEREAS: The City of Monroe ("City") has previously detennined to undertake a project for various vehicles and equipment, and the Director of Finance and Administration has now presented a proposal for the financing of such Project. BE IT THEREFORE RESOLVED, as follows: 1. The City hereby detennines to finance the Project through First Union National Bank (FUNB), in accordance with the proposal dated June 8, 2001. The amount financed shall not exceed $1,913,600, the annual interest rate (in the absence of default or change in tax status) shall not exceed 3.86%, and the financing term shall not exceed 59 months from closing. 2. All financing contracts and all related documents for the closing of the financing (the "Financing Documents") shall be consistent with the foregoing terms. Judy L. Davis, Mayor; Sonia Vizcaino, Director of Finance and Administration; and Jeanne M. Deese, City Clerk, are authorized to take all necessary and convenient steps, including executing the Loan Documents and any other documents, to carry out these resolutions. The Financing Documents shall include a Financing Agreement and an Escrow Agreement as FUNB may request. 3. The Director of Finance and Administration is hereby authorized and directed to hold executed copies of the Financing Documents until the conditions for the delivery of the Financing Documents have been completed to such officer's satisfaction. The Financing Documents shall be in such final fon11S as the Director of Finance and Administration shall approve, with the Director of Finance and Administration's release of any Financing Document for delivery constituting conclusive evidence of such officer's final approval of the Document's final fom1. 4. The City shall not take or omit to take any action the taking or omission of which shall cause its interest payments on this financing to be includable in the gross income for federal income tax purposes of the registered owners of the interest payment obligations. The City hereby designates its obligations to make principal and interest payments under the Financing Documents as "qualified tax-exempt obligations" for the purpose ofInternal Revenue Code Section 265(b)(3). 5. All prior actions of City officers in furtherance of the purposes of this resolution are hereby ratified, approved and confirmed. All other resolutions (or parts thereof) in conflict with this resolution are hereby repealed, to the extent of the conflict. This resolution shall take effect immediately. Adopted this the 19th day of June 2001. Council Member Keziah seconded the motion, which passed unanimously with the following e votes: 29 e e e e e A YES: Council Members Hargett, Jordan, Keziah, Kilgore, Smith, Mayor Pro Tern Bazemore, and Mayor Davis NAYS: None Item No.6. Budeet Ordinance. A. Correll Street Parkin!! Garden. Engineering Director Jim Loyd presented by memorandum consideration of Correll Street Parking Garden cost estimates and a related Budget Ordinance to establish the Capital Improvement Project for Fiscal Year 2001-02. In an effort to provide additional public parking in the Downtown area and in keeping with the character of the surrounding streetscape style improvements, a preliminary design for a parking lot with decorative accents and landscaping was completed by the Engineering Department. The preliminary design was reviewed and approved by the Transportation Committee at its April 12, 2001 meeting. The estimate proposes to complete construction utilizing City forces where applicable. The subtotal to provide approximately 70 spaces is $99,000. Additional expenses related to the project include $28,000 to complete Streetscape Phase III-B improvements to the affected block of Hayne Street and other improvement costs. Completion of the affected Streetscape work will facilitate future Phase III-B construction and reduce that project costs accordingly. Contingencies in the amount of $19,000 were also requested to account for any hidden costs that arise from final design and construction stages. Furthennore, an alternate item was included at the request of the Landscaping Division to pennit the option of installing a decorative fountain and benches within the project as a sitting area for public use. The incorporation of such an area is estimated to add $5,000 to the project cost and would eliminate approximately five parking spaces. Review of revised designs could be provided to the Transportation Committee prior to altering the currently approved layout used for final design preparation and construction. The Engineering Department agreed that the proposed proj ect would provide functional and aesthetic benefits to the Downtown area and would be successfully completed according to the preliminary design and cost estimate. This project will take approximately 90 days to complete and will be initiated in August by Street Division forces. Staff recommended City Council approve Capital Budget Project Ordinance in the amount of $150,500, contingencies in the amount of $19,000, and an additional $5,000 to permit the option of installing a decorative fountain and benches within the project as a sitting area for public use and authorize City forces complete the work. Council Member Jordan moved to adopt Budget Ordinance BO-2001-05: CORRELL STREET PARKING GARDEN BO-2001-05 WHEREAS, the City of Monroe has a commitment to improve the quality of life and living environment for its citizens; and 30 e e e e e WHEREAS, certain infrastructure improvements along Correll Street, from Main Street to Hayne Street, including a new public parking lot with decorative accents and landscaping will enhance the quality of life and living environment, and provide needed parking in the Downtown area for citizens of the City of Monroe; and, THEREFORE, BE IT ORDAINED that the City Council hereby creates the Correll Street Parking Garden Capital Project Fund and appropriates the following revenues and expenditures: Revenues: Transfer from General Fund $150,500 Expenditures: Construction Costs $150,500 BE IT FURTHER ORDAINED that an amendment to the General Fund Budget for FY 2000-01 is approved to appropriate Fund Balance to transfer to the Correll Street Parking Garden Capital Project Fund in the amount of$150,500. This the 19th day of June, 2001 Council Member Keziah seconded the motion, which passed unanimously with the following votes: AYES: Council Members Hargett, Jordan, Keziah, Kilgore, Smith, Mayor Pro Tern Bazemore, and Mayor Davis NAYS: None B. Monroe Municipal Airport - Amendment for "AIR 21" Funds. Engineering Director Jim Loyd requested by memorandum consideration to amend the Capital Project Budget Ordinance 2001 Airport Improvement Proj ect to include "AIR 21" entitlement money of $150,000 in Federal Funds and $16,667 in local matching funds. The City is scheduled to receive $150,000 in Federal Funds under the Federal Aviation Investment Reform Act (AIR 21). In response to an inquiry from the Division of Aviation (DOA), Engineering Director Loyd advised the (DOF) that the City had a number ofprojects that would be considered eligible under the funding guidelines established for the "AIR 21" entitlement money. The Engineering Department advised that the funds could be used to complete the 2001 Airport Improvement Project that is estimated at $2,375,000 and to reimburse the City for a number of completed land acquisition projects. The DOA has requested the City indicate how the AIR 21 Funds are to be spent. With the City's 10% share, the total project funding is $166,667 which is recommended to be used in conjunction with the previously established project funding of $2,222,222 for the 2001 Airport Improvement Project. The AIR 21 Funds plus the current grant will bring the total project funding for the 2001 Airport Improvements to $2,388,889. Upon authorization from the DOA, the Engineering Department is prepared to advertise the 2001 Airport Improvement Project, which is now scheduled for construction to begin later this summer. The State is addressing new program requirements established by the Federal Government for the Disadvantaged Business Enterprise. Once this is complete, a Disadvantaged Business Enterprise goal can be established for the 2001 Airport Improvement Project that will enable the City to proceed with advertising. 31 e e e e Staff recommended Council approve the Capital Budget Ordinance BO-2001~06 to amend the 2001 Airport Improvement Project to include the Air 21 Funds and that the project funds apply to the completion of the 2001 Airport Improvement Project. Council Member Jordan moved to adopt Budget Ordinance BO-2001-06: 2001 Airport Improvement Project BO-200l-06 WHEREAS, O.S. 63-2 authorizes cities and towns to establish and regulate airports and the City of Monroe is Sponsor and Owner of the Monroe Municipal Airport, a designated reliever to Charlotte Douglas International Airport; and WHEREAS, the City of Monroe is scheduled to receive $150,000 in Federal Funds under the Federal Aviation Investment Reform Act (AIR 21) for Project No. 9.9269011 which will require a 10 percent match of $16,667 in Local Funds for a total project of$166,667; and WHERAS, in February, 2001, the City Council approved Capital Project Budget Ordinance 2001 Airport Improvement Project which includes $2 Million in Federal Funds and 10 percent match by the City of Monroe for a total project of $2,222,222; and WHERAS, the latest estimate for the improvements is $2,375,000, which include 1) expansion of the general aviation apron in the vicinity of the new terminal for the construction of a maintenance hangar; 2) construction of an automobile parking lot; 3) vehicular access road; and 4) the relocation of approximately 3,500 feet of existing taxiway from 200 feet to 300 feet from the runway centerline and the completion of the parallel taxiway to Runway 23; and WHEREAS, the City Council desires to amend the Capital Project Budget Ordinance 2001 Airport Improvement Project to include funds from the Federal Aviation Investment Reform Act (AIR 21) for Project No. 9.9269011 to accomplish the airfield improvements. NOW, THEREFORE, BE IT ORDAINED that the City Council hereby amends the 2001 Airport Improvement Capital Project Fund and appropriates the following revenues and expenditures: REVENUES DESCRIPTION AMOUNT AS AMENDED Transfer from Airport Capital Reserve Fund $ 238,889 Federal Reimbursement 2,150,000 EXPENDITURES DESCRIPTION AMOUNT AS AMENDED Airfield Improvements $2,060,000 Engineering & Contingencies 328,889 BE IT FURTHER ORDAINED that an amendment to the Airport Capital Reserve Fund Budget for FY 2000-2001 is approved to appropriate fund balance to transfer an additional $16,667 to the 2001 Airport Improvement Capital Project Fund. e Adopted this 19th day of June 2001. 32 e e e Council Member Keziah seconded the motion, which passed unanimously with the following votes: AYES: Council Members Hargett, Jordan, Keziah, Kilgore, Smith, Mayor Pro Tern Bazemore, and Mayor Davis None NAYS: Item No.7. Parks and Recreation Maintenance Buildine. A. Capital Project Ordinance. Parks and Recreation Director Mike Courtney requested by memorandum construction of a Parks Maintenance Building. The Parks Maintenance Division had to move out of the Annory in February 2000 due to its poor construction. Since that time, they have been located at the old sanitation lot on Franklin Street. This location has proved to be centrally located and is recommended to remain there pennanently. The funds needed for construction were not budgeted; therefore, he requested a Capital Project Budget Ordinance be approved to appropriate funds for the project in the amount of $225,000 along with a contingency in the amount of five percent ($11,000) should minor change orders be encountered. Staff recommended Council approve Capital Project Budget Ordinance BO-2001-07 in the amount of $225,000 and a contingency in the amount of five percent ($11,000) for possible change orders. Council Member Jordan moved to adopt Budget Ordinance BO-2001-07: Parks Maintenance Building BO-2001-07 WHEREAS, the City 9f Monroe Parks Maintenance Division was moved to its present location on Franklin Street with no facilities for the Parks Maintenance Crew or storage; and WHEREAS, it has been determined this will be a permanent location for the Parks Maintenance Division; and e WHEREAS, it is recommended a building be constructed for the Parks Maintenance Crew and equipment storage areas; e THEREFORE, the Monroe City Council hereby creates the Parks Maintenance Building Capital Project Fund and appropriate the following revenues and expenditures: Revenues: Transfer from General Fund $225,000 Expenditures: Construction Costs $225,000 BE IT FURTHER ORDAINED that an amendment to the General Fund budget for FY 2000-01 is approved to appropriate fund balance to transfer $225,000 to the Parks Maintenance Building Capital Project Fund. 33 e e e e e Adopted this 19th day of June, 2001. Council Member Keziah seconded the motion, which passed unanimously with the following votes: AYES: Council Members Hargett, Jordan, Keziah, Kilgore, Smith, Mayor Pro Tern Bazemore, and Mayor Davis None NAYS: B. Award of Bid. Parks and Recreation Director Mike Courtney Mike Courtney recommended that the bid be awarded to A. Watts, Inc. in the amount of $213,559 for construction of Parks Maintenance BuiJding. The Maintenance Building has been designed and bids were received on June 15th as follows: CONTRACTOR BASE BID ALTERNATE ALTERNATE ALTERNATE ALTERNATE NO.1 NO.2 NO.3 NO.4 A. Watts, Inc. $213,559 $19,667 $5,138 $2,400 $5,700 Greenfield Construction $230,000 $15,200 $5,979 $1,470 $1,840 H.C. Rummage $231,596 $23,100 $6,200 $9,395 $2,465 Maxco, Inc. $245,000 $14,000 $4,800 $2,000 $300 Holden Construction $262,100 $13,125 $4,725 $894 $1,123 Murrav Construction $267,279 $18,715 $6,988 $1,785 $734 American Eastern $276,679 $22,829 $5,180 $4,270 $4,617 Alternate No.1: The contractor shall state in the bid proposal the amount to be added to furnish one additional 20' bay at the rear of the shop area complete with 6" floor slab. Interior liner panels, lights, 8 duplex receptacles, roof, etc. as required to be compatible with the rest of the shop area as drawn and specified. Overhead doors are not to be included in this alternate. This adds an additional 1200 SF of usable floor area to the shop. Alternate No.2: The contractor shall state in the bid proposal the amount to be added to furnish additional motor operated sectional overhead doors at the additional bay as listed in alternate No.1 above and as currently detailed and specified for the shop area. Price shall be for each additional door. Alternate No.3: The contractor shall state in the bid proposal the amount to be added in order to increase the eave height from 16' to 18' for the base building. Alternate No.4: The contractor shall state in the bid proposal the amount to be added in order to increase the eave height from 16' to 18' for alternate No.1. Council Member Jordan moved to award the bid for the Parks Maintenance Building to A. Watts, Inc. in the total of $213,559 and a contingency of five percent to make the total contract amount $225,000 if change orders are encountered. Council Member Keziah seconded the motion, which passed unanimously with the following votes: 34 e e e e e AYES: Council Members Hargett, Jordan, Keziah, Kilgore, Smith, Mayor Pro Tern Bazemore, and Mayor Davis NA YS: None Item No.8. Audit Contract. Finance & Administration Director Sonia Vizcaino advised by memorandum a contract awarded to Potter & Company, P.A. in the amount of $28,000 for auditing services for the fiscal year ending June 30, 2001. Over the past years, the firm has provided services at below cost and the increase would bring the fees more in line with other governmental clients. Potter & Company, P.A. provides other services (such as research, etc.) during the year without additional billing. Potter & Company, P.A. is prepared to provide services after the implementation of GASB #34. Staff recommended that the Contract for Auditing Services for the fiscal year ending June 30, 2001 be awarded to Potter & Company, P.A. Council Member Jordan made a motion that the Contract for Auditing Services be awarded to Potter & Company in the amount of $28,000 for the fiscal year ending June 30, 2001. Council Member Keziah seconded the motion, which passed unanimously with the following votes: AYES: Council Members Hargett, Jordan, Keziah, Kilgore, Smith, Mayor Pro Tern Bazemore, and Mayor Davis NAYS: None Item No.9. Budeet Amendments. A. Union County Grant for Parks and Recreation Assistance. Parks and Recreation Director Mike Courtney requested by memorandum consideration to accept and appropriate grant funds in the amount of $7,476.38 from Union County for the purpose of construction of a parking lot for Youth Soccer Fields located on Cotton Street. Union County provides grant funds annua11y for municipalities and recreation associations for purchase of land or buildings, capital improvements to land or buildings, or purchase of capital equipment. Funds are allotted to each agency based on the number of participants registered in recreation programs. Staff recommended Council accept revenues and appropriate funds for the Union County Grant for Parks & Recreation Assistance in the amount of$7,476.38. Council Member Jordan made a motion to accept and appropriate grant funds in the amount of $7,476.38 from Union County for construction of a parking lot on Cotton Street. Council Member Keziah seconded the motion, which passed unanimously with the following votes: AYES: Council Members Hargett, Jordan, Keziah, Kilgore, Smith, Mayor Pro Tern Bazemore, and Mayor Davis NAYS: None B. Budeet Amendment - "Main Street Mile" Event. Economic Development Director Chris Platé requested by memorandum consideration to accept funds from entry fees and sponsorships for the purpose of orchestrating the 2001 Main Street Mile Run Event. DMI is accepting both entry fees and sponsorship monies to offset the cost of the event. The Downtown Business 35 e e e e e Association previously held the event, but due to lack of profits, the event was to be cancelled. DMI has since picked up the charge to continue this valuable and well-attended event. MSD monies will fund any unrecovered costs. The total cost of the event is approximately $1,100. Staff recommended Council appropriate funds for the Main Street Mile Run Event. Council Member Jordan made a motion to appropriate $1,100 for the Main Street Mile Run Event. Council Member Keziah seconded the motion, which passed unanimously with the following votes: AYES: Council Members Hargett, Jordan, Keziah, Kilgore, Smith, Mayor Pro Tern Bazemore, and Mayor Davis NAYS: None c. Self Insurance Fund. Finance & Administration Director Sonia Vizcaino recommended by memorandum the appropriation of fund balance reserved for self-insurance for the actual and projected claims incurred in the areas of property, liability, workers compensation and health. The City has been self-funded for health insurance since 1989. Since FY 1999, claims paid have exceeded premiums collected, creating an actual deficit of over $178,000 and projected total deficit through June 30, 2001 of approximately $350,000. Staff recommended elimination of the self-funded health insurance program as of July 1, 2001. Due to the on-going deficit and claims history, it is not financially prudent to continue such a program. The City has been self-funded for property and liability insurance since 1991; the City funded an account at $200,000 per year from 1991 through 1995 to accumulate a level of funds sufficient to cover claims in excess of retained risk levels. The balance of this account as of May 31, 2001, is approximately $1,200,000. The City has been self-funded for Workers Compensation insurance since 1994; the City has funded an account at $300,000 per year since inception to accumulate a level of funds sufficient to cover claims in excess of retained risk levels. The balance of this account as of May 31, 2001, is approximately $2,130,000. Staff recommended that a Budget Amendment be approved to appropriate fund balance reserved for self-insurance to cover FY 2001 excess of health insurance claims over premiums collected, and property, liability and workers' compensation claims. Council Member Jordan moved to adopt Budget Amendment BA-2001-10: Budget Amendment BA-2001-10 General Fund 1. Amendment to cover projected excess health insurance claims over premiums collected for fiscal Year 2001: Revenues: Appropriation of Fund Balance Reserved for Self-insurance $ 500,000 36 Expenditures: General Government $ 500,000 e 2. Amendment to cover Workers' Compensation claims for Fiscal Year 2001, reducing current year funding: Expenditures: General Governrnent $ 155,200 Public Safety $ 92,800 Cultural and Recreational $ 1,650 Other Financing Uses $ 60,750 3. Amendment to cover property damage claims for Fiscal Year 2001: Revenues: e Appropriation of Fund Balance Reserved for Self-insurance $ 145,950 Proceeds from Insurance $ 400,000 Expenditures: Public Safety $ 63,000 Cultural and Recreational $ 427,000 Other Financing Uses $ 55,950 Water and Sewer Fund 4. Amendment to cover Workers' Compensation claims for Fiscal Year 2001: e Revenues: Other Financing Sources $ 2,400 Expenditures: Maintenance $ 2,400 5. Amendment to cover property damage claims for Fiscal Year 2001: Revenues: Other Financing Sources $ 44,150 e Expenditures: Maintenance $ 44,150 Electrical Fund 6. Amendment to cover property damage claims for Fiscal Year 2001: Revenues: Other Financing Sources $ 8,850 Expendi tures: Maintenance $ 8,850 e Natural Gas Fund 7. Amendment to cover Workers' Compensation claims for Fiscal Year 2001: 37 Revenues: Other Financing Sources $ 58,350 . Expenditures: Maintenance $ 58,350 8. Amendment to cover property damage claims for Fiscal Year 2001: Revenues: Other Financing Sources $ 2,950 Expenditures: Maintenance $ 2,950 e Council Member Keziah seconded the motion, which passed unanimously with the fo11owing votes: AYES: Council Members Hargett, Jordan, Keziah, Kilgore, Smith, Mayor Pro Tern Bazemore, and Mayor Davis NAYS: None e Item No. 10. Assie:nment - BFI. Planning Director Carol Rhea requested by memorandum execution of the assignment of the existing waste collection contract from BFI Waste Systems of North America, Inc. to BFI Waste Services, LLC, to reflect an internal subsidiary restructuring within Allied Waste Industries, Inc. There will be no change in operations, personnel or any other aspect of local operations. The owner remains Allied Waste Industries, Inc. All financial assurance documents are being revised to indicate the transfer of operation. The City Attorney has reviewed this request and concurs. Council Member Jordan made a motion to execute the assignment of the existing waste collection contract from BFI Waste Systems of North America, Inc. to BFI Waste Services, LLC. Council Member Keziah seconded the motion, which passed unanimously with the following votes: e AYES: Council Members Hargett, Jordan, Keziah, Kilgore, Smith, Mayor Pro Tern Bazemore, and Mayor Davis NAYS: None Item No. 11. Proclamation - "Homeownership Month". Planning Director Carol Rhea advised by memorandum that the City in partnership with the Monroe-Union County Community Development Corporation and the U.S. Department of Housing and Urban Development, has been asked to adopt a Proclamation recognizing June 2001 as Homeownership Month. Staff recommended City Council adopt Proclamation 2001-06 to recognize June 2001 as Homeownership Month. e Council Member Jordan moved to adopt Proclamation P-2001-06: 38 Homeownership Proclamation P-2001-06 e WHEREAS, homeownership contributes to a strong economy, builds communities, and has come to symbolize the realization of the American Dream; WHEREAS, the City of Monroe, the U.S. Department of Housing and Urban Development, and the Monroe~Union County Community Development Corporation are actively engaged in increasing homeownership opportunities for people of the City of Monroe and is doing so through the successful efforts of public, private and non-profit partnerships; WHEREAS, the City of Monroe, and the U.S. Department of Housing and Urban Development primarily seek the use oflocal and private resources to increase homeownership in the City of Monroe; e WHEREAS, the City of Monroe and the U.S. Department of Housing and Urban Development support The National Homeownership Strategy and The National Partners in Homeownership, which seeks to increase the national homeownership rate to an all-time high by the end of the year 2001. NOW, THEREFORE, the City of Monroe, North Carolina, does hereby proclaim June 2001 to be "Homeownership Month". Adopted this 19th day of June, 2001. Council Member Keziah seconded the motion, which passed unanimously with the following votes: e AYES: Council Members Hargett, Jordan, Keziah, Kilgore, Smith, Mayor Pro Tern Bazemore, and Mayor Davis NAYS: None Item No. 12. Call for Public Hearinl!s to be Held July 17.2001. A. Proiect #01 120-00013 - Zoninl! Text Amendment - Addition of Reauirement to Obtain Zoninl! Permit for any Development Activity or Use of Land (Section 156.180(C)) - City of Monroe. Council Member Jordan moved to call for a public hearing to be held July 17, 2001 at 6:30 p.m. to consider this request. Council Member Keziah seconded this motion, which e passed unanimously with the following votes: AYES: Council Members Hargett, Jordan, Keziah, Kilgore, Smith, Mayor Pro Tern Bazemore, and Mayor Davis NAYS: None B. Proiect #01-120-00014 - Zoninl! Text Amendment - Additions to Temporary Use Reauirements - Temporary Use to be a Maximum of Sixty (60) Days Two (2) Times Per Year (Section 156.06UA)) - City of Monroe. Council Member Jordan moved to call for a public hearing to be held July 17, 2001 at 6:30 p.m. to consider this request. Council Member Keziah seconded this motion, which passed unanimously with the following votes: e 39 e e e AYES: Council Members Hargett, Jordan, Keziah, Kilgore, Smith, Mayor Pro Tern Bazemore, and Mayor Davis NAYS: None C. Proiect #01-100-00010 - Conditional Use Permit - Addition of One Modular Classroom to East Elementary Site - 515 Elizabeth Avenue - Union County Public Schools. Council Member Jordan moved to call for a public hearing to be held July 17,2001 at 6:30 p.m. to consider this request. Council Member Keziah seconded this motion, which passed unanimously with the following votes: AYES: Council Members Hargett, Jordan, Keziah, Kilgore, Smith, Mayor Pro Tern Bazemore, and Mayor Davis NAYS: None Item No. 13. Summary of Contracts Awarded Pursuant to 0-2001-17 and Cham?:e Orders Executed Pursuant to R-2000-76. City Manager Spell advised by memorandum the award of recent contracts pursuant to Ordinance 0-2001-17 (An Ordinance Delegating Authority to the City Manager With Respect to Certain Contracts): Date Name Purpose Amount 3-23-01 Avioimage Mapping Stake manholes and provide Cut Sheets $1,800.00* Services, Inc. for Monroe Corporate Center property sanitarv sewer line 1500 1.f. 3-23-01 A vioimage Mapping Stake bends, vaults, valves and 200' $1,500.00* Services, Inc. interval for Monroe Corporate Center property water line 5650 1.f. 5-29-01 Wachovia Merchant Merchant Services BankCard Percentage of Services As Services Agreement - Participation Agreement Agreed on State Contract for Merchant Processing Services (Bankcard, charge card, and debit card acceptance, processing, settlement, and support services) 6-5-01 Resolve Environmental Site Assessment - 127 Not To Exceed $3,500 Environmental South Main Street Services, P. A. e * Approved by Department Director e No Change Orders have been approved recently under authority ofR-2000-76. REGULAR AGENDA: Item No. 14. City Manaeer's Bude:et Messa!!e. City Manager SpeIl outlined the proposed budget which holds the current tax rate of $0.50 per $100 assessed valuation and does not include any appropriation of fund balance. The proposed budget is $99,250,155. City Manager SpeIl outlined that the State reimbursements that have been in question this year have been included as revenue. Information has been received that those should be remitted next year to municipalities. City Manager Spell requested Council hold a Special City Council meeting on 40 e e e e e June 29, 2001 at 8:00 a.m. to adopt the budget and discuss a couple of outstanding Issues primarily related to the Fees Schedule. Dear Mayor Davis and City Council Members: I am pleased to present to you the proposed Budget for Fiscal Year 2001-2002. This Budget as proposed is the culmination of work efforts by City staff, department directors, the Director of Finance and Administration, and myself. The Budget also incorporates direction from Council as a result of the Budget Work Session held on May 24,2001. The Budget as presented has been balanced utilizing the current tax rate of $0.50 per $100 of assessed valuation. Additionally, the proposed Budget does not include an appropriation of fund balance. Revenues in the amount of $565,000 for State reimbursements for the Business Inventory Tax have been included in the proposed Budget. At this point, the State has indicated that it is their intent to honor these reimbursements. However, in FY 2000-2001, one-half of the reimbursement amount was not reimbursed by the State when the Aplril disbursement was escrowed by Governor Easley due to State Budget shortfalls. If a similar situation were to occur in the upcoming year, the City would be faced with having to appropriate funds to cover this shortfall. The total Budget recommended herein is in the amount of$99,250,155. The Budget consists of the following funds: General $19,048,330 Special Revenue 197,500 Parks and Recreation 3,226,930 Golf Course 936,990 Aquatics Center 2,205,500 Water and Sewer 10,380,770 Electric 37,831,405 Natural Gas 25,329,230 Airport 93,500 TOTAL $99,250,155 Vision StatementlMission Statement The City Council has previously adopted a Vision Statement for the City as follows: Monroe is a vibrant and progressive community in which its citizens are provided with quality residential and job opportunities and recreational and cultural amenities. In moving toward the Vision Statement for the City of Monroe, City staff has prepared a Mission Statement to move us forward as follows: The City of Monroe is committed to providing reliable, responsive. quality service to our customers at the lowest reasonable cost. We accomplish this through profèssional and courteous service consistent with making Monroe a vibrant and progressive community. In preparing the proposed Budget, these statements have been incorporated into the recommendations presented herein. 41 e e e e e Performance Measures Each division has prepared a list of performance measures to be used to evaluate the division. Data will be collected on a regular basis as a means of assessing effectiveness and efficiency. This comparative analysis from year-to-year, coupled with benchmarking data from other municipalities, will present a guideline for continuous assessment and improvement. Orl!anizational Chanl!es As a part of the FY 2001-2002 Annual Budget, I am proposing the establishment of the Building Standards Department. Since the decision was made by City Council to bring the permitting and inspections function back in-house, it has been a division in the Planning & Development Department. I feel that with the responsibility and scope of duties which this area has that it should be represented as a separate department in our organization. The divisions which will be a part of this department consist of Permitting, Code Enforcement, and Building Inspections. I would also note that included in the discussion in the "Fees Schedule" portion of the Budget Message is additional information with regard to revenues associated with the Building Standards Department. Currently, the responsibility for street sweeping is a part of the Landscaping Division in the Parks and Recreation Department. Likewise, the responsibility for mowing of City cemeteries is in the Street Division of the Engineering Department. In evaluating this in an organizational context, I feel that it is in the City's interest to shift these responsibilities. Therefore, I am proposing that the street sweeping function be moved to the Street Division in the Engineering Department and that the mowing of cemeteries becomes the responsibility of the Parks and Recreation Department. I have worked with the department directors in each of these departments and there will be no employee changes since each of these functions involve two (2) individuals. Therefore, the duties of the employees will be revised, but no personncl changes between departments will occur. Therefore, the only changes will involve a shift of responsibilities and fixed ¡lssets between the two (2) departments. One other organizational change which is being included in the recommended Budget is a change in the shifts in the Fire Department. Currently, Fire Department personnel work a 17.75 hour shift. In keeping with the recommendations of the NC League of Municipalities as a part of the "Public Safety Delivery System" study dated August 4, 1998, I am recommending that this shift change be revised to a 24-hour shift effective July 1, 2001. A primary benefit of this shift change is a reduction in the amount of overtime paid to firefighters related to fire calls during sleep time. Additionally, it was felt that with the "First Responder" Program in the Fire Department and the associated increase in the volume of calls, that the amount of overtime would l11crease. New Positions In preparing the recommended Budget, I evaluated the new position requests submitted by the various departments and closely reviewed the position requirements and justification. One critical element which I felt needed to be incorporated into this recommended Budget is the additional nine (9) Firefighter I positions in the Fire Department in order to complete Phase II of the Fire/Police Separation Transition Plan. The following table will provide an outline of these and the other new positions included as a part of the recommended Budget. 42 e e e Civil Engineer I Complete Phase II of Fire/Police Se aration To address the turnaround time as a art of develo ment review rocess Compliance with GASB #34 requirements and assistance in evaluating departmental budget issues Sanitary sewer line cleaning crew to com I with State 10% Rule Sanitary sewer line cleaning crew to com I with State 10% Rule To provide support for inspections field staff Oversee training and certification in Police Department including maintain in trainin rccords Needed to form a City-wide facility maintenance crew due to reprioritization on facility maintenance To provide assistance with supervision at the Aquatics & Fitness Center To assist in the monitoring of industrial pretreatment programs and to provide cost avoidance associated with wastewater dischar . es To address a City priority on enforcing Zoning Code and to establish a more roactive ro ram Budget Analyst/Accountant Engineering De artment Finance & Administration Department Maintenance Technician Water Resources De artment Water Resources De artment Building Standards De artment Police Department Maintenance Worker 1 Administrative Asst. I 1 Training Officer I Facility Maintenance Worker I I Parks & Recreation Department Fitness Assistant Parks & Recreation Department Pretreatment Teclmician Water Resources Department Zoning Enforcement Officer Planning & Development De artment Some of the additional staffing is recommended in response to new requirements such as the GASB #34 requirements pertaining to accounting procedures and the State 10% Rule requiring ten (10) percent of the . municipal sanitary sewer system to be cleaned every year. Service Enhancements e There are several service enhancements that are associated with the recommended FY 2001-2002 Budget. I would like to briefly summarize several of the major enhancements as a part of this Budget Message. Funds in the amount of $100,000 are being included in order to incorporate an Interactive Voice Response (IVR) System for the City of Monroe. The IVR System would provide access to various City information 24 hours a day, seven (7) days a week for our customers. The system would be interactive with our HTE software system. I would also note that one of the primary requirements for the IVR System that would be purchased is that it be customer friendly and easy to utilize. At this point, a specific IVR system or vendor has not been identified and the funds outlined herein are an estimate based upon preliminary evaluation. I would see this item being very beneficial within the Building Standards Department for inquiry with regard to status of permits or inspections and also the Customer Service Division for utility account information. 43 e e e e e As a part of the recommended Budget, I have placed a great deal of emphasis on employee training. I have included funds for customer service training for all City employees, developmental supervision for mid-level supervisors, and tuition reimbursement. I feel that on-going training is a cornerstone to our organizational success and a sound investment in our personnel. There are two (2) separate studies recommended within the Parks and Recreation Department. A Parks and Recreation Master Plan, estimated at $50,000, is needed to update our previous plan from 1992 to include a review of facility needs, programming, greenways, and park space. Also, staff is recommending a study of the Golf Course by the National Golf Foundation to include staffing, operations, reinvestment in maintenance, etc. This study is estimated at $25,000. Another item which will be implemented effective July 1, 2001, is allowing payments to the City to be made via credit card. Once again, this service will be beneficial to the development community in being able to fax or e-mail applications for petlTlits or plan review and have the fees charged to an individual or corporate credit card. Economic Development is a means of diversifying and stabilizing our tax base. This recorrunended Budget includes funds for marketing initiatives for our Economic Development Department. Our goal is to continue the success experienced to date and to further market Monroe as a vibrant City with high-quality services and progressive government. The Neighborhood Walk Program has been effective for the City and I propose to continue this City initiative. I have also included funds to initiate a "Neighborhood Grant" program. This program would provide another means of enhancing City neighborhoods. The $5,000 would be used as a City match in cooperation with various neighborhoods for special projects such as landscaping, identification signage, newsletters, etc. The neighborhoods would provide funds or sweat equity toward achieving the projects. On July 1,2001, it is proposed that the "First Responder" Program for the Fire Department be initiated. Over the past year, Fire Department personnel have been training and have received EMT Certifications preparatory to beginning this new City service. The service consists of the Fire Department responding to vehicle crashes and medical emergencies. Emplovee Benefits I have included in the recommended Budget that perfotlTlance-based merit increases in the average amount of 2.5 percent be designated for City employees. Additionally, I recommend a cost-of-living increase for all City employees in the amount of 3.5 percent and continuing to provide a five (5) percent 401(k) contribution for all employees. The recommended Budget includes salary adjustments for several positions based upon a market study of the positions. I would point out that among these are adjustments to positions within the Electric Division. These adjustments are brought about as a result of the threat of electric deregulation coupled with increased competition for such skilled positions in the private sector. I feel that the salary adjustments for these positions is a more advisable course of action compared to discussions of employment agreements. Therefore, I have recommended the appropriation of funds in the proposed Budget for salary adjustments to market rates and that the prior encumbrance for potential employment contracts be eliminated and not carried forward. The proposed Budget includes the elimination of the self-funded health insurance plan and offering health insurance for all City employees under the Blue Cross/Blue Shield "BlueCARE Plan." This recorrunendation is based upon the deficit the self-funded plan has demonstrated over the past three (3) years with claims exceeding premiums in FY 2000~2001 by a projected $350,000. Additionally, to assist to reduce the financial impact on City employees, I have recommended that the City fund an amount up to $300 per month for health 44 e e e e e insurance coverage, increased from the current amount of $200 per month. This change increased the City's participation in health benefits costs by approximately $240,000. Capital Improvements Plan As a part of the budget process, I requested each department prepare a Capital Improvements Budget (CIB) for the upcoming FY 2001-2002 and also a Five (5) Year Capital Improvements Plan (CIP) for outlying years FY 2002-2003 through FY 2006-2007. The CIP is a dynamic document that will change from year-to-year. However, it will provide a "road map" for future priorities and funding needs for the City of Monroe. The CIP has been separated by each individual division in each of the departments. I would note that the items contained in the CIP include: vehicles, facility needs, major equipment, as well as a forecast for future items associated with the operation of the department. The adoption of the annual budget only provides funding for the FY 2001-2002 Capital Improvements Budget, with the Five (5) Year Capital Improvements Plan being a guidance document. Several of the recommended projects and priorities included herein are a result of direction from the City Council Planning Retreat held in February 2001. These include the Civic Center project, Phase II of Fire/Police Separation, transportation priorities, and parks and recreation needs. The proposed Budget includes financing several major projects and also vehicles and equipment. The annual debt service for these purchases via installment financing will become effective in FY 2003. As a part of the CIP in the Parks and Recreation Department, staff has included funding for the Monroe Civic Center project consisting of $400,000 in FY 2001-2002 and $8.5 million in FY 2002-2003. These funds are designated as being contingent upon the passage of the local bills currently in the General Assembly. If these funding sources are approved, the initial step would be to address facility programming and then initiate design for the project. One major revision to the FY 2001-2002 Capital Improvements Budget since its presentation on May 24,2001 at the Budget Work Session, is the addition of a new fire station to be constructed in the vicinity of the Monroe Municipal Airport. This project is proposed to provide coverage for the Airport, Monroe Corporate Center, and other development in this service area. Fees Schedule Included in the recommended Budget is a new Fees Schedule for the City of Monroe. There have been several revisions incorporated into the Fees Schedule. Staff has presented comparative data from other municipalities to support the recommended fee adjustments. With the City assuming responsibility for issuing various pem1its such as building pem1its, plumbing, electrical and HV AC, a fee schedule for the Building Standards Department has been incorporated. Staff has projected revenues in the approximate amount of $384,500 as a part of the pennitting and inspections function. Other fees which have been revised include: cemetery fees, street closings, watershed development pennit fees, and other fees such as plan review application fees. The Fees Schedule has been revised based on discussion at the Budget Work Session on May 24,2001. Outside Ae:encv Fundine:: At the City Council Planning Retreat held February 21 - 23, 2001, Mayor Davis appointed an Outside Agency Committee. Council Member Billy Jordan chaired the Committee which also consisted of Council Member Bobby Kilgore and Council Member Bob Smith. The Outside Agency Committee met on April 17, 2001 and reviewed the list of funding requests received by the City. On April 24, 2001, the Committee met again and interviewed Crisis Assistance Ministry and Union Diversified Industries. The Committee then fommlated the following recommendations for funding which I have incorporated into the recommended Budget. 45 e e e e e Homeless Shelter-Utility Subsidy Community Action-Operating Community Action-Utility Subsidy Library-Operating Library-Capital Equipment Library-Utilities, Parking, Landscaping CDC-Family Housing Services CDC-Downpayment Assistance Historic Properties Arts Council Carolinas Partnership (1) Turning Point (2) Council on Aging Operation Reachout Crisis Assistance Ministry Union Diversified Industries Habitat for Humanity Educational Behavior Training Center TOTAL $12,000.00 6,500.00 13,500.00 5,000.00 38,800.00 155,000.00 48,000.00 125,000.00 10,000.00 35,000.00 27,175.40 16,000.00 6,000.00 6,000.00 10,000.00 2,000.00 50,000.00 15,500.00 $581,475.40 $12,000.00 6,500.00 13,500.00 5,000.00 o 60,000.00 35,000.00 100,000.00 9,000.00 35,000.00 N/A 16,000.00 6,000.00 o 10,000.00 2,000.00 o o $310,000.00 (1) Appropriation moved to Economic Development Department (2) Includes $1,000 Banquet donation Unfunded Projects As with any budget, priorities must be identified and certain projects and requests Calmot be met as a part of the process. I would note the following items which are unfunded in the recommended Budget: $852,000 370,000 75,000 Additionally, with the addition of a fire station in the vicinity of the Airport, the schedule for funding the fire station to serve the Highway 200 and 601 Annexation Area has been moved to FY 2005. I recommend that these projects be reevaluated next year for consideration of funding. Lone: Term Outlook An important element of sound financial planning consists of looking into the future and relating the impact of current decisions on future budgets. I would share with City Council that one focus is on the retention of qualified and valuable employees in order to provide high-quality delivery of City services. In order to move forward with Phase III of the Fire/Police Separation, additional personnel will be required in the Fire Department coupled with staffing future fire stations for ultimate fire service delivery. 46 e e e e . Another future priority for the City is maintaining and replacing infrastructure. On-going emphasis on street resurfacing needs to be maintained to improve the pavement conditions and to mitigate deterioration of our streets prior to pavement failure. Sidewalk expansions and replacement is needed to enhance the walkability of our City. The Water Resources Department has established a multi-year program focused on replacing and upgrading water lines throughout the City which will improve reliability and minimize maintenance costs. Similar projects have been identified to replace sanitary sewer lines, gas lines, and electric lines. Transportation is an important and critical component for our future. Several major projects need to be completed to relieve congestion and redirect truck traffic currently passing through our City. I have included in the Capital Improvements Plan funds for right of way acquisition for the Western Loop (Dickerson Avenue Extension) project in FY 2004. Coordination of this project between the City, N. C. Department of Transportation, and property owners can expedite construction, relieving traffic and opening up new development opportunities. Other major projects included in the NCDOT Transportation Improvement Program include the Monroe Bypass, Airport Road, and U. S. 601 Improvements. Technology is another priority area for the City. Efforts are underway to equip police vehicles with mobile data teol1inals (MDT's) to improve communication by allowing access to the N. C. Division of Motor Vehicles and preparing digital police/accident reports. Similar technology will need to be integrated into other departments including the Fire Department, Building Standards Department, Energy Services Department, and Water Resources Department. As previously outlined, the proposed Capital Improvements Plan includes funds for the design and future construction of the Monroe Civic Center. This project is contingent upon the passage of our local bills which would provide a revenue source to pay the annual debt service for the proposed facility. Looking down the road, I would note that these funds will not cover the operating expenses of the facility which are projected to be $325,000 per year for staffing and other related operating expenses. Finally, it is necessary that the City of Monroe maintain a sound financial picture for the future. This needs to include maintaining a healthy and stable fund balance, along with planning for future facility needs, projects, and priorities through our Capital Improvements Plan. Summary The FY 2001-2002 Proposed General Fund Budget has been balanced utilizing projected revenues from sources such as ad valorem tax, sales tax, and Powell Bill allotments, with no increase in the current tax rate of $0.50 per $100 assessed value. The Budget has been focused on meeting operating needs, funding major capital projects, and increasing staffing levels to provide high quality services. I trust that the overview within the Budget Message will be beneficial to City Council and the public in identifying priorities and outlining future issues through a "Long Term Outlook." I am confident that the recommended Budget is progressive in addressing the City's needs and moving us forward in a positive direction toward our VISION. As City Council reviews the Budget, I would encourage you to contact me with any questions or concerns which you have. I will be glad to respond to your questions relative to the Budget and the items recommended herein. I would also outline that any significant changes or additions to the Budget would need to involve discussion regarding additional revenue sources, reprioritization of existing serviceslbudgeted funds, or an appropriation of fund balance to meet the funding need(s). I look forward to working with City Council as a part of the upcoming Budget Public Hearing and our joint efforts leading to the adoption of the Fiscal Year 2001-2002 Budget Ordinance. /s/ S. Douglas Spell Mayor Davis asked if Council had any comments or questions. Mayor Pro Tern Bazemore asked Council to revisit Outside Agencies. He commended the Outside Agency Committee for doing a magni ficent job with these recommendations, but at the same time, he felt that some info1l11ation 47 e e e e e was not provided to the Committee. The primary funding of the CDC is the North Carolina Community Development Initiative. The Initiative has reduced the amount of money to CDC by $25,000 this year. The CDC has asked the City to increase their appropriation by $13,000. Mayor Pro Tern Bazemore made a motion to increase funding from $35,000 to $48,000 and that the City Manager and Finance & Administration Director put that together in a package so that it would fit in with the balanced budget when Council meets on June 29, 2001. Council Member Keziah seconded the motion. Council Member Jordan stated that they had discussed this already and he did not hear anything today that he was not aware of when the Committee discussed this earlier. Mayor Davis stated this year was a first in a process where a Committee was appointed to review outside applications and bring recommendations back to Council. Mayor Davis then polled the Committee. Council Member Jordan - same; Council Member Kilgore -same; Council Member Smith - same, and the only way he would change his vote was if the money could be found somewhere else so the budget would remain balanced. Mayor Davis stated that the Outside Agency Committee brings back the recommendation that the funding remain at $35,000. The Committee concurred. Mayor Davis asked if Council had any other questions or comments. Council Member Smith stated that if the City Manager can find $13,000 between now and June 29, 2001 that he will consider revising the amount, but not otherwise. He agreed with Council Member Jordan in that the Committee went over those items ad nauseam, ad infinitem and looked at the overall needs. Item No. 15. Public Hearines. Mayor Davis explained the procedures the Council follows in conducting public hearings and taking action thereon. A. Fiscal Year 2001-2002 Budeet. Mayor Davis opened this duly advertised public hearing. Mayor Pro Tern Bazemore restated his earlier motion that staff locate additional funds for CDC and this would be voted on June 29, 2001 with the Budget. Mayor Davis explained to Council the motion would be entertained after the close of the public hearing. Mayor Davis opened the floor for anyone wishing to speak in favor or opposition to the proposed Budget. Ms. Isabelle Gillespie, Executive Director of the Monroe-Union County Community Development Corporation (CDC) spoke on behalf of CDC. Ms. Gillespie agreed with Mayor Pro Tern Bazemore that there is a great need for their agency to receive the additional funding. They are expanding their affordable housing program to better meet the needs particularly for the Hispanic population which has increased over 2000% in the City of Monroe alone (data provided by the Community Planning Department). Currently they do not have the staff to meet the need of that population and they need to be in a position to effectively do so. Ms. Gillespie asked that as Council consider their additional increase to consider that they are truly working hard at meeting the needs of the total population ofthe City and if it wasn't a great need, then she would not be here today. Ms. Gillespie then introduced the CDC Board to Council. Mayor Davis welcomed them and thanked them for being at the meeting. Ms. Saluda Anthony had a comment about the "faith based consortium." Ms. GiIlespie stated that they were in the development stage of their faith-based consortium and the additional dollars 48 . e e e . that they are asking from Council is to support administrative expenses. The actual consortium is funds to support their program. Ms. Evelyn Funderburk was not clear as to procedure for the public hearing and taking action on the budget. Mayor Davis answered Ms. Funderburk's questions. Mayor Davis stated a vote on the Budget would be taken probably on June 29, 2001 to allow time for the North Carolina General Assembly to finalize their budget. She explained how the State Budget affects the City's Budget. There being no other speakers, either for or against the proposal, Mayor pavis closed this public hearing. B. Project #01-120-00015 Zonine Text Amendment - Section 156.047 ~ To Add Taxi Stands As a Permitted Use in the G-I (General Industrial) Zooine District - Aneela Anderson, YeHow Cab. Mayor Davis opened this duly advertised public hearing. Planning Director Carol Rhea advised that Yellow Cab has requested a text amendment to add taxi stands as a permitted use in the G-I (General Industrial) zoning district. Currently, taxi stands are only pennÎtted in the B-4 (General Business) zoning district. Taxi stands would not be incompatible with the current permitted uses in the G-I district. Hours of operation, on site activities and traffic generated by taxi stands would make G-I an appropriate district for such uses. Staff and the Planning Board recommended that this request be approved. Mayor Davis asked if there was anyone who would like to speak in favor or opposition of this request. There being no speakers, either for or against the proposal, Mayor Davis closed this public hearing. C. Proiect #01-120-00016 Zonine Text Amendment - Chapter 117 - To Chanee the Reference from "Department of Plannine and Development" to "Buildine Standards Department," - Citv of Monroe - Provisional Upon Citv Council Approval of the Creation of Buildine Standards Department. Mayor Davis opened this duly advertised public hearing. Code Enforcement Coordinator Rich Davis asked for the public hearing to be continued until July 17, 2001 for the Building Standards Department to be approved in the budget. Mayor Pro Tern Bazemore made a motion to continue the public hearing until July 17, 2001 to allow for the official adoption of the Building Standards Department by City Council. Council Member Smith seconded this motion, which passed unanimously with the following votes: AYES: Council Members Hargett, Jordan, Keziah, Kilgore, Smith, Mayor Pro Tern Bazemore, and Mayor Davis NAYS: None D. Proiect #01-120-00017 Zonine Text Amendment - Chapter 153 - To Amend the Minimum Housine Ordinance to Reflect Current North Carolina State Buildine Code Standards - Citv of Monroe. Mayor Davis opened this duly advertised public hearing. Rich Davis, Code Enforcement Coordinator advised by that Staff recommended a text amendment in the Minimum Housing Ordinance to reflect current North Carolina State Building Code 49 e . e e e standards. Staff has reviewed the current Minimum Housing Code for consistency with the current North Carolina State Building Code. The current Minimum Housing Code requires minor changes to mirror the requirements set forth in the State Building Code. Staff also recommended changing the reference standard on the building codes to "North Carolina State Building Code." This editorial change will allow for any future changes to the North Carolina State Building Code. Staff recommended that the minimum housing text amendment be approved as submitted. Mayor Davis asked if there was anyone who would like to speak in favor or opposition of this request. There being no other speakers, either for or against the proposal, Mayor Davis closed this public hearing. Item No. 16. Action From Public Hearines. A. Fiscal Year 2001-2002 Budeet - CDC Fundi"e - Call for Special City Council Meetine To Consider Adoption of Budeet. Mayor Pro Tern Bazemore restated his motion that the City Manager and Finance & Administration Director make the adjustment that would make it possible for CDC to receive the additional $13,000 which will bring their budget from $35,000 to $48,000. Council Member Keziah seconded this motion and the motion failed with the following votes: AYES: NAYS: Council Members Hargett, Keziah and Mayor Pro Tern Bazemore Council Members Smith, Kilgore, Jordan and Mayor Davis Council Member Jordan stated the Committee originally asked the City Manager and Finance & Administration Director for their available funds, and that is what the Committee worked with. He felt that the Committee did a good job and was prudent. He hoped Council would support the process that the City Manager and Mayor established for considering outside funding. Mayor Davis stated that since she established and appointed the Committee that her vote would reflect the recommendation of the Committee. B. Call for Special City Council Meetine. Council Member Jordan moved to call for a Special City Council Meeting to be held Friday, June 29, 2001, at 8:00 a.m. to consider adoption of the 2001 Fees Schedule and adoption of the Fiscal Year 2001-2002 Budget. Council Member Hargett seconded the motion, which passed unanimously with the following votes: AYES: Council Members Hargett, Jordan, Keziah, Kilgore, Smith, Mayor Pro Tern Bazemore, and Mayor Davis NAYS: None C. Proposed Ordinance - Proiect #01-120-00015 - Section 156.047 - To Add Taxi Stands As a Permitted Use in the G-I (General Industrial) Zonine District - Aneela Anderson. Yellow Cab. Council Member Kilgore moved to adopt ordinance 0-2001-24: 50 e . e e e TITLE X, CHAPTER 156: ZONING CODE OF THE CITY OF MONROE CODE OF ORDINANCES 0-2001-24 Preamble Pursuant to authority conferred by Chapter 160A-381 of the North Carolina General Statutes, as amended and for the purpose of promoting the health, safety, morals, or general welfare of the inhabitants of the City by lessening congestion in and around the streets; securing safety; preventing the overcrowding of land; avoiding undue congestion; and facilitating the adequate provision of transportation, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF MONROE THAT TITLE XV, CHAPTER 156: ZONING CODE, OF THE CITY OF MONROE CODE OF ORDINANCES BE AMENDED AS FOLLOWS: TEXT AMENDMENT Section 1. AMEND Section 156.047 (A) to ADD (64): (64) Taxi stands. Section 2. This ordinance shall become effective upon adoption. Adopted this 19th day of June, 2001. Mayor Pro Tern Bazemore seconded the motion, which passed unanimously with the following votes: AYES: Council Members Hargett, Jordan, Keziah, Kilgore, Smith, Mayor Pro Tern Bazemore, and Mayor Davis NAYS: None D. Proposed Ordinance - Proiect #01-120-00016 - Chapter 117 - To ChaD1!:e the Reference from "Department of Plannin!! and Development" to "Duildin!! Standards Department," ~ Citv of Monroe - Provisional Upon Citv Council Approval of the Creation of Buildin!! Standards Department. Public Hearing continued to July 17, 2001. No action taken. E. Proposed Ordinance - Proiect #01-120-00017 - Chapter 153 - To Amend the Minimum Housine Ordinance to Reflect Current North Carolina State Buildinl! Code Standards - Citv of Monroe. Council Member Smith moved to adopt Ordinance 0-2001-25: AN ORDINANCE TO AMEND TITLE XV, CHAPTER 153: MINIMUM HOUSING STANDARDS OF THE CITY OF MONROE CODE OF ORDINANCES 0-2001-25 Preamble Pursuant to a.s. §160A-441, it is hereby found and declared that there exist in the city and its area of extraterritorial jurisdiction dwellings which are unfit for human habitation due to dilapidation, defects 51 e . e . e increasing the hazards of fire, accidents and other calamities, lack of ventilation, light and sanitary facilities, and due to other conditions rendering such dwellings unsafe and unsanitary and dangerous and detrimental to the health, safety and morals, and otherwise inimical to the welfare of the residents of the city and its extraterritorial jurisdiction. In order to protect the health, safety and welfare of the residents of the city and its area of extraterritorial jurisdiction as authorized by Article 19, Chapter 160A of the North Carolina General Statutes, it is the purpose of this chapter to establish minimum standards of fitness for the initial and continued occupancy of all buildings used for human habitation, as expressly authorized by G.S. § 160A-424 through 160A-432, 160A-441 through 160A-450, and 160A-193. In addition, it is hereby found and declared, under the authority of G.S. § 160A-174, that there exist in the city dwellings which, although not meeting the classification as unfit for human habitation, fail to fully comply with all the minimum standards for housing fitness as established herein and, therefore, have present one or more conditions which are inimical to the public health, safety and general welfare. Such conditions, if not corrected, can lead to deterioration and dilapidation of dwellings which render them unfit for human habitation This chapter is hereby declared to be remedial and shall be construed to secure the beneficial interest and purposes thereof, which are public health, safety, and general welfare, through structural strength, stability, sanitation, adequate light and ventilation and safety to life and property from fire and other hazards incident to the construction, alteration, repair, removal, demolition, use and occupancy of dwellings, apartment houses, rooming houses or buildings, structures or premises used or intended for use as such. BE IT ORDAINED BY THE MONROE CITY COUNCIL THAT TITLE XV OF THE CITY OF MONROE CODE OF ORDINANCES IS HEREBY REWRITTEN TO READ AS FOLLOWS: Text Amendment Section 1. DELETE from Title XV, Chapter 153, entitled Minimum Housing Standards of the Monroe City Code to read: Section 153.16 Structural Standards; (a) Subsection (G) Porches (1) delete "six (6) inches" to read "Ceiling height may be a minimum of seven (7) feet". Section 153.17 Plumbing Standards: (b) Subsection (B) "cOlmected to a potable water supply". (c) Section (B)(2) "Other heating facilities; electrical receptacles, and fireplaces." Section 153.21 Space, Use and Location Standards: (d) Subsection (D) "dining room combination, if any, shall be not less than one hundred (100) square feet". (e) Subsection (R) in its entirety. Section 2. AMEND Title XV, Chapter 153, entitled Minimum Housing Standards of the Monroe City Code to read: Section 153.03 Definitions; (a) Pier: "North Carolina Residential Code" to "North Carolina State Building Code". 52 e . e e e Section 3. Section 153.16 Structural Standards; (a) Subsection (A) Foundations (7) "state residential building code" to "North Carolina State Building Code". (b) Subsection (B) Floors (4) "state residential building code" to "North Carolina State Building Code". (c) Subsection (C) Walls, Exterior (2) "North Carolina Residential Building Code" to "North Carolina State Building Code", (d) Subsection (E) Ceilings (3) "North Carolina Residential Building Code" to "North Carolina State Building Code". (e) Subsection (F) Roof'; (4) "state residential building code" to "North Carolina State Building Code". (£) Subsection (0) Porches (2) change "forty eight (48) inches" to "thirty (30)" inches and railing or guard not less than "thirty (30)" to "thirty-six (36)" inches. (g) Subsection (H) Stairs and Steps (3) change "four (4) risers" to "thirty (30) inches" and "two (2) feet six (6) inches" to "thirty (30) to thirty-eight (38) inches". (h) Subsection (H) Stairs and Steps (8) change "North Carolina Residential Building" to "North Carolina State Building Code". Section 153.18 Heating Standards: (a) Section (B) (1) Central and Electric heating systems from "sixty five (65) degrees" to "sixty-eight (68) degrees". (b) Section (B) (2) Other heating facilities from "sixty five (65) degrees" to "sixty-eight (68) degrees". (c) Section (C) change "state heating code" to "North Carolina Building Code". (d) Section (K) change "seven (7) inches" to "six (6) inches of either side of the fireplace opening. " (e) Section (Q) change Fireplaces "may" to Fireplaces "shall". Section 153.21 Space, Use and Location Standards: (a) Subsection (A) change "City Residential Building Code" to "North Carolina State Building Code". (b) Subsection (E) change from -- shall be not less than "one hundred fifty (150)" to "seventy (70) square feet." ADD to Title XV, Chapter 153, entitled Minimum Housing Standards of the Monroe City Code to read: Section 153.17 Plumbing Standards: (a) Subsection (B) "individual sewage disposal" to read "All plumbing shall be connected to the city sanitary sewer system where available or to another approved individual sewage disposal system." (b) Subsection (H) "an approved" to read "There shall be an approved portable water supply inside the building for each dwelling unit." (c) Subsection (L) "un" to protected to read "All water piping shall be protected from freezing by proper installation in unprotected space". Section 153.21 Space, Use and Location Standards: (a) Subsection (D) "shall not be less than fifty (50) square feet" to read "A kitchen shall not be less than fifty (50) square feet". (b) Subsection (R) "A minimum of one approved and listed smoke detector shall be installed adjacent to each sleeping area and on each habitable floor level and basement. 53 e . e . e Smoke detectors shall be installed in accordance with the manufacturer's recommendation and listing and maintained in proper working order. See NC OS §42-42." Section 4. This Ordinance shall become effective on July 1 st 2001. Adopted this the 19th day of June. 2001, Council Member Hargett seconded the motion, which passed unanimously with the following votes: AYES: Council Members Hargett, Jordan, Keziah, Kilgore, Smith, Mayor Pro Tern Bazemore, and Mayor Davis NA YS: None Item No. 17. Request to Rename Street in Memorial to Dr. Martin Luther Kine:. Jr. Mayor Davis recognized the following citizens to present their request to Council: Mr. Ernest Collins, Chair of the Union County Black Caucus, Ms. Anna Bell Cherry, Mr. Talip Lukeman, Rev. Henry Preslar, S1. Pauls Episcopal Church. Mr. Collins stated for the record that the request is to rename Skyway Drive. Ms. Cherry, on behalf of the "Martin Luther King Celebration Committee of MonroelUnion County" requested that Skyway Drive be renamed to Dr. Martin Luther King, Jr. Drive. Ms. Cherry stated that she was a senior member of the first committee fonned and it was a community based organization. She further stated they were committed to demonstrate and advance the visions and ideas of one of America's greatest citizens, Dr. Martin Luther King, Jr. - a great hero in freedom drives through projects and programs each January on his birthday with a public parade, church services, prayer breakfasts, songfests and children's participation programs at different locations that have been a success each year. Mayor Davis advised that the Committee's aim is to advance good citizenship among all MonroelUnion County citizens by blending the constitutional entitlement with moral and ethical accountability. Second, to pursue the idea of justice in MonroelUnion County through active involvement and rational objective discussion and true enlightenment of all citizens on how to live together in a pluralistic society. Third, they would like to promote inter-racial unity and harmony in MonroelUnion County by reconciling long standing race assumptions which are the highest truth realities of the modem world. Ms. Cherry advised of June 19th being "National Freedom Day" for black Americans and freedom from slavery and how this coincided with the date of the City Council meeting. The Committee has done their groundwork because the citizens of Union County have expressed they have no problem with changing the name of Skyway Drive. Ms. Cherry asked Council to consider their request before July 31,2001. Ms. Cherry also thanked all the people who came to offer their support. Mr. Collins reiterated that the main purpose of the Committee was to get Skyway Drive changed to Dr. Martin Luther King, Jr. Drive. Mr. Collins presented a Petition with 2400 signatures, with approximately 20 of those being businesses. In answer to Mayor Davis' question, Mr. Collins advised that all signatures were not from residents of the City of Monroe, but were from throughout Union County in that this was a County supported situation. 54 e e e e e Mayor Davis stated that the Council has a Committee set up to consider requests for name changes of streets. The Committee is composed of Council Member Jordan, Chairman, Council Member Keziah, and Citizen George Miller. She requested that the Committee consider the request and bring a recommendation back to Council. Council Member Jordan stated that the Committee established was really established to help set up criteria for naming buildings, streets, etc. after people. He adv:ised that in a meeting held in the Winchester Community, and in looking at an Ordinance they received from another City, it is perfectly clear that Dr. Martin Luther King Jr. meets the threshold of someone who is deserving of having a street named after him. Council Member Jordan advised that if Council would like to have the Committee formulate its findings in writing, then he would be happy to do so. Council Member Jordan offered a motion that Council conduct a public hearing to address this issue and have Council make a decision on July 17, 2001. Mayor Davis stated that because Council does have a Committee, Council would like to follow procedure. Council Member Jordan stated that when City Council changed Sowell Street they did not go through that procedure. He was aware of a time when Council renamed a street and did not go through the procedure. Mayor Davis stated it was her understanding this was procedure and she was trying to follow it correctly. Council Member Jordan again offered a motion that on July 17, 2001, Council hold a public hearing to discuss the request. Mayor Davis stated there was a motion on the floor and asked for a second. General discussion followed on whether Council desired a Committee report, after which Mayor Davis stated that it was up to the City Council to decide whether they wanted a Committee to review the request, or just hold a public hearing on July 17, 2001. Council Member Jordan stated that he had made the motion to call for a public hearing on July 17, 2001. Mayor Davis stated there was a motion on the floor to call for a public hearing. No second was received to the motion. Further discussion centered on the petition, if a certain number of names were required, whether Council should consider County residents as well as City residents, what weight the petition carried in making a final decision, and the renaming of Sowell Street some years ago at which time no public hearing was conducted. Council Member Jordan clarified his motion again, to conduct a public hearing on July 17, 2001 to consider the request by the Dr. Martin Luther King, Jr. Celebration Committee to rename Skyway Drive to Dr. Martin Luther King, Jr. Drive. No second was received to the motion. Mayor Davis explained that there might be a misunderstanding in viewing a "no second" to the motion as a negative vote. She felt that what the majority of the Council was saying was that they would like to have the Committee review this before a public hearing was held. She explained that she could only deal with one motion at a time. Council Member Jordan's motion failed for lack of a second, and Mayor Davis indicated she would entertain a second motion. 55 e e e e e Mayor Davis stated that Council learned over many years not to jump or make knee jerk reactions on something that is as far reaching as this. Council learned a long time ago to have a Committee to study these requests slowly with both eyes open, and they try not to make mistakes that they have to go back and rectify later. She explained that the work of the Committee was to thoroughly consider the request and make a recommendation to the full Council. After Council has the report of the Committee, they would consider the next step of action. Further discussion followed related to procedures for conducting a public hearing, and the effect the signatures on the petition would have on the final decision. An unidentified citizen felt it would be a conflict of interest for Council Member Keziah to be on the Committee since he owned property on Skyway Drive. Mayor Davis pointed out that when Council Member Keziah was appointed to the Committee, it had nothing to do with Skyway Drive. Council Member Keziah stated he would be delighted to give up his place on the Committee. Ms. Edith Covington felt the Committee was biased because there were no female members on the Committee. She also expressed concern that the Council work together to support one another's motions. She stated that the City is now 49 percent minority, and changing every day. She was concerned with "game playing" and "power struggles," and stated it was time to put that aside for the citizens, and to pull together as a community. She was concerned that the Council work together to "bridge the gap" for all citizens and not let this become "political suicide" for any of the Council Mayor Davis stated that she was trying to get the Committee to meet before any public hearing and that she appreciated the comments, and could understand the feelings that might be underlying, but the day that she makes decisions that concern the City because of whether she thinks she mayor may not be re-elected, is the day that she needs to resign. She further stated that anything she does for the City is because it's the best thing that ought to be done and if she's not around to do it the next time, then at least she can look in the mirror and know that what she did was what she believed to be right. Mayor Davis said she wanted it to go to the Committee because she wanted it to be done correctly, following proper procedure. She stated she was sorry that Council Member Jordan's motion failed for lack of a second. Mayor Davis asked if there was another motion? Council Member Hargett made a motion to send the request to the Street Name Changing Committee. Council Member Smith seconded the motion, which passed with the following votes: AYES: Council Members Hargett, Jordan, Keziah, Kilgore, Smith, Mayor Pro Tern Bazemore, and Mayor Davis None NAYS: Mayor Davis asked Council Member Jordan since he was the Chairman of the original Committee, if he would be willing to review this. Council Member Keziah declined to serve. Council Member Jordan requested that Council Member Kilgore and Mrs. Edith Covington serve on the Committee. Mayor Davis stated that the Committee would be Council Members Kilgore and Jordan and Ms. Covington. 56 e . e e e Council Member Smith commented that he did not understand Ms. Covington's comments, and it was his opinion that the City Council works together better than any Board he has seen. He asked why just one street had been suggested. He noted that it does get expensive when you start changing letterheads, etc. Council Member Smith stated he thinks there ought to be a few more people talked to in the Community about naming what streets after whom. He eXplained that this request was brought to Council suddenly and that was why Council was reluctant to make a second because there needed to be more investigation, and it is not something you do lightly. He stated that Council must think about the whole community, and not just the Mexican, black or white, and Asian community. Council Member Smith stated that perhaps Council has not always done it the way they are doing it this time, but two wrongs do not make a right, and Council needs to proceed cautiously and involve the whole community. Mrs. Annie Bragg commented that the citizens of Monroe are the ones who support the businesses on Skyway Drive. Mrs. Ella Hood provided some history to explain why the Committee chose Skyway Drive. Years ago, Skyway Drive was called "Overhead Bridge" and for the black pcoplc at Winchcster there were only two ways to get to town - either cross the railroad tracks or cross the Overhead Bridge which brought you into town. It separated the white community downtown and all the black people on the other side. The gaps across the bridge were wide and when you came across the Overhead Bridge, someone had to hold your hand or else a small child could have fallen through. She explained that was why Skyway Drive was chosen. It brought black people across what is now Skyway Drive, and what used to be Overhead Bridge, and that was the only way into town. That was why Skyway Drive was chosen - to "bridge the gap" for the community. Mrs. Funderburk noted that the Committee thought long and hard about this and they wanted to find a way to bridge the gap between communities. In going out and talking to pcople with the petitions, they found more openness and willingness from people of all races to make this a joint effort. Mayor Davis stated that Council would like an opportunity to go out into the community and talk to people as well. Mayor Davis advised that the Committee will meet and bring a recommendation back to Council, which Council will then consider. Item No. 18. Request for Feasibilitv Study - Monroe Municipal Airport Runwav Extension. Engineering Services Supervisor Matt Hubert advised by memorandum consideration of Services Contract with Airport Consultant to update the Airport Layout Plan and to complete an Environmental Overview Including Feasibility Study and to Appropriate Airport Fund Balance for the Services Contract costs to extend the length of the runway from its current 5,500-foot to a maximum of 7,000-foot length to promote further economic development from these improved services they can provide with a longer runway. The Airport Commission recommended that Council approve the agreement for professional services with the LP A Group and was unanimously recommended by the Airport Commission. This is subject to final concurrence by the North Carolina Division of Aviation. 57 e e e e e The Engineering Department recommended that City Council approve the Agreement for Professional Services with The LPA Group of North Carolina, P.A., in the amount of $39,410, subject to final concurrence by the North Carolina Division of Aviation and appropriate from Airport Fund Balance for Department Service Reserved Fund, $39,410 for the Agreement for Professional Services and that the City Manager be authorized to sign the agreement on behalf of the City. Mayor Davis stated that it was her understanding, after talking with the City Manager, that these monies may be reimbursed from the State. Mr. Hubert stated that was correct. Mayor Pro Tern Bazemore asked Mr. Hubert to be a little more specific as to how this would help from an economic standpoint by extending the runway 1,500 feet. Mr. Hubert stated that at this point we were below the minimum for jet commuter flight service, which is about 6,500 feet. The feasibility study will review the options extending it 500, 1000, and 1,500 feet and what those options will give, what the plus/minus of cost and benefits for those would be both in impacting to the area and to the City as a whole. This would help all the detenninations and how they would proceed, and help fill in the gaps that they currently don't have. Staff will coordinate with the FAA and the N.C. Division of Aviation to make sure that the parameters they are proceeding with are fine with their guidelines. A. Bud!!et Amendment. Mayor Pro Tern Bazemore made a motion to appropriate $39,410 from Airport Fund Balance for the Agreement for Professional Services with The LP A Group of North Carolina, P.A., which will be reimbursed by the State. Council Member Hargett seconded the motion, which passed unanimously with the following votes: AYES: Council Members Hargett, Jordan, Keziah, Kilgore, Smith, Mayor Pro Tern Bazemore, and Mayor Davis None NAYS: B. Auuroval of Services Contract. Council Member Hargett made a motion to finalize the Services Contract with the LP A Group. Council Member Keziah seconded the motion, which passed unanimously with the following votes: AYES: Council Members Hargett, Jordan, Keziah, Kilgore, Smith, Mayor Pro Tern Bazemore, and Mayor Davis NAYS: None Item No. 19. "Reduction in Force" Policy. Human Resources Director Cheryl Brown advised by memorandum that this was discussed with Council previously and this request was to finalize the City's "Reduction in Force" Policy. Ms. Brown stated that the uncertainty regarding the future of municipalities to provide electric service to their customers prompted the creation of the "Reduction in Force" Policy, and while created in response to this concern, it is a policy that is appropriate to implement City-wide. Ms. Brown went over some highlights of the Policy. There are particular procedures for detennining reductions of positions including the elimination of current and known future vacancies, if the positions can be eliminated or held vacant long enough to achieve required goals without unduly harming the delivery of non-targeted services. A second factor would be 58 e e e e e the quality of the employee's performance. A third factor would be the need for the employee's services. And a fourth factor would be seniority. Ms. Brown stated there were several mechanisms contained in the Policy to try and avoid layoffs which are detailed in Section B. In the event that the City is in a position where they have to implement a reduction in force and displace personnel, there are several measures in place to assist employees in that transition. The first of those would be negotiated employment, and in any privatization effort, the City would negotiate with the new private contractor to the fullest extent possible for the continued employment of all who are involved in that City function with the new private contractor. The City would also work with employees to investigate retirement options either for full or reduced retirement benefits or early reduced retirement benefits through the local North Carolina Governmental Employees Retirement System. If neither of those two options are feasible, they would assist the employee with out-placement services and would contract with the provider at that time to work with the employees on career counseling, and preparing their resume. The City would allow them reasonable time off if they were still employed for interviews and employment follow-up, reasonable office support, telephone access, and access to listings and referrals about other employment opportunities. Ms. Brown stated that in the event an employee met all of the requirements for displacement, they would receive severance compensation in the amount of one (1) week base pay per year of service with the City not to exceed 26 weeks. Staff recommended City Council approve the Reduction in Force Policy as written. City Manager Spell stated this was being presented to Council because it is in the City's best interest to have such a policy; however, he outlined that there is nothing awaiting us or nothing that we are working on at this time. There was at some point some concern of potential electric deregulation and that is the one thing that brought this to the forefront. Council Member Keziah made a motion to approve the Reduction in Force Policy as written. Council Member Hargett seconded this motion, which passed unanimously with the following votes: AYES: Council Members Hargett, Jordan, Keziah, Kilgore, Smith, Mayor Pro Tern Bazemore, and Mayor Davis NAYS: None The Reduction in Force Policy is hereby incorporated as a part of these minutes as "Exhibit C". Item No. 20 Other Business. A. Pre-K Pilot Project. Council Member Hargett, passed out information and reviewed the Pre-K Pilot Project that the City has worked on for about three years. He stated that several months ago, Council made a commitment to the school children of the City to assist in the betterment of their education and in doing so, Mayor Pro Tern Bazemore has worked with Jerry Thomas, School Superintendent and Maryann Rasberry to come up with this program. This 59 e e e e e program will place certified public school teachers in pre-kindergarten classrooms to assist the students in preparing them for kindergarten. Mayor Pro Tern Bazemore stated that these children are not ready for kindergarten and start off behind and get progressively farther behind. He stated these are poor low-income children and about 90% of them are going to be black. Mayor Pro Tern Bazemore stated this is a way to close the gap and bring the children up so they won't start behind and can move ahead with everyone elsc. The Governor of North Carolina has placed this item on his agenda as well. Council Member Hargett stated that the program would be funded partly by Union County Partnership for Children, Union County Public Schools, City of Monroe, private sector grants and in-kind from child care centers. He stated the Committee proposed that the City appropriate $35,000 and start it next year and hopefully the State will see the value of this program and fund it entirely. Council Member Jordan asked how the students that will be served by this program differ from students at Head Start. Mayor Pro Tern Bazemore stated that it mayor may not be Head Start childrcn, but there are a lot of day-care centers that we can pull from. There are a lot of children that do not get any kind of training. Council Member Jordan asked about the $60,000 for the private sector branch and trying to get two additional teachers. Mayor Pro Tern Bazemore stated that there had been some contact with the private sector already and they feel that this is reachable. He stated the only responsibility that the City would have is the $35,000. Council Member Jordan asked where would the program bc housed. Mayor Pro Tern Bazemore stated that one of the two classrooms would be located at Elizabeth Baptist Church and the other location has not been finalized yct. He stated there were other day-care centers in the City that they can use and take advantage of the resources that are there, but they will be bringing in a certified teacher that will also help further train employees. Mayor Pro Tern Bazemore stated that the certified teacher will not be there for just one thing, but to improve the level of teaching that takes place with the other children. Council Member Jordan asked if this was all local monies and were any from the State. Mayor Pro Tern Bazemore stated they made an attempt to get funds from the State, but it fell through. Council Member Kilgore stated he thought the pilot program will work and after a year, other people will come in to look at our program because this will certainly help to get children ready for school that otherwise would not be. Council Member Jordan asked why Elizabeth Baptist Church was chosen as the day-care to incorporate this program. Mayor Pro Tern Bazemore stated because they had to have a place before they could apply or start the program and rather than going around looking at who can and who will, during the process he spoke with Rev. Gardin and asked if he would be interested. It wasn't planned, it just happened. Council Member Hargett asked if they have four classrooms, how many students would they be able to serve. Mayor Pro Tern Bazemore stated it would be 12 - 16 students per classroom. Council Member Hargett made a motion to appropriate $35,000 from the Fund Balance for the Pre-K Pilot Project. Council Member Keziah secondcd this motion, which passed unanimously with the following votes: 60 e AYES: Council Members Hargett, Jordan, Keziah, Kilgore, Smith, Mayor Pro Tern Bazemore, and Mayor Davis NAYS: None B. Commendation - Fire Department. Council Member Keziah commended the City Fire Department on a fine job they did responding to a recent accident. He wanted to pass that along to the Fire Department. Mayor Davis congratulated them for a job well done. C. Union County Public Library. Council Member Smith distributed financial information on support that the City had given to the Union County Public Library. This was per request of Mr. Dave Eden. . Item 21. Closed Session. Council Member Kilgore moved to go into Closed Session to consult with the City Attorney on matter regarding confidentiality. Council Member Smith seconded the motion, which passed unanimously with the following votes: AYES: Council Members Hargett, Jordan, Keziah, Kilgore, Smith, Mayor Pro Tern Bazemore, and Mayor Davis NAYS: None e There being no further business, Council Member Kilgore moved to adjourn. Council Member Smith seconded the motion, which passed unanimously with the following votes: AYES: Council Members Hargett, Jordan, Keziah, Kilgore, Smith, Mayor Pro Tern Bazemore, and Mayor Davis NAYS: None The Regular City Council Meeting of June 19,2001 ad'ourned at 10:20 p.m. e Attest: ~7rJ<:D~ eanne M. Deese, CIty Clerk e ~K.~ Minutes transcribed by Sherry Hicks, Administrative Assistant I 06·19-01 61 "J \ ., \)i "t... e e e e e "EXHIBIT A" STATE OF NORTH CAROLINA COUNTY OF UNION EXTENSION OF CONTRACT FOR FIRE SUPPRESSION THIS CONTRACT is made this 11~ay of June, 2001, by and between the City of Monroe, a municipal corporation, hereinafter referred to as the "City" and the Bakers Volunteer Fire and Rescue Department, Inc., a duly organized rural fire department, hereinafter referred to as "Department"; WITNESSETH: WHEREAS, on the 4th day of June, 1991, the City and Department entered into a Contract For Fire Suppression pursuant to N.C.G.S. 160A-49.1 which provided for Department furnishing certain fire suppression services for City for a term ending June 29, 1996; and, WHEREAS, in June of 1996 said Contract For Fire Suppression was extended for one year and, in June of 1997, said Contract for Fire Suppression was extended for another one year term; and, in June of 1998, said Contract for Fire Suppression was extended for another one year term; and, in June of 1999, said Contract for Fire Suppression was extended for another one year term; and, in June of 2000, said Contract for Fire Suppression was extended for another one year term; and, WHEREAS, there have been new annexations by City within the service area of Department as shown in Exhibit A which is attached hereto and incorporated herein by reference; and, WHEREAS, City desires to extend the Contract for an additional year with the new annexation areas included; and, WHEREAS, City and Department find that it is to their mutual benefit to extend the provisions for fire suppression services as set out in said Contract on a year to year basis. NOW, THEREFORE, BE IT AGREED AS FOLLOWS: 1. The fire suppression service provisions of the above Contract are extended from and after June 29, 2001, upon the same terms and conditions set out in the above Contract with the following changes: . (a) The term shall be for one yearÌJut may be extended for additional one year term upon mutual agreement of the parties. ChiefIFireSuppressionExt-Bakers2001.doc Attachments e e e (b) City shall pay Department of the sum of Forty four Thousand and Forty - seven Dollars ($44,047.00) for service within the expanded area for one year payable in full at the beginning of the tenn. 2. All other provisions of the above referenced Contract shall remain in full force and effect except as modified by the provisions of the "Extension of Contract". IN WITNESS WHEREOF, each party has caused this agreement to be executed by its duly authorized official(s) as of the day and year first above written. CITY OF MONROE, ATTEST: ~¿'ffJ~ eanne M. Deese, ity Clerk By: , d t'î -. C', ·'C:~ ,::,- <"."., . ·.··"'>:,~J<~:'lç¡jrpòratiS·~al) <~, . /;ß'<' i~, ' ./ ,;:<:::.'.:."~ \ ,~.,) . ! ' : .< -, /", , , "': BAKERS VOLUNTEER FIRE AND RESCUE DEPARTMENT .'-1. '¡ ATTEST: _ ~;/4 Secretary ¿::7 ~~~.. Presid ----- By: . e ,', , - (Corporate Seal) ",j ChieflFireSuppressionExt-Bakers2001.doc Attachments e e e e e CITY OF MONROE ANNEXATIONS IN BAKERS FIRE AND RESCUE AREA (WITH ATTACHED MAP OF EACH) AREA ANNEXED William F. Harris City of Monroe-Industrial Park Maple P. Fowler Estate Ray W. Williams-Go1dmine Rd. Jerry & Ralph Trull City-Goldmine & Airport Rd. William Funderburk - Breckonridge Goldmine Road Substation Torry-Funderburk City of Monroe Property Baxter & Patsy Price Property Craft-74 W. at Breckonridge Leroy Rushing-Westwood Ind. Dr. Rocky River Road North Airport Rd. & Sanford Lane City of Monroe Go1dmine Rd. City of Monroe North Goldmine Road D. Wayne Baker-Weddington Road Rocky River Road Frances Broughton Chlef/FireSuppressionExt-Bakers2001.doc Attachments ORDINANCE NO. 0-1994-34 0-1995-03 0-1995-06 0-1995-08 0-1995-20 0-1996-18 0-1996- 22 0-1996-36 0-1997-32 0-1997-33 0-1997-45 0-1998-02 0-1998-15 0-1998-2 I 0-1998-42 0-1998-45 0-1999-50 0-1999-67 EFFECTIVE DATE 12/7 /94 2/22/95 7/3/95 9/6/95 2/8/96 6/5/96 11/5/96 10/2/96 12/31/97 9/17/97 3/17/98 1/7/98 7/8/98 6/30/99 11-4-98 12/16/98 9/22/99 11/16/99 0-2000-14 6/30/00 e "EXHIBIT B" STA TE OF NORTH CAROLINA AGREEMENT COUNTY OF UNION This AGREEMENT, made and entered into this /9...ÞL> day Of~ ' 2001, by and between Monroe Fire Department and CAROLINAS UNION HEAL THCARE, INC. d.b.a. UNION EMERGENCY MEDICAL SERVICE, hereinafter referred to as UEMS is a non·profit corporation organized under the laws of the State of North Carolina. The Monroe Fire Department a division of the City of Monroe hereinafter referred to as e "Monroe," a municipality organized, chartered and functioning under the laws of the State of North Carolina. e e e WITNESSETH: THA T WHEREAS, Carolinas Union Healthcare, Inc. d.b.a. Union Emergency Medical Service, and Monroe operate emergency medical service units and lor first responder units; and WHEREAS Monroe may desire to operate emergency medical service units andlor first responder units in the future; and WHEREAS, it is the desire of UEMS and Monroe to provide a high level of service for the citizens of the City of Monroe; and WHEREAS, it is the opinion of UEMS and Monroe that first responders and emergency medical service systems are advantageous to the citizens of the City of Monroe; and WHEREAS, in order to facilitate appropriate first responder .services in coordination with emergency medical services it is necessary to have the cooperation of providers of emergency medical services relating to the dispatching and operation of first responders; and WHEREAS, UEMS and Monroe have agreed to cooperate each with the other in continuing the first responder concept of the emergency medical service program; and WHEREAS, UEMSand Monroe each agree that UEMS needs to regulate the unifonnity of services provided by first responder programs and have agreed to set forth the tenns hereinafter under which such services will be coordinated. e e e e . NOW, THEREFORE, in consideration of the mutual promises contained herein, the parties hereto do each contract and agree with each other as follows: I. Monroe agrees that if it is currently operating, or establishes, operates, organizes or implements a first responder program in the City of Monroe, then the program and all first responders associated with the program shall be subject to the rules and regulations, in every manner and detail, of the Monroe Fire Department Medical First Responder Program" a copy of said rules and regulations being attached hereto marked "Exhibit A" and made a part hereof. 2. Monroe which is currently operating, or establishes, operates, organizes or implements a first responder program, shall maintain liability insurance protecting Union County, DEMS, the entity, and members of the first responder program with liability insurance in an amount of not less than One Million Dollars ($1,000,000.00). Monroe will provide UEMS with certificates of insurance certifying that such coverage is in effect. This certificate is to be provided annually. UEMS shall maintain and provide equal liability insurance and provide documentation of certificates of insurance annually to Monroe. 3. Te1111 and Te1111ination - This Agreement shall remain in full force and effect until te1111inated as provided herein. This Agreement shall be reviewed at least every five years. This Agreement may be teiminated by UEMS or Monroe as follows: a. At any time upon mutual agreement of the UEMS and Monroe. b. By UEMS or Monroe upon default. c. By Monroe for any reason, without penalty or cause, upon not less than six (6) months prior written notice to the other party. Neither Monroe nor members or employees of Monroe shall be deemed or construed to be 4. employees or agents of UEMS or Union County, and such individuals shall not be entitled to the benefits of an employee ofUEMS or Union County, such as but not limited to workers' compensation, group insurance, vacation, pension and unemployment insurance; and neither UEMS nor its employees agents or members shall be deemed or construed to be members or agents of Monroe and such individuals shall not be entitled to the benefits of members of Monroe. The members or employees of Monroe shall not be deemed to be members, agents, or employees of any 2 e . e e e O"'~/O/'03 other agency/department having a like Agreement to provide Medical First Responder Services and Monroe employees, agents or members shall not be entitled to any benefits which would be based on such a relationship. 5. Monroe agrees that once an emergency medical service unit has arrived at the scene of a medical emergency, Monroe at such scene shall relinquish supervision of the particular medical emergency to the charge of the emergency medical service unit which shall be in charge of command of the particular situation, but the first responder unit at such scene shall continue to assist at the scene of the medical emergency at the request of the party in charge or command of the emergency medical service unit. Monroe and UEMS both agree that a Unified Command Structure will be utilized to manage incidents where both agencies have duties that require direction of their respective roles and that both agencies shall participate in this incident command process. DEMS having the responsibility of medical emergency care and Monroe having the responsibility of technical rescue and fire suppression. 6. DEMS agrees that Monroe shall be replenished by DEMS any supplies utilized in patient care as First Responders of equal or like value in which patient care is transferred from Monroe to UEMS and/or its agents. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first above written. Attest: ~J-~ OLINAS UNION HEAL THCARE, INC. Secretary Attest: City of Monroe, MONROE FIRE DEPARTMENT ~7rte~ " anne M. Deese, ity Clerk 3 e e e e e EXHIBIT "c" REDUCTION IN FORCE Effective Date: June 19.2001 S. Douldas Spell City Manager I. POLICY STATEMENT It is the policy of the City to provide a severance compensation allowance for effected employees when it is determined by the City Manager that there is a need to reduce the workforce based on a variety of factors, including but not limited to: general economic conditions, reduction or elimination of specific program or activity funding, privatization, or elimination of selected services. The City is committed to accomplishing this without layoffs if at all possible, and if not possible, to aid the transition of employees into other employment outside the organization. It shall be the prerogative and responsibility of the City Manager to determine which positions shall be eliminated and/or which staff members will be displaced. This policy applies to all full time and eligible part time (20+ hours per week) employees in all departments. II. DEFINITIONS * Reduction in force - A short or long term reduction in the number of people employed by the City and/or the elimination of previously budgeted positions. * Covered employees - Any regular full-time or eligible part time (20+ hours per week) employee who has at least six months of full-time service with the City is eligible for benefits under this policy. III. PROCEDURES A. Determination of Reductions The determination of positions to be eliminated or employees subjected to layoff shall be based on consideration of all of the following: · e e e e 1. The elimination of current or known future vacancies if the position(s) can be eliminated or held vacant long enough to achieve the required goals without unduly harming the delivery of non-targeted services. 2. The quality of the employee's past performance. This includes evaluating not only an incumbent's performance in his/her existing job but also considers the talent, perfonnance and versatility of others within the work unit who could provide a greater benefit to the organization. The individual(s) selected for displacement may or may not be the incumbent of the position to be eliminated. 3. The need for the employee's services. 4. Seniority. B. Lavoff Avoidance In keeping with a commitment to try to avoid layoffs, the City will take several steps (with the employee's concurrence and cooperation) to assist employees whose positions are targeted for elimination to locate other employment within the organization. These efforts are described below: 1. Except as noted in Section IILAA, the City will not follow a strict policy of senior employees being allowed to bump junior employees from their positions. However, where possible, employees whose perfonnance is in good standing and who occupy positions that have been targeted for elimination, will be given preference in consideration for City vacancies which are to be filled. This will take the fonn of having an opportunity to interview for such vacancies, if basic qualifications are met, without competition from other potential applicants (except other employees so identified). The hiring official is under no obligation to select the employee, but may do so without advertising ifthe employee is an acceptable choice. 2. The City's ability to achieve successful placement of employees whose positions are subject to elimination is enhanced by having the greatest number of potential vacancies possible. To this end, the City may, from time to time, create a voluntary pool of current employees whose positions are not subject to elimination who wish to be considered for demotion, lateral transfer, or promotion to other positions. Participants in this pool will be given the opportunity to be considered for vacancies for which they qualify prior to the nonnal public advertisement of positions (but after those who have been targeted for reduction). This approach allows for flexibility in internal placement and allows the City to better match the backgrounds and skills of displaced employees with potential vacancies within the organization. Pay decisions for demotion, lateral transfer or promotion in such situations shall remain consistent with the City's pay plan. Pay adjustments as a result of demotion to a position with significantly less responsibility shall be considered on a case-by-case basis, and made only upon approval of the City Manager. To create vacancies in identified positions, employees (including those not occupying positions identified for reduction in force) may be required to accept lateral transfers to other positions for which they are qualifìed. This movement enhances our ability to match the backgrounds of displaced employees into existing positions. 2 3. · e e e e 4. If the reason for potential reduction in force is strictly an economic one, during such designated periods of budget reduction at management's discretion, management may offer employees in full-time, budgeted positions the option of reducing their work schedule to less than 40 hours (but no less than 20 hours) if the employee's department director concurs. During this period of reduced work hours, the employee's salary will continue on a pro-rata basis. Benefits directly tied to salary will be paid at the same percentage rate but on the lower amount of salary. Leave/holiday earnings (and usage rates) will continue on a pro-rata basis. Health/dental benefits will be maintained at the same level and cost as when employed full time. The reduced schedule must be agreed to for a minimum period of time up to one fiscal year. There would be no loss of service credit during a period of reduced hours. IV. EFFECT OF DECLINING EMPLOYMENT OFFER A. To a Lower Level Position An eligible employee scheduled to be separated through reduction in force may decline a lower level position and retain eligibility for severance compensation. B. To the Same or Higher Level Position An eligible employee who is offered and declines to accept, either prior to or following separation, a lateral transfer or promotion within twenty miles of the original work station, is no longer eligible to receive or to continue to receive severance compensation. These two provisions apply to offers of continued employment with the City of Monroe or an employment offer extended by a private contractor or other third party. V. CAREER TRANSITION ASSISTANCE A. Negotiated Employment In any privatization effort, the City will negotiate with the new private contractor, to the fullest extent possible, for the continued employment of all who are involved in a City function with the new private contractor. B. Retirement Employees whose positions have been designated for elimination may seek retirement where such employees may be eligible for full (unreduced) retirement or early (reduced) retirement through the North Carolina Local Governmental Employees' Retirement System. c. Outplacement Services If all of the above steps are unsuccessful and/or neither of the retirement options .:rese1a::ta:l 3 e . e e e VI. by those eligible, then the City will provide standard outplacement services either internally or through a contracted party. This service will include, but not be limited to (1) career counseling, (2) résumé application preparation, (3) allowances for reasonable time off (if still employed) for interviews/employment follow-up, (4) reasonable office support and telephone access, and (5) access to listings or referrals about other employment opportunities. AMOUNT OF SEVERANCE COMPENSATION For employee's whose employment is being eliminated for the purposes noted in the preamble of this policy who (1) are not eJigible for or who have not elected one of the retirement options, (2) who have not refused alternate full time or eligible part time employment with the City and (3) who have not refused reasonable employment offers with a contractor (in the event of a negotiated privatization), will be eligible for a one time, lump sum seniority based severance payment according to the following schedule. One week of base pay per year of service with the City of Monroe, not to exceed 26 weeks. A reasonable employment offer shall be defined as one in which the employment offer does not result m: 1) A permanent reduction in the rate of pay of more than fifteen percent (15%), or 2) A permanent reduction in the work hours of more than twenty percent (20%) VII. ADDITIONAL SEVERANCE COMPENSATION FOR KEY EMPLOYEES VIII. IX. With the concurrence of the City Council, the City Manager, may, at his/her discretion, select certain key employees to receive additional retention, severance compensation. In no case, however, may the total retention compensation exceed 52 weeks of base pay. METHOD OF PAYMENT Severance compensation will be paid in a lump sum and will not be subject to employee and employer retirement or 401 (k) contributions. BENEFITS * Employees who receive severance compensation will be eligible for continuation of insurance coverages as provided under the Consolidated Onmibus Budget Reconciliation Act of 1985 as amended (COBRA), at the employee's expense. * Employees who retire with full, early, or discontinued service retirement shall be eligible for COBRA insurance benefits or paid coverage based on City policy. 4 e e e e e x. XI. XII. * No other benefits shall apply after tennination of employment. SERVICE CREDIT Any period covered by severance compensation shall not be credited as a period of retirement service or as work time for credit towards receiving continued health insurance. PREVIOUSLY APPROVED TUITION REIMBURSEMENT Tuition reimbursement for previously approved courses for which the employee is enrolled and attending classes as of the date oftennination will be honored by the City upon submission of proper documentation, including a passing grade of C or better. ADDITIONAL CONSIDERATIONS As stated in §33.131 REINSTATEMENT, an employee who is separated because of reduction in force and subsequently reinstated within one year of the separation (upon final approval of the City Manager), shall be credited with his or her previously accrued sick leave. An employee in good standing who is separated due to a reduction in force shall be given the first opportunity to be reinstated in the same or a similar position. XIII. WAIVER OF LIABILITY RIFPOLlCY The Reduction in Force Policy includes a waiver of liability to be signed by any employee prior to receiving a severance compensation package as described above. Adopted this 19th day of June, 2001. 5