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08/21/2001 I. e 4. e 5. 6. 7. . e CITY OF MONROE CITY COUNCIL MEETING 300 W. Crowell Street, Monroe, NC 28112 August 21, 2001- 6:30 p. ID. AGENDA 1. Findings of Committee for Consideration of Changing Street Names CONSENT AGENDA 2. Minutes of Regular City Council Meeting of August 7, 2001 Minutes of Old Armory Building Committee Meeting of June 27, 2001 Minutes of Planning Board Meeting of July 11, 2001 Minutes of Historic District Commission Meeting of July 9, 2001 Minutes of Committee for Consideration of Changing Street Names Meetings of June 27, 2001 and July 16,2001, and August 13,2001 3. Annual Settlement of Tax Collector for 2000 Certification of2000-2001 Tax Base and Tax Charge Budget Amendment - Police Department - Vanguard Ordinance to Amend Traffic Code - Chapter 75 - Traffic Schedule Call for Public Hearings to be Held September 4, 2001 A. Project # 01-100-00011 - Conditional Use Permit Request - Accessory Structure With a Home Occupation - 936 Secrest Hill Drive - .923 acres - James Marlow - Tax ID# 09- 216-014 B. Project # 01-100-00012 - Conditional Use Permit Request - Child Day Treatment Center - 410 John Street - 6,969 Square Feet - Agape Youth & Family (William Massey) - Tax ID # 09-228-136 C. Project # 02-120-00001 - Zoning Text Change Request - Section 156.056, Supplemental Infill Development Ordinance D. Project # 01-100-00014 - Conditional Use Permit Request - New Walter Bickett Elementary School - Lancaster Avenue Between Kingswood and Oak Hill Drive - 24.89 Acres - Union County Public Schools - Tax ID # 09-279-043 & 044 (Moved to Regular Agenda as Item No. 10) 8. Summary of Contracts Awarded Pursuant to 0-2001-17 and Change Orders Executed Pursuant to R-2000-76 9. Travel Policy A. Elected Officials B. City Employees and Appointed Officials 109 e REGULAR AGENDA 10. Project # 01-100-00014 - Conditional Use Permit Request - New Walter Bickett Elementary School ~ Lancaster Avenue Between Kingswood and Oak Hill Drive ~ 24.89 Acres - Union County Public Schools - Tax ID # 09-279-043 & 044 e e . 11. Public Hearings A. Level IV Economic Development Grant ~ Allvac B. City of Monroe Standard Specifications and Detail Manual (Continuedfrom the August 7, 2001 Meeting) C. Project # 01-120-00018 ~ Subdivision Text Change - Delete Sections of the Subdivision Ordinance that are to be Included in the Standard Specifications and Detail Manual (Continuedfrom the August 7, 2001 Meeting) D. Project # 01-100-00013 - Conditional Use Permit Request - Addition of One (1) Modular Unit at Walter Bickett Elementary School- 501 Lancaster Avenue - 13.24 Acres ~ Union County Public Schools ~ Tax ID # 09-235-114 E. Project # 01-130-00011 - Zoning Map Change Request ~ G-I (General Industrial) to B-3 (Highway Business) and B-5 (Medical Facility) - 402 S. Sutherland Ave. - Approximately 4.05 acres - on S.W. Corner of Roosevelt Blvd. and S. Sutherland Ave. - City of Monroe - Tax ID# 09-191-006 (Continuedfrom the August 7,2001 Meeting) 12. Action from Public Hearings A. Budget Ordinance ~ Level IV Economic Development Grant - Allvac B. Resolution - Level IV Economic Development Grant ~ Allvac C. Standard Specifications and Detail Manual- Land Development Plan - Referral D. Ordinance to Amend Fees Schedule Related to City of Monroe Standard Specifications and Detail Manual E. Ordinance to Adopt City of Monroe Standard Specifications and Detail Manual F. Ordinance - Project # 01-120-00018 - Subdivision Text Change - Delete Sections ofthe Subdivision Ordinance that are to be Included in the Standard Specifications and Detail Manual G. Project # 01-130-00011 - Zoning Map Change Request ~ G-I (General Industrial) to B-3 (Highway Business) and B-5 (Medical Facility) - 402 S. Sutherland Ave. - Approximately 4.05 acres ~ on S.W. Corner of Roosevelt Blvd. and S. Sutherland Ave. - City of Monroe - Tax ID# 09-191-006 H. Conditional Use Permit - Project # 01-100-00013 - Addition of One (1) Modular Unit at Walter Bickett Elementary School- 501 Lancaster Avenue ~ 13.24 Acres - Union County Public Schools - Tax ID # 09-235-114 13. Union County Public Library 14. Other Business e A. Fred Howell 15. Closed Session - To Consult with City Attorney on Matters Requiring Confidentiality 08-21-01 110 e . e e e CITY OF MONROE CITY COUNCIL MEETING AUGUST 21,2001 - 6:30 p.m. MINUTES The City Council of the City of Monroe, North Carolina, met in Regular Session in the City Hall Council Chambers, 300 W. Crowell Street, Monroe, North Carolina, at 6:30 p.m. on August 21, 2001, 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: Larry Helms, La Vondra Edwards, Cecil Hodge, Wayne Herron, Bob Harvell, Jim Loyd, David Fencl, Mark Donham, Cromer Carelock, Wilton Damon, Carol Rhea, Debbie Green, Fred Howell, Heath Howard, Don Bailey, Hunter Dalton, Ed Davis, Ed Sweeney, Jill Martin, Crystal Killough, Denise Stegall, Tom Williams, Patrick DeCourcey, Chris Platé, Ron Fowler, Silas Christian, Holly Faulkner, Johnnie Sisk, James Sisk, Jr., Helena Faulkner, Crystal Morrow, Edith Covington, David Covington, Delvyn Covington, Veronica Cameron, Annie Cherry, John Ashcraft, Kirk Shute, Mr. and Mrs. Charles Rogers, and others. Mayor Davis called the Regular City Council Meeting of August 21, 2001 to order at 6:30 p.m. A quorum was present. Item No. 1. Findings of Committee for Consideration of Changing Street Names. Council Member Jordan advised Council that the Street Name Change Committee met to consider the petition presented on June 10,2001 by the Martin Luther King, Jr. Committee to rename Skyway Drive to Dr. Martin Luther King, Jr. Drive. Council Member Jordan expressed thanks to staff, Council Member Kilgore, and Edith Covington for serving on the Street Name Change Committee. The findings of the Committee were distributed to the audience. Council Member Jordan reported the following findings ofthe Street Name Change Committee: 1. Dr. Martin Luther King, Jr. is deserving of having a street in Monroe named after him. 2. The petition presented by the Martin Luther King, Jr. Committee to rename Skyway Drive to Dr. Martin Luther King, Jr. Drive is worthy of consideration by Monroe City Council. III 3. e 4. 5. 6. 7. 8. 9. The petition presented by the Martin Luther King, Jr. Committee was signed by approximately 1,299 individuals, representing approximately 975 residences and property owners in Monroe. Of the 94 property and business owners on Skyway Drive, 64 responded to a survey with the majority being opposed to the name change. There does not appear that any undue hardship would be placed on any property owner or business owner along Skyway Drive ifthe name change were made. Several residents, who live in the vicinity of Skyway Drive, appeared before the Committee on August 13,2001 and expressed their opposition to the renaming of the street. It has been detern1ined by the Committee that any address changes for businesses along Skyway Drive, which need to be made to the Secretary of State's office, can be made with an amended annual reporting form. There would not be any interference with mail delivery if the street name is changed. The MLK Committee has offered an alternative to the street name change: Dr. Martin Luther King Jr., Skyway Drive. e e e e Council Member Jordan moved to call for a public hearing to be held on September 18,2001 to consider this petition. No second being received, Mayor Davis stated that the motion failed due to lack of a second. Mayor Pro Tern Bazemore advised that approximately 14 years ago, Council considered renaming Winchester Avenue going to Highway 74 and taking a part of Walkup Avenue. Staff detennined through a survey that the individuals opposed the consideration, and Council therefore withdrew the consideration. During that same time span, Mayor Fred Long appointed a committee to meet with the County to get all of Union County to recognize and observe Martin Luther King Holiday. This consideration also failed. The City of Monroe recognizes this holiday. Mayor Pro Tern Bazemore noted that the holiday celebration has more value to individuals than the naming of the street, although both are needed and deserved. Mayor Pro Tern Bazemore stated that his infonnation revealed that the Billy Graham Parkway in Charlotte was named before it was built. In addition, Highway 485 around Charlotte from Highway 74 to Pineville was named for Governor Jim Martin before it was built. Presently, the Monroe Bypass is considered being named in honor of Senator Jesse Helms. In Durham, there is an incomplete city boulevard already named the M. L. King Boulevard. Mayor Pro Tern Bazemore advised that there is a proposed Western Loop that has been top on the City's priority list for some time. The proposed Western Loop would start at Charlotte Avenue (Old Highway 74) and extend to 200 South, which would consist of approximately two miles. The Department of Transportation has projected that approximately 9,000 vehicles per day would use the proposed Western Loop when it initially opens. Within four to five years, the use is projected to be in excess of 13,000 vehicles per day, which would make the proposed Western Loop one of the major thoroughfares in the City of Monroe. Mayor Pro Tern Bazemore advised that it would be fitting and proper that Council name a major thoroughfare in honor of Dr. King. In ten years, with the exemption of Highway 74, there would be no thoroughfare in Monroe more popular than the proposed Western Loop. Mayor Pro Tern Bazemore moved to name the proposed Western Loop, beginning at Charlotte Avenue (Old Highway 74) and continuing to 200 South, in honor of Dr. Martin Luther King, Jr. Council Member Kilgore seconded the motion. 112 e . e e . Council Member Jordan stated his appreciation for Mayor Pro Tern Bazemore's motion, but expressed his dissatisfaction that the initial motion to change the name of Skyway Drive had to be taken to a committee while the motion to rename the proposed Western Loop was not being taken to a committee. He further stated that he felt this was a slap in the face to the individuals who had presented the petition to rename Skyway Drive to Dr. Martin Luther King, Jr. Drive. The motion passed with the following votes: .see jOY111to/I ~I\A..fiDl1. tit-i-ft«:~ AYES: Council Members Hargett, Keziah, Kilgore, Smith, Mayor Pro Tern Bazemore, and Mayor Davis NAYS: Council Member Jordan Mayor Pro Tern Bazemore moved to name the proposed Western Loop the "M. L. King, Jr. Boulevard." Council Member Kilgore seconded the motion, which passed with the following votes: AYES: Council Members Hargett, Keziah, Kilgore, Smith, Mayor Pro Tern Bazemore, and Mayor Davis NAYS: Council Member Jordan 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. Council Member Keziah requested that Item 7. D. (Proj ect # 01-100-00014- Conditional Use Pennit Request-New Walter Bickett Elementary School-Lancaster Avenue Between Kingswood and Oak Hill Drive 24.89 Acres-Union County Public Schools-Tax ill # 09-279-043 & 044) be moved to the Regular Agenda. 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 with the exception of Item 7. D. Item No.2. Minutes of Reeular City Council Meetine of Aueust 7. 2001. Mayor Pro Tern Bazemore moved to approve the Minutes of the Regular City Council Meeting of August 7, 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 Old Annory Building Committee Meeting of June 27, 2001, Minutes of the Planning Board Meeting of July 11,2001, Minutes of the Historic District Commission Meeting of July 9, 2001, and Minutes of the Committee for Consideration of Changing Street Names 113 Meetings of June 27,2001, July 16, 2001, and August 13,2001 were received as infonnation of Council. · Item No.3. Annual Settlement of Tax Collector for 2000. Tax Collector Martin reported by memorandum that N.C.G.S. 105-373(a) states the Tax Collector shall make full settlement with the governing body of the taxing unit for all taxes in hands for collection for the preceding fiscal year. The settlement, together with the action of the governing body with respect thereto, shall be entered in full upon the Minutes of the governing body. City staff recommended that the Mayor and City Council approve the tax settlement as outlined below: Annual Settlement of Tax Collector for 2000 · Tax Value 2000 Tax Scroll $8,099,318 $1,619,045,043 2000 Certifications $ 214,684 $ 42,936,896 2000 Discoveries $ 391.438 $ 72.541.166 Total Taxes Billed $8,705,440 $1,734,523,105 Less 2000 Releases $ 31,099 $ 6,094,878 2000 Adjustments $ 4.483 $ 852.512 2000 Tax Levy $8,678,824 $1,729,280,739 Total Taxes Collected $8,497,110 Taxes to be Collected $ 181.714 Tota12000 Levy $8,678,824 e Percent collected: 97.90% 2000 MSD Tax $ 31,564 $ 15,782,135 2000 MSD Certifications 1,687 2000 MSD Discoveries 76 34,4 70 Less MSD 2000 Releases $ 1.909 $ 954.500 2000 MSD Tax Levy $ 31,419 $ 14,862,105 2000 Collected $ 31,396 MSD Taxes to be Collected $ 23 Total 2000 MSD Levy $ 31,419 Percent collected: 99.93% e Taxes released for 2000 under $5.00 total amount is $674. Mayor Pro Tern Bazemore moved to approve the tax settlement. 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.4. Certification of 2000-2001 Tax Base and Tax Chan!e. Tax Collector Martin advised by memorandum that N.C.G.S. 105-321(b) states that the municipal governing body shall adopt and enter in its Minutes an order directing the Tax Collector to collect the taxes charged in the tax records and receipts. The order of collection shall have the force and effect of 114 a judgment and execution against the taxpayers' real and personal property. City statI recommended that City Council authorize the Tax Collector to collect the 2001-2002 Tax Levy . as listed below: Type Amount Property Tax $8,775,528.18 Special District Tax 30,291.01 Total Late Listings 19,473.47 Total Tax Levy $8,825,292.66 Mayor Pro Tern Bazemore moved to authorize the Tax Collector to collect the 2001-2002 Tax Levy. Council Member Keziah seconded the motion, which passed unanimously with the e following votes: AYES: Council Members Hargett, Jordan, Keziah, Kilgore, Smith, Mayor Pro Tern Bazemore, and Mayor Davis NAYS: None e e . Item No.5. Budget Amendment - Police Department - Vanguard. Sergeant David Williams reported by memorandum that the Police Department has received a $5,000 donation from Vanguard Supreme. This money has been designated by Vanguard Supreme to be donated to the Youth Program, and these funds will therefore be used for the D.A.R.E. Program and to buy promotional items to give away at various events throughout the City. Staff requested Council adopt a Budget Amendment to accept this donation and to designate and appropriate the funds. Mayor Pro Tern Bazemore moved to approve Budget Amendment BA-2001-12: CITY OF MONROE BUDGET AMENDMENT BA-2001-12 1. Amendment necessary to designate and appropriate funds received from Vanguard Supreme for the Youth Program: General Fund: Revenues: Miscellaneous- Donations $5,000 Expenditures: Public Safety $5,000 Adopted this 21 st day of ~ 2001. Council Member Keziah seconded the motion, which passed unanimously with the following votes: 115 e A YES: Council Members Hargett, Jordan, Keziah, Kilgore, Smith, Mayor Pro Tern Bazemore, and Mayor Davis NAYS: None Item No.6. Ordinance to Amend Traffic Code - Chapter 75 - Traffic Schedule. Engineering Director Loyd advised by memorandum that a request was received to amend Schedule I: (B) Speed Limits - City Maintained Streets to reduce the speed limit on Aldersbrook Drive from 35 mph to 25 mph. Staff recommended that Council approve an Ordinance to reduce the speed limit on Aldersbrook Drive from 35 mph to 25 mph. Mayor Pro Tern Bazemore moved to approve Ordinance 0-2001-38: . AN ORDINANCE TO AMEND TITLE VII, CHAPTER 75 OF THE CITY OF MONROE CODE OF ORDINANCES 0-2001-38 BE IT ORDAINED by the City of Monroe Council that Title YIf: Traffic Code, Chapter 75 - Traffic Schedules, of the City of Monroe Code of Ordinances be amended as follows: Schedule I: (B) Speed Limits - City Maintained Streets e STREET Aldersbrook Drive DESCRIPTION Entire Length SPEED LIMIT 25 MPH Adopted this £l.s1 day of~, 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 NA YS: None Item No.7. Call for Public Hearings To Be Held September 4. 2001. e A. Project # 01-100-00011 - Conditional Use Permit Request - Accessory Structure With a Home Occupation - 936 Secrest Hill Drive - .923 acres - James Marlow - Tax ID# 09-216- ftH.. Mayor Pro Tern Bazemore moved to call for a public hearing to be held September 4, 2001 at 6:30 p.m. to consider this request. 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 e B. Project # 01-100-00012 - Conditional Use Permit Request - Child Day Treatment Center - 410 John Street - 6~969 Square Feet - Á2ape Youth & Family (William Massey)- 116 Tax ID # 09-228-136. Mayor Pro Tern Bazemore moved to call for a public hearing to be held September 4,2001 at 6:30 p.m. to consider this request. Council Member Keziah seconded the e 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 e e e C. Project # 02-120-00001 - Zoning Text Change Request - Section 156.056. Supplemental InfiII Development Ordinance. Mayor Pro Tern Bazemore moved to call for a public hearing to be held September 4, 2001 at 6:30 p.m. to consider this request. 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 D. Project # 01-100-00014 - Conditional Use Permit Request - New Walter Bickett Elementary School - Lancaster Avenue Between Kingswood and Oak Hill Drive - 24.89 Acres - Union County Public Schools - Tax ID # 09-279-043 & 044. This item was moved to the Regular Agenda as Item No. 10. Item No.8. Summary of Contracts Awarded Pursuant to 0-2001-17 and Change Orders Executed Pursuant to R-2000-76. City Manager Spell informed City Council by memorandum of the award of contracts pursuant to Ordinance 0-2001-17 and change orders adopted pursuant to R-2000-76: Date Name Purpose Amount 8-1 ~o 1 Enviro-Rehab, Inc. Sewer system manhole rehabilitation work to Not to Exceed $45,000 compliment pipe bursting operations 8-9-01 QEI Inc. Hardware Service Agreement for DEC/Compaq $2,684 for Annual Equipment Contract 8-9-01 Controlled Rock Drilling and blasting of rock for sewer project $26,800 Drilling and Blasting, on Rocky River Road North Inc. * Approved by Department Director The following Change Orders have been approved recently under authority of R-2000-76: Date Name Purpose Amount 8-2-01 Crowder Corporate Center Phase IV - Additional borrow $22,637 Construction material required to complete project Company e Summary of contracts and change orders were received as information of Council only and no action was required. 117 - e e e - Item No.9. Travel Policy. City Manager Spell advised by memorandum that as a part of the July 17, 2001 City Council meeting, staff presented a Travel Policy for the City of Monroe. City Council action was to table this item. Based upon feedback, staff has revised the Policy and created two (2) separate policies, consisting of a "Travel Policy for City Employees and Appointed Officials" and also a "Travel Policy for Elected Officials." For the most part, these policies are very similar and the primary revision is removing much of the superfluous text trom the policy applicable to City employees from the "Policy for Elected Officials." The only other significant change that has been incorporated is an increase in the time allowed for employees, appointed officials, and elected officials to submit the travel documentation when returning from their trip, which has been increased from three (3) days to five (5) days. A. Elected Officials. Mayor Pro Tern Bazemore moved to approve the "Travel Policy for Elected Officials." 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 "Travel Policy for Elected Officials" is hereby incorporated as a part of these Minutes as "Exhibit A. " B. City Employees and Appointed Officials. Mayor Pro Tem Bazemore moved to approve the "Travel Policy for City Employees and Appointed Officials." Council Member Keziah seconded the motion, which passed unanimously with the following votes: A YES: Council Members Hargett, Jordan, Keziah, Kilgore, Smith, Mayor Pro Tem Bazemore, and Mayor Davis NAYS: None The "Travel Policy for City Employees and Appointed Officials" ;s hereby incorporated as a part of these Minutes as ((Exhibit B." REGULAR AGENDA Item No. 10. Project # 01-100-00014 - Conditional Use Permit Request - New Walter Bickett Elementary School - Lancaster Avenue Between Kingswood and Oak Hill Drive - 24.89 Acres - Union County Public Schools - Tax ID # 09-279-043 & 044. Council Member Keziah moved that before Council consider a call for a public hearing with respect to the Conditional Use Permit request for the new Waiter Bickett Elementary School, that the applicant have prepared a Traffic Impact Study and Storm water Certification concerning the items set out in the memorandum from James N. Loyd to Jason Pauling dated July 19, 2001. It would take approximately 60 days to obtain these facts. Mayor Pro Tern Bazemore seconded the motion. 118 e . e Council Member Jordan stated that before the School Board decided to buy the tract of property, they talked with the City staff and City Manager, and the City staff had an opportunity at that time to review the request to determine if there were going to be obstacles that needed to be considered before purchasing the property. Council Member Jordan further noted that it was unfortunate that the current obstacles prevent the moving forward of construction on the new school. Mayor Davis advised that it was her understanding that the school staff had not spoken with City staff, but rather asked specific questions, and the answers to these questions were subsequently sent in a letter. Council Member Jordan expressed his concern that City staff has not been operating in good faith in trying to accommodate the site for the building of the school. Council Member Keziah replied that a Conditional Use Permit sets out for finding the facts, and there are subdivisions surrounding the property, and it is up to the buyer to insure that the property conforms to stormwater and traffic. Council Member Keziah advised that he has pictures that illustrate major stormwater problems with the property. Council Member Jordan reiterated that it is his opinion that Council has not operated in good faith in trying to move the WaIter Bickett project forward. Mayor Davis stated her disagreement with Council Member Jordan's statement as she was included in the meeting between the two staffs. Council Member Kilgore requested a restatement ofthe original motion. Council Member Keziah restated his motion that before Council consider a call for a public hearing with respect to the Conditional Use Permit request for the new Walter Bickett Elementary School, that the applicant have prepared a Traffic Impact Study and Stormwater Certification concerning the items set out in the memorandum from James N. Loyd to Jason Pauling dated July 19,2001. This process will take approximately 60 days with the facts being returned some time in November. Council Member Kilgore requested clarification as to whether the pictures referenced by Council Member Keziah were the same ones seen earlier. Council Member Keziah confirmed that they were the same pictures. The motion passed with the following votes: AYES: Council Members Hargett, Keziah, Kilgore, Smith, Mayor Pro Tern Bazemore, and Mayor Davis NAYS: Council Member Jordan The July 19, 2001 letter is hereby incorporated as a part of these Minutes as "Exhibit c." e Item No. 11. Public Hearings. Mayor Davis explained the procedures the Council follows in conducting public hearings and taking action thereon. e A. Level IV Economic Development Grant - Allvac. Mayor Davis opened this duly advertised public hearing. Chris Platé, Economic Development Director, presented the following request by Allvac for a Level IV Economic Development Incentive Grant for capital investment to exceed $5,000,000: Allvac plans to expand their Monroe facility located on Ashcraft Avenue in the City of Monroe. The project consists of a new building, purchases of new machinery and equipment, and the creation of 28 additional jobs. The total capital investment of the project in new taxable building, machinery, and equipment will be approximately $10,813,000. 119 e e e . . Allvac has been an existing industry in Monroe since 1957. They currently employ 1,120 persons. In an effort to continue an environment that is highly pro-business, the City extends to the existing industries, as well as new industries, great advantages through the Economic Development Incentive Grant Program. The City is very excited about their decision to continue their capital investment plan in Monroe. Based on a capital investment of approximately $10,813,000, the City can offer a Level IV Economic Development Incentive Grant totaling $202,750 over the next five (5) years. The investment will create $270,325 of ad valorem taxes over the same period. Economic Director Plate' reported the following findings with respect to this application: 1. All capital investment, Building and Equipment, are located within the City of Monroe's Corporate Limits. 2. The applicant is the principle employer of persons with respect to the grant application. 3. The applicant is a Manufacturing operation that will exceed the Level IV minimum investment threshold of $5,000,000, in taxable building, machinery, and equipment. The planned investment is approximately $10,813,000. As required by the grant program, the tax revenue will be greater than the incentive grant. 4. No other grant from the program has been awarded to the applicant for this project. 5. The applicant will create at least 10 jobs. 6. The applicant will apply for all appropriate environmental and building permits. 7. The City attorney has reviewed all legal documents to date. 8. The applicant has submitted its request in writing to the City Manager. 9. The Monroe Economic Development Commission has unanimously recommended in favor of the grant. Based on the documents in the file, Economic Director Platé concluded that Allvac qualifies for a Level IV Grant under the program. The economic benefits to the City are in the form of increased employment and industrial tax base. He concluded that the Grant application should be approved subject to compliance with the Program and subject to appropriation. Mr. Tom Williams, President of Allvac, addressed questions regarding this project. Mr. Williams stated that Allvac has been working with the Economic Development Commission and the County Commissioners, and their staff has made trips to Raleigh in the past several days. Mr. Williams further noted that Allvac is a sizable contributor to Monroe and Union County, and the reason a grant is being requested is for the training of people. In the area, Allvac has a relatively large staff of technically-trained people, which is not normal industry. In an etIort to be a global competitor, Mr. Williams advised that they desire every edge possible relative to training of technical people. Council Member Keziah stated that it has been an honor to watch Allvac grow from when it was just Allvac to its present size and hopes the City of Monroe and Union County remain its home for a long time. Mr. Williams clarified that the current name of the company is Alleghany Technologies, Inc.-Allvac Division. Mr. Williams introduced several representatives from the company that included Mr. Dalton, Vice President of Operations, Mr. Bailey, in charge of the Engineering Group, and Mr. DeCorsey, transferred to Union County from Pittsburgh and is in charge of the Accounting Department. 120 e e e . . There being no other speakers, either for or against the proposal, Mayor Davis closed this public hearing. B. City of Monroe Standard Specifications and Detail ManuaL Mayor Davis opened this duly advertised public hearing, continued from the August 7, 2001 Meeting. Jim Loyd, Engineering Director, advised that he was prepared to answer any questions of Council. Council Member Keziah requested clarification as to whether sidewalks were to run on both sides of subdivision streets. Engineering Director Loyd responded that it was still open for discussion and would be to the discretion of Council. Mayor Davis stated that Engineering Director Loyd had prepared a summary statement upon her request that addressed some of the questions asked previously. Mayor Davis verified with Council that all their previous questions and concerns were addressed in the summary statement. Council Member Keziah expressed commendation for the work that the staff had put forth in preparing the Manual. Council Member Smith advised that the Environmental Resources Committee gave a positive recommendation for the Manual. There being no other speakers, either for or against the proposal, Mayor Davis closed this public hearing. c. Project # 01-120-00018 - Subdivision Text Change - Delete Sections of the Subdivision Ordinance that are to be Included in the Standard Specifications and Detail Manual. Mayor Davis opened this duly advertised public hearing, continued from the August 7, 2001 Meeting. Planning Director Rhea advised that she was prepared to answer any questions Council had pertaining to the Subdivision Text Change. Mayor Davis noted that passage of these modifications would be contingent upon the passing of the Standard Specifications and Detail Manual. Planning Director Rhea agreed and stated that this issue was tabled because the Detail Manual was tabled. There being no other speakers, either for or against the proposal, Mayor Davis closed this public hearing. D. Project # 01-100-00013 - Conditional Use Permit Request - Addition of One (1) Modular Unit at Walter Bickett Elementary School- 501 Lancaster Avenue - 13.24 Acres - Union County Public Schools - Tax ID # 09-235-114. Mayor Davis opened this duly advertised quasi-judicial public hearing and swore in the following individuals who planned to give testimony: Carol Rhea and Ed Sweeney. Planning Director Rhea advised that the Conditional Use Permit request is to place one mobile unit at the existing Walter Bickett School location. Wayne Herron, Planning Services Manager, located items on a map as Planning Director Rhea reported that the petitioner's site is surrounded by property zoned R-IO to the east, west and south, and property zoned R-8 to the north. To the west and south along a portion of Johnson Street and Griffith Road, the site borders single-tàmily residences. An institutional office use is located at the corner of Griffith Road and Lancaster Avenue. Single-family residences border the site to the north. Southeast and east of the property, the site borders a recreational park (Sunset Park), and a large cemetery. The petitioner's property is located in an area designated for urban residential development and 121 e e e schools are conditional uses in the City's residential areas. The Land Development Plan states that all institutional uses in residential areas should be designed to minimize adverse impacts on adjacent residential properties. The petitioner is proposing to add one (1) new 864 square foot modular classroom to the Walter Bickett Elementary School site beside an existing mobile classroom. Both of these structures will be on the Washington Street side of the property. Based on the development dates given, the proposed modular classroom will meet all setback, parking, and driveway requirements outlined in the zoning ordinance. No other site improvements are proposed. Staff does not feel that there is any use compatibility issues based on the proposed location of the modular unit. This property lies within the WS-IV Watershed District. Impervious percentages for the site are shown on the site plan, and meet the requirements of the watershed ordinance for low-density development. No portion ofthe property lies within a federally-regulated floodplain. Staff recommended that if the City Council chooses to approve this request, that the following conditions be included: (1) The development of the tract shall proceed in conformity to all plans and design features submitted as part of the Conditional Use Permit application and kept on file by the City of Monroe Department of Planning and Development, except that the City of Monroe Zoning Administrator may approve minor changes to such plans as required by field conditions as defined in Section 156. I 85(D)(2); and (2) The applicant shall comply with all zoning and watershed regulations as specified in Sections 155 and 156 of the City of Monroe Code of Ordinances, before a Certificate of Occupancy can be obtained. Planning Director Rhea advised that the Planning Board recommended approval with the staffs recommended conditions. Ed Sweeney, Director of Maintenance for Union County Public Schools, reported that normal requests for mobile classrooms pertain to capacity versus student enrollment. Mr. Sweeney stated that this request is for an additional teaching station for English-As-A-Second-Language. The only thing to be done in order to meet all the requirements for the children at Walter Bickett is to consider bringing in a mobile unit so there will be enough teaching stations, as well as more capacity for the children. In keeping with the required findings of fact for a Conditional Use Permit, Mayor Davis asked . the following questions of Mr. Sweeney: . Mayor Davis: Is it your opinion that the use will not materially endanger the public health or safety where proposed and developed according to plan? Yes. Mr. Sweeney: Mayor Davis: Mr. Sweeney: Is it your opinion that the USe meets all required conditions and specifications? Yes. Mayor Davis: Is it your opinion that the use will not substantially injure the value of adjoining or abutting property? Yes. Mr. Sweeney: Mayor Davis: Is it your opinion that the location and character of the use, if developed according to the plan as submitted and approved, will be in harmony with the area in which it is to 122 e e e e e be located and will be in general conformity with the Monroe Land Development Plan? Mr. Sweeney: Yes. Mayor Davis: Is it your opinion that the proposed use wi1\ be compatible with the neighborhood in which it is to be located with respect to the location of the structures and the location and design of parking and service areas? Mr. Sweeney: Yes. Mayor Davis: Is it your opinion that the streets and driveways as proposed provide adequate circulation for onsite and offsite vehicular and pedestrian movement consistent with the safety of the students and staff? Mr. Sweeney: Yes. Mayor Davis: Is it your opinion that the existing infrastructure, including but not limited to streets, water, and sewer, is adequate to serve the site and will not be adversely impacted by the proposed use? Mr. Sweeney: Yes. There being no other speakers, either for or against the proposal, Mayor Davis closed this public hearing. E. Project # 01-130-00011 - Zonin1: Map Chan1:e Request - G-I (General Industrial) to B-3 (Hi1:hway Business) and B-5 (Medical Facility) - 402 S. Sutherland Ave. - Approximately 4.05 acres - on S.W. Corner of Roosevelt Blvd. and S. Sutherland Ave. - City of Monroe- Tax ID# 09-191-006. Mayor Davis opened this duly advertised public hearing, continued from the August 7, 2001 Meeting. Mayor Pro Tern Bazemore moved to continue the public hearing until September 4,2001 at 6:30 p.m. 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: There being no other speakers, either for or against the proposal, Mayor Davis closed this public hearing. Item No. 12. Action from Public Hearings. A. Budget Ordinance - Level IV Economic Development Grant - Allvac. Council Member Hargett moved to approve Budget Ordinance BO-2001-09: 123 e e e CITY OF MONROE CAPITAL PROJECT ORDINANCE ALLVAC BO-2001-09 WHEREAS, the City of Monroe established the Economic Development Grant Program for the City of Monroe on November 7, 1997, in order to induce industry to expand and locate in Monroe; and WHEREAS, the City's Department of Finance has determined that establishing a project fund is the most effective way to manage the financial administration of the program; and WHEREAS, the City Council at its August 7, 200 I, meeting called for a public hearing to be held August 21, 2001, to consider making a grant to Allvac; and WHEREAS, the City Council following the public hearing approved a grant for Allvac, on August 21, 2001; and WHEREAS, the City Council desires to appropriate funds to set aside for Allvac; and, WHEREAS, the funds will only be disbursed upon compliance of the grantee with all the appropriate requirements under the grant; THEREFORE, the Monroe City Council appropriates to the Economic Development Incentive Grant Project Fund the following revenues and expenditures: Revenues: Transfer from General Fund $202,750.00 Expenditures: Grant over five years $202,750.00 BE IT FURTHER ORDAINED that an amendment to the General Fund budget for FY 2001-2002 is approved to appropriate fund balance to transfer $202,750.00 to the Economic Development Incentive Grant Project Fund. Adopted this 21 .1 day of ~, 2001. Council Member Kilgore seconded the motion, which passed unanimously with the following e votes: e AYES: Council Members Hargett, Jordan, Keziah, Kilgore, Smith, Mayor Pro Tern Bazemore, and Mayor Davis None NAYS: B. Resolution - Level IV Economic Development Grant - AIlvac. Council Member Smith moved to adopt Resolution R-2001-42: 124 · RESOLUTION OF THE MONROE CITY COUNCIL TO AWARD A LEVEL IV INCENTIVE GRANT R-2001-42 WHEREAS, the City of Monroe has adopted an Economic Development Grant Program, hereinafter "Program"; and, WHEREAS, Allvac has duly applied for a Level IV incentive grant under said program; and, WHEREAS, a public hearing was conducted by the City Council on August 21,2001, at which hearing testimony was given by Mr. Chris Platé, Economic Development Director, of the City of Monroe and Mr. Hunter Dalton/ or Charlie Polk of Allvac and, WHEREAS, the City Council makes the following findings with respect to said application: e 1. 2. 3. 4. All facilities proposed to be built by the applicant will be on property currently within the corporate limits of the City of Monroe. The applicant is the principal employer of persons with respect to the grant application under the Program. The applicant is a manufacturing business which will have a minimum new investment of $5,000,000 in a taxable building, equipment, and improvements to the land. No other grant from the Program has been awarded to the applicant for this project. e 5. The applicant is not in the retail or the construction trade. 6. That the applicant meets all other applicable requirements ofthe Grant Program. WHEREAS, based on the above findings and other documentation's in the me, the City Council concludes that the applicant qualitìes for a LevellY Grant under the Program and that economic benefits in the form of increased employment, increases in the tax base and increased City utilities revenues will accrue to the City and that the grant application should be approved subject to compliance with the Program and subject to appropriation. NOW THEREFORE BE IT RESOLVED THAT the grant application of Allvac, for a LevellY Grant be approved subject to compliance with the requirements and provisions of the Program and subject to appropriation. · Adopted this 21st day of August. 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: · C. Standard Specifications and Detail Manual - Land Development Plan - Referral. Mayor Pro Tern Bazemore recommended that the requirement for sidewalks on both sides be removed from the Manual. Mayor Davis advised that this should be specified under Item 11. D. City 125 e e e e e Manager Spell stated that it would be better to specify that sidewalks on residential streets be on one side only. Council Member Smith noted that his initial comment was that there was not a need for sidewalks on both sides of the street in a cul-de-sac. However, Council Member Smith noted that many streets have sidewalks on both sides. Mayor Pro Tern Bazemore clarified that he was referring to developments where there is a cul-de-sac, but the requirement would be for a sidewalk on one side only. Council Member Smith asked Mayor Pro Tern Bazemore if it would be on a case-by-case basis. Mayor Pro Tern Bazemore replied that it would be. Mayor Davis asked for clarification on Mayor Pro Tern Bazemore's recommendation. Mayor Pro Tern Bazemore advised that when there is a cul-de-sac, it should be limited to one side only, however, other situations would be treated on a case-by-case basis. Mayor Pro Tern Bazemore illustrated that if it was in an area such as a major thoroughfare, then there would be sidewalks on both sides. However, if it was a normal street then sidewalks would not be needed on both sides. Mayor Pro Tern Bazemore stated the need to leave flexibility in the Manual in order to provide what is needed. Council Member Smith clarified that if a subdivision was developed on Highway 200 South and the subdivision was on both sides of the road, then sidewalks would need to be required on both sides of the road. However, if the subdivision was on one side of the road, then sidewalks should only be required on one side of the road. Council Member Smith noted that there would be different cases for different situations. Mayor Davis asked if Council would review every subdivision to determine if sidewalks would be required on one or both sides of the street. Council Member Smith replied that just subdivisions with cul-de-sacs would be required to have sidewalks on one side only. John Milliken, City Attorney, advised that there should be some criteria for requiring sidewalks on both sides. City Attorney Milliken asked Engineering Director Loyd if there was anything in the Manual that set up objective standards on how Council should determine on a case-by-case basis. Council Member Keziah recommended approval of the Manual without the sidewalk requirements and to let the sidewalk requirements be referred to the Land Development Committee. Council Member Kilgore asked what the expense would be to make the cul-de-sacs in subdivisions large enough to allow fire and garbage trucks to turn around. Mayor Pro Tern Bazemore recommended that this issue be referred to the Land Development Committee. Planning Director Rhea requested verification on how staff is to treat subdivisions while the sidewalk issue is being referred to the Land Development Committee. Council Member Keziah replied that the issue would be addressed Thursday morning. Council Member Keziah moved to send to the Land Development Committee "sidewalks" and "cul-de-sacs." Council Member Smith 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 D. Ordinance to Amend Fees Schedule Related to City of Monroe Standard Specifications and Detail Manual. Mayor Pro Tern Bazemore moved to adopt Ordinance 0-2001-35: 126 e e e . e AN ORDINANCE TO AMEND THE CITY OF MONROE FEES SCHEDULE 0-2001-35 Be It Ordained by the City Council of the City of Monroe that the City of Monroe Fees Schedule be amended as follows: Chapter l. Administrative Article Á. Miscellaneous Section 1. City Code of Ordinances ADD: City of Monroe Standard Specifications and Detail Manual $ 40.00 Chapter VI. Engineering/Puhlic Works Article A. Fees Section 4. Charges and Fees ADD: <~Emn:g(n'.'t(ng~evièws Re-Inspection Fee $100.00 Adopted this 21st day of ~, 200 I. Council Member Keziah seconded the motion, which passed with the following votes: A YES: Council Members Hargett, Keziah, Kilgore, Smith, Mayor Pro Tern Bazemore, and Mayor Davis NAYS: Council Member Jordan E. Ordinance to Adopt City of Monroe Standard Specifications and Detail Manual. Mayor Davis advised that approval of this Ordinance would exclude sidewalks, which would be reviewed by the Land Development Committee with a recommendation to Council. Council Member Smith moved to adopt Ordinance 0-2001-32: AN ORDINANCE TO ADOPT THE CITY OF MONROE STANDARD SPECIFICATIONS AND DETAIL MANUAL 0-2001-32 Preamble Pursuant to authority conferred by Articles 8, 16 and 19 oC'Chapter 160A 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; 127 . . e e e BE IT ORDAINED BY THE CITY COUNCIL OF MONROE THAT TITLE I OF THE CITY OF MONROE CODE OF ORDINANCE BE AMENDED TO ADD NEW CHAPTER 11 AS FOLLOWS: TEXT AMENDMENT Section 1. Chapter 11: The City of Monroe Standard Specifications and Detail Manual. § 11.01 There is hereby adopted The City of Monroe Standard Specifications and Detail Manual which is incorporated by reference as iffully set out herein. Section 2. This ordinance in part carries forward by re-enactment some of the provisions of the Code of the City of Monroe and it is not the intention to repeal, but rather to re-enact and continue in force such existing provisions so that all rights and liabilities that have accrued thereunder are preserved and may be enforced. Section 3. This ordinance shall be effective on the date of its adoption. Adopted this 21st day of ~ 2001. Council Member Keziah seconded the motion, which passed with the following votes: AYES: Council Members Hargett, Keziah, Smith, Mayor Pro Tern Bazemore, and Mayor Davis Council Members Jordan and Kilgore NAYS: The Standard Specifications and Detail Manual is hereby incorporated as a part of these minutes as "Exhibit D." F. Ordinance - Project # 01-120-00018 - Subdivision Text Change - Delete Sections of the Subdivision Ordinance that are to be Included in the Standard Specifications and Detail Manual. Council Member Smith inquired about what sections are to be deleted. Council had previously received details pertaining to the subdivision text change, and Planning Director Rhea briefed Council to reiterate the requested changes. Council Member Keziah moved to adopt Ordinance 0-2001-28: AN ORDINANCE TO AMEND TITLE XV, CHAPTER 154 OF THE CITY OF MONROE CODE OF ORDINANCES 0-2001-28 Preamble Pursuant to authority conferred by Article 16 of the Chapter 160A and Section 160A-371 of the North Carolina General Statues, as amended, and for the purpose of promoting the health, safety, morals, or general welfare of the inhabitants of the City. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF MONROE THAT TITLE XV, CHAPTER 154 OF THE CITY OF MONROE CODE OF ORDINANCES BE AMENDED AS FOLLOWS: 128 e Section 1. Rewrite Section 154.05 DEFINITIONS, STREET as follows: STREET. A public right-of-way for vehicular travel which has been constructed and then dedicated to and accepted by the city or the North Carolina Department of Transportation for public use or which has been otherwise obtained by such agencies for such use or which is proposed to be constructed and then dedicated to and accepted by such agencies as a public right-of-way for vehicular traffic for public use pursuant to this chapter. Refer to the City of Monroe Standard Specifications and Detail Manual. Section 2. Rewrite Section 154.34 STORM DRAINAGE NOT IN STREETS as follows: Storm drainage systems and facilities shall be designed in accordance with the City of Monroe Standard Specifications and Detail Manual. e Section 3. Rewrite Section 154.37 WATER AND SEWER DESIGN CRITERIA as follows: Refer to the City of Monroe Standard Specifications and Detail Manual. e . e Section 4. Repeal the following Sections: 154.31(B) NAMES OF SUBDIVISIONS 154.36 SUBDIVISION ENTRANCE MARKERS AND LANDSCAPED MEDIANS 154.51 STREET IMPROVEMENTS 154.52 STORM DRAINAGE IMPROVEMENTS 154.55 SIDEWALK IMPROVEMENTS 154.56 STREET NAME SIGNS 154.57 TRAFFIC-CONTROL SIGNS AND MARKINGS 154.60 WARRANTY AGAINST DEFECTS 154.74 OVERSIZED WATER AND SEWER FACILITIES 154 APPENDIX: STANDARDS FOR CONSTRUCTION. 154 APPENDIX: STANDARDS FOR DESIGN. 154 APPENDIX: MINOR RESIDENTIAL STREET. 154 APPENDIX: LOCAL RESIDENTIAL STREET. 154 APPENDIX: RESIDENTIAL STREET WITH DITCHES. 154 APPENDIX: COLLECTOR STREET. 154 APPENDIX: COMMERCIAL INDUSTRIAL STREETS. 154 APPENDIX: RESIDENTIAL CUL-DE-SAC. 154 APPENDIX: COMMERCIAL CUL-DE-SAC. 154 APPENDIX: CURB AND GUTTER DETAILS. Section 2. This amendment shall be effective upon the date of its adoption. Adopted this 2.l.s1 day of~, 2001. Council Member Hargett 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 129 e e e 1. . 2. 3. 4. e G. Project # 01-130-00011 - Zoning Map Change Request - G-I (General Industrial) to B-3 (Highway Business) and B-5 (Medical Facility) - 402 S. Sutherland Ave. - Approximately 4.05 acres - on S.W. Corner of Roosevelt Blvd. and S. Sutherland Ave. - City of Monroe- Tax ID# 09-191-006. No action taken as public hearing was continued until September 4,2001. H. Conditional Use Permit - Project # 01-100-00013 - Addition of One (1) Modular Unit at Walter Bickett Elementary School - 501 Lancaster Avenue - 13.24 Acres - Union County Public Schools - Tax ID # 09-235-114. Mayor Pro Tern Bazemore moved BE IT ORDAINED that this Conditional Use Permit be adopted in all respects: CONDITIONAL USE PERMIT CUP 01-100-00013 On the date(s) listed below, the City Council of the City of Monroe met and held a public hearing to consider the following application: Record Owner(s): Union County Board of Education Property Location: 50 I Lancaster A venue (Walter Bickett Elementary School) Tax Map & Parcel #'s: 09-235-114 Acreage: 13.24 Acres Deed Reference: BOOK BOOK BOOK BOOK 1 PAGE 1 7 PAGE 88 59 PAGE 433 269 PAGE 273 Type and Intensity of Use: Addition of one modular classroom Meeting Date: Au~ust 21. 2001 Approval Date: Au~ust 21.2001 SECTION 1. FINDINGS: Having heard all of the evidence and arguments presented at the hearing, the City Council, at its regular meeting, finds and determines that the application is complete and, considering compliance with the conditions imposed below, the following findings are made: The use will not materially endanger the public health or safety if located where proposed and developed according to plan; and The use meets all required conditions and specifications; and The use will not substantially injure the value of adjoining or abutting property; and The location and character of the use, if developed according to the plan as submitted and approved, will be in harmony with the area in which it is to be located and will be in general conformity with the Monroe Land Development Plan; and 5. The proposed use will be compatible with the neighborhood in which it is located with respect to the location of the structures, and the location and design of parking and service areas; and 6. The streets and driveways as proposed provide adequate circulation for on-site and off-site circulation for vehicular and pedestrian movement consistent with the safety of the students and staff; and 130 e e e e e 7. The existing infrastructure, including but not limited to streets, water and sewer is adequate to serve the site and will not be adversely impacted by the proposed use. SECTION 2. CONDITIONS: Now, therefore, the application to make use of the above described property for the purpose indicated is hereby approved and granted, subject to all applicable provisions of Chapter 156 of the City of Monroe Code of Ordinances, Section 3 of this permit, and the following special condition(s) which the City Council finds to be in the public interest: I. The development of the tract shall proceed in conformity to all plans and design features submitted as part of the conditional use permit application and kept on file by the City of Monroe Department of Planning and Development except that the City of Monroe Zoning Administrator may approve minor changes to such plans as required by field conditions as defined in Section 156.185 (D) (2); and 2. The petitioner shall comply with all zoning and regulations as specified in Section 156 of the City of Monroe Code of Ordinances before a Certificate of Occupancy can be obtained. SECTION 3. VESTED RIGHTS. Approval of this permit confers upon the property the right to develop with the type and intensity of use as herein described and as shown on the approved site plan. Development of the property, however, shall be subject to any and all future amendments to Chapters 155 and 156 of the Monroe Code of Ordinances which do not effect type and intensity of use (e.g. landscaping, design standards, screening, etc) as herein approved. SECTION 4. SEVERABILITY AND RECORDATION. Invalidation of anyone or more of these conditions shall not adversely affect the balance of said conditions, which shall remain in full force and effect. This permit shall become null and void if not recorded in the office of the Register of Deeds, Union County, North Carolina, on or before October 22,2001. 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 None NAYS: Item No. 13. Union County Public Library. Council Member Kilgore advised that the Union County Public Library renovation plans are currently over budget. Council Member Kilgore moved that the City of Monroe give the Union County Public Library $100,000 to complete their renovations. In addition, Council Member Kilgore moved to consider $50,000 of the next year's budget to the Union County Public Library to assist with landscaping costs since they are over budget. Council Member Smith seconded the motion. Council Member Jordan advised that the money should be given contingent upon the successful contract for renovations of the Monroe Branch of the Union County Public Library. Council Member Jordan asked Mayor Davis if Council would get an opportunity to see what is over budget. Mayor Davis responded that the County Commissioners agreed to put in additional funds if the City of Monroe would show a good faith effort. Council Member Jordan stated that Council went through a process previously trying to determine funding for outside agencies since it was determined that there were no additional monies available from the City. Council Member Jordan questioned the newly-found $150,000 outside of that process. Council Member Smith 131 e . e noted that the bids were only received last week, and the bids were approximately $900,000 over expected contract. Council Member Smith added that it was his understanding that the County Commissioners were considering another $500,000 for the renovations, and the architect was attempting to get alternate bids as well. Council Member Kilgore stated that he was a member of the committee referenced by Council Member Jordan, and the current over-budget information was not available at that time. Since the County Commissioners have agreed to give an additional amount, Council Member Kilgore stated that it would be to the City's benefìt to move ahead and see the renovation job completed so that the City of Monroe residents could enjoy the benefìts of the new library. Council Member Jordan responded that he was in favor of funding the library renovations but was addressing the shortfall in the City's budget that had previously been expressed, and he hoped that the Council would be equally enthusiastic when it came time to fund restoration of the Old Armory as a community center. Council Member Kilgore stated that he would be equally supportive of the completion of that project. Council Member Jordan moved to call the question. Council Member Kilgore seconded the motion. Finance and Administration Director Vizcaino asked if there would be a commitment to review the motion next year as Council could not appropriate funds for next year. Presently, Council is appropriating $100,000 to amend the budget this year. Finance and Administration Director Vizcaino requested infonnation as to where the funds would come from. City Manager Spell advised that there be a Budget Amendment and appropriation of fund balance included in the motion if it was Council's desire to make the $100,000 appropriation. Mayor Pro Tem Bazemore moved to adopt a Budget Amendment and appropriation of fund balance for $100,000 to the Union County Public Library. Council Member Smith seconded the motion, which passed unanimously with the following votes: A YES: Council Members Hargett, Jordan, Keziah, Kilgore, Smith, Mayor Pro Tem Bazemore, and Mayor Davis NAYS: None Item No. 14. Other Business. . A. Fred Howell. Mr. Howell stated that he lives at 401-11z West Franklin Street. Mr. Howell noted his concern regarding clean air in the City. Mr. Howell cited problems with people parking on sidewalks, sidewalks in bad repair, and people leaving garbage out for days at a time. Mr. Howell's main concern was the misuse of existing sidewalks and getting something done about it. Mr. Howell requested assistance with people parking on the sidewalks and people leaving their garbage out. e Council Member Keziah recommended that the issue regarding people parking on sidewalks be referred to the Public Safety Committee. Council Member Smith recommended that the issue regarding garbage cans be referred to the Environment and Water Resources Committee. 132 e e e Item No. 15. Closed Session - To Consult With City Attorn~ on Matters Requirin~ Confidentiality. Council Member Kilgore moved to go into Closed Session to consult with the City Attorney on matters requiring confidentiality. 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 Upon return from Closed Session and there being no further business, Council Member Kilgore moved to adjourn. Mayor Pro Tern Bazemore 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 The Regular City Council Meeting of August 21,2001 adjourned at 7:50 p.m. / 4hUJ L. Davis, Mayor Attest: . ~l?¿~k e Minutes transcribed by Donna Helms, Oftïce Administration Contractor 08-21·01 133 e . e e e CITY OF MONROE TRAVEL POLICY FOR ELECTED OFFICIALS Adopted by City Council on August 21. 2001. TRA VELI'OLlCY EXHIBIT A · CITY OF MONROE TRAVEL POLICY FOR ELECTED OFFICIALS SECTION 1 Purpose. It is the intent of this policy to provide City elected officials a comprehensive reference for uniform interpretation of payment or reimbursement for travel expenses pertaining to official travel and subsistence. e SECTION 2 Applicability of Travel Policy. This policy is applicable to all elected officials serving the City of Monroe. SECTION 3 General Policy. A. e B. c. An elected official traveling on official business representing the City should exercise the same care in incurring expenses that a prudent person would exercise if traveling on personal business and expending personal funds. Official travel expenses will be reimbursed in accordance with this Administrative Policy. Officials authorized to use City credit cards may elect to use them instead of reimbursement; all receipts for expenditures must be submitted to the City Clerk in order for the expenditures to be approved. e SECTION 4 Definitions. e A. Authorizing Party. An individual authorized by this policy to approve or disapprove requests for travel, cash advances, travel reimbursements, etc. B. Reimbursements. All reimbursement requests shall be filed for approval and payment within five (5) working days after the travel period ends. C. Requesting Party. The person who will be reimbursed for travel costs incurred while conducting City business or visiting for employment. D. Subsistence. Subsistence is an allowance related to meals. The applicable IRS per diem rates shall apply for all in-State and out-of-State travel. These rates are available from the Director of Finance and Administration. e e e e e E. Incidentals. Costs related to tips and telephone calls. SECTION 5 General Guidelines. Airline tickets and registrations for the elected official will be paid directly by the City. All other costs will be paid directly by the requesting party, and will not be billed to the City. The requesting party is encouraged to use travel agents for airline tickets and to reserve transportation and lodging in advance when possible. The elected official will be reimbursed for actual costs incurred only, subject to the limitations established in this policy. A. Travel requests shall be coordinated through the City Clerk. Travel authorization forms are to be submitted to the Director of Finance and Administration prior to travel date. Travel authorization forms that include air travel should be submitted timely so that discount rates may be obtained. B. The Director of Finance and Administration will receive a copy of each approved Travel Authorization Form. The Director of Finance and Administration is responsible for determining that an unencumbered appropriation sufficient to cover the estimated cost of the approved travel remains in the expenditure item. If a sufficient balance remains in the expenditure item, the estimated travel cost will be encumbered. If the remaining balance in the expenditure item is insufficient to cover the estimated cost of travel and other monies are not yet available, the City Manager will be notified by the Director of Finance and Administration. SECTION 6 Travel Advances. The City of Monroe will provide advance funds if the estimated expense exceeds one hundred dollars ($100.00) or two (2) nights stay. SECTION 7 Specific Guidelines Relatin~ to Transportation. Subsistence. and Other Cost. A. Transportation. 1. Air Line Travel. Actual coach fare (substantiated by receipt) will be reimbursed. First class travel should be used only in extraordinary circumstances. Penalties and charges resulting from the cancellation of airline reservations (or other travel reservations) shall be the City's obligation if the elected official's cancellation or change is made at the convenience of the City or in the event of accidents, serious illness or death within the individual's 2 e immediate family, or other critical circumstances beyond the control of the individual, the City will pay the penalties and charges. 2. Personal Vehicle. The elected official shall use his/her personal vehicle for travel and be reimbursed. Actual Milea~e is reimbursable mileage, measured from the elected official's residence or other departure location to the destination and return. Parking fees. tolls. and storage fees are reimbursable. Receipts are required. e 3. Rental Vehicle. A receipt is necessary for reimbursement. Rental vehicles are to be used as a last resort. Use of a rental vehicle must be approved in advance. B. Lod2in~. The Travel Authorization Form shall include the lodging accommodations as a part of the travel. c. Subsistence. e A meals-and-incidental-expense-only per diem allowance will be provided based on rates available from the Director of Finance and Administration. In the event that the per diem allowance needs to be prorated to reflect times that the employee is not in travel status or to take into account meals that are provided as part of the conference fee, the per diem allowance is assumed to be split approximately as follows: Breakfast Lunch Dinner Th1ID % of Daily 20.00% 25.00% 55.00% 100.00% e Allowance The Director of Finance and Administration will make the specific determination of the split of the per diem allowance when IRS rates change. No receipts are required for reimbursement of subsistence costs. e In some situations, it may be appropriate for the City to bear the full cost for a business meal including the meal costs for other individuals. Receipt and supporting documentation as to the purpose shall be provided for the business meal as a part of the reimbursement request or credit card voucher. In no case, shall the cost of alcohol be reimbursed or paid by the City without reimbursement to the City by the elected official. 3 e . e e e D. Companion Travel Costs. In situations where a family member(s) or other companion will be traveling with the elected official, the following procedure shall be adhered to: · Reservations and payment for air travel shall be placed on a personal credit card for the family member(s) or other companion; · Costs for meals for the family member(s) or other companion shall be paid for and accounted for separately or handled by reimbursement to the City, utilizing receipts for documentation; · The additional costs for overnight stays at a hotel/motel shall be paid for or reimbursed to the City at the cost difference above the designated "single rate." SECTION 8 Procedure for Travel Authorization. A. Submission. approval and processing of reimbursement requests. 1. The Travel Reimbursement Request and Expense Report will be prepared by the City Clerk for the elected official along with the necessary processing. 2. The Director of Finance and Administration will review so as to determine that the Travel Reimbursement Request and Expense Report has been properly approved, that it is mathematically correct, and that requested reimbursements agree to submitted receipts, when required, and are within the limits set by this Policy. If an error in the reimbursement request is found, the requesting party will be informed and the error will be corrected before payment is made. 3. The items which are ~ reimbursable consist of, but are not limited to, the following: 1. Any miscellaneous expense not supported by a receipt. 2. Meals included in registration fees. 3. Alcoholic beverages. 4. Movie rental. 5. Snacks or drinks other than meal. 6. Any traffic fines. 4. If the amount received as a travel advance exceeds the reported travel expense, settlement shall be made at the time the Travel Reimbursement Request and Expense Report is submitted. 4 e e e e e Adopted this 21 st day of August, 2001. Judy L. Davis, Mayor Attest: Jeanne M. Deese, City Clerk TRA VELPOLlCY 5 e e e e e Appendixes - A. B. Appendix 1 Appendix 2 Copy of a Travel Authorization Form Copy of a Travel Reimbursement Request and Expense Report 6 - - e e e CITY OF MONROE TRAVEL AUTHORIZATION FORM Employee Name: Department: Date Funds Needed: Today's Date: Purpose of Travel/Destination: Date(s) Travel to Occur: Budget Account Number(s) to be Charged: TRAVEL FUNDS REQUESTED (insert amounts and answer questions below): Estimated Costs Funds Needed in Advance 1) Registration Fees 2) Lodging Expenses 3) Meals and Incidentals Allowance 4) Transportation Costs I $ 1$ Total Estimated Costs of Travel I $ I Funds Needed in Advance I $ 1) IF REGISTRATION FEES are needed, make payable to Are registration fees to be paid in advance? YES NO 2) Name of lodging facility: Rate per night $ Government discount requested? YES NO 3) Number of meals anticipated while on travel: 4a) Will City vehicle be used for transportation? YES NO Anticipated number of miles to be traveled: (The City reimburses current IRS rate for mileage if personal auto is used for City convenience, but only 1/2 IRS rate if personal auto is usedfor persona/ convenience - any mileage paid is subject to supervisor approval) 4b) If air fair is incurred, name of airline: I HEREBY CERTIFY THAT ALL FUNDS REQUESTED ON THIS FORM ARE TO BE USED IN THE CONDUCT OF CITY BUSINESS. ANY FUNDS RECEIVED BUT NOT SPENT BY ME ARE TO BE RETURNED TO THE CITY WITHIN THREE WORKING DAYS AFTER MY RETURN FROM THIS TRAVEL. FUNDS NOT RETURNED TO THE CITY WITHIN THE SPECIFIED PERIOD MAYBE COLLECTED BY PAYROLL DEDUCTION. Employee Signature: Date: APPRO V ALS: Department Head/Date: City Manager/Date: CITY OF MONROE TRA VEL REIMBURSEMENT AND EXPENSE REPORT e Day/ Date NA TURE OF EXPENSE TOTAL Meals and Incidentals Allowance * Lodging Registration Fees ir Fare ar Rental Cab Fare Gasoline Parking Fees Tolls Miscellaneous Other (describe) Personal auto mileage miles at $0. per mile TOTAL $ Notes/Remarks: Less Amounts Charged (list charges below) Total Employee Expenses $ Less Funds Advanced by City NET EXPENSE REPORT $ e CHARGES INCURRED ON CITY CREDIT CARD AMOUNT DUE (check one) CITY EMPLOYEE I CERTIFY THAT THE FOREGOING EXPENSES WERE INCURRED IN THE CONDUCT OF CITY BUSINESS. e Employee/Date Department Head/Date Director of Finance and AdministrationlDate ·Prorated, if applicable (Travel Policy, Section 7C) e e e e e CITY OF MONROE TRAVEL POLICY FOR CITY EMPLOYEES AND APPOINTED OFFICIALS Adopted by City Council on Au¡:ust 21. 2001. IRA VEL POLICY EXHIBIT B e e e e e CITY OF MONROE TRAVEL POLICY SECTION 1 Purpose. It is the intent of this policy to provide City employees and appointed officials, and agencies a comprehensive reference for uniform interpretation of payment or reimbursement for travel expenses pertaining to official travel and subsistence. SECTION 2 Applicability of Travel Policy. This policy is applicable to all City employees and appointed officials, as well as individuals serving in various capacities on City boards, commissions and committees. SECTION 3 General Policy. A. An employee or official traveling on official business representing the City is expected to exercise the same care in incurring expenses that a prudent person would exercise if traveling on personal business and expending personal funds. Excess costs, indirect travel routes, luxury accommodations, and services unnecessary or unjustified in the performance of official business are not acceptable under this policy. Employees and officials will be personally responsible for unauthorized costs and any additional expenses incurred for personal preference or convenience. Submission of a falsified reimbursement request or any other violations of this policy may result in disciplinary action up to and including possible dismissal. B. Official travel expenses will be reimbursed in accordance with this Administrative Policy. C. Officials authorized to use City credit cards may elect to use them instead of reimbursement; all receipts for expenditures must be submitted to the City in order for the expenditures to be approved. D. When two (2) or more employees are traveling to the same destination, maximum use shall be made of special group travel discounts and joint use of transportation including taxicabs, City-owned, leased, or privately-owned vehicles. Travel with representatives of other government units is encouraged whenever possible. I · e e e e SECTION 4 Definitions. A. Authorizing Party. An individual authorized by this policy to approve or disapprove requests for travel, cash advances, travel reimbursements, etc. B. Employee's duty station. "Duty station" is defined as the job location at which the employee spends the majority of his or her working hours. For an employee in travel status, the duty station should be the point where traveling begins. C. Prospective Professional Employees. Department Directors are authorized to approve reimbursement of transportation expenses of individuals visiting for employment interviews. These expenses are limited to transportation, lodging, and subsistence. D. Reimbursements. All reimbursement requests shall be filed for approval and payment within Eve (5) working days after the travel period ends. E. Requesting Party. The person who will be reimbursed for travel costs incurred while conducting City business or visiting for employment. F. Subsistence. Subsistence is an allowance related to meals. The applicable IRS per diem rates shall apply for all in-State and out-of-State travel. These rates are available from the Director of Finance and Administration. G. Incidentals. Costs related to tips and telephone calls. SECTION 5 General Guidelines. Airline tickets and registrations for the authorized individual will be paid directly by the City. All other costs will be paid directly by the requesting party, and will not be billed to the City. The requesting party is encouraged to use travel agents for airline tickets and to reserve transportation and lodging in advance when possible. The requesting party will be reimbursed for actual costs incurred only, subject to the limitations established in this policy. A. All travel requests of employees must be approved by Department Director and/or City Manager. No registrations/reservations should be made before travel has been approved. Travel authorization forms are to be submitted to the Director of Finance and Administration no later than ten (10) working days prior to the travel date. Travel authorization forms that include air travel should be submitted timely so that discount rates may be obtained. B. Out-or-state travel. Out-of-state travel status begins when the employee leaves the state and remains in effect until the employee returns to the state. However, in-state 2 e e e e e allowance and reimbursement rates apply when employees and other qualified official travelers use meal íàcilities located in North Carolina immediately prior to and returning from out-of-state travel during the same travel period. Travel requests by employees and department directors will be approved by the City Manager in addition to the Department Director for any out-of-state travel. C. The Director of Finance and Administration will receive a copy of each approved Travel Authorization Fonn. The Director of Finance and Administration is responsible for determining that an unencumbered appropriation sufficient to cover the estimated cost of the approved travel remains in the expenditure item. If a sufficient balance remains in the expenditure item, the estimated travel cost will be encumbered. If the remaining balance in the expenditure item is insufficient to cover the estimated cost of travel and other monies are not yet available, the authorizing party will be notiíied by the Director of Finance and Administration. SECTION 6 Travel Advancc:~, A. The City of Monroe will assist employees who are required to travel on official business by advancing funds, if estimated expense exceeds one hundred dollars ($100.00) or two (2) nights stay. B. Department petty cash will not be used to support travel or travel reimbursements, without prior approval by the Director of Finance and Administration. C. A travel advance will not be issued if the employee has an outstanding advance'that has not been reconciled and cleared by a submission of a corresponding Travel Reimbursement Request and Expense Report. SECTION 7 Specific Guidelines Relatine to Transportation. Subsistence. and Other Cost. A. Transportation. 1. Air Line Travel. Actual coach fare (substantiated by receipt) will be 'reimbursed, when prior approval has been received by the City Manager. First class travel should be used only in extraordinary circumstances. Penalties and charges resulting from the cancellation of airline reservations (or other travel reservations) shall be the City's obligation if the employee's or official's travel has been approved in advance, and the cancellation or change is made at the direction of and for the convenience of the City. If the cancellation or change is made for the personal benefit of the employee or official, it shall be the individual's obligation to pay the penalties and charges. However, in the event of accidents, serious illness, or death within the individual's immediate 3 . family, or other critical circumstances beyond the control of the individual, the City may elect to pay the penalties and charges. 2. Personal Vehicle. A requesting party must use his/her personal vehicle for travel and be reimbursed if one of the following conditions is met: a. A City vehicle is not available or use of a City vehicle is not practical due to travel requirements. b. The requesting party needs a specially equipped vehicle. e c. Family member(s) or other individual not covered by this Policy accompany the employee in the business travel. Use of personal vehicle by City employees for business travel must be approved in advance on the Travel Authorization Form. The City will reimburse one-half of the allowable IRS rate for employees who use their personal vehicle because of personal preference and convenience. e For employees receiving a monthly car allowance from the City, mileage reimbursement at the designated IRS rate will only be applicable for travel greater than 100 miles from the duty station. Actual Milea~e is reimbursable mileage, measured from the duty station to the destination and return. Parkin2 fees. tolls. and storage fees are reimbursable. Receipts are required. 3. Rental Vehicle. A receipt is necessary for reimbursement. Rental vehicles are to be used as a last resort. Use of a rental vehicle must be approved in advance. e 4. Commuting. No reimbursement shall be made for use of a personal vehicle in commuting from an individual's home to hislher duty station. . 5. City Vehicles. City employees are encouraged to use City vehicles for authorized travel. The requesting party must obey all laws of the jurisdiction in which the vehicle is being operated. The vehicle will be used in conducting City business only. A de minimis amount of personal use, such as driving the vehicle to and from dinner, may be allowed. Non-City employees may accompany City employees if they have a business interest in the travel. Use of a City vehicle must be approved by the Department Director no later than five (5) working days prior to the date of use. The City Manager or his designee may approve on a shorter notice if the situation dictates such action. If family members accompany employee on a business travel, a personal car 4 e must be used, and reimbursement will be at one-half of IRS rate in cases in which a City vehicle would otherwise be used for this travel. B. Lodging. 1. Authorization. Written approval by the Department Director must be obtained in order to qualify for reimbursement for overnight stays. e 2. Reimbursement. Each individual is responsible for his or her own request for reimbursement. Specific dates of lodging must be listed on the reimbursement request, and substantiated by an itemized receipt from a commercial10dging establishment. C. Subsistence. e A meals-and-incidental-expense-only per diem allowance will be provided based on rates available from the Director of Finance and Administration. In the event that the per diem allowance needs to bè prorated to reflect times that the employee is not in travel status or to take into account meals that are provided as part of the conference fee, the per diem allowance is assumed to be split approximately as follows: Breakfast Lunch Dinner Total % of Daily Allowance 20.00% 25.00% 55.00% 100.00% The Director of Finance and Administration will make the specifìc determination of the split of the per diem allowance when IRS rates change. No receipts are required for reimbursement of subsistence costs. e In some situations, it may be appropriate for the City to bear the full cost for a business meal including the meal costs for other individuals. Receipt and supporting documentation as to the purpose shall be provided as a part of the reimbursement request or credit card voucher for the business meal. In no case, shall the cost of alcohol be reimbursed or paid by the City without reimbursement to the City by the City employee or appointed official. e D. Daily Travel (Overnifjht). Employees and offìcials may receive allowances for meals for partial days of travel when the partial day is the day of departure or the day of return: Breakfast Depart duty station prior to 6:00 a.m. 5 e e e e e Lunch Depart duty station prior to 9:00 a.m. (day of departure) return to duty station after 3 :00 p.m. (day of return). Dinner Return to duty station after 8:00 p.m. If stopping for dinner would cause the individual to return after 8:00 p.m. when he/she would otherwise have returned before 8:00 p.m., dinner will not be reimbursed. E. Daily Travel (Not Overni~ht). To be eligible for allowances for the breakfast and evening meals, individuals must: Breakfast Depart duty station prior to 6:00 a.m. and extend the normal workday by two hours. Dinner Return to duty station after 8:00 p.m., and extend the normal workday by three hours. F. Companion Travel Costs. In situations where a family member(s) or other companion will be traveling with the City official, City employee, or other individual covered by this policy, the following procedure shall be adhered to: · Reservations and payment for air travel shall be placed on a personal credit card for the family member(s) or other companion; · Costs for meals for the family member(s) or other companion shall be paid for and accounted for separately or handled by reimbursement to the City, utilizing receipts for documentation; · The additional costs for overnight stays at a hotel/motel shall be paid for or reimbursed to the City at the cost difference above the designated "single rate." SECTION 8 Procedure for Travel Authorization. A. Submission. approval and processing of reimbursement requests. 1. The Travel Reimbursement Request and Expense Report will be submitted to the authorizing party for approval for all travel covered by this Travel Policy. After approval by the authorizing party, the form should be forwarded to the Director of Finance and Administration. 2. The Director of Finance and Administration will determine that the Travel Reimbursement Request and Expense Report has been properly approved, that 6 e e e . e Attest: it is mathematically correct, and that requested reimbursements agree to submitted receipts, when required, and are within the limits set by this Policy. If an error in the reimbursement request is found, the requesting party will be informed and the error will be corrected before payment is made. 3. The items which are N.QI reimbursable consist of, but are not limited to, the following: 1. Any miscellaneous expense not supported by a receipt. 2. Meals included in registration fees. 3. Travel to and from duty station. 4. Non-employee expense. 5. Alcoholic beverages. 6. Movie rental. 7. Snacks or drinks other than meal. 8. Any traffic fines. 4. If the amount received as a travel advance exceeds the reported travel expense, settlement must be made at the time the Travel Reimbursement Request and Expense Report is submitted; if settlement is not made, the amount due will be deducted from the employee's next paycheck. Adopted this 21 st day of August. 2001. Judy L. Davis, Mayor Jearme M. Deese, City Clerk TRA VELPOLICY 7 e e e e e Appendixes - A. B. Copy of a Travel Authorization Fonn Copy of a Travel Reimbursement Request and Expense Report Appendix 1 Appendix 2 8 e e e e e CITY OF MONROE TRAVEL AUTHORIZATION FORM Employee Name: Department: Date Funds Needed: Today's Date: Purpose of Travel/Destination: Date(s) Travel to Occur: Budget Account Number(s) to be Charged: TRA VEL FUNDS REQUESTED (insert amounts and answer questions below): Estimated Costs Funds Needed in Advance I) Registration Fees 2) Lodging Expenses 3) Meals and Incidentals Allowance 4) Transportation Costs 1$ 1$ Total Estimated Costs of Travel I $ I Funds Needed in Advance I $ I) IF REGISTRATION FEES are needed, make payable to Are registration fees to be paid in advance? YES NO 2) Name of lodging facility: Rate per night $ Government discount requested? YES NO 3) Number of meals anticipated while on travel: 4a) Will City vehicle be used for transportation? YES NO Anticipated number of miles to be traveled: (The City reimburses current IRS rate for mileage if personal auto is used for City convenience, but only //2 IRS rate if personal auto is usedfor personal convenience - any mileage paid is subject to supervisor approval) 4b) If air fair is incurred, name of airline: I HEREBY CERTIFY THAT ALL FUNDS REQUESTED ON THIS FORM ARE TO BE USED IN THE CONDUCT OF CITY BUSINESS. ANY FUNDS RECEIVED BUT NOT SPENT BY ME ARE TO BE RETURNED TO THE CITY WITHIN THREE WORKING DAYS AFTER MY RETURN FROM THIS TRAVEL. FUNDS NOT RETURNED TO THE CITY WITHIN THE SPECIFIED PERlOD MAYBE COLLECTED BY PA YROLL DEDUCTION. Employee Signature: Date: APPROVALS: Department Head/Date: City Manager/Date: CITY OF MONROE TRAVEL REIMBURSEMENT AND EXPENSE REPORT e Day/ Date NATURE OF EXPENSE TOTAL Meals and Incidentals Allowance* Lodging Registration Fees ir Fare ar Rental Cab Fare Gasoline Parking Fees Tolls Miscellaneous Other (describe) Personal auto mileage miles at $0. per mile TOTAL $ Notes/Remarks: Less Amounts Charged (list chllrges below) Total Employee Expenses $ Less Funds Advanced by City NET EXPENSE REPORT $ e CHARGES INCURRED ON CITY CREDIT CARD AMOUNT DUE (check one) CITY EMPLOYEE I CERTIFY THAT THE FOREGOING EXPENSES WERE INCURRED IN THE CONDUCT OF CITY BUSINESS. . Employee/Date Department HeadlDate Director of Finance and Administration/Date *Prorated. if applicable (Travel Policy. Section 7C) e e e e . .... - ---....-." .-.-- ----......--.---.- .-- - .. ._..._u.._.___._........_._....._........_.__'..... ______.... ., __._.___._.. __._.._.._..__n______.__..___._._"._ __ _ _ _..__.....__.m _.___ ._.._.____.._..__. " EXHIBIT C Memorandum DATE: July 19, 2001 TO: Jason Pauling, Planner COpy: Doug Spell, City Manager FROM: James N. Loyd, P. E., Director of Engineering SUBJECT: New Walter Bickett Elementary School Conditional Use Permit Review The following recommendations are made: 1) A registered Professional Engineer in the State of North Carolina shall provide a certification that said development will not cause increased offsite flooding, drainage or erosion problems. Determination of impacts shall be based on hydrologic and hydraulic engineering studies extending downstream to a point where the proposed site development represents less then ten (10) per cent of the total drainage area. The study shall be based on an analysis of both two and ten year storm events. If it is determined that the development of the site does increase the peak discharge rate, stormwater quantity control improvements must be implemented. The stormwater quantity control improvements must limit the two-year and ten-year post-development peak discharge rates to pre-development peak discharge rates, to minimize flooding, drainage, and erosion problems. These improvements may consist of nonstructural approaches such as natural swales, depressions in the land and other natural approaches, or structural approaches such as detention structures (wet and dry basins), extended detention facilities, and alternative best management practices (BMP's) with provisions for stormwater quantity control. A combination of nonstructural and structural approaches is encouraged. 2) A Traffic Impact Study is requested to determine the impact of the proposed development on existing traffic patterns within the area. The Traffic Study shall be conducted by a Traffic Engineer who is a registered Professional Engineer in the State of North Carolina. The study is to include, but not limited to, analysis of traffic generated by the proposed project in conjunction with existing land uses and conditions. Daily and peak hour impacts attributed to the project's trip generation shall be estimated and assessed, as well as cumulative impacts associated with other approved or anticipated growth within the area based on the Land Use Plan. The study should also evaluate parking and on-site access/ circulation adequacies. Mitigation measures are to be recommended to minimize a project's potential impacts on the surrounding street system. . e e e . 3) A drive permit with the NCDOT is required for the proposed improvements. At a minimum, left turn lane improvements meeting DOT requirements are requested on Lancaster Avenue (NC 200). 4) Sidewalk improvements are recommended as a requirement along the property frontage on Lancaster Avenue. Improvements shall be constructed within the right-of-way or a sidewalk easement provided outside the right-of-way. An Encroachment Permit is required for improvements within the DOT right-of-way. 5) It is recommended that access to the site be limited to Lancaster Avenue. Drive connections to Oakhill Drive or to Ann Street shall not be permitted. 6) Only one crossing of the intermittent stream is recommended with the pedestrian crossing upstream of the private drive being deleted. Stream crossings of this nature have a tendency to require maintenance and result in debris accumulation. A minimum 50-foot buffer either side of the intermittent stream is requested at all other locations except for the private drive location. 7) Sidewalk is recommended on one side of the private drive for pedestrian travel and to provide connectivity from the main campus to the field on the north side of the intermittent stream. 8) The site development plan indicates that 22 per cent of the site is proposed for impervious coverage. If site development exceeds 24 per cent impervious coverage, then watershed management techniques in accordance the Monroe Watershed Ordinance will be required. 9) On-site improvements shall comply with all State and Federal requirements for land development. Erosion Control approval is requested through the Mooresville Regional Office of the Department of Environmental Health and Natural Resources. If you should have any questions, please advise.