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04-16-2019 City Council Regular MeetingCITY COUNCIL REGULAR MEETING 300 WEST CROWELL STREET MONROE, NORTH CAROLINA 28112 APRIL 16, 2018 — 4:00 P.M. AGENDA www.monroenc.org REGULAR AGENDA Center Theatre Update 2. Monroe Science Center Update 3. Fiscal Year 2019-2020 Budget Work Session A. Revenue Trends, Fund Balance and Debt Schedule B. Overview of Fiscal Year 2020 Draft Budget 4. Funding Support for Monroe Cluster of Schools through Health Sciences Program City Council Retreat �q City Council Regular Meeting April 16, 2019 Page 71 CITY OF MONROE CITY COUNCIL REGULAR MEETING APRIL 16, 2019 MINUTES The City Council of the City of Monroe, North Carolina, met in Regular Session in the City Hall Council Chambers located at 300 West Crowell Street in Monroe, North Carolina at 4:00 p.m. on April 16, 2019 with Mayor Bobby Kilgore presiding. Present: Mayor Bobby Kilgore, Mayor Pro Tem Gary Anderson, Council Member Surluta Anthony, Council Member Marion Holloway, Council Member Lynn Keziah, Council Member Franco McGee, City Manager E.L. Faison, Assistant City Attorney J. Ashley Duncan Britt and City Clerk Bridgette H. Robinson. Absent: Council Member Billy Jordan and City Attorney S. Mujeeb Shah -Khan. Visitors: Bruce Bounds, Ron Fowler, David Lucore, Angela Duncan, Mary Lou Clark, Peter Cevallos, Eric Purser, Ryan Jones, Tonya Edwards, Pete Hovanec, Brian Borne, Sheri Laney, Gerrell Wall, Kathy Henderson, Ashley Ivey, Lisa Strickland, Russ Colbath, Pete Hovanec, Jim Loyd, Loretta Melancon, Lisa Stiwinter, Bryan Gilliard and others. (400, Mayor Kilgore called the City Council Regular Meeting of April 16, 2019 to order at 4:00 p.m. A quorum was present. REGULAR AGENDA Item No. 1. Center Theatre Update. Communications and Tourism Officer Pete Hovanec advised that the Center Theatre and the adjacent building had been purchased through hotel occupancy taxes. Mr. Hovanec advised that the process of renovating the existing structure was moving forward. He advised that the feasibility and cost estimates were completed by Webb Management and a Request for Qualifications (RFQ) contract was awarded to Clearscapes Architecture for the schematic design and construction documents. Mr. Hovanec advised that construction was progressing and finishes had been presented by the architecture design team. Mr. Hovanec advised that JM Cope of Fort Mill would serve as the project general contractor and the complete renovation and expansion was slated for completing near the end of 2019 pending weather and any other unforeseen circumstances. He advised that Staff anticipated the opening of the Center Theatre in early 2020. Mr. Hovanec advised that JM Cope had been very proactive and responsive during preconstruction meetings and had shown great enthusiasm to begin the project. He advised that the architecture team with Clearscapes had selected finishes that not only complemented the Center Theatre design, City Council Regular Meeting April 16, 2019 Page 72 Iq but also enhanced the functionality of the facility. Mr. Hovanec advised that the selected finishes also allowed the project to maintain the construction timetable and allows the project to remain within budget. Clearscape Designer Myly Hazlehurst provided a snapshot of the progress being made on the Center Theatre. She shared examples of the exterior and interior finishes. As this was informational only, there was no action required of Council Item No. 2. Monroe Science Center Update. Communications and Tourism Officer Pete Hovanec advised that Staff was moving forward with the renovation and development of the 16,000 -sq. ft. Monroe Science Center facility located at 316 E. Franklin Street. Mr. Hovanec advised that the architect, Morris -Berg, had completed the overall design and Verner Johnson had been secured to assist in the exhibit design development. Mr. Hovanec advised that the General Contractor, HM Kern, had been awarded the bid and was on site at the Science Center working. He advised that the project was slated to take roughly 270 days and a completion date near the end of August 2019 (pending weather or any other unforeseen occurrences). Mr. Hovanec advised that Staff was working to develop the exhibit areas and raise the needed funds for the exhibit purchases. He advised that Staff had identified several exhibits that could be secured and ready for installation over the next 12 months. He shared that the exhibits ranged from a topography box and electronic microscopes to gyroscopes and touchscreen anatomy tables. Mr. Hovanec advised that the architects and Design Team members from Morris Berg had selected finishes that not only complemented the Science Center design but also enhanced the functionality of the facility. He advised that the selected finishes also allowed the project to maintain the construction timetable and allowed the project to remain within budget. Morris -Berg Architect Matthew Hart and Interior Designer Emily Miller of Morris Berg provided renderings of the proposed Monroe Science Center sharing examples of the interior finishes. As this was informational only, there was no action required of Council Council Member McGee asked if there were two leasable spaces. Mr. Hovanec advised that there were two spaces that were approximately 600 sq. ft. Item No. 3. Fiscal Year 2019-2020 Budeet Work Session. A. Revenue Trends, Fund Balance and Debt Schedule. Finance Director Lisa Strickland reviewed the property tax collection history from 2015-2020: Fiscal Year Assessed Valuation Tax Rate % Chane Revenue Collection Collection 2015 1 $3,202,082,136 0.5550 -2.1% $17,437,483 97.91% City Council Regular Meeting April 16, 2019 Page 73 IM Fiscal Year Assessed Valuation Tax Rate %Chane Revenue Collection Collection % 2016 $3,052,188,212 0.5863 -4.7% $17,674,287 98.53% 2017 $3,115,160,566 0.5863 2.1% $18,085,768 98.76% 2018 $3,270,830,998 0.5863 5.0% $19,073,665 99.02% 2019 $3,322,038,634 0.6163 1.6% $20,300,260 99.08% 2020 $3,320,997,348 0.6163 -0.03% $20,278,260 N/A Ms. Strickland noted that the assessed value did not include the motor vehicles. She advised that the revaluation was completed in Fiscal Year 2016. She advised that the 2019 and 2020 revenue amounts were a projection and the 2020 Assessed Value was from the Union County Tax Assessor. Ms. Strickland discussed sales tax revenue and reviewed the sales tax collection history from 2015- 2020: Fiscal Year 2015 Total County Ad Valorem Tax in 1,000's $200,282,357 Monroe's Ad Valorem Tax in 1,000's $19,328,664 % of Value Based Distribution 9.65% Revenue Collection $5,428,591 % Change 5.7% 2016 $229,586,122 $19,265,847 8.39% $5,248,826 -3.3% 2017 $228,190,576 $19,623,523 8.60% $6,195,900 18.0% 2018 $233,562,431 $19,934,686 8.54% $6,215,031 0.3% 2019 $246,449,871 $20,991,020 8.53% $6,584,321 5.9 2020 $244,721,638 $22,291,944 9.12% $6,750,000 2.5% (400" Ms. Strickland advised that the Fiscal Year 2019 and Fiscal Year 2020 revenue amounts were projections. She advised that the distribution was based on TR2 tax value from the prior year. Ms. Strickland advised that the City increased the tax rate by three cents and Union County decreased their tax rate by three cents. IM In discussing utility sales tax revenue for 2015-2020, Ms. Strickland reviewed the following chart outlining the sales tax collection history and projection: Fiscal Year Electric Sales Tax Natural Gas Sales Tax Telecom Tax Cable Tax Total Utility Sales Tax % Change 2015 $2,604,093 $21,185 $407,239 $229,820 $3,262,337 28.7% 2016 $2,593,140 $99,932 $346,949 $212,516 $3,252,537 -0.3% 2017 $2,713,951 $187,539 $334,384 $226,774 $3,462,648 6.5% 2018 $2,675,043 $186,553 $312,330 $216,140 $3,390,065 -2.1% 2019 $2,708,359 $142,438 $296,802 $205,114 $3,352,173 -1.1% 2020 $2,728,671 $140,586 $280,735 $194,483 $3,344,475 -0.2% Ms. Strickland noted that the 2019 and 2020 amounts were projections. Ms. Strickland stated that the General Fund Balance over Fund Balance Policy (25%) as of March 4, 2019 was $5,007,740. She noted that typically this was considered as "one-time use" money that was available for capital projects, programs to reduce operating costs or reducing deferred maintenance. Ms. Strickland stressed to Council the need to be careful to not cause increases in operating costs without corresponding increases in annual revenues. City Council Regular Meeting April 16, 2019 Page 74 t IM A Ms. Strickland reviewed the General Fund Balance activity, discussing the formal assignments and unassigned above City Fund Balance Policy as outlined in the below chart: In reviewing the scheduled debt payments, Ms. Strickland reviewed the below chart which included General and Subsidized Fund debt (including principal and interest): Purpose Formal Assignment Unassigned Total Above Polic As of March 4, 2019 2023 Economic Incentive - Land $79,204 Unassigned $79,204 $5,007,740 - Airport Grant Acceptance $1,006,815 $52,273 $52,273 Airport Operations 5 -Year Subsidy $500,000 Economic Incentive - Land ATI $87,649 Street Resurfacing 5 -Year Program $600,000 $87,649 $87,649 Total Balance as of April 1, 2019 $2,106,815 $5,007,740 $7,114,555 Projected Activity Remainder of Fiscal Year 2019 $60,265 2011 Revenue bonds - Ai ort $994,613 Addition at Fiscal Year End - Ad Valorem Tax $992,313 $332,475 $994,313 Addition at Fiscal Year End - Revenue Sales Tax $141,064 $488,943 $140,670 Addition at Fiscal Year End - Savings Personnel Cost $140,629 $500,000 $72,425 Addition at Fiscal Year End - Savings Debt Service new facilities) $423,000 Balance projected as of June 30, 2019 $2,106,815 $6,752,158 $8,858,973 Projected Activity for Fiscal Year 2019 - to be used in Budget $166,898 Fire Truck Fiscal Year 2014 $176,709 Funding for Street Resurfacing (year 4 of 5) ($300,000) Funding for Airport Operational Subsidy (year 4 of 5) ($250,000) $488,510 $479,270 Proposed Use of Unassigned Fund Balance for One- Time Expenses $460,790 ($2,759,934) $16,515 Balance pr9jected as of July 1, 2019 $1,556,815 $3,992,224 1 $5,549,039 In reviewing the scheduled debt payments, Ms. Strickland reviewed the below chart which included General and Subsidized Fund debt (including principal and interest): Purpose 2019 2020 2021 2022 2023 Economic Incentive - Land $79,204 $79,204 $79,204 $79,204 - Economic Incentive - Land Allvac $52,273 $52,273 $52,273 $52,273 Economic Incentive - Land ATI $87,649 $87,649 $87,649 $87,649 $87,649 Airport Hangar Construction $60,265 $60,265 $60,265 $60,265 $60,265 2011 Revenue bonds - Ai ort $994,613 $993,013 $992,313 $993,313 $994,313 2017 Revenue Bonds -Ai ort $141,064 $140,900 $140,670 $140,711 $140,629 Street Maintenance Building $72,425 $35,205 Winchester Center/J. Ray Shute Gym $183,927 $179,670 $175,413 $171,155 $166,898 Fire Truck Fiscal Year 2014 $176,709 Fire Station #4 $497,750 $488,510 $479,270 $470,030 $460,790 Replace Finance Servers/ Maintenance Agreement $16,515 $1,376 Fire Truck Replacements Fiscal Year 2017 $157,011 $200,372 $199,733 $200,030 $200,240 City Council Regular Meeting April 16, 2019 Page 75 IM A A Purpose 2019 2020 2021 2022 2023 Fire Truck Replacements Fiscal $189,210 $189,871 $189,454 $189,915 $189,224 Year 2018 per $300,000 $0.903 $48,677,592 Spending Increase per $500,000 Fire Truck Replacement Fiscal $81,129,320 $74,520 $74,810 $75,040 $75,210 Year 2019 (Estimate)** Fire Truck Replacement Fiscal $110,500 $107,950 $105,400 Year 2020 (Estimate)** Center Theatre and Parking $86,486 $402,075 $393,275 $379,475 $368,725 Area at Five Points Senior Center (Estimate $290,639 $308,079 $302,425 $293,999 $3,566,792)*** Police Headquarters (Estimate $971,296 $1,029,579 $1,010,688 $982,527 $11,250,569)*** TOTAL DEBT PAYMENT $2,795,101 $4,246,838 $4,372,487 $4,320,723 $4,125,868 "Proposed 10 -year term at 3%; 'Proposed 20 -year term at 3.5% B. Overview of Fiscal Year 2020 Draft Budget. Ms. Strickland next reviewed Budget metrics, highlights of the citywide initiatives, highlights of the proposed changes by Department including new or non -routine initiatives greater than $10,000 and the Budget schedule. She advised that the City used a base budget method of budgeting. Ms. Strickland advised that Staff had included total replacement dollars that had been allocated to the Departments to allow Council to see the kind of dollars being spent on replacement items. She also shared that there were quite a few positions requested through the Budget; however, there just was not enough bandwidth to approve the requested positions. Ms. Strickland discussed the budget metrics for 2020 which included real property and personal property. She advised that this excluded motor vehicles. Ms. Strickland reviewed the following charts: Pro a Tax New Revenue 1 Cent of Tax Rate $332,162 Based on 2018 Valuation @ 61.63 Cent Rate $1 Million New Taxable Value $6,163 $20 Million New Taxable Value $123,260 Ms. Strickland reviewed the recommended citywide initiatives for Fiscal Year 2020: Included/Recommended General Fund All Funds 4% Merit Increase for all Employees (increase from 2%) General Fund Expense Additions Increase Property Tax Rate I New Taxable Value Re uired Spending Increase per $100,000 $0.301 $16,225,864 Spending Increase per $300,000 $0.903 $48,677,592 Spending Increase per $500,000 1 $1.505 $81,129,320 Ms. Strickland reviewed the recommended citywide initiatives for Fiscal Year 2020: Included/Recommended General Fund All Funds 4% Merit Increase for all Employees (increase from 2%) $226,994 $331,495 Increase City Contribution for Health Insurance 5% $188,978 $283,077 Increase City Contribution for Retirement 1.2% (State mandated) $222,011 $333,900 Air Show (net of revenue) $90,000 Outside Agency Funding $319,450 City Council Regular Meeting April 16, 2019 Page 76 A IM Included/Recommended General Fund All Funds Increase in Economic Development Cash Incentive Grants (Total Budget $615,212) $78,388 Fund Balance Tuition Reimbursement Program Increase (total $60,000) $35,000 Fund Balance Debt Service for Center Theatre $402,075 Fund Balance Debt Service for Police Headquarters (tax increase $996,486) $971,296 Operating Debt Service for Senior Center $290,639 Fund Balance SubsidL for Center Theatre (for first year of operation) $251,429 Fund Balance With regard to the item for a 5% increase in the City's contribution for health insurance, Mayor Kilgore stated that based on prior information presented to Council, it was his understanding that the health insurance would not be increasing. City Manager Faison advised that the trend that Mark III shared previously with Council was that they were forecasting a trend of increasing costs of medical expenses. He advised that although the City's plan was not experiencing a year -over -year increase, Staff was recommending to Council that the City try to get ahead of that and bank some money in the fund so that when increases started forthcoming, it would not be as big of a hit to the City as otherwise might be. Ms. Strickland stated that this was a City premium only and there were no increases to employees. Mayor Kilgore requested the difference between the 2018-2019 Outside Agency Funding and the proposed funding for 2019-2020. Ms. Strickland advised that there was a proposed increase of approximately $30,000 for Fiscal Year 2019-2020. Ms. Strickland next discussed the departmental requests. She reviewed the request of the Public Information Department: Included/Recommended Amount Funding Source New Fulltime Communications Specialist $61,004 Operating Mayor Kilgore asked if the proposed amount reflected benefits and salary. Ms. Strickland advised that the amount was for benefits and salary. Ms. Strickland reviewed the requests of the Facilities Maintenance Department: Included/Recommended Amount Fund ng Source Replace Dickerson Gym Roof $165,000 Fund Balance HVAC Replacements $50,000 Fund Balance Addition to Facility Maintenance Shop $32,000 Fund Balance Highway 74 Annual Bed Maintenance $11,000 Operating Repairs to Plaza $80,000 Fund Balance Capital Equipment Re lacements $16,000 Fund Balance Total $354,000 City Council Regular Meeting April 16, 2019 Page 77 Excluded/Delayed Amount ADA Improvements to City Facilities $30,000 Fulltime Facility Maintenance Worker 11 $52,237 City Hall Parking Lot Amenities $25,030 Painting at Recreation Centers 1 $13,350 Total 1 $120,617 Mayor Kilgore asked if the proposed Budget included any funding for Christmas decorations or lighting. Ms. Strickland advised that no funding for Christmas decorations or lighting were added to the Budget. Mayor Kilgore asked for confirmation that items being proposed to be taken from Fund Balance would be taken out of the "Total Above Policy" balance which Staff advised was currently $5,549,039. Ms. Strickland advised that was correct. She advised that with this proposed Budget, this would bring the balance to approximately $4 million. Council Member McGee asked which Recreation Centers needed to be painted. Facility Superintendent Eric Purser advised that in the decision package submitted as part of the Budget process, Staff included painting at the Recreation Centers that were on a five-year rotation. He advised that these included Dickerson, J Ray Shute, Sutton Park and the Winchester Gym. Council Member McGee asked why they were excluded from the Budget. Assistant City Manager Brian Borne advised that the proposed painting was scheduled/ preventative maintenance. He advised that the Recreation Centers were painted approximately every five to seven years. Mayor Pro Tem Anderson stated that the cost to paint these facilities was only $13,000 and he felt if it needed painting it needed to be painted and kept looking nice. Council Member McGee stated that he did not understand this not being included. He questioned why the Recreation Centers were not on the included list if they were in need of painting. Council Member McGee stated that since it would cost a small amount of money to paint the facilities, he did not see why this could not be included in the Budget. He stated that the City wanted the Recreation Centers to look as nice as possible. Ms. Strickland advised that if the City Manager was amenable to adding the item to the Budget, Staff would be glad to make the change. (hw City Manager Faison stated that if this was the consensus of Council, Staff would make the adjustment. He advised that when preparing the proposed Budget, there were a number of equally prioritized requests that he did not see could allow funding of painting the Recreation Centers. City Council Regular Meeting April 16, 2019 Page 78 7 A Consensus of Council to approve painting at Recreation Centers in the amount of $13,350. Ms. Strickland reviewed the requests of the Finance Department: Included/Recommended New Budgeting Software Consulting Services for Other Post Employment Benefit Stud Capital Equipment Re lacements Total Excluded/Delayed New Grants Administrator Position Part -Time 30 Hours) Increase Customer Service Representative Hours (Part -Time 20 to Part - Time 30 Hours) Increase Warehouse Clerk/Buyer Hours (Part -Time 30 to Full -Time 40 Hours) Total Amount FFunding Source $109,692 Fund Balance $15,000 Operating $130,840 Fund Balance $255,532 $77,038 Amount $236,296 $77,629 $72,000 $26,593 Salt/Sand Storage Shed $14,881 Fund Balance $119,103 $174,500 Ms. Strickland reviewed the requests of the Human Resources Department: Excluded/Delayed Amount Office Expansion for New Staff $24,000 Temporary Labor $14,532 Full -Time Human Resources Manager $120,726 Full -Time Human Resources Analyst I $77,038 Total $236,296 Ms. Strickland reviewed the requests of the Engineering Department/Street Division: Included/Recommended Amount Funding Source Operations Center Parking Lot Paving (Cost Share) $23,667 Fund Balance Restriping Parking Lots and On -Street Parking $10,000 Fund Balance Parking Lot Resurfacing (Dickerson Park) $10,000 Fund Balance Resurfacing Hillcrest Cemetery Streets $72,000 Fund Balance Salt/Sand Storage Shed $100,000 Fund Balance Capital Equipment Re lacements $174,500 Powell Bill Total $390,167 Excluded/Delayed Amount Parking Lot Resurfacing (Church Street at Railroad Depot $170,000 Sidewalk Maintenance $200,000 New Parkin Lot (Old Scott Aviation Lot) $1,550,000 Tall Equipment Shelters $18,000 Full -Time Street Sign Technician $59,722 Full -Time Construction Inspector (includes vehicle) $121,547 Full -Time Street Maintenance Worker II (4) $258,821 Pavement Condition Index Survey $55,000 Critical Intersection Analysis $10,000 City Council Regular Meeting April 16, 2019 Page 79 L Mayor Kilgore asked if the excluded item, Sidewalk Maintenance, was for any particular area of sidewalk or just general sidewalk maintenance. Engineering Director Jim Loyd advised that Staff had not identified a specific project; however, any location would have approval of the Public Enterprise Committee. He advised that the work would have been completed by a private contractor. Mayor Kilgore asked for the purpose of a Pavement Condition Index Survey. ,. Mr. Loyd advised that an outside firm came in and evaluated all the pavement. He advised that Staff then used that survey to help rate and determine which streets needed to be in order. A Ms. Strickland reviewed the requests of the Planning/Community Development Department: Included/Recommended Amount Funding Source Implementation Concord Avenue Area Redevelopment (total request was for $500,000 $250,000 Fund Balance Winchester Neighborhood Revitalization (total request was for $300,000) $150,000 Fund Balance Total $400,000 Ezcluded/Delayed Amount Full -Time Planner $78,646 Total $78,646 Mayor Kilgore stated that he thought that part of the funding had been set aside for the Concord Avenue Area Redevelopment. Ms. Strickland advised that Staff had originally requested $500,000 and Council approved $250,000. Mayor Kilgore asked if there was not funding in reserve for this project. Planning and Development Director Lisa Stiwinter advised that starting in 2015, there had been reserve money put in the Budget for this project. However, Ms. Stiwinter advised that Staff had brought before Council five properties with Offers to Purchase. She stated that Staff was close to closing on these properties and this would take up most of that funding. Ms. Strickland reviewed the requests of the Code Enforcement/Building Standards Department: Excluded/Delayed Amount Full -Time Code Enforcement Officer I (includes vehicle) $103,202 Full -Time Building Inspector I (includes vehicle) $122,930 City Council Regular Meeting April 16, 2019 Page 80 Excluded/Delayed Amount Total $226,132 4 Ms. Strickland reviewed the requests of the Police Department: 21 Included/Recommended Amount Funding Source Capital Equipment Re lacements $576,000 Operating Total $576,000 Excluded/Delayed Amount Full -Time Crime Scene Technician (includes vehicle) $112,800 Full -Time Police Officers (2) (includes vehicles) $233,538 Temporary Police Officers $47,060 Increase General Supply Budget $10,000 Total $403,398 Ms. Strickland reviewed the requests of the Fire Department: Included/Recommended Amount Funding Source Breathing Apparatus for Station #6 (4) $40,000 Fund Balance Dum ster Enclosure at Station #4 $30,000 Fund Balance Increase in Education Incentive Program $50,000 Operating Replace Oshkosh Airport Blaze Unit $850,000 Installment Financing Capital Equipment Re lacements $160,500 Fund Balance Total $1,130,500 Excluded/Delayed Amount 3/4 Ton Pickup Truck $55,000 Fencing for Training Grounds $25,000 Storage Buildings for Fire Department Trailers $25,000 Full -Time Fire Captains (3) $282,843 Full -Time Shift Safety and Training Captains (3) $282,843 Increase Overtime Pa $20,000 Uniforms and Shoes (protective vests) $56,000 Fire Station #1 Renovation $30,000 Fire Station #2 Renovation $200,000 Fire Station #3 Renovation $650,000 Burn Building at Fire Training Center (possible cost share with Union County) $1,000,000 Total $2,626,686 Fees Schedule Changes Amount Effect on Revenue Change wording to list types of tents or air supported structures to match North Carolina fire code N/A Air supported structure (greater than 400 sq. ft.) $40 Tent with walls (greater than 800 sq. ft.) $40 Tent without walls (greater than 1,800 sq. ft.) $40 Mayor Pro Tem Anderson asked if Staff was hoping to get Station #6 opened within the next year or was this pre -planning. City Council Regular Meeting April 16, 2019 Page 81 A Mr. Fowler stated that Staff's goal was to get Station #6 opened within the next year. He advised that the requested breathing apparatus was to equip the truck for Station #6. City Manager Faison stated that the personnel requests for the Police Department Crime Scene Technician, two Police Officers and the three Fire Department Captains represented his number one priority for staffing. He stated that if the City saw a more robust forecast in property values and property revenues come from Union County in June or July, he would ask Council to be forwardly sensitive to a request of Council at that time to look at funding some or all of those positions. City Manager Faison reiterated that public safety was his number one priority with emphasis on getting the Staff and capacity to man Fire Station #6. Mayor Kilgore asked if the Police Department currently had a Crime Scene Technician. Police Chief Bryan Gilliard advised that the Police Department did not have a Crime Scene Technician. He advised that the detectives were currently handling this responsibility. Council Member Anthony asked if there was a greater need for the Fire Captains and Training Captains than for Firemen. Mr. Fowler advised that Staff had requested three Fire Captains and three Shift Safety and Training Captains. He advised that the three Captains would start the staffing at Station #6. Mr. Fowler advised that each truck had a Captain, a driver and two Firefighters. He advised that Staff's logic for these requests was to have the three Captains at Station #6 and then they would pull Firefighters or drivers from other stations to finish out that company. Mr. Fowler stated that the Shift Safety and Training Captains would be the second in command on that shift (much like a Battalion Captain). He advised that their primary responsibility would be to serve as that full-time Shift Safety Training Captain for that shift. Mr. Fowler advised that the Shift Safety and Training Captains would also be doing investigations of minor incidents, code enforcement needs, etc. Council Member Anthony asked if pulling Firefighters from other stations left the other stations fully staffed. Mr. Fowler stated that they had to pull from some of the other companies until the City got to a point it was able to staff Station #6. He advised that it would take 12 people to fully staff Station #6. Mr. Fowler stated that Staff s proposal was to start with those three positions and work towards the goal of having four employees per shift instead of three employees per shift. Ms. Strickland reviewed the requests of the Information Technology Department: Included/Recommended Amount Funding Source Intrusion Detection and Prevention System $100,000 Fund Balance Multi -Channel Fiber Conversion $75,000 Fund Balance Additional Microsoft Licensing $12,500 Operating Power Distribution Units (replace 6) $10,800 Operating City Council Regular Meeting April 16, 2019 Page 82 IM L D Included/Recommended Amount Funding Source Capital Equipment Re lacements $35,000 Fund Balance Total $233,300 Excluded/Delayed Amount Full -Time System Administrator I $87,110 Full -Time System Administrator III $118,578 Total $205,688 Ms. Strickland reviewed the requests of the Parks and Recreation/Park Maintenance Department: Included/Recommended Amount Funding Source AED for Community Centers $10,955 Operating Dickerson Park Tennis Court Parkin Area $33,720 Fund Balance Fence Replacement $65,000 Fund Balance Picnic Shelter at Old Armory $68,500 Fund Balance Purchase Truck for Parks Maintenance Superintendent $45,000 Fund Balance Greenway Construction $100,000 Fund Balance Capital Equipment Re lacements $225,500 Fund Balance Control Link on Bathrooms at Creft Park $21,000 Fund Balance Total $569,675 Excluded/Delayed Amount Entry Signage for Parks $20,000 Total $20,000 Fees Schedule Changes Amount Effect on Revenue Facility Rental Fees Add rate for gym use for practice purposes (up to 3 hours maximum) $40/50 per hour $4,000 Add Security Officer Fee (currently charging) $35/hour N/A Add Refundable Damage Deposit (currently practicing) '/z rental fee N/A Add note clarifying non-profit rental discounts (for Union County entities only) $600 Athletic Team Fees Add discount for all youth sports for participants meeting eligibility requirements 30% discount/ resident onl ($1,262) Council Member McGee asked which park bathrooms were open during the day. Parks and Recreation Director Tonya Edwards advised that currently Belk Towanda was open during the day, Creft would be open during the summer months Monday through Friday from 9:00 a.m. to 5:00 p.m. and Sunset Park would be open during the summer months Monday through Friday from 9:00 a.m. to 5:00 p.m. Ms. Edwards advised that Creft Park was the next park that Staff would like to make automated. She advised that Belk Tonawanda stayed open until sunset on the automation system. bw City Council Regular Meeting April 16, 2019 Page 83 L Council Member McGee advised that he had received several calls within the last couple of weeks regarding the bathrooms at the parks being locked. He asked if there was not another option to have them open. Ms. Edwards stated that another option would be to hire people that could lock/unlock the bathrooms. She advised that there was limited funding in field attendants who were being used on weekends. Ms. Edwards advised that Staff also had to ensure that the bathrooms remained clean throughout the day. She advised that Staff s goal was to have all park bathrooms on an automated locking system. Council Member McGee asked which parks did not have entry signs. Ms. Edwards advised that the requested signs being delayed were for Parks Williams Athletic Complex and Creft Park Ballfield. Council Member Anthony asked if the rate for gym use for practice purposes was geared towards organized teams. Ms. Edwards advised that the fee would be for organized team practices such as AAU teams on a limited basis when gyms were not being utilized for Center activities. Mayor Kilgore recessed the meeting at 5:17 p.m. Mayor Kilgore reconvened the City Council Special Meeting at 5:50 p.m. Ms. Strickland reviewed the requests of the Golf Course: Included/Recommended Amount Funding Source New Pump Station/Building for Irrigation System $240,000 Fund Balance Bunker/Tee Box Renovations $50,000 Fund Balance Capital Equipment Re lacements $14,000 Fund Balance Total $304,000 O eratin Fees Schedule Changes Amount Effect on Revenue Increase membership fees as follows: $115,000 Fund Balance Senior Rate (Monday -Friday) Cart and Green Fee 9 Holes current rate $16/$16) $18/$18 $2,880 18 Holes (current rate $28/$28) $30/$30 $4,320 Ms. Strickland reviewed the requests of the Monroe Aquatics and Fitness Center: Included/Recommended Amount Funding Source Treadmill Replacements $42,000 Operating HVAC Replacements $22,000 Fund Balance Fitness Room Floor Replacement $50,000 Fund Balance Hot Water Boiler $13,500 O eratin Waterpark Locker Room Floors $15,500 Operating Whirlpool Renovation/Replacement $115,000 Fund Balance City Council Regular Meeting April 16, 2019 Page 84 L t Ln A Included/Recommended Amount Funding Source Building Repairs $20,500 Operating Pool Repair and Maintenance $14,400 Operating Capital Equipment Re lacements $11,500 Fund Balance Waterpark Main Slide Painting $10,000 Operating Total 7 $314,400 Operating Ms. Strickland reviewed the requests of Downtown: Included/Recommended Amount Funding Source Wayfinding Phase I, I1 and III Construction $235,776 Fund Balance Total $235,776 Operating Excluded/Delayed Amount Fund Balance Street Furniture for Downtown $120,000 Operating Update Master Plan $100,000 Operating Roundabout at Charlotte Avenue and Lancaster Avenue $2,191,440 Operating One Way Street Conversion (design only — construction cost $10 — 12.5 million) $1,200,000 Operating Morgan -Windsor Alley Improvements $900,000 Operating Total $4,511,440 Operating Ms. Strickland reviewed the requests of the Stormwater Fund: Included/Recommended Amount Funding Source To o Box Sand Model $25,000 Fund Balance Full -Time Environmental Educator (cost share 50% Solid Waste) $40,737 Operating Drainage Request Tracking and Ranking System $40,000 Fund Balance Construction Material/Supplies for Stormwater Maintenance $20,000 Operating Engineering Study for drainage concerns $30,000 Operating Total $155,737 Operating Excluded/Delayed Amount Operating Stormwater Asset Management Program $25,000 Operating Drone Survey of Streams $3300 Operating Total $58,000 Ms. Strickland reviewed the requests of the Water/Sewer Fund: Included/Recommended Amount Funding Source Operations Center Parking Lot Repairs (cost share) $23,667 Operating Increase Contract Services Funding $10,000 Operating Lucity Annual Licenses and Air Watch $17,014 Operating Data Plan Increase for Additional Users $10,176 Operating New Ground Penetrating Radar $18,000 Operating Increase Contracted Materials and Labor $50,000 Operating New Flow Meter and Aeration System at Stewart Creek Lift Station $30,000 Operating Increase Streets -Direct Cost for New Taps $10,800 Operating Dry Chemical Storage $100,000 Operating City Council Regular Meeting April 16, 2019 Page 85 11 (4w A C Included/Recommended Amount Funding Source Electrical Upgrades per Electric Stud (Phase III) $150,000 Operating Alternative Electrical Feed Source for the Water Treatment Plant $169,000 Operating Valve Inspection and Rebuild at the Water Treatment Plant $20,000 Operating Revised Chemical Budget (increased costs) $147,000 Operating Engineering Related to Dry Bulk Storage Building $15,000 Operating Wastewater Treatment Plant Future Expansion - Land Purchase $1,800,000 Capital Reserve NCDOT Skyway/74 Bridge Project Utility Relocations $700,000 Operating Upgrade Carbon Feed System $350,000 Operating Capital Equipment Re lacements $749,500 Operating Total $4,370,157 Operating Fees Schedule Changes Effect on Revenue Operating Water rate increase = 3.2% pursuant to 15 year rate model $223,224 Operating Sewer rate increase = 3.2% pursuant to 15 year rate model $270,746 Operating Consumer Price Index - increase for administrative and non- construction fees = 1.91% (based on US Bureau of Labor, South Urban region) $760 Operating Construction Cost Index - increase for construction related fees including capacity fees = 2.92% (based on Engineering News Record statistics) $14,100 Operating Ms. Strickland reviewed the requests of the Electric Fund: Included/Recommended Amount Funding Source Legal Services to Review Power Supply Issues $25,000 Operating Increase Funding for Contract Labor for Schematic Drawing Updates $20,000 Operating Increase Funding for Contract Labor to fill in for Vacant Design Manager $250,000 Operating Asset Management Software $15,000 Operating Operations Center Parking Lot Repairs (cost share) $23,667 Operating Substation Transformer Bushings $72,000 O eratin Fiber Optic Splicing Trailer $40,000 Operating Additional Overtime for Electric Maintenance Division $26,205 Operating Subdivision Construction $340,000 Operating Extend 35 kV Circuit from Stafford Street to Camp Sutton $250,000 Operating Telecommunications $200,000 Operating AMI Metering Solutions $100,000 Operating Replace/Retire Uptown Vault Switches and Cables $100,000 Operating NCDOT Skywayn4 Bridge Project Utility Relocations $65,000 Operating Replace/Retire Old Underground Primary $60,000 Operating Substation Wildlife Protection and Security $25,000 Operating Add Additional Rock to Substation Yards $25,000 Operating NCDOT US 74 Widening from Dickerson to Rocky River Utility Relocations $460,000 Operating Corporate Center Expansion $250,000 Operating Extend 35 kV Circuit from Airport Substation to Rocky River Road $150,000 Operating SCADA System Upgrade $50,000 Operating Capital Equipment Re lacements $656,000 Operating City Council Regular Meeting April 16, 2019 Page 86 IM IM 0 A Included/Recommended Amount Funding Source Purchase Additional Storage for Energy Services (cost share with Natural Gas) $200,000 Operating Total $3,402,872 Operating Ms. Strickland reviewed the requests of the Natural Gas Fund: Included/Recommended Amount Funding Source Compact Excavator $100,000 Operating Utility Locators 3) $30,000 Operating Full -Time Energy Services Locator Position (includes truck) $133,765 Operating Additional Standby Pay for Utility Locators $14,892 Operating Full -Time Gas Technician I Position $69,509 Operating Increase Vehicle Maintenance Budget $14,000 Operating NCDOT US 74 Widening from Dickerson to Rocky River Utility Relocations $500,000 Operating Subdivision Construction $400,000 Operating AMI Metering Solutions $100,000 Operating SCADA System Upgrade $50,000 Operating Distribution Integrity Management Program $150,000 Operating Cathodic Protection Remediation/Replacement $50,000 Operating Pipeline Replacement $125,000 Operating Revenue Based Expansions $100,000 Operating System Reinforcement Projects -Miscellaneous $100,000 Operating Transmission Pipeline Integrity Management Assessment $35,000 Operating Capital Equipment Re lacements $125,000 Operating Purchase Additional Storage for Energy Services (cost share with Electric $200,000 Operating Total $2,297,166 Ms. Strickland reviewed the requests of the Solid Waste Fund: Included/Recommended Amount Funding Source Full -Time Environmental Educator (cost share 50% Stormwater) $36,825 Operating Total $36,825 Excluded/Delayed Amount Full -Time Solid Waste Technician $66,663 Total $66,663 Mayor Kilgore asked what would be the responsibilities of the Solid Waste Technician position. Ms. Strickland advised that one duty of the position would be to answer the calls regarding solid waste. Mayor Kilgore questioned if the call volume was too much for the current Solid Waste Coordinator (, to be able to handle. Ms. Strickland advised that there were a lot of calls regarding solid waste issues. City Council Regular Meeting April 16, 2019 Page 87 Council Member Anthony asked if a part-time Solid Waste Technician would not be sufficient. Mr. Loyd advised that a part-time technician would help. He advised that one of the issues Staff faced was when the Solid Waste Coordinator was out of the office for any length of time, it disrupted the responsibilities of other employees filling in during the absence. Mayor Kilgore asked how many solid waste calls Staff received. Mr. Loyd advised that he did not have that information on hand but he advised that the position stayed busy all day responding to calls. He advised that the call volume did not allow the Solid Waste Coordinator time to go in the field and verify various circumstances. Mr. Loyd advised that taw the requested technician would allow Staff to be more responsive to the concerns of the customers. D Ms. Strickland reviewed the requests of the Charlotte -Monroe Executive Airport Fund: Included/Recommended Amount Funding Source Mowing Cost Increase $12,280 Operating Capital Equipment Re lacements $17,740 General Fund Balance Total $30,020 Excluded/Delayed Amount Awning Cover for Mobile Fuelers $30,000 Consultation — Maintenance Hangar $100,000 Total $130,000 Mayor Kilgore asked why there was an increase of $12,280 in the mowing cost. Airport Manager Peter Cevallos advised that there was more grass to be cut and it had to be maintained to the standards of the FAA especially with the approach lighting system. Ms. Strickland advised that the presentation of the Budget Message, proposed Ordinance adopting the Fiscal Year 2019-2020 Fees Schedule (Effective July 1, 2019) and a request to call for the budget public hearing to be held on June 4, 2019 were scheduled to be on the May 7, 2019 City Council Regular Agenda. She advised that the public hearing and adoption of the Budget were scheduled for the June 4, 2019 City Council Regular Meeting. Mayor Pro Tem Anderson asked when Staff would know whether or not the additional staffing for Police and Fire could be funded. Ms. Strickland advised that this would not be until the summer. Mayor Pro Tem Anderson asked if that would be handled by an amendment to the Budget. Ms. Strickland advised that was correct. City Council Regular Meeting April 16, 2019 Page 88 Item No. 4. Funding Support for Monroe Cluster of Schools through Health Sciences Program. City Manager Faison advised that on November 17, 2017 Council adopted a Resolution approving an Interlocal Agreement for one-time funding in the amount of $200,000 for support of the Union County Board of Education's (UCBOE) Health Programs within the City of Monroe (R-2019-69). City Manager Faison advised that by request of Mayor Pro Tem Anderson and Mayor Kilgore, Council was requested to consider additional funding for the same initiative. He advised that there was no funding allocated in the current Fiscal Year. Council Member Keziah asked how the program was working out. City Manager Faison advised that Staff had not received a specific report but at a Rotary Meeting the School Superintendent offered an overview of how the schools were doing and the graduation rates. He advised that the School Superintendent touched on the successes of the health program. Council Member McGee asked if there was someone from the school system who could provide a presentation and advise why the funding was needed. City Manager Faison stated that he was not proposing the funding and would defer this request to the Mayor and Mayor Pro Tem. Mayor Pro Tem Anderson advised that the funding was going towards some of the salaries for (4w", their specialists. He advised that he had been to Monroe Middle School (MMS) and he had been extremely impressed with what he had seen. Mayor Pro Tem Anderson stated that he felt it was important for the City of Monroe to continue to support the inner City schools. Council Member McGee stated that he agreed. He stated that the only issue he had with this funding was that Benton Heights Elementary School was a school of the arts and he felt that MMS was all about the sciences. Council Member McGee stated that he would love to see MMS implement some type of art program so that students would have a place at MMS. He stated that he felt art students were being left behind because there was not a pathway to have students go to Central Academy of Technology and Arts and be successful in the arts program there. Mayor Pro Tem Anderson agreed and felt that this was dialogue to have with the UCBOE. Council Member Anthony asked for the amount of funding being requested, information on how the program was progressing and the percentage of students participating. She stated that she was unaware that they had asked for funding, Mayor Pro Tem Anderson advised that UCBOE had asked for funding. Council Member Anthony asked what they asked for. Mayor Pro Tem Anderson advised that they were asking for $200,000. City Council Regular Meeting April 16, 2019 Page 89 City Manager Faison stated that he had not received a formal request. Council Member Keziah requested that Staff work with the UCBOE to request a presentation be made at the May 7, 2019 City Council Meeting on the Health Program. He advised that Council could then make a decision regarding the funding request. Item No. 5. City Council Retreat. Mayor Kilgore stated that he had been approached about holding a City Council Retreat. He requested input from Staff. Council Member McGee stated that he felt retreats were very important especially with new Council Members onboard. He felt this would allow discussions for the direction of the City. Council Member McGee felt that while Staff did a good job, he felt that there was a gap as to what was expected from Council and what Staff was doing. He stated that collectively Council and Staff could have a discussion and move in a better direction if everyone was on the same page with the plans for the City. Council Member McGee stated that when he was an employee, City Council had retreats but he had not heard of a recent retreat. Council Member Anthony advised that she saw the need for a retreat but in a less formal setting. She felt issues needed to be worked on and everyone needed to be on the same page. (aw,Council Member Holloway felt that this was a good idea. He also felt that it would be good to have Council have fellowship time without discussing any City business. 9a 0 Mayor Kilgore requested that the City Manager gather information on retreat to share with Council for further discussion. There being no further business, Council Member Anthony moved to adjourn the City Council Regular Meeting of April 16, 2019 at 6:15 p.m. Council Member Keziah seconded the motion, which passed unanimously with the following votes: AYES: NAYS Attest: Council Members Anthony, Holloway, Keziah, McGee, Mayor Pro Tem Anderson and Mayor Kilgore None br -E SOYl Bri a H. Robinson, City Merk City Council Regular Meeting April 16, 2019 Page 90 nobby G: Kil e; Mayor OF MON �p V ` � 44