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11-12-2019 City Council Strategic Planning Meetingr CITY OF MONROE CITY COUNCIL STRATEGIC PLANNING MEETING 300 WEST CROWELL STREET MONROE, NORTH CAROLINA 28112 NOVEMBER 12, 2019 - 4:00 PM AGENDA www.monroene.org 1. Winchester Recreation Complex Identification Signage Revision (Tabled to January 7, 2020 City Council Strategic Planning Meeting) 2. Resolution Approving Grant Commitment for Parks and Recreation Trust Fund Grant for Development of Belk Tonawanda Master Plan Phase I 3. Monroe -Union County Census 2020 Complete Count Committee Update 4. Acquisition of Real Property Containing Approximately 2.97 Acres Located at 604 W. Crowell Street A. Offer to Purchase and Sale Agreement B. Resolution Approving Acquisition of Real Property and Authorizing City Manager and Staff to Execute Documents C. Budget Amendment 5. City Council Planning Retreat and Goal Setting Session ('fabled to January 7, 2020 City Council Strategic Planning Meeting) 6. Closed Session pursuant to North Carolina General Statute Sections 143-318.11(a)(1), (a)(4) and (a)(6) City Council Strategic Planning Meeting November 12, 2019 Page 204 CITY OF MONROE CITY COUNCIL STRATEGIC PLANNING MEETING NOVEMBER 12, 2019 MINUTES The City Council of the City of Monroe, North Carolina, met in a Strategic Planning Meeting in the City Hall Conference Room located at 300 West Crowell Street in Monroe, North Carolina at 4:00 p.m. on November 12, 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, City Attorney S. Mujeeb Shah -Khan and City Clerk Bridgette Robinson. Absent: Council Member Billy Jordan. Visitors: Lisa Strickland, Bruce Bounds, Pete Hovanec, Ashley Britt, Teresa Campo, Lisa Stiwinter, Keri Mendler, Loretta Melancon and others. Mayor Kilgore called the City Council Strategic Planning Meeting of November 12, 2019 to order at 4:00 p.m. A quorum was present. Item No. 1. Winchester Recreation Complex Identification SiLynaae Revision. Parks and Recreation Director Tonya Edwards stated that at the October 1, 2019 City Council Regular Meeting, Council approved revisions per community input for the Winchester Recreation Complex identification signage. She explained that prior to initiating those changes, Staff sought verification from Council that the revisions listed below represented the changes approved by Council: Winchester Recreation Complex Winchester Community Center Gym Swimming Pool Rosa Bell Ceramics Council Member Anthony moved to table the matter until January 7, 2020 to allow the Winchester Neighborhood Committee time to review the changes recommended by Hayward Hilliard at the October 1, 2019 City Council Regular Meeting. Council Member McGee seconded the motion, which passed unanimously with the following votes: AYES: Council Members Anthony, Holloway, Keziah, McGee, Mayor Pro Tem Anderson and Mayor Kilgore NAYS: None Item No. 2. Resolution ADDrovine Grant Commitment for Parks and Recreation Trust Fund Grant for Development of Belk Tonawanda Master Plan Phase I. Parks and Recreation City Council Strategic Planning Meeting November 12, 2019 Page 205 Director Tonya Edwards advised that the State of North Carolina provided the Parks and Recreation Trust Fund (PARTF) for local parks and recreation departments to develop parks and facilities that provide additional recreational opportunities for their citizens with a 50/50 matching grant program and the maximum amount that may be applied for was $500,000. Ms. Edwards stated that the City contracted with Alfred Benesch and Company in April of 2019 to complete a Master Plan for Belk Tonawanda Park to develop and incorporate recently purchased property along Charlotte Avenue adjacent to the Park. She stated that this Master Plan was presented and adopted by Council at the May 7, 2019 City Council Strategic Planning Meeting. She noted that the Master Plan was also presented to the Parks and Recreation Commission on May 21, 2019. Ms. Edwards explained that the recommended additional park amenities included: two additional shelters; outdoor fitness station; additional restroom/bathhouse; splash pad; amphitheater renovations; additional playground equipment, additional identification signage; parking; and, pedestrian path into the Park from the new parking area. She advised that these recommended amenities were also identified as needs in the Parks and Recreation Master Plan Update Citizen Survey adopted by Council in 2015. Ms. Edwards stated that Staff shared at the 2015 Council Meeting this project seemed to be a good fit for a PARTF Grant that could be submitted during the next grant cycle in May of 2020. She stated that Council expressed interest in making some improvement to the new property sooner than the proposed timeframe and requested that Staff provide a cost estimate for the site work, parking area, pedestrian entrance and new sign. Ms. Edwards noted that Staff provided a cost estimate of $163,553 at the July 16, 2019 City Council Regular Meeting for these items and funding was approved. Ms. Edwards stated that Staff was seeking approval from Council to apply for the 2020 PARTF Grant funding cycle to complete the remaining items identified as Phase I of this project in the Master Plan, which would include the splash pad, outdoor fitness station, additional shelter and restroom/bathhouse facility with a preliminary estimated cost for the completion of this phase being $850,000, which would require a local match of $425,000. Staff recommended that Council adopt a Resolution authorizing Staff to apply for a PARTF Grant in the amount of $425,000, approving the required match of $425,000, should the City be awarded the grant, to be allocated in the FY2021 Budget and authorizing City Manager to execute any required documentation. Council Member Anthony moved to adopt Resolution R-2019-63: RESOLUTION APPROVING GRANT COMMITMENT FOR A PARKS AND RECREATION TRUST FUND GRANT FOR DEVELOPMENT OF PHASE I-B BELK TONAWANDA MASTER PLAN BELK TONAWANDA IMPROVEMENT PROJECT R-2019-63 WHEREAS, Monroe City Council authorizes staff to apply for a Parks and Recreation Trust Fund (PARTF) Grant in the estimated project amount of $850,000; and City Council Strategic Planning Meeting November 12, 2019 Page 206 WHEREAS, an amount equal to or greater than 50 percent (city match) of the total estimated project cost of $425,000 will be appropriated by the City in the fiscal year 2021 budget; and LWHEREAS, the City Manager will be authorized to execute the necessary documents. NOW, THEREFORE, BE AND IT IS RESOLVED THAT THE City of Monroe is hereby authorized to apply for a Grant with the North Carolina Parks and Recreation Trust Fund hereby binding the City to the fulfillment of its obligation incurred under the Grant Agreement or any mutually agreed upon modification thereof. Adopted this 12th day of November, 2019. Council Member Holloway seconded the motion, which passed unanimously with the following votes: AYES: Council Members Anthony, Holloway, Keziah, McGee, Mayor Pro Tem Anderson and Mayor Kilgore NAYS: None Item No. 3. Monroe -Union Countv Census 2020 Complete Count Committee Update. Community Development Coordinator Teresa Campo advised that the City partnered with Union County to manage the collection of census data for our jurisdiction. She advised that this partnership utilized the Planning and GIS Staff in Union County, permitting the City's resources to continue to serve in their capacities for the residents. Ms. Campo stated that the census count was important to the City to ensure everyone was counted and that the population status was accurate. Ms. Campo explained that the data collected by the Census determined the number of seats each state had in the United States House of Representatives along with access to Federal funding opportunities including disaster recovery. Ms. Campo stated that at the September 17, 2019 City Council Meeting, Council adopted Resolution R-2019-54 to recognize the Monroe Union County Complete Count Committee. She stated that the collaboration allowed all of the participating jurisdiction in Union County to access promotional resources and receive technical assistance from the Federal government and be recognized as a participating jurisdiction in the count. Ms. Campo noted that Council Member Anthony, Planner Keri Mendler and herself served on the Outreach Committee. She explained that 20 Census designations had been identified in addition to the City of Monroe and Union County and the Committee had identified the 23 Census designations for Union County, including Union County and Monroe. Ms. Campo stated that several of the designations expressed concern that they did not have staff and/or were in a transition and were unable to commit time or resources. She explained that once they had completed the research and outreach, Staff would advise Union County. Ms. Campo advised that Peter J. Sabo, Partnership Specialist, with the 2020 Census was included in communications and provided information as it was received. She noted that Mr. Sabo continued to work one on one including public presentations in the various jurisdictions. City Council Strategic Planning Meeting November 12, 2019 Page 207 Ms. Campo stated that the Union County Chamber of Commerce allowed the City to have a booth at the October 23, 2019 Non -Profit Showcase at South Piedmont Community College (SPCC). She stated that Staff, along with two census representatives, attended and the focus of the booth highlighted the importance of non-profit participation in ensuring the people they served were included in the count. Ms. Campo advised that 12 contacts were confirmed at the showcase to partner in getting the word out, as well as additional meetings with the Census Representative for education. She noted that in addition, they had 11 partners identified from the Community Development Stakeholder's Meeting that included non -profits, government and educational entities, and one private business. Ms. Campo stated that Mr. Sabo had identified 98 additional partners from 2010 and he would be following up and Staff would be assisting as needed. In addition, she advised that Mr. Sabo had been requested to address the Rotary Club by Union -Anson County Habitat for Humanity in November. Ms. Campo stated that Staff would begin a public advertising campaign for Monroe and Union County that would include government television, cable, and posters and coordinating with Union County and the materials would be available for other jurisdictions. She advised that the materials would include the City's Public Information Office, Union County Public Information Office, and the Census Bureau in the review. Ms. Campo explained that the campaign would be launched in January, 2020 per the Federal timeline. In addition, she advised that Council's timely adoption of the Resolution allowed Staff (4w, to make the deadline for inclusion as an official Committee. Ms. Campo stated that the United States Census 2020 officials accepted the City of Monroe's Resolution for all of the census tracts in Union County. This item was for informational purposes only; therefore, no action was required from Council. Council Member Anthony stated that Ms. Petra Tussing expressed an interest on serving on the Monroe Union County Complete Count Committee. Ms. Campo requested Council Member Anthony to provide her with the contact information and she would pass it along to the appropriate individual. Item No. 4. Acquisition of Real Propertv Containing Approximatelv 2.97 Acres Located at 604 W. Crowell Street. Assistant City Manager Brian Borne stated that Staff was authorized to negotiate and offer to Purchase and Sale Agreement (PSA) was entered into with an anticipated closing date on or before February 2020. He explained that the PSA was entered into on October 16, 2019 for $275,000. He advised that adoption of a Resolution was necessary to facilitate the transaction and adoption of a Budget Amendment in the amount of $285,000 would be needed to cover the costs of the purchase, closing costs, environmental and surveys. Mr. Borne stated that the property at 604 W Crowell was adjacent to the current Scott Property and site of the future Police Headquarters and adjacent Senior Center. He stated that this property was considered a strategic purchase with future benefit to the City and the adjacent City facilities. Mr. Borne advised that General Services Committee Chair/Council Member Lynn Keziah, agreed City Council Strategic Planning Meeting November 12, 2019 Page 208 to move this item to full Council without committee review due to timing of the adjacent Police Headquarters. A. Offer to Purchase and Sale Agreement., Council Member Anthony moved to approve the Offer to Purchase and Sale Agreement between the City of Monroe and MMCJ, LLC. Council Member Keziah seconded the motion, which passed unanimously with the following votes: AYES: Council Members Anthony, Holloway, Keziah, McGee, Mayor Pro Tem Anderson and Mayor Kilgore NAYS: None Said "Offer to Purchase and Sale Agreement" is hereby incorporated as a part of these minutes as "Exhibit A" B. Resolution Approving Acquisition of Real Property and Authorizing Citv Manager and, Staff to Execute Documents. Council Member Holloway moved to adopt Resolution R-2019- 61: RESOLUTION TO ACQUIRE REAL PROPERTY LOCATED AT 604 W. CROWELL R-2019-61 WHEREAS, the City of Monroe identified the need to acquire one tract of real property located at 604 W. Crowell, and identified as tax parcel numbers 09-232-258. Said tract contains approximately (40" 2.97 acres, total, more or less, being all of that certain land described in a conveyance dated August 31, 2009 from TSI Industries, Inc., to MMCJ, LLC, recorded in Book 5204, page 723, Union Public Registry; along with any easements, tenements, hereditaments, privileges and appurtenances belonging thereto; and WHEREAS, City Council authorized staff to negotiate with the owner regarding a purchase and sales agreement to acquire the property; and WHEREAS, City Staff and the owner has reached an agreement subject to Council approval whereby the City will acquire the property for $275,000. 4 NOW, THEREFORE, BE IT RESOLVED, that 2.97 acres, more or less, located at 604 W. Crowell and being identified as tax parcel numbers 09-232-258 be acquired for the sum of $275,000. The City Manager and City Staff are hereby authorized to take any and all action necessary to acquire said properties including the execution of all documents on behalf of the City to complete the transactions. Adopted this ITI day of November, 2019. Council Member Keziah seconded the motion, which passed unanimously with the following votes: AYES: Council Members Anthony, Holloway, Keziah, McGee, Mayor Pro Tem Anderson and Mayor Kilgore NAYS: None City Council Strategic Planning Meeting November 12, 2019 Page 209 C. Budget Amendment. Council Member Anthony made a motion to adopt Budget Amendment BA-2019-24: BUDGET AMENDMENT BA-2019-24 Amendment to appropriate funds for the purchase of 2.971 acres located at 604 W. Crowell Street currently owned by MMCJ, LLC (Parcel #09232258). Total amount of $285,000 includes property purchase and closing costs. This parcel is adjacent to the new Police Headquarters and Senior Center. General Fund: Revenues: Appropriation from Fund Balance $285,000 Expenditures: General Government $285,000 Adopted this 121 day of November, 2019. Council Member Keziah seconded the motion, which passed unanimously with the following votes: AYES: Council Members Anthony, Holloway, Keziah, McGee, Mayor Pro Tem Anderson and Mayor Kilgore NAYS: None Item No. 5. City Council Plannina Retreat and Goal Setting Session., City Manager Larry Faison stated that Council requested Staff research location options and approximate costs for holding a City Council Planning Retreat and Goal Setting Session that would involve Council and Staff. He also noted the idea of introducing a Strategic Planning Process as a possible extension of the Retreat. City Manager Faison stated that at the October 1, 2019 City Council Strategic Planning Meeting he proposed holding a Goal Setting Session in January 2020. He noted that Council thought favorably of holding the Session, and expressed interest to expand the Session for inclusion of (, Department Directors for the purpose of offering an overview of department initiatives. City Manager Faison explained that the Goal Setting Session was intended to set the direction for major initiatives that could encompass multiple years; therefore, Staff presentations would be developed to focus on major activities, programs and initiatives for presentation to Council. City Manager Faison advised that the parameters suggested for Department Directors' use in preparing their presentations were as follows: New or Expanded Programs with costs greater than $100,000; New or Expanded Programs that add two or more personnel; Department Directors were encouraged to use no more than 30 minutes; Presentation Scope (14 Depts.): Administration, Airport, Finance, Parks and Recreation, Downtown, Human Resources, Planning and Development, Energy Services, Economic Development, Fire, Police, IT, Tourism and City Council Strategic Planning Meeting November 12, 2019 Page 210 Communications, Water Resources and Engineering totaling seven to eight hours for those presentations. City Manager Faison stated that the Goal Setting and Retreat was structured in this manner so that Council could discuss preferences and set goals that would provide City Management and Staff with broad direction which would be used to develop a detailed spending plan that supported and advanced Council's goals for fiscal policy and programs for an intermediate planning horizon of up to three years. City Manager Faison explained that in terms of the Goal Setting session, a successful product offered a foundation for the Management Team to develop a proposed spending plan for Council's consideration in March/April 2020. He noted that a Budget workshop was normally held in April and Council received a summary of revenues and new expenditures having a threshold of $10,000 or more and that material offered much more detail than was being considered for the Retreat — Goal Setting session. City Manager Faison advised that there were four offsite locations considered: The Ballantyne — without lodging at a cost of $7,544; Pinehurst — with lodging two nights at a cost of $15,814; Cane Creek Park/Lakeside Lodge — without lodging at a cost of $2,336; and, The Speedway Club — without lodging at a cost of $3,887 City Manager Faison noted that once the arrangements had been finalized, a Budget Amendment would be prepared and presented to Council, at a future meeting. (4w" City Manager Faison stated that additionally, the Goal Setting session offered an environment to introduce a Strategic Planning Process. He stated that the City was fortunate to have a number of master plans for critical services and functions; however, there had not been a consistent method to integrate those independent visionary documents, nor a means of scoring the priorities, or the degree of their success. City Manager Faison advised that the strategic planning process and the product it could create, offered the City a meaningful framework for community engagement, accountability, transparency, and means of institutionalizing a road map for initiatives that realizes the future for which we envision. Following discussion on locations and dates and obtaining new Council Members' input and additional locations, Council Member Anthony made a motion to table this item to the January 6, 2020 City Council Strategic Planning Meeting. Council Member Keziah seconded the motion, which passed unanimously with the following votes: AYES: Council Members Anthony, Holloway, Keziah, McGee, Mayor Pro Tern Anderson and Mayor Kilgore NAYS: None Item No. 6. Closed Session pursuant to North Carolina General Statute Sections 143- 318.11(a)(1 a 41 and (ate Council Member Anthony moved to go into Closed Session (W pursuant to N.C.G.S. Sections 143-318.11 (a)(1), (a)(4), and (a)(6) to prevent the disclosure of information that is privileged or confidential pursuant to the law of this State or of the United City Council Strategic Planning Meeting November 12, 2019 Page 211 4 11 States, or not considered a public record within the meaning of Chapter 132 of the General Statutes, to discuss matters relating to the location or expansion of industries or other businesses in the area served by the public body, including agreement on a tentative list of economic development incentives that may be offered by the public body in negotiations, and to consider the qualifications, competence, performance, character, fitness of, or to hear or investigate a complaint, charge, or grievance by or against an individual public officer or employee. Mayor Pro Tern Anderson seconded the motion, which passed unanimously with the following votes: AYES: Council Members Anthony, Holloway, Keziah, McGee, Mayor Pro Tern Anderson and Mayor Kilgore NAYS: None Upon return from Closed Session, Council Member Holloway moved to return to Regular Session. Council Member Keziah seconded the motion, which passed unanimously with the following votes: AYES: Council Members Anthony, Holloway, Keziah, McGee, Mayor Pro Tern Anderson and Mayor Kilgore NAYS: None There being no further business, Council Member Anthony moved to adjourn the City Council Strategic Planning Meeting of November 12, 2019 at 5:10 p.m. Council Member Holloway seconded the motion, which passed unanimously with the following votes: AYES: Council Members Anthony, Holloway, Keziah, McGee, Mayor Pro Tem Anderson and Mayor Kilgore NAYS: None Attest: 0 1yL 3ovi B ' ette H. Robinson, City Clerk Minutes transcribed by Deputy City Clerk Sherry K Hicks / Bobby G.Kilgore, Mayor OF M O/V\ G\y z� • O • City Council Strategic Planning Meeting November 12, 2019 Page 212