NOVEMBER 14, 2017, CITY COUNCIL MEETING
The City Council of the City of Clinton, North Carolina, met in regular session at 7:00 PM on November 14, 2017, in the City Hall Auditorium. Mayor Starling presided. Present were Councilmembers Strickland, Turlington, Stefanovich, Bryant, and Mayor Pro Tem Becton.
Also present was City Attorney Tim Howard, Howard and Carr, PLLC.
Also present were Interim City Manager Robert Hyatt; City Clerk Elaine F. Hunt; Planning Director Mary Rose; Public Works Engineer Russell Byrd; Recreation Director Jonathan Allen; Police Chief Donald Edwards; Human Resource Director Lisa Carter; Finance Director Kristin Stafford; Chris Medlin, Distribution & Collections System Manager; Austin Tew, Interim Fire Chief; and Senior Administrative Specialist, Natalie Blue.
Bill Roberson, of the Sampson Weekly; and Chris Berendt, of the Sampson Independent, were also present.
Mayor Starling called the meeting to order.
Mayor Starling called upon Rev. Onyx Martin, Pastor of Higher Level Worship Center, 1010 McKoy Street, Clinton, NC to introduce himself and give the invocation. Briefly, Pastor Martin introduced himself and gave the invocation.
CITY COUNCIL
Upon a motion made by Councilmember Stefanovich, seconded by Mayor Pro Tem Becton, the minutes of the October 10, 2017, regular and October 30, 2017, special city council meetings were unanimously approved.
OFFER TO PURCHASE CITY PROPERTY—LOCATED OFF ROWAN ROAD
Interim City Manager Hyatt informed City Council that the City of Clinton proceeded with the acceptance of an offer to purchase city property located off Rowan Road subject to the upset bid process. He stated that during the process, there was one upset bid in the amount of $22,000 by Brenda and Adam Bautista. He recommended to City Council to approve the acceptance of the offer. City Clerk Elaine F. Hunt was also requesting adoption of the Resolution Authorizing the Advertisement of an Offer to Purchase City Property. Although this resolution is not mandatory, it is for consistency within the City Clerk’s office. Ordinarily, the Resolution would have been presented at the October 10, 2017, city council meeting for approval to begin the upset bid process.
Upon a motion made by Councilmember Stefanovich, and seconded by Mayor Pro Tem Becton, the following Resolution was unanimously adopted:
RESOLUTION AUTHORIZING THE ADVERTISEMENT
OF AN OFFER TO PURCHASE CERTAIN PROPERTY
WHEREAS, the City Council of the City of Clinton, NC desires to dispose of certain surplus property of the City;
NOW, THEREFORE, BE IT RESOLVED by the City Council that:
- The following described property is hereby declared to be surplus to
the needs of the City:
1.61 acres located off Rowan Road, Clinton, NC, Sampson County lot survey map by Owens Surveying “Well Site 27” Exhibit A with some or all of the property described in Deed Book 1856 Page 960 identified as tax parcel 15021449005/2414.11005
2. The City Council has received an offer to purchase for the sum of $20,000 the property described above. The person making the offer must deposit with the City Clerk a sum equal to five percent (5%) of his or her offer by certified check.
3. The City Council proposes to accept the offer unless a qualifying upset bid shall be made.
4. The City Clerk shall cause a notice of such offer to be published in accordance with G.S. 160A-269.
5. Persons wishing to upset the offer must submit a sealed bid to the City Clerk within ten (10) days after publication of the notice. The person making the bid must deposit with the City Clerk a sum equal to five percent (5%) of his/her offer by certified check. At the conclusion of the ten (10) days, the clerk shall open the bids, and the highest such bid will become the new offer. If there is more than one bid in the highest amount, the first such bid received will become the new offer.
6. If a qualifying upset bid is received, the City Clerk is directed to re-advertise the offer at the increased upset bid amount, and to continue with this process until a ten (10) day period has passed without receipt of a qualifying upset bid.
This resolution is being adopted as a form of bookkeeping regarding the October 10, 2017, city council meeting.
Upon a motion by Councilmember Stefanovich, seconded by Mayor Pro Tem Becton, it passed unanimously to accept the offer to purchase property located off Rowan Road in the amount of $22,000 by Brenda and Adam Bautista. Brenda and Adam Bautista upset the $20,000 bid which was given by the first party.
OFFER TO PURCHASE CITY PROPERTY—423 MCKOY STREET
Interim City Manager Hyatt informed City Council that Pastor Russ Emanuel of Olive Grove Church, approached the City regarding a small parcel located at 423 McKoy Street that he desires to purchase. Mr. Hyatt said City Council might want to proceed via upset bid process as they did previously with the property on Rowan Road. Mayor Starling questioned the property value. It was stated that Pastor Emanuel offered to purchase the property for the amount of $2,450.
It was the consensus of City Council to continue this item, “Consideration of a request by Pastor Russ Emanuel, Olive Grove Church, to purchase a small parcel of city-owned property located on the Southwest side of McKoy Street – 423 McKoy Street,” until the December 5, 2017, city council meeting.
STREET AND PARKING LOT CLOSINGS -- CHRISTMAS IN THE CITY
Planning and Zoning Director Rose appeared before City Council to request the streets and parking lots closings for “Christmas in the City,” on December 7, 2017. She stated that this event is sponsored by the Clinton Main Street Program and held in partnership with the Sampson Arts Council, Clinton-Sampson Chamber of Commerce, Sampson County History Museum, and Clinton Kiwanis. She asked that Council would approve the closing of Main Street from Wall Street to Lisbon Street, Vance Street from Sampson Street to Wall Street, the parking lot at the west end of the Sampson County Courthouse, and the City Market parking lot from 3:00 PM to 9:30 PM on Thursday, December 7, 2017.
She stated that she, downtown retailers, and restaurant owners have discussed and are all in agreement of the closings.
Ms. Rose asked that Section 4-7 Animals on Streets and Sidewalks be suspended specifically for this event by special permit from the city manager on December 7, 2017, from 4:00 PM until 9:30 PM in order to accommodate the horse drawn carriage rides associated with this event.
Upon a motion made by Councilmember Turlington, seconded by Councilmember Strickland, and unanimously passed, approval was given for the temporary closing of Main Street from Wall Street to Lisbon Street, Vance Street from Sampson Street to Wall Street, the parking lot at the west end of the Sampson County Courthouse, and the City Market parking lot from 3:00 PM to 9:30 PM on Thursday, December 7, 2017, in addition to, Section 4-7 Animals on Streets and Sidewalks being suspended specifically for this event by special permit from the city manager from 4:00 PM until 9:30 PM in order to accommodate the horse drawn carriage rides associated with this event.
RESOLUTION—SURPLUS PROPERTY
Upon a motion made by Councilmember Stefanovich, seconded by Mayor Pro Tem Becton, the following resolution was unanimously adopted:
RESOLUTION AUTHORIZING THE DISPOSITION OF CERTAIN PERSONAL PROPERTY BY THE METHOD KNOWN AS:
“GOVDEALS”
WHEREAS, the City Council of the City of Clinton, NC desires to dispose of certain surplus properties of the City of Clinton;
NOW, THEREFORE, BE IT RESOLVED by the City Council that:
(1)The following described properties are hereby declared to be
surplus to the needs of the City of Clinton:
One (1)2007 Chevrolet ImpalaEstimated value $2,500.00
Police Department --VIN# 2G1WS55R979289736
One (1)2008 Chevrolet TrailblazerEstimated value $2,500.00
Police Department --VIN# 1GNDS13S882196436
One (1)1997 Ford RangerEstimated value $1,500.00
Recreation Department --VIN# 1FTCR10U7VUB69699
One (1)1999 Hyundai Rubber TireEstimated value $15,000.00
Loader Public Works Department --VIN# 21341625
(2)The Financial Analyst is authorized to receive on behalf of the City Council of the City of Clinton bids via GovDeals for the purchase of the described properties.
(3)GovDeals will begin the sale of the described properties on or about November 24, 2017, and will continue the sale until the described properties are sold. The terms of sale shall be Pay Pal, credit card, or wire transfer.
(4)The City Clerk will not cause a notice of the electronic public auction to be published in accordance with G. S. 160A-266 (c).
(5)The highest bid, if it complies with the terms of sale, may be accepted by the Financial Analyst and the sale consummated.
AGREEMENT – EXPENSE REDUCTION & REVENUE ENHANCEMENT CONSULTING –SOUTHERN RESOURCE ADVISORS, LLC
Finance Director Kristin Stafford asked City Council to approve a contract with Southern Resource Advisors, LLC to analyze the expenses and revenue potential for the City of Clinton. She stated that city staff does not have the capacity to analyze complex billings such as energy bills to determine the appropriate rate structure and calculation in arriving at the total cost for energy services. She further stated that city staff has reached out to two different companies that specialize in analyzing costs.
Mrs. Stafford stated that one company would charge a fee for anything found and accepted for four (4) years and analyzed only utility costs. The other company, Southern Resource Advisors, LLC, analyzes potential revenue enhancement and expense reduction. She stated that Southern Resource Advisors, LLC requires minimal staff time and their fee is charged only if they find something and staff accepts the recommendation. Mrs. Stafford stated that Southern Resource Advisors, LLC’s fee is 50% of new revenue or the amount of expense reduction for two (2) years.
Although City Council thought this benefit would be great, they remembered the last experience with a company such as this. They stated that a lot of man power from staff occurred. City Council stated that more information was needed regarding this request.
Mayor Starling asked City Attorney Tim Howard to research this request and the company. It was the consensus of City Council that this item, “Consideration of approving an expense review agreement,” be continued until the January 2018, city council meeting. City Council requested specific information; such as, what did the City pay out for the previous service; what did the City receive for its money; etc.
ORDINANCES—BUDGET
Finance Director Kristin Director stated that due to staffing issues with the Fire Department, staff is recommending the funding for two (2) additional full-time firefighters and the reduction of four (4) part-time positions. She stated that there is no net change in the budget. Interim Fire Chief Austin Tew concurs with this request.
Upon a motion made by Councilmember Stefanovich, seconded by Councilmember Strickland, the following budget amendment passed unanimously:
Budget Ordinance Amendment
Fiscal Year 2017-2018 Budget
#2017.11.01
BE IT ORDAINEDby the City Council of the City of Clinton, NC, that the following amendment be made to the Annual Budget Ordinance for the fiscal year ending June 30, 2018, amended on September 5, 2017 and October 10, 2017; is hereby amended as follows:
*Section 1.To amend the General Fund, the expenditures are to be changed as follows:
Account # Account Title Increase Decrease Total
10-5300-0200 Salaries $36,400
10-5300-0203Part-Time Workers $48,100
10-5300-0500FICA 2,800
10-5300-0600Group Insurance 6,200
10-5300-0700Retirement 2,700
______
TOTAL EXPENDITURES $48,100 $48,100 $0
Section 2.Copies of this budget amendment shall be furnished to the City Clerk, City Manager, and Finance Director for their direction.
*Due to staffing issues with the Fire Department, staff is recommending the funding for 2 additional full-time firefighters and the reduction of 4 part-time positions. There is no net change in the budget. Per Finance Director Kristin Stafford
APPOINTMENT
Upon a motion made by Councilmember Stefanovich, seconded by Councilmember Bryant, it passed unanimously to reappoint Martha Taylor to a two-year term on the Library Board.
Notifications of appointments/reappointments were given for the following:
- Planning and Zoning – Beth Stewart, District 4 - 5-year term
- Board of Adjustment – Carol Monk, District 3 - 3-year term
Barbara Ann Faison, District 5 – 3-year term
- America City Committee – 2-year term – Rev. Willie Bowden; Dee Bryant;
Jeff Shipp; Susan Bristow;
Patty Peterson-Cherry; Nettie Pernell;
Marcus Becton; Stan Roberts;
Gloria Edwards; Pat Denton;
Susie Bauman; Elaine F. Hunt;
Sherry Matthews; Vic Fryar; and
Betty Fortner
- Cemetery Advisory Board – 3-year term – Jeremy Edgerton; Kenneth Buffkin;
and Paul Hawkins
- Recreation Advisory Board – 3-year term – Sabrina Reeves, District 2
(Resigning—needs someone to fill unexpired term)
City Council will be asked to appoint/reappoint individuals to the abovementioned Boards at the December 5, 2017, city council meeting.
REPORTS
The code enforcement, police, personnel, public works, and fire reports were acknowledged.
STAFF REPORTS
Interim City Manager Hyatt asked Russell Byrd to update Mayor and City Council regarding capital and special projects. Mr. Byrd spoke regarding the following projects:
NC24: As follow up to the September Council meeting discussions, a letter was sent to NCDOT outlining Council’s concerns. He presented to City Council a letter from Interim City Manager Hyatt and the response from NCDOT. He conveyed that staff will continue to coordinate with NCDOT to address these issues.
US 701 Business Resurfacing: NCDOT recently awarded a resurfacing contract to Barnhill Contracting that includes all of US701 Business. This work will involve asphalt milling, fabric installation, manhole and casting adjustment. He stated that they are reviewing the condition of our utilities and plan to make necessary repairs prior to paving, which is tentatively scheduled to begin in March 2018.
Beaman Street Utility Relocation: Contracts have been executed, and notice to proceed has been issued. He stated that staff is awaiting confirmation from the contractor regarding the actual start date. The utility relocation phase should be complete prior to the letting of the Bridge Replacement Project by NCDOT. According to NCDOT, the bridge replacement project will be let for bids in February 2018, with bridge construction slated to begin in April 2018.
Beaman Street Fire Station Repair: Due to recently discovered water damage/deterioration in the engine bay and roof, bids were solicited from two local contractors and the project was awarded to the lower bidder, KZ Construction, at the quoted price of $3,214.28. These repairs have been completed and the Fire Department personnel have resumed service operations from the Beaman Street Station
Smithfield Foods: After years of planning, work has begun on the long anticipated rehabilitation of the Smithfield equalization tank, which will include the placement of a cover. Although increased odor complaints are common in the spring and fall, a recent incident involving equipment failure at the Smithfield pre-treatment facility has raised awareness for the need for more vigilant monitoring, in order to minimize these occurrences going forward. While both Smithfield and the City Wastewater Treatment facilities remain in compliance, these parameters continue to be monitored by both parties, particularly, during the equalization tank rehab project. City staff are also installing additional air filters in sewer manholes downstream from the Smithfield plant, to minimize odors in adjacent neighborhoods. Smithfield is also pursuing options to acquire a reliable alternate water source, and are discussing options with staff. Smithfield and city staff are having recurring meetings to discuss issues of concern.
Sewer Surcharge Study: Staff has contracted for a review of our Sewer Surcharge Rates, which have not been adjusted in the past 15 years. The results of the study recommend significant increases in the surcharge rates.
Water Plant Expansion: Work continues and is nearing completion on both the plant and transmission line construction contracts. We have requested final contract costs and completion projections. Byrd stated that we are working to resolve a construction issue at one of our new well sites. He further stated that a final loan closing has been scheduled by USDA for December 14th.
County Water System Issues: Byrd stated that at the county manager’s request, City and County staff met recently to discuss issues the County is experiencing with regard to water quality and pressure, particularly in the northern end of the county. The County indicated that they are considering renewing a connection to the City of Dunn/Harnett County Utilities. City staff has offered to assist the County to improve water quality and operations.
Parks & Recreation Director Jonathan Allen updated the group regarding the Royal Lane Park Phase 1A Project. He stated that the project had passed its corrosion control. He further stated that mulch is soon to be put down and everything is useable to include the swings. Mr. Allen stated that the larger playground still has more work to be undertaken. He concluded by stating that the citizens are utilizing the park to the utmost.