Town of Maxton
Board of Commissioners Special Meeting
June 3, 2009
6:30 PM
Town of Maxton
Board of Commissioners Meeting
June 17, 2008
May 19, 2009
7:30 PM
The Town of Maxton Board of Commissioners held its regular meeting on Wednesday, June 3, 2009 with the following members present:
Mayor Gladys M. Dean
Commissioner Vivian Morrison
Commissioner Ray Oxendine
Commissioner Sallie McLean
Commissioner James McClanathan
Mayor Pro Tem Morton
Staff Present: Town Manager Tatum, Town Clerk Smith, and Town Attorney Nick Sojka.
AGENDA
Invocation
Work Session – 76:3:00 pm
Welcome by Mayor Gladys Dean
Call to Order
Mayor Gladys Dean gave the welcome and called the June 3, 2009 special meeting of the Town of Maxton Board of Commissioners to order at 6:30 p.m.
Invocation: The invocation was given by Commissioner Oxendine.
1. Laurinburg Maxton Airport Fiscal Year 2009-2010 Budget
Mayor Dean asked Joann Gentry to come forward and present the Laurinburg Maxton Airport Fiscal Year 2009-2010 budget. Town Manager Tatum said that the concerns had been emailed to the Commissioners. Mayor Dean asked if anyone had any further questions for Mrs. Gentry. None responded.
The Mayor called for the recommendation.
Recommendation: Recommendation: Approve the Laurinburg Maxton Airport Fiscal Year 2009-2010 Budget.
Mayor Gladys Dean opened the floor for the motion. Mayor Pro Tem Morton motioned that the Board approve the Laurinburg Maxton Airport Fiscal Year 2009-2010 Budget. Commissioner Oxendine seconded the motion. The vote was unanimous. The motion carried.
2. Overview of Town Charter and Commissioner-Manager Form of Government
No Action to be taken at this time.
Town Attorney Sojka presents information to the Board of Commissioners concerning Manager/Council Form of Government.
3. Fiscal Year 2009-2010 Budget
No Action to be taken at this time.
Town Manager Tatum said that discussion would begin with the general fund. Town Manager Tatum presented the budget to the Town of Maxton Board of Commissioners. She pointed out items concerning the General Fund Interest which is much than what was estimated. The Interest rates come at a surprise because the interest rates were not intended to plummet. The other item of concern is the Utilities Franchise Tax. $46,000 down right now, Town Manager Tatum has asked Mr. Segal to look into this. Mayor Pro Tem asked, “So the franchise fees payment goes to the state before it comes to Maxton,” Town Manager Tatum said that she is not sure why it is so low this time.” Progress Energy dropped 168 people from our list and were sent to the County. Commissioner McLean asked, “Who makes this decision and do we have a recourse for this?” Town Manager Tatum answered that the state regulates and she is looking into the recourse and how to prove to the state that these people belong to us. Commissioner Morrison asked, “Have they said why it is so low?” Town Manager Tatum said, “No.” Mayor Dean asked, “Do we get any type of notification from the state telling how? The discussion continued concerning the budget line items. A discussion about the Commissioner’s Training and Travel. Town Manager Tatum advised that it wouldn’t be wise to add monies in a time such as now. The Town staff has been limited to training and travel only in matters of sustaining certifications. Since the revenues are not coming in as they should, she is recommending that travel and training should be limited. Commissioner McClanathan asked, “How did the training expense exceed what was allowed?” He suggested that the budget should be held to what it stated. If $3,000 was allowed, why was that amount exceeded. Town Manager Tatum said that the Board had voted previously on that matter. Commissioner McClanathan suggested that if a Commissioner goes to a workshop then the Commissioner who attended the workshop should give a report to the Board on the information from the workshop. Mayor Pro Tem asked of the overspent amount how much for overnight travel? Next, a discussion ensued about the annual salaries. Mayor Dean asked for a copy of the annual salaries of the staff. Town Manager Tatum answered that a listing is given at the completion of the budget. Commissioner Oxendine stated that the library is anticipating a 20% cut from the state. And with this cut, some services may have to be cut. Town Manager Tatum stated that her recommendation was already written down and if the Commissioners desired to make the additional donation to the library, then she would do whatever they would like. Commissioner Oxendine said that he is requesting an additional $1,000, making it $9,000 for the library. There is a discussion on why the library needs the additional funds. Mayor Pro Tem and Commissioner McClanathan said that this is Maxton’s Library for the Maxton citizens. Commissioner Morrison talked about how the library is assisting people with resumes and computer services that would be beneficial. Commissioner McLean asked if there are not other resources that people can use. Town Manager Tatum said yes. The Commissioners decide to increase the donation to $9000 to the library. Commissioner Morrison asked about the $50,000 for CDBG. Town Manager Tatum informed her that amount was the Town’s contribution. Town Manager Tatum asked if there were any more questions. Commissioner McClanathan said that he would like to see the Collard Festival be more within its budgetary restraints. Mayor Dean said that she had questions about the Collard Festival calculations. Finance Director Tyndall explained the expenditures. Mayor Dean said that she didn’t sign for some of the items. Finance Director Tyndall pulled the items for her to verify her signatures. There were questions about the Christmas Parade going over budget. Town Manager Tatum said that the Christmas Parade actually came in under its budget. Mayor Pro Tem Morton said that he would like the Board see the itemized report for the Christmas Parade and the Collard Festival.
Consent Agenda
Special Presentation - None
Introduction of New Staff Members - None
Old Business - None
1. CDBG Asbestos and Lead Base Paint Abatement RFP
I have completed the analysis of rates submitted by six companies in conjunction with the Asbestos and Lead Base Paint Abatement RFP. The analysis chart can be found in the work session folder and the following reflects the end result of that analysis:
Narrative: Totals Based on 5 Asbestos Properties, 8 Lead Base Paint Properties, and 4 Demolitions
Each company possesses the qualifications needed to perform the work in accordance with the Department of Commerce and HUD requirements. The lowest, most cost effective bidder is the Roy Consulting Group and is therefore recommended for the Lead and Asbestos contract award. The Wooten Company has worked with the Roy Consulting Group and they indicate that their work is excellent and expedient. In the event that the Roy Consulting Group is unable to perform, we request permission to negotiate with Get the Lead Out, which also has excellent references.
1. Phoenix – Samples included –$8,069.50
2. EI –$12.00 per Sample - $8,010.00
3. Get the Lead Out – $8.00 per Sample, $9.50 wipe - $5,785.00
4. Carolina Environmental – Samples & Wipes $10.00 each. - $11,000.00
5. Roy Consulting Group – $8.00 per Sample - $ 5,220.00
6. Bradford - $8.00 per Sample - $7,150.00
2. Budget
The Budget is submitted with the changes requested by the board and indicated by staff during the June 10, 2008 meeting. I am proposing one additional change that will rectify audit concerns relative to the lack of fiscal accountability with reference to the Rescue Squad and also relieve the Town of fiscal responsibility. I propose increasing the Rescue Squad Budget to $23,000 and effective July 1, 2008, transferring all fiscal responsibility to the Rescue Squad, which will result in the following:
1. Water: A water account will be generated for the Rescue Squad and all water covered by the base rate (the first 2500 gallons) will be free. Any water above the base rate, will be charged at $1.89 per 1,000 gallons.
2. Insurance: The Rescue Squad’s insurance is paid until July 31, 2008. Effective August 1, 2008, which is the renewal date, the insurance will change hands from the Town to the Rescue Squad.
3. Air Gas Account: Effective July 1, 2008, the charges for oxygen cylinder services rendered under this account will be transferred to the Rescue Squad.
4. Utilities: Effective July 1, 2008, Gas and Electric accounts will be transferred to Rescue Squad
5. Signage: To be paid by Rescue Squad.
6. Gasoline: To be paid by Rescu
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New New Business
1. Budget Ordinances
1. 2. Laurinburg Maxton Airport Fiscal Year 2009-2010 Budget
3. Senate Bill 1001/Identical House Bill 881 – Senate Bill 758
24. Administrative Management and Signatory Resolution – Urgent Repair Program
5.. Fiscal Year 2009-2010 Budget – First Draft
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Reports
Announcements
Public Forum
Mayor Dean declared the public forum open at 9:15 p.m.
Mr. Willis Sullivan of 309 N. Patterson Street, 844-6184 came forward to talk about the Workshop he had recently attended, Keep American Beautiful, and asked that the Board of Commissioners consider signing the Town of Maxton up for the program, which will cost the town approximately $1200. Commissioner McClanathan asked, “What do we get for the $1200?” Mr. Sullivan responded, “Guidance and clean up.” After Mr. Sullivan concluded his presentation, the Mayor asked that he present the information to the Manager.
Mayor Dean declared the public forum closed at 9:30 p.m.
Mayor Dean asked for a motion to go into closed session. Mayor Pro Tem Morton made a motion to go into closed session. Commissioner Oxendine seconded the motion. The vote was unanimous.
Public Forum
Closed Session – Personnel
Consult with Attorney
Industrial Issues
Adjournment
Mayor Dean asked for a motion to adjourn the meeting. Mayor Pro Tem Morton made a motion to adjourn the meeting. Commissioner Oxendine seconded the motion. The vote was unanimous. The meeting adjourned at 9:50 pm.
WORK SESSION
1. Budget Ordinances
As required by state law and in compliance with acceptable budgeting practices, budget ordinances appropriating funds and directing staff in the appropriate expenditure practices must be prepared and authorized by the Board of Commissioners. The following is a brief summary of funds to be spent in conjunction with the Urgent Repair Program grant, the Inflow and Infiltration Grant and the Housing Preservation Grant:
A. Urgent Repair Program Grant: The Urgent Repair Program (URP) and grant is administered by the North Carolina Housing Finance Agency and is awarded to the Towns of Maxton and Red Springs in the amount of $75,000. The Town of Maxton is the Fiscal Agent for the grant funds. This year each town board approved a $1,500 local match. For the Maxton portion of this grant, $15,000 of the Housing Preservation Grant funds will also be used as a match. To that end, all funds associated with this grant will be administered by the Town of Maxton and as such must be included in the Project Ordinance. A copy of this ordinance is included in the Consent Agenda/Work Session folder. This grant is used to make urgent repairs for homes occupied by very low income homeowners.
B. Inflow and Infiltration Grant: The Clean Water Management Trust Fund (CWMTF) administers the Inflow and Infiltration Grant in the amount of $2,524,000. This grant is matched with $60,000 of local funds and $320,570 of USDA Rural Development funds. The total project cost is $2,913,570. This grant is being used to make sewer repairs to prevent the inflow and infiltration of storm water.
C. Housing Preservation Program Grant: The United States Department of Agriculture administers the Housing Preservation Program and grant. It was awarded in the amount of $90,393.45 and is matched by $16,150 in North Carolina Housing Trust Fund Agency Urgent Repair Program funds and Community Development Block Grant funds. There is no local match. These funds are used to make housing repairs on senior citizen, low income, owner occupied housing within the community.
2. Laurinburg Maxton Airport Fiscal Year 2009-2010 Budget
This budget was approved by the Laurinburg Maxton Airport Commission on 4/23/09. It includes a 10% increase in user rates for water and sewer and no COLA increases for employees. Otherwise, only minor changes have been made versus last year’s budget. Due to the recent loss of the manager, Mayor Dean has been asked to present this budget.
3. Senate Bill 1001/Identical House Bill 881 – Senate Bill 758
In an effort to reduce fiscal and maintenance responsibility for the state road system, the Department of Transportation is attempting to transfer its responsibility for state roads to local governments, including towns and counties. This will effectively reverse the state policy adopted by the General Assembly in the 1930’s under which the State assumed control of the state highway system from local governments and North Carolina became known as the “Good Roads State.” There could also be delays in the Powell Bill allocations in order to cover some of the costs related to roads in the State’s budget deficit. Keep in mind that almost half of our street budget is Powell Bill funding; $87,000-98,000 per year. If these bills pass, the 50 year old Powell Bill municipal road maintenance support system funding would become optional and held back at will similar to the way shared funds were held back several years ago. The transfer of responsibility and the simultaneous withdrawal of Powell Bill funds will devastate small towns like Maxton. We can not afford to lose the current funding and certainly can not afford to take on the burden of additional road maintenance. As it is, we take on a lot of the state’s burden without payment. We do not need more.
4. Administrative Management and Signatory Resolution – Urgent Repair Program
In conjunction with the 2009 Urgent Repair Program, we will be required to sign signatory cards and declare a program administrator. The Town Manager is normally the program administrator and the recommended signatories are Katrina Tatum, Town Manager, Myra Tyndall, Finance Director and Angela Pitchford, Tax Collector. No funds will be dispersed until these forms are sent to the program office. A resolution is required to facilitate these documents. All other administrative forms have been processed.
5. Fiscal Year 2009-2010 Budget – First Draft
A hard copy of the first draft of the Fiscal Year 2009-2010 budget is included in your packet for review. There will not be a lengthy discussion about the budget because we are still in the process of getting revenue estimates and expenditures. Notice that the fund balance is $94,050. This will reduce our reserve by that amount. Staff development is suspended and no cost of living allowances are budgeted. The only vehicles that will be taken home are those for on-call staff. Every one else will have to drive personal vehicles. Leave abuses that cause our overtime rates to soar are being examined closely. There will be no travel other than that necessary to maintain our current grant levels. We are recommending that all unnecessary expenditures be cut. We are also asking that you as elected officials make some very hard decisions about luxuries. Staff is already making those sacrifices. We recommend that you take the budget home and review it with a fine tooth comb. The staff will be making changes until the final submission. In these times of financial stress, spending must be curtailed in order to remain in compliance with the Local Government Commission requirements.
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Mayor Gladys Dean Town Clerk, Twanda R. Smith
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AGENDA
Regular Meeting
May 19, 2009
Welcome by Mayor Gladys Dean
7:30 pm
Invocation
Consent Agenda
1. Minutes:
Regular Meeting: April 21, 2009
April 8, 2008
2. Tax Releases
3. Budget Ordinances
A. Urgent Repair Program Grant – 2009-05-01
B. Inflow and Infiltration Grant – 2009-05-02
C. Housing Preservation Grant – 2009-05-03
Retreat: March 31-April 2, 2008, April 14, 2008
2. Tax Adjustments – May 2008
3. Proclamation – Lillye Dumas-Wells
4. Proclamation - Seat Belt Awareness Month
Special Presentation - None
Introduction of New Staff - None
1. James McLean – Mr. McLean has been hired to work in the Public Works Dept. He comes to us with experience from UNC Pembroke.
Old Business - None
1. Sanitation Increases and Policy Changes
Recommendation: Approval of $1.00 increase to bulk pick-up, $25.00 for bulk items loads exceeding ½ truck load and $5.00 per bag, can or items left beside the approved sanitation can.
2. Public Services – Door Hanger
Recommendation: Approval as submitted.
3. Downtown Enhancement Project – Progress Energy Cost Approval
Recommendation: Approval
4. Guidelines for Effective Board Operations
Recommendation: As directed by the Board.
5. Community Forums Selection of Locations and Dates
Recommendation: The forums take place at 6:00 during the third week of July, September, December and March. Approve the locations of Town Hall, Gilbert Patterson Library, the Maxton Resource Center, Holy Ground Church, Maxton Pentecostal Holiness Church, Youth for Christ Church and Brooklyn Community Church.
6. Annual Retreat Selection of Dates
Recommendation: Approval
7. Final Retreat Date
Recommendation: As directed by the Board.
8. 201 Wilmington Street – Potential Pumping Station
Recommendation: Approval
9. Town Attorney - Rating and Recommendation
Recommendation: As directed by the Board.
New Business
1. Budget Ordinances – Addressed under Consent Agenda, no further action to be taken.
2. Laurinburg Maxton Airport Fiscal Year 2009-2010 Budget
Recommendation: Approve the Laurinburg Maxton Airport Fiscal Year 2009-2010 Budget.