TUESDAY, MARCH 11, :00 P.M. REGULAR MEETING OF THE OXFORD BOARD OF COMMISSIONERS OXFORD CITY HALL COMMISSIONERS BOARD ROOM

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1 TUESDAY, MARCH 11, :00 P.M. REGULAR MEETING OF THE OXFORD BOARD OF COMMISSIONERS OXFORD CITY HALL COMMISSIONERS BOARD ROOM The Board of Commissioners for the City of Oxford met at the above-mentioned time and place. All members of the Board and local news media were notified of the same as well as the purpose of the meeting. Present were Mayor Jackie Sergent, MPT Howard Herring, Sr., Commissioners James (Danny) Currin, Robert B. Williford, Sr., Calvin (C.J.) Harris, Frank Strickland, S. Quon Bridges and Patricia T. Fields. Present also were City Manager Randy Hemann, City Attorney J. Thomas Burnette and City Clerk Barbara J. Rote. CALL TO ORDER Mayor Sergent called the meeting to order. Reverend Lacy Joyner gave the prayer; the Pledge to the flag followed led by MPT Herring. AGENDA ADJUSTMENTS AND APPROVAL On motion by Commissioner Currin, the Board adopted the agenda as presented. OPENING REMARKS BY MAYOR SERGENT Mayor Sergent read the opening remarks statement as stated on the agenda. RETIRED PUBLIC WORKS DIRECTOR RECOGNIZED Mayor Sergent recognized retired Public Works Director, Larry Thomas, for his 14 years of service to the City of Oxford. During Mr. Thomas tenure, he oversaw the major upgrade to the Waste Water Treatment Plant, the installation of a redundant water line from the Kerr Lake Regional Water Plant and various infrastructure upgrades. PROCLAMATION HONORING DOROTHY WILKINSON NCSU, MCKIMMON HALL OF FAME INDUCTEE Mayor Sergent presented a proclamation to Dorothy Wilkinson for her induction to the NCSU, McKimmon Hall of Fame.

2 Proclamation honoring Dorothy Gupton Wilkinson WHEREAS, Dorothy Gupton was born to Theodore and Olive Gupton on August 6, 1922 in Franklin County; and WHEREAS, Dorothy graduated from high school at the age of 16 & college at the age of 20; and WHEREAS, Dorothy married G.P. Wilkinson Jr. They had one son David; and WHEREAS, her first job was teaching home economics at Oak Hill High School where she was also responsible for purchasing all the food that was prepared at the school; and WHEREAS, Dorothy served as a home demonstration agent for Granville County from May 1944 when, there was little or no electricity, running water, bathrooms, phones and very few paved roads north or south of Oxford until her retirement in August 1977, and WHEREAS, for 33 years during her time as an agent, Dorothy Wilkinson helped to organize approximately 30 home demonstration clubs that included over 700 women, and provided knowledge of homemaking skills through these clubs, as well as through 4-H clubs and other community organizations; and WHEREAS, since her retirement, Dorothy has concentrated on her many interests such as reading, genealogy, vegetable and rose gardening, and her beloved family: especially her late son David and his wife Vicki, step-grandson Steven, and granddaughter Lauren; and WHEREAS, on October 27, 2013 Mrs. Dorothy Wilkinson was inducted into the Jane S. McKimmon Family & Consumer Sciences Hall of Fame at the Extension and Community Association s Centennial Celebration in Raleigh, at NC State University; Now, THEREFORE, I, Jacqueline vdh Sergent, Mayor of the City of Oxford, along with the Oxford Board of Commissioners, do hereby honor and recognize Mrs. Wilkinson for her contributions to our community as a Granville County FCS Agent and call upon Oxford residents and neighbors to celebrate her accomplishments and induction into the McKimmon Center s Family and Consumer Sciences Hall of Fame. IN WITNESS WHEREOF, I have hereunto set my hand and caused the seal of Oxford NC, to be affixed this the 11th day of February Jacqueline vdh Sergent Mayor, City of Oxford HISTORIC PRESERVATION COMMISSION (HPC) ANNUAL REPORT HPC Chair Susan Wicker presented the annual report. The following is an excerpt from her report:

3 Treasury report at February 2014 meeting = $1200 Activities from February February 2014: Reviewed 13 COA applications. (12 were approved and 1 was denied.) Reviewed and approved 4 Minor Works COA Applications Instituted and completed the Demolition by Neglect procedure for the Currin property at 203 Main Street, bringing it into compliance with HPC standards. Updated the HPC Ordinance to comply with standards NC State recommendations Updated HPC Charter to sync with new ordinance. Initiated and conducted the Annual HPC Photo Contest, awarding winners in May Initiated and conducted the Annual HPC Stewardship Award, awarding the winner in May Installed informational kiosk in Downtown Oxford, informing visitors of things to see and do while visiting our City. New HPC officers were elected in January Applied for Certified Local Government (CLG) designation. Our future plans include: Have started the process to institute the Demolition by Neglect procedure for the Watkins property at 217 College Street Will conduct the 3rd Annual HPC Photo Contest in May Will issue the 3rd Annual HPC Stewardship Award in May Will begin updating our Design Guidelines. Looking at developing a Source Guide in partnership with local merchants, artisans and tradesmen to assist property owners with their home improvements. To be more visible in the community through partnerships with the downtown merchants, local realtors and the Granville County Historical Society. PUBLIC HEARING ZONING ORDINANCE AMENDMENT SECTION 500 DRIVEWAYS IN THE R-A ZONING DISTRICT A public hearing was held to consider amending section 500 of the Zoning Ordinance that exempts new single-family dwelling units in the R-A zoning districts with driveways 50 ft. in length or more from the paved parking requirement. The City amended the Zoning Ordinance on Oct. 15, 2008 requiring all new single-family dwelling units to have a driveway of asphalt, concrete, or a surface that will absorb rainwater, excluding gravel. The requirement of having new single-family dwelling units in the R-A (residential-agricultural) zoning district (primarily the ETJ area) puts an unnecessary hardship on the residents. Most driveways in the R-A are 100 ft. or more. Mayor Sergent opened the public hearing. No one from the public wished to speak. Mayor Sergent closed the public hearing.

4 INITIAL MOTION NO VOTE COMMISSIONER BRIDGES MADE A MOTION TO AMEND SECTION 500 OF THE ZONING ORDINANCE EXEMPTING NEW SINGLE-FAMILY DWELLING UNITS IN THE R-A ZONING DISTRICTS WITH DRIVEWAYS 50 FT. IN LENGTH OR MORE FROM THE PAVED PARKING REQUIREMENT. Commissioner Currin suggested that instead of exempting people with driveways 50 feet in length or more from the paving requirement, require them to only pave the first 20 feet from the road. This will prevent gravel from getting onto the road. After some discussion most of the Board agreed. Planning Director Hart preferred the initial amendment. SUBSTITUTE MOTION CARRIED ZONING ORDINANCE AMENDED SECTION 500 DRIVEWAYS IN THE R-A ZONING DISTRICT - 50 FT IN LENGTH REQUIRED PAVING FIRST 20-FT COMMISSIONER CURRIN MADE A SUBSTITUTE MOTION TO AMEND SECTION 500 OF THE ZONING ORDINANCE FOR NEW SINGLE-FAMILY DWELLING UNITS IN THE R-A ZONING DISTRICTS WITH DRIVEWAYS 50 FEET IN LENGTH OR MORE, WHICH REQUIRES PAVING THE FIRST 20 FEET FROM THE ROAD. THE MATERIALS SHOULD CONSIST OF ASPHALT, CONCRETE, OR A SURFACE THAT WILL ABSORB RAINWATER, EXCLUDING GRAVEL. COMMISSIONERS WILLIFORD, CURRIN, HARRIS, STRICKLAND, BRIDGES AND FIELDS VOTED IN THE AFFIRMATIVE. MPT HERRING VOTED IN THE NEGATIVE. THE MOTION CARRIED. AUDIT CONTRACT WITH WINSTON, WILLIAMS, CREECH, EVANS & CO. APPROVED Mayor Sergent presented a recommendation to approve the audit contract with Winston, Williams, Creech, Evans and Co., in the amount of $36,000. The Local Government Commission now requires the governing board s date of approval for the contract. The audit includes the City s financial statements and Comprehensive Annual Financial Statement as of June 30, The cost of the audit is the same as the previous two years. COMMISSIONER CURRIN MADE A MOTION TO APPROVE THE AUDIT CONTRACT IN THE AMOUNT OF $36,000 WITH WINSTON, WILLIAMS, CREECH, EVANS AND CO., FOR THE CITY S FINANCIAL STATEMENTS AS OF JUNE 30, 2014, AND AUTHORIZE THE MAYOR TO SIGN THE CONTRACT. ALL VOTES WERE IN THE AFFIRMATIVE. THE MOTION CARRIED. MOU WITH DOEDC DIRECTOR RENEWED THROUGH JUNE 30, 2014 BUDGET AMENDMENT APPROVED City Manager Hemann presented a Memorandum of Understanding (MOU) between the City of Oxford and the Downtown Economic Development Corporation (DOEDC) for the Part-time Downtown Economic Development Director through June 30, 2014 and a budget amendment in the amount of $6,000 to fund the contract. At the June 11, 2013 Regular Session, the Board approved funding a part-time DOEDC Director through February 28, This would extend the initial agreement through June 30, The City s portion of the DOEDC Director s salary is $1,500 per month.

5 MPT HERRING MADE A MOTION TO APPROVE THE MOU BETWEEN THE CITY OF OXFORD AND THE DOEDC FOR A PART-TIME DOEDC DIRECTOR THROUGH JUNE 30, 2014 AND A BUDGET AMENDMENT IN THE AMOUNT OF $6,000 TO FUND THIS CONTRACT. ALL VOTES WERE IN THE AFFIRMATIVE. THE MOTION CARRIED. Account Number Description Increase Decrease EDC Reimbursement $6, Approp. Fund Balance $6, CITY OF OXFORD PERSONNEL POLICY MANUAL ADOPTED Commissioner Strickland, past Personnel Committee Chair, presented the revised Personnel Policy Manual. This Manual is an essential tool in the management of City employees. It defines the relationship between management and employees and sets expectations for employees in many areas including performance, the workplace environment, employee benefits, etc. The current City of Oxford Personnel Policy Manual was last updated in 2008 and was revised between 2008 and For approximately one year the Personnel Committee has worked on a new revised Manual. The proposed Manual has undergone extensive review by staff, the Personnel Committee and outside sources at the League of Municipalities. Commissioner Strickland recognized past HR Director, Carol Dorsey, for her hard work and also the assistance of City Clerk Rote and Cynthia Bowen who helped finalize the document after Ms. Dorsey left. City Manager Hemann also recognized Ms. Dorsey and said that in speaking with Ms. Dorsey, she complimented Commissioner Strickland for all the time and effort he put into the new policy and that it would not have been done without his help and persistence. COMMISSIONER STRICKLAND MADE A MOTION TO ADOPT BY RESOLUTION, THE REVISED PERSONNEL POLICY MANUAL THAT APPLIES TO THE APPOINTMENT, CLASSIFICATION, BENEFITS, SALARY, PROMOTION, DEMOTION, DISMISSAL, AND CONDITIONS OF EMPLOYMENT OF THE EMPLOYEES OF THE CITY OF OXFORD AS PRESENTED, AND EFFECTIVE MARCH 11, THE REVISED PERSONNEL POLICY IS INCORPORATED BY REFERENCE WITH A COPY ON FILE IN THE HUMAN RESOURCES DEPARTMENT AND IN THE OFFICE OF THE CITY CLERK. ALL VOTES WERE IN THE AFFIRMATIVE. THE MOTION CARRIED. FEBRUARY FINANCIAL HIGHLIGHTS BY FINANCE DIRECTOR BELTON Finance Director, Harold Belton, presented and summarized the February financial report. He presented a different format for the report that showed summary comparisons from February 2013 with February 2014.

6 FEBRUARY 2014 Financial Report 67% of FY Complete General Fund Water Fund REVENUES YTD $ 6,169,413 $ 2,865,071 YTD Percent of Budget (minus loan proceeds and fund balance allocation) EXPENSES YTD Budget 73% 63% $ 5,182,153 $ 8,496,226 $ 2,583,151 $ 4,714,965 YTD Percent of Budget (minus loan proceed, and fund balance allocation) 50% 55% DIFFERENCE (Revenues Expenses) 2013 YTD $ 987,260 $ 281,920 CITY MANAGER UPDATE Weather Event City Manager Hemann thanked David Cottrell and all of our Street Department for the work they did during the recent storm and the work that they continue to do during cleanup. Our first responders at Fire and Police also did a good job for our citizens and are to be commended. Water Department - City Manager thanked Stevie Inscoe our Water and Sewer Crew Leader for stepping up to assume some of the duties of our former Distribution and Collection Superintendent as we move toward restructuring that Department. Parks and Recreation Director Christine Usry hit the ground running on February 24 th. Update on Positions to Be Filled We received approximately 60 applicants for the Human Resources Director Position. City Manager Hemann has telephone screened 9 candidates and will narrow that pool to 3 or 4 for interviews. He would like to bring in an HR Director from another similarly sized NC City to assist with interviews. We received around 10 applicants for the City Engineer position and City Manager Hemann will be conducting telephone screenings of 5 or 6 of those and hoping for a pool of 3 or 4 to interview. Likewise, he will pull in a city engineer from another NC community to assist with interviews. We received 9 applicants for the Public Works position and City Manager Hemann is in the process of screening and interviewing for that position.

7 Armory Property The Appraisal for the Armory Property has been received and is valued at $280,000 (Roughly 30% City/70% County). The City Manager and the County Manager will discuss that appraisal and the percentages of value assigned to each entity and begin working on a proposal for our respective Boards consideration. Main Street Tree Meeting Rodney Swink met with the City and residents on Wednesday March 5 th at the Library and around a dozen people were in attendance. There was a general consensus for a plan. The cost to purchase trees for the plan would be around $4,000. It would likely total $10,000 if we contracted for installation. Staff will take this information and work to formalize a plan for your review. NCLM Legislative Committee City Manager Hemann attended his first NC League of Municipalities Planning Environment and Legislative Committee last week. The League is working hard on areas that impact municipalities and he will be providing additional information in the near future. COUNTY BOARD MEETING UPDATE MAYOR SERGENT Mayor Sergent updated the City on the recent County Board Retreat. She and City Manager Hemann presented a PowerPoint presentation that updated the County on City activities, departmental changes, and Vision, Values, and Mission statements. They reviewed the goals set at the City s February planning retreat especially those goals involving county relations and coordination. In addition, Mayor Sergent noted reports given by other municipalities, NC Representative Baskerville, Representative Wilkins and NC Senator McKissick. DOEDC UPDATE COMMISSIONER CURRIN Commissioner Currin updated the Board on the February 12, 2014 retreat and the March 5, 2014 meeting. During the retreat the annual calendar of events were discussed and set. Shields Blackwell from the Granville Health Foundation spoke about the 5-K Ambulance Chase and Truck Rodeo, and Max Burrus from the Granville Arts Council spoke about the Strawberry Jam Festival. Tourism Director, Susan Ball, and Granville Economic Director, Bill Edwards, also spoke. During the March 5 th meeting, City Manager Hemann spoke about developing the Downtown Master Plan. KERR-TAR COG UPDATE COMMISSIONER BRIDGES Commissioner Bridges updated the Board on the recent Kerr-Tar COG meeting. Commissioner Bridges spoke about the juvenile crime presentation by Community Connections Director, Alex Fonville. Mr. Fonville emphasized the importance of reaching troubled youth at an early age. He stated that juvenile crime is increasing in all our area counties, including Granville, with Warren County increasing at a slower pace. Mr. Fonville explained his plans to implement the program and the need for funding.

8 Commissioner Bridges also mentioned a new program started by the local Bar Association of Attorney s. They are reading to elementary children in Granville County schools. 200th ANNIVERSARY CELEBRATION UPDATE COMMISSIONERS STRICKLAND AND WILLIFORD Commissioners Strickland and Williford updated the Board on the 200th Anniversary Committee. Non-profit status has been established. The mural designed by Mr. Bragg should be hung at City Hall in April. Banners have been ordered. The deposit of $2500 has been paid to Louis Bowling to write a book on the History of Oxford. Mayor Sergent asked Commissioners Strickland and Williford to notify the Board when Mr. Bragg is at City Hall to hang the mural. CONSENT AGENDA APPROVED COMMISSIONER FIELDS MADE A MOTION TO APPROVE THE CONSENT AGENDA. ALL VOTES WERE IN THE AFFIRMATIVE. THE MOTION CARRIED. Accepted the February Financial Report by Finance Officer Harold Belton (available on meeting night) Adopted the February 6, 2014 Summary Report for the Oxford Board of Commissioner s Retreat as prepared by Warren Miller of Fountainworks. Approved request from the DOEDC to close Main Street from Williamsboro Street to Littlejohn Street, Williamsboro Street from the intersection of Main Street to Linden Avenue, and College Street from Hillsboro Street to McClanahan Street on Saturday, May 31st between 6:30 a.m. and 5:00 p.m. for the first ever Strawberry Jam Arts Street Festival, and designate these areas for public alcohol consumption during the hours of 10:00 a.m. and 4:00 p.m. The DOEDC has partnered with the Granville County Arts Council to bring a combined event to the Downtown that will include artists, music, and shopping. Approved request from the DOEDC to close Main Street from Williamsboro Street to Littlejohn Street and Littlejohn Street on June 26th, July 24th, and August 21st between 6:00 p.m. and 12:00 a.m. for its 7th annual movie night series. Progress Energy will remove several of the bulbs from the streetlights on Main Street for these events. Approved request from the DOEDC to close Main Street from Williamsboro Street to Littlejohn Street, Williamsboro Street from the intersection of Main Street to Linden Avenue, and College Street from Hillsboro Street to McClanahan Street, during the hours of 6:00 a.m. and 5:00 p.m. on Saturday, September 13th for the 8th Annual NC Hot Sauce Contest and designate these areas for public alcohol consumption during the hours of 11:00 a.m. and 4:00 p.m.

9 Approve request from the DOEDC to close Main Street from 12:00 p.m. until 8:00 p.m. on Friday, December 5th, including the intersection of Main and Spring Streets, Hillsboro Street (to the intersection of Lewis Street and Penn Avenue), and Williamsboro Street (beginning at the intersection of Belle and Lanier Streets) for the annual Lighting of the Greens and Christmas Parade route. The parade will assemble on Spring and Belle Streets and disband in the parking lot of Public Works from 6:00 p.m. until approximately 7:30 p.m. Approved request from the Chamber for the following closings for their Alive After Five events on May 8 and September 30: The parking lot on the evenings of May 7 and September 29 for stage construction; The entire parking lot on the days of the events; The entire lot on May 9 and October 1 for stage dismantling and clean-up Littlejohn Street from Main to Gilliam Streets on the days of the events; and Gilliam Street from Williamsboro to Spring Streets from 4:30 p.m. until 9:00 p.m. on the days of the events to allow easy and safe setup for the band, vendors, etc. In addition, the assistance from the Oxford Police Department and Fire Department is requested. Approve tax release in the amount of $15.90 to Sara D. Prezas due to moving out of the City Limits. Approve tax release in the amount of $27.43 to Catherine and Alvin McGhee due to selling property to a church (tax exempt). Approve the minutes of the February 5-6, 2014 Planning Retreat, and the February 11, 2014 Regular Session. BOARD COMMENTS Commissioner Williford following the City Manager s report he asked the City Manager if he could check if there was some way to have power cut in the City when a tree falls on the power lines so City personnel can remove the trees. He mentioned the problem on Pine Cone Drive with the road being blocked. Commissioner Williford later noted the need for a high visibility crosswalk on Linden Avenue at Granville Corners. Mayor Sergent and Planning Director Hart noted that both the crosswalk and electronic pedestrian signs are part of the sidewalk grant along Industry Drive. Commissioner Strickland - following the City Manager s report he asked the City Manager to make sure that employees who worked when City Hall was closed and during the weekend of the storm were compensated appropriately. Commissioner Strickland later asked that the possible use of the County 911 Call Center be reviewed and considered. He noted that this was part of the Manager/staff priorities for the upcoming year that were discussed during the February planning retreat along with crime rate

10 and police presence. He stated that when a dispatcher is off, a police officer has to fill the post, leaving one less officer on patrol. It would also be a cost savings to the City and a more efficient way to receive emergency services. He spoke with Sherriff Wilkins who supported the City s change to the 911 Center. City Manager Hemann stated that the 911 Commission for North Carolina is holding three statewide public input sessions that may be of interest to the Board. The closest is Greensboro. Commissioner Herring - asked City Manager Hemann and Police Chief Coley to study the 911 idea and present findings to the Board at the May meeting. He also asked City Clerk Rote to add the new Goshen Street restaurant to the list of businesses we contact when ordering food. Commissioner Currin thanked Planning Director Hart for contacting property owners who have been negligent of their property or against zoning code. ADJOURNMENT WITH THERE BEING NO FURTHER BUSINESS, AT APPROXIMATELY 8:15 P.M., COMMISSIONER HARRIS MADE A MOTION TO ADJOURN. ALL VOTES WERE IN THE AFFIRMATIVE. THE MOTION CARRIED. ATTEST: Jacqueline vdh Sergent, Mayor Barbara J. Rote, City Clerk