The Town of Spring Lake

The Town of Spring Lake BOARD Of ALDERMEN James P. O Garra, Mayor Pro Tem James Christian, Alderman Soña L. Cooper, Alderwoman Jackie Jackson, Alderwoman Fredricka Sutherland, Alderwoman CHARTERED IN 1951 OffICE Of THE MAYOR Larry G. Dobbins, Mayor ADMINISTRATION Daniel Gerald, Town Manager Rhonda D. Webb, Town Clerk Robert A. Tony Buzzard, Town Attorney 1. Call Meeting to Order 2. Invocation 3. Pledge of Allegiance 4. Additions or Deletions to Agenda 5. Approval of Agenda Regular Meeting of the Board of Aldermen February 12, 2018 7 p.m. PROPOSED AGENDA 6. Approval of Consent Items a. Minutes of the January 22, 2018 Regular Meeting 7. Public Forum 8. Presentations a. Kiwanis of Spring Lake Recognizes Sponsors Mr. Green b. Splash Pad Vendor Carolina Recreation and Design c. Spring Lake Military and Veterans Affairs Advisory Committee Annual Report Mr. Nilsen d. Spring Lake Recreation Advisory Committee Annual Report Mr. Derrickson e. Police Department Personnel Recognition Chief McDuffie and Mr. Erskine f. Fire Department Personnel Recognition Chief McLamb and Mr. Erskine 9. Adjournment VOICE: (910) 436-0241 300 Ruth Street FAX: (910) 436-2667 Post Office Box 617 Spring Lake, NC 28390-0617 www.spring-lake.org

Town of Spring Lake Regular Meeting of the Board of Aldermen Municipal Building 300 Ruth Street Spring Lake, NC 28390 January 22, 2018 MINUTES 7 p.m. The Spring Lake Board of Aldermen held a regular scheduled meeting in the Grady Howard Conference Room of the Spring Lake Municipal Building with Mayor Larry Dobbins presiding. Board Members Present: Mayor Pro Tem O Garra Alderman James Christian Alderwoman Soña Cooper Alderwoman Jackie Jackson Alderwoman Fredricka Sutherland Others Present: Daniel Gerald, Town Manager Tom Cooney, Public Works Director Rosa Henegan, HR Officer Troy McDuffie, Chief of Police Doris Snider, Senior Center Director Rhonda D. Webb, Town Clerk Tony Buzzard, Town Attorney Jennifer Combs, Asst. Recreation Director Sam Jones, Recreation Director T.J. McLamb, Fire Chief Claiburn Watson, Finance Director 2. Invocation Alderwoman Jackson gave the invocation. 3. Pledge of Allegiance Mayor Pro Tem O Garra led the meeting in the pledge of allegiance. 4. Additions or Deletions to Agenda There were no additions or deletions to the agenda. 5. Approval of Agenda The Board approved the agenda. Action: The Board approved a motion to approve the agenda. Motion by: Alderwoman Cooper Second by: Mayor Pro Tem O Garra Vote: Unanimous (A copy of the Agenda is hereby incorporated by reference and made a part of these minutes see attachment one.) 6. Approval of Consent Items The Board approved the consent items: a. Minutes of the January 2, 2018 Special Meeting b. Minutes of the January 8, 2018 Regular Meeting c. Bank Signature Card Resolution (2018) 1

Board Minutes January 22, 2018, Page 2 of 5 Action: The Board approved a motion to approve the consent items: Minutes of January 2, 2018 Special Meeting, January 8, 2018 Regular Meeting and Bank Signature Card Resolution (2018) 1. Motion by: Alderwoman Sutherland Second by: Mayor Pro Tem O Garra Vote: Unanimous 7. Public Forum Mr. Tony Burgess, 2400 Bunnlevel Erwin Road, Erwin, NC presented Mayor Dobbins with a Boxing Title Belt which Mayor Dobbins put on excitedly. 8. Presentation a. Introduction of Delta Sigma Theta Sorority, Fort Bragg Area Alumnae Chapter Ms. Tracey Morrison and Latrisia Sanders introduced the Delta Sigma Theta Sorority and provided the Board of Aldermen with an overview of services they can provide to the Spring Lake Community. They include promoting voter education awareness, poll site monitoring and voter registration drives. They also sponsored an emergency relief drive for Hurricane Matthew victims, CPR classes, through the Boys and Girls Club they hosted sessions for SMART Girls, focusing on bullying, health and fitness, suicide prevention, etiquette, photography, self-esteem, goal-setting, and spirituality/growth workshops on wheels and battle of the books event at Spring Lake schools. (A copy of the agenda memo is hereby incorporated by reference and made a part of these minutes see attachment two.) b. Employee of the Quarter Mayor Dobbins and Ms. Henegan presented certificates to the employees who were named Employee of the Quarter for the Fourth Quarter. They were: Sandra Miehle Administrative Support Melvin Gaddis Operation Support Tonya Logan Program Service Support Firefighter Elder Public Safety, Fire Officer Taylor Public Safety, Police (A copy of the agenda memo is hereby incorporated by reference and made a part of these minutes see attachment two.) c. Quarterly Finance Update Mr. Watson provided the Board of Aldermen with an overview of the Financial Comparison Analysis for each Fund. He stated the main revenues in the General Fund are property taxes, sales tax revenues, Powell Bill Funds, electricity sales tax. This update is through the end of December and property taxes are not due until January 5, 2018 so the next quarter will show that revenue. He stated we have collected 46.64% of our revenues through December. He stated the expenditures for the General Fund through December is $3,674,346.43. In the Water and Sewer Fund the revenues come from water and sewer bill payments. Revenues through December are $1,867,091.46 and expenditures are $1,309,015.49. The revenue percentage is 53.30% which means we have collected more revenues than expenditures paid out. In the Stormwater Fund we have collected $165,041.44 compared to $61,474.88 expenditures. In the Sanitation Fund the revenues are $397,442.98 compared to expenditures totaling $285,274.79. The Fleet Fund is an internal service fund and that is why you will not see revenues for this Fund because the other Funds pay for this Fund. We have spent $105,974.76 from this Fund. He also stated at the end of last fiscal year we paid off approximately $803,000 worth of debt. The total revenues for all the Funds are $6,169,750.11 and the total expenditures for all the Funds are $5,436,086.45.

Board Minutes January 22, 2018, Page 3 of 5 Mayor Pro Tem O Garra inquired where the General Fund Balance is and Mr. Watson stated we are at 31%. Mr. Watson reviewed the Investment report. The difference between last year and this year is where we paid that debt last year. We have received more money than we did last year because the yield rate is higher this year and is still trending upward. The Summary of Purchasing Card Use by Month for September, October and November of 2017 shows the card use is down. Last year during, the same timeframe, the total PCard use was $29,633.51 compared to $16,335.41 for this year. Alderwoman Sutherland stated that the breakdown is showing the place where the purchase was made but not the items purchased. Mr. Watson advised each month the Mayor, Town Manager, Finance Director and PCard Administrator meets and reviews all PCard purchases. Alderwoman Sutherland also inquired if the PCard log sheet shows what was purchased and Mr. Watson stated it does. Mayor Dobbins requested that Mr. Watson try to put more information on the breakdown sheet. Alderwoman Jackson inquired if we have actual receipts for what the items were spent on and Mr. Watson stated we do. Mayor Dobbins stated this is a very important process and he is happy to see so many people in the audience who care. (A copy of the Agenda Memo and Quarterly Finance Update PowerPoint is hereby incorporated by reference and made a part of these minutes see attachment three.) 9. New Business a. Recreation Advisory Committee Appointment Mr. Jones requested the Board of Aldermen to appoint Mr. Domonick Weaver to the Recreation Advisory Committee for a three-year term expiring January 31, 2021. Action: The Board approved a motion to receive the application and appoint Mr. Domonick Weaver to the Recreation Advisory Committee for a three-year term expiring January 31, 2021. Motion by: Alderwoman Jackson Second by: Mayor Pro Tem O Garra Vote: Unanimous (A copy of the Agenda Memo and Application for Appointment from Mr. Domonick Weaver is hereby incorporated by reference and made a part of these minutes see attachment two.) b. Firefighter Assistance Grant Application Approval Chief McLamb stated he needs the Board s approval to apply for the 2017 Assistance to Firefighters Grant. They want to apply for the grant to replace their mobile and portable radios. The radios they have now will no longer be able to be repaired after 2019. The total grant is for $288,078 and the Town will have to provide a 5% match of $14,403. The grant will be awarded in the fall and funds would be included in the 2019 2020 fiscal year. Action: The Board approved a motion to approve the Chief s request to apply for the grant. Motion by: Alderwoman Cooper Second by: Alderwoman Jackson Vote: Unanimous

Board Minutes January 22, 2018, Page 4 of 5 (A copy of the Agenda Memo is hereby incorporated by reference and made a part of these minutes see attachment three.) c. Resolution (2018) 2, Surplus Property Mr. Cooney requested approval of a Resolution to declare the old water meters surplus property. He stated we have two vendors who are interested in paying the Town between $4.50 and $5.50 per residential meter and a higher amount for commercial meters. He stated this price is probably double the amount we could get if we sold it as scrap. He stated he would like to declare the meters surplus and go into the bid process to get rid of them. He stated we have between 300 and 500, no one knows for sure because they are just placed in a large pile when they are taken out of service. He stated they will be counted at the time of sale. Mayor Pro Tem O Garra inquired about how much we could get for them weight wise and Mr. Cooney advised it is not weight but per meter and they are brass and the scrap value for brass is very little. He stated the Board has approved two disposals by sale in the past and it was almost triple the value. He stated we will either do a bid process or put them on Govdeals. He also stated these companies clean and rebuild the meters and put them in service in other Countries. Alderwoman Sutherland requested to know who the vendors are and Mr. Cooney stated he has them in his office and can provide them to her but they are not public record yet. He stated they will be public record once they accept bids. Alderwoman Sutherland requested that in the future we keep track of the meters when they are taken out of service so we can have a good accountability. Action: The Board approved a motion to approve Resolution (2018) 2. Motion by: Alderwoman Jackson Second by: Mayor Pro Tem O Garra Vote: 4-1 Yes No Mayor Pro Tem O Garra Alderwoman Sutherland Alderman Christian Alderwoman Cooper Alderwoman Jackson (A copy of the Agenda Memo and Resolution (2018) 2 is hereby incorporated by reference and made a part of these minutes see attachment four.) d. Ordinance (2018) 1, Road Closure for Dr. Seuss Parade Mr. Cooney requested approval of an Ordinance to close Poe Avenue and Main Street for the Dr. Seuss Parade. He stated that NCDOT must give permission to close a roadway that they maintain. The also suggested that for recurring events that require road closure, the Board of Aldermen pass an Ordinance authorizing the road closure and that will allow the Town to close the road without having to obtain authorization from NCDOT every year. Alderwoman Cooper stated there were some businesses that expressed concern that the parade kept people from getting to their business last year and that they were not informed about the parade. Mr. Cooney stated we were overwhelmed last year but staff will make every effort to ensure no business is adversely impacted. Action: The Board approved a motion to approve Ordinance (2018) 1. Motion by: Alderwoman Sutherland Second by: Mayor Pro Tem O Garra Vote: Unanimous (A copy of the Agenda Memo and Ordinance (2018) 1 is hereby incorporated by reference and made a part of these minutes see attachment four.)

Board Minutes January 22, 2018, Page 5 of 5 d. Oath of Office, Town Manager Mayor Dobbins administered the Oath of Office to the new Town Manager, Mr. Daniel Gerald. (A copy of the Agenda Memo and Oath of Office is hereby incorporated by reference and made a part of these minutes see attachment four.) 10. Adjournment. Action: There being no further business to come before the Board, the meeting was adjourned at 8:08 p.m. Motion: Mayor Pro Tem O Garra Second by: Alderwoman Cooper Vote: Unanimous ATTEST: Rhonda D. Webb, MMC, NCCMC Town Clerk Larry Dobbins Mayor

Attachment # Agenda Item No. 8a Request for Town Aldermen Action To: Honorable Mayor Dobbins and Spring Lake Board of Aldermen From: Dr. Robert Green, President of Kiwanis Club of Spring Lake Date: February 12, 2018 Subject: Recognition of Local Sponsors Purpose: To present a token of appreciation, in the company of the Board of Aldermen and the Town of Spring Lake, to local sponsors on helping the Kiwanis club to achieve their mission goals and community events. Overview: The Kiwanis club of Spring Lake would like to recognize a few organizations that assisted them on bringing smiles to some of the kids in Spring Lake. The Kiwanis club provided over 80 kids their wish list for this past Christmas. Without these key sponsors the Kiwanis club would have had some challenges on providing presents to the kids. Recommendation: Hear presentation Action Needed: No action needed Attachments:

Attachment # Agenda Item No. 8b Request for Town Aldermen Action To: Honorable Mayor Dobbins and Spring Lake Board of Aldermen From: Samuel L. Jones, Director of Recreation & Parks Date: February 12, 2018 Subject: Splash Pad Vender Carolina Recreation & Design Presentation Purpose: To present information to the Board of Aldermen on various splash pad designs that might be applicable to the Town of Spring Lake. Overview: The Recreation & Parks Department is seeking to enhance current services it provides to the citizens of Spring Lake in conjunction with citizens needs and its current adopted master plan. This plan has provisions to add a splash pad to the Ruth Street park campus in the near future. Carolina Recreation & Design is a company that provides splash pad design and construction throughout the US. The Recreation Department has asked Carolina Recreation & Design to present an overview of splash pad projects to the Board of Aldermen so that they may be informed on the designs of splash pads from different companies. Also take into consideration funding and plan options as the department progresses on the implementation. Recommendation: Hear presentation Action Needed: No action needed Attachments:

Attachment # Agenda Item No. 8c Request for Town Aldermen Action To: Honorable Mayor Dobbins and Spring Lake Board of Aldermen From: Rhonda D. Webb, Town Clerk Date: February 12, 2018 Subject: Spring Lake Military and Veterans Affairs Advisory Committee s Annual Report for 2017 Purpose: To provide the Board of Aldermen with the required annual report from the Spring Lake Military and Veterans Affairs Advisory Committee. Overview: The Spring Lake Military and Veterans Affairs Advisory Committee s charge is to promote Military and Veterans Affairs functions and activities in the community and to provide recommendations to the Town Manager and Board of Aldermen in planning programs and activities to enhance the quality of life and recognition of military residents, veterans, and their families in the community. As part of their requirements outlined in the Military and Veterans Affairs Advisory Committee Charter, they must present an annual report to the Board of Aldermen to give Board Members a better understanding of the Committee s activities during a given year. Mr. Eric Nilsen, the Military and Veterans Affairs Advisory Committee s chairperson will provide you with the annual report for the year 2017 at the meeting. Recommendation: Hear the presentation. Action Needed: Attachments:

Attachment # Agenda Item No. 8d Request for Town Aldermen Action To: Honorable Mayor Dobbins and Spring Lake Board of Aldermen From: Charles Derrickson, Chairman of Recreation Advisory Committee Date: February 12, 2018 Subject: Annual Recreation Advisory Committee Report Purpose: To provide the Board of Aldermen with the required annual report from the Spring Lake Recreation Advisory Committee. Overview: The Recreation Advisory Committee is required to submit an annual report to the Board of Alderman. This information includes highlights from each meeting to include attendance and specific issues tackled by the Committee. The chairperson Charles Derrickson presents this report on behalf of the Recreation Advisory Committee. Recommendation: Hear presentation Action Needed: No action needed Attachments:

Attachment # Agenda Item No. 8e Request for Town Aldermen Action To: Honorable Mayor Dobbins and Spring Lake Board of Aldermen From: Troy McDuffie, Interim Chief of Police Date: February 12, 2018 Subject: Police Recognition Purpose: To introduce the new Spring Lake Police Officers to the Mayor and Board of Aldermen and to recognize newly promoted Police Officers. Overview: Since my appointment as the interim police chief, we have hired new police officers and promoted officers. It is with pleasure that we introduce the new Police Officers that have joined our team and recognize the newly promoted Police Officers. Recommendation: Action Needed: Attachments:

Attachment # Agenda Item No. 8f Request for Town Aldermen Action To: Honorable Mayor Dobbins and Spring Lake Board of Aldermen From: T.J. McLamb, Fire Chief Date: February 12, 2018 Subject: American Legion Awards Purpose: To present Spring Lake Fire Rescue personnel with American Legion awards Overview: Mark Erskine with the American Legion would like to present awards to one firefighter and one Emergency Medical Technician. Recommendation: Hear Presentation Action Needed: Attachments: