Councilmen Present: Councilmen Absent Administrative Staff Present Mayor Pro-Tem Scott Marlon Lee, District 1 Michael Scott, Town Manager

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1 The Smithfield Twn Cuncil recnvened its May 15, 2018 meeting n Mnday, May 21, 2018 at 6:00 p.m. in the Cuncil Chambers f the Smithfield Twn Hall, Mayr Pr-Tem Sctt presided until Mayr Mre arrived at 6:25 pm. Cuncilmen Present: Cuncilmen Absent Administrative Staff Present Mayr Pr-Tem Sctt Marln Lee, District 1 Michael Sctt, Twn Manager Emery Ashley, At-Large Jhn Blantn, Fire Chief David Stevens, District 2 Lenny Branch, Public Wrks Directr Dr. David Barbur, District 4 Gary Jhnsn, Parks and Recreatin Jhn A. Dunn, At-Large Tim Kerigan, Human Resurces/PIO Stephen Rabil, At-Large R. Keith Pwell, Chief f Plice Greg Siler, Finance Directr Stephen Wensman, Planning Directr Recnvene: May 15, 2018 Meeting Mayr Pr-Tem Sctt recnvened the meeting at 6:00 pm Prir t the budget discussins, Twn Manager Michael Sctt infrmed the Cuncil that the Executive Directr f the Chamber f Cmmerce cntacted him regarding the Chamber being incrprated int a fundatin that they began several years ag thus making the Chamber a nnprfit rganizatin. The Chamber Directr inquired if the Twn wuld find issue with the decisin. As a nnprfit rganizatin, the Chamber wuld n lnger be required t pay taxes n its prperty. Ultimately, their Bard f Directr will decide if they are t becme a nnprfit rganizatin. The Twn Manager was directed t investigate the amunt f prperty taxes the Chamber currently pays. Summary/Discussin Budget Changes (a) Plice Department Take Hme Fleet Prgram Twn Manager Michael Sctt stated that during the budget discussins, he was asked t bring ptin t the Cuncil n hw t implement the Plice Department take hme fleet prgram. The Twn Manager infrmed the Cuncil that it wuld cst $533,220 t implement the prgram with an annual estimated fuel cst f $28,000. The persnnel benefitting frm this prgram wuld be sixteen patrl fficers, fur sergeants and 4 lieutenants. The Plice Department tends t lse mre patrl fficers than any ther type f fficer. The Twn Manager prvided 6 ptins t implement the prgram. They are as fllws: Optin A: Purchase all 12 vehicles at a cst f $533,220. Budget additinal $28,000 fr fuel. Use lan fr 5 years fr a debt service payment f $117,864 annually. Optin B: Use Fund Balance fr the ttal purchase, but with the allcatin f the $320,000 fr street resurfacing that wuld reduce the General Fund Balance t apprximately 35%. Optin C: Use sme Fund Balance and sme lan prceeds fr the ttal amunt which wuld reduce the fund balance t apprximately 42% Optin D: Purchase furteen vehicles ver a three year perid by using Fund Balance, but nly if the Fund Balance remains stable. Optin E: Use a Capital Reserve Fund t purchase all the vehicles after July 1, 202. The Twn wuld add $220,000 t the Capital Reserve accunt thus earmarking the mney nly fr this prject. Optin F: Create a Take Hme Fleet fr nly thse fficers residing in the Crprate Twn Limits. Budget fr the purchase f a car as is needed.

2 Cuncilman Stevens questined if it wuld be mre beneficial if the Cuncil increased the starting salary. Chief Pwell respnded it wuld help, but his fficers wuld still want a take hme car. Cuncilman Barbur questined if wuld be beneficial if the Cuncil implemented Optin F and increased the base salary. Chief Pwell respnded it wuld nt help the current fficers as mst already have bught hme utside the Twn limits. Cuncilman Stevens questined the average turnver rate fr a Patrl Officer. Twn Manager Michael Sctt respnded that it was apprximately fur fficers a year. Chief Pwell respnded that he currently has tw vacancies with three ther fficers cnsidering ffers frm ther agencies. The Twn Manager reminded the Cuncil that they vted t cnduct a pay study. He cautined the Cuncil nt t add reccurring csts that are unnecessary until the pay study has been cmpleted because the Cuncil may find themselves in a difficult psitin. Cuncilman Barbur stated that nce the salary study is cmpleted that nt every emplyee will get a raise. It will be dependent n what the jb is wrth. The Twn Manager explained that he had cnversatins with Managers frm ther municipalities and they are facing sme f the same issues. One Manager f a smaller Twn utside Charltte were lsing their fficers t Charltte because Raleigh was recruiting fficers frm Charltte. This is a prblem we culd ptentially have because we are s clse t Raleigh. The Twn cannt cmpete with Cities like Raleigh. Cuncilman Barbur questined the mral f the fficers if the take hme fleet is nt implemented. Chief Pwell respnded that it will drp mral in the department. Cuncilman Rabil questined if the Twn culd lessen sme f the equipment. Chief Pwell respnded that rifles and cmputer culd be shared. Cuncilman Dunn questined if the Twn has lst a lt f fficers t Claytn. The Twn Manager respnded the Plice Department hasn t lst a lt f fficers t Claytn. The Twn has lst fficers t the Sheriff s Department, t the Twn f Knightdale and ther Wake Cunty Municipalities. Cuncilman Dunn stated a decisin culd be made later in the year. Cuncilman Barbur questined hw the Twn wuld purchase a vehicle under Optin F. The Twn Manager respnded if it was smething the Cuncil wanted t implement, the Plice Chief wuld be asked t bring back a plicy fr the Cuncil s apprval. But the vehicle(s) wuld have t be included in the budget. Finance Directr Greg Siler respnded that Cntingency Funds culd be used t purchase the vehicle. It was the cnsensus f the Cuncil t delay a decisin n the take hme fleet until the salary study is cmpleted and the findings presented t the Cuncil. (b) Huse Bill 947 Twn Manager Michael Sctt infrmed the Cuncil that HB 947 is a lcal act fr the Twn f Mresville. The Twn f Mresville is prpsing t add a quarter cent sales tax fr rad repairs. The Twn Manager cntacted the lcal representative t ascertain if it wuld be pssible t add the Twn f Smithfield t this bill r prpse creating a similar lcal act f the Twn. Mayr Mre stated that the representative cntacted him and it wuld nly be cnsidered if the Twn passed a reslutin. Cuncilman Ashley made a mtin secnded by Cuncilman Stevens t Adpt Reslutin # 617 ( ) requesting a lcal act t increase the Twn s lcal sales tax ptin by.25% t be used fr rad repairs. Unanimusly apprved. RESOLUTION# 617 ( ) TOWN OF SMITHFIELD TOWN COUNCIL

3 AUTHORIZING LOCAL OPTION SALES TAX WHEREAS, The Twn Cuncil f Smithfield cmpleted a cmmunity wide survey in 2017 and the primary recmmendatin amng citizens was additinal street repairs and resurfacing; and WHEREAS, Smithfield is lcated n Highway 95 and is hme t shpping, htels, restaurants and turist destinatins, as well as the Cunty Seat f Jhnsn Cunty; and WHEREAS, This additinal visitr traffic weighs heavily upn the streets and rads f Smithfield and increases the need fr rad repairs; and WHEREAS, the Twn Cuncil has met in pen sessin n May 21, 2018 and apprved a reslutin t request an Act t Authrize a Levy f a Municipal One-Quarter Percent Sales and Use Tax t be used specifically fr street imprvements. NOW THEREFORE, I, M. Andy Mre, Mayr f the Twn f Smithfield alng with the Members f the Smithfield Twn Cuncil: Authrize the Mayr and, alternatively, the City Manager, t request ur state Representatives and Senatrs t supprt a Lcal Act fr Smithfield t authrize a levy f a municipal ne-quarter percent sales and use tax t be used exclusively fr street imprvements in Smithfield. (c) Emplyee Handbk The Twn Manager requested directin frm the Cuncil n three changes t the handbk Sectin 21: Salary Effect f Prmtins, Demtins, Transfers, and Reclassificatins Prmtins. The purpse f the prmtin pay increase is t recgnize and cmpensate the emplyee fr taking n increased respnsibility. When an emplyee is prmted, the emplyee s salary shall nrmally be advanced t the minimum rate f the new psitin, r t a salary which prvides an increase f 5%, 10% whichever is greater. Mayr Mre suggested the wrding be an increase f up t 10% at the Manager s discretin based n funds available at the time. The Manager wuld have t justify the amunt, but it was suggested by the Mayr that mre f an increase wuld be given based n the amunt f peple supervised. Sectin 72A: Vacatin Cmpensatin: Payable in the first pay check in Nvember f each year, every full-time emplyee wh has successfully cmpleted six mnths f emplyment with the Twn f Smithfield by Nvember 1 may request a minimum f eight (8) hurs and a maximum f frty (40) hurs f accrued vacatin time be cnverted t salary. All incme frm this benefit is subject t state and federal deductins. In rder t be eligible, an emplyee must have n disciplinary actins since Nvember 1 f the previus year and retain a minimum f frty (40) hurs f accrued vacatin leave as f Nvember 1 f the current year. This benefit is available as the Twn budget permits and as apprved by the Twn Cuncil during the annual budget prcess. Mayr Mre infrmed the Cuncil he had asked the Twn Manager t remve this frm the Handbk and t create a separate plicy. He des nt want the emplyees t rely n these funds as they wuld nly be available if it was ecnmically feasible. This plicy wuld be discussed during the budget prcess every year. Sectin 78: Transfer f Sick Leave frm Previus Emplyer Unless apprved by the Twn Cuncil, upn hire the Twn will accept nly the transfer f up t 350 hurs f sick leave hurs fr emplyees frm ther emplyers wh are participants f the Lcal r State Emplyees Retirement System. The sick leave will be treated as thugh it were earned with the Twn f Smithfield. The sick leave amunt must be certified by the previus emplyer. This prvisin shall nt be retractive t plicy adptin. The transfer f mre than 350 hurs

4 requires Twn Manager apprval and will be evaluated n a case by case basis. The Twn Manager explained that Cuncilman Barbur had questined if hurs frm the State Emplyees Retirement System culd be transferred t a Twn Emplyee. The Twn Manager stated that after sme investigating, it was determined that the Twn culd accept thse sick hurs. Cuncilman Ashley stated that thse hurs wuld be a liability t the Twn. Mayr Pr-Tem Sctt stated that Jhnstn Cunty allws an emplyee t transfer a certain amunt f sick time that an emplyee can use, but they keep the remaining balance t g twards an emplyee s retirement. If an emplyee with the Cunty des nt have cntinued service frm ne gvernment entity t anther, then the emplyee cannt transfer thse hurs t the Cunty. He felt it was imprtant t allw emplyees t transfer the sick time that the already earned. Substance Abuse Plicy XIV. Accident Invlving Twn Vehicles. Alchl tests fllwing a traffic accident invlving a Twn vehicle shall be administered n later than eight hurs frm the time f the accident. Drug tests fllwing a traffic accident invlving a Twn vehicle shall be administered n later than thirty-tw hurs frm the time f the accident The Twn Manager infrmed the Cuncil that this was a plicy adpted by the Cuncil and was simply being mved t the Handbk. In this plicy it states that alchl testing will be given t any Twn emplyee that has been invlved in an accident. This has nt been the practice as nly CDL drivers invlved in accidents are being tested. It was suggested that the sectin heading be changed frm Accidents invlving Twn Vehicles t Accidents Invlving Twn Vehicles Requiring a CDL r Equipment License fr Operatin. It was the cnsensus f the Cuncil t make n changes t that current sectin f the handbk. (d) Water Plant Expansin Twn Manager Michael Sctt reviewed the fllwing infrmatin cncerning the water plant expansin: A public hearing is scheduled fr July 10 th t discuss the clsing f nrth Secnd Street. The Twn has been awarded the Glden Leaf grant in the amunt f $500,000 with the Twn matching $250,000 fr a ttal f $750,000 t be used t install the 16 inch line dwn Durwd Stevensn Highway t increase pressure t West Smithfield. The Grant is cntingent n the expansin f the water plant. The prject is estimated t cst $15.28 millin. The agreement with Jhnstn Cunty entered int last August increased the value f the water but als increased their intake f water frm the water plant. Per the agreement, the Cunty will pay a ne-time capacity fee f $3.25 millin. The Twn Manager cnfirmed with the Cunty Manager that thse funds were included in the Cunty s prpsed budget. The remaining balance is $12.05 millin t expand the plant. The Twn has secured a lan at 1.81% fr 20 years with an annual debt service payment f $718,000 which shuld just abut make up what the cunty will be paying the Twn fr the increased water they will be using. It shuld be abut revenue neutral r maybe a little less. The Twn received bids fr engineering firms with the Wten Cmpany as the nly firm t submit a bid fr this prject. Once the Cunty starts t pull water we will be at 88%

5 capacity. If we dn t expand the water plant, the Cunty will request t pull mre water ut f the river and the Twn will lse the ability t pull water meaning the Twn will eventually begin buying water frm the cunty because the water plant will nt be able t expand. Once the water plant reaches just prir 90% capacity, under Nrth Carlina DEQ rules, the Twn must plan fr water plant prductin t increase. The Twn is required t expand the water plant t sell mre water t the Cunty. The plant will be ging frm 6.2 millin gallns a day t 8. 3 millin gallns a day and mving 12 millin f strage t 16 millin in strage. At that pint, the plant will be at 66 % capacity s there will be rm fr grwth. Optins fr the clsing f Nrth Secnd Street and reruting the greenway. The rad wuld be clsed just passed the private cemetery and Taltn Field culd becme an actual park. Sccer fields wuld be mved frm Taltn Field t Jhnsn Park. The Greenway wuld be reruted t create a lp trail t incrprate the existing restrms. On the cnceptual plans given t Cuncil, Taltn Park wuld include: a splash pad, playgrund, tw dg parks with designated areas fr large and small dgs, pen greenspace, Freemans schl and a parking lt. It was staff s intent t make this a psitive area fr the cmmunity and the Greenway. With its lcatin t the Operatin Center, there culd be sme Wi-Fi cnnectin in the Park. Mayr Pr-Tem Sctt stated that he has been cntacted with cncerns abut the traffic flw frm Secnd, Nrth and Third Streets. The Twn Manager respnded that NCDOT cnducted a traffic cunt in that area during a 24 hur perid and cncluded that 2700 cars passed thrugh the area. Public Wrks Directr Lenny Branch was in the prcess f cnducting his wn traffic cunts. Cuncilman Ashley questined if there had been any further discussins abut aligning Buffal Rad with Third Street. Mayr Mre explained the idea had been befre Cuncil in the past, but the Cuncil chse nt t d that because f the cmplaints f the citizens in the area. Jhnsn Park wuld have fur sccer fields t be used by yuth 8 and under and yuth 6 and under. The empty lt adjacent t the field which is wned by the Twn culd be used fr parking. If lights fr the fields were needed, they culd be added later. Mayr Mre reminded the Cuncil that the Twn des nt wn Jhnsn Park. It was suggested that the Twn cnsider asking fr a lnger lease. The lease is currently a five year autmatic renewal agreement. The Twn Manager explained he need the Cuncil t apprve and enter int an agreement t secure the lan s we culd get an appintment with the Lcal Gvernment Cmmissin because that will take time. Cuncilman Ashley made a mtin, secnded by Mayr Pr-Tem Sctt, t submit an applicatin t the Lcal Gvernment Cmmissin fr the Water Plant Expansin Lan. Unanimusly apprved. The Twn Manager explained befre the LGC wuld apprve the lan, Cuncil must apprve the water plant expansin. Mayr Pr-Tem Sctt made a mtin, secnded by Cuncilman Rabil, t expand the water plant. Unanimusly apprved. The Twn Manager questined when the Cuncil wuld like t put these plans befre the public. He explained that they culd be discussed during the budget hearing. Mayr Mre suggested that the plan be presented t the Parks and Recreatin Advisry Cmmissin fr their input. Mayr Mre

6 preferred knwing the estimated cst f the prject befre it was presented t the public. The Twn Manager explained that preliminary estimates are a little ver $500,000. Mayr Mre reminded the Cuncil there was $425,000 in restricted fund balance frm the sale f Bingham Park that can nly be used fr additinal Parks. The Twn Manager stated that there was a little ver $100,000 fr the in lieu f parks fees. Thse funds cmbined culd be used t cnstruct Taltn Park. It was suggested that the Manager discuss these plans during the public hearing fr the clsing f a prtin f Nrth Secnd Street. Mayr Pr-Tem Sctt questined if the Cunty had ever been apprached abut having a reduced tax rate fr citizen living inside any Twn limit in the Cunty. Als, cncerning fees charged t Twn, he questined if the Cunty has ever been apprached abut ffering a municipal rate especially with landfill tipping fees since the Twn citizens pay cunty taxes. Mayr Mre respnded that this had been discussed befre and he believed the statute mandated that the Cunty cannt charge tw different tax rates Mayr Mre infrmed the Cuncil that a brief meeting was held cncerning the Dg Park and Civitan ark. They met with a fence cmpany t determine the cst t fence the area. Adjurn Mayr Pr-Tem Sctt made a mtin, secnded by Cuncilman Dunn, t adjurn the meeting. The meeting adjurned at apprximately 8:04 pm. ATTEST: M. Andy Mre, Mayr Shannan L. Parrish, Twn Clerk