Board of Commissioners

Fuquay-Varina Town Board Meeting Minutes Book - Page Fuquay-Varina Town Board Meeting January 17, 2023 J. Blake Massengill, Mayor Larry Smith, Mayor Pro-Tem William H. Harris, Commissioner The Regular Meeting of the Fuquay-Varina Town Marilyn B. Gardner, Commissioner Bryan Haynes, Commissioner Board scheduled for Tuesday, January 17, 2023, at Vacant Seat - Commissioner Adam G. Mitchell, Town Manager 7:00 p.m. was held at the Fuquay-Varina Town Hall, Mark D. Matthews, Assistant Town Manager 134 N Main Street, Fuquay-Varina, NC. James (Jim) E. Seymour, Assistant Town Manager Rose H. Rich, Town Clerk James S. Adcock, III, Town Attorney In attendance were Mayor Blake Massengill, Mayor Pro-Tem Larry Smith, and Commissioners Marilyn Gardner, William Harris, and Bryan Haynes. Also in attendance were Town Manager Adam Mitchell, Assistant Town Manager Mark Matthews, Assistant Town Manager Jim Seymour, Deputy Town Clerk Teresa Wilder, Town Attorney James Adcock, IT Director Scott Clark, and various other department directors. CALL TO ORDER Mayor Massengill called the meeting to order at 7:00 pm. INVOCATION AND PLEDGE Mayor Pro-Tem Smith provided the invocation and Assistant Fire Chief Jim Jones led the Pledge of Allegiance. VIRTUAL MEETING PROTOCOL Town Manager Adam Mitchell reviewed the meeting protocol noting that the meeting was both in- person and live streamed on the Town’s YouTube Channel and Facebook. APPROVAL OF MINUTES 3A The January 3, 2023, minutes of the Town Board of Commissioners regularly scheduled meeting. MOTION: Mayor Pro-Tem Smith SECOND: Commissioner Gardner MOTION RESULTS: Passed Unanimously (4-0) PRESENTATIONS 4A Introduction - Alexandra Baumann - Communications and Marketing Specialist Purpose – To officially introduce Alexandra (Alex) Baumann, Communications and Marketing Specialist Staff Comments – Communications Director Susan Weis entered the agenda abstract and supporting documents for this agenda item into the official record of the Town. She then provided information about the agenda item by making the following remarks. She introduced Alexandra Baumann as the new Communications and Marketing Specialist. She gave a brief background of her experience and the projects she is working on. Alex Baumann thanked everyone for welcoming her and expressed her appreciation to Communications Director Weis for hiring her for the position. She stated that she looks forward to learning and growing in the position. Mayor Massengill welcomed Mrs. Baumann and he stated that she has hit the ground running. He reported that she lives in downtown Fuquay-Varina, and she is very involved with the Town outside of work. 4B Recognition - Karin Wanner - The Diversity Leader's Intensive Certification Purpose – To recognize Karin Wanner, Recruitment and Selection Coordinator, for receiving The Diversity Leader's Intensive Certificate of Competency. Staff Comments – Human Resources Director Wendy Moody entered the agenda abstract and supporting documents for this agenda item into the official record of the Town. She then provided information about the agenda item by making the following remarks. Karin Wanner, Recruitment and Selection Coordinator, has been employed with the Town since May 2022 and DEI certification was required within 12 months of hire. By receiving this certification, Karin has proven ability to successfully design and implement diversity, equity, and inclusion strategies within Human Resources. Karin had to score 70% or better on the 50- question exam and the DEI project and Ms. Wanner scored 100%. She plans to attend job fairs to include HBCUs, veterans, and reach out to other professional organizations in which to recruit diverse talent. She is working to develop an interview rubric that will standardize scoring while leaving room for candidates who still have potential to succeed. The Town will be implementing additional Town-wide DEI training to employees. Karin has made a great impact to the organization since she has joined the team. Karin Wanner spoke briefly about opportunities for future plans to implement with recruitment and training. Mayor Massengill stated that she has hit the ground running and he thanked her for not only doing what is required by her job but doing more than the minimum and excelling. 4C Proclamation - Black History Month Purpose – For Mayor Massengill to present a proclamation in recognition of Black History Month. Mayor Massengill stated that yesterday was the observance of the life of Dr. Martin Luther King, Jr. Day and there was a celebration hosted by the Cultural Arts Society of Fuquay-Varina. He  reported that there was a march from St. Augusta Church to Falcon Park with approximately 300 people in attendance. He stated that a stakeholder’s group was established to help gather ideas to celebrate Black History Month and the group came up with the idea of a video series entitled “Fuquay-Varina Firsts, Celebrating Black History”. This video series is about the African Americans contributions and achievements in Fuquay-Varina and will start the first week of February 2023. He then read the 2023 Black History proclamation. PUBLIC COMMENTS 5A The following people spoke in opposition to the proposed Social District Ordinance that was tabled until the March 6, 2023, Town Board meeting: Brian Babcock, 516 Broad Street, Fuquay-Varina, Rev. Paul Jones, 1427 Stone Lion Drive, Fuquay- Varina, Susan Oliver, 721 Valleywater Street, Fuquay-Varina, and Thelma Mann, 1329 Bass Lake Road, Holly Springs. ITEMS PREVIOUSLY TABLED 6A There were no items previously tabled for the January 17, 2023, Town Board meeting. PUBLIC HEARINGS 7A There were no public hearings for the January 17, 2023, Town Board meeting. CONSENT AGENDA 8A. Fiscal Year 2023-2024 Budget Development Schedule Purpose – To consider approval of a budget development schedule for the Fiscal Year 2023-2024 budget process.  Recommendation – Approve the Fiscal Year 2023-2024 Budget Development Schedule as presented and recommended. 8B. Budget Amendment - Recognize Insurance Proceeds - Police Department - Vehicle Repairs to Police Unit #179 - BA-23-35 - $2,790. Purpose – To consider a budget amendment in the amount of $2,790 that recognizes insurance proceeds/restitution for repairs to the Fuquay-Varina Police Department Police Patrol Unit # 179. Recommendation – Approve Budget Amendment BA-23-35 as presented and recommended. A motion was made to approve Consent Agenda Items 8A-8B. MOTION Mayor Pro-Tem Smith SECOND: Commissioner Harris MOTION RESULTS: Passed Unanimously (4-0) ITEMS REMOVED FROM CONSENT 9A There were no items removed from the Consent Agenda for separate consideration. ADMINISTRATIVE REPORTS 10A Resolution - Amending Town Personnel Policy - Telework Policy Purpose – To consider approval of a resolution that amends the Town of Fuquay-Varina Personnel Policy specifically pertaining to the Telework Policy. Staff Comments – Human Resources Director Wendy Moody entered the agenda abstract and supporting documents for this agenda item into the official record of the Town. She then provided information about the agenda item by making the following remarks. From March 2020 to April 2021, the Town operated with a significant portion of the organization working remotely to mitigate the impact of COVID-19 on the Town's ability to provide core municipal services during the pandemic. During this time, many departments were able to adapt and develop business processes that equipped employees working remotely to deliver services at the same level or better when compared to working in person. Since then, the Town has brought the entire staff back to work in person, the remote work infrastructure has continued to support employees working remotely (with supervisor approval) periodically and this arrangement has benefitted the Town and organization. Examples of reasons for informal telework arrangements include when employees are sick or caring for a sick family member, but are capable of working provided they have connectivity, or when work is needed outside of business hours. An employment trend that did not begin with, but substantially accelerated the pandemic was the increased prevalence of flexible work policies and arrangements for jobs that can effectively be performed remotely. In both the private and public sector, many job candidates will no longer consider an employer if there is not an opportunity to work remotely either part time or full time. Specific to local government in the region, nearly all of the Town's peers offer employees the opportunity to work remotely on either a full-time or part-time basis. The Town competes for same talent as cities and counties that allow regular telework as an option, and this has increasingly become a recruitment and retention issue for the Town as a number of strong candidates have withdrawn from the hiring process based primarily or solely on the lack of telework flexibility. Many employees value remote work as an option and in many cases can be more productive when completing certain tasks from home, as telework allows employees to reduce the stress, time, and cost of commuting, and remote work has the additional benefit of reducing traffic congestion. The proposed telework policy would allow, at the discretion of management, part-time telework for jobs conducive to remote work, provided employee productivity, connectivity, and data security can be maintained. Departments that allow telework will be expected to designate one workday per week in which all staff are expected to report to work in person, for the purpose of scheduling staff meetings, team building/training exercises, ad hoc and planned collaboration opportunities, and meetings best held in person. Additionally, departments will be required to stagger remote workdays so that an adequate number of staff remain in the office to provide coverage for customers needing in person assistance. Management, Human Resources, and Information Technology staff believe the proposed telework policy provides a framework that best positions the Town to compete for talent while cultivating a positive, accountable, and supportive work environment that equips Town staff and departments to do their best work for residents and customers. Management and staff recommend expanding the telework policy, which will support the Town's efforts to recruit and retain the best talent to deliver outstanding municipal services. Discussion – Mayor Massengill asked what positions could telework and is this a temporary or permanent basis. Human Resources Director Moody stated that at this time the Town is not considering 100% work from home. She stated that telework would only be no more than three days per week. She also stated that employees that have direct dealings with the public would not be able to work from home. She gave an example of someone in engineering department could potentially work from home. She stated that there is a process for being approved for telework. Commission Harris asked if there are security measures in place to protect data or any confidential information. Human Resources Director Moody stated that employees will have to sign a confidentiality agreement and make sure any paperwork is locked up. Mayor Pro-Tem Smith asked about how secure the network would be using an employee internet provider. Human Resources Director Wendy Moody stated that the employee would log into a VPN through the Town’s provided laptop that is a secured log in. Assistant Town Manager Matthews stated that when there is sensitive data the Town provides devices that have all the security software that the VPN connects to where the data is stored. The employee would be logging into a Town provided device into the Town’s network as if they were working in the office. Recommendation – Adopt by resolution an amendment to the Town of Fuquay-Varina Personnel Policy incorporating standards to the teleworking policy as presented and recommended. Resolution No. 23-1784  MOTION: Commissioner Gardner SECOND: Commissioner Harris MOTION RESULTS: Passed Unanimously (4-0) OTHER BUSINESS 11A Manager’s Report Town Manager Adam Mitchell gave the following updates: o Police Department – The Police Department has successfully passed the NCLM Risk Review Program. A report will be given at a future meeting by the NCLM. o Fire Department – The Fire Department continues with the construction of Station #4. Plumbing and electrical work are being installed. The slab for the decontamination building is scheduled to be poured soon. o Parks & Recreation – The Parks & Recreation Department has hired Ed Kuczynski as Public Building Superintendent. The spring registration for Youth Sports received 1,747 registrations in the opening week. o Public Works – The Public Works Department has hired Dale Winston as sanitation collector. They have also completed taking down all the Christmas decorations. o Arts Center – The Arts Center winter maintenance projects have been completed. The Eduardo’s Noche Flamenca show kicks off the spring theater season on January 28th and it is already sold out. o Finance – The Finance Department has directed their focus to the Fiscal Year 2024 budget and Five-Year development plan. o Public Utilities – The Public Utilities Department has hired David Barbour as the new Wastewater Treatment Operator. The department is focusing on system maintenance as well as negotiating the terms of the interlocal agreement for the regional water supply project. o Economic Development – The Downtown Generational Plan had a kickoff meeting today and the Town met with the consultant, McAdams. Town Manager Mitchell thanked staff for taking the time out for the meeting and the walking tours of both downtowns. Town Manager Mitchell reported that tomorrow evening from 5:30-7:00 pm at the Community Center there will be a Transit Study Workshop.  Town Manager Mitchell stated that Commissioner Harris who serves as a voting delegate for the NCLM has submitted 10 legislative goals on behalf of the Town that address water and sewer infrastructure, transportation infrastructure, public safety, and local revenues tools. The NCLM is an advocate for cities and towns with the NC Legislature on behalf of the Town. Town Manager Mitchell reported that staff is continuing to work with Triangle J Council of Government on grant identification and writing assistance. He also reported that he and the Mayor Massengill had a very productive meeting with Representative Erin Paré last week. 11B Quarterly Report - 2nd Quarter FY 2022 11C Comprehensive Systemwide Master Plan - Parks and Recreation - Public Input Opportunity - Wednesday, January 18, 2023 - 6:30-8:30 pm - Community Center - 820 S. Main Street 11.D Comprehensive Systemwide Master Plan - Parks and Recreation - Public Input Opportunity - Saturday, January 28, 2023 - 12:00-2:00 pm - Pine Acres Community Center - 402 McLean Street 11.E Coffee with a Cop - Brus on Main - 135 S. Main Street - Tuesday February 14, 2023 - 9:00 am - 10:30 am BOARD MEMBER COMMENTS Commissioner Gardner gave special recognition to new staff members, Alex Baumann and Karin Wanner for joining the staff of Fuquay-Varina and getting extra training to help in their jobs. Commissioner Harris thanked Town Manager Mitchell for mentioning the legislative goals that will be advocated by the NCLM and he encouraged each Commissioner to review those goals. These goals will be voted on at the NCLM annual meeting. Commissioner Haynes stated that the Dr. Martin Luther King, Jr. celebration was a great event, and the weather was just right. He thanked the Cultural Arts Society and staff for all the work that went into the event. He reported that he is having meetings and discussions almost every day with citizens who just want to know more the Town and to give their input. Mayor Pro-Tem Smith had no comments. Mayor Massengill reported that he and the Town Manager had met with Representative Erin Paré and that she is working hard for the Town of Fuquay and understands the Town’s priorities and where the Town needs funding. He reported that on January 10th Officers Michael McClanahan and Alexandra Rench responded to a domestic dispute and he thanked them for their response and professionalism. He also stated that Carolina Gardens subdivision had some vandalism and Officers Stephen Diggs and Ryan Northgrave helped to clean up the graffiti and vandalism at the subdivision. He also reported that Charles Pleasant, Chris Way, Jason Newman, and Jonathan Joyner responded to sewer issues on Spring Street. He stated that he appreciates all these individuals for stepping up and going above and beyond to assist our citizens. The following items are Mayor Massengill’s past and future events: Past Events 1/3 – Coffee with a Cop 1/5 – FVEDC Luncheon 1/10 – FVDA Board Meeting 1/10 – Meeting with Representative Erin Paré 1/12 – Chamber Ribbon Cutting – Nils Restaurant 1/13 – Special Olympics – The Mill 1/16 – Celebration in Honor of Rev. Dr. Martin Luther King, Jr. 1/16 – Wake County Mayor Association Meeting Upcoming Events 1/18 – Chamber Board Meeting 1/18 – CAMPO Executive Committee Meeting 1/21 – Fine Arts Day 1/26 – Meeting with Sheriff Rowe  1/27 – Ballentine Elementary Spelling Bee 2/1 – Chamber Ribbon Cutting – No More Tumble 2/3 – Metro Mayors Call 2/3 – Friends Downtown Event ADJOURNMENT A motion was made to adjourn the meeting at 8:05 p.m. MOTION: Mayor Pro-Tem Smith SECOND: Commissioner Harris MOTION RESULT: Passed Unanimously (4-0) The minutes from the January 17, 2023, Town Board of Commissioners regularly scheduled meeting are adopted this 6th day of February in the year 2023 in Fuquay-Varina, North Carolina. FUQUAY-VARINA, NORTH CAROLINA J. Blake Massengill, Mayor ATTEST (TOWN SEAL) Rose H. Rich, Town Clerk