City Council

Page i of 57 City of High Shoals Regular Council Meeting May 14, 2024 • Call to Order o Mayor PJ Rathbone called to order the May 14, 2024, meeting. In attendance are the following council members: Denese Cook, Bo Rhyne, Bobby Vassey, and Kathy Rhyne. Councilmen Dennis Cash and Tim Eidson were absent. • Invocation • Pledge of Allegiance • Approval of Agenda o Motion to approve agenda made by Denese Cook, seconded by Bo Rhyne, all in favor. • Approval of Minutes o Motion to approve minutes made by Kathy Rhyne, seconded by Bobby Vassey. All in favor. Citizens’ comments/concerns: The City of High Shoals Council offers citizens the opportunity for Public Expression issues per NCGS 160A-81.1 (limited to 3-5 minutes per speaker). No one signed up for citizens comments; however, Ms. Judy Taylor stated that Tim Eidson did well on the ditch/trench at her house. Good of the Order: This is a time set aside for members to offer comments or observations (without formal motion) about the organization and its work. The good of the order is also the time to offer resolution to bring disciplinary charges against a member for the offenses committed outside a meeting. o Departmental Reports: ➢ Police Report-Gaston County ➢ Financial-Dennis Cash o Financials: Checking 1: $416,914.82 Checking 2: $ 11,113.69 Savings: $160,598.90 o Capital Management $47,536.63 Total: $636,164.04 ➢ Cemetery-Denese Cook o Looked wonderful for Mother’s Day. o Working on ➢ Water/Sewer-Bo Rhyne o No updates ➢ Streets/Maintenance/Sanitation-Kathy Rhyne o No reports for neither streets nor sanitation ➢ Parks/Recreation-Bobby Vassey o Yard of the Month: 130 Church Street – • Sandra Ramsey ➢ Vehicles- Tim Eidson o The small pickup truck started skipping badly, it is now at the shop. We received one of our new vehicles, which is in service at the moment. The vinyl will be put on when Mr. Baxter comes back from vacation. ➢ Administration/Mayor Report-PJ Rathbone o We need to follow up and schedule another meeting with the Brownfield project. Page 1 of 57 Page ii of 57 o Open Public Hearing for CDBG Water System Replacement Phase 2: The Mayor asked for a motion to open the public hearing regarding the City of High Shoals Water System Replacement Phase 2 project application. A motion was made to go into public hearing by Denese Cook. The motion was seconded by Kathy Rhyne. All approved. The High Shoals City Council held a public hearing on May 14, 2024, for providing explanation and description of the FY 2023 North Carolina Department of Environmental Quality (DEQ) Community Development Block – Infrastructure Grant (CDBG-I). The members present were P.J. Rathbone, Mayor, Denese Cook, Kathy Rhyne, Bobby Vassey and Bo Rhyne. Steve Austin, grant administrator, was present to discuss the purpose of the public hearing for the City of High Shoals’ CDBG-I funding application. Mr. Austin stated that the purpose of the public hearing was to obtain citizen’s views and to respond to funding proposals and answer any questions posed by citizens. Mr. Austin also stated that the public hearing must cover the City’s community development needs, development of the proposed activities, and a review of program compliance before the submission of the City’s CDBG-I funding application to the state of the North Carolina. The City proposes requesting funding from NCDEQ’S CDBG-I program for the City of High Shoals Water System Replacement Phase 2 Project. The proposed project will meet the following community and housing needs of City by applying for funds to install approximately 2,950 LF of 12” water lines and appurtenances along River Street within the City serving approximately 36 single family dwellings. The purpose of the CDBG-I grant program is to improve the quality of life for low to moderate income people by providing a safe, clean environment and clean drinking water through water and sewer infrastructure improvements and extensions of service. • To benefit a residential area where at least 51% of the beneficiaries are low to moderate income as defined by the United States Department of Housing and Urban Development. • To perform eligible activities. • To minimize displacement, and • Provide displacement assistance as necessary. For the fiscal year of 2023 the CDBG-I funding available is expected to be approximately $20 million, and each the maximum available grant $3.0 million over a 3-year period. Applications for funding are received October 2, 2023. The CDBG program is able to fund a wide variety of community development activities. The State of North Carolina has chosen to fund several activities: water and sewer infrastructure, neighborhood revitalization, COVID-19 related projects, and economic development projects that lead to job creation or retention. The infrastructure program, or CDBG-I program can find a range of water and sewer infrastructure and economic development activities, including, but not limited to the, following: Page 2 of 57 Page iii of 57 Water: • Projects that resolve water loss in distribution systems. • Projects that extend public water to areas with contaminated wells. • Projects that extend water lines to areas with dry wells. • Projects that assist with low water pressure in public water systems. • Projects that regionalize two or more water systems. • Project that rehabilitates or replaces a water treatment plant. Wastewater: • Projects that resolve inflow and infiltration to collection systems and surcharges from pumps stations and manholes. • Projects that extent public sewer to areas with failed septic tanks. • Projects that rehabilitate a wastewater treatment plant to allow for greater efficiency/compliance with regulations. The City is seeking an amount in CDBG-I funds not to exceed $1,703,309 for the City of High Shoals Water System Replacement Phase 2 Project. The purpose of the City’s request is to funds to install approximately 2,950 LF of 12” water lines and appurtenances along River Street within the City serving approximately 36 single family dwellings. The project proposed by the City was identified in the High Shoals Capital Improvement Plan/Asset Management Plan adopted in March 2023. Informal community meetings were held in the project area to inform citizens of the potential project and get feedback from the residents. A total of 100% of the CDBG- I funding will be used to benefit Low to Moderate Income (LMI) people. The project area in the City has been determined to have a LMI of 90.32%. The project area includes the entire length of River Street from its northern intersection with N. Lincoln Street to a connection with the existing water line and the southern end of River Street at S. Lincoln Street, High Shoals, NC as shown on the attached map. The range of activities covered by the CDBG-I funds for the City of High Shoals Water System Replacement Phase Two Project includes: • Construction. • Environmental Review • Engineering Design • Construction Administration and observation. • Legal activities. • Surveying. • Grant Administration. If the City of High Shoals is awarded a CDBG-I grant, the town is required to adhere to federal procurement requirements and other federal regulations which include: Page 3 of 57 Page iv of 57 • American with Disabilities Act/Section 504 Survey • Davis-Bacon & Related Labor Acts • Adoption/Submittal of a Citizen’s Participation Plan • Adoption/Submittal of an Equal Opportunity Plan • Adoption/Submittal of a Fair Housing Plan • Adoption/Submittal of a Language Access Plan • Adoption/Submittal of a Relocation Assistance Plan • Adoption/Submittal of a Section 3 Plan • Excess Force Provision The State of North Carolina requires that if the City of High Shoals receives CDBG grant funding that the city will certify that they will comply with the requirements of the general displacement and relocation policy for CDBG grant funding. This policy assists low to moderate income people with costs associated with relocation or displacement, should such relocation become necessary due to the project activities. CDBG funds can be used for those costs, if necessary. However. no displacement and relocation will occur as a result of the proposed CDBG grant activity. In the past, the Town/City/County has applied for and received for the following completed CDBG project: • List Name of Projects: 1). CDBG #05-D-2094 was awarded in 2010 in the amount of $750,000 to install 4,000 LF of 8” gravity sewer lines to serve 52 homes. Gaston County provided $37,500 in local matching funds on behalf of the City to this project. The project was closed by the NC Division of Community Assistance in 2013. There were no monitoring issues or findings for the project. 2) CDBG-I #16-I-2920. The City was awarded $1,594,905 by the NC Division of Environmental Quality, Water Infrastructure Division to replace approximately 6,900 linear feet of existing obsolete sewer lines with 8” gravity sewer lines, the installation of 540 linear feet of new 8” gravity sewer lines to eliminate failed septic tanks and to resolve and prevent further health and safety issues caused by sewage backups into private homes. This project served 110 homes. The project was closed by the NC Department of Environmental Quality in December 2020. There were no monitoring issues or findings for the project. 3) In 2017, the City was awarded $750,000 by the NC Department of Commerce Rural Economic Development Division (REDD) under the Neighborhood Revitalization category, (CDBG #17-C-3025). Through the project, the City was able to rehabilitate eight (8) single family owner-occupied homes and make needed repairs to the High Shoals City Park concession stand and restrooms. The project is completed, and close-out documents were submitted to REDD on June 16, 2022. 4) In 2019, the City was awarded $1,996,086 by the NC Division of Environmental Quality, Water Infrastructure Division (CDBG #19-I-3105) to replace approximately 6,190 linear feet of existing 6”, 8” and 12” water lines within the City. The project serves 68 single family homes. The construction of that project is completed, and the City has submitted its close out documents and reports. The project has been monitored once with no findings. One concern regarding the completeness of two employee interview forms was noted and corrected. Page 4 of 57 Page v of 57 5) In December 2022, the City was awarded $950,000 by the NC Department of Commerce Rural Economic Development Division (REDD) under the Neighborhood Revitalization category, (CDBG #21-C-4014) to rehabilitate approximately four owner-occupied single-family homes and provide one-for-one replacement for one home. The project is still in the process and is on schedule. 6) In April 2024, the City was awarded $950,000 in CDBG funds from the NC Department of Commerce Rural Economic Development Division (REDD) under the Neighborhood Revitalization category, (CDBG #22-C- 4125) to rehabilitate five (5) single family owner-occupied homes within the City. That project is in its start-up phase. The City will submit its CDBG-I application for the City of High Shoals Water System Replacement Phase 2 CDBG-I project on October 2, 2023. The CDBG-I application is available for review during normal business hours at High Shoals City Hall, 101 Thompkins Street, High Shoals, NC. Additional information is available from Mayor P.J. Rathbone at (704) 735-1651 or at pjrathbone@cityofhighshoals.net. Should there be any complaints or grievances regarding the subject public hearing, they should be addressed to the addressee mentioned above within fifteen (15) business days or by May 29, 2024, and a written response to the written complaints and/or grievances will be sent by the City within fifteen (15) business days, where practicable. The Mayor asked if anyone in the audience had any questions, comments, or concerns regarding the CDBG-I application. There were none. A motion was made by Kathy Rhyne to close the close the public hearing. The motion was seconded by Denese Cook. All approved. o Old Business: • Discussion/Action: Dallas Water Agreement o Denese Cook moved to motion to adopt the Dallas Water Agreement as written, seconded by Bo Rhyne, all in favor. Page 5 of 57 Page vi of 57 Page 6 of 57 Page vii of 57 Page 7 of 57 Page viii of 57 Page 8 of 57 Page ix of 57 Page 9 of 57 Page x of 57 Page 10 of 57 Page xi of 57 o New Business: • Discussion/Action: Becky Veazey: M.A.P.S. o Ms. Becky Veazey is from Management and Personnel Services. ▪ She will go through a pay plan, classifications, and a binder for you to go through. The contract is through the NC League of Municipalities. Ms. Veazey was Cary’s first HR Director. She has been working with local governments in North Carolina (225) and every county in the state. When we talk about classification and pay study. The first is the duties in the job and how they compare in another job and are the different in the ranking of the jobs. What’s an appropriate title for the job. Jobs change and you would want to update it at least every five years. Public works would be storm water, lawn maintenance, and utilities would be like the water and sewer. ▪ Obviously, this will help with being competitive and recruiting and maintaining and keeping employees. The job description will help with interviewing and reference questions. The internal with equal pay with equal work. It will be defensible in the legal sense and based on professional methodology. ▪ Jobs change over time with technology, adding services, reorganizing when things change. Moving pay up over time with the average inflation but some may go up slower or quicker with the inflation trends of COLA. ▪ We had each employee who was on staff at the time to understand the job duties to put them in a competitive salary range. Typically, she said that she sends a draft back when it’s a manager-type of government. The only time we put them in the same classification is if the similarities of the job duties are congruent. The most important distinction is the difference between the employee and the position. We study jobs, not people. This represents the work that must be done. ▪ Most frequently misunderstood of classification. Hypothetically, we had 3-meter readers, averaged reading different volumes of meters. We’d look at if the duties were the same or different. You have to consider if one is just reading meters, one is reading and fixing boxes, one is reading, fixing boxes, and fixing lines. These would be three separate classifications. Employee work performance has nothing to do with this study. ▪ There are 4 components to pay. The first one is the main focus is creating the basic pay plan. This is the infrastructure of the HR system. When those are under classified or under market, we recommend a “catch-up”. Once we get to the point, we will get to the point where we can phase in over the years. The second is a cost-of-living adjustment/market adjustment to keep up with the system so you won’t be getting further behind. This is intended to keep up in between studies. If you don’t do that, then you can lose your employees and it costs more to the city (66%-125%) to replace. It is a philosophy of the city and I put in the merit pay so you can have language for the council can decide upon. The final is longevity pay, which is thanking the employee for staying with us. In North Carolina, they combine the Christmas Bonus as longevity bonus. ▪ There are Pay Grades and Hiring Rates Minimum, Midpoint, and a Max. The grades represent the job. Ms. Veazey did state that in 235 cities and every county in the state, she has never come across a “City Clerk” acting as every role for the City. She expressed to change the title to City Administrator, though said that this title does not include that of the financial aspects as well. ▪ Compression causes a hiring issue and morale issue. Both can lead to an expensive turnover. Page 11 of 57 Page xii of 57 ▪ Ms. Veazey provided each council member a copy of the classification, pay scale structure, and an updated personnel manual. She provided the council with valuable information of being able to put the salary measurements and the proper structure in place for the employees. ▪ PJ recommended to the council that they each take the book home, highlight issues, questions, anything of that nature, so that we can make any changes, corrections, or have Ms. Veazey elaborate and answer said questions before we go over it as a group and adopt the manual. • Discussion/Action: CDBG 2022 Policies, Procedures, Plans, Resolutions & Ordinances Packet Page 12 of 57 Page xiii of 57 Page 13 of 57 Page xiv of 57 o Received another grant of $950,0000 for revitalization grant. These are the same policies & procedures that we always go by at each grant acceptance. o Policies & Procedures for the CDBG #22-C-4125 o Recipient’s Plan to Further Fair Housing o Compliance Procedure’s, Reporting, and Monitoring o Fair Housing Resolution o CDBG Project Budget Ordinance ▪ The benefit is to the house. To make the house viable for at least another twenty years. That’s why towns usually pick older people. It’s to help build wealth in the families. We’ve several applications that perhaps there should be a committee that goes into the house to agree to recommend. ▪ Denese Cook made the motion to adopt all of the CDBG resolutions and ordinances, seconded by Kathy Rhyne. All in favor. 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All in favor. • Discussion/Action: Budget Amendment: Sanitation o Budget Amendment ▪ credit 10-3740-0000 Sanitation User Fees for $9,5000 ▪ debit 10-5800-8740 Capital Outlay $2069 ▪ debit 10-5800-8170 Maintenance Truck $7000 ▪ debit 10-5800-8450 GC Landfill Dumping Charges $431 o Motion made by Denese Cook to approve the budget amendment, seconded by Bo Rhyne & Kathy Rhyne simultaneously. All in favor. Page 54 of 57 Page lv of 57 • Discussion/Action: Batting Cages (WOW factor) o The team has asked permission to install a batting cage. If the team leaves, the batting cage will stay. The team is choosing between the picnic shelter and the field. The council discussed and suggested having the team place the batting cage behind center field in the nook area. Kathy Rhyne suggested that Bobby Vassey be shown where it should go. All members agreed that the batting cage should be placed behind the nook. (No motion was made). • Discussion/Action: Water Grant training o We are required to do the training and there are two other classes that have to be attended in person. This is limited of when you can go. It is an all-day class, the day after the council meeting. Denese Cook said she can go with the City Clerk June 12th & 13th. • Discussion/Action: Council Salaries o Motion to approve double the yearly salary for council made by Denese Cook, seconded by Kathy Rhyne. All in favor. • Discussion/Action: Rate Increases o Water/sewer rates o Sanitation Rates o Cemetery Plot prices o Shelter/Park Rentals ▪ Motion to accept with out-of-town rate increases for sanitation made by Kathy Rhyne, seconded by Denese Cook. All in favor. Page 55 of 57 Page lvi of 57 Page 56 of 57 Page lvii of 57 • Discussion/Action: Budget Proposal for Fiscal Year 2024/2025 o We had to vote on the previous items so at the next meeting, we will have the budget proposal. From that meeting and go into a recess for 10 days and we will have to reconvene to allow public comment and will be able to pass the next fiscal year budget for next fiscal year. o Motion to Adjourn o Motion to adjourn made by Kathy Rhyne, seconded by Bobby Vassey. All in favor. Page 57 of 57