Board of Commissioners

Town of Swansboro Board of Commissioners April 12, 2021 Regular Meeting/Budget Workshop In attendance: Mayor John Davis, Mayor Pro Tem Frank Tursi, Commissioner Pat Turner, Commissioner Harry PJ Pugliese, Commissioner Larry Philpott, and Commissioner Laurent Meilleur. It was noted that the Board had returned to remote meetings through the ZOOM platform as allowed by NCGS 166A-19. Governor Cooper had declared a state of emergency due to the COVID-19 Pandemic in March 2020 and it remained in effect. ********************************** Call to Order/Opening Prayer The meeting was called to order at 5:30 pm. Mayor Davis gave the invocation. FY 21/22 Budget Introduction/Workshop Manager Seaberg introduced a draft FY 21/22 Budget for discussion. The power point presentation would be added to the minutes. Accomplishments for FY 20/12 included: • COVID-19 Responses • Multi-Year Debris Collection and Removal Contract • Multi-Year Debris Monitoring Contract • Wayfinding Sign Installation – expected by fiscal year end FY 20/21 • Ward Shore Repairs and Improvements • Sidewalk Project – project began last week by NCDOT • Emmerton School Recovery Grant • Additional Parking Lot Construction at Municipal Park • Moore Street Dock Replacement (Hurricane Florence) • Swansboro ADA Transition Plan - introduction • Hurricane/Tropical Storm Isaias • NC DCM Public Access Grant – Bicentennial Park Boardwalk Extension Project • Section 319 NPS Pollution Control Grant Project – Walnut St. Outfall Retrofit Project (NC Coastal Federation) • Southeastern NC Regional Hazard Mitigation Plan • NC DCM Resilient Coastal Communities Program Grant • Adoption of new 160D Regulations – expected in May 2021 • Adoption of Flood Maps and Regulations American Recue Plan Act of 2021 (ARP) - (H.B. 1319) • Cities/Town were to receive more than $1.3 billion in two separate distributions • Two Groups • Group 1 – entitled cities under the CDBG program Page 1 of 5  • Group 2 – all other non-entitled cities (Swansboro) • First payment estimate - $490,000 due June 15, 2021 • Second payment estimate – due 12 months later $490,000 Some suggested uses for the funds might be: • Respond to the COVID-19 emergency and address its economic effects • Provide premium pay to essential employees or grants to their employers • Provide governmental services affected by revenue reduction resulting from COVID-19 • Make investments in water, sewer, and broadband infrastructure Manager Seaberg noted that funding guidance was ever-changing, and more details were expected from the US Treasury Department. Tax Increase Per Cent As reported every year, a 1₡ tax increase based on the current tax collection rate of 99% would provide $52,421. However, based on Board comments, no tax increase was proposed for FY 21/22. FY 20/21 End of the Year Projections General Fund (as of March 31, 2021) Projected Revenues $4,286,869 Projected Expenditures $4,546,776 Excess Expenditures over Revenues (-259,907) Currently relies on General Fund With confidence, Manager Seaberg believed that some, if not all, of the estimated $259,907 shortfall could be covered with the ARP funds due to COVID19 and not taken from the General Fund. Planner Technician Position Manager Seaberg discussed a recommendation to hire a fulltime Planner Tech in FY 21/22. With certainty that the FY 20/21 Budget would support it, he would like permission to hire the position beginning June 2021 to train and assist with planning duties while Town Planner Jennifer Ansell was out of maternity leave July – September. Stormwater Enterprise Fund (as of March 31, 2021) Projected Revenues $134,838 Projected Expenditures $134,838 Solid Waste Enterprise Fund (as of March 31, 2021) Projected Revenues $393,309 Projected Expenditures $393,309 Page 2 of 5 Departmental FY 20/21 Projections Projected Department Annual Budget Difference Increase/(Decrease) FY 20/21 GOVERNING BODY 14,098 13,593 (505) ADMIN SERVICES 429,255 429,563 308 PLANNING TECH-1 MONTH FINANCE 300,825 300,187 (638) LEGAL 42,000 42,000 - PUBLIC BUILDINGS 353,752 353,401 (351) FIRE 909,443 883,502 (25,941) Personnel PERMITTING 223,915 190,837 (33,078) Personnel POLICE 1,050,862 990,702 (60,160) Personnel PUBLIC WORKS-STREETS 296,916 291,756 (5,160) POWELL BILL-STREETS 90,318 90,318 - PARKS & RECREATION 291,304 264,621 (26,683) CHURCH STREET DOCK 8,230 8,153 (77) EMERGENCY MANAGEMENT 169,212 166,740 (2,472) FESTIVALS & EVENTS 95,451 11,255 (84,197) Events canceled due to COVID-19 NON DEPARTMENTAL 510,206 510,149 (58) TOTAL PROJECTION $ 4,785,787 $ 4,546,776 $ (239,011) FY 20/21 Permit Fees (as of March 21, 2021) Projected Revenues $210,259 Projected Expenditures $190,837 Excess of Revenues over Expenditures $ 19,422 FY 21/22 Highlights Not included in the draft FY 21/22 Budget was a 1.6% CPI increase that GFL submitted earlier today. Highlights of the draft FY 21/22 Budget were: • NCLM reported NO increase for medical and vision and a 2% decrease for dental • A Pay & Classification Study prepared by former Interim Manager Jon Barlow for $2500 versus $12,000 by MAPS Group – the study did include the 2% COLA for FY 20/21 and the mid-year Merit Increases the Board approved for all but the Manager and Assistant Manager (those evaluations had not been finalized when the Study was submitted) • A Board Stipend Increase Recommendation • COLA/Pay & Classification Study Options • Website Improvements Options • Use of Fund Balance of $450K to balance FY 21/22 draft In reviewing the Pay Study, Commissioner Philpott suggested that two job descriptions be reviewed. The Recreation Programs Supervisor position had been called to serve as Page 3 of 5 Interim Director on several occasions since the position was created and he believed it warranted a higher pay grade. In addition, the Parks Maintenance Technician position should have the same pay grade as the Public Works Maintenance since that position was now supervised under Public Works. Mayor Pro Tem Tursi understood that the cost to implement the Study recommendations was $55k for salaries; he asked that the benefit costs also be provided for a truer figure. In discussion of the Pay Study, Commissioner Meilleur shared concerns that a 2% across the board increase did not reward high achieving personnel. Commissioner Turner saw some inconsistencies in the job descriptions. For example, the Program Supervisor required a college degree, but the Finance Clerk did not, yet both were a Grade 12. Staff was asked to add the Pay Grade by each employee/position. Board Stipends The same jurisdictions were used to study monthly stipends for the Board. The current stipend was $150 for the Mayor and $100 for Commissioners. Staff recommended that the Board consider an increase to $500 for the Mayor and $300 for Commissioners. Although, all were appreciative of the recommendation, the increase was declined by all knowing it relied on the proposed $450K use of General Fund. Website Improvement Options Three companies had given quotes to make improvements to the town website. Gov Office was the current provider and had been used for many years. VC3 and Find The Locals had higher quotes because the current site content would have to be obtained and created. Board members were not satisfied with the quality by Gov Office and discussed the cost options of VC3 and Find the Locals. Staff was asked to further investigate what the $4800/year for 3 years entailed with VC3. If a longer contract was agreed to, would it reduce the yearly cost? (space left blank intentionally) Page 4 of 5 Public Comments Citizens were offered an opportunity to address the Board regarding items not listed on the agenda. No comments were offered. Mayor Davis asked Manager Seaberg to make contact with Jaclyn Strader who was on the ZOOM meeting earlier but had dropped off the meeting. Adjournment On a motion by Commissioner Turner, seconded by Commissioner Philpott, the meeting adjourned at 7:25pm. Page 5 of 5  Workbook BUDGET FY 21/22 TOWN OF SWANSBORO APRIL 12, 2021 BUDGET WORKSHOP 1 BUDGET • FY 20/21 Accomplishments • American Rescue Plan Act of 2021(H.R. 1319) - Funding FY 21/22 • Tax Increases per cent • FY 20/21 Year End Projections • FY 21/22 Highlights • No medical or vision increase/2% decrease for dental • Pay & Classification Study (prepared by Jon Barlow) • Board Stipend Study • COLA/Pay & Classification Study Options • FY 21/22 Departmental Requests/Manager Recommendations • FY 21/22 Unfunded Requests/Options for Funding • FY 21/22 Fee Schedule Changes 2 1  FY 20/21 ACCOMPLISHMENTS • COVID-19 Responses • Multi-Year Debris Collection and Removal Contract • Multi-Year Debris Monitoring Contract • Wayfinding Sign Installation • Ward Shore Repairs and Improvements • Sidewalk Project • Emmerton School Recovery Grant 3 FY 20/21 ACCOMPLISHMENTS • Additional Parking Lot Construction at Municipal Park • Moore Street Dock Replacement (Hurricane Florence) • Swansboro ADA Transition Plan • Hurricane/Tropical Storm Isaias • NC DCM Public Access Grant – Bicentennial Park Boardwalk Extension Project • Section 319 NPS Pollution Control Grant Project – Walnut St. Outfall Retrofit Project (NC Coastal Federation) 4 2  FY 20/21 ACCOMPLISHMENTS • Southeastern NC Regional Hazard Mitigation Plan • NC DCM Resilient Coastal Communities Program Grant • Adoption of new 160D Regulations • Adoption of Flood Maps and Regulations 5 AMERICAN RESCUE PLAN ACT OF 2021(H.R. 1319) - FUNDING • Cities/Town to receive more than $1.3 billion in two separate distributions • Two Groups • Group 1 – entitled cities under the CDBG program • Group 2 – all other non-entitled cities (Swansboro) • First payment estimate - $490,000 June 15, 2021 • Second payment estimate – 12 months later $490,000 6 3  AMERICAN RESCUE PLAN ACT OF 2021(H.R. 1319) – FUNDING GUIDANCE • Respond to the COVID-19 emergency and address its economic effects • Provide premium pay to essential employees or grants to their employers • Provide governmental services affected by revenue reduction resulting from COVID-19 • Make investments in water, sewer and broadband infrastructure • Further, and more detailed, funding guidance is expected from the US Treasury Department 7 TAX INCREASE PER CENT .01 = $52,950 (100% Collection) .01 = $52,421 (99.0% Collection) • Current Tax Rate = 35 cents/$100 • No change projected in working budget 8 4  FY 20/21 YEAR END PROJECTIONS GENERAL FUND AS OF MARCH 31, 2021 • PROJECTED REVENUES $4,286,869 • PROJECTED EXPENDITURES $4,546,776 • EXCESS OF REVENUES OVER EXPENDITURES (-259,907) 9 FY 20/21 YEAR END PROJECTIONS STORMWATER ENTERPRISE FUND AS OF MARCH 31, 2021 • PROJECTED REVENUES $134,838 • PROJECTED EXPENDITURES $134,838 • EXCESS OF REVENUES OVER EXPENDITURES $ 0 10 5  FY 20/21 YEAR END PROJECTIONS SOLID WASTE ENTERPRISE FUND AS OF MARCH 31, 2021 • PROJECTED REVENUES $393,309 • PROJECTED EXPENDITURES $393,309 • EXCESS OF REVENUES OVER EXPENDITURES $ 0 11 FY 20/21 DEPARTMENTAL PROJECTIONS Projected Department Annual Budget Difference Increase/(Decrease) FY 20/21 GOVERNING BODY 14,098 13,593 (505) ADMIN SERVICES 429,255 429,563 308 PLANNING TECH-1 MONTH FINANCE 300,825 300,187 (638) LEGAL 42,000 42,000 - PUBLIC BUILDINGS 353,752 353,401 (351) FIRE 909,443 883,502 (25,941) Personnel PERMITTING 223,915 190,837 (33,078) Personnel POLICE 1,050,862 990,702 (60,160) Personnel PUBLIC WORKS-STREETS 296,916 291,756 (5,160) POWELL BILL-STREETS 90,318 90,318 - PARKS & RECREATION 291,304 264,621 (26,683) CHURCH STREET DOCK 8,230 8,153 (77) EMERGENCY MANAGEMENT 169,212 166,740 (2,472) FESTIVALS & EVENTS 95,451 11,255 (84,197) Events canceled due to COVID-19 NON DEPARTMENTAL 510,206 510,149 (58) TOTAL PROJECTION $ 4,785,787 $ 4,546,776 $ (239,011) FY 20/21 12 6  FY 20/21 YEAR END PROJECTIONS PERMIT FEES AS OF MARCH 31, 2021 • PROJECTED REVENUES $210,259 • PROJECTED EXPENDITURES $190,837 • EXCESS OF REVENUES OVER EXPENDITURES $ 19,422 13 FY 21/22 • NCLM Reports NO increase for medical and HIGHLIGHTS vision and a 2% decrease for dental • Pay & Classification Study (reference tabbed attachment) • Prepared by Jon Barlow • $2500 versus $12K w. Maps Group • Board Stipend Increase • COLA/Pay & Classification Study Options • Website Improvements • Assigned fund balance of $450K 14 7  PAY & CLASSIFICATION STUDY PREPARED BY JON BARLOW • Refer to tabbed document 15 PROPOSED BOARD STIPEND INCREASE FY 21/22 Beaufort Emerald Isle Southport Ocean Isle Jacksonville Pine Knoll Shores Manteo Mayor 833 1080 750 500 850 500 850 Mayor Pro Tem 655 753 750 334 600 300 800 Board Member 612 753 750 334 600 300 800 16 8  COLA/PAY & CLASSIFICATION STUDY OPTIONS FY 21/22 • The recommendation is to adopt the Pay & Classification Study prepared by Jon Barlow which provides a 2% increase to all job descriptions and updates the 2012 plan. (Note: there are a handful of positions that the increase is greater than 2% - refer to last page of study) 17 FY 21/22 HIGHLIGHTS WEBSITE IMPROVEMENTS • Recommendation – remain with GOVOffice for Upgrade • Yearly Cost/Contract term (includes webhosting) $1,973/year for 3 years • Cost after contract term (includes webhosting) Rebuild: $2,193/yr./3 yrs. No rebuild: $810/yr./3 yrs. Unlimited technical support (Current yearly cost - $1350 yearly cost) 18 9  Find the GOVOffice VC3 Locals All device types friendly Update Pictures Social Media Feeds on Website Content Management by Town personnel Hosting Agenda & Minutes Management One Time Cost $0 $9,995 $12,000.00 Yearly Cost/Contract term $1,973/year for 3 years $4,800/year for 2 years $900/year for 1 year (includes webhosting) $900/year for 1 year Rebuild: $2,193/yr./3 yrs. 3% annual increase (Possible increases) Cost after contract term No rebuild: $810/yr./3 yrs. $4,944/$5,093/$5,246 Includes 12 hours/year (includes webhosting) Unlimited technical Unlimited technical technical support, over support support 12 hours = $75/hour 19 FY 21/22 HIGHLIGHTS WEBSITE EXAMPLES GOVOffice Examples Find the Locals Examples https://www.belitwi.gov/ https://www.townofpks.com/ https://www.milamn.com/ https://www.soundsiderestaurant.com/ https://www.milamn.com/ https://www.saltairventures.com/ https://www.epworthiowa.org/ https://www.coastalvetemergency.com/ https://www.philipsd.us/ https://www.piksco.com/ VC3 Examples https://www.knightdalenc.gov https://www.rolesvillenc.gov https://www.wakeforestnc.gov https://www.boilingspringsnc.net 20 10  FY 21/22 DEPARTMENTAL REQUESTS/MANAGER RECOMMENDATIONS 21 FY 21/22 NEW PERSONNEL FUNDED/UNFUNDED • Funded Admin Services - Planning Technician $59,803 Streets-Public Works - Maintenance Tech $51,799 Fire Department – Driver/Operator $51,236 • Unfunded Church Street Dock - Dock Master $55,545 22 11  ENTERPRISE FUND SOLID WASTE INCREASE 5.17% • Current • Residential $20.24 • Commercial $33.79 • Proposed New Rate • Residential $21.29 • Commercial $35.54 23 FY 21/22 CAPITAL OUTLAY REQUESTS FUNDED/UNFUNDED • Funded Asphalt - Public Works Yard $8,600 • Unfunded Police Vehicles $ 72,000 Fire (Set Aside) $130,500 24 12  FY 21/22 UNFUNDED REQUESTS/ OPTIONS FOR FUNDING DEPARTMENT ITEM AMOUNT .01- $52,421 POLICE PARTOL $72,000 .0137 VEHICLES FIRE SET ASIDE $130,500 .0249 CHURCH STREET DOCK MASTER $55,545 .0105 DOCK 25 QUESTIONS/COMMENTS 26 13