Board of Commissioners

Town of Swansboro Board of Commissioners February 28, 2022, Regular Meeting In attendance: Mayor John Davis, Mayor Pro Tem Frank Tursi, Commissioner Pat Turner, Commissioner Harry PJ Pugliese, Commissioner Larry Philpott, Mayor Pro Tem Tursi and Commissioner Jeffrey Conaway. ********************************** Call to Order/Opening Prayer/Pledge of Allegiance The meeting was called to order at 5:35 pm. Mayor Davis led the Pledge of Allegiance. Public Comment Adoption of Agenda On a motion by Commissioner Philpott, seconded by Commissioner Turner, the Agenda and Consent Items were unanimously approved. Meeting Minutes -January 10, 2022, Regular Meeting -January 10, 2022, Closed Session -January 24, 2022, Regular Meeting -January 31, 2022, Special Meeting Resolution -Support of The Eastern Carolina Council of Governments Business Non-Consent American Rescue Plan (ARP) Funding Recommendations The Federal American Rescue Plan Act of 2021 (ARP) established Coronavirus State and Local Fiscal Recovery Funds (“CSLRF”), which will be distributed to state and local governments for the purpose of responding to negative economic impacts of stemming from COVID-19. The Town (to date) had been awarded a total of $1,065,724. Of that total $532,862.13 had been received with the remaining $532,862.13 anticipated by July 2022. The Town had until 2024 to obligate the funds and until 2026 to spend those funds obligated. Based on requests from departments and manager recommendations, manager Webb shared that it was not desired to spend all the funds at once and there would be $217,000 remaining, unless the Board chose to do something different. Finance Director Sonia Johnson reviewed details (slideshow herein attached) related to the regulations for spending of ARP funding. Page 1 of 6 Individual department heads provided further details related to their funding requests. Town Clerk, Alissa Fender covered her requests for Administrative Services Department as follows: - The Town’s current phone system was purchased in January of 2014 and has become outdated and poor functioning. Updating the equipment would provide additional functions which are not currently available. Those include the remote function which supports the ability for phone use anywhere. The find me follow me feature which provides programming for the phones to ring alternate numbers if the first line wasn’t answered. - Website rebuild quotes were obtained from 3 companies which all provided the same device type friendly, and fully ADA accessible. - The Towns current agenda manager program has been phased-out and was no longer supported for assistance. Three programs were demoed and quoted to provide agenda packet creation for unlimited boards & meetings. The phased- out program only provided creation for 1 board and capped at two meetings a month. The board provided feedback related to the items and the ongoing cost was of concern. More details related to what the cost covers and the difference from what we pay now was requested for further consideration at a future meeting. Fire Chief, David Degnan covered his requests which included the following: - Turn out gear extraction washer and dryer, had been deferred in prior budgets. The standard home washers are too small for the gear, and the spin cycle forces water through seams and causes microburst, essentially damaging the gear. The extraction washer and dryer does not spin the gear, so it is not damaged, thus prolongs the life of the gear. - The Town current self-containing breathing apparatuses are 10 years old and will be out of warranty in April of 2022. The technology was upgraded every 5 years, with recommendation to be replaced every 10 years. At this point they do not meet the standards of the National Fire Protection Association (NFPA), and if there were an injury the department would be held to those standards. - The Town only has 2 portable radios that are compatible with Western Carteret, which we have a mutual aid agreement with. Western Carteret operates with VHF radios and Swansboro had 800 MHz radios. More than two firefighters respond to calls and with only two compatible then firefighters are being sent into dangerous situation without means to communicate. The proposed radios were tri-band, meaning they operate 3 types of frequencies. Page 2 of 6  - Fire Service Harness are useable in many different circumstances to include during use of the ladder truck. Historically 20-25% of injuries occurred due to slips or falls. The construction of them was nylon which withstands hot environments, retains shape, and does not rub/damage the turnout gear. Manager Webb reviewed the request from the remaining departments as follows: Police Department - There are 5 vehicles that should have been addressed under the rotation schedule which had been put off due to budget cuts. It was recommended for the purchase of 3 vehicles with ARP funds and then two would be put into the budget unless the Board desired to fund all 5. With the current new car availability issues, there would be a wait for the purchased vehicles to come in. The cost per vehicle was $38,000. - Flashlights with cases and ammunition were also requested, however, ammunition was an item that should be considered in the budget each year. Parks and Recreation - Rope climber feature of the Municipal Park needed replacement - Improvements to the splash pad area to include the installation of a brick sitting area and shaded areas - Commercial toilets, with automatic flush valves - Golf Cart/Gator for utilization by Parks & Rec, Public Works, and PD, and would be of benefit during festivals to serve as 1 of the shuttle vehicles reducing the amount would have to be rented. - Installation of cameras and transfer box for visibility at Parks & Rec and the Visitors Center. - Drinking fountains - Small hut at Church Street Dock - Playground mulch - Holly Park Playground (possible PARTF Grant option) In response to an inquiry about previously requested safety boxes at the park, Mrs. Webb explained that the NC League of Municipalities had a safety grant that could be applied for to purchase those. Public Works - Water street resurfacing (possible 319 EPA Grant opportunity) - Visitor's improvements for $40,000 (sufficient for that project). There were requests into the Swansboro TDA and Onslow County TDA for $20,000 Page 3 of 6  - Electronic message boards (not recommended because they were rented from the base when needed at no cost) - $200,000 for priority 3 sidewalks which would complete the connection from Highway 24 to the Park Place subdivision. - Pavement Roller, dump truck and tractor. The purchase of equipment was proposed to fall under a loan program. It was noted that an existing equipment loan has recently been paid off so there would not be a large hit to the budget. Finance Director, Johnson shared that loan rates came in at 2.53%. Debt service for the equipment would be $38,778.00, and then for equipment and police vehicles it would be $63,360.00, the debt service was $51,892.00. Payroll - In Jan of 2021 there was a bonus provided to employees, and in keeping competitive with neighboring jurisdictions, it was requested to provide further premium pay of a onetime payment of $1,000 to full-time employees, $500 to part-time, and $125 for any part-time that had worked under 100 hours. Board members appreciated seeing the requests but felt that the spending of these funds should be considering throughout the budget process. It was mentioned that a balance should be left in case something else came up and that paying for interest on items should not be considered when it could be bought outright. Additional details related to the reoccurring cost for items needs to be considered and discussed further at budget workshops. On a motion by Mayor Pro Tem Tursi, seconded by Commissioner Conaway, approval was unanimously provided to purchase all 5 police vehicles with ARP funds which would provide for $76,000 less in the budget. Financial Report - January 31, 2021 - Finance Director Johnson reviewed details from the monthly financial report, attached herein. Budget Ordinance Amendment #2022-7 Finance Director Johnson reviewed that the budget ordinance needs to be amended for the following departments. 1. Legal Department-Additional funds needed in the amount of $15,000 for unfunded legal fees incurred from litigations. Source of Funds-Appropriated Fund Balance 2. Emergency Management – The Town received $49,159.52 from the State of NC Department of Public Safety for Category A (Debris Removal), Category B (Emergency Protective Services), and Category G (Dock Repairs) due to damages Page 4 of 6  from Hurricane Isaias. Funds will be used to upfit Swansboro United Methodist Church/temporary EOC in preparation of 2022 hurricane season. Source of Funds-Grant-Various 3. Non-Departmental- In FY 20/21, the comprehensive operating software was approved and $62,000 was transferred to the Capital Reserve account. Requesting $30,000 to be transferred to the General Fund to begin software implementation. Source of funds: Transfer from Capital Reserve On a motion by Mayor Pro Tem Tursi, seconded by Commissioner Philpott, Budget Ordinance Amendment #2022-7 was approved unanimously. Future Agenda Items Future agenda items were shared for visibility and comment. In addition, an opportunity was provided for the Board to introduce items of interest and subsequent direction for placement on future agendas. The deferred Sign Amendments were requested to be heard, and to be scheduled at an April meeting. Public Comments No comments were offered. Manager’s Report/Comments In additional to the report provided in the agenda packet, Manager Webb reported: - 20 Surveys were received from the RCCP meeting - Grant documents for Emmerton School project and the Architectural Survey were signed - Grant for the state funding received for the Emergency Operation Center and sidewalk were signed, and funds would be received in the future - Met with Randy Swanson on CAMA Grant and easement documents were agreeable - Meeting scheduled with project engineer Bree Sharon on the Walnut Street Stormwater retrofit project, to discuss partnership details - Phase 2 sidewalk project has 1 easement remaining for signature - Meeting with John Wood on March 1st at 10 am to discuss the Visitor's Center project Page 5 of 6 Board Comments Mayor Pro Tem Tursi shared that the turn out for the RCCP public meeting had poor turnout and another meeting should be considered and include something that would draw in attendance such as food trucks. He also felt that the survey doesn’t gather any worthwhile information. As a state grant, they have more resources available to draw and or entice for more participation. Manager Webb shared that she had spoken Beth Smyre and it was not desired to hold another meeting due to deadlines. Board members shared their appreciation to staff for the preparation of the ARP funding details. Closed Session On a motion by Commissioner Philpott, seconded by Commissioner Turner, with unanimous approval, the board entered into closed session pursuant to NCGS 143- 318.11 (a) (3) to allow the Town Attorney to provide updates on legal matters under the attorney-client privilege. Pursuant to a motion duly made in closed session, the Board returned to open session. It was noted that no action was taken. Adjournment On a motion by Commissioner Philpott, seconded by Commissioner Pugliese, the meeting adjourned at 8:53 pm. Page 6 of 6  4/28/2022 Regular Meeting February 28, 2022 1 1. Please turn cell phones to “off” or “vibrate”. 2. The Board offers the public three opportunities to speak during the meeting: A comment period is offered at the beginning and end of the meeting. Please note that a separate opportunity is provided for those items requiring a public hearing. Public Hearing(s) – There are no public hearings scheduled for this meeting. 3. Under the ZOOM Meeting Platform, individuals wishing to make comments should “raise their hand” from their computer. At the appropriate time, Major Davis will acknowledge those with comments. 2 1  4/28/2022 PUBLIC COMMENT Citizen opportunity to address the Board for items listed on the agenda. 3 AGENDA AND CONSENT ITEMS Action Needed: Motion to Adopt the Agenda as prepared (or amended) and approval of the Consent Items 4 2  4/28/2022 BUSINESS/NON-CONSENT American Rescue Plan (ARP) Funding Recommendations The Federal American Rescue Plan Act of 2021 (ARP) established Coronavirus State and Local Fiscal Recovery Funds (“CSLRF”), which will be distributed to state and local governments for the purpose of responding to negative economic impacts of stemming from COVID-19. The Town (to date) has been awarded a total of $1,065,724. Of that total $532,862.13 has been received with the remaining $532,862.13 anticipated by July 2022. The Town has until 2024 to obligate the funds and until 2026 to spend those funds obligated. Recommended Action: Review and consider recommended fund allocations. Presenter: Sonia Jonson – Finance Director Paula Webb – Town Manager 5 ARP/CSLFRF Office Hours: $0-$10 million LGs 6 3  4/28/2022 ARP Checklist 1 2 3 4 5 6 7 8 9 Identify Identify Identify Look for If no Identify Follow Call SOG, Check with potential state law ARP specific specific specific contracting NCLM, your program or authority category guidance guidance, reporting requirements NCACC, attorney project from US use requirements (if applicable) COG, Treasury framework NCPRO, (IFR and/or set by US NCDST, FAQs) Treasury NCDEQ 7 ARP/CSLFRF Allowable Expenditures Address COVID Public Health & Negative Economic Impact Replace Lost Revenue Premium Pay Infrastructure Investments Support public health expenditures, Replace lost public sector revenue, Provide premium pay for essential Invest in water, sewer, and broadband by funding COVID-19 mitigation using this funding to provide workers, offering additional support infrastructure, making necessary efforts, medical expenses, behavioral government services to the extent of to those who have borne and will investments to improve access to healthcare, and certain public health the reduction in revenue experienced bear the greatest health risks because clean drinking water, support vital and safety staff; due to the pandemic; of their service in critical wastewater and stormwater Address negative economic impacts infrastructure sectors; infrastructure, and to expand access caused by the public health to broadband internet. $10 million standard allowance, OR emergency, including economic harms formula approach, whichever is Target low-and moderate- income to workers, households, small higher employees or employees who face(d) businesses, impacted industries, and added risks during pandemic the public sector; Support disproportionately impacted communities 8 4  4/28/2022 The Final Rule now gives local governments the option to either • Use a default minimum lost revenue growth amount of $10 million (standard allowance); or • Use the (slightly modified) lost revenue growth formula. 9 Standard Allowance • No need for actual loss • $10 million total • Irrevocable choice • Spent for “General Government Services” • Other Award Terms and Uniform Guidance still apply 10 5  4/28/2022 Spend Revenue Replacement Funds for General Government Services US Treasury provides a non-exclusive list of examples of general government services – “maintenance or pay-go funded building of infrastructure, including roads; modernization of cybersecurity, including hardware, software, and protection of critical infrastructure; health services; environmental remediation; school or educational services; and the provision of police, fire, and other public safety services.” ALLOWED NOT ALLOWED Pay-go capital that benefits citizens Pension fund contributions Internal local government operations that Borrowing money impact ability to provide services Financial reserves Expenditures that are part of providing For settlement/judgement/consent decree services—law enforcement, public health, Undermines or discourages compliance with CDC social services, education, recreation, Violates conflict of interest provisions utilities, community development, etc. Violates state law or other federal laws and regulations, including Uniform Guidance 11 Revenue Replacement: Standard Allowance May expend up to $10 million as revenue replacement • If LG allocation is $20,000: Expend up to $20,000 as revenue replacement Examples • If LG allocation is $1.2 million: Expend up to $1.2 million as revenue replacement • If LG allocation is $10 million: Expend up to $10 million as revenue replacement Will elect standard allowance on Project & Expenditure Report (report deadline by April 30, 2022) Electing the standard allowance and spending 100% of your ARP/CSLFRF funds as revenue replacement, will significantly reduce reporting requirements. BUT IT DOES NOT CONVERT THESE FUNDS INTO GENERAL FUNDS. THEY ARE STILL GRANT FUNDS, SUBJECT TO GRANT AWARD TERMS AND UNIFORM GUIDANCE COMPLIANCE REQUIREMENTS. 12 6  4/28/2022 100% OF ARP/CSLFRF Funds as Revenue Replacement Allowable Expenditures = General Government Services “maintenance or pay-go funded building of US Treasury Overview Supplement: infrastructure, including roads; modernization of “[g]overnment services generally include any service traditionally provided by a government, unless Treasury has stated otherwise. Here are some cybersecurity, including hardware, software, and common examples, although this list is not exhaustive: Construction of protection of critical infrastructure; health services; schools and hospitals; Road building and maintenance, and other environmental remediation; school or educational infrastructure; Health services; General government administration, staff, and administrative facilities; Environmental remediation; [and] Provision of services; and the provision of police, fire, and other police, fire, and other public safety services (including purchase of fire public safety services.” trucks and police vehicles).” Translation: General government services are anything that a local government has state law authority to engage in, including public enterprise activities. May fund any project that is eligible under the other ARP/CSLFRF categories with revenue replacement funds, with the possible exception of Premium Pay. It is probably best to fund/report Premium Pay under the Premium Pay category. 13 Strategic Planning to Identify Programs / Projects Maximize Benefit: Can we use general fund or Minimize enterprise fund monies for any of these projects? Burden If yes, consider using Note that this will not work for ARP/CSLFRF funds for all projects – eg. Broadband departmental salaries/benefits likely will have to be funded and other LG funds for special directly with ARP/CSLFRF monies programs/projects to minimize compliance burden 14 7  4/28/2022 Different Revenue Replacement Expenditures have Different Compliance Requirements Purchase Equipment Partnering with Nonprofit LG Personnel • Financial mgmt./internal controls • Financial mgmt./internal controls • Financial mgmt./internal controls • Conflict of interest • Conflict of interest • Conflict of interest • Eligibility documentation • Eligibility documentation • Eligibility documentation • Allowable costs • Allowable costs • Allowable costs • Civil Rights compliance • Civil Rights compliance • Civil Rights compliance • Records retention • Records retention • Records retention • Procurement • Procurement • Property Management • Property Management • Program Income • Program Income • Subaward 15 Sample Grant Project Ordinance: Standard Allowance Salaries/Benefits Only 16 8  4/28/2022 Grant Project Ordinance for the Town of TarHeel American Rescue Plan Act of 2021: Coronavirus State and Local Fiscal Recovery Funds BE IT ORDAINED by the town council of the Town of TarHeel, North Carolina that, pursuant to Section 13.2 of Chapter 159 of the General Statutes of North Carolina, the following grant project ordinance is hereby adopted: Section 1: This ordinance is to establish a budget for a project to be funded by the Coronavirus State and Local Fiscal Recovery Funds of H.R. 1319 American Rescue Plan Act of 2021 (CSLFRF). The Town of TarHeel (Town) has received the first tranche in the amount of $1,000,000 of CSLFRF funds. The total allocation is $2,000,000, with the remainder to be distributed to the Town within 12 months. These funds may be used for the following categories of expenditures, to the extent authorized by state law. 1. Support public health expenditures, by funding COVID-19 mitigation efforts, medical expenses, behavioral healthcare, and certain public health and safety staff; 2. Address negative economic impacts caused by the public health emergency, including economic harms to workers, households, small businesses, impacted industries, and the public sector; 3. Replace lost public sector revenue, using this funding to provide government services to the extent of the reduction in revenue experienced due to the pandemic; 4. Provide premium pay for essential workers, offering additional support to those who have borne and will bear the greatest health risks because of their service in critical infrastructure sectors; and, 5. Invest in water, sewer, and broadband infrastructure, making necessary investments to improve access to clean drinking water, support vital wastewater and stormwater infrastructure, and to expand access to broadband internet. Standard allowance Section 2: The Town has elected to take the standard allowance, as authorized by 31 CFR Part 35.6(d)(1) and expend election all its CSLFRF funds for the provision of government services. 17 The following amounts are appropriated for the project and authorized for expenditure: Internal Project Expenditure Cost Object Appropriation of CSLFRF Code Project Description Category Funds (EC) 0001 Law Enforcement Services for period of 6.1 Salaries $500,000 July 1, 2021 through December 31, 2024 Benefits $35,000 0002 Parks and Recreation Services for period of 6.1 Salaries $200,000 July 1, 2021 through December 31, 2024 Benefits $14,000 0003 General Administration Services for period of 6.1 Salaries $320,000 July 1, 2021 through December 31, 2024 Benefits $21,700 Unassigned $909,300 $2,000,000 Section 3: The following revenues are anticipated to be available to complete the project: CSLFRF Funds: $2,000,000 General Fund Transfer: $0 Total: $2,000,000 Section 4: The Finance Officer is hereby directed to maintain sufficient specific detailed accounting records to satisfy the requirements of the grantor agency and the grant agreements, including payroll documentation and effort certifications, in accordance with 2 CFR 200.430 & 2 CFR 200.431. Section 5: The Finance Officer is hereby directed to report the financial status of the project to the governing board on a quarterly basis. Section 6: Copies of this grant project ordinance shall be furnished to the Budget Officer, the Finance Officer and to the Clerk to Town Council. Section 7: This grant project ordinance expires on December 31, 2026, or when all the CSLFRF funds have been obligated and expended by the Town, whichever occurs sooner. 18 9  4/28/2022 Allowable Costs / Cost Principles Policy Internal controls to ensure all cost items are allowable, reasonable, allocable, consistently treated, and properly documented. Typical cost items are compensation and fringe UG also has 55 specific cost items, some of which benefits, materials and supplies, equipment are allowed, some of which are allowed with limitations, and some of which are disallowed. and other capital, consultants/professional services, audits, communications, insurance, maintenance and repair, and rental costs. Compensation & Fringe Benefits are among the specific cost items, with special documentation requirements https://canons.sog.unc.edu/2021/12/american-rescue-plan-act-of-2021-allowable-costs-and-cost-principles- including-sample-policy-and-implementation-tools/ 19 Effort Certification: 2 CFR 200.430 20 10  4/28/2022 Effort Certification Establish process for reporting, recording, and verifying employee time spent working on grant-funded projects. Written policies and procedures for grant-funded personnel that: • Contain prescribed measurement and tracking methods for staff effort and the sources of funds from which they are being paid. The measurement method should 1 Establish effort reporting forms/process for grant be consistent across staff classifications; funded personnel • Identify who will certify effort reports (supervisors, department heads, etc.); • Identify who has oversight over reviewing, approving, tracking, and allocations (manager, administrator, finance officer, etc.); and Designate appropriate staff to review and certify 2 effort reporting forms and train on Cost Principles • Contain clear procedures to adjust effort levels when job duties change; and • Ensure that tracking methods are documented and tie back to reporting on policy and other grant requirements obligations/expenditures. Written policies and procedures for accounting staff regarding the review of budgeted Finance or other designated personnel must estimates against actual work (effort): 3 periodically review effort report forms • Under the Uniform Guidance, estimates determined before the services are performed do not qualify as support for charges to Federal awards. (2 CFR 200.430(i)(1)(viii)). Provide sufficient training and support to ensure 4 • There must be a process to review after-the- fact interim charges made to federal employee compliance awards based on budget estimates. All necessary adjustments must be made such that the final amount charged to the Federal award is accurate, allowable, and properly allocated. 21 Time and Effort Reporting for Employees who are paid 100% from a SINGLE program (single cost objective): • An employee whose salary is paid in whole from one federal source must certify, on an annual basis, that they “worked solely on that program (single cost objective) for the period covered by the certification (e.g. Jan 1- Jun 30 and Jul 1- Dec 31) • The certification must be signed and dated by the employee and co-signed by a supervisory official having first-hand knowledge of the activities performed by the employee Time and Effort Reporting for employees whose work effort is split between more than one federally-funded project or a mix of federally-funded projects and non- federal work: • An employee who works on more than one federal program, or on a combination of a federal programs and non-federal work, must maintain Personnel Activity Reports (PARs) that accurately reflects the percentage of time/hours the employee spends performing the federal work activity and any other duties • Report must reflect an “AFTER-THE-FACT” distribution of actual activities Sample performed • Account for TOTAL activity for which employee is compensated must be Approach completed at LEAST MONTHLY (e.g. Jan 1 – Jan 31) • Must be signed and dated by the employee and also signed by a supervisory official having first-hand knowledge of the activities performed by the employee 22 11  4/28/2022 23 Uniform Guidance Compliance The Assistance Listing: Coronavirus State and Local Fiscal Recovery Funds and Part 2 of the US Treasury State and Local Fiscal Recovery Funds Compliance and Reporting Guidance(Compliance Guide), the following UG provisions apply to the ARP/CSLFRF grant award (with a few modifications): Subpart A, Acronyms and Definitions Subpart B, General provisions Subpart C, Pre-Federal Award Requirements and Contents of Federal Awards (except 2 CFR 200.204, .205, .210, and .213) Subpart D, Post Federal; Award Requirements (except 2 CFR 200.305(b)(8) & (9), .308, .309, and .320(c)(4)) Subpart E, Cost Principles Subpart F, Audit Requirements 2 CFR Part 25 (Universal Identifier & System for Award Management) 2 CFR Part 170 (Reporting Subaward and Executive Compensation Information) 2 CFR Part 180 (OMB Guidelines to Agencies on Governmentwide Debarment and Suspension (Non-procurement) 24 12  4/28/2022 25 26 13  4/28/2022 Datto Backup Solution 27 Current Server Environment • Currently there is one physical server for the town, and several virtual servers that run inside of it to run operations. • Server acts as a host for all desktops for the town. • Runs RMS for the Police • Stores all files / data • Everything except the DCI system, phones, E-mail, and SharePoint would be affected (however, E-mail is on outlook on virtual profiles on the server) 28 14  4/28/2022 Disaster Recovery vs. Business Continuity • Current backup solution is disaster recovery only – we can get the data back, but it may take up to several days to repair the server and restore in the event of a major failure. • Getting parts / supply chain could extend the downtime • Requires a spare server if / Dell can’t repair quickly • Ransomware attacks, if they got through, would require a full system recovery – this could also take a couple of days to properly restore 29 Disaster Recovery vs. Business Continuity • Business Continuity solutions allow for nearly immediate restoration / failover to keep systems operational in the event of a failure. • They offer redundancy locally as well as cloud availability in the event of a major disaster or failure. 30 15  4/28/2022 Current Solution Proposed Datto Solution Backups occur throughout the day (multiple snapshots) Backups have local storage Backups copied off-site Backups are encrypted, versioned, and immutable (can't be altered) Backups provide protection from ransomware 31 Current Solution Proposed Datto Solution Can offer full restore without a tech coming on-site Is a Business Continuity Solution Backups come with local device that can act as a spare server Server failure can be recovered in 30 minutes or less Server can be "spun up" in the cloud and accessed if the site is down 48 hours, or however long it 15 to 30 minutes for local Possible length of time for a full system recovery due to server failure takes to repair hardware or get a virtulzation to Datto "server", replacement temp server similar time for cloud spinup Backups are booted up daily to test functionality and ability to restore 32 16  4/28/2022 Investment to Resolve • Free Hardware with a 3 year commitment (6TB unlimited time retention) • Discounted Service with a 3-year pre-pay, $39,744 • Ongoing monthly of $1,200/mo after 3 years, unless we recommit for a longer term 33 PHONE UPGRADE COMPARISON Computer Computer Geeks Computer Geeks Warriors VC3 (Current IT provider) Phone functions remotely Find me/Following me Virtual Meeting Rooms Text Messaging Technical Support $85/hour $95/hour Included Included Equipment Owned since 2014 Purchase Purchase Rent(only offer) Included in New Town $9,702.00 $11,520.00 $2,036.36 One Time Cost Hall reno project (plus, tax & fees) (plus, tax & fees) (plus, tax & fees) Monthly Phone Service S150.00 $943.68 $594.60 $652.12 cost 34 17  4/28/2022 Website Rebuild Comparison Proud City VC3 municode All device types friendly Update Pictures Social Media Feeds on Website Content Management by Town personnel Hosting Agenda & Minutes Management on webpage One Time Cost $4,000.00 $9,999.00 $0 $1,200.00 per year $475.00 per month $3,060.00 per year Cost/Term no term 48-month term 36-month term Redesign Must requote Free Every 4 years Must requote 35 Agenda Management Cost Comparison Agenda Municode iCompass Tyler Manger One Time Cost - $0 $0 $840.00 Phased out no longer Yearly Cost $3,600.00 $4,850.00 $4,094.00 supported # of Users 2 Unlimited Unlimited Unlimited # of Meetings 2 Unlimited Unlimited Unlimited # of Boards 1 Unlimited Unlimited Unlimited 36 18  4/28/2022 GEMTOR 541NYC SERIES FIRE SERVICE HARNESS • Can be attached to bunker pants • 3-Stage locking Pompier hook with 2” side opening gate • Extremely lightweight, weighs only 2.8 lbs • Sturdy, lightweight nylon webbing • lowers the body’s center of gravity 37 38 19  4/28/2022 Single Axle Dump Truck 39 507E John Deere Tractor 40 20  4/28/2022 Portable Electric Road Sign 41 NEW BUSINESS/NON-CONSENT Financial Report Presenter: Sonia Johnson – Finance Director 42 21  4/28/2022 TOWN OF SWANSBORO FINANCIAL REPORT (AS OF JANUARY 31, 2022) REVENUES EXPENDITURES LOAN PAYMENTS INVESTMENTS 43 TOWN OF SWANSBORO REVENUES/EXPENDITURES TWO YEAR COMPARISON (AS OF JANUARY 31, 2022) GENERAL FUND ENCUMBRANCES INCLUDED Total Excess of Revenues Over Expenditures $590,102 44 22  4/28/2022 TOWN OF SWANSBORO REVENUES/EXPENDITURES TWO YEAR COMPARISON (AS OF JANUARY 31, 2022) (ACTUAL) GENERAL FUND (ENCUMBRANCES NOT INCLUDED) Total Excess of Revenues Over Expenditures $723,251 45 (PURCHASE ORDERS) (PAID YEAR TO DATE) ENCUMBERED SPENT % DEPT. BUDGET ACTUAL BALANCE January 31, 2022 GOVERNING BODY 27,422 12,347 1,095 49.0% ADMIN SERVICES 410,302 202,372 827 49.5% FINANCE 253,881 152,998 - 60.3% LEGAL 42,000 26,587 - 63.3% PUBLIC BUILDINGS 412,907 160,973 48,355 50.7% FIRE 796,411 440,162 19,990 57.8% PERMITTING 259,117 133,524 116 51.6% POLICE 1,043,180 601,764 4,962 58.2% PUBLIC WORKS-STREETS 197,114 115,387 16,141 66.7% POWELL BILL-STREETS 105,081 29,067 3,475 31.0% PARKS & RECREATION 340,288 177,672 26,031 59.9% CHURCH STREET DOCK 13,708 2,534 1,000 25.8% EMERGENCY MANAGEMENT 66,185 60,510 4,160 97.7% FESTIVALS & EVENTS 117,804 59,356 6,099 55.6% NON DEPARTMENTAL 398,158 335,771 899 84.6% TOTAL 4,483,557 2,511,025 133,149 58.97% ** 46 23  4/28/2022 TOWN OF SWANSBORO REVENUES/EXPENDITURES TWO YEAR COMPARISON (AS OF JANUARY 31, 2022) STORMWATER ENTERPRISE FUND ENCUMBRANCES INCLUDED Total Excess of Revenues Over Expenditures $31,457 47 TOWN OF SWANSBORO REVENUES/EXPENDITURES TWO YEAR COMPARISON (AS OF JANUARY 31, 2022) SOLID WASTE ENTERPRISE FUND ENCUMBRANCES INCLUDED Total Excess of Revenues Over Expenditures $41,967 48 24  4/28/2022 TOWN OF SWANSBORO LOAN REPORT (AS OF JANUARY 31, 2022) Item Principal Interest End Date Annual Debt Balance Rate Service DEBT Town Hall/Tanker $534,076 2.69 03/21/2028 $84,724 Public Safety Facility $120,000 2.58 12/22/2024 $45,160 Fire Truck SERVICE Equipment/Vehicles $223,427 Paid in Full 2.08 1.87 11/01/2026 11/01/2021 $47,512 $51,783 Sleeping Quarters $125,000 2.43 12/14/2026 $29,253 Grapple Truck/Town $183,700 1.72 6/25/2025 $47,917 Hall Generator Vehicles(Police & Fire $110,700 1.84 7/15/2026 $23,377 Department) & Software Total Debt $1,296,903 $329,726 49 TOWN OF SWANSBORO CASH & INVESTMENTS REPORT (AS OF JANUARY 31, 2022) CASH & INVESTMENTS BALANCE INTEREST RATE BANK First Citizens Bank $5,398,542 .03% NC CMT-General $100,015 .01% 50 25  4/28/2022 Any Questions ? 51 BUSINESS/NON-CONSENT Budget Ordinance Amendment #2022-7 The budget ordinance needs to be amended for multiple departments. Recommended Action: Motion to approve Budget Ordinance Amendment #2022-7 Presenter: Sonia Jonson – Finance Director 52 26  4/28/2022 NEW BUSINESS/NON-CONSENT Future Agenda Items Future agenda items are shared for visibility and comment. In addition, an opportunity is provided for the Board to introduce items of interest and subsequent direction for placement on future agendas. Action Needed: Discuss and provide any guidance Presenter: Alissa Fender – Town Clerk 53 PUBLIC COMMENT Citizen opportunity to address the Board. 54 27  4/28/2022 MANAGER’S COMMENTS Paula Webb, Town Manager 55 BOARD COMMENTS Mayor John Davis Mayor Pro Tem Frank Tursi Commissioner Pat Turner Commissioner Harry “PJ” Pugliese Commissioner Larry Philpott Commissioner Jeffrey Conaway 56 28  4/28/2022 CLOSED SESSION Motion to enter closed session pursuant to NCGS 143-318.11 (a) (3) to allow the Town Attorney to provide updates on legal matters under the attorney-client privilege. 57 ADJOURN 58 29