TUESDAY, JUNE 12, :00 P.M. REGULAR MEETING OF THE OXFORD BOARD OF COMMISSIONERS OXFORD CITY HALL COMMISSIONERS BOARD ROOM

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1 TUESDAY, JUNE 12, :00 P.M. REGULAR MEETING OF THE OXFORD BOARD OF COMMISSIONERS OXFORD CITY HALL COMMISSIONERS BOARD ROOM The Board of Commissioners for the City of Oxford met at the above-mentioned time and place. All members of the Board and local news media were notified of the same as well as the purpose of the meeting. Present: MPT Calvin (C.J.) Harris, Jr. Commissioners James (Danny) Currin, Frank Strickland, S Quon Bridges, and Ron Bullock Al Woodlief and Patricia Fields. Also present was City Manager M. Alan Thornton, City Attorney J. Thomas Burnette, and City Clerk Cynthia Bowen. Absent: Mayor Jackie Sergent CALL TO ORDER MPT Harris called the meeting to order at approximately 7:00 PM. In the absence of Rev. Phillip Betts, MPT Harris gave the prayer; the Pledge to the flag followed, led by Commissioner Pat Fields. ADJUSTMENTS TO AND APPROVAL OF THE AGENDA COMMISSIONER WOODLIEF MADE A MOTION TO APPROVE THE AGENDA WITH THE FOLLOWING CHANGES: DELAY UNTIL THE JULY REGULAR MEETING - HONOR RETIRING VOLUNTEER FIREFIGHTER JAMES T. JIMMY WATKINS 40 YEARS DELAY UNTIL THE JULY REGULAR MEETING - HONOR RETIRING VOLUNTEER FIREFIGHTER LEWIS GIL RICHARDSON 25 YEARS ITEM 11 CONSIDER FORMALLY OFFERING A 7.5% RAISE TO THE MANAGER IN RECOGNITION OF HIS PERFORMANCE AND LEADERSHIP THIS PAST YEAR. REMOVE THE CLOSED SESSION FROM TONIGHT S AGENDA. ALL VOTES WERE IN THE AFFIRMATIVE, THE MOTION CARRIED. OPENING REMARKS BY MPT HARRIS MPT Harris asked the Board members if they knew of any conflicts of interest. There were none. YARD OF THE MONTH WINNER MPT Harris recognized Lucy Clayton as the winner for the June Yard of the Month. Ms. Clayton received a certificate and will be eligible for a grand prize drawing in October. PUBLIC COMMENT (Before starting, MPT Harris informed everyone that all public comments would be limited to 3 minutes.) Larry Thomas, 207 East Front St. Mr. Thomas spoke regarding item number ten on the Agenda. He felt that we should stay with a local firm instead of a company out of Lumberton. Thomas Pittard, 505 E. Spring St. Mr. Pittard came to request that the Oxford PD take more notice of the speeding on E. Spring St. He expressed the dangers. His thoughts on a possible

2 solution would be to make the intersection of Spring and Military a four-way stop. That, he feels would break up the long section of road and slow people down. George Foster, 313 Cherry St. Mr. Foster has a question regarding the City Managers raise and way that is a raise and not a bonus. PUBLIC HEARING A public hearing was held to receive citizen input regarding the FY budget. MPT Harris declared the Public Hearing open. Larry Thomas, 207 East Front St. Mr. Thomas stated that he was happy that the debt service was recognized in the cover letter No one else wished to speak. MPT Harris declared the Public Hearing Closed. FY BUDGET ORDINANCE ADOPTED CITY OF OXFORD, NORTH CAROLINA BUDGET ORDINANCE FOR FISCAL YEAR 2018 through 2019 BE IT ORDAINED by the Mayor and Board of Commissioners of the City of Oxford, North Carolina in regular session assembled June 12, 2018: Section I. That the following amounts are appropriated for the operation of Oxford government and its activities for the fiscal year beginning July 01, 2018 and ending June 30, 2019, according to the following summary: SCHEDULE A. GENERAL FUND Governing Body 247,321 Misc. Non-Departmental 549,963 Legal Expenses 31,500 Auditors 20,000 Administration 284,670 Human Resources 129,907 DOEDC 89,454 Finance 389,806 Public Buildings 191,747 Cemeteries 36,000

3 Landscape and Beautification 107,623 Public Works Facility 118,890 Streets 989,383 Sanitation 927,525 Central Garage 69,955 Police Department 3,138,843 Fire Department 1,083,073 Engineering 219,094 Planning & Zoning 212,942 Recreation 749,528 Rental Fees Buildings & Fields (Dep Refund) 8,500 Swimming Pool 57,677 Lake Devin Park 14,291 Oxford Athletic Park 58,900 Total General Fund: $9,726,592 SCHEDULE B. GENERAL FUND CAPITAL PROJECTS CMAQ Capital Projects 95,625 General Fund Capital Projects $95,625 SCHEDULE C. POWELL STREET FUND Powell Bill 217,375 Transfer to Capital Projects 19,625 Powell Street Fund Total $237,000 SCHEDULE D. TOTAL DEBT SERVICE Debt Service 1,298,017 Debt Service Fund Total $1,298,017 SCHEDULE E. WATER FUND Water Collections 270,644 Miscellaneous Non-Departmental 1,727,390

4 Meter Service 125,101 Lift Stations 265,445 Stovall 14,000 Utilities Water 1,017,500 Wastewater Treatment Plant 1,334,753 Water & Sewer Line Maintenance 759,867 Transfers to Fund Capital Projects 948,884 Water Fund Total $6,463,584 SCHEDULE F. CAPITAL WATER PROJECTS Capital Water Projects 18,208,494 Total Water Capital Projects Fund $18,208,494 SCHEDULE G STORM WATER MANAGEMENT FUND Storm Water Management 63,972 Total Storm Water Management Fund $63,972 FUND SUMMARY General Fund 9,726,592 General Fund Capital Project 95,625 Powell Street Fund 237,000 Debt Service Fund 1,298,017 Water Fund 6,463,584 Capital Water Projects 18,208,494 Stormwater Management Fund 63,972 EXPENDITURES REPORT TOTAL $36,093,284 Section II. It is estimated that the following revenue will be available during the fiscal year beginning July 1, 2018, and ending June 30, 2019, to meet the foregoing appropriations according to the following schedules. SCHEDULE H. GENERAL FUND Taxes (Real Estate & Personal Property) 3,349,842 Late Penalties & Interest Payments 17,500

5 Discount 24,500 Municipal Vehicle Tax 320,000 Oxford Parking Authority & Economic Development 60,000 1% Local Option Sales Tax (G.S. 105, Article 39) 480,000 ½% Local Option Sales Tax (G.S. 105, Article 40) 475,000 ½% Local Option Sales Tax (G.S. 105, Article 42) 250,000 City Hold Harmless & Article ,000 Auto Licenses 5,000 Solid Waste Disposal Tax 6,000 Federal Shared Revenues 2,000 Beer & Wine Tax 40,000 Court Fees 2,500 Utility Franchise Tax 675,000 State Shared Revenue 7,500 GC Funding EDC Rent 10,000 GC Funding SRO & School Board Funding 38,240 GC Funding FD Contribution 70,000 Parking Authority Lot Rent 3,100 GC Funding TDA & Rec Department 55,250 Communication Tower Site Fees 143,000 Special Use Permits 17,500 Finance 5,000 Police 50,114 Fire 413,250 Streets 200 Sanitation 1,472,500 Cemeteries 10,000 Planning & Zoning 15,000 Recreation 96,300 Parks 300 Miscellaneous Fees (Eng. Fees & Returned Check Fees) 100 Interest on Investments 50,000 Donations & Sponsorships 10,500 Rental Fees Building & Fields (Deposit Refund) 95,600

6 Concessions & Miscellaneous Sales 500 Local ABC Distribution 14,000 Proceeds from Insurance Company 7,500 Transfer from W/S Fund 703,520 Appropriated Fund Balance 79,276 Revenue Total $9,726,592 SCHEDULE I. GENERAL FUND CAPITAL PROJECT State Shared Revenues 76,000 Transfer from Cap Project 19,625 General Fund Capital Project Total $95,625 SCHEDULE J POWELL STREET FUND Powell Bill Fund 235,000 Interest on Investments 2,000 Powell Street Fund Total $237,000 SCHEDULE K DEBT SERVICE FUND Transfer from General Fund 281,963 Transfer from W/S Fund 1,016,054 Debt Service Fund Total $1,298,017 SCHEDULE L WATER FUND State - Shared Revenue 15,000 GC Triangle North 747,972 Surcharge Stovall Water Line 8,500 Misc. Fees (Eng. Fees & Returned Check Fees) 2,000 Water 3,088,500 Sewer 2,891,500 Set up & Past Due Charges 76,500 Interest on Investments 67,000 Concessions & Misc. Sales 1,000 Appropriated Fund Balance -434,388 Water Fund Total 6,463,584 SCHEDULE M CAPITAL WATER PROJECTS Federal Shared Revenue 4,759,386 State Shared Revenue 12,500,224

7 Transfer from W/S Fund 948,884 Capital Water Projects 18,208,494 SCHEDULE N STORMWATER MANAGEMENT FUND Stormwater Billing 246,250 Interest on Investments 2,000 Appropriated Fund Balance -184,278 Stormwater Management Fund Total $63,972 FUND SUMMARY General Fund 9,726,592 General Fund Capital Project 95,625 Powell Street Fund 237,000 Debt Service Fund 1,298,017 Water Fund 6,463,584 Capital Water Projects 18,208,494 Stormwater Management Fund 63,972 REVENUE REPORT TOTAL $36,093,284 Section III Restrictions on Budget Officer Interfund and interdepartmental transfer of moneys, except as noted below, shall be accomplished only with specific advanced approval of the Oxford City Board of Commissioners. Special Authorizations of the Budget Officer The Budget Officer shall be authorized to reallocate any appropriation within departments. The Budget Officer shall be authorized to execute interfund and interdepartmental transfers in emergency situations. Notification of all such transfers shall be made to the Board of Commissioners at the next meeting following the transfer. Section IV Re-appropriation of Funds Encumbered in Fiscal Year 2019 Operating funds encumbered by an outstanding purchase order as of June 30, 2019, are hereby reappropriated to Fiscal Year Re-appropriation will be by a budget amendment at the July Board of Commissioners meeting (July 10, 2019). Section V Utilization of the Budget Ordinance This ordinance shall be the basis of the financial plan for the City of Oxford municipal government during the fiscal year beginning July 1, 2018 and ending June 30, The Budget Officer shall administer the Annual Operating Budget and shall insure that operating officials are provided guidance and sufficient details to implement their appropriate portion of the budget.

8 The Finance Director shall establish and maintain all financial records, which are in accordance with this ordinance, and in accordance with the appropriate state statutes of the State of North Carolina. Section VI. Tax Rate: There is hereby levied for the Fiscal Year ending June 30, 2019, the following rate of taxes on each $100 assessed valuation of taxable property as listed as of January 01, 2019: Tax Rate = $ per 100 Dollars of Assessed Value The discount schedule for early payment of taxes is the same as Granville County s Schedule. Section VII. The Municipal Service District: The levy for the Municipal Service District is established at twenty cents ($.20) per $ valuation. The Municipal Service District boundary includes the entire downtown area as described by the 1995 HyettPalma map of downtown Oxford: west to the beginning of Lewis Street, east to Belle and Lanier Streets, north to McClanahan Street, and South to Spring Street. Those funds from one-half of the tax levy within the original Municipal Service District boundary (ten cents ($.10) per $100 valuation) will be administered by the Oxford Parking Authority for the purpose of funding off-street parking. The remainder of the levy will be administered by the Downtown Oxford Economic Development Corporation for purposes of downtown revitalization. ADOPTED this 12th day of June Commissioner Fields stated that she hoped this year would be a learning tool for next year and that a process needs to be in place for the next FY budget. Commissioner Bridges stated that he would not support a budget that does not provide any funding for the agencies such as Harbor House, Families Living Violence Free, and the other worthy agencies. Commissioner Harris echoed Commissioners Bridges statements and said that he had worked with these agencies and they are a vital part of the Oxford community. Commissioner Strickland states that he is voting for this budget for the taxpayers. Commissioner Currin states that he gives personally to many of these agencies and doesn t believe the City should pick and choose who gets taxpayer dollars and who doesn t. Commissioner Woodlief stated for the record that the Airport Authority is not an outside agency. COMMISSIONER BRIDGES MADE A MOTION TO TO AMEND THE PROPOSED BUDGET AND GIVE THE OUTSIDE AGENCY GROUPS50% OF WHAT THEY WERE GIVEN IN FY WITH COMMISSIONERS HARRIS, BRIDGES, AND FIELDS VOTING IN THE AFFIRMATIVE AND COMMISSIONERS STRICKLAND, CURRIN, BULLOCK AND WOODLIEF VOTING IN THE NEGATIVE. THE MOTION FAILED 3 TO 4 COMMISSIONER STRICKLAND MADE A MOTION TO APPROVE THE BUDGET. WITH COMMISSIONERS STRICKLAND, CURRIN, BULLOCK AND WOODLIEF VOTING IN THE AFFIRMATIVE AND COMMISSIONERS HARRIS, BRIDGES, AND FIELDS VOTING IN THE NEGATIVE. THE MOTION PASSED 4 TO 3.

9 PUBLIC HEARING FOR A REZONING REQUEST HELD A public hearing was held to receive citizen input regarding a rezoning request from Attorney James C. Wrenn, Jr. on behalf of HEW Rental, LLS requesting to rezone 4.8 +/- acres of land from B-2 (Highway Business) to I-2 (General Industrial) located at 322 Lewis Street. MPT Harris declared the Public Hearing open. No one wished to speak. MPT Harris declared the Public Hearing Closed. OXFORD ZONING ORDINANCE CHANGE APPROVED The Oxford Zoning Ordinance for 4.8 +/- acres of land located at 322 Lewis Street from B-2 (Highway Business to I-2 (General Industrial)as well as the consistency statement of declaring that this also amends the comprehensive plan in an effort to meet the development needs of the community were approved. COMMISSIONER WOODLIEF MADE A MOTION TO APPROVE THE REZONING REQUEST AND CONSISTENCY STATEMENT FROM ATTORNEY JAMES C. WRENN, JR. TO REZONE 4.8 +/- ACRES OF LAND FROM B-2 (HIGHWAY BUSINESS) TO I-2 (GENERAL INDUSTRIAL) LOCATED AT 322 LEWIS STREET. ALL VOTES WERE IN THE AFFIRMATIVE. THE MOTION PASSED. THE PORTION OF PROFESSIONAL PARK DRIVE, NOT CURRENTLY ON THE POWELL BILL LIST APPROVED TO BE ADDED TO THE LIST In preparing to build a new medical office on Professional Park Drive, it was discovered that a portion of the Street was never formally accepted. The Street and utilities were installed close to 20 years ago with there not being any issues. Plans have been submitted for a new medical office, and the action is necessary to move forward with construction plans. City Manager Thornton added that this is an unusual circumstance that should have been done 20 years ago. To be clear, we are not setting a precedent for this. COMMISSIONER BULLOCK MADE A MOTION TO ADD THE PORTION OF PROFESSIONAL PARK DRIVE NOT CURRENTLY ON THE POWELL BILL LIST TO THE POWELL BILL LIST. ALL VOTES WERE IN THE AFFIRMATIVE. THE MOTION CARRIED. DEMOLITION ORDINANCE FOR 614 GRANVILLE STREET ADOPTED Shirley & Albert Hester owns this property. This abandoned home is a health hazard due to the fire on May 14, The owners abandoned the property several years ago leaving years of unpaid taxes and assessment for grass mowing. Currently, the damaged structure is a health hazard. Planning staff has made several attempts of notifying the owner with no response. The lot size is 50 x 165 which is large enough for a single family dwelling unit. COMMISSIONER FIELDS MADE A MOTION TO ADOPT THE DEMOLITION ORDINANCE. ALL VOTES WERE IN THE AFFIRMATIVE. THE MOTION CARRIED. AUDIT CONTRACT AWARDED TO WINSTON, WILLIAMS, AND CREECH On April 11, 2018, the City sent out RFPs to 23 League approved Auditors. We received three proposals. Contract amounts ranged from $29,000 to $36,900. Staff recommended approving

10 the audit contract with Preston Douglas & Associates, LLP to audit the City s financial statements with a savings of $6, for the first fiscal year and authorizing the City Manager to sign the contract. COMMISSIONER FIELDS MADE A MOTION TO ACCEPT THE PROPOSAL FROM PRESTON DOUGLAS & ASSOCIATES AND AUTHORIZE THE CITY MANAGER TO SIGN THE CONTRACT. WITH COMMISSIONERS HARRIS, BRIDGES, AND FIELDS VOTING IN THE AFFIRMATIVE AND COMMISSIONERS STRICKLAND, CURRIN, BULLOCK AND WOODLIEF VOTING IN THE NEGATIVE. THE MOTION FAILED 3 TO 4 COMMISSIONER CURRIN MADE A SUBSTITUTE MOTION TO AWARD THE AUDIT CONTRACT TO WISTON, WILLIAMS, AND CREECH AND AUTHORIZE THE CITY MANAGER TO SIGN THE CONTRACT. WITH COMMISSIONERS STRICKLAND, CURRIN, BULLOCK AND WOODLIEF VOTING IN THE AFFIRMATIVE AND COMMISSIONERS HARRIS, BRIDGES, AND FIELDS VOTING IN THE NEGATIVE. THE MOTION PASSED WITH 4-3 CITY MANAGER S SALARY INCREASE APPROVED The Board of Commissioners met in closed session at the end of the Agenda Meeting on Monday, June 4 th, to discuss the City Manager s annual appraisal. After reviewing the prepared summary of individual board member comments, the consensus was for a) the Personnel Committee Chair, Mayor, and Personnel Committee member Ron Bullock to review the appraisal with the manager on Wednesday June 6 th, and b) offer a 7.5% raise to the manager in recognition of his performance and leadership this past year. COMMISSIONER FIELDS MADE A MOTION TO APPROVE THE SALARY INCREASE FOR CITY MANAGER THORNTON. WITH COMMISSIONERS BRIDGES, FIELDS, STRICKLAND, CURRIN, BULLOCK AND WOODLIEF VOTING IN THE AFFIRMATIVE AND COMMISSIONER HARRIS VOTING IN THE NEGATIVE. THE MOTION PASSED 6 TO 1. FINANCIAL REPORT Finance Director Hak Ung presented the May 2018 financial report with General and Water fund totals below. May Financial Report General Fund Water Fund 91.67% of FY Complete REVENUES YTD $ 8,904,273 $ 6,249,471 YTD Percent of Budget (minus loan proceeds and fund balance allocation) EXPENSES YTD Budget YTD Percent of Budget (minus loan proceed, and fund balance allocation) DIFFERENCE (Revenues Expenses) YTD 88.1% 92.9% $ 7,860,600 $ 10,103,087 $ 5,101,850 $ 6,725, % 75.9% $ 1,043,673 $ 1,147,621

11 City Manager Thornton presented his report. Approved the May 2018 Financial report. Approved the following meeting minutes: *April 30 - Agenda Session *May 8 - Regular Session MANAGERS REPORT CONSENT AGENDA APPROVED COMMISSIONER BULLOCK MADE A MOTION TO APPROVE THE CONSENT AGENDA. ALL VOTES WERE IN THE AFFIRMATIVE. THE MOTION CARRIED. ADJOURNMENT WITH THERE BEING NO FURTHER BUSINESS, COMMISSIONER STRICKLAND MADE A MOTION TO ADJOURN AT 8:17 PM. ALL VOTES WERE IN THE AFFIRMATIVE. THE MOTION CARRIED. ATTEST: Calvin C.J. Harris Jr., Mayor Pro Tempore Cynthia Bowen, City Clerk