Board of Commissioners Regular Meeting

The following is a staff-prepared summary of key discussion points and decisions from this meeting. For the complete official record, please refer to the approved minutes above.

Personnel Policy Update The board considered repealing the existing personnel ordinance — last updated in 2015 — and replacing it with a new, more comprehensive personnel policy. Staff presented several key policy questions for board guidance.

• The board voted to repeal the existing personnel ordinance and adopt the new personnel policy, with amendments to follow at the August meeting.
• On probationary pay increases: the board agreed that a percentage-based raise is preferable to a flat dollar amount. Staff recommended a 2.5% pay increase upon completion of the six-month probationary period.
• On compensatory (comp) time: commissioners expressed a preference for paying straight overtime rather than tracking comp time balances. Staff will return in August with a formal recommendation on comp time caps and cash-out procedures.
• Staff confirmed that the long-standing practice of providing two hours of overtime pay plus eight hours of standby pay when an employee is called back to work has been added to the new policy.
• The revised policy includes an updated vacation leave schedule broken into service tiers (0–2 years, 2–5 years, 5–9 years, 9–15 years, 15+ years), described as slightly more generous than the standard Local Government model to help attract and retain employees.
• Sick leave was changed to a prorated formula: regular employees will earn 96 hours per year, while police officers — who work 12-hour shifts — will earn 100.8 hours per year.
• Staff recommended keeping Presidents' Day as an observed holiday and converting Columbus Day to a floating holiday that employees may use on any day of their choosing, subject to department head approval on a first-come, first-served basis.

Audit Contract — Fiscal Year 2018–2019 Staff reported that the FY 2017–2018 audit had been completed and accepted by the Local Government Commission (LGC). The board considered approving the audit contract for FY 2018–2019.

• The board voted to approve the FY 2018–2019 audit contract. Staff indicated the FY 2019–2020 contract would be brought forward at the August meeting, at which point the town would be current on all audits.

Volunteer Application and Citizen Advisory Board Staff presented a volunteer application form intended to support the formation of a new citizen advisory board. The advisory board would provide community input on planned renovations to the municipal complex and a corridor study being conducted by Preacher and Associates.

• The board approved the volunteer application. Staff will circulate it to gauge community interest and return to the board in August with a list of applicants for the board to consider appointing.
• The advisory board would be strictly advisory in nature — with no formal authority — and is separate from the existing zoning board.
• The size and membership of the advisory board will be determined by the Board of Commissioners once the level of interest from residents is known.

Regional Hazard Mitigation Plan Participation The board considered a resolution to allow the town to remain eligible for FEMA reimbursement through the Cleveland and Lincoln County Regional Hazard Mitigation Plan. Eligibility supports potential reimbursements related to tornado and storm damage (including a sewer line on Branch Street damaged in February) as well as COVID-19 relief funding.

• The board approved the resolution to participate in the regional hazard mitigation plan.

Water and Sewer Rate Changes Staff distributed a Frequently Asked Questions document explaining the recently approved tiered water and sewer rate structure, in anticipation of residents receiving higher bills in August.

• Under the new tiered structure, customers who use more water will pay more; those with lower usage may see little change or a slight decrease.
• Staff noted that the rate changes apply equally to all customers, including commissioners.
• Staff recognized the Public Works department — particularly Jason Green and his crew — for responding to two major water main breaks on the Fourth of July under extreme heat conditions.

CDBG Grant Application for Water and Sewer Infrastructure Staff provided an update on efforts to apply for Community Development Block Grant (CDBG) funding to replace aging water and sewer lines in several neighborhoods, including areas near Branch Street, Redland, Neely Street, Love Avenue, and Crescent Avenue.

• Surveys will be mailed to approximately 274 households in eligible areas. A 75% response rate is required to qualify for the grant. Paper, online, and door-to-door options will be available, with a goal of completing all surveys by end of July.
• The Wooten Company, an engineering firm, is assisting with the application and has been assessing neighborhood demographics and infrastructure needs.
• Staff noted the potential grant funding could reach into the millions of dollars. A more detailed report is expected at the August meeting.
• Staff recognized Finance and Developmental Services Director Ms. Johnson for identifying approximately $60,000 in unclaimed sales tax that will be returned to the town, and Parks and Recreation Director Cory for leading the CDBG grant research efforts.

Trash Can Collection Update Staff reported on the ongoing effort to collect extra town-issued trash cans from residents who opted to keep only one can at the lower $9 monthly rate.

• Response from residents requesting pickup has been higher than anticipated. The town rented a vehicle to speed up collection, and retrieved cans are being stored at the Public Works facility.
• Collected cans may be repurposed for a future recycling program if the county reestablishes recycling service.

COVID-19 and Town Hall Operations Staff addressed questions about when town facilities and parks amenities might reopen to the public.

• Town Hall remained open by appointment only with limited public contact, consistent with other Gaston County municipalities. Staff indicated it would follow the Governor's guidance on reopening phases.
• Playgrounds and the skate park were expected to remain closed until Phase 3 of the state's reopening plan.
• The Governor was expected to announce the next phase decision within the week.