Belmont City Council

Belmont City Council

Special Meeting City Hall, 115 N. Main Street, Historic Downtown Belmont January 14, 2019, 5:00 PM

Page

A. COMMENCEMENT (1) Call to Order

B. AGENDA (1) Consider Acceptance of Operational Efficiency Consulting Services Proposal

from WR Martin and Authorization for Staff to Negotiate Contract with WR Martin Operational Efficiency Consultant Agenda Memo

3 - 15

(2) Update on Conservancy Neighborhood Front Setback Issues

Conservancy Neighborhood Setback Update Agenda Memo

17

(3) Closed Session- Attorney Consultation

Closed Session Agenda Memo

19 - 21

C. OTHER BUSINESS (1) Other Business

D. ADJOURNMENT

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The City of Belmont

Special City Council Meeting

City Hall

January 14, 2019

DESCRIPTION: Consider Acceptance of Operational Efficiency Consulting Services Proposal from WR Martin and Authorization for Staff to Negotiate Contract with WR Martin

MEETING: 2019_01_14 Special City Council Meeting

DEPARTMENT: Administration

STAFF CONTACT: Adrian Miller

FISCAL IMPACT SUMMARY:

Unknown at this time

SUMMARY OF ACTION:

Staff sent a request for qualifications (RFQ) for an operational efficiency consultant in October 2018 and received responses from five consultants. An ad hoc committee consisting of Councilman Doug Gadd, Chief Chad Hawkins, Chuck Flowers, Shelley DeHart, and Adrian Miller reviewed these five RFQ responses and chose to interview two firms. After the interviews, the committee recommended that the City Council select WR Martin for this work. The committee further recommends that the City Council authorize the staff to negotiate a contract for consulting services with WR Martin.

For reference, the RFQ and WR Martin's response to the RFQ are enclosed.

EXHIBITS:

DOC010319-01032019100930

DOC010319-01032019101101

STAFF RECOMMENDATION:

The city manager recommends approval of this request to use WR Martin for the operational efficiency consultant.

Agenda Item #B.(1)

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REQUEST FOR QUALIFICATIONSOPERATIONAL EFFICIENCY CONSULTANT

PURPOSE OF CONSULTANT: The City of Belmont seeks consulting services to review city staffoperations and processes used in the delivery of the various services that the City offers. The purposeof this review is for the consultant to make recommendations to the city manager and city council onif/how operations and processes can be done more efficiently. The consultant will also reviewopportunities for cost-savings throughout the city through better use of technology, best practices inservice delivery in local government or in similar services provided by the private and not-for-profitsector, and other means as may be mutually agreed upon by the city manager and consultant.

ESSENTIAL FUNCTIONS:

Works with the city manager and finance director to analyze the City’s budget and to offerrecommendations on areas for cost-savings.

Reviews City’s purchasing policy and practices to determine if savings can be achieved by makingchanges.

Meets with department heads and supervisors to learn about service delivery and operations.

Meets with front-line staff to observe how services are provided and to get feedback from them on howoperations could be made more efficient.

Researches best practices for local government service delivery and makes recommendations to thecity manager for implementing these best practices.

Presents recommendations and findings on how to streamline operations and processes and to findcost-savings through operational efficiency to the city manager and city council.

SELECTION PROCESS: Interested consultants will submit five (5) copies of their qualifications andrelated experience by the end of business on Wednesday, October 31, 2018 to:

City of BelmontAttention: Adrian MillerPO Box 431115 North Main StreetBelmont, NC 28012

Submittals shall not exceed ten (10) pages in length excluding a cover page. A five—membercommitteewill review all submittals and may require interviews and presentations from interested consultants. Thecommittee will recommend a consultant to the city council for approval.

DELIVERABLES: The consultant will provide a written report to the city manager and city council ofhis or her observations, findings, and recommendations, including a plan to implement theserecommendations. This report will also need to be in an electronic version in a PDF format. Theconsultant will meet with the city council at least twice: once to kick off the project and once to reportfindings and recommendations at the end of the project.

Agenda Item #B.(1)

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Agenda Item #B.(1)

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The City of Belmont


City Hall

January 14, 2019

DESCRIPTION: Update on Conservancy Neighborhood Front Setback Issues


DEPARTMENT: Planning and Zoning

STAFF CONTACT: Shelley DeHart


None

SUMMARY OF ACTION:

City Attorney Parks Wilson will provide an update on nine houses in the Conservancy neighborhood that encroach into the front setback by am amount of 3-40 inches. The owners of two of these houses applied for a variance from the front setback in July 2018, but the Board of Adjustments denied the variance requests. The builder, Essex Homes, subsequently informed the planning department staff that there are seven additional houses that encroach into the front setback, bringing the total to nine houses. Eight of these nine houses are sold and occupied. The remaining house with an encroachment is still owned by Essex Homes.

Staff has been working with the homeowners and Essex Homes on possible solutions to this issue over the past several months. Parks will share these possible solutions with you.


This item is for information only. No action is needed.

Agenda Item #B.(2)

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The City of Belmont


City Hall

January 14, 2019

DESCRIPTION: Closed Session- Attorney Consultation


DEPARTMENT: Administration

STAFF CONTACT: Adrian Miller


None

SUMMARY OF ACTION:

NCGS 143.318.11 allows the City Council to enter into a closed session for specific purposes. Subsection (a)(3) allows the City Council to enter a closed session to consult with an attorney to preserve attorney-client privilege when discussing "the handling or settlement of a claim, judicial action, mediation, arbitration, or administrative procedure."

EXHIBITS:

GS_143-318.11


The city manager recommends that the city council enter a closed session to consult with its attorneys to discuss pending legal action.

Agenda Item #B.(3)

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Agenda Item #B.(3)

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Belmont City Council

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