TOWN OF HOPE MILLS BOARD OF COMMISSIONERS REGULAR MEETING MONDAY, MARCH 5, 2018, 7:00 P.M. WILLIAM F. BILL LUTHER, JR. AND DORIS LUTHER MEETING ROOM

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1 TOWN OF HOPE MILLS BOARD OF COMMISSIONERS REGULAR MEETING MONDAY, MARCH 5, 2018, 7:00 P.M. WILLIAM F. BILL LUTHER, JR. AND DORIS LUTHER MEETING ROOM Mayor Jackie Warner called the regular meeting of the Hope Mills Board of Commissioners to order on Monday, at 7:02 p.m. GOVERNING BOARD PRESENT Mayor Jackie Warner, Commissioners Jessie Bellflowers, Meg Larson and Jerry Legge. GOVERNING BOARD ABSENT Mayor Pro Tem Mike Mitchell and Commissioner Pat Edwards. STAFF PRESENT Town Manager Melissa Adams, Interim Town Clerk Deborah Holland, Finance Director Drew Holland, Inspections Ray Reeves, Parks & Recreation Director Kenny Bullock, Public Works Director Hector Cruz, Deputy Fire Chief Steve Lopez, Police Chief Joel Acciardo, Stormwater Administrator Beth Brown, Planning & Development Administrator Chancer McLaughlin. Also present was Town Attorney Dan Hartzog, Jr. INVOCATION AND PLEDGE OF ALLEGIANCE The invocation was led by Rev. Dr. J. Robert (Bob) Kretzu of Hope Mills United Methodist Church, followed by the Pledge of Allegiance led by Mayor Jackie Warner. Mayor Warner commented Mayor Pro Tem Mitchell would not be attending the meeting as he was ill and Commissioner Edwards was out of town. 1. APPROVAL OF AGENDA ADDITIONS OR DELETIONS. Motion made by Commissioner Larson, seconded by Commissioner Legge and carried unanimously, to approve the agenda as presented with the addition of New Business item f. Discussion of Parks & Recreation Comprehensive Plan. 2. PRESENTATIONS: a. Proclamation honoring the passing of Reverend Billy Graham. Proclamation Honoring the memory of Reverend Billy Graham WHEREAS, North Carolina s native son, the Reverend William Franklin Billy Graham, Jr. died on February 21, 2018; Reverend Graham was without peer as an evangelist during his lifetime; and 1

2 WHEREAS, Billy Graham was born on a dairy farm outside Charlotte in 1918 and called the mountain town of Montreat his home and community; and WHEREAS, he attended Wheaton College in Illinois, where he met and in 1943 married his beloved wife, Ruth McCue Bell; and WHEREAS, Billy Graham ministered to millions, starting with sermons for revivals on sawdust floors under canvas tents in Los Angeles in 1949; and WHEREAS, Reverend Graham refused to preach before racially segregated audiences, beginning in Chattanooga, Tennessee in 1953, when he threatened to cancel his appearance unless the dividing ropes were removed; and WHEREAS, his forward-thinking use of radio, television, and other media extended the reach of his spiritual message to people worldwide; and WHEREAS, Reverend Graham carried his message to more than 215 million people in more than 185 countries, including Russia, China and North Korea; and WHEREAS, Reverend Graham consistently ranked among the most admired Americans and was known for his humility and his warm, courtly manner; and WHEREAS, Billy Graham, known as America s Pastor, has been accorded the rare honor of lying in repose in the Rotunda of the United States Capitol; and WHEREAS, the Town of Hope Mills joins the State of North Carolina and the entire nation in mourning the loss of this outstanding North Carolinian, whose legacy will remain important to people across our state and the world; NOW, THEREFORE, I JACKIE WARNER, Mayor of Hope Mills, North Carolina, do hereby recognize and honor the family of Reverend Graham for contributions he has made over his lifetime and applaud the dignity and grace in the way he has lived his life. This 5 th day of March, Jackie Warner, Mayor b. Presentation of Proclamation for Multiple Sclerosis Awareness Week to Linda Lockamy. OFFICE OF THE MAYOR TOWN OF HOPE MILLS Multiple Sclerosis Awareness Week Proclamation 2

3 WHEREAS, MS is a chronic and disabling disease of the central nervous system in which the progression, severity and specific symptoms cannot be foreseen; and WHEREAS, every hour of every day someone new is diagnosed with MS, a disease that can erode a person s abilities and hopes, halt a career and unravel the fabric of families; and WHEREAS, the North Carolina Chapters of the National Multiple Sclerosis Society reports that in our state more than 10,000 people are affected by this devastating disease, and multiple sclerosis generally strikes young adults aged 20 through 40, attacking them in the prime of their lives; and WHEREAS, the North Carolina Chapters of the National Multiple Sclerosis Society have been committed throughout the years to heightening public knowledge and insight about this devastating and disabling disease, and raising more than $8 million to find a cure for MS and develop effective treatments for the disease, as well as provide a wide range of client programs; and WHEREAS, although research advances have brought us closer to finding the cure, much remains to be done, and services must continue to be provided to those who live with the disease; and WHEREAS, finding the cause and developing a method of prevention for multiple sclerosis is an important task that all Americans and North Carolinians should support; NOW, THEREFORE, I, Jackie Warner, by virtue of the authority vested in me as Mayor of the Town of Hope Mills do hereby proclaim March 11-17, 2018 as Multiple Sclerosis Awareness Week in the Town of Hope Mills, and commend this observance to all our citizens and surrounding municipalities as they join in this awareness week. IN WITNESS WHEREOF, I have hereunto set my hand and caused the Seal of the Town of Hope Mills to be affixed this 5th day of March, Jackie Warner, Mayor c. Proclamation for Town Charter Day, March 9, Office of the Mayor Town of Hope Mills, North Carolina Proclamation 3

4 TOWN CHARTER DAY March 9, 2018 WHEREAS, our founding fathers of the town, in order to secure the blessings of liberty for themselves and their posterity, did establish an act to incorporate the Town of Hope Mills; and WHEREAS, it was ratified on March 9, 1891 and signed into law by the Secretary of State W.L. Saunders in Raleigh on March 31, 1891; and WHEREAS, 2018 marks the 127 th year anniversary since the town s incorporation and the Board of Commissioners wish to observe this anniversary and celebration throughout the year. NOW, THEREFORE, I, Jackie Warner, Mayor, of the Town of Hope Mills, NC, do hereby proclaim March 9, 2017 to be TOWN CHARTER DAY. IN WITNESS WHEREOF, I have hereunto set my hand and affixed the Great Seal of the Town of Hope Mills this 5 th day of March, JACKIE WARNER, MAYOR d. Presentation from Jazmine Kilpatrick of Local Government Federal Credit Union (LGFCU) about the services offered to Government Employees and Elected Officials. Town Manager Adams commented Jazmine Kilpatrick was present to represent Local Government Federal Credit Union (LGFCU) which sponsored part of the March 3, 2018 Budget Retreat. Ms. Kilpatrick commented Local Government Federal Credit Union is a sister credit union to the State Employees Credit Union and offered their services for anything the Town may need. e. Request by Kelly West, Cumulus Media Marketing Representative, for waiver of fees for a special event, Pet Fest, on June 2, This is a free festival to the public to be held at the grounds between Town Hall and Parks & Recreation. Kelly West of Cumulus Media commented her company is partnering with Naturally Unleashed for Pet Fest on June 2, Ms. West requested the $150 fee to the Town of Hope Mills be waived and wished for a portion of the proceeds to go to local canine units. Motion made by Commissioner Legge, seconded by Commissioner Larson and carried unanimously, to waive fees to Town of Hope Mills for Cumulus Media for the Pet Fest Event on June 2,

5 3. PUBLIC HEARINGS: None. 4. PUBLIC COMMENTS: Winton McHenry, 3648 Lakeshore Drive, spoke in reference to the large logs that have washed up from the west and traveled to the east side of the lake. Mr. McHenry suggested the Town go after the contractors who cleaned the debris from the lakebed. Jeff Smith, 5301 Camden Road, spoke in reference to the Lake Celebration Committee and the transformational leadership of the newly elect. Rod MacLean, 5435 Fountain Lane, announced 10,000 redear and 10,000 bluegill fingerlings will be added to the lake as of March 6, 2018 from the North Carolina Wildlife Resources Commission. 5. CONSENT AGENDA: a. Consideration of approval the minutes from February 19, 2018 Special Meeting. b. Consideration of approval the minutes from February 19, c. Consideration of approval the minutes from February 19, 2018 Closed Session. d. Consideration of approval of acceptance under the LESS program 40 entrenching tools valued at $3,360, 27 tactical backpacks, valued at $4,212, 35 pelican cases, valued at $700, 2 conex boxes, valued at $6,250, 33 rescue knives, valued at $1,155, and 15 generators, valued at $78,930 for the Police Department and approval of Resolution No A RESOLUTION OF THE TOWN OF HOPE MILLS BOARD OF COMMISSIONERS AUTHORIZING THE ACCEPTANCE OF THE DONATION OF PERSONAL PROPERTY TO THE HOPE MILLS POLICE DEPARTMENT Resolution No WHEREAS, a city may accept the donation of personal property from another governmental unit within the United States, a sister city, a nonprofit organization, or an individual, including supplies, materials and equipment. WHEREAS, as a result the US Military s Law Enforcement Support (LESS) 1033 Program has donated certain personal property to the Town of Hope Mills Police Department. Said property is as follows: 5

6 a. -40 intrenching tools, valued at $3,360. b. -27 tactical backpacks, valued at $4,212. c. -35 pelican cases, valued at $700. d. -2 conex boxes, valued at $6,250. e. -33 rescue knives, valued at $1,155. f. -15 generators, valued at $78,930. WHEREAS, the Hope Mills Police Department has expressed an interest in accepting this property for their own use. WHEREAS, the Hope Mills Town Board desires to accept the donation of this property for use by the Hope Mills Police Department. NOW, THEREFORE, BE IT RESOLVED that the Hope Mills Board of Commissioners accepts said property as a donation to the Hope Mills Police Department and authorizes the Police Department to use as they deem necessary. ADOPTED and approved this the 5 th day of March, ATTEST: JACKIE WARNER, MAYOR Deborah O. Holland, NCCMC Interim Town Clerk e. Consideration of approval of ammunition for training, qualification and duty weapons by the Hope Mills Police Department, currently budgeted in the amount of $6, Motion made by Commissioner Legge, seconded by Commissioner Bellflowers and carried unanimously, to approve the consent agenda as presented. 6. OLD BUSINESS: a. Consideration/Discussion of a change in the wording for proposed Rules of Procedure Motion 15. Town Attorney Dan Hartzog, Jr. commented a minor revision was made to Motion 15 which was brought to his attention by Mayor Pro Tem Mitchell. The amendment addresses the motion to rescind in the case that no Board members on the prevailing side are remaining. Motion made by Commissioner Bellflowers, seconded by Commissioner Larson and carried unanimously, to approve the proposed changes to the wording of Motion 15 in the Rules of Procedure. 6

7 b. Review/Discussion of Pier Dock Ordinance as amended. Town Attorney Hartzog commented he met with the Lake Advisory Committee last week to review the Pier Dock Ordinance. The Lake Advisory Committee was in favor of the ordinance after a few minor corrections were made. Motion made by Commissioner Bellflowers, seconded by Commissioner Larson and carried unanimously, to approve the Pier Dock Ordinance as amended with a typo correction in Section 9, Subsection b. c. Consideration of approval of the Resolution No , exempting engineering for the Lake Park Phase II from the requirements of G.S. CHPT. 143, Art. 3D and authorize the Town Manager to negotiate and execute a contract with Fleming & Associates on their submitted proposal for a fee not to exceed $50, and BA #24, per request of Commissioner Bellflowers. Commissioner Bellflowers commented the Board should not delay moving forward in the design plan with Fleming & Associates as it is tied to the dam permit. Commissioner Bellflowers commented he brought the item up for discussion as he wishes the Board to renew discussion and approval of the design of Phase II. Mayor Warner cautioned the Board to limit the tying of hands for Fleming & Associates with imposing design limitations. Commissioner Larson inquired if Fleming & Associates would give the Town the option to choose different plans depending on cost when designing the boardwalk and bulkhead. Commissioner Bellflowers commented the size of boardwalk has sparked much debate which caused him to research the reason behind the sizing. Commissioner Bellflowers found the eight foot boardwalk was approved by staff as an ADA accessibility compliance which also came into play for the bulkhead and pier. Mayor Warner commented in agreement with Commissioner Bellflowers that in order to move forward with the design, the Town must agree on a plan. Commissioner Legge commented on the required maintenance and cleanup of the boardwalk. Commissioner Larson suggested the Board table the discussion until the entire Board is present. Public Works Director Hector Cruz commented if the Town were to opt for the bulkhead only, it would address the erosion issue but not allow for water access. Mr. Cruz commented staff 7

8 approved a boardwalk to allow for connectivity, ADA access and maximize the use of green space. While the bulkhead is the pricier item, it ties into the boardwalk. Attorney Hartzog commented for clarification, that ADA compliance is a legal requirement. Commissioner Bellflowers commented the enhancement of Phase II is directly tied to the Army Corp of Engineers permit. The consensus of the Board was to table this item to the next meeting for vote and further discussion when the entire Board is present. 7. NEW BUSINESS: a. Consideration of recommendations from the Nominating Committee for placements on various committees. Commissioner Legge commented he and Mayor Pro Tem Mitchell met with Interim Town Clerk Holland to review the recommendations for placement on various committees. Motion made by Commissioner Legge, seconded by Commissioner Larson and carried unanimously, to approve the Nominating Committee recommendations. b. Consideration of authorizing Town Manager to allow short article ( words) to be published in the Fayetteville Chamber of Commerce Quarterly Magazine at no cost to the Town. Town Manager Adams commented the Chamber reached out to the Town to publish a one-time article featuring information on the Town of Hope Mills in their newest publication. Motion made by Commissioner Legge, seconded by Commissioner Bellflowers and carried unanimously, to approve allowing a short article in the Fayetteville Chamber of Commerce Quarterly Magazine for a one time publication at no cost to the Town. c. Consideration/ Discussion of scheduling a date for a Ribbon-Cutting Ceremony for the new Pier at the Lake Park. Discussion pursued regarding setting a date for the Ribbon-Cutting Ceremony for the new Pier at the Lake Park. The consensus of the Board was to take a poll when the remaining Board members are present. Motion by Commissioner Legge, seconded by Commissioner Larson and carried unanimously, to approve a Ribbon-Cutting Ceremony with a date to be determined after poll of Board. d. Change Order #1-Span Builders for the Pier/Dock/Bulkhead Construction Project in the amount of $1,

9 Town Manager Adams commented the change order included additional guard railing and decking as well as deductions for stain, sealer and sod. Motion made by Commissioner Bellflowers, seconded by Commissioner Larson and carried unanimously, to approve Change Order #1- Span Builders for Pier/Dock/Bulkhead Construction Project in the amount of $1, e. Consideration of authorization to apply for a Community Development Block Grant tied to the Kings Mill Community. Town Manager Adams commented Mark Brown of PWC was present to answer questions after Mr. McLaughlin s presentation. Planning & Development Administrator Chancer McLaughlin commented staff has communicated with Cumberland County Community Development Department and been provided with a Request for Proposals (RFP) for Community Development Block Grant (CDBG) funding. Staff is seeking authorization to respond to the Request for Proposals with a request for $200,000 in Community Development Block Grant funds to reduce the cost of water and sewer installation for Kings Mill residents. Commissioner Legge inquired if any Genex has been reported in that area. Mr. McLaughlin commented PWC employed the Health Department to conduct tests in that area and they are waiting for the results. Mark Brown of PWC commented if Genex was found present in the samples, it may be an additional source of funding. Motion made by Commissioner Larson, seconded by Commissioner Legge and carried unanimously, to authorize staff to apply for the Community Development Block Grant application for King s Mill subdivision. f. Discussion of Parks & Recreation Comprehensive Plan. Commissioner Bellflowers suggested the Town reallocate the remaining $24,087 balance from the budget for the Golf Course Master Plan and allocate to the Parks & Recreation Comprehensive Plan so we may begin moving forward. Mayor Warner inquired if reallocating the Golf Course funds was a feasible option. Town Manager Adams responded the remaining $24,087 from the Golf Course Property is available. Mayor Warner inquired how much additional funding would be required. Town Manager Adams responded $33,093, which would cover the additional costs, could be budgeted for Fiscal Year. 9

10 Motion made by Commissioner Bellflowers, seconded by Commissioner Legge and carried unanimously, to release funds of $24,087 from the Golf Course Master Plan and reallocate to the Parks & Recreation Comprehensive Plan. 8. REPORTS AND INFORMATION ITEMS: Mayor Warner requested to form a Wildlife Protection Committee to address the concerns about the wildlife at the lake and best practices by other municipalities with similar circumstances. Town Manager Adams suggested the Lake Advisory Committee investigate a possible solution. Mayor Warner was in agreement with allowing the Lake Advisory Committee to look into the issue of the overabundance of wildlife at the lake. a. Manager s update. Update on Walmart stormwater retention ponds. Town Manager Adams commented staff released permits for Hardee s and Waffle House because the repair work was completed which addressed the drainage issue and reason for the hold. Update on Adcock Street Paving & Parking Area. Town Manager Adams commented during the final walk-through inspection, three items for repair were identified. Staff requested the repairs be done quickly so the parking lot may open within the week and the owner was in agreement. Mayor Warner inquired if staff would consider allowing the Adcock Street parking area to be used as the start of the walking trail. Town Manager Adams responded she would look into it. Commissioner Legge inquired if the water running down Highway 162 was a result of the Walmart pond issues. Stormwater Administrator Beth Brown responded the ponds are designed to hold a limited amount of water in the catch basin but Walmart is working to address the issue in the event of heavy rain. Town Manager Adams updated on the following items: 1. Street Paving Project - Cracked sealing repairs are in progress as well as manholes and cover valves that are being worked on in preparation for asphalt resurfacing. 10

11 2. Johnson Street Sidewalk The local Programs Management Office approved the engineering contract and right-of-way on February 28 th. 3. Rockfish Road Sidewalk Project Two bidders submitted sealed bids during the bid opening on February 28, Jymco, the lowest bidder, exceeded the authorized funds for construction by $140,000. The Town has been authorized for $399,360 for construction. 4. Damaged areas from Hurricane Matthew The contractor mobilized on February 19, 2018 and construction has begun. 5. The Notice to Proceed for River Road, Davis Street and Thoroughbred Drive changed from the week of February 26, 2018 to the week of. 6. Final Lake Park Concept Plan The Final Concept Report was received from WithersRavenel and forwarded to the Lake Advisory Committee and Board of Commissioners. 7. Lake Debris Cleanup A request for proposals has not yet been prepared but is being worked on. Town Manager Adams contacted several other agencies to request resources ,000 fish added to Hope Mills Lake - Representatives from the Watha State Fish Hatchery in Pender County are scheduled to visit on March 6, 2018 to deposit the 10,000 bluegill fingerlings and 10,000 redear. 9. Lake Signage Do Not Feed Wildlife and educational signs on American Eels and the eel ladder have been created and are soon to be installed. A No Swimming sign will soon be ordered once the water is tested as well as Catch and Release signs for fishing. 10. Boat Permits The Town is working to create a binding application for the Town s boat permits and will adhere to the adopted fee schedule pricing. 11. Bench plan for new pier The Lake Advisory Committee will work in conjunction with the Appearance Committee to develop a plan for the benches on the new pier. 12. Hope Mills Police Department Town Manager Adams commended Hope Mills Police for their quick apprehension of the recent pharmacy robber. 13. Volunteer of the Month The criteria to recognize the Volunteer of the Month will mirror that of the Business of the Month which will be given at the first meeting of every month. The nominee must be a resident of Hope Mills for at least a year and volunteer or give back to the community in some way. 14. FAMPO FAMPO held a Public Drop meeting on to receive input on their local methodology for project prioritization. 15. Sandspur Social The Sandspur and Fayetteville Observer invited the Town to attend the Sandspur Social to welcome new editor, Monica Holland on Tuesday, March 13, 2018 from 6:00-8:00 p.m. at Hope Mills Parks & Recreation. 16. Medicine Drop-off The Fire Department in conjunction with the Cumberland County Sheriff s Office is hosting their annual Medicine Drop-Off on Saturday, March 24, 2018 from 9:00 a.m. 2:00 p.m. 17. Timberlake Resident PWC addressed an issue of a water leak which caused a roadway issue on Brandywood Court off Sturbridge Drive dating six months back. 18. Regional Board Workshops for Planning & Development - begin in April in both Raleigh and Carthage. Town Manager Adams advised the Board to contact Interim Town Clerk Holland if they wish to attend. 11

12 19. Alpha Signs and Lighting Contacted Town Manager Adams to recognize Town employee, Clara Hines for her wonderful attitude and professionalism. INVOICE Town Attorney REMINDERS: Thursday, March 8, :00 p.m. Board of Commissioners Special Joint Workshop Meeting with Cumberland County Planning Department, Town Hall Monday, March 12, :30 p.m. Chamber Luncheon, Parks & Recreation Center Monday, March 19, :00 p.m. Regular Board of Commissioners Meeting, Town Hall Saturday, March 24, :00 a.m. until 2:00 p.m. Medicine Drop Off, Hosted by the Hope Mills Fire Department and the Cumberland County Sheriff s Department, located at the Hope Mills Fire Department Monday, March 26, :00 p.m. until 8:00 p.m. Town of Hope Mills Multimodal Congestion Management Plan Public Meeting #3, Parks & Recreation Center b. Committee Liaisons Update on Committee Activities. Mayor Pro Tem Mitchell - Historic Preservation Commission Mayor Pro Tem Mitchell was absent and will report an update at the next meeting. Commissioner Edwards Lake Advisory Committee Commissioner Edwards was absent and will report an update at the next meeting. Commissioner Legge Appearance Committee Commissioner Legge commented during the Appearance Committee s recent meeting, the main topic of discussion was the budget for Christmas decorations and the possibility of the addition of a new Christmas tree for Town Hall or by the lake. Sally Bailey of the Appearance Committee spoke on the decorations and costs the committee was comparing when discussing their Christmas budget. Commissioner Larson Parks & Recreation Committee Commissioner Larson commented the recent Parks & Recreation Advisory Committee meeting was a joint meeting with McAdams Group to review the Parks & Recreation Comprehensive Plan. 12

13 Commissioner Bellflowers- Veterans Committee and RLUAC Commissioner Bellflowers commented the Veterans Affairs Committee met on February 26, 2018 to discuss electing new officers, Hero s Homecoming kickoff event and Memorial Day celebrations. The Veterans Affairs Committee discussed adding a name plate in honor of former Mayor Pro Tem Bob Gorman to the Veterans Memorial. Commissioner Bellflowers reported RLUAC met on February 15, 2018 in Spring Lake in which several presentations took place as well as approval of minutes and financial reports. The next RLUAC meeting is set for Thursday, May 17, STAFF COMMENTS. Interim Town Clerk Holland inquired if the Board wished to take their photos for the website after their meeting with the County on Thursday, March 8, The general consensus of the Board was to have their photos taken on March 8, OFFICIAL COMMENTS. Mayor Warner requested Town Manager Adams appoint staff to the Volunteer of the Month Committee. Mayor Warner suggested Commissioner Legge and Parks & Recreation Director Kenny Bullock. Mayor Warner commented she attended a PWC fieldtrip on Friday, March 2, 2018 and was amazed to learn Cumberland County has the only generator plant in the state. Commissioner Legge commented on the March 3 Budget Retreat and thanked LGFCU for sponsoring. Commissioner Legge commented on the appearance of the new fire trucks look as the Board was able to view them prior to the meeting. Commissioner Bellflowers thanked everyone for attending the meeting and acknowledged that the Pier Dock Ordinance was finally adopted after much hard work. Commissioner Bellflowers requested staff seriously consider Mr. McHenry s comments regarding the amount of debris present on his side of the lake. 11. ADJOURNMENT. Motion made by Commissioner Legge, seconded by Commissioner Bellflowers and carried unanimously, to adjourn the meeting. Mayor Warner adjourned the meeting at 9:03 p.m. 13

14 Jackie Warner, Mayor ATTEST: Deborah Holland, NCCMC Interim Town Clerk 14