TOWN OF HOPE MILLS BOARD OF COMMISSIONERS REGULAR MEETING MONDAY, AUGUST 1, 2016, 7:00 P.M. BILL LUTHER BOARD MEETING ROOM

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1 TOWN OF HOPE MILLS BOARD OF COMMISSIONERS REGULAR MEETING MONDAY, AUGUST 1, 2016, 7:00 P.M. BILL LUTHER BOARD MEETING ROOM Mayor Jackie Warner called the regular meeting of the Hope Mills Board of Commissioners to order on Monday, at 7:03 p.m. GOVERNING BOARD MEMBERS PRESENT Mayor Jackie Warner, Mayor Pro Tem Bob Gorman, Commissioners Pat Edwards, Jerry Legge and Edwin Deaver. Commissioner Bryan Marley arrived at 7:32 p.m. GOVERNING BOARD MEMBERS ABSENT None. STAFF PRESENT Town Manager John W. Ellis, III, Town Clerk Melissa P. Adams, Deputy Town Clerk Debbie Holland, Stormwater Administrator Beth Brown, Fire Chief Chuck Hodges, Deputy Chief Steve Lopez, Police Captain Servie, Parks & Recreation Director Kenny Bullock, Development & Planning Administrator Chancer McLaughlin, Deputy Public Works Director Don Sisko, and Town Attorney Dan Hartzog, Jr. INVOCATION AND PLEDGE OF ALLEGIANCE The invocation was led by Rev. Dwayne Smith of Lighthouse Baptist Church, followed by the Pledge of Allegiance led by Boy Scout Troop 716, Robert Leach Scout Master. 1. APPROVAL OF AGENDA ADDITIONS OR DELETIONS. Motion made by Commissioner Legge, seconded by Commissioner Edwards and carried unanimously, to add to the agenda under #1Presentations-Item a.-special Presentation by Ms. Jean Clark to the Hope Mills Police Department and to add to the closed session NCGS (a) (6) to discuss personnel matters. 2. PRESENTATIONS: a. Jean Clark presentation to the Hope Mills Police Department. Ms. Clark presented to Captain Servie for the Hope Mills Police Department the plaque as the winners for the Blood Drive Boots vs. Badges. b.. Charlotte Robinson Presentation concerning partnership with the Town re: Parks & Recreation. Ms. Robinson presented information to the Board and the audience in reference to the Life Center being built. Ms. Robinson expressed interest of the Board of Directors of the Life Center Volume 29 1

2 to partner with the Hope Mills Parks and Recreation Department. Ms. Robinson, with the help of other Directors from the organization, talked about the proposed programs the center will be offering and the opportunities for the children with special needs. 3. PUBLIC HEARINGS: None. 4. PUBLIC COMMENTS: None. 5. CONSENT AGENDA: a. Consideration of approval of minutes from June 16, b. Consideration of approval of Closed Session minutes from May 11, 2016 Special Meeting. c. Consideration of approval of Closed Session minutes from May 16, d. Consideration of approval of Closed Session minutes from May 20, 2016 Special Meeting. e. Consideration of approval of Closed Session minutes from June 1, 2016 Special Meeting. f. Consideration of approval for Police Detective Hurtt to attend the Police Law Institute at the NC Justice Academy in Salemburg, NC for a cost of $ from October 10, 2016 to October 21, g. Consideration of Resolution No Declaring 2005 Ford Crown Victoria Surplus and Budget Amendment #4 in the amount of $3, for Insurance proceeds. RESOLUTION AUTHORIZING THE DISPOSITION OF CERTAIN PERSONAL PROPERTY BY PRIVATE SALE RESOLUTION NO WHEREAS, the Board of Commissioners of the Town of Hope Mills, North Carolina desires to dispose of certain surplus property of the Town; NOW, THEREFORE, BE IT RESOLVED by the Hope Mills Board of Commissioners that; (1) The following described property is hereby declared to be surplus to the needs of the Town; 2005 Ford Crown Victoria - Fleet #119 VIN # 2FAFP71W75X125917, Fixed Asset Number (2) The Town Manager is authorized to direct the salvage disposition of the described property to the Town s fleet insurance carrier, North Carolina League of Municipalities, Risk Management Services, for the sum of $3, Volume 29 2

3 (3) The Town Clerk shall publish notice summarizing this Resolution in accordance with G. S. 160A-267. (4) The sale may be consummated not earlier than ten (10) days from the date of publication. ADOPTED and effective this 1st day of August, ATTEST: JACKIE WARNER, MAYOR Melissa P. Adams, MMC, Town Clerk Town of Hope Mills, North Carolina Budget Ordinance Amendment Fiscal Year Amendment #4 BE IT ORDAINED by the Board of Commissioners of the Town of Hope Mills, North Carolina, that the following amendment be made to the annual budget ordinance for the fiscal year ending June 30, 2017: Section 1. To amend the General Fund, the appropriations are to be changed as follows: Repairs & Maintenance-Vehicles - 3, $ - $ 3, This will result in a net increase of $3, in the appropriations of the General Fund. To provide the additional revenue for the above, the following revenues will be increased. Insurance Proceeds - 3, $ - $ 3, Volume 29 3

4 Section 2. Copies of this budget amendment shall be furnished to the Clerk to the Board of Commissioners, and to the Budget Officer and the Finance Officer for their direction. Adopted this 1 st day of August ATTEST: Jackie Warner, Mayor Melissa P. Adams, MMC, Town Clerk h. Consideration of Resolution No Declaring 1999, 2003, and two 2004 Ford Crown Victorias Surplus and to be sold on GovDeals. RESOLUTION OF THE TOWN OF HOPE MILLS BOARD OF COMMISSIONERS DECLARING CERTAIN PROPERTY OF THE TOWN TO BE SURPLUS AND AUTHORIZING THE DISPOSITION OF SAID PROPERTY Resolution No WHEREAS, the Board of Commissioners of the Town of Hope Mills, North Carolina desires to dispose of certain surplus property of the Town; WHEREAS, G.S. 160A-266 establishes a method to dispose of real or personal property and for the use of electronic advertising for electronic auction of surplus property under 160A-270(c); and WHEREAS, the Town Board is granted authority to declare property surplus and under G. S. 160A-270(c) may advertise electronically the sale of any real or personal property; and NOW, THEREFORE, BE IT RESOLVED by the Hope Mills Board of Commissioners that the following described property is hereby declared to be surplus to the needs of the Town and authorizes the use of electronic advertising for electronic auction of surplus property: (1) 1999 Ford Crown Victoria VIN# 2FAFP73W9XX (2) 2003 Ford Crown Victoria VIN# 2FAHP71W03X (3) 2004 Ford Crown Victoria VIN# 2FAFP71W84X (4) 2004 Ford Crown Victoria VIN# 2FAFP71W14X ADOPTED this 1 st day of August, Volume 29 4

5 ATTEST: JACKIE WARNER, MAYOR Melissa P. Adams, Town Clerk i. Consideration of Budget Amendment #5 in the amount of $692, ($131, General Fund) ($561, Stormwater Fund) for prior year encumbrances. Town of Hope Mills, North Carolina Budget Ordinance Amendment Fiscal Year Amendment #5 BE IT ORDAINED by the Board of Commissioners of the Town of Hope Mills, North Carolina, that the following amendment be made to the annual budget ordinance for the fiscal year ending June 30, 2017: Section 1. To amend the General Fund, the appropriations are to be changed as follows: Administration Contract Services - 12, Administration Department Supplies - 6, Human Resources Professional Services - 5, Finance C/O-Equipment - 2, Bldgs. & Grounds Department Supplies Police Department Special Police Supplies - 1, Police Department C/O-Equipment - 53, Police Department Uniforms - 7, Police Department Maint & Repair-Equipment Fire Department Insurance Claims - 17, Fire Department Uniforms Fire Department Maint & Repair-Vehicles - 2, Fire Department Maint & Repair-Equipment Fire Department Special Fire Supplies - 3, Fire Department Department Supplies Inspections Code Enforcement Contract - 10, Sanitation Maint & Repair-Vehicles Senior Center Program Supplies - 5, $ - $131, Volume 29 5

6 This will result in a net increase of $131, in the appropriations of the General Fund. To provide the additional revenue for the above, the following revenues will be increased. Fund Balance Reserve for Encumbrances - 131, $ - $131, Section 2. To amend the Stormwater Fund, the appropriations are to be changed as follows: Stormwater Engineering Improvements - 25, Stormwater Construction- Improvements - 529, Stormwater Educational Supplies - 6, $ - $561, This will result in a net increase of $561, in the appropriations of the Stormwater Fund. To provide the additional revenue for the above, the following revenues will be increased. Fund Balance Reserve for Encumbrances - 561, $ - $561, Section 3. Copies of this budget amendment shall be furnished to the Clerk to the Board of Commissioners, and to the Budget Officer and the Finance Officer for their direction. Adopted this 1 st day of August ATTEST: Jackie Warner, Mayor Melissa P. Adams, MMC, Town Clerk Volume 29 6

7 j. Consideration of the Extension of the Cleaning Contract with Faulkner Commercial Cleaning from August 4, 2016 December 31, 2016 and authorize Town Manager to execute the contract. k. Consideration of the bid proposals for Archer Road Phase II Repairs from Diamond Constructors in the amount of $11, and Green Biz Landscaping in the amount of $17, and authorize Town Manager to execute the contracts. l. Consideration of Change Order # 01 for West Patterson Street Stormwater Project in the amount of $30, with Jymco Development and authorize Town Manager to execute proposed change order. CHANGE ORDER No. : 1 PROJECT: Stormwater, Water and Sanitary Sewer Improvements-West Patterson St. Area DATE OF ISSUANCE: 7/28/2016 EFFECTIVE DATE: 7/28/2016 OWNER: Town of Hope Mills CONTRACTOR: Jymco Development, Inc. ENGINEER: MacConnell & Associates, P.C. ENGINEER S PROJECT NO: A You are directed to make the following changes in the Contract Documents. Description: Recut asphalt, fill existing steel encased storm water pipe with grout, remove 24 RCP at relay, install two additional manholes, and fill with select fill as-needed for required compaction. Reason for Change Order: Unforeseen steel encased pipe and wet sandy soils requires additional time and materials. Attachments: Estimate from Jymco Construction Company, Inc. and Froehling & Robertson, Inc. Original CHANGE Contract IN CONTRACT Price: PRICE: $ Net Changes from previous Change Orders No. - to No. - : $ N/A Contract Price prior to this Change Order: $ CHANGE IN CONTRACT TIMES: Original Contract Times: Substantial C o m p l e t i o n : 82 Calendar Days Ready for Final Payment: 112 Calendar Net changes from previous Change Days Orders No. - to No. - : N/A Calendar Days Contract Times prior to this Change Order: Substantial Completion: 82 Calendar D a y s Ready for Final Payment: 112 Calendar D a y Volume 29 7

8 Net increase (decrease) of this Change Order: $ 30, Contract Price with all approved Change Orders: $ 541, Net increase (decrease) of this Change Order: 7 Calendar D a y s Contract Times with all approved Change Orders: S u b s t a n t i a l Completion: 89_ Calendar Days Ready for Final Pavement: RECOMMENDED: APPROVED: ACCEPTED: By: By: By: Authorized Signature, Engineer Authorized Signature, Owner Authorized Signature, Contractor MacConnell & Associates, P.C. Town of Hope Mills General Contractor Date: Date: Date: Town of Hope Mills and PWC Change Order Stormwater, Water and Sanitary Sewer Improvements- West Patterson St. Area MacConnell & Associates, P.C. Project No.- A CO-1 Motion made by Commissioner Edwards, seconded by Commissioner Deaver and carried unanimously, to approve the consent agenda as presented. 6. OLD BUSINESS: a. Discussion concerning the Sign Ordinance. Town Manager Ellis reported they are still working on the ordinance for signs and are to the point they will soon be able to present the suggested ordinance amendments. At the last meeting the Board had directed the owners to develop their own design suggestions for the sign, but Town Manager Ellis commented since we are the owners of the land and will pay for the sign that we should control the design of the sign in order to make sure it blends with the other historical signage in the area. Mayor Warner remarked the business owners had expressed an interest in the sign design they had before, that it could have plaques hung on it naming the businesses. Mr. Ellis commented they could certainly keep that in mind for a design concept, but would like to see the Historic Preservation Commission involved since it would be within the Historic Overlay District. 7. NEW BUSINESS: a. Discussion concerning hosting a Town Hall Meeting with Main Street Property Owners. Town Manager Ellis commented, at a prior meeting the Board had suggested they look into having a Town Hall meeting with the Main Street Property owners and to include the Chamber of Commerce in the meeting. Mayor Warner commented that she would contact the Chamber and if Staff could send letters to the property owners, advertize, and post notice of the meeting. The consensus of the Board was to set up the meeting for 6:30 p.m. on Thursday, September 15, 2016 at the Parks and Recreation Center. Mayor Warner requested they also try to have an update on the NCDOT road work for the area. Volume 29 8

9 8. REPORTS AND INFORMATION ITEMS: a. Update report on the Hope Mills Lake/Dam project. Town Manager Ellis reported Mr. Lugo has been on vacation so he spoke with Mark Landis of ASI, Inc. and they are still waiting on the permit from US Army Corps of Engineers. Mr. Ellis reported there has been sheet piling installed to stabilize the area around the PWC pipe for when construction begins. The borrow areas have been completed and erosion maintenance continues along with de-watering of the low levels. They have done some harvesting of clay for recycling. b. Manager s update. Town Manager Ellis updated the Board on: The sidewalk project for Golfview Thompson Circle Stormwater project has to be rebid due to no bids received first time Patterson Street Project- church side is almost finished and they will be moving across the street to finish the project Parking lot beside old music store is being designed Archer Road updates are in the packet and they are moving ahead with the project c. Committee Liaisons Update on Committee Activities. 1. Commissioner Gorman Historic Preservation Commission - Main things covered are the storage space is being assigned pass keys for work on cataloging the items by volunteers and committee members, discussion of the Historical Marker on Main Street, discussion of the Pat Caulder Award recipient, and the presentation from Jody Fraser to be made to the Board of Commissioners at a regular meeting. Lake Advisory Committee- Met to prioritize the list of guidelines from the Mayor, received an update from Kevin Lugo and discussion of the ordinances for the swimming area. The committee has asked the Board to allow Carl Sims to be a voting member and after discussion the consensus of the Board is to have the Town Attorney research and report back to the Board. 2. Commissioner Deaver RLUAC- will not meet again until August 18. Veterans- no meeting. 3. Commissioner Edwards Appearance Committee- Discussion of tree signs criteria by Southern Roots and any citizens that would like to submit photo of beautiful tree in the Hope Mills area can bring to Kathy Johnson at The Front Porch to submit for approval by the Appearance Committee. 4. Commissioner Legge Volume 29 9

10 Parks & Recreation Advisory Committee- no meeting due to lack of quorum. Commissioner Legge commented that he feels it is time to replace the members that are continuing to not show for the meetings since this is four months the Parks & Recreation Advisory Committee has not been able to meet due to lack of quorum. Town Manager Ellis inquired if Mayor Warner would like Staff to draft a letter from her to send to the committee members to inquire if they wish to continue on the committee and Mayor Warner responded she would like for Staff to do that. After discussion of the Board, the consensus of the Board is to have Town Attorney Hartzog research if committee members miss meetings, may the Board remove them, and then report back to the Board with his findings. 9. STAFF COMMENTS. None 10. OFFICIAL COMMENTS. Commissioner Deaver commented he wanted to thank the Staff for being here and would like to ask about mosquito spraying in the Town. Deputy Public Works Director responded the spraying is every Thursday evening between the hours of 10:30 p.m. and 2:30 a.m. and that is the entire town. Mayor Warner asked Mr. Mullen from the Fayetteville Observer if that information could be put in the Sandspur for the Hope Mills citizens. Commissioner Legge thanked the Scouts for their participation this evening. Commissioner Legge commented he would like to see the Town have more input into the permitting process of the developments that are located in their MIA. Town Manager Ellis responded he would look into the matter further and report back to the Board. 11. POSSIBLE MOTION TO CONDUCT A CLOSED SESSION: PURSUANT TO NCGS (a) (3) TO CONSULT WITH THE ATTORNEY ON MATTERS WITHIN THE ATTORNEY-CLIENT PRIVILEGE. Motion made by Mayor Pro Tem Gorman, seconded by Commissioner Legge and carried unanimously, to conduct a closed session pursuant to NCGS (a) (3) to consult with the attorney on matters within the attorney client privilege and NCGS (a) (6) to discuss personnel matters. At 8:12 p.m. Mayor Warner instructed the Board to assemble in the conference room to conduct a closed session. At 9:43 p.m. Mayor Warner called the open session back to order. Motion made by Mayor Pro Tem Gorman, seconded by Commissioner Legge and carried unanimously, to seal the minutes of the closed session until such time as the release of the information would no longer frustrate the purpose of the closed session, and further no action was taken. 12. ADJOURNMENT. Volume 29 10

11 Motion made by Mayor Pro Tem Gorman, seconded by Commissioner Deaver and carried unanimously, to adjourn the meeting. At 9:43 p.m. Mayor Warner adjourned the meeting. ATTEST: JACKIE WARNER, MAYOR Melissa P. Adams, MMC Town Clerk Volume 29 11