TOWN OF HOPE MILLS BOARD OF COMMISSIONERS REGULAR MEETING MONDAY, APRIL 15, 2019 at 7:00 P.M. BILL LUTHER BOARD MEETING ROOM

TOWN OF HOPE MILLS BOARD OF COMMISSIONERS REGULAR MEETING MONDAY, APRIL 15, 2019 at 7:00 P.M. BILL LUTHER BOARD MEETING ROOM CALL TO ORDER Mayor Pro Tem Mitchell. INVOCATION Rev. Dr. J. Robert (Bob) Kretzu, Hope Mills United Methodist Church. PLEDGE OF ALLEGIANCE Mayor Pro Tem Mitchell. 1. APPROVAL OF AGENDA ADDITIONS OR DELETIONS. 2. PRESENTATIONS. a. Presentation by Joy Jones, Community and Municipal Relations Manager with Waste Management. TAB 1 b. Presentation by Mason Steele of the Historic Preservation Commission. c. Presentation of Certificate of Appreciation to Donna Maury by the Veterans Affairs Committee. TAB 2 d. Presentation of Certificate of Appreciation to Jean Clark by the Veterans Affairs Committee. TAB 3 e. Air Quality Awareness Day Proclamation. TAB 4 f. Administrative Professionals Day Proclamation. TAB 5 g. Healthcare Decisions Day Proclamation. TAB 6 h. National Day of Prayer Proclamation. TAB 7 i. Older Americans Month Proclamation. TAB 8 j. Lyme Disease Awareness Month Proclamation. TAB 9 3. PUBLIC HEARINGS. a. Case P18-40: Revision and Amendment to the Hope Mills Zoning Ordinance amending Article XIV Signs, Section 102A-1404. Signs Permitted in any district, sub-section A. Temporary real estate sales sign, sub-section H. Temporary political signs & sub-section L. Sandwich board signs; Section 102A-1405. General site and

sign specifications; sub-section C. Freestanding sign location all districts (excluding billboards), sub-section D. Maintenance and appearance & sub-section G. Unsafe and unlawful signs; Section 102A-1406. Signs permitted by district, subsection A. Residential and conservancy districts & sub-section B. Professional, commercial and industrial districts; Section 102A-1407. Billboards (off-premises signs), sub-section A. General provisions; and Section 102A-1408. Signs prohibited. (Hope Mills) TAB 10 4. PUBLIC COMMENTS. Each speaker is asked to limit comments to three (3) minutes, and the total comment period will be 30 minutes or less. Citizens should sign up with the Town Clerk to speak prior to the start of the meeting. Please direct comments to the full board, not to an individual board member or staff member. Although the Board is interested in hearing your concerns, speakers should not expect Board action or deliberation on subject matter brought up during the Public Comment segment. Topics requiring further investigation will be referred to the appropriate town officials or staff and may be scheduled for a future agenda. 5. CONSENT AGENDA: a. Consideration of Approval of the March 9, 2019, Special Meeting Minutes. TAB 11 b. Consideration of Approval of the April 1, 2019, Regular Meeting Minutes. TAB 12 c. Consideration of Approval of Budget Amendment #11 for $483,946. Board Approved Contract with M&E Construction on Jan 22, 2019 And Funding for The Bulkhead from Fund Balance on Feb 4, 2019. TAB 13 d. Consideration of Approval of Resolution 2019-09 Accepting a Donation of the Art Sculpture A Ride Through Time from the Warner Family. TAB 14 e. Consideration of Approval of Resolution 2019-10 Accepting a Donation of the Art Sculpture Rebirth from the Michael D Mitchell, CPA accounting firm. TAB 15 f. Consideration of Approval of Fee Schedule Amendment for Farmers Market, the fee for vendors would be $50 for a full season (May October), and $25 for a single Saturday. TAB 16 g. Acceptance of the March, 2019 Financial Statements. TAB 17 All items on the Consent Agenda are considered routine, to be enacted by one motion and without discussion. If a member of the governing body requests discussion of an item, the item will be removed from the Consent Agenda and considered separately under New Business.

END OF CONSENT AGENDA 6. OLD BUSINESS: a. Update on the State Restoration Inspection of the Episcopal Parrish House. TAB 18 7. NEW BUSINESS: a. Consideration of Approval of allowing the Town Manager to enter into a Memorandum of Understanding related to the Parking Lot at the Former Golf Course Property and discussion of ADA compliancy. TAB 19 b. Discussion and Update on Tree Preservation Ordinance by Town Attorney Hartzog. c. Consideration of Approval of Amendment to the Board of Adjustments Ordinance Disbanding Current BOA and Creating Appointed BOA and Request to County to Process Through the Planning Board. To be provided by Town Attorney Hartzog. TAB 20 8. REPORTS AND INFORMATION ITEMS: a. Manager s report. b. Reminders. April 16, 2019 at 6:00 p.m., Citizens Academy Program Week 3 at the Parks and Recreation Center. April 17, 2019 at 11:00 a.m., State of the Community Luncheon at the Crown Complex. April 19, 2019 GOOD FRIDAY HOLIDAY, TOWN HALL CLOSED. April 22, 2019 at 6:30 p.m. Parks and Recreation Committee at the Parks and Recreation Center. April 23, 2019 at 6:00 p.m., Citizens Academy Program Week 4 at Town Hall. April 23, 2019 at 6:30 p.m., Appearance Commission at the Parks and Recreation Center. April 25, 2019 at 6:00 p.m., Veterans Affairs Committee at the Parks and Recreation Center. April 29, 2019 at 6:30 p.m., Board of Commissioners Special Meeting Citizen Engagement at Town Hall in the Luther Board room. April 30, 2019 at 6:00 p.m., Citizens Academy Program Week 5 in the Public Works Building. May 2, 2019 at 5:00 p.m., Hope Meals Food Truck Rodeo. May 4, 2019 at 9:00 a.m. Hope Mills Good 2 Grown Farmers Market

May 6, 2019 at 6:00 p.m. Festival Committee/Mayor s Youth Leadership Committee at Town Hall in Front Meeting Room. May 6, 2019 at 7:00 p.m., Board of Commissioner s Regular Meeting in the Luther Board Room. c. Department Monthly Reports. TAB 21 9. STAFF COMMENTS. 10. OFFICIAL COMMENTS. 11. ADJOURNMENT.

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MEMORANDUM TO: FROM: Honorable Mayor & Board of Commissioners Melissa P. Adams, Town Manager DATE: April 11, 2019 SUBJECT: Presentation from Joy Jones, Community and Municipal Relations Manager Waste Management Joy Jones, from Waste Management will make a presentation to the Board of Commissioners regarding our recycling services.

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Proclamation Air Quality Awareness Week April 29, 2019 May 3, 2019 Hope Mills, North Carolina WHEREAS, with the National Weather Service, the Centers for Disease Control and Prevention, the U.S. Forest Service, and the U.S. Department of State the EPA has announced that Air Quality Awareness Week (AQAW) 2019 will be held April 29 May 3, 2019. WHEREAS, the theme for this year is Check the AQI and Get Outside ; and WHEREAS, improvement of air quality is a major concern to the Town of Hope Mills Board of Commissioners; and WHEREAS, we need clean air to sustain health, tourism, agriculture and other aspects of the economy; NOW, THEREFORE, I, JACKIE WARNER, Mayor of the Town of Hope Mills proclaim the week of April 29, 2019 through May 3, 2019, as AIR QUALITY AWARENESS WEEK and encourage all to take part in making our community a cleaner, healthier place to live, work, and play. Proclaimed this 15 th day of April, 2019. JACKIE WARNER, MAYOR

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Office of the Mayor TOWN OF HOPE MILLS, NC PROCLAMATION Administrative Professionals Day April 24, 2019 WHEREAS, there are millions of administrative assistants, secretaries, executive assistants and office managers working in our nation today; and, WHEREAS, in 1952 U.S. Secretary of Commerce Charles W. Sawyer initiated the celebration of administrative professionals; and, WHEREAS, on this day, we join with employers throughout the Tar Heel State to recognize the contributions of Hope Mills administrative professionals, thanking them for their outstanding service to business, government, educational institutions and other organizations; NOW, THEREFORE, I, Jackie Warner, Mayor of the Town of Hope Mills, do hereby proclaim April 24, 2019 as Administrative Professionals Day in Hope Mills, NC. Proclaimed this 15 th day of April, 2019. JACKIE WARNER, MAYOR

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Healthcare Decisions Day Proclamation WHEREAS, Healthcare Decisions Day is designed to raise public awareness of the need to plan ahead for health care decisions, related to end of life care and medical decision-making; and WHEREAS, it is estimated that only about 20 percent of people in North Carolina have executed an advance directive. Moreover, it is estimated that less than 50 percent of severely or terminally ill patients have an advance directive; and WHEREAS, it is likely that a significant reason for these low percentages is that there is both a lack of knowledge and considerable confusion in the public about Advance Directives; and WHEREAS, the Town of Hope Mills and other organizations throughout North Carolina are committed to educating the public about the importance of discussing health care choices and executing advance directives; and WHEREAS, as a result of April 16, 2019, being recognized as Healthcare Decisions Day in North Carolina, more citizens will have conversations about their health care decisions; more citizens will execute Advance Directives to make their wishes known; and fewer families and health care providers will have to struggle with making difficult health care decisions in the absence of guidance from the patient; NOW, THEREFORE, I, Mayor Jackie Warner, do hereby recognize April 16, 2019 as HEALTHCARE DECISIONS DAY in the Town of Hope Mills, and I call this observance to the attention of all our citizens. JACKIE WARNER, MAYOR

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NATIONAL DAY OF PRAYER LOVE ONE ANOTHER May 2, 2019 WHEREAS, the National Day of Prayer was created in 1952 by a joint resolution of Congress, and signed into law by President Harry S. Truman. In 1988, the law was unanimously amended, designating the first Thursday of May as a day of national prayer; and WHEREAS, the National Day of Prayer has great significance for us as a nation and enables us to recall the way in which our founding fathers sought the wisdom of God when faced with critical decisions; and WHEREAS, the National Day of Prayer has become a national annual observance which belongs to all Americans as a day that transcends different cultures and brings together all citizens from all backgrounds; and WHEREAS, our hope is that individuals, churches, and spiritual leaders in America, will humble ourselves and unify in prevailing prayer for the next great move of God in America. NOW, THEREFORE, I, MAYOR JACKIE WARNER, hereby proclaim May 2, 2019 as the National Day of Prayer in the Town of Hope Mills, and urge all citizens to observe this day by joining members of all faiths and creeds in seeking divine guidance for ourselves, our leaders, and our country. PROCLAIMED this 15th day of April, 2019

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TOWN OF HOPE MILLS, NC PROCLAMATION OLDER AMERICANS MONTH May, 2019 Whereas, Hope Mills includes a growing number of older Americans who enrich our community through their diverse life experiences; and Whereas, Hope Mills is committed to strengthening our community by connecting with and supporting older adults, their families, and caregivers and acknowledging their many valuable contributions to society; and Whereas, Hope Mills recognizes the importance of bringing together all generations and engaging in activities that promote physical, mental, and emotional well-being for the benefit of all; and Whereas, Hope Mills can enhance the lives of older Americans in our community by: promoting home- and community-based services that support independent living; involving older adults in community events and other activities; and providing opportunities for older adults to work, volunteer, learn, lead, and mentor. NOW, THEREFORE, I, JACKIE WARNER, MAYOR do hereby proclaim May 2019 to be Older Americans Month. I urge every resident to take time during this month to recognize older adults and the people who serve them as essential and valuable members of our community. PROCLAIMED this 15 th day of April, 2019 JACKIE WARNER, MAYOR

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Proclamation May 2019 Lyme Disease Awareness Month WHEREAS, In the United States over the last few years, there has been a steady increase in the number of reported cases of Lyme disease. Lyme Disease Awareness Month educates both the young and old about Lyme Disease and how they can take steps to prevent it.; and WHEREAS, In the eastern parts of the United States the main species of tick which carries and spreads Lyme disease is the deer tick or black legged tick; and WHEREAS, first symptoms are usually flu-like and include fatigue, tiredness, joint and muscle pain, and also a characteristic rash. Late symptoms can take much longer to develop: weeks, months or even years. Late symptoms may include fatigue, mental health issues, the condition arthritis and chronic encephalomyelitis.; and WHEREAS, white or light clothing is recommended to make it easier to spot ticks. Shirts and T-shirts should be tucked into your pants, and socks pulled up over the bottom of the pants. Using an insect repellent can also help prevent the ticks from getting on to you. Pets should also be checked. Before returning inside it is recommended to do a tick check first; and WHEREAS, during the warm summer months, it is important our residents are aware of the potential for acquiring Lyme disease and preventive measures they can take to minimize risk of infection. THEREFORE, I JACKIE WARNER, Mayor, of the Town of Hope Mills, NC, hereby proclaim May as Lyme Disease Awareness Month for 2019. Proclaimed, this 15th day of April, 2019 JACKIE WARNER, MAYOR

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Meeting Date: _April 15, 2019 AGENDA FORM TO: FROM: SUBJECT: Melissa P. Adams, Town Manager Chancer F. McLaughlin, Development & Planning Administrator Sign Ordinance BACKGROUND INFORMATION: Case P18-40: Revision and Amendment to the Hope Mills Zoning Ordinance amending Article XIV Signs, Section 102A-1404. Signs Permitted in any district, sub-section A. Temporary real estate sales sign, sub-section H. Temporary political signs & sub-section L. Sandwich board signs; Section 102A-1405. General site and sign specifications; subsection C. Freestanding sign location all districts (excluding billboards), sub-section D. Maintenance and appearance & sub-section G. Unsafe and unlawful signs; Section 102A- 1406. Signs permitted by district, sub-section A. Residential and conservancy districts & sub-section B. Professional, commercial and industrial districts; Section 102A-1407. Billboards (off-premises signs), sub-section A. General provisions; and Section 102A- 1408. Signs prohibited. (Hope Mills) RECOMMENDED ACTION: Town of Hope Mills Planning Staff is recommending approval of this request. FISCAL IMPACT: Currently Budgeted Requires budget amendment X No fiscal impact ATTACHMENTS: Staff memo from the Town of Hope Mills Planning Department. Memo from Cumberland County Planning and Inspections This agenda form has been reviewed by: Initial & Date Town Manager MA 04/11/19 Finance Director Town Attorney Department Head (s) Town Clerk JGS 4/11/19 Development & Planning Administrator CFM 4/11/19

April 11, 2019 TO: FROM: RE: Melissa P. Adams, Town Manager Chancer F. McLaughlin, Development & Planning Administrator, Town of Hope Mills Sign Ordinance Text Amendment The following memo outlines basic information tied to an amendment to the Town of Hope Mills Sign Ordinance. Background As it relates to the Town of Hope Mills Sign Ordinance, the Board of Commissioners and staff conducted a series of work session over the past year to address issues throughout the area related to signs. Developers and business owners were also directly engaged to ensure that concerns that they had were addressed as well. The most recent work session was conducted on February 7, 2019 with the Board of Commissioners officially directing staff at the February 18, 2019 Board Meeting to send the draft changes to Cumberland County Staff to begin the process of full adoption. Recent Activity At the March 19, 2019 meeting, the Cumberland County Joint Planning Board met to consider the proposed amendments to Article XIV of the Town of Hope Mills Sign Ordinance. The following is a brief outline of the major aspects of the proposed changes: 1. Pole signs are now removed from this section, limiting all new proposed freestanding signs to ground signs; 2. Temporary real estate sales signs will have a maximum of 16 square feet in sign area and temporary banners will be allowed now for a period of 90 days. 3. Political signs will be allowed at polling places not designated as one stop voting no sooner than 5pm the day before elections and must be removed within 24 hours of the close of the election. 4. Ground sign height and minimum setbacks from right of way will now be determined by the number of occupants on the parcel on which the sign will be installed. Maximum allowable sign area is reduced in all districts for pole signs. 5. Sign maintenance and appearance standards are added to allow the removal of signs in disrepair or blocked from view vegetation.

6. Bill boards will now only be allowed within 1,500 feet from the right-of-way of freeways. 7. Signs attached to or painted on utility poles, telephone poles, trees, parking meters, bridges and overpasses are now listed under prohibited signs. Town Staff Recommendation: Approval Action Motions: Approval with the following motion as recommended by the Cumberland County Joint Planning Board on March 19, 2019: Motion: In case P18-40, the Town of Hope Mills Board of Commissioners votes to approve the text amendment to the Hope Mills Zoning Ordinance finding it is consistent with the adopted comprehensive plan designated as the 2030 Grown Vision plan, specifically including: Policy Area 9: Compatible Commercial Development & Services and Policy Area 10; Attractive Community Appearance & Image. The porposed amendment is also generally consistent with the Southwest Cumberland Land Use Plan (2014) in that one of the adopted goals and objectives of the plan strives to enhance community appearance and reduce sign clutter along major thoroughfares; and further find that approval of the amdenment is reasonable and in the public interest because the amendment if approved, would enable the town to enforece sign regulations that are consistent with the image the town is seeking to project in their commercial areas. Additionally, this amendment was prepared and submitted by the Town of Hope Mills.

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Volume 30 Special Meeting March 9, 2019 TOWN OF HOPE MILLS BOARD OF COMMISSIONERS SPECIAL MEETING MINUTES SATURDAY MARCH 9, 2019, 8:30 A.M. ROCKFISH CAMP AND RETREAT CENTER Mayor Jackie Warner called the special meeting of the Hope Mills Board of Commissioners to order on Saturday, March 9, 2019 at 8:30 a.m. GOVERNING BOARD MEMBERS PRESENT Mayor Jackie Warner, Mayor Pro Tem Mike Mitchell, Commissioners Jessie Bellflowers, Pat Edwards, Meg Larson and Jerry Legge. STAFF PRESENT Town Manager Melissa Adams, Town Clerk Jane Starling, Finance Director Drew Holland, Public Works Director Don Sisko, Police Chief Joel Acciardo, Fire Chief Chuck Hodges, Deputy Fire Chief Steve Lopez, Chief Building Inspector Ray Reeves, Parks & Recreation Interim Director Maxey Dove, Parks & Recreation Future Director Lamarco Morrison, Stormwater Administrator Beth Brown, Human Resources Director Laticia Daniels-Black and Development & Planning Administrator Chancer McLaughlin. Also present were Mayor Pro Tem of the Fayetteville City Council, Ted Mohn, media representative Roger Mullen, Mr. Dasmon Ellerbe and Ms. Hermena Bostick, from SureMET Public Transit of YTU, Inc, and Mr. Bob Jessup representing Sanford Holshouser LLP with Creative EDC. INVOCATION AND PLEDGE OF ALLEGIANCE The invocation was led by Commissioner Jerry Legge, followed by the Pledge of Allegiance led by Mayor Jackie Warner. 1. Introduction -Town Charter. Mayor Warner briefly went over the Town Charter and its history. She then introduced Mr. Lamarco Morrison, the New Parks and Recreation Director. Town Manager Adams commented Mr. Morrison will begin working on April 1, 2019. 2. CIP Overview. Finance Director Drew Holland presented this item and commented the Capital Improvement Plan is a working document which covers the next five years. The Board members were provided a bound copy of the plan. Each year in January the CIP is updated and used by staff as a planning guide. The purpose of this item was to provide information. 3. Financial Update. Finance Director Drew Holland presented this item and commented property tax for the next fiscal year is estimated at $4,877,739, an increase of $163,708 from the prior year. Mr. Holland commented the motor vehicle tax for the next fiscal year is estimated at $539,037, an increase of $7,229 from the prior year. The recreation tax for the next fiscal year is estimated at $588,144, an increase of $17,809 from the prior year. The purpose of this item was to provide information. 1

4. Public Safety Facility Update. Finance Director Drew Holland presented this item and commented the construction drawings should be ready by the fall or winter of 2019. Then staff will request bids and at that point will know the actual costs. Mr. Holland predicted a possible start date of February 2020 with a projected eighteen months of construction time. Mr. Holland went over the loan scenario. He then commented on the plans for the temporary police station lease and explained that staff is exploring potential Fire Department sub-station locations. The purpose of this item was to provide information. Motion made by Commissioner Bellflowers and carried unanimously, to name the future public safety building the John Willis Hodges Public Safety Facility. 5. Transportation. Mr. Dasmon Ellerbe and Ms. Hermena Bostick, from SureMET Public Transit of YTU, Inc. arrived to share information about a bus system opportunity. Mr. Ellerbe provided an overview of three proposed routes. Ms. Bostick passed out materials describing each route. The current proposal is for the routes to initially operate six days per week at a sixty-minute frequency. Route 102 would provide service to residents and businesses along Rockfish Road and give access to the Golf Course property, Fantasy Lake, and connect at Walmart and on Main Street with the other routes. Route 103 would provide service to the Town Municipal Center, Senior Center, and businesses along Legion Road and Main Street. It would allow access to FAST route 31 at the Walmart on Gillespie Street and connect with other routes on Main Street. Route 104 would provide service to Cape Fear Valley Medical Center, VA Medical Center and Cross Creek Mall then connect on Main Street with other routes. Mr. Ellerbe commented that SureMET-YTU, Inc. would provide better service than FAST because the focus would be on Hope Mills residents transportation needs, not on the needs of City of Fayetteville residents to access Hope Mills. Mr. Ellerbe commented the fare structure would be at the discretion of the Board and SureMET would charge the Town based on the parameters the Town choose. All proceeds from the farebox would belong to the Town. The consensus of the Board was for Town staff to investigate the proposal further. 6. ADA Transition Program. Town Manager Melissa Adams presented this item with Public Works Director Don Sisko. Ms. Adams commented that last year the State began requiring all municipalities to begin working toward becoming compliant with the American s with Disabilities Act. A copy of a proposal from Stewart Inc. for the purpose of ADA Transition Planning Services in the amount of $39,551 was provided to the Board. Town Manager Adams reminded the Board that in 2013 the Town was sued regarding accessibility of the Parks and Recreation facilities for those with disabilities. Staff is in the process of confirming that all requirements included in the out of court settlement have been met. Creating 2 Volume 30 Special Meeting March 9, 2019

a working plan would protect the Town from additional litigation, as long as we can prove we are actively working on corrections. Public Works Director Don Sisko commented that Town Manager Adams has been named the Town s ADA program manager. Mr. Sisko commented that Stewart Inc. s plan would include all buildings and properties owned by the Town. The consensus of the Board was for staff to include options for price estimates in the proposed FY 19/20 budget. 7. Heritage Park. Town Manager Melissa Adams and Public Works Director Don Sisko provided an update on the Heritage Park project. Ms. Adams commented staff would like to include the following items in next year s budget related to Heritage Park. Rough cut trail to access the creek bed, cut by Town staff. Refurbish the pumphouse by pressure washing, masonry work and a new roof with an estimated cost of $5,000. Stabilization of the Dam Gates which includes setting them on a concrete platform, decorative fencing, and signage with an estimated cost of $20,000. Story Board with an estimated cost of $3,000. New Heritage Park sign with an estimated cost of $1,200. The total estimated cost is $29,200. The consensus of the Board was for staff to seek quotes on a Heritage Park Master Plan and include consideration of Heritage Park maintenance items in the proposed FY 19/20 budget. 8. Town Museum. Town Manager Melissa Adams presented this item which included a request of $25,000 for ADA compliance and funds for interior design per the Historic Preservation Commission specifications. The request to upfit the Museum building includes: shelving, displays, picture frames, stands, acid free Hollinger boxes, mylar sleeves, file folders, free-standing plastic display towers, and miscellaneous office supplies. The total estimated cost is $50,000. Additionally, staff is requesting new museum building signage at a cost of $1,200 and to refurbish historic downtown signs at a cost of $800. The consensus of the Board was for staff to include consideration of Town Museum items in the proposed FY 19/20 budget. 9. Personnel Policy. Finance Director Drew Holland presented this item and commented that the personnel policy that was adopted last year needs some minor changes. Staff proposes to change the merit pay in Volume 30 Special Meeting March 9, 2019 3

conjunction with probationary time to establish a standard employee evaluation time to be in January of each year, and to change wording related to overtime for exempt employees during natural disasters to allow for FEMA reimbursement. The consensus of the Board was for staff to include consideration of changes to the personnel policy in the proposed FY 19/20 budget. 10. Playground Project. Finance Director Drew Holland presented this item and commented the Town has been approached to participate in the Kaboom Playground Grant Project for possibly updating and renovating the Lake Park Playground and/or Herring Park Playground. The consensus of the Board was for staff to include consideration of moving forward with the Lake park playground as first priority and Herring Park to follow in the proposed FY 19/20 budget. At 11:54 a.m. Mayor Warner called a recess for lunch. Mayor Warner called the meeting back to order at 1:13 p.m. 11. Strategic Planning. Bob Jessup with Sanford Holshouser LLP/ Creative EDC presented information about strategic planning and future vision for the Town. Mr. Jessup commented that strategic planning encompasses broad community input and the resulting plans are not set in stone but are broad long-term plans to guide a 20-year vision of direction for the Town. The consensus of the Board was for staff to include consideration of a strategic planning item in the proposed FY 19/20 budget. ADJOURNMENT. Motion made by Commissioner Legge and carried unanimously, to adjourn the meeting. Mayor Warner adjourned the meeting at 1:47 p.m. Jackie Warner, Mayor Volume 30 Special Meeting March 9, 2019 4

ATTEST: Jane G. Starling, CMC Town Clerk Volume 30 Special Meeting March 9, 2019 5

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TOWN OF HOPE MILLS BOARD OF COMMISSIONERS REGULAR MEETING MINUTES MONDAY, APRIL 1, 2019 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, April 1, 2019 at 7:00 p.m. GOVERNING BOARD MEMBERS PRESENT Mayor Jackie Warner, Mayor Pro Tem Mike Mitchell, Commissioners Jessie Bellflowers, Pat Edwards, Meg Larson and Jerry Legge. STAFF PRESENT Town Manager Melissa Adams, Town Clerk Jane Starling, Finance Director Drew Holland, Parks & Recreation Director Lamarco Morrison, Police Chief Joel Acciardo, Fire Chief Chuck Hodges, Deputy Fire Chief Steve Lopez, Chief Building Inspector Ray Reeves and Development & Planning Administrator Chancer McLaughlin. Also present was Town Attorney Dan Hartzog, Jr. INVOCATION AND PLEDGE OF ALLEGIANCE The invocation was led by Finance Director Drew Holland, followed by the Pledge of Allegiance led by Mayor Jackie Warner. 1. APPROVAL OF AGENDA ADDITIONS OR DELETIONS. Motion made by Mayor Pro Tem Mitchell and carried unanimously, to approve the agenda as presented with the addition of Old Business Item b; Update on the Internal Investigation. 2. PRESENTATIONS. a. Presentation of Volunteer of the Month. Mayor Warner presented Gregory Dickerson with the Volunteer of the Month Award. b. Introduction of Mr. Lamarco Morrison, new Hope Mills Parks and Recreation Director. Town Manager Adams introduced the new Parks & Recreation Director, Lamarco Morrison and gave an overview of his professional background. c. Week of the Young Child Proclamation. Week of the Young Child Proclamation Volume 30 Regular Meeting April 1, 2019 1

WHEREAS, the National Association for the Education of Young Children, is celebrating the Week of the Young Child, April 8 12, 2019; and WHEREAS, this organization is asking everyone in the early education community to Step It Up (SIU) during WOYC, and spread the word about the importance of high-quality early learning, and the critical role early childhood educators play in a child s development and learning.; and WHEREAS, children learn as they enjoy music, explore food and cooking, building together, creating art, and celebrating with their families; and WHEREAS, the daily themes for this year are; Music Monday, Tasty Tuesday, Work Together Wednesday, Artsy Thursday and Family Friday; and WHEREAS, early childhood teachers and others who make a difference in the lives of young children in the Town of Hope Mills deserve thanks and recognition; Therefore I, Jackie Warner, Mayor of the Town of Hope Mills, do hereby proclaim April 8-12 as the Week of the Young Child in Hope Mills and encourage all citizens to make critically important investments in early childhood. Jackie Warner, Mayor d. Earth Day Proclamation. Earth Day Proclamation WHEREAS, Earth Day, April 22, 2019 is a time to celebrate environmental awareness and encourage the conservation, protection, and appreciation of our natural resources; and WHEREAS, it is the responsibility of each of us to safeguard the environment, by recognizing that all human life depends upon Earth and one another for our mutual existence, well-being, and development; and WHEREAS, the concerned citizens of the Town of Hope Mills are dedicated to the protection and preservation of our environment and on May 4, 2019 will participate in a Spring Cleanup Event; NOW, THEREFORE, I, JACKIE WARNER, MAYOR of the Town of Hope Mills, North Carolina, do hereby proclaim on April 22, 2019, the Town will join 193 countries worldwide and observe; Earth Day Volume 30 Regular Meeting April 1, 2019 2

in the Town of Hope Mills and urge all to use this time to celebrate our only planet and commit to building a sustainable green economy and encourage others to undertake similar actions. PROCLAIMED this day 1st day of April, 2019 JACKIE WARNER, MAYOR e. NCDOT Presentation of Hope Mills Area Projects by Andrew Barksdale. Andrew Barksdale with the North Carolina Department of Transportation gave an overview of the organization s upcoming projects for the Hope Mills area. The projects include medians on Main Street to aid in traffic flow and reduce accidents, the NC-59 bridge, the addition of proposed roundabouts throughout the area, and the widening of Camden Road. Commissioner Bellflowers inquired a means for contacting Mr. Barksdale or NCDOT staff with questions regarding the Hope Mills Area projects. Mr. Barksdale responded citizens may direct their questions to the Contact Us section of the ncdot.gov website. 3. PUBLIC HEARINGS. NONE. 4. PUBLIC COMMENTS. Mr. Mason Steele, 3626 Lake Forest Road, Hope Mills, NC. Mr. Steele commented he wished for Town funds to be put towards Heritage Park. Mayor Warner requested Town Manager Adams give a brief update on the Town s current plans for Heritage Park. Town Manager Adams responded Public Works is rough cutting trails and Public Works Director Don Sisko will be attending the upcoming Historic Preservation Commission meeting to gather input on their vision for Heritage Park. 5. CONSENT AGENDA: a. Consideration of Approval of the Minutes from the February 13, 2019 special meeting. b. Consideration of Approval of the Minutes from the March 4, 2019 special meeting. c. Consideration of approval of the Minutes from the March 18, 2019 regular meeting. d. Consideration of approval of the Minutes from the February 18, 2019 closed session meeting. Volume 30 Regular Meeting April 1, 2019 3

e. Consideration of approval of Jacobs Creek Circle Speed Bumps. Volume 30 Regular Meeting April 1, 2019 END OF CONSENT AGENDA Motion made by Commissioner Legge and carried unanimously, to approve the consent agenda as read. 6. OLD BUSINESS: a. Discussion of Lake Bulkhead Project; as requested by Mayor Pro Tem Mitchell. Mayor Pro Tem Mitchell deferred this item to Town Manager Adams to provide an update on the Lake Bulkhead Project. Town Manager Adams reviewed the timeline of approval in moving forward with the Lake Bulkhead Project dating back to March 2018. Phase II of the Lake Park, to include the bulkhead project, was approved on December 3, 2018. The bid from M & E Contracting for the bulkhead project was accepted on February 4, 2019. Town Manager Adams provided the following additional information: The Notice to proceed was issued to M & E Construction on February 25, 2019. Materials have been ordered. The pile driving sub-contractor is ready to mobilize when materials are received. The lowering of the lake level began on March 20, 2019. The current lake elevation is 102.15. The erosion of the embankment is very noticeable. This erosion will only worsen, if corrective measures are not taken. The project must continue as scheduled so that we can mitigate any further damage to the embankment of the lake bed. The 2019 Hurricane Season is nearly upon us. Typically, we have experienced hurricane weather events in September and October, well after the completion of the bulkhead project. The project must begin soon, in order to be completed by the peak of hurricane season. The proposed bulkhead project involves ADA compliance and the safety of the citizens wishing to swim and use the grassy area. The embankment will be resloped and will result in a safer and more aesthetic looking lake front. The sod should not be planted in the winter months and should be planted as soon as the project is completed. The contractor will be responsible for irrigation for the first thirty days following the installation. We will be consulting with a landscaping architect for irrigation proposals and will bring forth to the Board of Commissioners. The contractor will work as expeditiously as possible, weather permitting, to complete the project in a timely manner. There really is no optimal time for the lake to be closed for boating and swimming. While we understand there will be some inconvenience to the citizens and the many 4

people that come to use our lake, the project will result in a safer environment and help to mitigate any further erosion damage to the lake embankment. Kayak and canoe access will be allowed to the greatest extent possible dependent upon work location and progress. The Town would like to thank the citizens in advance, for their patience and understanding for the duration of this project. Commissioner Bellflowers commented the main reason for this project is safety and a project like this should not be rushed. b. Update on the Internal Investigation. Town Attorney Hartzog commented Attorney Jim Cauley indicated his investigation is nearly complete but has two to three additional interviews he wishes to conduct. Attorney Hartzog is working to facilitate those interviews. Anticipated completion of the investigation is projected for the next two to three weeks. 7. NEW BUSINESS: a. Non-public hearing item: Case No. 19-032. Consideration of the Salvatore Daniele Property; C1(P) Site Plan & Group Development Review; Hope Mills Zoning and Subdivision Ordinances; Zoned: C1(P); Acreage: 0.38 ac. +/-; Located at 5601 Rockfish Road (SR 1112); submitted by Salvatore Daniele (Developer). (Hope Mills). Development & Planning Administrator Chancer McLaughlin presented this item. Mr. McLaughlin commented the subject property was developed with a 2,400 square foot vacant structure. The applicant is requesting site plan approval for a group development that anticipates utilizing a portion of the existing structure as a doctor s office, while the remaining portion will be marked as vacant commercial space. Sidewalks will not be required. Motion made by Mayor Pro Tem Mitchell and carried unanimously, to approve Case No. 19-032 Consideration of the Salvatore Daniele Property; C1(P) Site Plan & Group Development Review; Hope Mills Zoning and Subdivision Ordinances; Zoned: C1(P); Acreage: 0.38 ac. +/-; Located at 5601 Rockfish Road (SR 1112); submitted by Salvatore Daniele (Developer). (Hope Mills). b. Discussion of PARTF Grant Lake Park; as requested by Commissioner Larson. Commissioner Larson inquired if Town staff could submit a PARTF grant application to fund the Lake Park picnic shelter, ADA ramp, stairs into the swimming area, kayak launch, and swings, as well as upgrading the bathrooms at Big T s. Town Manager Adams responded McAdams indicated that based on the information presented and previous discussions with the Town s PARTF representative, the scope of work would not provide for the strongest application. Volume 30 Regular Meeting April 1, 2019 5

Discussion pursued regarding the May 1, 2019 deadline for submitting the PARTF Grant application and providing McAdams with the necessary information, that had been provided to Rachel Cotter, on what to submit. c. Discussion of Entrance to Golf Course; as requested by Commissioner Larson. Town Manager Adams commented NCDOT approved a temporary driveway location and Freese and Nichols is working up a site plan for the formal NCDOT submittal. Once the site plan has been submitted, the next step will be formal engineering plans to be drawn up. Commissioner Larson inquired a timeline and if we are too late for a grant submission date. Public Works Director Don Sisko responded it will take thirty to forty days for NCDOT to review and a couple of weeks to receive the site plan from Freese and Nichols. Commissioner Bellflowers inquired if the Golf Course Master Plan has been shared with NCDOT and if discussions have occurred as to where they approve placing entrances. Public Works Director Sisko responded a site plan overview was shared with NCDOT and ultimately the Fairview Drive entrance came into consideration. Commissioner Bellflowers inquired if NCDOT provides recommended locations. Public Works Director Sisko responded that is not how they operate; the Town must request where we wish for the parking lot to be located for NCDOT to review. Mayor Warner inquired the estimated cost of the temporary road and parking lot. Public Works Director Sisko responded with the asphalt work and grading it will cost around $100,000. Mayor Warner and Commissioner Edwards were in agreement the $100,000 for a temporary driveway would be better spent towards Heritage Park. The consensus of the Board was for Town Manager Adams to reach out to Rachel Cotter with McAdams Group to provide ideas for driveway locations and to discuss the possibility of a PARTF grant for the driveway project. 8. REPORTS AND INFORMATION ITEMS: a. Manager s report. 1. Johnson Street Sidewalk: 65% plans have been reviewed by NCDOT and red line changes have been forwarded to McGill Engineering to implement changes in the 90% drawings. Received document review from the State Historic Preservation Office and posted to NCDOT. PWC projects drawing review completion this week, the week of April 1st. McGill & Associates is working on the environmental Volume 30 Regular Meeting April 1, 2019 6

assessment for DOT review. Working CSX right of way issues with their utility and site improvement divisions. Projected let date: May 21, 2019. 2. Rockfish Road Sidewalk: The contractor is ready to mobilize. Waiting for survey scheduling. 3. Town Hall HVAC system: Bass Heating & Air was on site today, April 1st. They are working on drawing down the system for replacement. 4. Episcopal Church Parrish House: I have received confirmation that Mr. Jeff Adolphsen, the NCDNCR - State Historic Preservation Office, Restoration Specialist for Cumberland County will be here on Tuesday, April 9, 2019 at 5:30 p.m. to conduct his inspection of the Episcopal Parrish House. 5. The former golf course property was the location for the Hurricane Florence - Temporary Debris Site: Cleanup has been completed and the deactivation certification has been received from the State DEQ. 6. Adcock Cemetery: As previously reported to you, the Latter-day Saints youth group established their community service project date at Adcock Cemetery as May 11th. We are working with PWC to run a water line and spigot to the cemetery. Spigot will be permanent for maintenance use. 7. Recently I spoke to Mr. Bill Bowman regarding the 2019 Up & Coming Weekly s Pocket Guide. The 2019 Pocket guide was printed last year and was available for distribution late 2018. The Pocket Guide includes a page with the Town of Hope Mills 2018-2020 Elected Officials contact information. Mr. Bowman indicated this was complimentary and was done as a courtesy for the citizens. There is no fee for the inclusion of the Town s information. I confirmed with Finance Director Drew Holland that we have not been billed. The information under the Town Clerk incorrectly lists Deborah Holland, not Jane Starling and the home telephone number included for Mayor Pro Tem Mitchell is incorrect. 8. Reminder: Citizens Academy begins tomorrow, Tuesday, April 2, 2019 at 6:00 p.m. at Town Hall. 9. Reminder: First Food Truck Rodeo for 2019 is this Thursday, April 4th from 5:00 p.m. to 8:00 p.m. behind Town Hall. 10. Reminder: Spring Sports Opening Day Ceremonies and Gary Dove Day Saturday, April 6th beginning at 9:00 a.m. at Brower Park. Breakfast with the Bunny begins at 8:30 a.m. and runs until 11:00 a.m. at the Parks & Recreation Center, followed by the Easter Egg Hunt at Hope Mills Municipal Park. 11. The Annual Household Hazardous Waste Collection and Shred Event is scheduled for Saturday, May 4th. b. Reminders. Tuesday, April 2, 2019 6:00 p.m. 1 st meeting of the Citizen s Academy Program at Town Hall. Thursday, April 4, 2019 5:00-8:00 p.m. Food Truck Rodeo in the Municipal Parking Lot. Monday, April 8, 2019 12:30 p.m. Chamber Luncheon at Parks and Recreation. Tuesday, April 9, 2019 6:00 p.m. 2 nd meeting of the Citizen s Academy Program at Town Hall. Volume 30 Regular Meeting April 1, 2019 7

Wednesday, April 10, 2019 5:00 p.m. Historic Preservation Commission meeting at Parks and Recreation. Monday, April 15, 2019 6:00 p.m. Board of Adjustment meeting in the Luther Board Room. Monday, April 15, 2019 6:00 p.m. Mayor s Youth Leadership meeting in the Town Hall front Conference Room. Monday, April 15, 2019 7:00 p.m. Regular Board of Commissioners meeting in the Luther Board Room. Tuesday, April 16, 2019 6:00 p.m. 3 rd meeting of the Citizen s Academy Program at the Parks and Recreation Center. Friday, April 19, 2019 GOOD FRIDAY HOLIDAY, Town offices closed. Mayor Warner commented the Mayor s Youth Leadership Committee will be meeting on May 6, 2019 so they may participate in the Festival Committee meeting. The Mayor s Youth Leadership Committee will also help with the Household Hazardous Waste event scheduled for Saturday, May 4, 2019. c. Committee Liaisons update on Committee Activities. Mayor Pro Tem Mitchell - Historic Preservation Commission & Municipal Advisory Committee. Mayor Pro Tem Mitchell commented the Historic Preservation Commission met on March 13, 2019 and discussed the Parish House and the upcoming visit from State Historian, Jeff Adolphsen as well as the progress of the museum. Mayor Pro Tem Mitchell alongside Town Manager Adams and Development & Planning Administrator McLaughlin attended the Fayetteville Cumberland Economic Development Corporation Municipal Advisory Committee meeting on March 15, 2019. Representatives from local municipalities were present and discussed the needs of their communities. Commissioner Edwards Lake Advisory Committee & Mid-Carolina Aging Advisory Council. Commissioner Edwards commented the Lake Advisory Committee elected officers and discussed new areas of focus. Commissioner Edwards commented the Mid-Carolina Aging Advisory Council discussed ways to help local seniors and available grants. Commissioner Legge Appearance Committee & Festival Committee. Commissioner Legge commented he did not attend the Appearance Committee meeting. Volume 30 Regular Meeting April 1, 2019 8

Commissioner Legge commented the Festival Committee discussed events at the lake, dependent on the construction of the bulkhead, and sponsorships. Commissioner Larson Parks & Recreation Committee. Commissioner Larson commented she attended the Parks & Recreation special meeting on March 25, 2019 in which the Committee heard a presentation from McAdams Group concerning the Parks & Recreation Comprehensive Plan and Golf Course Master Plan. Commissioner Larson commented sixteen citizens attended the public input session that followed the special meeting. Commissioner Bellflowers - Veterans Committee and RLUAC. Commissioner Bellflowers commented RLUAC will meet next in May. The Veterans Affairs Committee discussed Veterans Outreach Day on May 3, 2019, painting of the artillery piece; coordinated through Fort Bragg, the first Veterans Homecoming meeting scheduled for April 12, 2019, Veteran Family Volunteer of the Year, and the Memorial Day program. The Veterans Affairs Committee has recommended the Town pay for a nameplate in honor of Jim Clark. Motion made by Commissioner Bellflowers to grant Jim Blevins and Jim Morris administration rights to post on the Veterans Affairs Committee Facebook page and the motion carried 3 to 2, with Commissioners Larson and Legge voting against. Mayor Warner commented she attended the Fort Bragg Town Hall meeting in which a representative from the Fayetteville Woodpeckers presented as well as Fayetteville Cumberland County Parks & Recreation. Mayor Warner commented she also attended the FAMPO meeting on March 27, 2019 and the next Mayor s Coalition Meeting is scheduled for May 3, 2019. 9. STAFF COMMENTS. Town Manager Adams thanked Maxey Dove for serving as Interim Parks & Recreation Director. 10. OFFICIAL COMMENTS. Commissioner Bellflowers recognized former Police Chief Hodges who was in attendance and requested Parks & Recreation Director, Lamarco Morrison weigh in on the golf course plans and PARTF grant. Commissioner Edwards welcomed Parks & Recreation Director, Lamarco Morrison. Mayor Pro Tem Mitchell made a reminded about the Adopt-A-Street Program and for everyone to honor Gary Dove on April 6, 2019. Volume 30 Regular Meeting April 1, 2019 9

Commissioner Larson thanked everyone for attending and noted she will be present during Spring Sports Opening Day on Saturday, April 6, 2019. Commissioner Legge commented he is pleased the Town will honor Gary Dove during Spring Sports Opening Day on Saturday, April 6, 2019 and welcomed Lamarco Morrison. Mayor Warner commented she attended the J.D. Pone Recreation Center dedication which drew a large gathering of members from throughout the community. 11. ADJOURNMENT. Motion made by Commissioner Legge and carried unanimously, to adjourn the meeting. Mayor Warner adjourned the meeting at 9:08 p.m. Jackie Warner, Mayor ATTEST: Jane G. Starling, CMC Town Clerk Volume 30 Regular Meeting April 1, 2019 10

TAB 13

Meeting Date: 4/15/19 AGENDA FORM TO: FROM: SUBJECT: Melissa Adams, Town Manager Drew Holland, Finance Director Budget Amendment for Bulkhead Project BACKGROUND INFORMATION: Bids were received and Town staff recommended M&E Contracting, Inc. for the Project. Council approved contractor at the Jan 22, 2019 meeting and funding from Fund Balance at the Feb 4, 2019 meeting. This Budget Amendment is for the $483,946 contract price which includes $433,730 for construction, $27,216 for sod and $23,000 contingency. STAFF RECOMMENDATION, IF APPLICABLE Approve Budget Amendment #11 for $483,950 RECOMMENDED ACTION: Same as above FISCAL IMPACT: Addition of $483,950 to the General Fund ATTACHMENTS: BA #11 This agenda form has been reviewed by: Initial & Date Town Manager MA 04/11/19 Finance Director DH 4/10/19 Town Attorney Department Head (s) Town Clerk JGS 4/10/19

Town of Hope Mills, North Carolina Budget Ordinance Amendment Fiscal Year 2018-2019 Amendment #11 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, 2019: Section 1. To amend the General Fund, the appropriations are to be changed as follows: Account Decrease Increase C/O - Improvements 10-500-9100-483,950.00 This will result in a net increase of $483,950 in the appropriations of the General Fund. To provide the additional revenue for the above, the following revenues will be increased. $ - $ 483,950.00 Account Decrease Increase Approp from Fund Balance 10-3990 - 483,950.00 $ - $ 483,950.00 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 15th day of April 2019. Jackie Warner, Mayor Attest: Jane G. Starling, Town Clerk

TAB 14

THE TOWN OF HOPE MILLS RESOLUTION ACCEPTING THE DONATION OF REAL PROPERTY RESOLUTION NO. 2019-09 WHEREAS, A Ride Through Time represents a penny-farthing which was the first machine to be called bicycle. It was the first art sculpture to be placed in our municipal park, it overlooks the walking trail, the Veterans Memorial and is across from a school; and WHEREAS, all important in time for Mayor Pro Tem Pete Warner who was on the board when the walking trail was approved, served in the Navy during World War II and both of his children became educators; and WHEREAS, in honor of Mayor Pro Tem Pete Warner who served as a commissioner for seven terms and to recognize his legacy for his grandchildren and great grandchildren the Warner family donates A Ride Through Time Ride to the Town of Hope Mills.; and NOW, THEREFORE, BE IT RESOLVED that the Town of Hope Mills does hereby accept the donation of A Ride Through Time. THE ABOVE RESOLUTION was introduced and read and passed at the regular meeting of the Board of Commissioners of the Town of Hope Mills, North Carolina held on this 15 th day of April, 2019 and is to become effective immediately upon adoption. APPROVED this 15th day of April, 2019. ATTEST: Jackie Warner, Mayor Jane G. Starling, CMC, NCCMC Town Clerk

TAB 15

THE TOWN OF HOPE MILLS RESOLUTION ACCEPTING THE DONATION OF REAL PROPERTY RESOLUTION NO. 2019-10 WHEREAS, the Town of Hope Mills has enjoyed a year-long exhibition of sculptures fabricated by UNC Pembroke students in its parks; and WHEREAS, the accounting firm Michael D Mitchell, CPA wishes to donate a favorite sculpture Rebirth by the artist Zachary Ward rather than see it removed; and WHEREAS, the donor feels this sculpture is a representation of the restoration of Hope Mills Lake and if the Town ever decides to remove it would like to have the first option to repurchase it; and NOW, THEREFORE, BE IT RESOLVED that the Town of Hope Mills does hereby accept the donation of the sculpture Rebirth, from the Michael D Mitchell, CPA firm. THE ABOVE RESOLUTION was introduced and read and passed at the regular meeting of the Board of Commissioners of the Town of Hope Mills, North Carolina held on this 15 th day of April, 2019 and is to become effective immediately upon adoption. APPROVED this 15th day of April 2019. ATTEST: Jackie Warner, Mayor Jane G. Starling, CMC, NCCMC Town Clerk

TAB 16

Meeting Date: 4/15/19 AGENDA FORM TO: FROM: SUBJECT: Melissa Adams, Town Manager Drew Holland, Finance Director Fee Schedule Amendment - Farmer s Market BACKGROUND INFORMATION: The Town of Hope Mills is starting a Farmer s Market beginning May 4, 2019 to be held on the 1 st Saturday of each month until October 5, 2019. Vendors would include growers and artisans that create their own products. The fee for vendors would be $50 for a full season (May October), and $25 for a single Saturday. STAFF RECOMMENDATION, IF APPLICABLE Town staff recommends $50 for a season fee and $25 for a single Saturday. RECOMMENDED ACTION: Board approval to amend fee schedule FISCAL IMPACT: Addition of new revenues ATTACHMENTS: None This agenda form has been reviewed by: Initial & Date Town Manager MA 04/11/19 Finance Director DH 4/11/19 Town Attorney Department Head (s) Town Clerk JGS 4/11/19

TAB 17

GENERAL FUND - March 31, 2019 Budget Actual YTD Variance % Encumbered Variance % Revenues Ad Valorem Taxes 5,931,800 5,656,762 275,038 95% - 275,038 95% Other Taxes & Licenses 55,550 35,458 20,092 64% - 20,092 64% Intergovernmental Revenues 4,438,100 2,588,776 1,849,324 58% - 1,849,324 58% Grants/Reimbursements 47,525 47,536 (11) 0% - (11) 0% Public Safety Revenues 13,000 4,630 8,370 36% - 8,370 36% Permits & Fees 285,250 154,309 130,941 54% - 130,941 54% Environmental Fees & Revenues 1,153,000 1,147,758 5,242 100% - 5,242 100% Parks & Recreation Fees 140,300 81,875 58,425 58% - 58,425 58% Other Revenues 171,975 335,736 (163,761) 195% - (163,761) 195% Approp from Fund Balance 885,400-885,400 0% - 885,400 0% Total Revenues 13,121,900 10,052,839 3,069,061 77% - 3,069,061 77% Expenditures General Government Governing Body 86,675 66,155 20,520 76% - 20,520 76% Administration 383,500 294,339 89,161 77% - 89,161 77% Human Resources 267,500 192,734 74,766 72% - 74,766 72% Elections - - - 0% - - 0% Finance 460,775 332,554 128,221 72% 139 128,083 72% Tax Listings & Collections 115,000 98,839 16,161 86% - 16,161 86% Legal 78,000 39,000 39,000 50% - 39,000 50% Planning & Zoning 164,550 103,566 60,984 63% - 60,984 63% PW Director 245,350 322,983 (77,633) 132% 36,750 (114,383) 147% Bldg Operating & Maint 477,650 272,227 205,423 57% 72,882 132,541 72% Service Garage 139,650 103,090 36,560 74% 200 36,360 74% Total General Government 2,418,650 1,825,486 593,164 75% 109,970 483,193 80% Public Safety Law Enforcement 3,805,625 2,854,232 951,393 75% 31,830 919,564 76% Animal Control 63,675 47,629 16,046 75% - 16,046 75% Fire Deparment 2,672,150 1,930,145 742,005 72% 30,269 711,735 73% Inspections 364,150 248,258 115,892 68% - 115,892 68% Total Public Safety 6,905,600 5,080,265 1,825,335 74% 62,099 1,763,237 74% Transportation Streets 310,950 233,108 77,842 75% 758 77,084 75% Total Transportation 310,950 233,108 77,842 75% 758 77,084 75% Environmental Protection Sanitation 817,700 564,220 253,480 69% 3,325 250,155 69% Total Environmental Protection 817,700 564,220 253,480 69% 3,325 250,155 69% Cultural & Recreational Parks & Recreation 1,540,350 1,169,104 371,246 76% 14,342 356,904 77% Senior Center 162,250 104,714 57,536 65% 897 56,639 65% Special Appropriations 2,550-2,550 0% - 2,550 0% Total Cultural & Recreational 1,705,150 1,273,818 431,332 75% 15,239 416,093 76% Debt Service 963,850 963,636 214 100% - 214 100% Total Expenditures 13,121,900 9,940,534 3,181,366 76% 191,391 3,372,758 77% Total Revenues 10,052,839 10,052,839 Total Expenditures 9,940,534 10,131,925 Revenues over/(under) Expenditures 112,305 (79,086) CASH ACCOUNTS - March 31, 2019 Checking Account: $ 498,746 Cash on Hand: 1,200 Capital Mgmt Trust Accounts: 8,490,705 Capital Reserve Funds 102,193 Escrow Accounts: - Total Cash: $ 9,092,844

Fund 20 - Powell Bill 3/31/2019 Revenues: Budget Actual Variance % Encumbered Variance % Powell Bill Distribution 426,150.00 425,026.18 1,124 100% - 1,124 100% Interest Income 5,000.00 2,634.72 2,365 53% - 2,365 53% Powell Bill GF Reimb - - - 0% - - 0% Approp from Fund Balance 13,000.00-13,000 0% - 13,000 0% Total Revenues: 444,150.00 427,660.90 16,489 96% - 16,489 96% Expenditures: Salaries & Benefits 288,250.00 214,809.95 73,440 75% - 73,440 75% Operating Expenses 47,300.00 25,085.63 22,214 53% - 22,214 53% Debt Service 28,800.00 28,772.02 28 100% - 28 100% Operating Transfer - Out - - - 0% - - 0% Capital Outlay 79,800.00 56,669.07 23,131 71% - 23,131 71% Total Expenditures: 444,150.00 325,336.67 118,813 73% - 118,813 73% Total Rev Over/(Under) Exp 102,324.23 Fund Balance as of June 30, 2018 29,181.32 Revenues over/(under) Expenditures as of 3/31/19 102,324.23 Total amount in Powell Bill Reserves 131,505.55 Fund 91 - Stormwater Fund 3/31/2019 Revenues: Budget Actual Variance % Encumbered Variance % Stormwater Fees 627,025.00 715,290.40 (88,265) 0% - (88,265) 0% Tax Penalties & Interest 900.00 1,221.00 (321) 136% - (321) 136% Interest Income 5,000.00 12,428.90 (7,429) 249% - (7,429) 249% Transfer from General Fund - - - 0% - - 0% Approp from Fund Balance - - - - - - - Total Revenues: 632,925.00 728,940.30 (96,015) 115% - (96,015) 115% Expenditures: Salaries & Benefits 160,950.00 117,702.45 43,248 73% - 43,248 73% Operating Expenses 135,200.00 49,678.00 85,522 37% 543,773 (458,251) 439% Debt Service 147,775.00 103,808.71 43,966 70% - 43,966 70% Operating Transfer - Out - - - 0% - - 0% Capital Outlay 189,000.00 49,141.86 139,858 0% - 139,858 0% Total Expenditures: 632,925.00 320,331.02 312,594 51% 543,773 (231,179) 137% Total Rev Over/(Under) Exp 408,609.28 Fund Balance as of June 30, 2018 195,319.54 Revenues over/(under) Expenditures as of 3/31/19 408,609.28 Total amount in Stormwater Reserves 603,928.82

TAB 18

MEMORANDUM TO: FROM: Honorable Mayor & Board of Commissioners Melissa P. Adams, Town Manager DATE: April 10, 2019 SUBJECT: Update on the State Restoration Inspection of the Episcopal Parish House Mr. Jeff Adolphsen, the NCDNCR- State Historic Preservation Office, Restoration Specialist for Cumberland County was here on Tuesday, April 9, 2019 at 5:30 p.m. to conduct his inspection of the Episcopal Parrish House. In attendance for the Inspection were Town Manager Melissa Adams, PW Director Don Sisko, Chief Building Inspector Ray Reeves, Historic Preservation Commission Member Mason Steele, Grilley Mitchell, Rod MacLean, and Commissioner Larson was present for an introduction and left shortly afterwards. When asked if he was going to prepare a written report, Mr. Adolphsen replied no, he does not compile the information into a written report. Based on our conversation with Mr. Adolphsen, here are his findings and recommendations: Mr. Adolphsen looked under the crawl spaces from the openings under the building and saw termite damage, but no moisture. He identified roofing deficiencies; and deficiencies around the chimney, as it needs flashing and counter flashing. He recommended removing the aluminum siding on the exterior of the building in order to evaluate the wooden siding. He identified the wooden deck as being built independently from the main structure. Recommended that the gutters needed to be evaluated. Recommended removing the bottom pieces of wood siding to evaluate the sill plates. Recommended the structure be under pinned and some form of circulation be added underneath. Identified interior termite damage that was exposed during the probative termite inspection. Appears to him that the walls are structurally sound. Upstairs he identified areas around the chimney that were open to the exterior. He noted that structural work would need to be conducted in order to make the bathrooms and building ADA compliant. He noted the damage from the recent car accident resulting in damage to the front porch area and steps.

He remarked that a hazardous materials evaluation would need to be conducted for asbestos and lead paint, followed by remediation based on the findings. He noted that the paneling, ceiling materials, and sheet rock could all be removed by volunteers, once a determination was made regarding the hazardous materials. Finally, before moving forward - he recommended that a structural engineer conduct an assessment of the building in order to determine the amount of work required to make the building structurally sound. Once that has been done and a determination is made whether or not to make the repairs to the building, moving forward with repairs; a new roof and flashing would need to be installed and the mechanical systems evaluated and either replaced or repaired in order to have the building climate controlled. Then an assessment would need to be done in order to determine the scope of work to make the building ADA compliant. Mr. Adolphsen did remark that of course the building could be saved and or/restored. He did mention that there were a number of ways that funds could be raised to assist with the funding of the project; grants, fundraising, sponsorships and services in kind. The Board of Commissioners may wish to decide on the next steps for the building.

TAB 19

Meeting Date: April 15, 2019 AGENDA FORM TO: FROM: SUBJECT: Honorable Mayor and Board of Commissioners Melissa P. Adams, Town Manager Consideration of Memorandum of Understanding for the Parking lot located next to the former Golf Course Property BACKGROUND INFORMATION: At the March 8, 2019 Special Meeting the Board of Commissioners voted to instruct the Town Attorney to create a Memorandum of Understanding between the owners of the parking lot located next to the former golf course; GIS has the owner listed as JNM of NC, Inc. The Town will need to identify (2) two handicapped van accessible parking spaces with striping and signage in the parking lot. RECOMMENDED ACTION: Approve the MOU and authorize the Town Manager to execute on behalf of the Town. FISCAL IMPACT: ATTACHMENTS: Town Attorney Hartzog will provide the Memorandum of Understanding at the Meeting on Monday, April 15, 2019 This agenda form has been reviewed by: Initial & Date Town Manager MA 04/11/19 Finance Director Town Attorney Department Head (s) Town Clerk

TAB 20

Meeting Date: April 15, 2019 AGENDA FORM TO: FROM: SUBJECT: Melissa P. Adams, Town Manager Jane G. Starling, Town Clerk Board of Adjustment Ordinance Amendment BACKGROUND INFORMATION: Consideration of Approval of Amendment to the Board of Adjustments Ordinance Disbanding Current BOA and Creating Appointed BOA and Request to County to Process Through the Planning Board. STAFF RECOMMENDATION, IF APPLICABLE : RECOMMENDED ACTION: FISCAL IMPACT: Currently Budgeted Requires Budget Amendment X_ No fiscal impact ATTACHMENTS: Ordinance Amendment This agenda form has been reviewed by: Initial & Date Town Manager MA 04/11/19 Finance Director Town Attorney Department Head (s) Town Clerk JGS 4/11/19