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HomeMy WebLinkAbout070919wsmHARNETT COUNTY BOARD OF COMMISSIONERS Minutes of Work Session July 9, 2019 The Harnett County Board of Commissioners met in work session on Tuesday, July 9, 2019, in Conference Room A, County Administration Building, 420 McKinney Parkway, Lillington, North Carolina. Members present: Gordon Springle, Chairman Howard Penny, Vice Chairman Barbara McKoy, Commissioner Member absent: Joe Miller, Commissioner Special guest: Mark B. Johnson, District 2 Commissioner Select Staff present: Paula Stewart, County Manager Dwight Snow, County Attorney Kimberly Coats, Finance Officer Margaret Regina Wheeler, Clerk Chairman Springle called the meeting to order at 9:00 am and led the Pledge of Allegiance and invocation. The following agenda was before the Board: > New Erwin Elementary School Update ➢ Emergency Services Study Recommendations ➢ Proposed UDO Changes ➢ LGC Schedule, Davenport and Co. ➢ Discuss potential lease terms for Shawtown facility tenants > Boards and Committees Commissioners Serve on > County Manager's Report: - July 15, 2019 Regular Meeting Agenda Review - Grant for trail connection from US 401 to government complex park - Update on former Boone Trail School demolition - Invitations and upcoming meetings ➢ Closed session > Adjourn Mrs. Stewart provided an update on the new Erwin Elementary School. She noted the Board of Education, during their regular meeting on June 10, 2019, selected the SFL+A Architect group for the Erwin Elementary and Northwest Harnett Elementary school projects. Mrs. Stewart reminded the group that during the May 6, 2019 regular meeting of the Board of Commissioners, the Board approved to build a 700 -seat school in Erwin and proceed with the NW Harnett School based on Jimmy Hyatt's and the School Board's recommendations. The Erwin Elementary July 9, 2019 Work Session Minutes Harnett County Board of Commissioners Page 1 of 7 School Project Capital Project Ordinance, previously approved by the Board, included $1 Million for demolition and totaled $23,481,723 for the 700 -student capacity school. Mrs. Stewart will request new costs for the new schools and the Board of Commissioners will consider amending their motion during an upcoming meeting. Commissioners talked about canceling the August 5, 2019 presentation if the School Board members do not plan on attending. The Harnett County Board of Commissioners previously invited the Harnett County Board of Education to attend a joint meeting on Monday, August 5, 2019 at 10:00 a.m. to hear a presentation by Kara Millonzi with the UNC School of Government about the dynamics between the two boards, and the authority and expectations of each. The meeting is intended to help each board understand the perspective and responsibilities of the other. Following some discussion, the Board agreed to continue with the presentation, as it will be an overall benefit for everyone. Harnett County Emergency Services Director Larry Smith highlighted the following recommendations from the Harnett County Emergency Services Study recently performed by Kramer and Associates: 1. Apparatus Review - an aerial apparatus is needed that could be shared by Spout Springs and Benhaven Perhaps the chiefs should agree on common vendors and grandfather existing equipment There is an opportunity to develop a relationship or joint purchase plan for the future throughout Harnett County. 2. Personnel & Staffing - Harnett County already has access to some paid personnel which, with a little imagination might help relieve day -time shortages without the expense offull salaries 3. Districts/Stations & Specialty Teams Future funding should be prioritized to staff stations. We do see a need for an additional fire and EMS station in the 401 corridor north of the Cape Fear River, where nearly 3700 new homes are planned. The County should be prepared to add two EMS ambulance units, one in the vicinity of the 401 corridor. At that time, overall placement can be examined. 4. Response Review We recommend for now that AVL be utilized for EMS but not fire. Two additional county EMS transport units are recommended and will improve times even further. 5. Population & Demographics In Harnett County three mergers would likely produce immediate benefits to the departments and their respective service areas: 1. Anderson Creek and Flat Branch 2. Benhaven and Spout Springs 3. Lillington and Summerville July 9, 2019 Work Session Minutes Harnett County Board of Commissioners Page 2 of 7 7. Communications - Improvements are needed. One improvement would be the separation of the communications and dispatch center into a stand-alone arm of county government, independent of the Sheriff. This would allow independent quality improvement for law enforcement, EMS and fire; and create a synergistic effect that could be good for all three. Survey results agree with the consultants on this issue. We do review the protocols and operating policies and feel they are good, but should be reviewed for improvement. 8. Education & Training - We do believe there is an opportunity to use new technology to connect the various departments and improve county training consistency. Webcams can be installed in each fixed facility, connected by phone or internet. This allows intercommunications and can be used both for shared training, and for information exchange. 9. Budgets/Tax Districts/Funding Mechanism - We see a need for on -duty personnel as more pressing than capital improvements. In Module 1 we noted that apparatus is relatively new overall, plentiful and within standards. In Module 3, we noted that there are sufficient fire stations. A priority for capital funding should now be the modifications of and/or additions to existing stations for more 24-hour staffing. - Regarding first responder fire departments, we recommend expansion and necessary funding with some caveats 11. Office of Emergency Services - We would recommend an additional FNF Planner but would broaden the job duties to lessen the burden on the existing staff. The consultants reviewed the current funding sources and do see growing financial needs. The County should look first to Enlargement of EMPG Grant funding, or negotiate a match in growth funds with 50% EMPG Grant and 50% County Government/Duke Energy. Because of the enhanced emphasis on school safety, we see the addition of an Emergency Management Logistics Officer as a higher priority than an additional FNF Planner Mr. Smith said staff has been able to implement some of these recommendations at no additional cost however they will prioritize other recommendations from the study and come back before the Board with proposed plans of action. He responded to commissioner's concerns about students being housed in huts. He said his office performed a safety and security study of all schools in Harnett County last summer and provided their key findings and recommendations to the School Board. Mark Locklear, Harnett County Development Services Director, in response to commissioners comments and questions, said it would be a good idea to include "Emergency Planning Zone" on plats for those properties that fall within that zone. July 9, 2019 Work Session Minutes Harnett County Board of Commissioners Page3of7 Mr. Locklear noted that upon guidance from Harnett County Legal Services, Development Services proposes removing the requirement option of residential sprinklers if fire protection cannot be met via adequate water pressure within a water line. The following proposed text amendment: Case # PLAN 1906-0002, Harnett County Unified Development Ordinance Text Amendment will come before the Board during their next regular meeting: Article IV: Zoning & Overlay Districts, Section 14.3.5 Compatibility Design Concept Table Article V: Use Regulations, Section 11.8.3 Planned Unit Development, Design Guidelines Article V: Use Regulations, Section 11.8.1 Planned Unit Development, Superior Design Criteria Article VII: Development Design Guidelines, Section 6.4.1 Fire Protection, General Fire Hydrant Requirements Article VII: Development Design Guidelines, Section 6.4.4 Fire Protection, Residential Sprinklers Article XIV: Definitions and Certifications, Section 2.0 General Definitions & Acronyms Mr. Locklear stated that on June 24, 2019 the Harnett County Planning Board voted 4-0-1, with one member abstaining, to recommend approval of this of the Text Amendment application based on legal recommendations, as well as understanding the need to adjust minimum lot sizes throughout the County to promote smart growth and proper land use techniques. Staff recommends approval for the requested Text Amendment as this is compatible with Harnett County Comprehensive Growth Plan as well as the more recent Northwest Area Plan. Mr. Locklear stressed that the text amendment removes the 6000 sq. ft. lot and 7,500 sq. ft. lot options out of our ordinance all together. Mr. Locklear, along with Planning Services Manager Jay Sikes and Planning Services Assistant Manager Randy Baker, discussed the following proposed text amendments to the UDO resulting from the Northwest Plan: 1. Construction in Lieu of Rec Fee a. Should we create an option for the developer to build trails either along the State Rd r/w (front of the neighborhood) or within the development, & get a waiver for paying rec fee's? b. Dedicated trail/ greenway r/w for 50% of owed rec fee, or build & dedicate for 100% reduction? • Consult with P&R Dept. and their Board to make final decision? c. If an internal system, do these have to be dedicated for Public access? d. Maintenance? Staff sought direction from the Board. It was the consensus of the Board to continue in this direction. July 9, 2019 Work Session Minutes Harnett County Board of Commissioners Page 4 of 7 2. Certain percentage of Open Space should be usable a. All dedicated open space should have some usable (non -wetland) land associated that includes active rec options (trails, play area, etc.). Staff sought direction from the Board. It was the consensus of the Board to continue in this direction. 3. County required Traffic Impact Analysis a. NCDOT only requires TIA 's on certain sized developments. b. County can require a TIA and then results could lead to more timely improvements along certain thoroughfares. 4. Reservation of Right -of -Way a. Right of way dedicated via the CTP or a TIA to also expedite NCDOT roadway improvements. b. Additional r/w could as be preserved via increasing the existing, required streetscape buffer. 5. Any officially determined wetland should be located in an unbuildable, common open space. a. Developments are trying to maximize the land by using this unbuildable area as part of the lot. b. Too many issues arise during the real estate or construction phases that lead the buyer or builder to believe they can use the whole lot as a "buildable" area. 6. Multi family Recreation a. Build an actual usable area to certain standards. b. Rec fee applicable to multi family developments? Staff sought direction from the Board. It was the consensus of the Board to continue in this direction. 7. Cross Access "easements" a. Require an access easement to be dedicated for the existing lateral access requirement. 8. Gunsmithing a. If repairing firearms & not retail sales, make this a Permitted use with certain regulations (no onsite test faring, etc.) b. Originated from a few Board of Adjustment members 9. HARTS bus stop a. Create standards to ensure a bus stop is built w/in certain commercial developments. 10. Camp Grounds a. Further define this use a temporary use Ted Cole with Davenport and Co. reviewed financing options for the DSS building addition, the new Harnett County Resource Center and Library and site improvements. Mr. Cole stated, based upon their review of the proposals, related analyses, and discussions with County staff and Bond July 9, 2019 Work Session Minutes Harnett County Board of Commissioners Page 5 of 7 Counsel, Davenport recommends that the County move forward with the Public Sale option. It was the consensus of the Board to move forward with a Public Sale. Mr. Cole reviewed next steps for this process. The Board recently approval an increasing Project Budget Ordinance Amendment to adjust the project budget to reflect the estimated cost of $24,027,257 but directed staff to seek alternative methods to funding the 1,500,000 Furniture, Fixtures, Equip. cost; $23,000,000 project fund was used to estimated debt service calculations. Mr. Cole and staff encouraged the Board to approve financing not to exceed $25,000,000, which would give the Board some flexibility. It was the consensus of the Board to use a NTE Par amount of $25 million. Staff Attorney Christopher Appel and Assistant County Manager Brian Haney reviewed potential lease terms for tenants of the former Shawtown school property; ReEntry, Harnett County PAL, Boys and Girls Club, Harnett County JobLink, Johnston -Lee -Harnett Community Action, and Shawtown High School Alumni. Mr. Haney noted renovations at the facility are complete. Staff noted that in order to adhere to NC G. S. requirements regarding the leasing of County property, a 30 -day public notice "shall be given by publication describing the property to be leased or rented, stating the annual rental or lease payments, and announcing the board's intent to authorize the lease or rental at its next regular meeting." Staff sought direction regarding lease payments for tenants to include in the notice to be published before July 19th in order to bring actual lease agreements to the Board for consideration of approval on August 19th. Staff recommended setting a best estimate amount for the lease payment covering utility costs. After some discussion, it was the consensus of the Board to charge $1 lease until June 30, 2020 when the average cost of utilities and the amount to charge tenants the second year and beyond could be determined. It was also the consensus of the Board to consider an initial 3 years lease for each tenant with a 5 -year renewal. Staff will host an open house at the Shawtown facility, including a walk-thru, on Monday, September 9, 2019 at 4:30 pm with a community meeting at 6:30 pm to talk with the community about the future of the site. Commissioners briefly reviewed the boards and committees that they serve on and will continue to discuss these appointments after input from Commissioner Miller. Mrs. Stewart reviewed the proposed July 15, 2019 regular meeting agenda. She also made the Board aware of a recent Notice of Award to YRU out of Indiana for $216,500 for the Harnett County Government Complex Park Trail Improvements. Assistant County Manager Brian Haney provided an update on the former Boone Trail School demolition. He shared pictures of demolition activities and said the project should be complete in 4 to 6 weeks. He noted the community has yet to provide a solution to shore up the entrance if left standing which could cost $50,000 to $60,000. Mrs. Stewart reviewed invitations and upcoming meetings and the group discussed attendance at the upcoming NCACC annual conference. Mrs. Stewart also informed the Board that the District Attorney's Office has said that they did not get state funding for their position this year July 9, 2019 Work Session Minutes Harnett County Board of Commissioners Page 6 of 7 and that the County funding approved by the Board will not completely fund this position for six months. Mrs. Stewart said staff budgeted this position at the current salary; however, District Attorney Stewart wanted to give the position an increase. It was the consensus of the Board to consider approval of a 5 -month contract based on available funding or 6 months contract at the current salary; not to exceed $36,340. Mrs. Stewart reported that the Economic Development Council had voted again to recommend that the County join the Research Triangle Regional Partnership (RTRP). She noted that money was budgeted for this in contingency. It was the consensus of the Board to join RTRP. Mrs. Steward said staff would work on an agreement to bring back to the Board. Vice Chairman Howard Penny moved that the Board go into closed session for the following purposes: 1) To discuss certain personnel matters; and 2) Consultation with the County's legal staff in order to preserve the attorney-client privilege concerning the handling of certain claims and litigation including the following cases, a. "PN Development, LLC vs Harnett County" Harnett County File No. 19 CVS 968, and b. "Joseph C. Webb v Harnett County" IC File No. Y06279 This motion is made pursuant to N.C. General Statute Section 143-318.11(a)(6)&(3). Commissioner McKoy seconded the motion that passed 3 — 0. Commissioners invited District 2 Commissioner Select Mark B. Johnson to join them in closed session. Vice Chairman Howard Penny moved that the Board come out of closed session. Commissioner McKoy seconded the motion that passed 3 — 0. Vice Chairman Howard Penny moved to adjourn the meeting at 1:30 pm. Commissioner McKoy seconded the motion that passed 3 — 0. eeler, Clerk July 9, 2019 Work Session Minutes Harnett County Board of Commissioners Page 7 of 7