HomeMy WebLinkAboutSeptember 9, 2024 Work Session MeetingAGENDA
Lillington Board of Commissioners
Work Session Meeting
Lillington Town Hall 102 E. Front Street Lillington, North Carolina 27546
September 9, 2024 8:30am
CALL TO ORDER MAYOR GLENN MCFADDEN
NEW BUSINESS
Item #1 Discussion and Consideration of Accepting Grant for a New Playground at Senter
Park
Alicia Adams, Administrative Services Director
Item #2 Transportation Updates Landon Chandler, Planning Director
Item#3 Condemnation Discussion Regarding South Regional Wastewater Project Easement
Acquisition Shane Cummings, Town Engineer
Item #4 Condemnation Discussion Regarding Hwy 210 Wastewater Project Easement
Acquisition Shane Cummings, Town Engineer
Item #5 Administrative Reports A.Capital Projects Update
Alicia Adams, Administrative Services Director
B. Presentation of the Monthly Financial Report
Lisa Young, Assistant Town Manager
C. Presentation of Town Manager’s Report
Joseph Jeffries, Town Manager
Item #6
Item #7
Discussion of Regular Meeting Agenda for September 10,2024
Joseph Jeffries, Town Manager
Closed Session to Meet per §143-318.11(a)(5)
Joseph Jeffries, Town Manager
ADJOURNMENT
AGENDA ITEM SUMMARY
Date of Meeting: September 9, 2024
Staff Work By: Alicia Adams, Administrative Services Director
AGENDA ITEM
Discussion and Consideration of Accepting Grant for a New Playground at Senter Park
ITEM SUMMARY
Ms. Adams will Discuss Accepting Grant for a New Playground at Senter Park
RECOMMENDED ACTION
Accept Grant for a New Playground at Senter Park
AGENDA ITEM #1
AGENDA ITEM SUMMARY
Date of Meeting: September 9, 2024
Staff Work By: Landon Chandler, Planning Director
AGENDA ITEM
Transportation Updates
ITEM SUMMARY
Mr. Chandler will be giving transportation updates to the Board.
RECOMMENDED ACTION
None
AGENDA ITEM #2
AGENDA ITEM SUMMARY
Date of Meeting: September 9, 2024
Staff Work By: Shane Cummings, Town Engineer
AGENDA ITEM
Condemnation Discussion Regarding South Regional Wastewater Project Easement Acquisition
ITEM SUMMARY
Discussion regarding property acquisitions for the South Regional Wastewater Project to keep
the current project within schedule and to meet funding deadlines.
RECOMMENDED ACTION
Consensus to Move forward with Condemnation Process
AGENDA ITEM #3
AGENDA ITEM SUMMARY
Date of Meeting: September 9, 2024
Staff Work By: Shane Cummings, Town Engineer
AGENDA ITEM
Condemnation Discussion Regarding Hwy 210 Wastewater Project Easement Acquisition
ITEM SUMMARY
Discussion regarding property acquisition for the Hwy 210 Wastewater Project to keep the current project within schedule.
RECOMMENDED ACTION
Consensus to Move forward with Condemnation Process
AGENDA ITEM #4
AGENDA ITEM SUMMARY
Date of Meeting: September 9, 2024
Staff Work By: Joseph Jeffries, Town Manager
Lisa Young, Assistant Town Manager
Alicia L. Adams, Administrative Services Director
Ashley Wimberly, Public Works Director
Frank Powers, Police Chief
John Bethune, Fire Chief
William Baker, Parks & Recreation Director
Brandon Harris, Assistant Parks & Recreation Director
Josh Perry, Planning & Inspections
Christy Norris, Youth Programs
AGENDA ITEM
Administrative Reports.
ITEM SUMMARY
Monthly reports covering administrative and department activities, financial summaries and
public utility usage information
RECOMMENDED ACTION
Receive information and direct staff, if applicable.
AGENDA ITEM #5
CAPITAL PROJECTS UPDATE
SCIF Grants
Downtown Facilities
Stewart, Inc. is continuing to work on the construction drawings for Downtown. Staff has
received cost estimates from Duke Energy for relocation of utilities. The Town has entered into a
contract with Duke Energy
including a non-refundable
deposit of $90K. This will
provide the Town with the
actual cost for construction
for underground utilities.
Staff are continuing to work
closely with Ducke Energy
and Pike to work through
construction plans.
McAdams is working on the
final adjustments to the
stormwater infrastructure.
Once completed Stewart will
incorporate them into the
Downtown construction
plans.
The surveyor has completed
the additional requested
survey work for Duke
Engergy.
Duke Energy has completed
the drawings and are
currently being reviewed.
Staff will be meeting with Duke Energy and Pike Engineering in the coming weeks to determine
next steps.
Pike Engineering is continuing to work on pedestrian and roadway lighting. Pike Engineering is
doing both the roadway lighting and the parking lot lighting.
Stormwater Resiliency Funds
Staff was notified that the State allocated $3.5 million for Stormwater infrastructure
improvements and stream restoration, to provide more efficient stormwater management and
flood resiliency. Project components will include stormwater management, replacing undersized
culverts, and stabilizing streambanks to improve flood resiliency.
Projects:
1. Downtown Stormwater Improvements
• Design construction documents have been submitted to the Town and are
currently under review.
• Consultants are coordinating with the railroad RJ Corman to put in an additional
crossing.
• Environmental consultants are currently studying the proposed location for the
pond.
2. Duncan Street
• The contractor is
making additional
repairs on Duncan
Street outside of
the original scope
to fix some other
outstanding
stormwater issues
in the area
3. Railroad Crossing
• Began Final
Design and
construction
documents.
McAdams will
provide preliminary plan set to the Town for review before submitting to RJ
Corman.
• Ongoing coordination with RJ Corman (Railroad) for encroachment
documentation and permitting for working within their R/W. Working with RJ
Corman is difficult and communication is excessively slow.
4. 13th Street Reservoir
• McAdams is recommending upsizing the northernmost culvert crossing on S 13th
Street to dual RCBC box culverts to eliminate roadway overtopping for the 10
and 25-Year design storms. Although this recommendation is a slight deviation
from the 15’W x 6’H RCBC, which is listed as the preferred design alternative
(#2) in the previous Town of Lillington Stormwater Assessment, it will better
maintain existing stream geometry and lend to more feasible construction and
procurement of materials.
• Working towards obtaining 401/404 permitting
• Easement acquisition will be necessary for completion of the project.
• Staff submitted damages from Hurricane Debby to the North Carolina Department
of Emergency Management in hopes the project will be covered under Hurricane
Debby damages
***During Hurricane Debby
Golden Leaf Application Stormwater Harnett Street
Project Description: The proposed storm drainage improvements would include removal and
replacement of existing storm drainage pipe, ranging from 15” RCP to 30” RCP, and removal
and replacement of storm drainage structures, including catch basins, drop-inlets, storm drainage
manholes, and storm drainage headwalls. The proposed storm drainage infrastructure will
effectively capture storm runoff, convey stormwater efficiently inside public right-of-way, and
increase the level of service of the storm drainage system. In addition, private storm drainage
infrastructure would be relocated to the Town Right-of-Way to allow for easier access for future
maintenance and inspections. The probable cost of this project is $1.3 million, the Town has
agreed to contribute $250,000 to the project.
The Golden Leaf Grant Agreement was approved in June. A project ordinance confirming the
Town’s financial contribution was approved at the August Regular Meeting. Staff is working closely with McAdams to get the project moving forward. Construction Drawings are mostly completed for this project and has already undergone one review by staff.
Fire Station #3 The Town staff has received their third schematic layout of the Fire Station and are continuing to work closely with Bobbitt. Below is the layout of the interior of the fire station. Staff met with Bobbitt August 15th and selected interior finishes for the station. The station will be ready to bid and finance in the coming months. Staff will be working closely with Davenport for the
financing of Fire Station #3.
ARPA S.L. 2022-74 Appropriated Projects All documentation was submitted to the State to fund the Hwy 210 sewer line expansion and
Southern Regional Sanitary Sewer/Poorhouse Creek installation of new sanitary sewer
interceptor and regional pump station. The total allocation was $9,250,000. Staff has received the offer and acceptance letter from the Department of Water Infrastructure. a. Hwy 210 Sewer line Project
Temple Grading signed the NTP August 14, 2023. Construction has begun and is on-
going. Force main has been pressure tested and construction is complete. Pump station structures are complete and electrical will begin next. Gravity work is scheduled to mobilize September 9th. All work is scheduled to be complete by November. The contractor has presented two change orders to the Town; changer order 1 for the
additional contract time (89 calendar day increase) due to the Crested Iris design change
to connect to the HRW collection system and outside agency concurrence, change order 2 is for the cost to complete the work at Crested Iris Drive to make the HRW sewer connection as demonstrated on the latest design drawings ($156,801.56 and 30 calendar day increase to contract time). The change orders have been approved by the state and the
Town of Lillington.
b. Poorhouse Creek Meyers Engineering submitted all construction drawings and permits to DWI. The construction portion of the project was approved by DWI, as long as all easements are acquired. Easement acquisition is underway and progressing. Currently, the Town is
solicitating for bids for the project. The bid opening will take place at Town Hall on
September 24, 2024 at 10:00 am. LASII Grant Staff submitted the LASII grant application October 2, 2023 requesting $500,000 to develop and
implement a new stormwater utility to provide a predictable, equitable and ongoing funding
source for its stormwater program. The activities that the Town seeks to accomplish with the funding that the utility will provide include:
• Increasing the flood resiliency of the transportation system in and through the Town;
• Funding stormwater Capital Improvement Projects (CIPs) to address stormwater quantity and quality issues;
• Handling critical maintenance needs and operations; and
• Meeting planning and implementation needs. The scoping document was approved by DWI, the grant agreement and the acceptance of
funding resolution was approved at the August meeting. The McAdams engineering services
contract was approved at the August meeting. The project schedule is two years, with a completion date of August 2026. Staff is having a kick off meeting September 20th with McAdams.
S.L. 2023 Appropriated Funds
The Town was appropriated $11,062,500 through Session Law in 2023. Administrative cost for
the funds is $331,875.00. Available funds remaining are $10,730,625.
Additional Proposed projects with remaining funds:
1. Water Tank $4.5 million
• Request for Qualifications were accepted at Town Hall July 16th at 2:00pm
• Four firms submitted and are currently under review
• Request for funding have been approved by DWI and all required documents are
on the consent agenda for approval.
• Project Ordinance is slated to be approved on the Consent Agenda 2. Downtown utility rehabilitation approximately $3.1 million
3. WWTP project $3.1 million
• Request for funding have been approved by DWI and all required documents are
on the consent agenda for approval.
• Project Ordinance is slated to be approved on the Consent Agenda
Staff completed request for funding forms to the Division of Water. Following completion of the
required documents staff can begin the projects.
AGENDA ITEM SUMMARY
Date of Meeting: September 9, 2024
Staff Work By: Joseph Jeffries, Town Manager
Lisa Young, Assistant Town Manager
Alicia L. Adams, Administrative Services Director
Lindsey B. Lucas, Town Clerk
AGENDA ITEM
Discussion of Regular Meeting Agenda
ITEM SUMMARY
The purpose of this agenda item is to allow the Town Board an opportunity to ask questions
regarding the Regular Meeting agenda for September 10, 2024.
RECOMMENDED ACTION
No Action Required.
AGENDA ITEM #6
AGENDA ITEM SUMMARY
Date of Meeting: September 9, 2024
Staff Work By: Joseph Jeffries, Town Manager
AGENDA ITEM
CLOSED SESSION
ITEM SUMMARY
The purpose of the closed session per NCGS §143-318.11(a)(5)
§ 143-318.11. Closed sessions.
(a)Permitted Purposes. - It is the policy of this State that closed sessions shall be held onlywhen required to permit a public body to act in the public interest as permitted in this
section. A public body may hold a closed session and exclude the public only when aclosed session is required:
(5)To establish, or to instruct the public body's staff or negotiating agents
concerning the position to be taken by or on behalf of the public body in
negotiating (i) the price and other material terms of a contract or proposed
contract for the acquisition of real property by purchase, option, exchange, or
lease; or (ii) the amount of compensation and other material terms of an
employment contract or proposed employment contract.
RECOMMENDED ACTION
Approve motion to move into closed session discussion.
AGENDA ITEM #7