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HomeMy WebLinkAboutDecember 9, 2024 Work Session Meeting AGENDA Lillington Board of Commissioners Work Session Meeting Lillington Town Hall 102 E. Front Street Lillington, North Carolina 27546 December 9, 2024 8:30am CALL TO ORDER MAYOR GLENN MCFADDEN NEW BUSINESS Item #1 Consideration of ABC Board Appointment Lindsey Lucas, Town Clerk Item #2 Discussion and Consideration of Resolution of Tentative Award Alicia Adams, Administrative Services Director Item #3 Discussion Regarding Contract #2 Change Order #1 Highway 210 Sewerline and Pump Station Project Alicia Adams, Administrative Services Director Item #4 Consideration of Cape Fear 6-hour Holiday Endurance December 2025 Lindsey Lucas, Town Clerk 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 Discussion of Regular Meeting Agenda for December 10, 2024 Joseph Jeffries, Town Manager Item #7 Closed Session to Meet per §143-318.11(a)(4)(5)(6) Joseph Jeffries, Town Manager ADJOURNMENT AGENDA ITEM SUMMARY Date of Meeting: December 9, 2024 Staff Work By: Lindsey B. Lucas, Town Clerk AGENDA ITEM Consideration of ABC Board Appointment ITEM SUMMARY Per the requirements of GS § 18B-700, the Lillington Board of Alcoholic Control has one (1) vacancy open for appointment. Mr. Marshall Page has requested reappointment to the Board. If appointed, his term will expire October 2027. The Town Clerk received no other applications. § 18B-700. Appointment and organization of local ABC boards. (a) Membership. – A local ABC board shall consist of three or five members appointed for three-year terms unless the board is a board for a merged ABC system under G.S. 18B-703 and a different size membership has been provided for as part of the negotiated merger. If the board is a three-member board, one member of the initial board of a newly created ABC system shall be appointed for a three-year term, one member for a two-year term, and one member for a one-year term. If the board is a five-member board, one member of the initial board of a newly created ABC system shall be appointed for a three-year term, two members for two-year terms, and two members for one-year terms. As the terms of initial board members expire, their successors shall each be appointed for three-year terms. If a board is initially a three-member board and the appointing authority determines a five-member board is preferable, the terms of the two new members shall be for three years. If a local board has five members and the appointing authority determines a three-member board is preferable, the appointing authority shall not reduce the size of the board except upon the expiration of a member's term and only with the approval of the Commission. The appointing authority shall designate one member of the local board as chairman. RECOMMENDED ACTION Appoint ABC Board Member. AGENDA ITEM #1 AGENDA ITEM SUMMARY Date of Meeting: December 9, 2024 Staff Work By: Alicia L. Adams, Administrative Services Director Shane Cummings, Town Engineer AGENDA ITEM Discussion and Consideration of Resolution of Tentative Award ITEM SUMMARY A Resolution of Tentative Award is required by the Division of Water Infrastructure for approval of the project. Attached for your review is the letter of recommendation from Meyers Engineering. Staff requested Meyers Engineering to reduce the scope of the project because the project was over budget. Meyers Engineering did so and was able to reduce the scope of the project by approximately $350,000 by making some adjustments. Staff will meet with Meyers and Sanford Contractors, Inc to negotiate the bid provided. If an agreement can be reached staff request approval of the Resolution of Tentative Award contingent on agreed cost to submit to DWI. RECOMMENDED ACTION Approve Resolution Of Tentative Award AGENDA ITEM #2 TOWN OF LILLINGTON 102 East Front Street ● P.O. Box 296 ● Lillington, North Carolina 27546 Phone: (910) 893-2654 ● Fax (910) 893-3693 ● www.lillingtonnc.com RESOLUTION FY 2025-08 RESOLUTION OF TENTATIVE AWARD WHEREAS, the Town of Lillington, North Carolina has received bids, pursuant to duly advertisement notice therefore, for construction of the Lillington South Regional Sanitary Sewer project, aka Poorhouse Creek FM & Regional PS (SRP-W-ARP-036.2), and WHEREAS, Meyers Engineering, PLLC Consulting Engineers have reviewed the bids; and WHEREAS, Sanford Contractors, Inc was the lowest bidder for the Lillington South Regional Sanitary Sewer project, AKA Poorhouse Creek FM & Regional PS (SRP-W-ARP-036.2), in the total bid amount of $8,229,263.21, and WHEREAS, the consulting Engineers recommend TENTATIVE AWARD to the lowest bidder(s). NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COMMISSIONERS OF THE TOWN OF LILLINGTON THAT TENTATIVE AWARD is made to the lowest bidder(s) in the Total Bid Amount of $8,229,263.21. Name of Contractor Amount 1.Sanford Contractors, Inc $8,229,263.21 BE IT FURTHER RESOLVED THAT SUCH TENTATIVE AWARD be contingent upon the approval of the North Carolina Department of Environmental Quality. Upon motion of ___________________, seconded by___________________ Adopted this the 9th day of December, 2024. Attest: _______________________________ ______________________________ Lindsey B. Lucas, Town Clerk Glenn McFadden, Mayor AGENDA ITEM SUMMARY Date of Meeting: December 9, 2024 Staff Work By: Alicia L. Adams, Administrative Services Director Shane Cummings, Town Engineer AGENDA ITEM Discussion Regarding Contract #2 Change Order #1 Highway 210 Sewerline and Pump Station Project ITEM SUMMARY Discussion Regarding Contract #2 Change Order #1 Highway 210 Sewerline and Pump Station Project. RECOMMENDED ACTION Approve Contract #2 Change Order #1 Highway 210 Sewerline and Pump Station Project. AGENDA ITEM #3 AGENDA ITEM SUMMARY Date of Meeting: December 9, 2024 Staff Work By: Lindsey B. Lucas AGENDA ITEM Consideration of Hosting the Cape Fear 6-Hour Endurance Run ITEM SUMMARY Lisa McFadden has requested permission to host the first Cape Fear 6 Hour Endurance Run at the Cape Fear Shiner Park. The run is scheduled for December 13, 2025. The event will raise money for the Harnett County Food Pantry. RECOMMENDATION Approve Hosting the Cape Fear 6-Hour Endurance Run at the Cape Fear Shiner Park.. AGENDA ITEM #4 AGENDA ITEM SUMMARY Date of Meeting: December 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. The Town is awaiting actual cost for construction for underground utilities. Staff is continuing to work closely with Ducke Energy and Pike. McAdams has incorporated Stewart’s drawings, the Golden Leaf Project will be the first completed in Downtown. There are a few final comments/adjustments but they are minor and will not take long to complete. Duke Energy has completed the drawings and were reviewed by Staff and Stewart. Pike is currently working through the comments to make adjustments. 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. • McAdams has submitted a proposed location for the Stormwater pond and is currently under review by staff. 2. Railroad Crossing • RJ Corman met with staff last week and let them know that they did not intent to claim the pipe under the railroad. Staff is going to reach out to Mr. Buzzard to determine next steps and how staff should move forward with the repairs which are located on Town property. 3. 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. • Easement exhibits are underway and must be obtained before soliciting for bid ***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 Town staff has finalized the design of Fire Station #3. Construction of Fire Station #3 will be solicited for bid and a GMP will be presented to the Town for approval. The GMP was received by staff on December 3rd and the cost was more than anticipated. Bobbitt was directed to go back and speak with subcontractors to reduce the cost of the project before the Town would commit to the GMP numbers. Financing is currently on hold, but Webster Bank did agree to hold the rate for a February closing date. 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. Contract #1 is now scheduled to be complete by the end of December and Contract #2 for the pump station by mid-January. b. Poorhouse Creek Covered under agenda item #2. 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 had the kick off meeting September 20th with McAdams and staff is working to gather the information needed to start the evaluation process. McAdams will spend the next several weeks in Town collecting data on current Stormwater infrastructure. 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 has been approved • A firm was selected and their contract is on the consent agenda for approval 2. 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 has been approved Staff completed request for funding forms to the Division of Water. Following completion of the required documents staff can begin the projects. North Harnett WWTP Capacity Upgrade Harnett County has begun the process of submitting reimbursement requests to the Town for the Town’s portion of the WWTP. Currently, there are two outstanding invoices that Town staff is waiting for DWI to approve. HWY 210 Fire Station Sewer line Extension All contract documents and bonds have been received and a notice to proceed has been issued to Autry Grading. Current completion date of May 2025. AGENDA ITEM SUMMARY Date of Meeting: December 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 December 10, 2024. RECOMMENDED ACTION No Action Required. AGENDA ITEM #6 AGENDA ITEM SUMMARY Date of Meeting: December 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)(4)(5)(6) § 143-318.11. Closed sessions. (a) Permitted Purposes. - It is the policy of this State that closed sessions shall be held only when 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 a closed session is required: (4) To discuss matters relating to the location or expansion of industries or other businesses in the area served by the public body, including agreement on a tentative list of economic development incentives that may be offered by the public body in negotiations, or to discuss matters relating to military installation closure or realignment. Any action approving the signing of an economic development contract or commitment, or the action authorizing the payment of economic development expenditures, shall be taken in an open session. (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. (6) To consider the qualifications, competence, performance, character, fitness, conditions of appointment, or conditions of initial employment of an individual public officer or employee or prospective public officer or employee; or to hear or investigate a complaint, charge, or grievance by or against an individual public officer or employee. General personnel policy issues may not be considered in a closed session. A public body may not consider the qualifications, competence, AGENDA ITEM #7 performance, character, fitness, appointment, or removal of a member of the public body or another body and may not consider or fill a vacancy among its own membership except in an open meeting. Final action making an appointment or discharge or removal by a public body having final authority for the appointment or discharge or removal shall be taken in an open meeting. RECOMMENDED ACTION Approve motion to move into closed session discussion.