HomeMy WebLinkAboutSeptember 8, 2025 Work Session MeetingAGENDA
Lillington Board of Commissioners
Work Session Meeting
Lillington Town Hall 102 E. Front Street Lillington, North Carolina 27546
September 8, 2025 8:30am
CALL TO ORDER MAYOR GLENN MCFADDEN
NEW BUSINESS
Item #1 Call Special Meeting for Planning Retreat
Glenn McFadden, Mayor
Item #2 Consideration of Hosting the 2025 Cape Fear 24-Hour Endurance Run at the Lillington
Park
Lindsey Lucas, Town Clerk
Item #3 Consideration of Planning Board Appointments Lindsey Lucas, Town Clerk
Item #4 Administrative Reports A.Presentation of the Monthly Financial Report
Lisa Young, Assistant Town Manager
B. Capital Projects Update
Alicia Adams, Administrative Services Director
C. Presentation of Town Manager’s Report
Joseph Jeffries, Town Manager
Item #5 Discussion of Regular Meeting Agenda for September 9, 2025
Joseph Jeffries, Town Manager
Item #6 Closed Session to Meet per §143-318.11(a)(5)
Joseph Jeffries, Town Manager
ADJOURNMENT
AGENDA ITEM SUMMARY
Date of Meeting: September 8, 2025
Staff Work By: Lindsey Lucas, Town Clerk
AGENDA ITEM
Call a Special Meeting
ITEM SUMMARY
Call a Special Meeting for the Town of Lillington Board of Commissioners Planning Retreat
from October 1st -2nd at the Davis Center at Maides Park located at 1101 Manly Avenue,
Wilmington NC 28405.
RECOMMENDED ACTION
Call a Special Meeting for October 1st -2nd 2025 for the Town of Lillington Board of
Commissioners Planning Retreat.
AGENDA ITEM #1
AGENDA ITEM SUMMARY
Date of Meeting: 09/08/2025
Staff Work By: Jillian Brookshire, Planning Technician
AGENDA ITEM
Special Event Permit for the Cape Fear 24-hour Endurance Run at the Lillington Ball Park.
ITEM SUMMARY Mrs. Lisa McFadden is requesting to use the Lillington Ball Park to host a 24-hour running event to raise money for Buddy Backpack. Set-up for the race will start Friday, October 11, 2025, at
8:00 am. The race will begin on Saturday, October 12, 2025, at 8:00 am and will end on Sunday, October 13, 2025, at 8:00 am. The event will have approximately 150 participants, 15-20 volunteers (rotating), and 75-100 spectators. There are no street or parking lot closures requested for this event.
ACTION REQUIRED
Approve Hosting the Cape Fear 24-Hour Endurance Run at the Lillington Ball Park.
AGENDA ITEM #2
AGENDA ITEM SUMMARY
Date of Meeting: September 8, 2025
Staff Work By: Landon Chandler, Planning Director Lindsey Lucas, Town Clerk
AGENDA ITEM
Consideration of Planning Board Appointments
ITEM SUMMARY
Per Section 32.45-49 of the Lillington Code of Ordinances; the Planning Board has Six (6) vacancies
open for appointment. Janice Arnold, Brenda Langdon, Ollie Milton, Joshua Tunstall, Jon Blair, and
Kenneth Atkins are requesting reappointments to the Board. The vacancies have been advertised and
the Town Clerk has not received any other territorial jurisdiction applicants for consideration.
§32.46 COMPOSITION; TERMS OF MEMBERS; VACANCIES.
The Planning Board shall consist of six members, three from the corporate limits of the town
and three from the one-mile territorial jurisdiction, who shall be appointed by the Town Commissioners. Three members shall be appointed for a term of two years and three members shall be appointed for a term of one year. As the terms of these six members expire, new appointments for terms of two years shall be made. The appointment of members shall be made
as vacancies occur by expiration of the term of office or at such other time as vacancies occur. (’69 Code, § 2-65) (Ord., passed 8-7-73)
The proposed appointment terms are as follows:
Name Address Proposed Term
Janice Arnold 164 Riverside Hills Dr September 2025-September 2027
Brenda Langdon 806 Lakeside Drive September 2025 - September 2027
Ollie Milton 1765 Old US 421 September 2025- September 2027
Joshua Tunstall 1006 S 9th Street September 2025- September 2027
Jon Blair 816 S Main Street September 2025- September 2027
Kenneth Atkins 768 S River Road September 2025- September 2027
AGENDA ITEM #3
RECOMMENDED ACTION
Appoint applicants to serve on the Planning Board as requested.
AGENDA ITEM SUMMARY
Date of Meeting: September 8, 2025
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 #4
CAPITAL PROJECTS UPDATE
SCIF Grants
Downtown Facilities
Stewart, Inc. is continuing to work on the construction drawings for Downtown. The Town has
entered into a contract with Duke Energy including a non-refundable deposit of $90K. Duke has
submitted their final design for
underground utilities. A new easement for
the underground utilities will have to be
acquired to move forward with
construction. Staff is working to determine
the quickest most efficient way to acquire
the easements, the burden of cost will be
the responsibility of the Town. There is
approximately thirty different property
owners. Staff are continuing to work
closely with Duke Energy and Pike.
Staff has submitted review comments to
Stewart and are currently working through
those now.
Staff met with the utility providers located
in the project area September 20th and
provided them an opportunity to ask
questions about relocation of their utilities.
It is going to be a large effort to coordinate
all utilities moving underground. With
open lines of communication and plenty of
notice we are hopeful it will be
manageable.
McAdams has submitted final construction drawings for underground stormwater infrastructure
for the Downtown blocks.
Pike Engineering submitted the pedestrian and roadway lighting and parking lot lighting and it’s
under review by staff. Pike Engineering is doing both the roadway lighting and the parking lot
lighting as a subconsultant for Duke Energy. Staff met with Pike Engineering streetscape lighting
team September 15th to further discuss the streetscape design and some of the additions requested
by staff.
Staff has reached out to a Lighting consultant for specialized lighting plans for areas not covered
by Duke Energy.
Stormwater Resiliency Funds
Staff were 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
• Final construction design is pending site negotiations.
• Consultants are coordinating with the railroad RJ Corman to put in an additional
crossing.
• Construction drawings are underway and once completed soliciting for bid will
begin.
2. Railroad Crossing
• Staff were not successful in partnering with the railroad to complete this project,
but the town has infrastructure outside of the railroad piping and we are working
to get this repaired. This will improve the flooding that currently happens at this
location. There is a large pipe network that belongs to the Town that staff has
slated to repair with the flood resiliency funds.
• The stormwater infrastructure has been CCTV and has been reviewed. There are
no major concerns with the condition of the pipe.
• Staff will begin soliciting for bids for this project in the coming weeks
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.
• Staff are working to finalize the acquisition of the easements needed for the
project. Staff has negotiated the final easement needed and is planned to be signed
at the end of the month.
• Staff notified the consultant and will begin the review of final design and the bid
package to solicit bidders
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 2024 Regular Meeting.
Final construction drawings have been submitted and reviewed by staff. Once the project has been solicited for bid and a contractor is selected, staff will request an extension from Golden Leaf.
The project coordination has taken significantly longer than expected.
Fire Station #3 Construction has begun on Fire Station #3 located on Hwy 210. The building pad subgrade is set
and compaction testing passed. The temporary power pole has been installed. Footings have been
dug and the slab is being prepped. The slab pour is scheduled for the end of September as Bobbitt prepares for the steel delivery. The schedule is currently moving along with no major changes. The steel for the building will be
arriving early October.
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. South Regional/Poorhouse Creek The contractor is mobilized to do the bore crossing at Hwy 210, only 10 remaining feet
before its complete. The month the gravity sewer and testing will be complete. Staff met
with the HRW, Meyers, and Sanford Contracting to discuss the installation of the force main along Edwards Brothers. Upcoming on the schedule for this month is the railroad and E McNeil bore. The Pump Station site has been cleared. Pump Station work is expected to begin by the end of September.
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 are continuing to have monthly progress meetings with McAdams. Assets have been
mapped and inventoried. Once the H & H study is completed, we can begin the Capital
Improvement Plan that will be instrumental in the creation of the stormwater utility fee. Staff are continuing to work to identify individuals to serve on the Stormwater committee. The first committee meeting is scheduled for this month.
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
• Contract with firm was approved and staff will begin working with them in the coming weeks and should have a project schedule timeline.
• Weston & Sampson is the selected firm and we are working to locate and acquire
a site
2. WWTP project $3.1 million
• Request for funding have been approved by DWI
• Project Ordinance has been approved
• Staff is currently working with HRW to complete disbursement request for the project.
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 three outstanding invoices that Town staff is
waiting for DWI to approve.
Budget Expended Available
48-00-410-1000 $625,000.00 $318,742.30 $306,257.70
48-00-410-0500 $2,875,000.00 $466,267.82 $2,408,732.18
$3,500,000.00 $785,010.12 $2,714,989.88
Remaining Complete
78%22%
Budget Expended Available
75-00-400-2000 $750,000.00 $493,235.31 $256,764.69
75-00-400-2001 $4,750,000.00 $1,541,760.87 $3,208,239.13
$5,500,000.00 $2,034,996.18 $3,465,003.82
Remaining Complete
63%37%
Budget Expended Available
75-00-400-3000 $375,000.00 $229,464.61 $145,535.39
75-00-400-3001 $2,166,564.66 $2,166,564.66 $0.00
75-00-400-3002 $1,185,543.01 $1,185,543.01 $0.00
$3,727,107.67 $3,581,572.28 $145,535.39
Remaining Complete
4%96%
Budget Expended Available
49-00-410-1000 $200,000.00 $60,350.00 $139,650.00
49-00-410-0500 $1,100,000.00 $0.00 $1,100,000.00
$1,300,000.00 $60,350.00 $1,239,650.00
Remaining Complete
95%5%
Capital Projects
Construction
Hwy 210 Line & Pump Station SRP-W-ARP-0326
PreCon/Engineering
Pump Station
Line Construction
Golden Leaf Harnett Street Storm Drainage
PreCon/Engineering
Construction
Flood Resiliency Projects 2022-2023
PreCon/Engineering
Construction
SRSS - Poorhouse Creek SRP-W-ARP-0326
PreCon/Engineering
Budget Expended Available
75-00-400-4000 $3,150,000.00 $1,977,565.91 $1,172,434.09
$3,150,000.00 $1,977,565.91 $1,172,434.09
Remaining Complete
37%63%
Budget Expended Available
50-00-410-0500 $500,000.00 $181,417.42 $318,582.58
$500,000.00 $181,417.42 $318,582.58
Remaining Complete
64%36%
Budget Expended Available
41-00-530-1000 $4,832,165.00 $1,109,336.84 $3,722,828.16
$4,832,165.00 $1,109,336.84 $3,722,828.16
Remaining Complete
77%23%
Budget Expended Available
51-00-400-1000 $3,037,556.00 $0.00 $3,037,556.00
51-00-400-2000 $900,000.00 $0.00 $900,000.00
51-00-400-2050 $3,600,000.00 $0.00 $3,600,000.00
51-00-400-3000 $3,059,006.50 $0.00 $3,059,006.50
$10,596,562.50 $0.00 $10,596,562.50
Remaining Complete
100%0%
Budget Expended Available
76-00-400-0500 $220,000.00 $208,247.00 $11,753.00
76-00-400-1000 $55,000.00 $0.00 $55,000.00
$275,000.00 $208,247.00 $66,753.00
SRSS Con
Water Tank Pre Con/Eng
SCIF Downtown
Engineering
Construction
Water Tank - Con
Fire Station #3
Planning and Design
SL 2023-134 Appropriations Act Directed Projects
WWTP - Const/Eng
North Harnett WWTP Capacity Upgrade
PreCon/Engineering
Stormwater AIA & Utility Study
Professional Services
Remaining Complete
24%76%
AGENDA ITEM SUMMARY
Date of Meeting: September 8, 2025
Staff Work By: Joseph Jeffries, Town Manager
Lisa Young, Assistant Town Manager
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 9, 2025.
RECOMMENDED ACTION
No Action Required.
AGENDA ITEM #5
AGENDA ITEM SUMMARY
Date of Meeting: September 8, 2025
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 #6