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May 13, 2024 Work Session MeetingAGENDA Lillington Board of Commissioners Work Session Meeting Lillington Town Hall 102 E. Front Street Lillington, North Carolina 27546 May 13, 2024 8:30am CALL TO ORDER MAYOR GLENN MCFADDEN NEW BUSINESS Item #1 Iten #2 Item#3 Item #4 Item #5 Item #6 Call Special Meeting for a Budget Work Session Glenn McFadden, Mayor Water Model Presentation Jay Meyers, Meyers Engineering, LLC Discussion Regarding the 10th Street Bypass Joseph Jeffries, Town Manager Discussion Regarding Golden Leaf Downtown Stormwater Project Alicia Adams, Administrative Services Director Consideration of Board of Adjustment Appointments Lindsey B. Lucas, Town Clerk 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 #7 Discussion of Regular Meeting Agenda for May 14, 2024 Joseph Jeffries, Town Manager Item #8 Closed Session to Meet per §143-318.11(a)(5) Joseph Jeffries, Town Manager ADJOURNMENT AGENDA ITEM SUMMARY Date of Meeting: May 13, 2024 Staff Work By: Joseph Jeffries, Town Manager Lisa Young, Assistant Town Manager AGENDA ITEM Call Special Meeting for Budget Work Session ITEM SUMMARY The agenda item is to discuss the FY2024-25 Budget Work Session. Staff is working on the draft budget for the upcoming fiscal year. Staff will review the proposed budget with the Town Board and make any necessary amendments. Any amendments would be included in the final budget prior to presentation to the Town Board. KEY DATES: •G.S. 159-10 – Departmental requests due to budget officer before April 30. •G.S. 159-11(b) – Budget and budget message submitted to governing board not later than June 1 •G.S. 159-13(a) – Budget ordinance adopted not later than July 1. RECOMMENDED ACTION Call a Special Meeting May 23rd for presentation of the Proposed FY24-25 Budget. AGENDA ITEM #1 AGENDA ITEM SUMMARY Date of Meeting: May 13, 2024 Staff Work By: Shane Cummings, Town Engineer AGENDA ITEM Water Model Presentation ITEM SUMMARY Jay Meyers with Meyers Engineering, LLC will present the Water Model Presentation RECOMMENDED ACTION None AGENDA ITEM #2 AGENDA ITEM SUMMARY Date of Meeting: May 13, 2024 Staff Work By: Joseph Jeffries, Town Manager AGENDA ITEM Discussion Regarding 10th Street Bypass ITEM SUMMARY Discussion Regarding 10th Street Bypass RECOMMENDED ACTION None AGENDA ITEM #3 AGENDA ITEM SUMMARY Date of Meeting: May 13, 2024 Staff Work By: Alicia Adams, Administrative Services Director AGENDA ITEM Discussion Regarding Golden Leaf Downtown Stormwater Project ITEM SUMMARY The purpose of this item is to discuss the Golden Leaf Downtown Stormwater Project. The Town applied for a grant for the Harnett Street Stormwater Improvements. The proposed project will have a strong focus on downtown Lillington and has a total drainage impact of approximately ten (10) acres. The project will include storm drainage capture from S 9th Street, S 8th Street, N 8th Street, S Main Street, W Front Street (US 421), and S Main Street. The proposed project budget is $1,300,000.00. The project also encompasses the major stormwater improvements for revitalization of downtown. This project is critical to improving downtown. Golden Leaf has reviewed the Town’s application and is requesting the Town to make a financial commitment to the project. The Golden Leaf representative explained this will make our application more competitive and more likely to be awarded. They have requested the Town provide them with a response before their next meeting, which will be held June 5th and 6th. Our Board does not meet again until after those dates. Staff continue to provide documentation to assist with evidence of flooding in the area as it becomes available. RECOMMENDED ACTION None AGENDA ITEM #4 AGENDA ITEM SUMMARY Date of Meeting: May 13, 2024 Staff Work By: Lindsey Lucas, Town Clerk Landon Chandler, Planning Director AGENDA ITEM Consideration of Board of Adjustment Appointments ITEM SUMMARY Per Section 7-01-6 of the Lillington Unified Development Ordinance ; the Board of Adjustment has three (3) vacancies open for appointment. The vacancies are for two (2) ETJ representatives and one (1) ETJ alternate representative. The terms are for three (3) years from May 2024 – May 2027. The Town Clerk has received two (2) applications for consideration. The proposed reappointment and appointment terms are as follows: Name Address Proposed Term Janice Arnold 164 Riverside Hills Pond May 2024-May 2027 Kenneth Atkins 768 S. River Road May 2024- May 2027 ARTICLE 7. ADMINISTRATION AND DEVELOPMENT PROCESSES SECTION 7.01.6 BOARD OF ADJUSTMENT B. Membership and Quorum 1. The Board of Adjustment shall consist of five voting members from within the town corporate limits and two voting members from the extraterritorial jurisdiction (ETJ) of the town. The five voting members of the Town Board of Commissioners shall serve ex officio as the five in-town representatives on the Board of Adjustment. 2. The two out-of-town members shall serve three-year terms and shall be appointed by the County Board of Commissioners or as otherwise provided by the North Carolina General Statutes. 3. ETJ members shall have the right to vote upon matters arising within the corporate limits. In addition, there shall be one in-town alternate and one ETJ alternate. The in-town alternate shall be the Mayor ex-officio as described below. 4. ETJ members of the Board may be removed for cause by the Board of Commissioners upon written charges and after public hearing. 5. The Mayor of the town shall serve as the Chairperson of the Board of Adjustment. 6. The Chairperson may not vote on matters before the Board of Adjustment unless fewer than six members are present and the Chairperson's participation would create a quorum. AGENDA ITEM #5 7. The Mayor pro-tem shall serve as Vice Chairperson but retains the right to vote on all matters before the Board. 8. The Administrator shall appoint, shall serve as Clerk to the Board of Adjustment. 9. Meetings of the Board shall be held at the call of the Chairperson or at such other times as the Board may determine. 10. The Chairperson, or in his or her absence, the Vice Chairperson, may administer oaths and compel the attendance of witnesses. 11. All meetings of the Board shall be open to the public. The Board shall keep minutes of its proceedings, showing the vote of each member or his or her absence or failure to vote and of its other official actions. 12. A quorum of five members shall be necessary to transact business (four in-town members and one ETJ member). RECOMMENDED ACTION Recommend applicants for appointment to the Harnett County Commissioners to serve as the two (2) ETJ representatives on the Lillington Board of Adjustment. AGENDA ITEM SUMMARY Date of Meeting: May 13, 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 #6 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 is continuing to work closely with Ducke Energy and Pike to work through construction plans. McAdams is continuing to explore alternatives for stormwater retention Downtown as requested by the Lillington Board of Commissioners at the October 23, 2023 Special Meeting. Additional surveying of Main Street has been requested by Duke Energy and staff is working with the surveyor to determine needed locations. 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. Staff has received all of the funding to begin the project. Projects: 1. Downtown Stormwater Improvements • Design construction documents have been submitted to the Town and are currently under review. • Subsurface exploration has commenced, and private utility locating has been completed for necessary scoped work. • An on-site meeting will take place to make determinations on constructability and potential conflicts. McAdams will invite Town staff to join in field visits and coordination discussions. • Consultants are coordinating with the railroad RJ Corman to put in an additional crossing. 2. Duncan Street • Under construction 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. 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. • Construction Drawings are close to completion. • Easement acquisition will be necessary for completion of the project. 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, staff requested full funding for the project. Staff met with Golden Leaf on site on March 19th. They have requested additional information from staff that we are working with business owners in the area to complete. The Golden Leaf Foundation reached out to staff April 4th and explained the Board of Directors took no action on the flood mitigation application. Golden Leaf Staff explained that the project is still eligible for an award and will be brought to the Board at the June Board meeting. They explained the board acted on very few projects at their meeting and that receiving no action is not an indication that the project will not be awarded. The Golden Leaf Board will meet again June 5th and 6th to consider projects again. North Carolina Emergency Management Transportation Infrastructure Resiliency Grant The Town was awarded a grant from the North Carolina Emergency Management Transportation Infrastructure Resiliency Program for $790,000. Staff issued a Notice of Award to Narron Contracting, Inc. and the project is currently under construction. Staff requested an extension, it was approved, and the new completion date is June 30, 2024. Installation of the new storm drainpipe and drop inlet along the roadway is complete. Installation of fencing, curb gutter, sidewalks, and paving will be the next phase of construction. Duncan Street will remain closed. We have expended the construction portion of the Emergency Management Transportation Infrastructure Resiliency Grant and will finish off the project with Flood Resiliency and Powell Bill Funds. The contractor completed the water mina tie overs and abandonment of the existing 6 inch asbestos concrete water main along E Duncan Street last week. Contractor has begun grading and stabilization of subgrade for the future curb and parking areas. Curb construction is scheduled to begin this week. The project is scheduled to be complete the first week of June. 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. Bobbitt provided architectural standards for the facade of the station and staff is scheduled to meet with them May 15th to discuss next steps. 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. The contractor is continuing to install the 8-inch force main along NC Hwy 210 North, over 50% of the force main has been installed to date. The pump station site clearing has been completed and the contractor is expected to begin installing the pump station wet well next month. 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). b. Poorhouse Creek Staff met with Meyers Engineering on May 9th to review the final construction plans and comments. Contract documents are under review by staff. Easement acquisition will be completed by the end of July. The project will go out for bid in late August or early September. Staff is hopeful that the construction contract will be approved by November. 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. Staff will submit a scoping document for the project due by June 3rd. Once approved DWI will send the grant agreement and the standard acceptance of funding resolution. 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 2. Downtown utility rehabilitation approximately $3.1 million 3. WWTP project $3.1 million 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: May 13, 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 May 14, 2024. RECOMMENDED ACTION No Action Required. AGENDA ITEM #7 AGENDA ITEM SUMMARY Date of Meeting: May 13, 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 #8