TOWN OF HOPE MILLS

TOWN OF HOPE MILLSTOWN OF HOPE MILLS BOARD OF COMMISSIONERS REGULAR MEETING
________________________________________________________________________
CALL TO ORDER – Mayor Warner INVOCATION – Rev. Dr. J. Robert (Bob) Kretzu, Hope Mills United Methodist Church PLEDGE OF ALLEGIANCE – Mayor Warner 1. APPROVAL OF AGENDA – ADDITIONS OR DELETIONS. 2. PRESENTATIONS.
a. Presentation of the Small Business Community Service Award to Marci Mang’s Cakes and Bakes.
b. Presentation of the Yard of the Month Award by the Appearance Commission.
c. Proclamation naming April 6th Gary Dove Day. TAB 1
3. PUBLIC HEARINGS.
a. Case P19-01: Rezoning of 1.46+/- acres from R6A Residential to C(P) Planned Commercial or to a more restrictive zoning district; located on east side of NC 59 (Hope Mills Road), west of SR 1135 (John Smith Road), north of NC 162 (George Owen Road); submitted by Eric & Carrie Brown (owners) & Michael J. Adams on behalf of M.A.P.S. Surveying Inc. (agent). (Hope Mills) (Applicant has modified request to rezone 2.18+/- acres to C(P) Planned Commercial/CZ Conditional Zoning for motor vehicle sales). TAB 2
b. Case P19-07: Rezoning of .94+/- acre from C1(P) Planned Local Business District
to C(P) Planned Commercial District/CZ Conditional Zoning for all allowed uses within the C(P) Planned Commercial District or to a more restrictive zoning district, located at 6428 & 6432 Camden Road; submitted by Fadhl Alhobishi (owner) & Mark Candler on behalf of Candler & Associates, Inc. (agent). (Hope Mills). TAB 3
c. Case P19-08: Initial zoning of 2.95+/- acres R6 Residential or to a more restrictive zoning district; located on the south side of SR 1112 (Rockfish Road), east of SR 3091 (Deaver Circle); submitted by Nicholas Harrell (owner). (Hope Mills) TAB 4
4. PUBLIC COMMENTS. Each speaker is asked to limit comments to three (3) minutes, and the total comment period will be 30 minutes or less. Citizens should sign up with the Town Clerk to speak prior to the start of the meeting. Please direct comments to the full board, not to an individual board member or staff member. Although the Board is interested in hearing your concerns, speakers should not expect Board action or deliberation on subject matter brought up during the Public Comment segment. Topics requiring further investigation will be referred to the appropriate town officials or staff and may be scheduled for a future agenda.
5. CONSENT AGENDA:
a. Consideration of approval of the March 4, Regular Meeting Minutes. TAB 5
b. Consideration of approval of the 2019 local Government Agencies General Records Retention and Disposition Schedule. TAB 6
c. Consideration of approval of Resolution 2019-06 in Opposition of Senate Bill 179
and House Bill 278 Parity for First Responders. TAB 7
d. Consideration of approval of non-statutory Ordinance No. 2019-04 Declaring a Road Closure for a Fourth of July Parade. TAB 8
e. Consideration of approval of 2019 Household Hazardous Waste and Shred Event 5/4/19. Household Hazardous Waste not to exceed $25,000, Stericycle not to exceed $500, Fayetteville Observer Advertising not to exceed $2,000, and Direct Mail not to exceed $3500. All items currently budgeted for FY 18-19. TAB 9
f. Consideration of approval of Budget Amendment # 10 for accepting Insurance Proceeds in the amount of $1,965.83. TAB 10
g. Consideration of approval of approving the Town Manager to sign a Lease agreement for the Temporary Police Station in the former Ace Hardware building at $5,000 per month. TAB 11
h. Consideration of Resolution of support for Food Lion Shopping Center to NCDOT. TAB 12
i. Acceptance of the February, 2019 Financial Statements. TAB 13 All items on the Consent Agenda are considered routine, to be enacted by one motion and without discussion. If a member of the governing body requests discussion of an item, the item will be removed from the Consent Agenda and considered separately under New Business.
“END OF CONSENT AGENDA”
6. OLD BUSINESS: None. 7. NEW BUSINESS:
a. Discussion of Lake Advisory Commission; as requested by Commissioner Edwards. TAB 14
b. Discussion and consideration regarding Grant Writing opportunities; as requested
by Commissioner Bellflowers. TAB 15
c. Discussion and consideration regarding scheduling a date in April 2019 for a Town Hall Meeting at the Hope Mills Parks and Recreation Center; As requested by Commissioner Bellflowers. TAB 16
8. REPORTS AND INFORMATION ITEMS: a. Manager’s report. b. Reminders.
• Tuesday March 19, 2019 @ 6:00 p.m. Lake Advisory Committee meeting in the Parks and Recreation center.
• Wednesday March 20, 2019 @ 630 p.m. Aquatics Feasibility Committee meeting in the Luther Board Room in Town Hall.
• Monday, March 25, 2019 @ 4:00-6:00 p.m. Parks and Recreation Advisory Committee special meeting consideration and discussion of, the findings of the Comprehensive Plan and the proposed Master Plan for the Golf Course in the Parks and Recreation Center.
• Monday March 25, 2019 @ 6:00-8:00 p.m. Public Input Meeting consideration and discussion of, the findings of the Comprehensive Plan and the proposed Master Plan for the Golf Course in the Parks and Recreation Center.
• Tuesday March 26, 2019 @ 6:30 p.m. Appearance Commission meeting in the Parks and Recreation Center.
• Thursday March 28, 2019 @ 6:00 p.m. Veterans Affairs Commission meeting in the Parks and Recreation Center.
• Monday April 1, 2019 @ 6:00 p.m. Festival Committee meeting in the Front Conference room at Town Hall.
• Monday April 1, 2019 @ 6:00 p.m. Board of Commissioners regular meeting in the Luther Board Room at Town Hall.
c. Department Monthly Reports. TAB 17 9. STAFF COMMENTS. 10. OFFICIAL COMMENTS. 11. ADJOURNMENT.
TAB 1
Town of Hope Mills Proclamation
WHEREAS, Gary Dove was an invaluable volunteer for the Town of Hope Mills athletics programs who always met you with a big smile no matter where you saw him; and WHEREAS, he assisted our community unselfishly as a member of the Hope Mills Youth Association from the 1980’s through the mid 2000’s serving as president several times; and WHEREAS, Gary was honored as a “lifetime member” by the Hope Mills Parks and Recreation Advisory Committee; and WHEREAS, he represented the Hope Mills Youth Association on the Cumberland County Parks and Recreation Advisory Board from the 1980’s through 2004; and WHEREAS, the Board of Commissioners wish to honor his exceptional life and legacy by naming the main building at Brower Park, the Gary Dove Memorial Building.
NOW, THEREFORE, I, Jackie Warner, Mayor of the Town of Hope Mills proclaim Saturday, April 6th, 2019 as
GARY DOVE DAY IN WITNESS WHEREOF, I have hereunto set my hand and the seal of said Town, this
the 18th day of March, 2019.
______________________________ Jackie Warner, Mayor
____________________________ Mayor Pro Tem Mike Mitchell ____________________________ Commissioner Jessie Bellflowers ____________________________ Commissioner Pat Edwards ____________________________ Commissioner Meg Larson ____________________________ Commissioner Jerry Legge
TAB 2
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AGENDA FORM
TO: Melissa P. Adams, Town Manager FROM: Chancer F. McLaughlin, Development & Planning
Administrator SUBJECT: Rezoning Request BACKGROUND INFORMATION: Case P19-01: Rezoning of 1.46+/- acres from R6A Residential to C(P) Planned Commercial or to a more restrictive zoning district; located on east side of NC 59 (Hope Mills Road), west of SR 1135 (John Smith Road), north of NC 162 (George Owen Road); submitted by Eric & Carrie Brown (owners) & Michael J. Adams on behalf of M.A.P.S. Surveying Inc. (agent). (Hope Mills) (Applicant has modified request to rezone 2.18+/- acres to C(P) Planned Commercial/CZ Conditional Zoning for motor vehicle sales) RECOMMENDED ACTION: Town of Hope Mills Planning Staff is recommending approval of this request. FISCAL IMPACT:
_______ Currently Budgeted _________ Requires budget amendment ____X____ No fiscal impact ATTACHMENTS:
• Staff memo from the Town of Hope Mills Planning Department. • Memo from Cumberland County Planning and Inspections
This agenda form has been reviewed by: Initial & Date Town Manager MA 03/14/19 Finance Director Town Attorney Department Head (s) Town Clerk Development & Planning Administrator CFM – 3/13/19
March 13, 2019
FROM: Chancer F. McLaughlin, Development & Planning Administrator, Town of Hope Mills
RE: Case No: P19-01
The following memo outlines a request to rezone 2.18 acres of land from C(P) and R6A to C(P)/CZ.
Background: The area in question exists as 3 separate parcels of land all developed with vacant single family residential structures. The parcels to the north and south are both zoned under the C(P) Planned Commercial district with the lot located in the middle zoned under the R6A Single Family Residential District. The total assemblage of all three lots is 2.18 acres in size and fronts 318 feet along the eastern side of Hope Mills Road (NC 59) with 305 feet of lot depth. There is an additional lot associated with this development located in the rear that fronts 95 feet along the west side of John Smith Road but is not subject to this zoning request. This rear parcel is zoned under R6A district regulations and is located outside of Town Limits in the Hope Mills Municipal Influence Area (MIA). This area along Hope Mills Road is a well established commercial corridor with the area to the immediate north and south zoned under C(P) Planned Commercial district regulations. There are established residential communities located to the far east and west in the rear of the existing commercial corridor. Proposed Development: The applicant proposes to consolidate the parcels in question to construct a 6,400 square foot commercial structure for motor vehicle sales. Direct access is proposed off of Hope Mills Road with rear access also provided off of John Smith Road. The development anticipates 32 parking spaces with vehicle display areas along the front, north, and southern portions of development. The rear parcel off of John Smith Road will be utilized for detention with a driveway through the lot giving access to the development. There is a 6 foot privacy fence located along the rear portions of this development to comply with buffering requirements.
Town Staff Recommendation: Approval Proposed Conditions: Proposed Uses: Motor Vehicle Sales Density: 2.18 acres Setbacks: Front: 50 feet Side: 30 feet Rear: 30 feet Parking: 32 spaces with 1 loading Signage: Must comply with ordinance regulations Landscaping: Must comply with ordinance regulations Buffering: Must comply with ordinance regulations Actions Motions: Approval with the following motion as recommended by the Cumberland County Joint Planning Board on February 19, 2019:
Motion: In Case P19-01, the Town of Hope Mills Board of Commissioners votes to approve the rezoning request from R6A Residential & C(P) Planned Commercial to C(P) Planned Commercial/CZ Conditional Zoning for motor vehicle sales subject to the conditions within our packet and find this recommendation to be consistent with the Southwest Cumberland Land Use Plan (2014) which calls for “heavy commercial” at this location, C(P) Planned Commercial is classified as a “heavy commercial” zoning district and further find approval of the request is reasonable and in the public interest because the district requested is in harmony with the surrounding zoning and existing land uses.
TAB 3
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AGENDA FORM
Administrator SUBJECT: Subdivision Ordinance BACKGROUND INFORMATION: Case P19-07: Rezoning of .94+/- acre from C1(P) Planned Local Business District to C(P) Planned Commercial District/CZ Conditional Zoning for all allowed uses within the C(P) Planned Commercial District or to a more restrictive zoning district, located at 6428 & 6432 Camden Road; submitted by Fadhl Alhobishi (owner) & Mark Candler on behalf of Candler & Associates, Inc. (agent). (Hope Mills) RECOMMENDED ACTION: Town of Hope Mills Planning Staff is recommending approval of this request. FISCAL IMPACT:
March 13, 2019
FROM: Chancer F. McLaughlin, Development & Planning Administrator, Town of Hope Mills
RE: Case No: P19-07
The following memo outlines a request to rezone 0.94 acres of land from C1(P) to C(P)/CZ.
Background: The subject property is a 0.94 acre parcel located at 6428 & 6432 Camden Road at the intersection of Camden Road and Rockfish Road. The lot is developed with an existing commercial structure that was recently approved by the Board of Commissioners for a coffee shop in one half of it. The parcel fronts 320 feet along Rockfish Road and 326 feet along Camden Road and is currently zoned under C1(P) district regulations. The parcel is located at a heavily traveled intersection with the immediate surrounding zoning governed under RR and R10 residential districts. While the lot in question is located within the Town of Hope Mills Limits, all adjacent lots are located in the County. This site is serviced by PWC for water and is tied to a septic system for sewer services. Proposed Development: As stated above, one half of the existing structure was recently approved by the Board of Commissioners at the February 4, 2019 Board Meeting for a coffee shop under case number 19-007. The applicant is proposing to utilize the other part of the structure for motor vehicle sales and proposes 14 customer parking spaces in the front. There is also a vehicle display area proposed in the front of the property as well. Town Staff Recommendation: Approval Land Use Plan Recommendations: Southwest Cumberland Land Use Plan: Heavy Commercial 2030 Growth Vision Plan: Urban
Proposed Conditions: Proposed Uses: All uses allowed under C(P) Density: 0.94acres Setbacks: Front: 50 feet Side: 25 feet along Camden; 33 feet along Rockfish Rear: 30 feet Parking: 14 spaces Signage: Must comply with ordinance regulations Landscaping: Must comply with ordinance regulations Buffering: Must comply with ordinance regulations Actions Motions: Approval with the following motion as recommended by the Cumberland County Joint Planning Board on February 19, 2019:
Motion: In Case P19-07, the Town of Hope Mills Board of Commissioners vote to approve the rezoning from C1(P) Planned Local Business District to C(P) Planned Commercial/CZ Conditional Zoning for all allowed uses with the C(P) Planned Commercial District subject to the conditions within or packet and find this to be consistent with the Southwest Cumberland Land Use Plan (2014) which calls for “heavy commercial” at this location, C(P) Planned Commercial is classified as “heavy commercial” zoning district and further find approval of the request is reasonable and in the public interest because the district requested is in harmony with the surrounding zoning and existing land uses.
TAB 4
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AGENDA FORM
Administrator SUBJECT: Initial Zoning Request BACKGROUND INFORMATION: Case P19-08: Initial zoning of 2.95+/- acres R6 Residential or to a more restrictive zoning district; located on the south side of SR 1112 (Rockfish Road), east of SR 3091 (Deaver Circle); submitted by Nicholas Harrell (owner). (Hope Mills) RECOMMENDED ACTION: Town of Hope Mills Planning Staff is recommending approval of this request. FISCAL IMPACT:
TAB 5
BILL LUTHER BOARD MEETING ROOM
Mayor Jackie Warner called the regular meeting of the Hope Mills Board of
Commissioners to order on Monday, March 4, 2019 at 7:00 p.m.
GOVERNING BOARD MEMBERS PRESENT
Mayor Jackie Warner, Mayor Pro Tem Mike Mitchell, Commissioners Jessie
Bellflowers, Pat Edwards, Meg Larson and Jerry Legge.
STAFF PRESENT
Town Manager Melissa Adams, Town Clerk Jane Starling, Finance Director Drew
Holland, Public Works Director Don Sisko, Deputy Fire Chief Steve Lopez, Parks &
Recreation Program Supervisor Meghan Freeman, Stormwater Administrator Beth
Brown and Development & Planning Administrator Chancer McLaughlin. Also present
was Town Attorney Dan Hartzog, Jr.
INVOCATION AND PLEDGE OF ALLEGIANCE
The invocation was led by Pastor Michael Mathis of Mission Field Ministries, followed
by the Pledge of Allegiance led by Mayor Jackie Warner.
1. APPROVAL OF AGENDA – ADDITIONS OR DELETIONS.
Motion made by Mayor Pro Tem Mitchell and carried unanimously, to approve the
agenda as presented.
2. PRESENTATIONS.
a. Request by Kelly West, Cumulus Media Marketing Representative, for waiver of
fees for a special event, Pet Fest, on June 1, 2019. This is a free festival to the
public to be held at the grounds between Town Hall and Parks & Recreation.
Kelly West of Cumulus Media Marketing commented Naturally Unleashed will be the
title sponsor for Pet Fest and the Fayetteville Animal Protection Society is the charity of
choice this year. The special event fee is $300.
Motion made by Commissioner Legge and carried unanimously, to approve waiving the
$300 special event fee for Cumulus Media Marketing for Pet Fest on June 1, 2019.
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March 4, 2019
b. Rachel Cotter with McAdams will present information related to a 2019 PARTF
Grant request.
Mayor Warner commented the Board would skip over this item as it was discussed at the
5:30 p.m. special meeting prior to the current meeting.
c. Proclamation of Town Charter Day.
Mayor Warner read the proclamation for Town Charter Day.
Town of Hope Mills, North Carolina
Proclamation
TOWN CHARTER DAY
March 9, 2019
WHEREAS, our Town’s founding fathers, in order to secure the blessings of liberty for
themselves and their posterity, established an act to incorporate the Town of Hope Mills;
and
WHEREAS, it was ratified March 9, 1891 and signed into law by the Secretary of State
W.L. Saunders in Raleigh March 31, 1891; and
WHEREAS, 2019 marks the 128th year anniversary since the Town’s incorporation and
the Board of Commissioners wishes to observe this anniversary.
NOW, THEREFORE, I, Jackie Warner, Mayor, of the Town of Hope Mills, NC, do
hereby proclaim March 9, 2019 to be “TOWN CHARTER DAY”.
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the Great Seal of
____________________________________
4. PUBLIC COMMENTS.
Ms. Julia Gilmore, 5531 Heather Street, Hope Mills, NC. Ms. Gilmore commented the
Boards intent remains unclear. Ms. Gilmore requested the Board work harmoniously to
promote the Town and use their time to investigate grant opportunities.
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March 4, 2019
5. CONSENT AGENDA:
a. Consideration of Approval of the Minutes from the February 7, 2019 special
meeting.
b. Consideration of Approval of the Minutes from the February 11, 2019 special
meeting.
c. Consideration of Approval of the Minutes from the February 18, 2019 regular
meeting.
d. Consideration of Approval of the Minutes from the February 19, 2019 special
meeting.
e. Consideration of Approval of the Renewal of Mutual/Automatic Aid Agreement
in Fire Protection between Fort Bragg’s Fire and Emergency Services and Hope
Mills Fire Department.
f. Consideration of Approval of Budget Amendment #9. Insurance proceeds of
$167,175.04 have been received for damage to the Recreation Center from
Hurricane Florence.
Budget Ordinance Amendment
Fiscal Year 2018-2019
Amendment #9
BE IT ORDAINED by the Board of Commissioners of the Town of Hope Mills, North
Carolina, that the following amendment be made to the annual budget ordinance for the
fiscal year ending in June 30, 2019:
Section 1. To amend the General Fund, the appropriations are to be changed as follows:
Account Decrease Increase
$ - $ 167,175.00
This will result in a net increase of 14,425 in the appropriations of the General Fund.
To provide the additional revenue for the above, the following revenues will be
increased.
4
$ - $ 167,175.00
Section 2. Copies of this budget amendment shall be furnished to the Clerk to the Board
of Commissioners, and to the Budget Officer and the Finance Officer for their direction.
Adopted this 4th day of March 2019.
__________________________________
“END OF CONSENT AGENDA”
Motion made by Commissioner Legge and carried unanimously, to approve the consent
agenda as read.
6. OLD BUSINESS:
a. Consideration of changes to Boards, Committees, and Commissions appointment
process rules.
Attorney Hartzog commented the Board requested a change to the appointment process
rules for Boards, Committees and Commissions to reflect Trey Allen’s Suggested Rules
of Procedure. Attorney Hartzog commented the options he drafted could be incorporated
into Rule 39 or adopted in a separate policy. Rule 38, subsection c.; Mayor, was also
addressed in the drafted changes.
Mayor Warner commented as she requested, and has done so for many years, she wishes
to continue appointing committees.
Commissioner Edwards remarked the appointment process by the Mayor should remain
the same.
Motion made by Commissioner Larson to approve the Rules of Procedure with Rule 38,
subsection c. changed to read “The Mayor may not make nominations and vote on
appointments under this rule” and to eliminate section d. Temporary and Ad Hoc
Committees from the proposed rules for Boards and Committees and the motion carried
4 to 1, with Commissioner Edwards voting against.
5
Ordinance.
Attorney Hartzog commented very minor revisions were required with the exception of
the addition of subsection 12 which states “to hear and decide applications for certificates
of appropriateness consistent with North Carolina General Statute 160A, Article 19, Part
3C.”
Mayor Warner inquired if the Town has guidelines for those eligible to serve on the
commission and if they are being met. Attorney Hartzog responded he has not looked
into the current members but the requirements are laid out in the first section of the
ordinance.
Motion made by Mayor Pro Tem Mitchell and carried unanimously, to approve the
amendment to the Historic Preservation Commission Ordinance.
c. Consideration of proposed amendment to Appearance Commission Ordinance.
Attorney Hartzog commented the revision features statutory language that would
authorize the Town to establish the Appearance Committee as a commission. The
amendment would essentially grant them the power a commission typically has as they
were not operating at that capacity.
Mayor Pro Tem Mitchell commented Town staff will need to review these changes with
the Appearance Commission as the newly granted powers could cause some overlaps.
Commissioner Bellflowers inquired if the proposed amendments, items 6-13, were
optional as historically, they had never been in the Town’s ordinance. Attorney Hartzog
responded it is at the Board’s discretion.
Motion made by Commissioner Bellflowers and carried unanimously, to not include
proposed items 6-13 and leave the Appearance Commission Ordinance as is.
7. NEW BUSINESS:
a. Consideration and Discussion of Rockfish Road Sidewalk; as requested by Mayor
Warner.
Mayor Warner commented she requested this item as there has been some concern in
reference to the Rockfish Road Sidewalk project the Town received a grant for. Mayor
Warner remarked the North Carolina Department of Transportation suggested the Town
move forward and use the grant monies as we have three years to use the funds and are
still unsure of the official start date for improvements to Rockfish Road. In turn,
NCDOT has indicated once they begin widening the road, they will replace any sidewalk
they damage at no cost to the Town.
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March 4, 2019
b. Discussion and consideration regarding setting a date to request a "Presentation -
Status Report - NC DOT Road Construction Projects in the Hope Mills Area."; as
requested by Commissioner Bellflowers.
Commissioner Bellflowers commented he requested this item as he wished for the public
to be present to hear a presentation from the North Carolina Department of
Transportation to have a better understanding of the roadway construction projects in our
area.
The consensus of the Board was to hold a Special Meeting to cover all Hope Mills area
NCDOT projects and Town staff to contact the Department of Transportation to
determine a meeting date.
c. Discussion and consideration regarding "Donut Hole" Annexations and review of
the proposed focus areas; as requested by Commissioner Bellflowers.
Commissioner Bellflowers commented he wished for the Board to determine some true
“donut hole” areas they wished to focus on.
Mayor Pro Tem Mitchell commented after discussions with Town staff, he recommends
the Board discontinue any discussions pertaining to “Donut Hole” Annexations as the
Town has several projects in need of funding that take precedence.
Commissioner Bellflowers was in agreement with Mayor Pro Tem Mitchell.
Motion made by Mayor Pro Tem Mitchell and carried unanimously, to approve ending
any further discussion pertaining to “Donut Hole” Annexations.
8. REPORTS AND INFORMATION ITEMS:
a. Manager’s report.
1. Lake Bulkhead project: Notice to proceed was issued February 25th. The
contractor is in the process of ordering the materials.
2. Johnson Street Sidewalk: McGill is working on the environmental assessment for
Department of Transportation review.
3. Trade Street Museum location: Staff continues to work on the building as time
allows. Design to Build Architecture drawings have been reviewed by the
Historic Preservation Commission. The Historic Preservation Commission
requested minor changes to work out with architect and gutting of kitchen for
display. Public Works to review changes with architect, and issue RFQ’s to
follow.
4. Former golf course property: We have asked that the Department of
Transportation give a cursory look at the proposed temporary driveway location.
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March 4, 2019
DOT has requested a simple sketch and identification of proposed location for
review. We will proceed with the formal request with their concurrence.
5. The Annual Medicine Drop-Off event sponsored by the Cumberland County
Sheriff’s Department is scheduled for Saturday, March 23rd from 9:00 a.m. until
2:00 p.m. at the Hope Mills Fire Department.
6. Spring Sports Opening Day and the unveiling of the Gary Dove Memorial
Building at Brower Park has been rescheduled for Saturday, April 6th beginning at
9:00 a.m. In addition, this day is being proclaimed as “Gary Dove Day”.
7. The spring session of the Citizens Academy begins on Tuesday, April 2nd and
runs for eight weeks from 6:00 p.m. to 8:00 p.m.
8. Our first Food Truck Rodeo of the year is scheduled for Thursday, April 4th
beginning at 5:00 p.m.
9. A follow-up meeting regarding the flooding in front of C. Wayne Collier
Elementary School and Deaver Circle with representatives of Cumberland County
Schools, NCDOT, and Cumberland County, along with Staff is scheduled for
Tuesday, March 12th.
Town Manager Adams commented we will be recognizing the Small Business of the
Month at the next meeting, followed by the Volunteer of the Month at the first April 1,
2019 meeting as the nominees were unable to attend the meeting this evening.
b. Reminders.
• March 9, 2019 from 8:00 a.m. until 3:00 p.m. Board of Commissioners Budget
Retreat at Rockfish Camp & Retreat Center, 226 Camp Rockfish Road.
• March 10, 2019 DAYLIGHT SAVINGS TIME BEGINS.
• March 11, 2019 @ 12:30 p.m. Chamber of Commerce Luncheon, Hope Mills
Parks and Recreation Center, 5766 Rockfish Road.
• March 14, 2019 at 2:30 p.m. City of Fayetteville Future Land Use Plan/Map -
Stakeholder Meetings, in City Hall, 433 Hay St.
• March 14, 2019 at 5:30 p.m. Fayetteville Cumberland Human Relations
Commission meeting at Hope Mills Town Hall in the Luther Board Room.
• March 15, 2019 Municipal Advisory Committee meeting in the FCEDC offices,
201 Hay Street, Suite 401A.
• March 18, 2019 at 6:00 p.m. Mayors Youth Leadership Committee meeting at
Hope Mills Town Hall in the front conference room.
c. Committee Liaisons update on Committee Activities.
• Mayor Pro Tem Mitchell - Historic Preservation Commission
Mayor Pro Tem Mitchell commented the next Historic Preservation Commission meeting
will be held on at 5:00 p.m. on March 13, 2019 at Town Hall.
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• Commissioner Edwards – Lake Advisory Committee
Commissioner Edwards commented the Lake Advisory Committee did not meet last
month.
Commissioner Legge commented the Appearance Committee discussed flags to display
in downtown. The Festival Committee discussed whether the construction of the
bulkhead will interfere with any events.
• Commissioner Larson – Parks & Recreation Committee
Commissioner Larson commented the Parks & Recreation Committee discussed the
YMCA presentation, an indoor aquatics facility versus an outdoor pool with splashpads,
and the pricing comparisons.
Commissioner Bellflowers commented the Veterans Affairs Committee requested
certificates be presented to Donna Maury and Venture crew members who participated in
the Veterans Day ceremony during a regular Board meeting. The Veterans Affairs
Committee discussed Veterans Outreach Day scheduled for May 3, 2019 from 9:00 a.m.
to 2:00 p.m. and changing their meeting time from 7:00 p.m. to 6:00 p.m.
Commissioner Bellflowers commented RLUAC had a presentation from secretary Larry
Hall of the NC Department of Military and Veterans Affairs, a presentation on roadway
projects, and a presentation on RLUAC case reviews.
Mayor Warner commented she attended the Cumberland County Schools Strategic Plan
Meeting which discussed ways to improve Cumberland County Schools and to receive
input from those affected by it. Mayor Warner also attended the Tier 1 Committee
meeting in which it was suggested the Town develop a strategic plan for economic
development. Lastly, Mayor Warner attending the FAMPO Special Meeting in regard to
the STIP Plan which projects the roadway plans through the year 2045.
9. STAFF COMMENTS.
10. OFFICIAL COMMENTS.
Commissioner Legge thanked Town Attorney Hartzog for his hard work as well as the
McAdams Group. Commissioner Legge invited the public to attend Spring Sports
Opening Day/Gary Dove Day on April 6, 2019 at Brower Park.
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March 4, 2019
Mayor Pro Tem Mitchell encouraged the public to attend the Budget Retreat scheduled
for Saturday, March 9, 2019 at Rockfish Camp.
11. ADJOURNMENT.
Motion made by Commissioner Edwards and carried unanimously, to adjourn the
meeting.
___________________________
This agenda form has been reviewed by:
Initial & Date
Town Manager MA 03/14/19 Finance Director Town Attorney Department Head (s) Town Clerk JGS 3/12/19
AGENDA FORM TO: Melissa P. Adams, Town Manager FROM: Jane G. Starling, Town Clerk SUBJECT: Resolution 2019-07 the New Local Government Retention
Schedule BACKGROUND INFORMATION: The NC Department of Natural and Cultural Resources has provided a General Local Records Retention Schedule. When adopted, it supersedes the following standards on all local schedules published prior to March 1, 2019: Administration and Management Records, Budget, Fiscal, and Payroll Records, Geographic Information System (GIS) Records, Information Technology Records, Legal Records, Personnel Records, Public Relations Records, Risk Management Records, Workforce Development Records.
To adopt this schedule, the governing board should take action in a regular open meeting– typically as part of the consent agenda or by resolution. In January 2020, the State intends to repeat this process with a 2020 General Schedule for Local Government Records, as well as the Program Schedules for Agricultural Extensions, County Management, Local Education Agencies, Municipalities, Regional Councils of Government, and Tourism Development authorities. Subsequent Program Schedules will continue to update on a 5-year rolling cycle.
STAFF RECOMMENDATION, IF APPLICABLE: Adopt Resolution per NC Department of Natural and Cultural Resources instructions. RECOMMENDED ACTION: Adopt FISCAL IMPACT: ____Currently Budgeted ____Requires Budget Amendment __X_ No fiscal impact e-mail ATTACHMENTS: Resolution R2019-07
TOWN OF HOPE MILLS
RESOLUTION NO. 2019-07
BE IT RESOLVED that the Hope Mills Board of Commissioners adopts the North Carolina Local Government Records Retention and Disposition Schedule, as provided by the North Carolina Department of Cultural Resources in accordance with the provision of Chapters 121 and 132 of the General Statutes of North Carolina, dated March 1, 2019, a copy of which is on file in the office of the Town Clerk. BE IT FURTHER RESOLVED this schedule is to remain in effect from the date of approval until it is reviewed and updated. Approved this 18th day of March, 2019.
___________________________________ Jackie Warner, Mayor
TAB 7
Initial & Date
AGENDA FORM TO: Melissa P. Adams, Town Manager FROM: Jane G. Starling, Town Clerk SUBJECT: Resolution 2019-06 BACKGROUND INFORMATION: The NC League of Municipalities sent out an Action Alert in response to Senate legislation -- SB 179 Parity for First Responders -- urging you to contact your legislators and ask that they oppose this unfunded additional retirement benefit for firefighters. Since then, a companion bill -- HB 278 Parity for First Responders -- has been filed in the state House. These bills would mandate that municipalities provide and pay for a new retirement benefit for firefighters called a “special separation allowance,” and contain no state funding source, meaning municipal taxpayers would be forced to pay the entire cost of this new retirement STAFF RECOMMENDATION, IF APPLICABLE: N/A RECOMMENDED ACTION: FISCAL IMPACT: ____Currently Budgeted ____Requires Budget Amendment __X_ No fiscal impact ATTACHMENTS: Resolution 2019-06
RESOLUTION IN OPPOSITION OF SENATE BILL 179 AND HOUSE BILL 278 PARITY FOR FIRST RESPONDERS
WHEREAS, the Town of Hope Mills is aware that Senate Bill 179 and House Bill 278 would create an unfunded mandate requiring it to provide and pay for a new retirement benefit for firefighters and rescue squad workers called a “special separation allowance;” and,
WHEREAS, municipal taxpayers would bear the entire cost of this new retirement without their local elected municipal officials having a say in this decision; and
WHEREAS, the legislation comes just weeks after the board which governs the Local Government Employees Retirement system, to which firefighters belong, made the difficult decision to require municipalities to increase the amount which they pay into the retirement system by 1.2 percent of payroll in each of the next three years, which is approximately an additional $75 million in annual costs from local government employers in each of those three years; and,
WHEREAS, a “special separation allowance” benefit would be in addition to the firefighter and rescue squad workers' pension benefit with an actuarial analysis by the state showing the present total value of the additional benefit for all eligible local government employees at roughly $300 million; and,
WHEREAS, the cost of this new retirement benefit would be paid solely by the last employer, creating a deterrent to the hiring of late-career firefighters; and,
WHEREAS, cities and towns already have the authority in law to offer this benefit if they choose to do so without any state mandate; and,
WHEREAS, municipalities’ funding of the current retirement system has allowed it to remain one of the best- funded in the country, allowing all classes of employees to be secure in their retirement; and,
NOW, THEREFORE, BE IT RESOLVED that the Town of Hope Mills adopts this resolution in OPPOSITION of Senate Bill 179 and House Bill 278, Parity for First Responders.
FURTHER BE IT RESOLVED that copies of this resolution are transmitted to the members of the General Assembly representing the Town of Hope Mills to let them know of our opposition on this issue. Adopted this the 18th day of March 20, 2019.
_________________________________ JACKIE WARNER, MAYOR ATTEST: ____________________________________ Jane G. Starling, CMC Town Clerk
TAB 8
Initial & Date
AGENDA FORM TO: Melissa P. Adams, Town Manager FROM: Jane G. Starling, Town Clerk SUBJECT: Ordinance No. 2019-04 Declaring a Road Closure for a Fourth
of July Parade BACKGROUND INFORMATION: Consideration of approval of non-statutory Ordinance No. 2019-04 Declaring a Road Closure for a Fourth of July Parade. STAFF RECOMMENDATION, IF APPLICABLE: Approve RECOMMENDED ACTION: FISCAL IMPACT: ____Currently Budgeted ____Requires Budget Amendment __X_ No fiscal impact ATTACHMENTS: Ordinance No. 2019-04
Town of Hope Mills North Carolina
(Non-Statutory) Ordinance No. 2019-04
AN ORDINANCE DECLARING A ROAD CLOSURE FOR A FOURTH OF JULY PARADE
WHEREAS, the Town of Hope Mills acknowledges a long tradition of providing an annual Fourth of July parade for the pleasure of its citizens; and WHEREAS, the Town of Hope Mills acknowledges its citizens realize a financial benefit from holding an annual Christmas parade; and WHEREAS, The Town of Hope Mills acknowledges a parade requires approximately two (2) hours to install signing and traffic control. And also requires approximately two (2) hours for removing signs, traffic control, and litter; NOW THEREFORE BE IT ORDAINED by the Town Board of Commissioners of Hope Mills pursuant to the authority granted by G.S. 20-169 that they do hereby declare a temporary road closure during the day(s) and times set forth on the following described portion of a State Highway System route: Date(s): Thursday July 4, 2019 Times: 8:00 a.m. to 1:00 p.m.
Route Description: Begins at Rockfish Rd. at Rockfish Elementary school and travels east to the intersection of Rockfish Rd. and N. Main St., turns right on N. Main St., continues down N. Main St. to intersection of N. Main St. and Cameron Rd. and turns left on Cameron Rd. and ends at Hope Mills Middle School.
This ordinance to become effective when signs are erected giving notice of the limits and times of the parade, and implementations of adequate traffic control to guide through vehicles around the parade route. Adopted this 18th day of March, 2019.
_______________________________ Jackie Warner, Mayor Attest: ________________________________ Jane G. Starling, Town Clerk
TAB 9
Initial & Date
Town Manager MA 03/14/19 Finance Director DH 3/14/19 Town Attorney Department Head (s) EAB 3/13/19 Town Clerk JGS 3/13/19
AGENDA FORM TO: Melissa P. Adams, Town Manager FROM: Elisabeth Brown, CFM, Stormwater Administrator SUBJECT: 2019 Household Hazardous Waste and Shred Event 5/4/19 BACKGROUND INFORMATION: Each year the Stormwater Department provides a Household Hazardous Waste event for the residents to properly dispose of hazardous waste. These chemicals are very dangerous to our local waterways, if left on the ground or disposed of improperly. In previous years, the Town has contracted with Clean Harbors which is a North Carolina environmental company that has provided excellent service to the Town of Hope Mills and its residents. Service pickup will be from 9am – 1pm. Quote included totals $16,351 based off of last years pickup results. Staff budgets $25,000 per year. Stericycle (formerly Shred-It) is currently providing service to the Town and is a member of the US Communities Program. This event will serve the Town to rid of excess paper, legal documents and goes along with our theme of “Spring Clean”. Shred bins will be placed at Town Hall 5/3/19. We will not be shredding onsite but the bins will be locked and secured for pickup/shred on 5/6/19. Shred event will be from 9am – 1pm and administered by the Town’s Finance Department. Advertising for this year’s events will be on the Town website, Fire & Parks and Recreation billboards, direct mail to all Town addresses provided by CC Tax office and newspaper articles. We would encourage the Board to engage as many residents as possible! STAFF RECOMMENDATION, IF APPLICABLE: Approve Household Hazardous Waste & Shred event for May 4, 2019 and authorize Town Manager to execute contracts. RECOMMENDED ACTION:
Same FISCAL IMPACT: Household Hazardous Waste not to exceed $25,000 currently budgeted FY 18-19 Stericycle not to exceed $500 currently budgeted FY 18-19 Fayetteville Observer Advertising not to exceed $2000 currently budgeted FY 18-19 Direct Mail not to exceed $3500 currently budgeted FY 18-19 ATTACHMENTS: Quote from Clean Harbor Quote from Shred-it
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www.cleanharbors.com
January 30, 2019
Attn: Ms. Beth Brown Hope Mills Town of 5770 Rockfish Road Hope Mills, NC 28348
Quote #3115274
Dear Ms. Brown:
Thank you for considering Clean Harbors Environmental Services, Inc. (Clean Harbors) for your household hazardous waste management needs. We are pleased to provide you with the following pricing. Additionally, Clean Harbors has the appropriate permits and licenses for the acceptance and disposal of the waste streams identified within this quotation.
In addition to providing household hazardous waste management services and disposal to our company owned and operated facilities, Clean Harbors offers a broad range of environmental services including:
• Waste Transportation & Disposal • Laboratory Chemical Packing • Field Services
• 24-Hour Environmental Emergency Response • Industrial Services • InSite Services
I look forward to continuing to service your environmental needs. To place an order, please contact our Customer Service group at 800.444.4244. If you have any questions or need further assistance, you may reach me at the number below.
Sincerely,
“People and Technology Creating a Safer, Cleaner Environment”
QUOTE SUMMARY
Description Amount
Subtotal $14,434.25
Page 2 of 8
TASK 1: LABOR
TASK 1: TOTAL LABOR, EQUIPMENT, AND MATERIAL $7,929.50 Estimated Recovery Fee $991.19
Estimated total, including Fees $8,920.69
TASK 2: DISPOSAL
CFL1 MERCURY BULBS FOR RECLAMATION
1 pounds $1.00 * $81.20
1 pounds $4.35 * $85.00
1 pounds $4.35 * $85.00
FB1 LIQUID FOR FUEL 1 55 gallon drum $93.80 $93.80
LAT LABPACK FOR AQUEOUS TREATMENT
1 55 gallon drum $385.00 $385.00
LAT LABPACK FOR AQUEOUS TREATMENT
1 30 gallon drum $288.75 $288.75
LBD1 ALKALINE DRY CELL BATTERIES FOR RECLAMATION (MERCURY FREE)
1 5 gallon pail $127.00 $127.00
LBD2 NI-CAD BATTERIES WET OR DRY FOR RECLAMATION
1 5 gallon pail $141.00 $141.00
LBLA LEAD ACID BATTERIES FOR RECLAMATION
1 pounds $0.45 * $525.00
LCCR LABPACK FOR INCINERATION 1 55 gallon drum $431.20 $431.20
LCCRQ AEROSOLS FOR INCINERATION 1 55 gallon drum $287.00 $287.00
LCHG1 ELEMENTAL MERCURY FOR TREATMENT/STABILIZATION
1 pounds $35.00 * $695.00
1 5 gallon pail $616.00 $616.00
LCY1 PROPANE CYLINDERS FOR RECYCLING
1 lecture bottle $30.80 $30.80
LCY1 PROPANE CYLINDERS FOR RECYCLING
1 medium cylinder
Page 3 of 8
LPTP PROCESSABLE PAINT & PAINT RELATED MTRL FOR FUEL/ INCINERATION
1 flex bin $627.20 $627.20
LRCT LABPACK REACTIVES FOR INCINERATION
1 5 gallon pail $182.00 $182.00
Total $5,151.75
Transportation price is included in the disposal price.
* The following minimum price(s) will apply: Profile/Waste Code UOM Minimum Price CFL1 pallet $81.20 CFL2 pallet $85.00 CFL4 pallet $85.00 EEE pallet $440.00 LBLA pallet $525.00 LCHG1 5 gallon pail $695.00
LABOR, SUPPLIES, AND EQUIPMENT
1 Forklift, 2,000Lb Capacity 1 day n/a $750.00 $750.00
1 5 Gal / 20 Litre Poly Drum 1H2/Y1.5/60
1 each n/a $22.00 $22.00
1 55 G / 205 L Closed Steel Drum, Recon 1A1/Y1.4/100 (17-E)
1 each n/a $44.00 $44.00
1 55 G / 205 L Steel Drum, Reconditioned 1A2/Y1.2/100 (17-H)
1 each n/a $66.00 $66.00
1 55 Gal / 205 Litre Open Head Poly, Reconditioned Drum 1H2/Y2
1 each n/a $95.00 $95.00
1 DOT Rated Heavy Duty Pallet 1 each n/a $25.00 $25.00
1 Flexbin, 1 Cubic Yard Flexbin 11G/Y/2022/1122
1 each n/a $62.00 $62.00
1 Vermiculite 4 cuft 1 bag n/a $36.00 $36.00
Total $1,100.00
Estimated Waste Fee $8.10
January 30, 2019 Clean Harbors Quote #3115274
Page 4 of 8
WASTE CLASSIFICATIONS SPECIFICATIONS
Waste Code Description
CFL1 Mercury Bulbs For Reclamation
Less than 5 percent broken bulbs Intact 4 foot or 8 foot bulbs Packaged in original bulb boxes or specialty containers Shrink wrapped to pallets No free mercury PRIMARY DISPOSAL METHOD: RECLAMATION
CFL2 Misc. Mercury Bulbs For Reclaim
Misc. shaped bulbs containing mercury for reclaim U tubes, Circular, Incandescent, Quartz, Halogen Packaged in original bulb boxes or specialty containers Shrink wrapped to pallets No free mercury No D003 bulbs PRIMARY DISPOSAL METHOD: RECLAMATION
CFL4 Misc. Mercury Bulbs For Reclaim
Misc. shaped bulbs containing mercury for reclaim Limited to Shattershields, HID, Hg vapor, High pressure Sodium, Metal halides Packaged in original bulb boxes or specialty containers Shrink wrapped to pallets No free mercury PRIMARY DISPOSAL METHOD: RECLAMATION
EEE Equipment for Reclamation
FB1 Liquid For Fuel
Example: paint thinner, solvents Less than 4 inches of dispersible sludge Less than 5 percent halogens/sulfur Source of PCB < 50 ppm Greater than 10,000 BTU's No pesticides No debris Low viscosity (e.g. thinners) Must not set-up with water or with organic solvents PRIMARY DISPOSAL METHOD: FUEL BLENDING/INCINERATION
Page 5 of 8
WASTE CLASSIFICATIONS SPECIFICATIONS
Waste Code Description
Example: Mercury Metallic Beth App must be approved
TASK 3: LITHIUM BATTERY DISPOSAL
DISPOSAL
LBBGB SMALL SEALED CELL BATTERIES AND PORTABLE ELECTRONICS FOR REC
1 5 gallon pail $168.00 $168.00
Total $168.00
Amount Description Qty/UOM Days Price Total
1 Big Green Box - Battery Disposal 1 each n/a $85.00 $85.00
Total $85.00
Estimated Waste Fee $5.04
QUOTE CONDITIONS
Page 6 of 8
GENERAL CONDITIONS
• Except where superseded by an existing services agreement the following terms and conditions apply to this quoted business.
• Prices firm for 30 days. • Terms: Net 30 Days • Interest will be charged at 1.5% per month or the maximum allowed by law for all past due
amounts. • Local, state and federal fees/taxes applying to the generating location/receiving facilities are not
included in disposal pricing and will be added to each invoice as applicable. • Materials subject to additional charges if they do not conform to the listed specifications. • Electronically submitted profiles will be approved at no charge. Paper profiles will be charged at
$75.00 each. • Clean Harbors supports many invoice delivery options (E-mail, Electronic Invoicing, EDI, Etc.).
Pricing is based on Clean Harbors' standard invoice delivery method of E-mail. If another delivery method is required there could be an additional service fee per invoice. Any alternate delivery methods must be reviewed and approved by Clean Harbors prior to acceptance and implementation.
• Compressed gas cylinders requiring special handling due to inoperable valves will be assessed an additional charge of $400.00 per cylinder. Cylinders larger than medium size will be quoted case by case. This charge may be sent as supplemental invoice.
• A variable Recovery Fee (that fluctuates with the DOE national average diesel price), currently at 12.5%, will be applied to the total invoice. For more information regarding our recovery fee calculation please go to: www.cleanharbors.com/recoveryfee.
• Pickups that require same day or next day service may be subject to additional charges. • Pickups cancelled within 72 hours of scheduling will be subject to cancellation charges. • Transportation charges to the final disposal facility will be charged in addition to local
transportation to our truck to truck hub/local facility and will vary with logistics and routing. • Clean Harbors will provide a manifest and necessary labels for transportation with a charge of
$0.95 per label. • Time over eight (8) hours in the normal workday and all day Saturday is considered overtime
and will be billed at 1.5 times the applicable straight time rate for all billable personnel unless otherwise quoted. Sunday and Holidays are considered premium time and will be billed at 2.0 times the applicable straight time rate for all billable personnel unless otherwise quoted.
• Standard disposal conversions (excluding minimums) apply to containers other than 5 gallon drums unless otherwise quoted: 6-20g 60%, 21-30g 75%, 31-55g 100%, 56-85g 145%, FBIN 350%, TOT2(<300gal TOTE) 500%, TOTE 630%.
• In the event that legal or other action is required to collect unpaid invoice balances, Customer agrees to pay all costs of collection, including reasonable attorneys' fees, and agrees to the jurisdiction of the Commonwealth of Massachusetts.
• On June 30, 2018 the EPA activated the E-Manifest system. The EPA will charge the receiving TSDF a fee per manifest. To cover the cost of the E-Manifest, Clean Harbors will charge $10 per manifest on every invoice.
Page 7 of 8
GENERAL CONDITIONS
• Unless specifically noted, these rates are not valid where Prevailing Wages and / or certified payroll apply. Any Prevailing Wage rates will be quoted on a case-by-case basis.
ACKNOWLEDGEMENT
Your signature below indicates your acceptance of the pricing and terms detailed in the quote above.
Thank you for the opportunity to be of service.
Signature PO# Date
Page 8 of 8
TAB 10
Initial & Date
Town Manager MA 03/14/19 Finance Director DH 3/13/19 Town Attorney Department Head (s) Town Clerk JGS 3/13/19
AGENDA FORM
TO: Melissa Adams, Town Manager FROM: Drew Holland, Finance Director SUBJECT: Budget Amendment for Insurance Proceeds BACKGROUND INFORMATION: Insurance claims for the Police Department vehicles for $1,965.83. STAFF RECOMMENDATION, IF APPLICABLE Accept insurance proceeds and approve budget amendment #10 for $1,950 RECOMMENDED ACTION: Same as above FISCAL IMPACT: Addition of $1,950 to the General Fund ATTACHMENTS: BA #10
BE IT ORDAINED by the Board of Commissioners of the Town of Hope Mills, North Carolina, that the following amendment be made to the annual budget ordinance for the fiscal year ending June 30, 2019:
Section 1. To amend the General Fund, the appropriations are to be changed as follows:
-$ 1,950.00$
This will result in a net increase of $1,950 in the appropriations of the General Fund. To provide the additional revenue for the above, the following revenues will be increased.
-$ 1,950.00$
Section 2. Copies of this budget amendment shall be furnished to the Clerk to the Board of Commissioners, and to the Budget Officer and the Finance Officer for their direction.
Adopted this 18th day of March 2019.
Attest:
Fiscal Year 2018-2019 Amendment #10
Jackie Warner, Mayor
TAB 11
Initial & Date
Town Manager MA 03/14/19 Finance Director DH 3/13/19 Town Attorney Department Head (s) Town Clerk JGS 3/14/19
AGENDA FORM
TO: Melissa Adams, Town Manager FROM: Drew Holland, Finance Director SUBJECT: Lease agreement for temporary Police Station BACKGROUND INFORMATION: The Town is proposing to lease the old Ace Hardware building for a temporary police station while the new Public Safety Facility, now named the John W. Hodges Public Safety Center, is being built. Lease is for 3 years beginning May 1, 2019 at $5,000 a month. Information was presented and discussed at the Budget Retreat on March 9th. We looked at several properties throughout the town and this is the best option for what is needed for the temporary Police Station. STAFF RECOMMENDATION, IF APPLICABLE Approve Town Manager to sign lease contract RECOMMENDED ACTION: Same as above FISCAL IMPACT: Add lease amount to Police Department budget ATTACHMENTS: Lease agreement
TAB 12
Initial & Date
AGENDA FORM TO: Melissa P. Adams, Town Manager FROM: Jane G. Starling, Town Clerk SUBJECT: Resolution 2019-08 in Support of allowing a Traffic Light at
the Village Shopping Center. BACKGROUND INFORMATION: Mayor Warner, Mayor Pro Temp Mitchell and Town Manager Adams met with Mr. Robert A. Boyette the chairman of Ashland Construction Company on February 28, 2019. Mr. Boyette requested the Town of Hope Mills Board of Commissioners support of the proposed Traffic Light at the central driveway into Village Shopping Center. If approved the developer will pay for the light, and multiple upgrades to the center including sidewalks, lighting and drainage improvements. STAFF RECOMMENDATION, IF APPLICABLE: Approval RECOMMENDED ACTION: Approve Resolution 2019-08 in support of allowing a traffic light on Main St. at the Village Shopping Center. FISCAL IMPACT: ____Currently Budgeted ____Requires Budget Amendment __X_ No fiscal impact ATTACHMENTS:
TO SUPPORT AN APPLICATION BY THE VILLAGE COMPANY, LLC ON BEHALF OF THE VILLAGE SHOPPING CENTER DEVELOPMENT
TO INSTALL A TRAFFIC LIGHT.
WHEREAS, VILLAGE SHOPPING CENTER has experienced a decline in customer traffic and sales by 10 % since the installation of medians on Main St.; and WHEREAS, the Village Company, LLC is proposing remodeling Village Shopping Center by replacing lights, upgrading drainage, installing pedestrian crossings and sidewalks, and is seeking permission to install a traffic light; and WHEREAS, Village Shopping Center employs 335 and the outparcels employs 350 persons for a total of 685 and together the two areas pay approximately $48,296 in Town Property Tax and collect an estimated $2,061,500 in sales tax; and WHEREAS, there are plans for Camden Road to have medians installed which will further constrict access to the Shopping Center; NOW THEREFORE, be it resolved that the Town of Hope Mills is in support of the application to allow the Village Company, LLC to install a traffic signal light at their central drive on Main Street on this 18th day of March, 2019.
___________________________________ Jackie Warner, Mayor ATTEST: _____________________________ Jane Starling CMC, NCCMC Town Clerk
TAB 13
GENERAL FUND - February 28, 2019 Budget Actual YTD Variance % Encumbered Variance %
Revenues Ad Valorem Taxes 5,931,800 5,557,682 374,118 94% - 374,118 94% Other Taxes & Licenses 55,550 30,788 24,762 55% - 24,762 55% Intergovernmental Revenues 4,438,100 2,043,417 2,394,683 46% - 2,394,683 46% Grants/Reimbursements 47,525 47,536 (11) 0% - (11) 0% Public Safety Revenues 13,000 3,951 9,049 30% - 9,049 30% Permits & Fees 285,250 131,470 153,780 46% - 153,780 46% Environmental Fees & Revenues 1,153,000 1,136,918 16,082 99% - 16,082 99% Parks & Recreation Fees 140,300 75,823 64,477 54% - 64,477 54% Other Revenues 171,975 300,031 (128,056) 174% - (128,056) 174% Approp from Fund Balance 885,400 - 885,400 0% - 885,400 0%
Total Revenues 13,121,900 9,327,616 3,794,284 71% - 3,794,284 71% Expenditures General Government
Governing Body 86,675 60,937 25,738 70% - 25,738 70% Administration 383,500 267,909 115,591 70% - 115,591 70% Human Resources 267,500 169,933 97,567 64% - 97,567 64% Elections - - - 0% - - 0% Finance 460,775 298,374 162,401 65% - 162,401 65% Tax Listings & Collections 115,000 96,455 18,545 84% - 18,545 84% Legal 78,000 39,000 39,000 50% - 39,000 50% Planning & Zoning 164,550 95,869 68,681 58% - 68,681 58% PW Director 245,350 278,082 (32,732) 113% 36,750 (69,482) 128% Bldg Operating & Maint 477,650 244,092 233,558 51% 76,806 156,752 67% Service Garage 139,650 92,372 47,278 66% 200 47,078 66% Total General Government 2,418,650 1,643,022 775,628 68% 113,756 661,871 73%
Public Safety Law Enforcement 3,805,625 2,613,932 1,191,693 69% 15,637 1,176,057 69% Animal Control 63,675 43,177 20,498 68% 116 20,382 68% Fire Deparment 2,672,150 1,757,644 914,506 66% 2,133 912,373 66% Inspections 364,150 223,234 140,916 61% - 140,916 61% Total Public Safety 6,905,600 4,637,987 2,267,613 67% 17,886 2,249,727 67%
Transportation Streets 310,950 197,553 113,397 64% 1,230 112,167 64% Total Transportation 310,950 197,553 113,397 64% 1,230 112,167 64%
Environmental Protection Sanitation 817,700 484,824 332,876 59% 21,046 311,830 62% Total Environmental Protection 817,700 484,824 332,876 59% 21,046 311,830 62%
Cultural & Recreational Parks & Recreation 1,540,350 997,984 542,366 65% 19,334 523,032 66% Senior Center 162,250 91,827 70,423 57% 2,714 67,709 58% Special Appropriations 2,550 - 2,550 0% - 2,550 0% Total Cultural & Recreational 1,705,150 1,089,811 615,339 64% 22,048 593,291 65%
Debt Service 963,850 963,636 214 100% - 214 100% Total Expenditures 13,121,900 9,016,833 4,105,067 69% 175,966 4,281,033 70%
Total Revenues 9,327,616 9,327,616 Total Expenditures 9,016,833 9,192,799 Revenues over/(under) Expenditures 310,783 134,818
CASH ACCOUNTS - February 28, 2019
Checking Account: 706,651$ Cash on Hand: 1,200 Capital Mgmt Trust Accounts: 8,542,391 Capital Reserve Funds 102,193 Escrow Accounts: -
Total Cash: $ 9,352,435
Fund 20 - Powell Bill 2/28/2019
Revenues: Budget Actual Variance % Encumbered Variance % Powell Bill Distribution 426,150.00 425,026.18 1,124 100% - 1,124 100% Interest Income 5,000.00 2,254.04 2,746 45% - 2,746 45% Powell Bill GF Reimb - - - 0% - - 0% Approp from Fund Balance 13,000.00 - 13,000 0% - 13,000 0% Total Revenues: 444,150.00 427,280.22 16,870 96% - 16,870 96%
Expenditures: Salaries & Benefits 288,250.00 193,488.91 94,761 67% - 94,761 67% Operating Expenses 47,300.00 21,985.77 25,314 46% - 25,314 46% Debt Service 28,800.00 28,772.02 28 100% - 28 100% Operating Transfer - Out - - - 0% - - 0% Capital Outlay 79,800.00 17,569.07 62,231 22% - 62,231 22% Total Expenditures: 444,150.00 261,815.77 182,334 59% - 182,334 59%
Total Rev Over/(Under) Exp 165,464.45
Fund Balance as of June 30, 2018 29,181.32 Revenues over/(under) Expenditures as of 2/28/19 165,464.45
Total amount in Powell Bill Reserves 194,645.77
Fund 91 - Stormwater Fund 2/28/2019
Revenues: Budget Actual Variance % Encumbered Variance % Stormwater Fees 627,025.00 709,537.80 (82,513) 0% - (82,513) 0% Tax Penalties & Interest 900.00 1,048.85 (149) 117% - (149) 117% Interest Income 5,000.00 9,944.87 (4,945) 199% - (4,945) 199% Transfer from General Fund - - - 0% - - 0% Approp from Fund Balance - - - - - - - Total Revenues: 632,925.00 720,531.52 (87,607) 114% - (87,607) 114%
Expenditures: Salaries & Benefits 160,950.00 105,288.23 55,662 65% - 55,662 65% Operating Expenses 135,200.00 46,154.58 89,045 34% 568,126 (479,081) 454% Debt Service 147,775.00 103,808.71 43,966 70% - 43,966 70% Operating Transfer - Out - - - 0% - - 0% Capital Outlay 189,000.00 40,726.01 148,274 0% - 148,274 0% Total Expenditures: 632,925.00 295,977.53 336,947 47% 568,126 (231,179) 137%
Total Rev Over/(Under) Exp 424,553.99
Fund Balance as of June 30, 2018 195,319.54 Revenues over/(under) Expenditures as of 2/28/19 424,553.99
Total amount in Stormwater Reserves 619,873.53
TAB 14
Initial & Date
AGENDA FORM TO: Melissa P. Adams, Town Manager FROM: Jane G. Starling, Town Clerk SUBJECT: Discussion of Lake Advisory Committee BACKGROUND INFORMATION: Discussion of Lake Advisory Commission as requested by Commissioner Edwards. STAFF RECOMMENDATION, IF APPLICABLE : N/A RECOMMENDED ACTION: N/A FISCAL IMPACT: ____Currently Budgeted ____Requires Budget Amendment __X_ No fiscal impact ATTACHMENTS: Lake Advisory Committee Guidelines
To: Mayor Pro Tern and Commissioners
Town Manager John Ellis
Town Clerk Melissa Adams
Re: Lake Restoration Committee to Become Lake Advisory Committee
Hope Mills lake holds special meaning and countless memories- whether you fish, bird watch, boat,
swim or simply enjoy the peaceful serenity the water provides. The Hope Mills Lake Restoration
Committee did not get off to a good start to be involved in the phases of selection and contract
formation therefore I would like to recommend a new name so that the committee can move forward to
preserving our valuable resource by stimulating interest from a variety of groups with a shared vision for
a restored and improved lake. This new Lake Advisory Committee would consist of the current
members of the LRC if they choose to remain. The committee would "advise and make
recommendations" regarding the issues:
(1) Revision or recommending policy regulating the construction and use of structures on Hope Mills
Lake
(2Recommendations for enforcement of regulations to create a safer environment for all who use the
lake
(3) A community network that could handle warning and dean-up operations before and after major
storms
(4)Recommend various ways of improving fishing in Hope Mills lake and review current boat regulations
(S)Recommend uses of swimming area to include other recreational uses
(6) Long range-recommendations if needed for silt removal, dredging and other methods that could
improve eco-system of lake
(7) Consider the potential liability of the town for injuries occurring on the lake
(8) Receive a monthly update from Mr. Kevin Lugo about the progress of the dam to include time-line
for construction ---Mr. Lugo would be a non-voting member of the committee along with the
commissioner that is the liaison
The committee would make recommendations to the board through the commissioner liaison and
would meet by notice to the public.
TAB 15
Initial & Date
AGENDA FORM TO: Melissa P. Adams, Town Manager FROM: Jane G. Starling, Town Clerk SUBJECT: Grant Writing opportunities. BACKGROUND INFORMATION: Discussion and consideration regarding grant writing opportunities; As requested by Commissioner Bellflowers. STAFF RECOMMENDATION, IF APPLICABLE : N/A RECOMMENDED ACTION: N/A FISCAL IMPACT: ____Currently Budgeted ____Requires Budget Amendment __X_ No fiscal impact ATTACHMENTS: E- mail
From: Bellflowers, Jessie To: Adams, Melissa P; Starling, Jane Cc: Bellflowers, Jessie; [email protected] Subject: Request to Add Agenda Item to the Next Town Board Regular Meeting on March 18, 2019 Date: Wednesday, March 13, 2019 12:20:35 PM
Hi Melissa and Jane,
I would like to add the following agenda item to the next town board regular meeting on March 18, 2019:
Discussion and consideration regarding grant writing opportunities.
Note: Without question, it is harder and harder each year to fund higher operating costs with stagnant, or low growth tax revenues. Many times local governments turn to grant writing opportunities and/or outsource to professional grant writers to find various grants offered by federal and state agencies, and private foundations. Grant writers research grant opportunities that assist local governments, for example, the Town of Hope Mills, apply for funding on various projects. Also, grant writers research grant-funded solutions based on collaboration to target needs as most, if not all grant opportunities have specific requirements and eligibility criteria. And most importantly, grant writers research and use "best practices" regarding past proposals that were successful and learn from those not successful.
Question: How do we go forward with seeking grant writing opportunities? Let's discuss our options and decide on a pathway forward.
Respectfully, Jessie Bellflowers
Initial & Date
AGENDA FORM TO: Melissa P. Adams, Town Manager FROM: Jane G. Starling, Town Clerk SUBJECT: Town Hall Meeting. BACKGROUND INFORMATION: Discussion and consideration regarding scheduling a date in April 2019 for a Town Hall Meeting at the Hope Mills Parks and Recreation Center; as requested by Commissioner Bellflowers. STAFF RECOMMENDATION, IF APPLICABLE: N/A RECOMMENDED ACTION: N/A FISCAL IMPACT: ____Currently Budgeted ____Requires Budget Amendment __X_ No fiscal impact ATTACHMENTS: E- mail
From: Bellflowers, Jessie To: Adams, Melissa P; Starling, Jane Cc: Bellflowers, Jessie; [email protected] Subject: Request to Add Agenda Item - Town Board Regular Meeting on March 18, 2019 Date: Wednesday, March 13, 2019 12:03:56 PM
Hi Melissa and Jane,
I would like to add the following agenda item to the next town board regular meeting on March 18, 2019:
Discussion and consideration regarding scheduling a date in April 2019 for a Town Hall Meeting at the Hope Mills Parks and Recreation Center.
Note: As our town staff and the town board continue to address various priorities regarding next year’s 2019-2020 town operating budget, I would like to recommend a town hall meeting to facilitate and enable conversations between our community citizens and town staff/town board members. In other words, it is time to hear the voices of our constitutes in the decision-making process as I strongly believe each town staff and board member would learn a great deal of information through citizen engagement.
Respectfully, Jessie Bellflowers
From: C. L. Hodges, Fire Chief CLH
Date: 03/07/19
Incidents:
Feb. 2016 Feb. 2017 Feb. 2018 Feb. 2019 Fire 49 Fire 50 Fire 63 Fire 66 EMS 65 EMS 91 EMS 96 EMS 84 MVC 6 MVC 18 MVC 13 MVC 10
Haz/Mat 0 Haz/Mat 1 Haz/Mat 2 Haz/Mat 6 Service 15 Service 10 Service 12 Service 11 Total 135 Total 170 Total 186 Total 177 Y-T-D 290 Y-T-D 331 Y-T-D 389 Y-T-D 336
Hydrants & Inspections:
Plan Reviews / Site Surveys 3 Complaints / Investigations / Citations 2
Training:
Personnel participated in 765 hours of training for the month.
Miscellaneous Information
02/01 – 8 Children from John Griffin Middle School took tour of station & Equipment
02/18 – Hosted Hope Mills CERT Meeting
02/25 – 6 Girl Scouts took tour of station & Equipment
02/27 – 20 Children from Cumberland County Head Start Program took tour of station & Equipment
Surveys / Letters:
2-emails attached
From: Hodges, Charles L. To: Starling, Jane Subject: FW: Thank you.... Date: Friday, March 08, 2019 8:21:46 AM Attachments: image004.png
image006.png image008.png
Jane, This is an email to include with our monthly report. Chuck
From: Carol M. Parsons <[email protected]> Sent: Wednesday, March 6, 2019 11:31 AM To: Hodges, Charles L. <[email protected]> Subject: Thank you.... Good Afternoon, Sir: My name is Carol Parsons and I am a resident at 6425 Bretton Woods Drive, Hope Mills, NC. I experienced an unusual situation this morning. Being a single person who lives alone with her furry crew of family members, I was a bit on edge. My smoke detector was acting weird, and for some odd reason, my hall light, and office, spare bedroom provided no electricity. There were no alarming signs of smoke or smells of fire, yet, I had an uneasy feeling. At 5:40 am If not earlier, I called the Fire Department and expressed my concerns. Within 10 minutes, a crew arrived, as pleasant as they could be at that ungodly time in the morning and most helpful and thorough. My home and its contents are replaceable. My dogs, however, are not. Their and my safety is the only concern. I could not go to work with a clear conscience until I got the “all clear” from the fire department. Putting my mind at ease is PRICELESS! Not only did they inspect what they possibly could, they replaced my smoke detector with a new one that I had. I was informed to contact an electrician and most likely, I will need to replace my GFIC outlet as I must have blown the amps with the use of my electric oil heaters overnight. I wish to thank these men and your department for coming to my home so promptly and putting me at ease. We always seem to hear negatives of our employees and our community but we never hear the positives and gratefulness from the citizens. I wish to pass mine along to you and your department. THANK YOU SO MUCH!!!!!! Humbly from my heart. Sincerely, Carol Parsons
Jane,
This is another email to include with our monthly report.
Chuck
-----Original Message----- From: Danielle Stein <[email protected]> Sent: Wednesday, March 6, 2019 12:24 PM To: Hodges, Charles L. <[email protected]> Subject: Hope Mills Fire Department Apartment fire info for Chief Hodges
Good Morning Chief Hodges! Hope your week is going well :) my junior librarians and I just wanted to send some positive feedback to you & the HMFD... The kids were working on a fire safety & prevention project, where they put together escape plans, safety tips, and checklists, and then take the whole thing home to show their families!
Anyway, one of the kiddos in my group (June, she's 10!) was doing research and ended up on the fire department page on the Hope Mills town website... and she insisted we needed to let you know we used the page as a resource. June explored it and found lots of info & safety tips to use for the project so thanks :) and we all enjoyed reading about the history of the department!!
June also wanted to put her research skills to the test, so she found another helpful fire safety resource to send along with our note...
"Condos and Apartment Fire Safety" - www.highrises.com/condos-and-apartment-fire-safety.php
She thought it was a helpful resource for families like hers who live in apartments, and she thought you'd want to add it to the quick links on the fire department page... Do you think you'd be able to include it? June would be so proud that her research helped firefighters :)
Thanks again, Chief Hodges and thank you for the hardwork you do to keep your community safe!
Sincerely Ms. Stein (with June, Kailey, Chris, and Chelsea)
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Police Monthly Report FEBRUARY 2019 1
Monthly Report: FEBRUARY - 2019
FEB 2019
MARCH 2019
TOTAL 2019
Homicide * 0 0 0 Non-Negligent Manslaughter * 0 0 0 Rape * 2 0 2 Robbery * 0 4 4 Aggravated Assault * 5 5 10 Breaking & Entering Structure * 8 8 16 Breaking & Entering or Larceny from MV * 2 3 5 Motor Vehicle Theft * 3 1 4 Arson * 0 0 0
Criminal Investigative Reports ~ Group B Crimes JAN 2019
FEB 2019
MARCH 2019
TOTAL 2019
All Larceny/ Stolen Property * 44 38 82 Forgery/Counterfeiting * 1 1 2 DWI – Alcohol and/or Drugs * 11 13 24 All other Simple Assault * 15 15 30 Vandalism * 11 7 18 Fraud/ Embezzlement * 20 13 33 Weapons Violation * 4 2 6 All Other Narcotic / Alcohol Offenses * 9 18 27
Property Stolen/Recovered JAN 2019
Officer Development JAN 2019
Professional Development (Training Hrs.) 52 208 260
Note: The Uniform Crime Reporting Program (National Incident Based Reporting System NIBRS) divides offenses into two major classifications, which are designated Group A and Group B Offenses as shown above. All Group A and Group B offenses are submitted to the FBI on a monthly basis.
Hope Mills Police Department 5776 Rockfish Road Hope Mills, North Carolina, NC 28348 Joel Acciardo (910) 425-4103 office Chief of Police (910) 423-8134 fax
Police Calls for Service Statistical Summary
C A
L L
FEB 2019
MARCH 2019
TOTAL 2019
Business/Residential Check 37 23 60 Speak w/Officer/ Information 118 111 229 Bomb Threat 0 0 0 Burglar Alarm 122 109 231 Careless & Reckless 1 0 1 Accident ~ Includes Hit and Run 81 68 149 Intoxicated Pedestrian/ Driver 0 0 0 Escort-Business, Person, Funeral 1 4 5 Suspicious Activity/Person 88 95 183 Serve Papers Civil, Warrants 68 77 145 Traffic Stop 621 721 1,342 Assist Citizen 61 42 103 Investigate Report of Death 1 3 4 Missing/Runaway Juvenile 2 6 8 Found Property 4 7 11 Noise Complainants, Loud Music 20 14 34 Domestic Calls 35 40 75 Disturbance Calls 33 42 75 Communicating Threats 6 12 18 Disabled Motorist 20 20 40 Trespasser/ Prowler 5 5 10 911 Hang Up/ Abandoned 222 180 402 All other calls for service 593 564 1,157
Grand Total 2,139 2,143 4,282
Note: Police calls for service are entered in the CAD (Computer Aided Dispatch) system by EOC as initially reported by the caller. Accordingly, calls for service data may differ when compared to actual criminal investigative data. Calls for service data is an account of all calls criminal, non- criminal, and other services, which the department responds or provides the public.
Hope Mills Police Department 5776 Rockfish Road Hope Mills, North Carolina, NC 28348 Joel Acciardo (910) 425-4103 office Chief of Police (910) 423-8134 fax
Arrest Statistical Summary
Felony Arrests 12 11 23 Misdemeanor Arrests 46 59 105
Traffic Statistical Summary
FEB 2019
MARCH 2019
TOTAL 2019
Citations (Department Wide) 306 300 606 Warning Tickets (Department Wide) 59 116 175
Note: Data provided by records management system and Traffic Enforcement Unit.
Animal Control Services Statistical Summary
A N
IM A
FEB 2019
MARCH 2019
TOTAL 2019
Calls for Service 45 47 92 Animal Transports 8 10 18 Wildlife Encounters 3 2 5 Animal Bite Incidents 2 2 4 Criminal Investigations / Incident Reports 0 0 0
Note: Data provided by department’s CAD (Computer Aided Dispatch) system and the Animal Control Specialist’s monthly reports.
Prepared by: Karen Page – Support Service Supervisor
Public Works Updated Project Status Tracking 3/4/2019
Project Name Project Type/Scope DEPT Last update Comments
Rockfish Road Sidewalk
Construction of sidewalk on Rockfish Rd between Golfview Dr. and Johnson St. PW 3/4/2019
Waiting on contractor’s weighted schedule.
Johnson St Sidewalk
Construction of sidewalk on Johnson St between Rockfish Rd. and Trade St. PW 3/4/2019
Drawing changes forwarded to McGill to incorporate into 90% drawings. Continuing to work CSX right-of-way and utilities issues. PWC is currently reviewing the drawings and adding comments. McGill working on the environmental assessment.
ADA Transition Program
Survey/Inspect all town facilities and programs for ADA compliance. Develop and budget a future years plan to bring the town to compliance. PW 3/4/2019
Met with Stewart Inc. to develop a town survey scope of work. To be presented at budget workshop
Lake Bulkhead
Install bulkhead with cap. Develop a kayak launch. Build ADA accessible ramp to launch and swimming area. Install steps into swimming area. PW 3/4/2019
Notice to proceed issued 25 February. Lake draw down projected 20 March. Sedimentation and erosion control to follow.
Eel migratory season
Eel migration count and reporting per USACE permit PW 3/4/2019
Migratory season will be interrupted by bulkhead project and lowering the lake level. Developing potential workaround.
HM Museum (Trade Street) Converting structure into a facility for a museum PW 3/4/2019
D2B drawings reviewed by HPC with minor changes. Developing RFQ’s for contracting structural work. Staff to gut kitchen. Metal

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TOWN OF HOPE MILLS