Board of Commissioners

TOWN OF FUQUAY-VARINA BOARD OF COMMISSIONERS REGULAR MEETING JUNE 19, 2018 CALL TO ORDER Mayor John W. Byrne called the regular meeting of the Fuquay-Varina Board of Commissioners to order on June 19, 2018 at 7:00 p.m. Commissioners Present: Blake Massengill (Mayor Pro-Tem) Bill Harris Marilyn Gardner Commissioners Absent: Charlie Adcock (vacation) Jason Wunsch (vacation) Others Present: Town Manager Adam Mitchell Assistant Town Manager Mark Matthews Town Clerk Rose Rich Town Attorney James Adcock ****************************** INVOCATION AND PLEDGE OF ALLEGIANCE Commissioner Gardner provided the invocation and Police Chief Laura Fahnestock led the Pledge of Allegiance. ****************************** APPROVAL OF THE MINUTES The June 4, 2018, minutes of the regularly scheduled Town Board of Commissioners meeting, were presented for approval. MOTION: Mayor Pro-Tem Massengill SECOND: Commissioner Harris MOTION RESULT: Passed Unanimously (3-0) ****************************** PRESENTATIONS There were no presentations for the June 19, 2018 Town Board meeting. ****************************** PUBLIC COMMENTS: No one from the audience chose to address the Town Board. ****************************** ITEMS TABLED FROM PREVIOUS MEETING: There were no items tabled from the previous Town Board meeting for June 19, 2018. ****************************** PUBLIC HEARINGS: There were no public hearings for the June 19, 2018 Town Board meeting. ****************************** CONSENT AGENDA Town Manager Mitchell entered the agenda abstracts and supporting documents for Consent Agenda Items 8A-8E into the official record of the Town. Agenda Item No. 8.A: Amended Charter Resolution - Triangle J Council of Governments Purpose – To consider adoption of an amended charter resolution for the Triangle J Council of Governments. Recommendation – Approve an amended charter resolution for the Triangle J Council of Governments as presented and recommended.  Resolution No. 18- 1539 Agenda Item No. 8B: Budget Amendment - Recognizing Insurance Proceeds - Fire Department - BA-2018-38 - $60,427.00 Purpose – To consider recognizing funds in the amount of $60,427.00 from insurance proceeds due to vehicle damage to two vehicles in the Fire Department. Recommendation – Approve Budget Amendment BA-2018-38 as presented and recommended. Agenda Item No. 8C: Budget Amendment - Powell Bill - BA-2018-39 - $110,000.00 Purpose – To consider approval of budget amendment (BA-2018-39), which appropriates $110,000 from Powell Bill Reserves to Capital Projects. Recommendation – Approve Budget Amendment BA-2018-39 as presented and recommended. Agenda Item No. 8D: Voluntary Annexation Petition - Bentwinds Golf and Country Club, Inc. - 6536 Dornoch Place - Portion of PIN 0668923562 - ANX-2018-10 Purpose – To consider the adoption of a resolution instructing the Town Clerk to investigate an annexation petition and to adopt a resolution setting a public hearing for July 2, 2018, following the receipt of a petition for voluntary annexation of property owned by Bentwinds Golf and Country Club, Inc. Recommendation – Adopt the resolution instructing the Town Clerk to investigate the voluntary annexation petition, and adopt the resolution setting the public hearing for a voluntary annexation petition on July 2, 2018, for property owned by Bentwinds Golf and Country Club, Inc., located at 6536 Dornoch Place (ANX-2018-10) as presented and recommended. Resolution No. 18-1540 Resolution No. 18-1541 Agenda Item No. 8E: Project Ordinance - Dickens Road Pump Station Abandonment - $300,000 Purpose – To consider approval of establishing a project ordinance for abandoning the Dickens Road Pump Station. Recommendation – Approve the Project Ordinance for the Dickens Road Pump Station Abandonment project as presented and recommended. A motion was made to approve all items (A-E) on the Consent Agenda as recommended. MOTION: Mayor Pro-Tem Massengill SECOND: Commissioner Gardner MOTION RESULT: Passed Unanimously (3-0) Ordinance No. N-18-36 ****************************** ADMINISTRATIVE REPORTS Agenda Item No. 10.A: Wake County CDBG Cooperation Agreement - Federal Fiscal Years 2019-2021 Purpose – To consider entering into an amended Cooperation Agreement with Wake County for the purpose of administering HUD grant funds within Fuquay-Varina. Staff Comments – Town Manager Mitchell entered the agenda abstract and supporting documents for this agenda item into the official record of the Town. He provided details on the amended Cooperation Agreement with Wake County to administer HUD grant funds within Fuquay-Varina. Specifically, he stated that the amended agreement is for the Federal Fiscal Years 2019 through 2021. Board Discussion – Commissioner Harris asked if the Town has to submit an application to receive funding, and if there was a base or minimum amount that will be allocated. Town Manager Mitchell and Assistant Town Manager Matthews explained that a work plan has to be submitted for funding and that there is a finite amount of funds to draw down on, and it is an 80/20 matching grant program. Recommendation – Authorize the Town Manager to execute an Amended Community Development Block Grant Agreement with Wake County, subject to review by the Town Attorney as to the form of the agreement. MOTION: Mayor Pro-Tem Massengill SECOND: Commissioner Gardner MOTION RESULTS: Passed (3-0) Agenda Item No. 10.B: Site Certification Services - Soil & Material Engineers, Inc. (S&ME, Inc.) - Fuquay-Varina Business Park Project Purpose – To consider approval of a contract proposal from Soil and Materials Engineers, Inc. (S&ME, Inc.) to perform site certification services on the Town's new Business Park site. Staff Comments – Town Manager Mitchell entered the agenda abstract and supporting documents for this agenda item into the official record of the Town. He then provided general information regarding the proposed contract from Soil and Materials Engineers, Inc. (S&ME, Inc.) to perform site certification on the Town’s new Business Park site. He described the scope of service to include Wetlands Determination and Waterbodies Mapping, Protected Species Assessment, Topography Analysis, FEMA and Environmental Required Mapping, Geotechnical Engineering Services, Buildable Mapping, Master Plan Development, and Site Development Cost Estimates. He further advised that the services will take approximately 4 to 5 months to complete. Board Discussion – Mayor Byrne inquired if there would be any additional services necessary to achieve site certification. Town Manager Mitchell advised that it is not expected. Recommendation – Approve the site certification services contract for the Town-owned business park site as presented and recommended. MOTION: Commissioner Harris SECOND: Mayor Pro-Tem Massengill MOTION RESULTS: Passed Unanimously (3-0) Agenda Item No. 10.C: Town Property Lease Agreement Purpose – To consider approval of a multiyear lease agreement of excess capacity within Town owned conduit to Ting Internet. Staff Comments – Town Manager Mitchell entered the agenda abstract and supporting documents for this agenda item into the official record of the Town. He then provided further information for consideration of a resolution authorizing an upset bid process for a multiyear lease agreement of excess capacity within Town owned conduit to Ting Internet. He advised that the proposed agreement will allow Ting to run a sub-conduit in a minimum of 20% with an option to lease up to 50% of the Town’s existing conduit ring to facilitate the build-out of their network to the downtown and surrounding areas and that the lease terms will make the Town’s assets available at market competitive rates. Town Manager Mitchell stated that the agreement term is for 20 years with the option to extend an additional 5 years. Board Discussion – There was no discussion from members of the Town Board regarding this matter. Recommendation – Approve the agreement to lease excess capacity within Town of Fuquay-Varina owned conduit to Ting Internet with provisions for mutual fiberoptic leasing and maintenance as presented and recommended, subject to Town Attorney approval as to form, and to adopt the proposed resolution authorizing an upset bid process. MOTION: Commissioner Gardner SECOND: Mayor Pro-Tem Massengill MOTION RESULTS: Passed Unanimously (3-0) Resolution No. 18-1542 ****************************** OTHER BUSINESS A. Manager’s Report B. Interdepartmental Transfers Report A total of $6,500 was transferred from Water Operations and $14,846 was transferred from Sewer Operations to Enterprise Projects and Debt Service. This transfer was necessary to reimburse the General Fund for the vehicle that is being transferred from the Economic Development Department in the General Fund to the Enterprise Fund. Town Manager Mitchell stated that a budget amendment recognizing the revenue and appropriating it to the Economic Development Department is necessary for accounting purposes. He recommended that the Town Board adopt Budget Amendment BA-2018-40 that moves the total ($24,346) from the Enterprise Fund to the General Fund. MOTION: Mayor Pro-Tem Massengill SECOND: Commissioner Harris MOTION RESULTS: Passed Unanimously (3-0) C. Coffee with a Cop – Bagels Plus – Wednesday, June 27, 2018 – 9:00 am – 11:00 am D. Independence Day Fireworks Celebration – July 3, 2018 – South Park – 6:00 pm E. Ice Cream Social – July 15, 2018 – 4:00 – 6:00 pm – Fuquay Mineral Springs Park F. July 17, 2018 Town Board Meeting – Cancelled G. Zoning Map Amendment - Mauldin-Watkins Surveying, PA - 6536 Dornoch Place - Portion of PIN 0668923562 - REZ-2018-06 - (FIRST READING) H. Town Code Amendment - Mauldin-Watkins Surveying, PA - Minor Subdivisions - CTA-2018-04 - (FIRST READING) ****************************** TOWN BOARD MEMBER COMMENTS Mayor Pro-Tem Massengill requested that Brian Hoyle (organizer for the Freedom Balloon Festival) come to a Town Board meeting to give a report on the use of donated funds. Commissioner Adcock was absent. Commissioner Harris had no further comments. Commissioner Wunsch was absent. Commissioner Gardner agreed with Mayor Pro-Tem Massengill’s request for a follow-up report from Brian Hoyle on the Freedom Balloon Festival. She also stated that the decommissioning of the Field of Flags at the Balloon Festival, on Sunday rather than Monday, was a very nice ceremony. Mayor Byrne stated that he enjoyed the Valve Turning Ceremony at the Terrible Creek Wastewater Treatment Plant and reported that the “grand opening” ceremony will be scheduled at the end of the calendar year. He then reported on the following scheduled events: Past Events 6/5 – Terrible Creek Valve Turning Ceremony – 9:00 am 6/7 – Centennial Authority Meeting 6/8 – Lunch with Mayor Sears, Interim Town Manager and Adam 6/13 – Fuquay-Varina High School Graduation Ceremony – 4:00 pm 6/19 – Police Oath of Office Ceremony – Patrick Parker Up Coming Events 6/20 – CAMPO Executive Board Meeting 6/21 – Lions Club Banquet – 6:00 pm 6/25 – Meeting with Adam and Brian Hoyle – 2019 Balloon Festival Planning 6/27 – Coffee with Cop at Bagels Plus 9:00 – 11:00 am 6/30 – Lakestone Village HOA – Grand Re-opening of Pool Facilities ****************************** CLOSED SESSION – The Town Board did not hold a closed session meeting. ****************************** ADJOURN A motion was made to adjourn the meeting at 7:36 p.m. MOTION: Mayor Pro-Tem Massengill SECOND: Commissioner Harris MOTION RESULT: Passed Unanimously (3-0) Adopted this the 2nd day of July 2018 in Fuquay-Varina, North Carolina. FUQUAY-VARINA, NORTH CAROLINA John W. Byrne, Mayor ATTEST: (TOWN SEAL) Rose H. Rich, Town Clerk