Board of Commissioners

Fuquay-Varina Town Board Meeting Minutes Book - Page Fuquay-Varina Town Board Meeting June 21, 2022 J. Blake Massengill, Mayor Larry Smith, Mayor Pro-Tem William H. Harris, Commissioner The Regular Meeting of the Fuquay-Varina Town Marilyn B. Gardner, Commissioner Tracy Watson, Commissioner Board scheduled for Tuesday, June 21, 2022, at Bryan Haynes, Commissioner Adam G. Mitchell, Town Manager 7:00 p.m. was held at the Fuquay-Varina Town Mark D. Matthews, Assistant Town Manager James (Jim) E. Seymour, Assistant Town Manager Hall, 134 N Main Street, Fuquay-Varina, NC. Rose H. Rich, Town Clerk James S. Adcock, III, Town Attorney In attendance were Mayor Blake Massengill, Mayor Pro-Tem Larry Smith and Commissioners William Harris, Marilyn Gardner, Tracy Watson, and Bryan Haynes. Also in attendance were Town Manager Adam Mitchell, Assistant Town Manager Jim Seymour, Assistant Town Manager Mark Matthews, Town Attorney James Adcock, Town Clerk Rose Rich, and IT Director Scott Clark. CALL TO ORDER Mayor Massengill called the meeting to order at 7:00 pm. INVOCATION AND PLEDGE Commissioner Bryan Haynes provided the invocation and Commissioner Tracy Watson led the Pledge of Allegiance. VIRTUAL MEETING PROTOCOL Town Manager Adam Mitchell reviewed the meeting protocol noting that the meeting was both in- person, via Zoom, and live streamed. APPROVAL OF MINUTES 3A The June 6, 2022, minutes of the Town Board of Commissioners regularly scheduled meeting. MOTION: Mayor Pro-Tem Smith SECOND: Commissioner Gardner MOTION RESULTS: Passed Unanimously (5-0) PRESENTATIONS 4A There were no presentations for the June 21, 2022 Town Board meeting. PUBLIC COMMENTS 5A No one chose to speak in person or virtually during public comments. ITEMS PREVIOUSLY TABLED 6A There were no items previously tabled for the June 21, 2022 Town Board meeting. PUBLIC HEARINGS 7A There were no public hearings for the June 21, 2022 Town Board meeting. CONSENT AGENDA 8A. FY 2022 Year End Budget Amendment, Project Ordinance, and Project Ordinance Amendment Purpose – To consider a budget amendment, project ordinance, and project ordinance amendment to reflect received revenues and establish multi-year projects for projects not completed in FY 2022.  Recommendation – Approve the Budget Amendment BA-22-36, Project Ordinance, and Project Ordinance Amendment POA-22-14 as presented and recommended. Ordinance No. N-22-17 Ordinance No. N-22-18 8B. Resolution - Application to Local Government Commission - Fire Station #4 Purpose – To prepare for the financing of Fire Station # 4 and authorize Management and the Finance Director to proceed with all steps for financing the project including Local Government Commission approval. Recommendation – Approve the attached Resolution to authorize Management and the Finance Director to take all appropriate steps for the completion of financing and schedule a public hearing for July 11, 2022. Resolution No. 22-1766 8C Utility Allocation Request - FV Family Entertainment Center Purpose – To consider a Utility Agreement Allocation Request for the FV Family Entertainment Center. Recommendation – Approve the recommended utility allocation request for the FV Family Entertainment Center, for 10,250 gpd water and 12,000 gpd sewer as presented and recommended. 8D FY 23 Pay Grade and Position Classification Schedule Purpose – To consider adoption of a revised pay grade and position classification schedule for FY 2023. Recommendation – Adopt the FY 2023 pay grade and position classification schedule as presented and recommended. A motion was made to approve all Consent Agenda items 8A-8D. MOTION Mayor Pro-Tem Smith SECOND: Commissioner Watson MOTION RESULTS: Passed Unanimously (5-0) ITEMS REMOVED FROM CONSENT 9A There were no items removed from the Consent Agenda for separate consideration. ADMINISTRATIVE REPORTS 10A Municipal Fire Protection Agreement - Town of Fuquay-Varina and Wake County - 3 Year Agreement Purpose – To consider approval of a 3 Year Municipal Fire Protection Agreement between the Town of Fuquay-Varina and Wake County. Staff Comments – Town Manager Adam Mitchell entered the agenda abstract and supporting documents for this agenda item into the official record of the Town. He then provided information about the agenda item by making the following remarks. The current Municipal Fire Protection Agreement between the Town of Fuquay-Varina and Wake County is due for renewal on July 1, 2022. Municipal departments in Wake County each have similar agreements with Wake County, which are also in need of renewal. Municipal Managers, Fire Chiefs, and Wake County Fire Services have been working on a multiple year Agreement over the last 2 years. The proposed 3-year Municipal Fire Protection Agreement builds on the framework of previous Municipal Fire Protection Agreements, while improving on the language in previous agreements by defining the following: 1) Criteria and methodology for cost sharing in equipment, operations, and personnel 2) The basis for considering new budget and/or personnel expansions 3) Performance standards 4) Operational responsibilities 5) Legal and financial responsibilities of the Town and County. Accompanying and cross-referenced by the Fire Projection Agreement are an automatic aid agreements, mutual aid agreement, FEMA disaster and debris removal agreement, and a business associate agreement. Each of these documents facilitate the efficient and effective delivery of fire protection and medical first responder services in the Fuquay-Varina Fire Department's service area including in the unincorporated Fire Tax District. Town of Fuquay-Varina and Wake County Management along with the respective Fire Chiefs are recommending a 3 Year Municipal Fire Protection Agreement. Town Management and Fire Department Staff have worked with Wake County Fire Services to update this Fire Protection Agreement and recommend the approval of the new 3 year Agreement and companion agreements incorporated within this agenda item. The 3-year Municipal Fire Protection Agreement is consistent with the cost share methodology used to identify the Town and County's respective financial responsibilities in the FY 2023 Operating Budget and Five Year Plan.  Discussion – Mayor Massengill stated that the Town has worked with Wake County to get money for Fuquay-Varina regarding the cost share and that the two departments work well together. Town Manager Mitchell stated that the Town will see amendments to the finance piece of the agreement on an annual basis and will likely see amendment to the fire service district once Fire Station #4 comes online. Commissioner Harris asked how this agreement relates to the natural disaster protocol. Town Manager Mitchell stated that in the event of a natural disaster or chemical disaster the Town has Automatic Aid and Mutual Aid Agreements with Wake County and with other fire departments. Assistant Town Manager Matthews stated that there is a hazmat agreement with Wake County that is funded and contracted with Wake County Fire Department. Recommendation – Approve the 3 Year Municipal Fire Protection Agreement, Automatic Aid Agreement, Mutual Aid Agreement, FEMA Disaster Services Agreement, and Business Associate Agreement between the Town of Fuquay-Varina and Wake County as recommended and presented subject to Town Attorney review as to form. MOTION: Commissioner Gardner SECOND: Commissioner Watson MOTION RESULTS: Passed Unanimously (5-0) OTHER BUSINESS 11A Manager’s Report Town Manager Mitchell stated that the Town of Fuquay-Varina and Town of Wake Forest have been notified that they will receive $500,000 combined in a Brownfields Program administered by the Triangle J Council of Government that will be used to help the Town potentially remediate Brownfield property for redevelopment. Town Manager Mitchell gave an updated on the following: Arts Center – The Arts Center received a $5,000 grant from United Arts Council. The funds will go specially towards bringing two performers to Fuquay-Varina. One of the performers will be Mike Wiley who is an actor and playwriter and is best known for a one man play titled the Lynching of Emmett Till. The other performer is Joshua Lozoff a magician and illusionist. They were also able to receive two scholarships from the Raleigh Arts and United Arts Council for Jennifer Rankin and Tammy Davis to attend the Leadership Exchange in Arts Disabilities Conference that will be held in August. Finance Department – The Finance Department is preparing for the Audit review and assisting with the financing process for Fire Station #4. Public Works Department – The Public Works Department has recently hired Holly Adams as the new Senior Program Support Specialist at the Public Service Center. Parks & Recreation – The Parks & Recreation Department is making final plans for the July 1st Independence Day Celebration as well as the annual Ice Cream Social. Commissioner Watson asked why the date had been changed on the Independence Day Celebration. Town Manager Mitchell stated that the vendor that the Town hires was having staffing issues for July 3rd, but they were able to accommodate the Town on July 1st. He stated that they checked with other vendors, but it would cost the Town tens of thousands of dollars more to hire another vendor. Town Manager Mitchell also stated the Parks and Recreation Department is now accepting fall athletic registration. Public Utilities – The Public Utilities Department employees: Troy King passed his Grade 4 Biological Operator Certification, Zack Hall and Kyle Price passed their C-Water Distribution Certification and Patrick Walsh passed his B-Water Distribution Certification. 11B Independence Day Celebration - South Park - Friday July 1, 2022 - Gates Open at 6 pm 11C July Town Board Meeting - Monday July 11, 2022 - 7:00 pm - No meeting on July 4, 2022 or July 19, 2022 11D Coffee with a Cop Starbucks – 1389 N. Main Street - Tuesday, July 7, 2022 - 9:00 - 10:30 am 11E Ice Cream Social - Sunday July 17, 2022 - 4:00 - 6:00 pm - Fuquay Mineral Spring Park 11F Zoning Map Amendment - The Curry Engineering Group, PLLC - 400 SW Judd Parkway - PIN 0656555207 - REZ-2022-04 - (Davison/Mitchell/Seymour) - (FIRST READING) BOARD MEMBER COMMENTS Commissioner Gardner congratulated all the graduates in the area. She reported that she attended Coffee with a Cop and it was a great event with a great turn out. She stated that she looks forward to one of her favorite events each year which is the Ice Cream social. She also stated that Dinner on Depot was the best one yet and thanked the Town for accommodating the venue change at the last minute due to weather. Commissioner Harris stated that he enjoyed the Dinner on Depot event. He also thanked the Town Board for their tribute and expressions of appreciation that they gave him during the recent Juneteenth event. He stated that he was appointed to the Town Board in 1987 and has served for 34 years and 10 months and it has been a pleasure for him to serve since being a native of Fuquay- Varina. Commissioner Haynes stated that he attended the 14th Pastoral Anniversary celebration of the pastor at First Baptist Church of Fuquay-Varina. He also spoke at Piney Grove Baptist Church Vacation Bible School and was amazed that they collected 8,500 nonperishable food items. He reported that he enjoyed Dinner on Depot event. He stated that the Growers Market continues to grow with numerous vendors that want to move their businesses to the area. He also attended Manifest (the Juneteenth Celebration) and it was a great event. He stated that Commissioner Harris deserved all the accolades that he received at the Juneteenth event. Commissioner Watson stated that she enjoys attending the ribbon cutting ceremonies for our small businesses in Town where she has the opportunity to meet the owners and welcome them to Town. She reported that she attended the ribbon cutting for Bolt Drinks and Coffee. She thanked the Morgan and Perry Law Firm for having an extra spot at their table for her to join during Dinner on Depot event. She stated that during the auction she was able to bid and win one of the En Plein Air paintings. She also stated that she looks forward to seeing everyone at the upcoming Coffee with a Cop at Starbucks on July 5th. Commissioner Haynes commended Bolts Drinks & Coffee, who partners with 321 Coffee, for employing people with disabilities at their location. Mayor Pro-Tem Smith stated that he attended the ribbon cutting for Bolt Coffee and it was a great event. He loves going to ribbon cuttings and getting to meet the new business owners. Town Manager Mitchell stated that Economic Development Director Tiffany McNeill is working to plan a Small Business Expo this fall at the Community Center. This will give our small businesses an opportunity to showcase themselves to our community. Mayor Massengill made the following appointments to the Parks and Recreation Advisory Board: ETJ member - Sherrie Ward - Term ending December 31, 2023 ETJ member – Amber Williams – Term ending December 31, 2024 He stated that he attended Fuquay-Varina High School graduation and that in two years Willow Springs High School will have a graduating class. He reported that on Thursday Inserv will be recognized by the Department of Labor and he invited all Board members to attend. He congratulated Arts Director Maureen Daley for graduating from the UNC School of Government’s Municipal Administrative Program, and she was recognized last week at a luncheon. He also reported that he read the Juneteenth Proclamation this past weekend at the Manifest event. The following items are Mayor Massengill’s past and future events: Past Events 6/11 – Dinner on Depot 6/14 – FVDA Meeting 6/14 – Fuquay-Varina High School Graduation 6/15 – Chamber of Commerce Board Meeting 6/15 – CAMPO Executive Meeting 6/19 – Juneteenth Celebration 6/20 – Wake County Mayors Association Meeting Upcoming Events 6/23 – InServ Building Star Award Ceremony 6/26 – FV Baptist Church – Patriot Service 6/29 – Metro Mayors Meeting CLOSED SESSION Pursuant to N.C.G.S. 143-318.11 (a) (3) - Attorney Client Privilege, N.C.G.S. 143-318.11 (a) (5) - Contracts, and N.C.G.S. 143-318.11 (a) (6) - Personnel A motion was made to conduct a closed session meeting at 8:02 p.m. MOTION: Mayor Pro-Tem Smith SECOND: Commissioner Harris MOTION RESULT: Passed Unanimously (5-0) RETURN TO OPEN SESSION____________ The Town Board returned to open session at 8:41 p.m. reporting out of closed session that the Town Manager’s contract was to be extended on terms discussed in closed session. ADJOURNMENT A motion was made to adjourn the meeting at 8:43 p.m. MOTION: Mayor Pro-Tem Smith SECOND: Commissioner Harris MOTION RESULT: Passed Unanimously (5-0) The minutes from the June 21, 2022, Town Board of Commissioners regularly scheduled meeting are adopted this 11th day of July in the year 2022 in Fuquay-Varina, North Carolina. FUQUAY-VARINA, NORTH CAROLINA J. Blake Massengill, Mayor ATTEST (TOWN SEAL) Rose H. Rich, Town Clerk