Board of Commissioners

Fuquay-Varina Town Board Meeting Minutes Book - Page Fuquay-Varina Town Board Meeting January 16, 2024 J. Blake Massengill, Mayor Marilyn Gardner, Mayor Pro-Tem William H. Harris, Commissioner The Regular Meeting of the Fuquay-Varina Town Bryan Haynes, Commissioner Board scheduled for Tuesday, January 16, 2024, at Charlie Adcock, Commissioner Jason Wunsch - Commissioner 7:00 p.m. was held at the Fuquay-Varina Town Hall, Adam G. Mitchell, Town Manager Mark D. Matthews, Assistant Town Manager 134 N Main Street, Fuquay-Varina, NC. James (Jim) E. Seymour, Assistant Town Manager Rose H. Rich, Town Clerk James S. Adcock, III, Town Attorney In attendance were Mayor Blake Massengill, Mayor Pro-Tem Marilyn Gardner, Commissioners William Harris, Charlie Adcock, Bryan Haynes, and Jason Wunsch. Also in attendance were Town Manager Adam Mitchell, Assistant Town Manager Mark Matthews, Assistant Town Manager Jim Seymour, Town Attorney James Adcock, Deputy Town Clerk Teresa Wilder, IT Director Scott Clark, and various other department directors. CALL TO ORDER Mayor Massengill called the meeting to order at 7:00 pm. INVOCATION AND PLEDGE Dr. Josh Wredberg, Pastor at Redeemer Community Church, provided the invocation and the All- Star Soccer 14U Girls and 10U Boys led the Pledge of Allegiance. VIRTUAL MEETING PROTOCOL Town Manager Mitchell reviewed the meeting protocol noting that the meeting was both in- person and live streamed on the Town’s YouTube Channel and Facebook. APPROVAL OF MINUTES 3A The January 2, 2024, Town Board of Commissioners Regular Scheduled Meeting minutes. MOTION: Mayor Pro-Tem Gardner SECOND: Commissioner Harris MOTION RESULTS: Passed Unanimously (5-0) PRESENTATIONS 4A Statewide Athletics Committee (SWAC) State Champions - All-Star Soccer 14U Girls and 10U Boys Purpose – To recognize the Statewide Athletics Commission (SWAC) State Champions All- Star Soccer 14U Girls and 10U Boys. Staff Comments – Parks and Recreation Director Jonathan Cox entered the agenda abstract and supporting documents for this agenda item into the official record of the Town. Marketing and Special Events Coordinator Trey Baggett then provided general information about the agenda item and introduced team members and coaches for each of the two teams. Mayor Massengill congratulated both the 10U boys and the 14U girls on winning the state championship and making Fuquay-Varina proud. 4B Recognition - Fire Department New Hires - Badge Pinning Purpose – To introduce three new firefighters recently hired to fill vacancies. Staff Comments – Fire Chief Jim Jones entered the agenda abstract and supporting documents for this agenda item into the official record of the Town. He then provided general information about the agenda item and made the following remarks. The Fire Department conducted an extensive hiring process to fill three vacant firefighter positions and have hired Sawyer Gaskin, Jackson Lee, and James Smith. All three firefighters come to the Town of Fuquay-Varina with valuable full-time and part-time firefighter experience in other fire departments. These new firefighters completed their orientation period on Friday January 12, 2024, and have been assigned to a shift. Each of the three firefighters had their badges officially pinned to their uniforms by members of their family. Mayor Massengill congratulated and welcomed the new fire fighters to the Fuquay-Varina Fire Department. 4C Recognition - Inspections Department Staff Purpose – To recognize Town of Fuquay-Varina Inspections Department Staff for recent achievements. Staff Comments – Inspections Director Chris Hinnant entered the agenda abstract and supporting documents for this agenda item into the official record of the Town. He then provided general information about the agenda item. The following Town of Fuquay-Varina Inspections Department Staff were recognized for their recent achievements: Justin Daniel started with the Town in 2021 with 4 - Level 1 Probationary Certificates. He now has Level 1 Standard Certificates in Building and Plumbing. Tim Johnson started with the Town in 2018 with 4 - Level 1 Probationary Certificates. He has received all 4 - Level 1 and Level 2 Standard Certificates and currently has a Level 3 Standard Building Certificate. Tom Keating started with the Town in 2018 with 4 - Level 1 Standard Certificates. He has received all 4 - Level 2 Standard Certificates and currently has Level 3 Standard Certificates in Plumbing and Mechanical. Kevin Michie started with the Town in 2017 with 4 - Level 1 Probationary Certificates. He has received all 4 - Level 1 and Level 2 Standard Certificates and currently has Level 3 Standard Certificates in Plumbing, Mechanical, and Building. Paul Wise started with the Town in 2021 with 4 - Level 1 Probationary Certificates. He now has a Level 1 Standard Certificate in Plumbing. Chris Thompson started with the Town in 2021 with 4 - Level 1 Probationary Certificates. He now has his Level 1 Standard Building and Plumbing Certificates. Anibal De La O Lavalle started with Town in 2022 with 4 - Level 1 Probationary Certificates. He now has Level 1 Standard Certificates in Plumbing and Mechanical.  Mayor Massengill congratulated the Inspectors who obtained their next level certificates and he stated that they are a first line of defense for the citizens by ensuring that they have a safe home/commercial product to move into. PUBLIC COMMENTS 5A Kris Vorren, 741 Catherine Lake Drive asked that the Town Board consider lowering the Town tax rate due to Wake County having an increase in property tax value as a result of the recent property tax revaluation. Mayor Massengill stated that at the Wake County Board of Commissioners are meeting tonight and they are revealing what the actual numbers are for the various municipalities in Wake County. He stated that revaluations in Wake County are done every four years. He reported that with a revaluation of 53% increase, one of the things the Town Board is required to do is disclose a revenue neutral tax rate. The Town Board typically starts with budget planning in the spring and then presents the budget for public comments throughout the spring and then the Board will vote on the budget in June. ITEMS PREVIOUSLY TABLED 6A There were no items previously tabled for the January 16, 2024, Town Board meeting. PUBLIC HEARINGS 7A There were no public hearings for the January 16, 2024, Town Board meeting. CONSENT AGENDA 8A. There were no consent agenda items for the January 16, 2024, Town Board meeting. ITEMS REMOVED FROM CONSENT 9A There were no items removed from the Consent Agenda for separate consideration. ADMINISTRATIVE REPORTS 10A Fiscal Year 2024-2025 Budget Development Schedule Purpose – To consider approval of a budget development schedule for the Fiscal Year 2024- 2025 budget process. Staff Comments – Finance Director JoAnne Crabtree entered the agenda abstract and supporting documents for this agenda item into the official record of the Town. She provided information about the agenda item by making the following remarks. The budget serves as a tool that assists staff with advertising appropriately for public hearings. A recommended budget development schedule is provided, which reflects a pre- budget public hearing on February 20, 2024 and recommended required budget public hearing on May 21, 2024. In addition to the public hearings, a public engagement opportunity pertaining to budget development around the strategic plan core values will be made available on Let's Talk FV during the budget process. Discussion – Mayor Massengill stressed the importance of public input during preparation of the upcoming budget; therefore, between the budget workshops, public hearings, Let’s Talk F-V, there are at least half a dozen opportunities for the public to provide feedback. Recommendation – Approve the Fiscal Year 2024-2025 Budget Development Schedule as presented and recommended.  MOTION: Mayor Pro-Tem Gardner SECOND: Commissioner Haynes MOTION RESULTS: Passed Unanimously (5-0) 10B Public Utilities Capital Project Report Purpose – To receive a report on specific Public Utility Capital Projects. Staff Comments – Public Utilities Director Mike Wagner entered the agenda abstract and supporting documents for this agenda item into the official record of the Town. He provided information about the agenda item by making the following remarks. Staff and legal counsel will provide a report about specific water and wastewater capital projects to include schedule, financing, and legal agreements. Public Utilities Director Mike Wagner presented the following on the capital projects that the Public Utilities Department is working on: Sanford Water Plant Expansion will expand from 12MGD to 30 MGD and Sanford, Pittsboro, Holly Springs and Fuquay-Varina are working together on the project. The total cost for the project is $315,200,000 with Fuquay-Varina’s portion being $100,068,450 for 6MGD. The start date for the project will be December 2026 with final completion February 2028. Public Utilities Director Wagner stated that there was a milestone that everyone is trying to hit of 18 MGD and trying to get the plant up and running prior to some of the EPA’s emerging contaminate rules coming in place in 2027. Mayor Massengill asked that if the deadline is met then those rules will not affect the Town. Public Utilities Director Wagner explained that EPA rules are federal rules, and the GAC portion of the $315 million project is roughly $44 million and if completed by the 2028 date the project would not be affected by any new rule changes that might come into effect. Sanford Conveyance Line will convey up to 16MGD of water to Fuquay-Varina (10MGD) and Holly Springs (6 MGD). The total cost of the project is $142,447,951. Bid opens are scheduled for August 2024 with a start date of January 2025 and completion date of December 2026. Southern Oaks Gravity Sewer will take highway 42 and Southern Oaks Pump station offline. Total cost for the project is $29,941,000 with a completion date of March 2025. Harnett WWTP Expansion water will be increased from 2.6MGD to 3.4MGD in the Cape Fear River Basin. The total cost of the project for Fuquay-Varina is $44,000,000 with an estimated completion date in February 2027. Terrible Creek WWTP Expansion will expand from 3MGD to 6 MGD in the Neuse River Basin. Staff is working with NCDOT on Lake Wheeler extension. The current budget for the project is $69,000,000 with a 60% design completion date of May 2024 and estimated completion date of January 2027. Finance Director JoAnne Crabtree presented what was involved for the series 2024 combined utility revenue bonds. She reported that the process required the following: • Town Board Authorization for projects and financing • Project Cost • LGC Review and Authorization • Ratings – Moody’s gave the Town Aa2 and Standard & Poor AA • Robert W. Baird & Company are the underwriters for public sales • Total cost of the bond sale including issuance cost was $72.3 million • Preliminary Official Statement • Underwriter offered the bonds to the public on January 10, 2024  • Town had more orders than they had bonds to sell therefore rates could be negotiated She stated that the par amount was $65,225,000 issued at a premium of $7,089,870. The TIC Yield Rate of 3.67%, All-in TIC Yield Rate 3.72% and Arbitrage Yield 3.44%. Town Attorney James Adcock presented legal updates on the water conveyance line project. He reported that the following: • The Town of Holly Springs and the Town of Fuquay-Varina are currently negotiating an interlocal agreement. • The easement areas from Sanford to the pump station site will be co-owned by both Towns as joint tenants. • The easement area may be used only for the conveyance line and future joint use projects. • The conveyance line will not be tapped and will be exclusively for delivering water to the pump station line. • Property rights in the easements and pump station site will be perpetual. He stated the ILA Key terms were as follows: • Set out scheduling and procedure for bidding, review and financing. • Governs the operation and maintenance of the conveyance line and pump station site • Sets out ownership in the conveyance line and pump station site based on the ultimate conveyance capacity of 16MGD (initially 10MGD) o Fuquay-Varina 10MGD (initial 6MGD) 62.50% ownership o Holly Springs 6MGD (Initial 4MGD) 37.5 % ownership • Distinguishes between jointly owned infrastructure and individually owned infrastructure within the pump station site  • Sets a procedure for measuring the combined usage and dividing the water bill from Sanford between the Towns • 99-year term, with options to renew in accordance with NC Law • ILA is scheduled to go to both Town Boards in March 2024. Discussion – Mayor Massengill thanked all of them for the update and stated that this is the largest investment that Fuquay-Varina has ever made in public infrastructure projects on water and sewer, and it is important to let the public know what is going on. Recommendation – No Action Recommended - Receive Report OTHER BUSINESS 11A Manager’s Report Town Manager Adam Mitchell gave the additional following updates: o Police Department – The Police Department was the number one department in the State of North Carolina for raising funds in support of the Special Olympics in an amount over $120,000. o Communications Department – The Communications Department has been working on a special project as it relates to the recognition of Black History Month. They have also been working on the State of the Town Address which will be presented on March 4, 2024. o Human Resources Department – The Human Resources Department has been working on unrolling the NeoGov program for onboarding and off boarding of new and former employees with the organization. He recognized Human Resources Director Wendy Moody and her staff for their hard work on this project. o Fire Department – The Fire Department has been busy in conjunction with the Finance Department on finalizing the budget for submittal to Wake County for the cost share with the county for fire service. The Fire Department is now fully staffed. Fire Station #4  is in the process of advancing the final stages of the project including roadway widening and the final concrete pad pouring on the front of the station. He stated that no date for the ribbon cutting has been scheduled, and it could possibly be late February 2024. o Public Works Department – The Public Works Department has hired three new employees, Lennie Baker and Stephanie Bowden in the Street Department and Keith Thurman in the Sanitation Department. Due to the weather staff has not completed taking down the Christmas decoration but all should be down by this Wednesday. o IT Department – The IT Department has been putting the finishing touches on a new enterprise wide project tracking solution. They have also been coordinating with departments on the IT Governance and budget process. o Parks & Recreation Department – The Parks and Recreation Department had 1,315 residents sign up in the first week for Spring Youth Sports Programs. Non-resident registrations will start on Monday, January 22, 2024. o The Arts Center – The Arts Center has completed the theater recording and streaming system upgrades. The registration for spring classes are going very strong. There are 60 (7 – 14 years old) youth that are auditioning for Young Actors’ Theater to produce “Finding Nemo Jr.”. o Economic Development Department - The Fuquay-Varina Economic Development Summit is scheduled for February 1, 2024, from 11:30 – 1:30 pm at the Arts Center and will be hosted by the Fuquay-Varina Chamber of Commerce and the Town of Fuquay- Varina. The summit will feature keynote speaker Dr. Mike Walden who will be providing updates on Economic Trends and forecasts for our region. o Engineering Department – The Engineering Department was successful in the last round of LAPP Project applications. The Old Honeycutt/Kennebec intersection is being recommended for funding. It is being recommended through CAMPO and is waiting for Executive Board approval. The estimated cost is $1,461,000 for which CAMPO would be responsible for around $981,000 and the Town’s match would be $480,000. o Public Utilities Department – The Public Utilities Department sold more than $72 million in revenue bonds last week with a fantastic interest rate of 3.68%. Also, he reminded  water customers to winterize the outside plumbing with the upcoming low temperatures this week. o He reported that a new study was released by the real estate site Open Door that revealed the top real estate markets in 2023 in the United States and of the top 20 hottest zip codes two towns in North Carolina made the list, Wake Forest and Fuquay-Varina. o He stated that management is progressively planning the agenda for the Town Board Retreat and if any Board members have specific topics they would like to discuss at the retreat, please let management know. o He also informed the Town Board that Downtown Manager Dawn Russell has resigned her position with the Town, and she will be moving to Wilmington to be closer to family members. He stated that she will be missed and her contributions to downtown have been far and great over her years of service with the Town. He reported that last week he and Assistant Town Manager Seymour met with the FVDA Board to talk about the replacement process as well as generate some excitement around the upcoming North Carolina Main Street conference in March. 11.B Quarterly Report – 2nd Quarterly Report FY 2023 11.C Friends with Wisdom - Windsor Point Retirement Community - 1221 Broad Street - Wednesday, January 17, 2024 - 9:00 - 10:00 am 11.D Arts Center - On the Border--The Ultimate Eagles Tribute Band - Saturday February 3, 2024 - 7:30 pm 11.E Coffee with a Cop - Right Meow Cat Cafe - 913 S. Main Street - Wednesday February 14, 2024 - 9:00 am - 10:30 am BOARD MEMBER COMMENTS Commissioner Harris had no comments. Commissioner Adcock wished his wife Shannon a Happy 25th Wedding Anniversary. Commissioner Wunsch stated that Coffee with a Cop at First National Bank was a great event. He was asked to publicize the Harlem Wizards coming to Herbert Aikens Middle School on February 7th at 7:00 pm and tickets are now on sale. Commissioner Haynes stated that he had a wonderful experience at the Arts Center Dance Academy Winter Recital this past Saturday and the young ladies did a wonderful job. He also reported that Pine Acres recognized Quinn MacDonald, (daughter of Police Lt. Michael MacDonald) as their 2023 Youth Volunteer of the Year. He stated that he attended the Dr. Martin Luther King, Jr. march and program yesterday and it was a well put together event, and the Fuquay-Varina Arts Society did a wonderful job. The event was based off the quote from Dr. King “Our goal is to create a beloved community that will require a qualitative change in our souls, as well as a quantitative change in our lives”. Mayor Pro-Tem Gardner stated it was a pleasure to see the champion youth athletes tonight and to see the Town employees continue their education. She reported that the quality of the Town work force is really something to be proud of. She reported that she attended the ribbon cutting ceremony for Equity Resources and the owner is a graduate of Fuquay-Varina High School. She asked that anyone who sees Dawn Russell please take the time to thank her for her service to the Town of Fuquay-Varina and what a difference she has made to the Downtown Main Street Program. Mayor Massengill stated that he agreed that Dawn Russell has done a great job for the Town, and he is confident that they will find a good person to replace her. He reported that he attended the Womans Club last week where Gabe Briley, Solid Waste Collection Superintendent was recognized as 2023 Employee of the Year. He stated that he attended the Dr. King event, and he believes that it was a record turnout. The following items are Mayor Massengill’s past and future events: Past Events 1/5 – Metro Mayor’s Call 1/8 – Woman’s Club Award 1/9 – FVDA Board Meeting 1/10 – FV Chamber Business Exchange Breakfast 1/10 – FV Chamber Board Retreat 1/14 – Judge Chili Cookoff Benefiting SUNICA 1/15 – Dr. MLK Jr. March & Program 1/15 – Wake County Mayors Association Meeting 1/16 – FV Chamber Ribbon Cutting – Equity Resources Upcoming Events 1/17 – Friends with Wisdom 1/17 – Meeting with Erin Pare on Substance Abuse 1/17 – CAMPO Executive Board Meeting 1/18 – Black History Stakeholders Meeting 1/18 – Chamber Business After Hours – CDT Automotive 1/20 – Art Show – Windsor Point 1/26 – Spelling Bee Judge – Ballentine Elementary 1/27 – Special Olympics Winter Gala 1/29 – FVHS Steering Committee Meeting 2/1 – Read to Kindergarten & 1st Grade – Willow Springs Elementary School 2/1 – Economic Development Summit CLOSED SESSION Pursuant to N.C.G.S. 143-318.11 (a)(3) - Attorney Client Privilege and 143-318.11 (a)(4) Economic Development. A motion was made to conduct a closed session meeting at 8:22 p.m. MOTION: Mayor Pro-Tem Gardner SECOND: Commissioner Harris MOTION RESULT: Passed Unanimously (5-0) RETURN TO OPEN SESSION The Town Board returned to open session at 9:06 p.m. with nothing to report out. MOTION: Mayor Pro-Tem Gardner SECOND: Commissioner Harris MOTION RESULT: Passed Unanimously (5-0) ADJOURNMENT A motion was made to adjourn the meeting at 9:07 p.m. MOTION: Commissioner Harris SECOND: Commissioner Adcock MOTION RESULT: Passed Unanimously (5-0) The minutes from the January 16, 2024, Town Board of Commissioners regularly scheduled meeting are adopted this 5th day of February in the year 2024 in Fuquay-Varina, North Carolina. FUQUAY-VARINA, NORTH CAROLINA J. Blake Massengill, Mayor ATTEST (TOWN SEAL) Rose H. Rich, Town Clerk