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The Farmville Board of Commissioners met in regular session on Monday, August 3, 2020 at 6:30 p.m. in the Municipal Building Courtroom with Mayor John O. Moore presiding.  Present for the meeting were Commissioners Brenda Elks, Jamin Dixon, Alma Hobbs, David Shackleford, and Bert Smith; Town Attorney Christopher Edwards; Town Manager David Hodgkins and Town Clerk Amy B. Johnson. 

Mayor Moore called the meeting to order at 6:30 p.m. 

Commissioner David Shackleford offered the invocation, which was followed by the pledge of allegiance to the flag lead by Commissioner Elks.

Citizen Presentations

Mayor Moore stated there were no citizen presentations at this time.

Town Manager’s Comments

Town Manager Hodgkins had the following comments:

• Hurricane preparations from all departments are underway.  Pitt County has decided not to open their shelters at this time.
• Executive Order #124 expired on July 29^th and all utility customers owing past due balances will be placed on a 6-month repayment schedule.
• Twenty-five percent of the CARES Act money that Pitt County receives will go to the towns and be distributed based on population rather than need pending County Commissioner approval.  If that becomes the approved method of distribution, then the Town of Farmville will receive approximately $67,527 where we originally asked for approximately for $94,000.
• The recent relocation of the DMV Office has made office life less disruptive and has been good for employee morale.

Financial Report

Finance Director Amy Johnson provided the financial report for the month of June, 2020.

Changes/Additions/Deletions to Agenda

Mayor Moore asked if there were any additional changes to the agenda.  There were no changes.

Commissioner Elks made a motion to adopt the agenda as presented.  The motion carried unanimously.

Items for Consent

1.  Approval of Minutes

     To approve the minutes from the following sessions:

• June 29, 2020 Regular Session
• June 29, 20209 Closed Session

2.  Recodification of Ordinance Regulating the Operation of Golf Carts on Public Streets and Roads

To approve the recodification of the Ordinance Regulating the Operation of Golf Carts on Public Streets and Roads as Chapter 76 under Traffic Code.

On motion by Commissioner Hobbs,HHSSSS the Board approved/adopted the following:

• Approved the minutes from the June 29^th regular & closed sessions
• Approved the recodification of the Ordinance Regulating the Operation of Golf Carts on Public Streets and Roads as Chapter 76 under Traffic Code

The motion carried unanimously. 

Items for Decision

3.  Consideration of Amending Chapter 75:  Parking Schedules of the Town of Farmville Code of Ordinances to Provide for Fifteen Minute Timed Parking and an Additional Handicap Parking Spaces in a Portion of R.L. Davis Lane

Major Jeffrey Spencer presented a recommendation for the addition of three (3) timed, 15 – minute parking spaces and one (1) handicap parking space, in a portion of RL Davis Lane.  Spencer explained that there have been several new businesses in this area and they have back entrances, and this would benefit them.

Commissioner Elks made a motion to adopt Ordinance (2020) 961, Ordinance Amending Chapter 75:  Parking Schedules.  The motion carried unanimously. 

4.  Consideration of a One – Time Grant of Additional Vacation Leave Hours to All Full Time Town Employees

Town Manager Hodgkins stated that Mayor Moore has asked that the Board of Commissioners consider granting each full-time Town employee an additional eight (8) hours of vacation time on a one-time non-recurring basis, effective immediately in recognition of the staff’s work during the Coronavirus pandemic.

Commissioner Elks made a motion to approve the eight (8) hours of additional vacation time to all full-time Town employees.  The motion carried unanimously. 

5.  Award of Contract for Construction of Basin 5 Sanitary Sewer Improvements in South Farmville

Rich Moore, with McDavid Associates, recommended award of a contract to Jones and Smith Contractors, LLC for their low bid of $969,365.  Moore stated that the construction work to replace aged sewer collection lines in a defined Basin 5 area is the result of a $1,625,000 grant received from the Division of Water Infrastructure.  Moore requested adoption of a Resolution Amending the Capital Project Budget Ordinance.

On motion by Commissioner Shackleford, the Board adopted Resolution (2020) 1493, Resolution Awarding Construction Contract and Amending Capital Project Budget Ordinance, 2018 CDBG Infrastructure Sewer Project 18-I-3044.  The motion carried unanimously. 

6.  Special Reports from Department Heads on Departmental Activities and Accomplishments

The following Department Heads presented a report to the Board on activities and accomplishments in their respective departments:

• Finance –  Amy Johnson
• Police –  Jeffrey Spencer
• IT –  Brian Spehar
• Planning –  Justin Oakes
• Code Enforcement –  Paul Ellis
• Public Works –  Wes Thomas
• Parks and Recreation –  Isaiah Lubben
• Library –  David Miller
• Utilities – Brian Shackelford

Citizen comments

Mayor Moore asked for citizen comments at this time.

AA Salaam made a suggestion for the Police Department to require that make people identify themselves when they register complaints.

Adjournment

On motion by Commissioner Smith, the meeting was adjourned at 7:55 p.m.  The motion carried unanimously.

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The Farmville Board of Commissioners met in regular session on Monday, June 29, 2020 at 6:30 p.m. in the Municipal Building Courtroom with Mayor John O. Moore presiding.  Present for the meeting were Commissioners Brenda Elks, Jamin Dixon, Alma Hobbs, David Shackleford, and Bert Smith; Town Attorney Christopher Edwards; Town Manager David Hodgkins and Town Clerk Amy B. Johnson. 

Mayor Moore called the meeting to order at 6:30 p.m. 

Commissioner David Shackleford offered the invocation, which was followed by the pledge of allegiance to the flag lead by Commissioner Elks.

Citizen Presentations

Mayor Moore stated there were no citizen presentations at this time.

Town Manager’s Comments

Town Manager Hodgkins had the following comments:

• Still dealing with adverse effects of COVID-19 and making progress on the Town Hall construction project
• Pitt County is still working on the allocation of the “Cares Act” money to the cities and towns

Financial Report

Finance Director Amy Johnson provided the financial report for the month of June, 2020.

Changes/Additions/Deletions to Agenda

Mayor Moore asked if there were any additional changes to the agenda.  There were no changes.

Commissioner Smith made a motion to adopt the agenda as presented.  The motion carried unanimously.

Commissioner Elks welcomed Madison Ray, the upcoming president for Future Farmers of America at Farmville Central High School, to the meeting this evening.

Public Hearing

1.  Structure for Demolition- 3514 Crestwood Drive (Parcel #21484)

Code Enforcement Director Paul Ellis requested permission to demolish the property located at 3514 Crestwood Drive (Parcel# 21484).

Mayor Moore declared the public hearing open at 6:39 p.m.

There being no further comments, Mayor Moore closed the public hearing at 6:40 p.m.

Commissioner Elks made a motion to proceed with the demolition and adopted Ordinance (2020) 958, An Ordinance Directing the Building Official to Demolish the Property Herein Described as being Dangerous and Unsafe and Directing that a Notice be Placed Thereon, and that the Same May Not Be Occupied Until Demolished.  The motion carried unanimously. 

2.  To Amend Chapter 94 of the Code of Ordinances Regarding Outdoor Fireplaces  and Fire Pits

Planning Director Justin Oakes presented a proposed ordinance amendment to Chapter 94 of the Code of Ordinances of the Town of Farmville.  Oakes stated this amendment to the Fire Protection and Prevention Ordinance adds definitions, as well as regulations, on Outdoor Fire Places and Outdoor Fire Pits.

Mayor Moore declared the public hearing open at 6:44 p.m.

There being no further comments, Mayor Moore closed the public hearing at 6:45 p.m.

Commissioner Smith made a motion to adopt Ordinance (2020) 959, An Ordinance to Amend the Code of Ordinances, Title IX, Chapter 94, Fire Protection and Prevention, to Add Movable Outdoor Fire Places and Fire Pits and Permanent Outdoor Fire Places and Fire Pits.  The motion carried unanimously.

Items for Consent

3.  Approval of Minutes

     To approve the minutes from the following sessions:

• June 1, 2020 Regular Session

4.  Ordinance Amending the FY 2019/2020 Budget Ordinance – Year End

     Adjustments

To adopt an ordinance amending the FY 2019-2020 Budget Ordinance to cover any final budget over-expenditures.

On motion by Commissioner Hobbs,HHSSSS the Board approved/adopted the following:

• Approved the minutes from the June 1^st regular session
• Adopted Ordinance (2020) 960, An Ordinance Amending the FY 2019-2020 Budget Ordinance

The motion carried unanimously. 

Items for Decision

5.  Proposed Ordinance to Permit Chickens Within the Town (draft for review only)

Planning Director Justin Oakes presented a draft amendment Chapter 90 of the Code of Ordinances, the Animal Ordinance.  Oakes stated this amendment would remove poultry from the Livestock category, as well as create a new section of Fowl, including a variety of regulations such as a minimum lot size, maximum number of chickens allowed, restrictions on roosters, and pen/cage placement that property owners must meet in order to have chickens.  Oakes further stated no action is requested at this time.  He asked for review by the Town Board.

Commissioner Elks suggested reducing the minimum lot size acre to allow chickens.

6.  Personnel Policy Amendment- Social Media Policy

Town Manager Hodgkins presented a proposed amendment to the Town Personnel Policy which adds a Social Media Policy.  Hodgkins stated with an increase in employees wishing to express themselves on the internet via social media it is important that these expressions are not identified as opinions of the Town or impose on the rights of others.

Commissioner Smith made a motion to approve the amendment to the Personnel Policy by adding the Social Media Policy.  The motion carried unanimously. 

Citizen comments

Mayor Moore asked for citizen comments at this time.

Steven Hardy-Braz expressed his appreciation for all Town Departments during this pandemic and their efforts on continuing to work through it.  He also expressed his appreciation for Chief Greene and his creation of a positive community policing culture within the Police Department.

Closed Session

On motion by Commissioner Hobbs, the Board adjourned into closed session at 7:13 p.m. pursuant to G.S. 143-318.11(a)(6) to discuss matters relating to personnel.  The motion carried unanimously.                                                                              

On motion by Commissioner Hobbs, the Board returned into regular session at 8:18 p.m.  The motion carried unanimously.

Commissioner Dixon made a motion to approve a 2% merit raise for the Town Manager, effective 7/2/20.  The motion carried unanimously.

Adjournment

On motion by Commissioner Shackleford, the meeting was adjourned at 8:20 p.m.  The motion carried unanimously.

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The Farmville Board of Commissioners met in regular session on Monday, June 1, 2020 at 6:30 p.m. in the Municipal Building Courtroom with Mayor John O. Moore presiding.  Present for the meeting were Commissioners Brenda Elks, Alma Hobbs, David Shackleford and Bert Smith; Town Attorney Christopher Edwards; Town Manager David Hodgkins and Town Clerk Amy B. Johnson.  Commissioner Jamin Dixon was absent.

Mayor Moore called the meeting to order at 6:30 p.m. 

Commissioner David Shackleford offered the invocation, which was followed by the pledge of allegiance to the flag lead by Commissioner Brenda Elks.

Citizen Presentations

Mayor Moore recognized Rita Endecott, a Farmville citizen.

Ms. Endecott asked the Board to consider amending the Town’s ordinances to allow  chickens in town.

Mayor Moore recognized Kimberly Boyd, a Farmville citizen.

Mrs. Boyd expressed her concern over the Bonnie Blue flag being displayed in a public area in Town.  She asked for the flag to be removed due to recent events in this country.

Rebecca Boyd, daughter of Kimberly Boyd, stated she worked for the Boys and Girls Club and would like the flag to be removed as well.

Town Manager Hodgkins had the following comments:

• Town is still documenting lost revenue from COVID-19.
• The Governor issued a new order that extends prohibition on disconnection of utility services for another 60 days.
• Town Hall renovation plans are still ongoing so the office remains closed, but we are hoping to open to the public soon.
• Pitt County has set aside $478,000 of the money they are receiving from the Cares Act that Congress enacted due to COVID-19 for municipal needs to be divided up among all cities/towns in the county.  We are one of the five towns that have made a request for funds. 
• Mayor Moore signed a Proclamation Declaring a State of Emergency, implementing a curfew on Monday, June 1, 2020 from 9:00 pm until 5:00 am.  This was done as only a precaution and emphasized that the Town has not received any documented threats.

Major Jeffrey Spencer introduced Lynn Cartwright as a new Police Officer to join the Town of Farmville.

Mayor Moore read a thank you note from Kimberly Craft to the Police Department for her birthday parade.

Finance Director Amy Johnson provided the financial report for the month of May, 2020.

Mayor Moore asked if there were any additional changes to the agenda.

Town Manager Hodgkins asked for the following additions to the agenda:

• Approval of Updated Planning & Code Enforcement Fee Schedule
• Audit Contract For Fiscal Year Ended June 30, 2020

Commissioner Smith made motion to add the following to the evening’s agenda:

• Agenda item #4A- Approval of Updated Planning & Code Enforcement Fee Schedule

The motion carried unanimously.

Commissioner Elks made a motion to add the following to the evening’s agenda:

• Agenda item #4B- Audit Contract for Fiscal Year Ended June 30, 2020

The motion carried unanimously. 

Public Hearing

1.   FY 2020/2021 Budget Ordinance

Town Manager Hodgkins presented the FY 2020/2021 Budget Ordinance with the recommended changes that came out of the May budget workshop and requested approval.  Hodgkins reminded the board the budget is very tight due to revenue uncertainty related the effects of COVID-19.

      Mayor Moore declared the public hearing open at 6:51 p.m.

There being no further comments, Mayor Moore closed the public hearing at 6:52 p.m. 

On motion by Commissioner Hobbs, the Board approved the changes made to the budget proposal per the Board’s request from the budget workshop.  The motion carried unanimously.    

On motion by Commissioner Hobbs, the Board adopted Ordinance (2020) 955, Budget Ordinance for FY 2020/2021.  The motion carried unanimously.

Items for Consent

2.  Approval of Minutes

     To approve the minutes from the following session:

• May 4, 2020 Regular Session
• May 19, 2020 Budget Workshop Session

3.  Adoption of Ordinance Amending FY 2019/2020 Budget – Dalton’s Cove Subdivision

To adopt an ordinance amending the FY 2019/2020 Budget Ordinance to appropriate Sewer Fund Balance to cover the project budget for the Town’s contribution to the Dalton’s Cove Subdivision sanitary sewer project.

4.  Appointment of Library Board Member – Robert Hughes

     To adopt a resolution appointing Robert Hughes to the Library Advisory Board.

4A.Approval of Updated Planning & Code Enforcement Fee Schedule

To approve the updated Planning & Code Enforcement Fee Schedule which changes the Zoning Compliance Application fees for Residential to $25 and Commercial to $50.  This brings the fees in-line with the current rate charged by the County.

4B.Audit Contract for Fiscal Year Ended June 30, 2020

      To approve the contract for audit services with Barrow, Parris & Davenport for the

      fiscal year ending June 30, 2020.

On motion by Commissioner Elks,HHSSSS the Board approved/adopted the following:

• Approved the May 4, 2020 regular session minutes & the May 14, 2020 Budget Workshop session minutes
• Adopted Ordinance (2020) 956, An Ordinance Amending the FY 2019/2020 Budget Ordinance- Dalton’s Cove Subdivision
• Adopted Resolution (2020) 1491, Appointing a Member to the Farmville Library Advisory Board (Robert Hughes)
• Approved the updated Planning & Code Enforcement Fee Schedule
• Approved the contract with Barrow, Parris & Davenport for audit services for fiscal year ending June 30, 2020

The motion carried unanimously. 

Items for Decision

5.  Consideration of Amending Chapter 75: Parking Schedules of the Town of Farmville Code of Ordinances to Provide for Fifteen Minute Timed Parking in Portions of Bonnie’s Alley

Major Jeffrey Spencer stated that with Bonnie’s Alley now complete, new businesses opening and the influx of traffic and vehicles parking, he recommended a few timed parking spaces.  Spencer said there are 13 parking spaces and he recommended for 5 of the 13 spaces to be 15-minute timed parking.  He further stated these spaces would not be business specific and would be open to anyone who wants to park there for 15 minutes.  Spencer stated that the business owners in the area were in favor of the timed parking spaces.

On motion by Commissioner Smith, the Board approved the implementation of timed parking in Bonnie’s Alley and adopted Ordinance (2020) 957, Ordinance Amending Chapter 75:  Parking Schedules.  The motion carried unanimously.

6.  Approval of Option Agreement for Satterwhite Farms Property (Parcel #03260)

Planning Director Justin Oakes requested approval of the Option Agreement with the property owners of Parcel #03260 for the purpose of including the property in the ElectriCities Smart Sites (S²) Shovel Ready Program.

On motion by Commissioner Smith, the Board approved the Option Agreement with property owners, Anne B. Byrd and C. Bynum Satterwhite, of Parcel #03260 for the purpose of including the property in the ElectriCities Smart Sites (S²) Shovel Ready Program.  The motion carried unanimously. 

7.  Adoption of the Neuse River Basin Regional Hazard Mitigation Plan

Planning Director Justin Oakes requested adoption of the Neuse River Basin Regional Hazard Mitigation Plan.

Commissioner Elks made a motion to adopt Resolution (2020) 1492, Resolution Adopting the Neuse River Basin Regional Hazard Mitigation Plan.  The motion carried unanimously. 

8.  Consideration of Moving the Town’s Independence Day Celebration from  Thursday, July 2 to Thursday, September 3 (Labor Day Weekend) to Comply  with Executive Order 141 Which Prohibits Mass Gatherings of More Than 25  People Outdoors

Parks & Recreation Program Facilities Coordinator Isaiah Lubben stated that due to COVID-19 restrictions on public gatherings still in effect, he recommended holding Farmville’s Independence Celebration on Thursday, September 3, 2020.

After a general discussion, Commissioner Elks made a motion to move Farmville’s Independence Celebration to Thursday, September 3, 2020.  The motion carried unanimously.

9.  Consideration of Adopting a Special Utility Customer Account Repayment Plan  To Comply With Executive Order 124

Town Manager Hodgkins stated that for ease of administration and to be fair to all customers, the Town staff would like to place all delinquent accounts on the same structured repayment plan.  Hodgkins further stated this would allow them to pay the current bill plus 1/6 of the past due balance each month for a six month period until they are caught up.

Commissioner Hobbs made a motion to approve the terms of the Special Delinquent Account Repayment Plan as required by Executive Order 124.  The motion carried unanimously. 

10. Consideration of an Appointment to the Greenville-ENC Alliance Board to represent Farmville

Town Manager Hodgkins stated that a representative from Farmville needed to be appointed to serve on the Greenville-ENC Alliance Board.

On motion by Commissioner Elks, the Board appointed Town Manager Hodgkins to serve as Farmville’s Representative to the Greenville-ENC Alliance Board.  The motion carried unanimously. 

Citizen Comments

Mayor Moore asked for citizen comments.

There were no comments.

Adjournment

On motion by Commissioner Smith, the meeting adjourned at 7:43 p.m.  The motion carried unanimously.

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The Farmville Board of Commissioners met in regular session on Monday, May 4, 2020 at 6:30 p.m. via Zoom meeting platform, with Mayor John O. Moore presiding.  Present for the meeting were Commissioners Jamin Dixon, Brenda Elks, Alma Hobbs, David Shackleford and Bert Smith; Town Attorney Christopher Edwards; Town Manager David Hodgkins and Town Clerk Amy B. Johnson.  Other Zoom attendees were Library Director David Miller, Planning Director Justin Oakes and Rich Moore from McDavid Associates.  

Mayor Moore called the meeting to order at 6:40 p.m. 

Commissioner David Shackleford offered the invocation, which was followed by the pledge of allegiance to the flag.

Citizen Presentations

Mayor Moore stated there were no citizen presentations at this time.

Town Manager Comments

Town Manager Hodgkins had the following comments:

• The Town is still dealing with the adverse effects of COVID-19
• We are documenting all lost utility revenue a s a result of the Governor’s Executive Order #124
• Town Facilities remain closed until further notice.  Recreation programs remain closed until May 15^th
• General Assembly passed $150 million in potential aid for local governments, subject to Congress amending the “Cares Act” to permit direct assistance to smaller municipalities

Financial Report

Finance Director Amy Johnson provided the financial report for the month of April, 2020.

Agenda Changes

Mayor Moore asked for a motion to accept the evening’s agenda.

Commissioner Hobbs made a motion to approve the May 4, 2020 agenda.  The motion carried unanimously. 

Public Hearing

1.  Rezone Property at 3356 N. Contentnea Street from Central Business (CB) to   

     Residential- 5 (R-5)

Planning Director Justin Oakes stated the public hearing was to receive citizen input on a proposed rezoning request for Parcel 15492, located at 3356 N. Contentnea Street, from Central Business (CB) to Residential- 5 (R-5).

      Mayor Moore declared the public hearing open at 6:48 p.m.

      There being no further comments, Mayor Moore closed the public hearing at 6:49 p.m.

On motion by Commissioner Smith, the Board approved the rezoning request and adopted Ordinance (2020) 951, Ordinance Amending Chapter 157 Zoning, the Official Zoning Map of the Town of Farmville.  The motion carried unanimously with Commissioner Dixon abstaining due to a conflict of interest as seller of the property. 

2.  USDA Rural Development Grant for Equipment for New Library Facility

Library Director David Miller stated the public hearing was to receive public comments regarding the Town’s proposal to obtain grant assistance from USDA, Rural Development, for the purchasing furniture and equipment for the forthcoming new library facility. 

      Mayor Moore declared the public hearing open at 6:50 p.m.

      There being no further comments, Mayor Moore closed the public hearing at 6:51 p.m.

On motion by Commissioner Elks, the Board authorized the filing of the USDA grant application for furniture and equipment for the new library facility.  The motion carried unanimously. 

Special Presentation

3.  Proclamation Declaring May as National Poetry Month in Farmville

     Mayor Moore presented a proclamation declaring the month of May as National Poetry   

     Month in Farmville.

Items for Consent

4.  Approval of Minutes

     To approve the minutes from the following session:

• February 24, 2020 Retreat Session
• March 2, 2020 Regular Session
• March 12, 2020 Special Session

5.  Adoption of Ordinance Amending FY 2019/2020 Budget- Library Department

To adopt an ordinance to amend the FY 2019/2020 budget in order to place grant funds received from the American Library Association into the Library Department – Special Programs account to offset expenditures.

6.  Adoption of Ordinance Amending FY 2019/2020 Budget- Fire Department

To adopt an ordinance to amend the FY 2019/2020 budget in order to place funds received from insurance to repair the damage to the 2009 Freightliner into the Fire Department – Repairs/Maintenance Vehicles account to offset expenditures.

7.  Adoption of Ordinance Amending FY 2019/2020 Budget – Various Departments

To adopt an ordinance to amend the FY 2019/2020 budget to cover any current and predicted over expenditures.

8.  Adoption of Resolution Amending the Capital Project Budget and Approval of

     Final Adjusting Change Order- Bonnie’s Alley Parking Improvements

To approve the final adjusting Change Order and to adopt a resolution amending the Capital Project Budget due to project completion.

9.  Resolution Authorizing Sale of Surplus Real Property on East Cotton Street

     To adopt a resolution authorizing the sale of land (Parcel 19355) to the H.B. Sugg

      Charitable Organization.

10.  Resolution Authorizing Sale of Surplus Personal Property

To adopt a resolution declaring certain personal property which is no longer in use as surplus and authorize the sale utilizing methods available under NCGS 160A, Article 12.

11.  Re-Appointment of Library Board Member- Cheryl Patterson

To adopt a resolution re-appointing Cheryl Patterson to the Farmville Library Advisory Board.

12.  Re-Appointment of Library Board Member- Anne Walters

To adopt a resolution re-appointing Anne Walters to the Farmville Library Advisory Board.

13.  Personnel Policy Amendment- Adverse Emergency & Adverse Weather Pay

       Policy

To approve the proposed amendment to the Town Employee Personnel Policy regarding the Adverse Emergency & Adverse Weather Pay.

14.  Reschedule Regular July Board of Commissioners meeting to June 29, 2020

To approve the rescheduling of the July Board of Commissioners meeting to June 29, 2020.

15.  Reschedule Regular September Board of Commissioners meeting to August 31,

       2020

To approve the rescheduling of the September Board of Commissioners meeting to August 31, 2020.

On motion by Commissioner Smith,HHSSSS the Board approved/adopted the following:

• Approved the February 24, 2020 retreat session minutes, the March 2, 2020 regular session minutes and the March 12, 2020 special session minutes
• Adopted Ordinance (2020) 952, An Ordinance Amending the FY 2019/2020 Budget Ordinance- Library
• Adopted Ordinance (2020) 953, An Ordinance Amending the FY 2019/2020 Budget Ordinance- Fire
• Adopted Ordinance (2020) 954, An Ordinance Amending the FY 2019/2020 Budget Ordinance- All
• Approved the Final Adjusting Change Order and adopted Resolution (2020) 1485, Amending Capital Project Budget Ordinance for Contract No. 1- Water & Sanitary Sewer Improvements, Bonnie’s Alley
• Adopted Resolution (2020) 1486, Resolution Authorizing Disposal of Certain Real Property on South Main Street (Parcel 19355)
• Adopted Resolution (2020) 1487, Resolution Authorizing Town Manager to Dispose of Surplus Personal Property
• Adopted Resolution (2020) 1488, Resolution Re-Appointing a Member to the Library Advisory Board- Cheryl Patterson
• Adopted Resolution (2020) 1489, Resolution Re-Appointing a Member to the Library Advisory Board- Anne Walters
• Approved the Personnel Policy Amendment to the Adverse Emergency & Adverse Weather Pay Policy
• Approved the rescheduling of the July Board of Commissioners meeting to June 29, 2020
• Approved the rescheduling of the September Board of Commissioners meeting to August 31, 2020

The motion carried unanimously. 

Items for Decision

16.  Report on 2020 Census

Planning Director Justin Oakes provided the Board with an update of the 2020 Census.  He reported Farmville’s response rate as of May 3, 2020 was at 52.7%.  He asked the Board to continue to encourage citizens to participate.  Oakes added the Census can be completed online by answering ten easy questions.

17.  Disaster Recovery Grant Application

Rich Moore, from McDavid Associates, stated the Division of Water Infrastructure   has been allocated approximately $105 million to allocate to applicants who have water and sanitary sewer needs resulting from impact from prior tropical events.  Moore further stated that based on established criteria, Farmville is eligible for a 100% grant for a sanitary sewer project.  His recommended scope is to relocate the Town’s sanitary sewer outfall that presently exists adjacent to Middle Swamp to a location outside of the floodplain.  Moore asked for approval of a Resolution Authorizing the Filing of an Application to Division of Water Infrastructure.

Commissioner Hobbs made a motion to adopt Resolution (2020) 1490, Approving Clean Water State Revolving Fund Application.  The motion carried unanimously. 

18.  Consideration of Interlocal Tax Collection Agreement with Pitt County

Town Manager Hodgkins stated Farmville is one of the few cities/towns in the county that still collects their own ad valorem taxes while Pitt County collects all others, with the exception of Fountain, Grifton and Winterville.  Hodgkins explained while the Town has been successful in collecting property taxes, having one agency collecting all ad valorem taxes for Farmville would be more efficient and eliminate some of the confusion taxpayers have when they receive one tax bill from Pitt County and one tax bill from the Town of Farmville.  He stated Pitt County has consistently had a higher collection rate that Farmville and would be free to use any available means to pursue tax delinquencies just as they now do for the county portion of taxes owed by property owners in Farmville.  Hodgkins said if approved, the fee for collection will be 1½ % of the amount collected by the County.

On motion by Commissioner Smith, the Board approved the Interlocal Tax Collection Agreement between the Town of Farmville and Pitt County.  The motion carried unanimously. 

19.  Presentation of Town Manager’s Recommendation Budget for FY 2020/2021,

      Announcement of Budget Workshop Date, and Setting of Public Hearing Date

Town Manager Hodgkins stated that copies of the proposed FY 2020/2021 Budget will be distributed to all Board members tomorrow.  He asked the Board to set the dates for the budget workshop and the public hearing.

On motion by Commissioner Elks, the Board set the budget workshop date to be Tuesday, May 19, 2020 at 9:00 a.m. in the Town Hall Courtroom.  The motion carried unanimously.

On motion by Commissioner Elks, the Board set the public hearing on the FY 2020/2021 Budget to be Monday, June 1, 2020.  The motion carried unanimously. 

Citizen Comments

Town Manager Hodgkins read a citizen comment from Steven Hardy-Braz.  He reported Steven expressed his support of the Library grant application.  Moore also reported Steven thanked the IT staff for their skills and the Town for making tonight’s meeting open to the public through the Zoom virtual platform.

Adjournment

On motion by Commissioner Hobbs, the meeting adjourned at 7:31 p.m.  The motion carried unanimously.

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The Farmville Board of Commissioners met in regular session on Monday, March 2, 2020 at 6:30 p.m. in the Municipal Building Courtroom with Mayor John O. Moore presiding.  Present for the meeting were Commissioners Jamin Dixon, Brenda Elks, Alma Hobbs, David Shackleford and Bert Smith; Town Attorney Christopher Edwards; Town Manager David Hodgkins and Town Clerk Amy B. Johnson.

Mayor Moore called the meeting to order at 6:30 p.m. 

Pastor Lester Gay from the Community Fellowship Ministries in Farmville offered the invocation, which was followed by the pledge of allegiance to the flag lead by Elliott Bass, who is a Farmville Boy Scout.

Citizen Presentations

Mayor Moore recognized AC Salaam, a Farmville citizen.

Ms. Salaam spoke in regards to women’s history month.

Mayor Moore recognized Steven Hardy-Braz, a Farmville citizen.

Mr. Hardy-Braz stated he had left a message with the Pitt County Soil Conservation Service concerning the debris that was recently cut down.  He said it has created a dam by Little Contentnea Creek and he is concerned it will caused flooding issues.  Hardy-Braz asked if the Town could coordinate with them since he has not heard anything back.

Town Manager Hodgkins had the following comments:

• Primary portion of the Sludge dryer has been sold
• New outdoor sculpture will be installed in front of the Community Center tomorrow morning
• Board Retreat was very productive and thanked the Town Board for allowing the staff and himself to have it since it gives everyone a good opportunity to keep the Board informed of upcoming projects and to get direction on the new budget.

Finance Director Amy Johnson provided the financial report for the month of February, 2020.

Mayor Moore asked if there were any additional changes to the agenda.

Commissioner Elks made motion to add the following to the evening’s agenda:

• Agenda item #17- Request by Farmville Middle School for Use of Soccer Field- Diane Hudson

The motion carried unanimously. 

1.   Proclamation- Mayor Moore

Mayor Moore read a Proclamation recognizing the Month of the Young Child and Week of the Young Child.

Items for Consent

2.  Approval of Minutes

     To approve the minutes from the following session:

• February 3, 2020 Regular Session

3.  Report of Unpaid Taxes for 2019

To approve the 2019 unpaid taxes report that are liens on real property and authorize the advertisement of these in The Standard newspaper in March.

4.  Adoption of Ordinance Amending FY 2019/2020 Budget – Bonnie’s Alley

To adopt an ordinance amending the FY 2019/2020 Capital Project Budget for Bonnie’s Alley to reflect all revenues and expenses related to the project.

5.  Appointment of Planning Board Member – Frank Bradham

     To adopt a resolution appointing Frank Bradham to the Planning Board.

6.  Appointment of May Museum and Park Commission Member – Stuart Barnette

      To adopt a resolution appointing Stewart Barnette to the May Museum and Park

      Commission.

7.  Appointment of Recreation Board Member – Justin Foskey

     To adopt a resolution appointing Justin Foskey to the Recreation Board.

8.  Appointment of Recreation Board Member – Donnie Greene

     To adopt a resolution appointing Donnie Greene to the Recreation Board.

9.  Appointment of Recreation Board Member – Paul Grimes

     To adopt a resolution appointing Paul Grimes to the Recreation Board.

On motion by Commissioner Hobbs,HHSSSS the Board approved/adopted the following:

• Approved the February 3, 2020 regular session minutes
• Approved the 2019 unpaid taxes report and authorize the advertisement of 2019 unpaid tax liens on real property
• Adopted Ordinance (2020) 950, An Ordinance Amending the FY 2019/2020 Budget Ordinance- Bonnie’s Alley
• Adopted Resolution (2020) 1477, Appointing a Member to the Farmville Planning Board (Frank Bradham)
• Adopted Resolution (2020) 1478, Appointing a Member to the May Museum and Park Commission (Stewart Barnette)
• Adopted Resolution (2020) 1479, Appointing a Member to the Recreation Advisory Board (Justin Foskey)
• Adopted Resolution (2020) 1480, Appointing a Member to the Recreation Advisory Board (Donnie Greene)
• Adopted Resolution (2020) 1481, Appointing a Member to the Recreation Advisory Board (Paul Grimes)

The motion carried unanimously. 

Items for Decision

10.  Presentation on Pitt County Property Revaluation – Sam Croom, Pitt County Tax

      Administrator

Sam Croom, Pitt County Tax Administrator, gave a presentation to the Board on the recent property revaluation. He explained the process and how it will affect property values in the Farmville area.

11. Presentation by Pitt Community College on Programs at the Farmville Campus –

      Dr. Kristen Braswell, Dean of Off-Campus Programs

Dr. Kristen Braswell, Dean of Off-Campus Programs for Pitt Community College, made a presentation to the Board on the current programs and activities at the Farmville Center.

12. Consideration of Offer to Purchase Real Property – H.B. Sugg Organization

Town Manager Hodgkins stated the Town received an offer from the H.B. Sugg Charitable Organization to purchase a vacant lot owned by the Town located on East Cotton Street, Pitt County Tax Parcel 19355.

Commissioner Elks made a motion to begin the upset bid process and to adopt Resolution (2020) 1482, Resolution Authorizing Upset Bid Process for Disposal of Certain Real Property (Parcel 19355).  The motion carried unanimously. 

13. Contract Award- Walnut Street Depot Parking Improvements

Rich Moore, from McDavid Associates, stated the Town has an agreement with the Walnut Street Depot Building developer to construct parking improvements in exchange for use of the building as a temporary location for the Town library for the period required for construction of the new library.  Moore presented two design scenarios to the Board.  He explained the first scenario (Option A) would be paving of parking space along Walnut Street and a new parking lot on the west side of the depot that includes curb and gutter and a single driveway access to Walnut Street.  Moore further explained the second scenario (Option B) would be the same as the first scenario but adds a second driveway access to the new parking lot from Walnut Street.

Moore presented bids received and recommended award of the contract to BridgePoint Civil, LLC due to being the lowest bidder.  He also requested approval of a Resolution to Establish the Capital Project Budget Ordinance based on which option the Board chooses to proceed with.  Moore stated this would bring the total project balance to $331,429 for Option A or $340,657 for Option B.

Town Manager Hodgkins informed the Board the parking lot would be public parking during times when no event is planned at the depot.

Commissioner Smith made a motion to proceed with Option B and to award the bid to BridgePoint, LLC, in the amount of $224,933.50.  With this motion the Board adopted Resolution (2020) 1483, Establishing Capital Project Budget Ordinance and Awarding Construction Contracts, Walnut Street Depot Parking Lot, Contract No.1- Parking Lot Addition.  The motion carried unanimously. 

14. Contract Award – Dalton’s Cove Sanitary Sewer Extension

Rich Moore, from McDavid Associates, stated the Town has an agreement with the Dalton’s Cover Subdivision developer to extend sewer to the subdivision property.  He further stated the developer will be responsible for extending sewer within the subdivision.  Moore informed the Board that the developer is requesting the Town to move forward with extension of sanitary sewer to the property.  Moore added the developer has agreed to move forward with internal infrastructure and indicates that initial development will include approximately 13 residential homes. 

Moore stated bids were received on October 15, 2019 and he recommended award of bid to Ralph Hodge Construction due to being lowest bidder.  He requested award of bid contingent upon a bid negotiation amount of $212,850, and approval of a Resolution Amending the Capital Project Budget Ordinance.

On motion by Commissioner Elks, the Board awarded the bid to Ralph Hodge Construction contingent upon a bid negotiation amount of $212,850, and adopted Resolution (2020) 1484, Awarding Construction Contract and Amending Capital Project Budget Ordinance, Contract No. 1 – Sanitary Sewer Improvements, Dalton’s Cove Subdivision Sanitary Sewer Improvements.  The motion carried unanimously. 

15. Consideration of Moving Town July Fourth Celebration to Thursday, July 2

Recreation Facilities Coordinator, Isaiah Lubben, asked the Board for approval to hold the July 4^th Celebration for the Town on Thursday, July 2^nd this year due to Zambelli Fireworks being completely booked on July 3^rd, 4^th and 5^th.

Commissioner Elks made a motion to approve the Town’s July 4^th Celebration to be held this year on Thursday, July 2^nd.  The motion carried unanimously.

Commissioner Dixon requested Isaiah to bring Zambelli Fireworks open dates for July 2021 at the April 6, 2020 Board meeting.

16. Appointment to Mid-East Commission Board of Directors

Town Manager Hodgkins stated he is the current representative serving for the Town on the Mid-East Commission Board and his term expired on December 31, 2019.  Hodgkins expressed his willingness to continue to serve

On motion by Commissioner Elks, the Board re-appointed David Hodgkins to serve as the Town’s representative on the Mid-East Commission Board of Directors.  The motion carried unanimously.

17. Request by Farmville Middle School for Use of Soccer Field- Diane Hudson

Diane Hudson requested permission for the Farmville Middle School to use the Town’s soccer field for their five home matches.

On motion by Commissioner Smith, the Board approved the use of the Town soccer field by Farmville Middle School.  The motion carried unanimously. 

Citizen Comments

Mayor Moore asked for citizen comments.

There were no comments.

Mayor Moore announced that Audrey Vines has been selected as one of the “Remarkable Women for 2020” by Next Star Media Group.

Mayor Moore stated he attended the Eagle Scout reception for Colt Jordan and congratulated Colt on his accomplishment.

Adjournment

On motion by Commissioner Dixon, the meeting was adjourned at 7:34p.m.  The motion carried unanimously.