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Town of Farmville

Board of Commissioners

December 3, 2018

The Farmville Board of Commissioners met in regular session on Monday, December 3, 2018 at 4:00 p.m. in the Municipal Building Courtroom with Mayor Robert Evans presiding.  Present for the meeting were Commissioners Brenda Elks, Alma Hobbs, Jamin Dixon, David Shackleford and John Moore; Town Attorney Christopher Edwards; Town Manager David Hodgkins and Town Clerk Amy B. Johnson. 

Mayor Evans called the meeting to order at 4:00 p.m. 

Pastor Tim Leggett from the Spring of Living Waters Church in Farmville offered the invocation, which was followed by the pledge of allegiance to the flag.

Mayor Evans stated there were no citizen presentations for this evening.

Town Manager Hodgkins stated he had the following comments:

• OSHA was invited by the Town to do mock inspections on November 20th of the facilities to look for potential violations.  The report found no hazards in the Police Department or Utilities Department, and the Town was praised for their commitment to safety.  The report did show two minor findings in the Utilities Dept. that are already being corrected.
• Garden Club is working with Public Works to beautify Town Commons with new shrubs and flowers.
• Christmas Parade is Saturday, December 8 at 10:30 a.m.
• May Museum Christmas Tea is on Sunday, December 9 from 3:00 – 5:30 p.m.

Finance Director Amy Johnson provided the financial report for the month of October, 2018.

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

Town Manager Hodgkins recommended the following changes to the agenda:

• Remove item #8 – Dalton’s Cove Subdivision
• Remove item #9 – Strata Solar
• Add item #5A – FCHS Students Presentation

On motion by Commissioner Elks, the Board approved the above changes to the agenda.  The motion carried unanimously. 

Items for Consent

1.  Approval of Minutes

     To approve the minutes from the following sessions:

• November 5, 2018 Regular session (change David Dupree to Bobby Joyner, change Commissioner Hobbs’ comment to say mid-year instead of more frequent employee evaluations)
• November 5, 2018 Closed session

2.  Resolution Authorizing Sale of Surplus Personal Property

To adopt a resolution declaring certain personal property as surplus and authorize the sale utilizing private sale at a negotiated price as authorized by NCGS 160A-267.

3.  Ordinance Amending the FY 2018/2019 Budget Ordinance – Police Vehicles

To adopt an ordinance amending the FY 2018-2018 budget to recognize extra funds received from Pitt County Schools for the SRO position at the Elementary School in order to purchase four late model police cars from the Town of Ayden.

4.  Ordinance Amending the FY 2018/2019 Budget Ordinance- Police Pistol Range

To adopt an ordinance amending the FY 2018/2019 budget to place funds received from the Pitt County ABC Commission into the Police Department to help offset the expense for the construction of the pistol range on Stantonsburg Road.

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

• Approved the minutes from the November 5^th regular and closed sessions
• Adopted Resolution (2018) 1427, Resolution Authorizing Town Manager to Dispose of Surplus Property by Private Sale
• Adopted Ordinance (2018) 922, An Ordinance Amending the FY 2018-2019 Budget Ordinance – Police Dept. Police Cars
• Adopted Ordinance (2018) 923, An Ordinance Amending the FY 2018-2019 Budget Ordinance – Police Dept. Pistol Range

The motion carried unanimously. 

Items for Decision

5A. Farmville Central High School

Students from Farmville Central High School spoke to the Board asking them for assistance, advice or suggestions of how to get more parent/student involvement at the high school.  They also want to increase and improve parent awareness, which will lead to improved academic success.

5.  Special Presentation- Herbert Weatherford, Regional Director of North and

     Central America, Alliance One

Herbert Weatherford, Regional Director of North and Central America for Alliance One, provided clarification and more detailed information on the company’s recent announcement to eliminate more than 500 seasonal jobs at the Farmville facility.  He also provided insight on the future of the Alliance One facility in Farmville.

6.  Donation of Real Property to the Town – 4305 West Pine Street

Code Enforcement Director Paul Ellis stated that Edgar Wall, owner of 4305 West Pine Street property (parcel 17600), wishes to donate the property to the Town of Farmville to be used for any purpose.  Ellis stated that all taxes have been paid on the property and there are no liens.

Commissioner Hobbs made a motion to accept the donation of parcel 17600 from Edgar Wall.  The motion carried unanimously.

7.  Consideration of a New Lease Agreement with the Boys and Girls Club for Use of

     Town Owned Property Located at 3443 Park Street

Town Manager Hodgkins presented a new lease agreement for approval between the Boys and Girls Club and the Town.

Commissioner Moore made a motion to approve the lease agreement with the added changes suggested by Commissioner Dixon (to make clear the financial responsibility of the Town versus the Boys and Girls Club).  The motion carried unanimously. 

8.  Consideration of Sewer Line and Infrastructure Reimbursement Agreement

     Between the Town of Farmville, Murphrey Development, LLC, and Houses BPR,

     LLC for Serving the Proposed Dalton’s Cove Subdivision

Agenda item removed by request of both parties.

9.   Zoning Text Amendment to Add a Solar Power Overlay District as a New District

      in the Farmville Zoning Ordinance that Could Overlay Existing Industrial or RA-

      20 Zoning Districts

Agenda item removed by request of applicant.

10. Board of Commissioners Annual Retreat

Commissioner Moore made a motion to have the annual retreat on February 18^th & 19^th, in the courtroom starting at 9:00 a.m. with a facilitator. The motion carried unanimously. 

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Citizen comments

Mayor Evans asked for citizen comments at this time.

Commissioner Elks reminded everyone that Shop with a Cop will be on December 14^th and the Polar Express movie at the Arts Council will be on December 15^th.

Adjournment

On motion by Commissioner Elks, the meeting was adjourned at 5:28 p.m.  The motion carried unanimously.

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Town of Farmville

Board of Commissioners

November 5, 2018

The Farmville Board of Commissioners met in regular session on Monday, November 5, 2018 at 6:30 p.m. in the Municipal Building Courtroom with Mayor Robert Evans presiding.  Present for the meeting were Commissioners Brenda Elks, Alma Hobbs, Jamin Dixon, David Shackleford and John Moore; Town Attorney Christopher Edwards; Town Manager David Hodgkins and Town Clerk Amy B. Johnson. 

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

Pastor Cedric Frisbee from the Saint John Baptist Church in Farmville offered the invocation, which was followed by the pledge of allegiance to the flag.

Citizen Presentations

Mayor Evans recognized Brenda Elks and those involved for their outstanding job with Hometown Halloween.

Mayor Evans recognized Minerva Freeman, representing a local sorority.  Ms. Freeman stated that their Sorority did service work in this area and she gave each Commissioner a snack bag.  She also informed the Board of the services they do like trash pickup and other community work.  She stated they were here to help.

Mayor Evans recognized Bobby Joyner.  Mr. Joyner asked for a donation from the Town to complete Phase 2 of the HB Sugg Memorial Park Project.

Commissioner Elks made a motion to add the donation request to the Agenda under Item G.  The motion carried unanimously. 

Mayor Evans recognized Diane Hudson.  Ms. Hudson expressed her concern over some drainage issues at the corner of Allen Street and Contentnea Street.  She stated she had contacted Public Works and the Town Manager and wanted to know when it would be taken care of.

Town Manager Hodgkins stated he had the following comments:

• There was minimal damage during Hurricane Florence and the first official FEMA meeting with held today and the Town should expect reimbursement shortly.
• Cindy Thomas provided the Board with all upcoming events.
• Pitt County, the City of Greenville and Greenville Utilities are involved in a  process to unify economic development efforts in the county.  They are trying to come up with strategies that involve all parts of the county with the first meeting to be held on Thursday this week and the Town will have representation at that meeting.

Finance Director Amy Johnson provided the financial report for the month of October, 2018.

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

Mayor Evans presented the following changes to the evening’s agenda:

• Add Agenda item #10 – HB Sugg Funding Request

Commissioner Elks made a motion to approve the above changes to the evening’s agenda.  The motion carried unanimously. 

Public Hearing

 1.  Structure for Demolition- 3660 Cameron Street

Code Enforcement Director Paul Ellis requested permission to demolish the property located at 3660 Cameron Street (Parcel 12012).

      Mayor Evans opened the public hearing at 6:50 p.m.

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

On motion by Commissioner Dixon, the Board adopted Ordinance (2018) 920, 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 Same may not be Occupied until Demolished.  The motion carried unanimously.

 2.  Structure for Demolition- 4393 Wallace Street

Code Enforcement Director Paul Ellis requested permission to demolish the property located at 3660 Cameron Street (Parcel 01975).

      Mayor Evans opened the public hearing at 6:53 p.m.

There being no further comments, Mayor Evans closed the public hearing at 6:54 p.m.

On motion by Commissioner Hobbs, the Board adopted Ordinance (2018) 921, 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 Same may not be Occupied until Demolished.  The motion carried unanimously.

3.  Zoning Text Amendment to Add a Solar Power Overlay District as a New District

     in the Farmville Zoning Ordinance that Could Overlay Existing Industrial or RA-

     20 Zoning Districts

Town Manager Hodgkins stated the public hearing was to receive citizen input on a Zoning Text Amendment to add the Solar Power Overlay District as a new District that could overlay existing Industrial and RA-20 Zoning Districts in the Zoning Ordinance.  Hodgkins stated the Planning Board recommended approval of this amendment after extensive discussion.

Mayor Evans opened the public hearing at 6:56 p.m.

Tom Terrell, from Fox Rothschild LLC, the law firm representing Strata Solar, provided an explanation for the request of the zoning text amendment.

Todd Williams, from Worthington Farms, assured the Board that whatever is planted around the solar farm will completely buffer it from adjacent properties and the structures will have a setback 1800 feet from the road.  He said they have recommended for Strata Solar to plant something native like wax myrtles with a double row of them.  Mr. Williams also suggested for Strata to use a local contractor to do the work.

Jackson Naftel, Director of Development for Strata Solar, provided images of the buffer described by Todd Williams.  He said letters and pictures have been sent to all nearby landowners informing them of what is going on.

Bert Smith, a representative from the Planning Board, spoke in favor of the zoning text amendment and stated the recommendation from the Planning Board was a unanimous vote.  He stated they put further restrictions on the amendment such as the three-mile limit which would prevent another solar farm from going anywhere else in town.

There being no further comments, Mayor Evans closed the public hearing at 7:40 p.m.

Commissioner Dixon made a motion to approve the text amendment to the RA-20 Zoning District. 

Town Manager Hodgkins asked for Commissioner Dixon to clarify his motion since this is adding an overly district to the zoning ordinance which could apply to RA-20 or Industrial Districts.  He asked for Dixon to not reference a zoning district or state both RA-20 and Industrial Districts.

After a discussion, Commissioner Dixon withdrew his motion.

The Board requested more information including an explanation of the overlay district concept, a timeline of construction, and more explanation of the request for a deeper understanding of what is being requested.

Commissioner Elks made a motion to postpone this agenda item until more information can be obtained and to address at December meeting.  The motion carried unanimously.

Items for Consent

4.  Approval of Minutes

     To approve the minutes from the following sessions:

• October 1, 2018 Regular session

5.  Consider Moving the Regular December Board of Commissioners Meeting from

     December 3 to December 4 Due to the Fire Department Christmas Party

     To approve the moving of the December meeting to December 4, 2018

Commissioner Moore suggested moving the time of the December 3^rd meeting instead of moving the date.

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

• Approved the minutes from the October 1^st regular session
• Approved the moving of the time for the December 3, 2018, Board of Commissioners meeting to 4:00 p.m.

The motion carried unanimously. 

Items for Decision

6.  2018 Annual Planning Retreat Action Update

Town Manager Hodgkins presented an update on the progress of the 2018 Annual Planning Retreat action plan.

7.  Report on Traffic Control Efforts on Ryon Drive

Police Chief Donnie Greene stated they set one pair of speed bumps at Ryon Drive and it has been effective so far.  Greene stated they plan to order more that they can get for free but could not place the order until November 6^th.

8.  Consideration of Amendments to the Town Employee Personnel Policy

Town Manager Hodgkins presented amendments for consideration to the Town Employee Personnel Policy. 

Commissioner Hobbs suggested that the policy allow for mid-year evaluations of employees than just annually.

On motion by Commissioner Dixon, the Board approved the amendments to the Town Employee Personnel Policy with the addition of allowing supervisors an opportunity to perform additional evaluations for employee work performance.  The motion carried unanimously. 

9.  Consideration of One Time Contribution to the Farmville Chamber of Commerce

     for a Taste of Farmville

Commissioner Jamin Dixon stated the Taste of Farmville event this year is going to be the biggest ever with the largest number of merchants participating than ever before.  Dixon further stated that more money would be needed to pay for the extra musicians and supplies.  He requested a one-time contribution of $1,500 to help support the Chamber.

Commissioner Elks made a motion to approve a one-time contribution of $1,500 to the Farmville Chamber of Commerce to support the 2018 Taste of Farmville event.  The motion carried unanimously. 

10. HB Sugg Funding Request for Memorial Park Project

Commissioner Moore made a motion to match the $5,300 that Mr. Dupree and his group has already raised for Phase 2 of the project, with the possibility of giving additional funds in the FY 19/20 Budget.  The motion carried unanimously. 

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Citizen comments

Mayor Evans asked for citizen comments at this time.

There were no citizen comments.

Closed Session

On motion by Commissioner Hobbs, the Board adjourned into closed session at 8:20 p.m., pursuant to G.S. 143-318.11(a)(5), to instruct the public body’s staff concerning the position to be taken by, or on behalf of the public body in negotiating the material terms of a contract, or proposed contract for the acquisition of real property by purchase, option, exchange, or lease.  The motion carried unanimously.

On motion by Commissioner Hobbs, the Board returned into regular session at 9:36 p.m.  The motion carried unanimously.

Adjournment

On motion by Commissioner Moore, the meeting was adjourned at 9:37 p.m.  The motion carried unanimously.

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Town of Farmville

Board of Commissioners

October 1, 2018

The Farmville Board of Commissioners met in regular session on Monday, October 1, 2018 at 6:30 p.m. in the Municipal Building Courtroom with Mayor Robert Evans presiding.  Present for the meeting were Commissioners Brenda Elks, Alma Hobbs, Jamin Dixon, David Shackleford and John Moore; Town Attorney Christopher Edwards; Town Manager David Hodgkins and Town Clerk Amy B. Johnson. 

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

Pastor Steve Dunn from the Farmville United Methodist Church in Farmville offered the invocation, which was followed by the pledge of allegiance to the flag.

Citizen Presentations

Mayor Evans recognized Miriam Lewis, a Farmville citizen.

Mrs. Lewis asked the Board to adopt the Resolution Supporting Farming and Agri-Business in North Carolina that will be on the agenda tonight.

Town Manager Hodgkins stated he had the following comments:

• The Town has converted from well water back to Greenville water primarily so there may be some discoloration in customer’s water while we are trying to clear the lines by flushing.
• Mosquito spraying began last Thursday and into Friday.  The Town will continue to spray in the evenings over the next several weeks.

Finance Director Amy Johnson provided the financial report for the month of September, 2018.

Mayor Evans asked if there were any needed changes to the agenda.

Commissioner Elks requested for Agenda item #6 to be postponed until November to give more time for certain questions to be answered.

Mayor Evans stated the following changes to the evening’s agenda had been presented:

• Postpone Agenda item #6 until November meeting
• Add Agenda item# 2A- Public Hearing CDBG Infrastructure- Basin 5 Sewer Expansion

Commissioner Elks made a motion to approve the above changes to the evening’s agenda.  The motion carried unanimously. 

Public Hearing

 1.  Structure for Demolition- 4289 West Cotton Street

Code Enforcement Director Paul Ellis requested permission to demolish the property located at 4289 West Cotton Street (Parcel 05429).

      Mayor Evans opened the public hearing at 6:42 p.m.

There being no further comments, Mayor Evans closed the public hearing at 6:43 p.m.

On motion by Commissioner Moore, the Board adopted Ordinance (2018) 1424, 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 Same may not be Occupied until Demolished.  The motion carried unanimously.

 2.  CDBG Neighborhood Revitalization (CDBG- NR) Funding (Second Hearing)

Rich Moore of McDavid Associates stated this was the second public hearing for the CDBG Neighborhood Revitalization grant and is to receive public input.  He said the grant proposal will include housing improvements for owner occupied low and moderate income home owners and ADA restroom construction for the Farmville Community Arts Council annex.

      Mayor Evans opened the public hearing at 6:49 p.m.

      Rich Moore answered some general questions about requirements of the program.

Commissioner Moore requested that meetings with potential applicants be held at the Community Center.

There being no further comments, Mayor Evans closed the public hearing at 6:55 p.m. 

On motion by Commissioner Moore, the Board authorized the submission of the grant application, authorized the Mayor to sign the application, and approved a local contribution of $8,000.  The motion carried unanimously.

2A.Public Hearing- CDBG Infrastructure – Basin 5 Sewer Expansion

Rich Moore of McDavid Associates stated this was a public hearing on the CDBG- Infrastructure- Basin 5 Sewer Expansion project application.  He said the application is an effort to apply for $2 million to replace additional old sanitary sewer lines in a continuing effort to address the Basin 5 area in South Farmville.

      Mayor Evans declared the public hearing open at 6:54 p.m.

      There being no further comments, Mayor Evans closed the public hearing at 7:10 p.m.

On motion by Commissioner Dixon, the Board approved the filing of the application and adopted Resolution (2018) 1425, Approving Application for Financial Assistance, Community Development Block Grant – Infrastructure Program.  The motion carried unanimously. 

Items for Consent

3.  Approval of Minutes

     To approve the minutes from the following sessions:

• September 4, 2018 Regular session

4.  Resolution Supporting North Carolina Farmers and Agri-Business

     To adopt a resolution in support of North Carolina Farmers and Agri-Business.

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

• Approved the minutes from the September 4^th regular session
• Adopted Resolution (2018) 1426, Resolution Supporting Farming and Agri-Business in North Carolina

The motion carried unanimously. 

Items for Decision

5.  Discussion of Traffic Control Needs on Ryon Drive

Town Manager Hodgkins stated due to new activity on the new soccer/football field and increased activity on the existing baseball fields, there is increasing vehicle and pedestrian traffic in this area which is creating situations where accidents could occur.  He stated that he wanted to begin the discussion to develop some solutions to make the  Ryon Drive safer for our park visitors.

Commissioner Hobbs suggested the possibility of a bridge over Ryon Drive for people to cross.

Police Chief Donnie Greene suggested getting some temporary speed bumps for Ryon Drive that they could obtain free of charge.  He also said they could paint a crosswalk to alert motorists and possibly install gates temporarily to prevent through traffic during peak park usage times.

Commissioner Elks stated that she thought it was best to start with the speed bumps and see how it goes from there.

Commissioner Elks made a motion to ask Chief Greene to order speed bumps for Ryon Drive and to access how it is going at the November, 2018 meeting.  The motion carried unanimously. 

6.  Consideration of Amendments to the Town Employee Personnel Policy

Agenda item postponed.

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Citizen comments

Mayor Evans asked for citizen comments at this time.

Commissioner Elks thanked all Town employees for their good work during the Hurricane Florence.

Commissioner Elks stated the First Responders dinner has been rescheduled to October 15, 2018 at 6:30 p.m. at the First Baptist Church.

Cheryl Patterson stated that the Emerald City Big Band would be performing at the Divisconti Events Center in Farmville this Saturday.

Adjournment

On motion by Commissioner Elks, the meeting was adjourned at 7:30 p.m.  The motion carried unanimously.

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Town of Farmville

Board of Commissioners

September 4, 2018

The Farmville Board of Commissioners met in regular session on Tuesday, September 4, 2018 at 6:30 p.m. in the Municipal Building Courtroom with Mayor Robert Evans presiding.  Present for the meeting were Commissioners Brenda Elks, Alma Hobbs, Jamin Dixon, David Shackleford and John Moore; Town Attorney Christopher Edwards; Town Manager David Hodgkins and Town Clerk Amy B. Johnson. 

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

Reverend Ronnie Wilkes from the Bibleway Holiness Church in Farmville, offered the invocation, which was followed by the pledge of allegiance to the flag.

Citizen Presentations

Mayor Evans recognized Heather Irvin, a Farmville citizen.

Mrs. Irvin spoke on behalf of the Arts Council and requested that the Town designate some funds from the proceeds of a CDBG Neighborhood Revitalization Grant be used to make the bathrooms meet ADA requirements.

Mayor Evans recognized Miriam Lewis, a Farmville citizen.

Mrs. Lewis presented a Resolution in Support of North Carolina Farmers and asked the Board to consider adoption of this.

Mayor Evans recognized Robert May, a Farmville citizen.

Mr. May spoke in support of the Resolution supporting North Carolina Farmers and stated that agriculture and farming is very important to this community.

Mayor Evans recognized Jay Johnson, a Farmville business owner.

Mr. Johnson thanked the Board for being able to put on the wonderful Music on Main event at the May Museum.  He stated he would be in touch soon with the next event date.

Mayor Evans recognized Michael Wilson, a Farmville citizen.

Mr. Wilson asked the Board how to go about receiving neighborhood revitalization grant funding.

Town Manager Hodgkins stated he had the following comments:

• Library Project design is progressing
• Pitt County Board of Commissioners endorsed Farmville’s grant application for up to $500,000 in grant funding from Golden Leaf for the new library.  Farmville’s project was one of only two in Pitt County that received formal endorsement
• Town previously received Golden Leaf grant funds for the Wallace Street Drainage Project and the Town has applied for more grant funding, in the amount of $102,700, for drainage improvements on Jones Street near the park.  Town has already received a response back to schedule a meeting so that is a good sign.

Finance Director Amy Johnson provided the financial report for the month of July, 2018.

Town Manager Hodgkins stated he had the following changes to the evening’s agenda:

• Add agenda item #11- Consider a Special Meeting for a Public Hearing For CDBG Revitalization Funding

Commissioner Shackleford made a motion to approve the above changes to the evening’s agenda.  The motion carried unanimously. 

Public Hearing

 1.  Structure for Demolition- 3757 South Walnut Street

Code Enforcement Director Paul Ellis requested permission to demolish the property located at 3757 South Walnut Street (Parcel 19939).

      Mayor Evans opened the public hearing at 6:46 p.m.

There being no further comments, Mayor Evans closed the public hearing at 6:47 p.m.

On motion by Commissioner Dixon, the Board adopted Ordinance (2018) 918, 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 Same may not be Occupied until Demolished.  The motion carried unanimously.

 2.  Possible CDBG Neighborhood Revitalization (CDBG- NR) Grant Funding

Rich Moore of McDavid Associates stated the public hearing was to receive public input on the possibility of CDBG Neighborhood Revitalization grant funding from the NC Department of Commerce.  Moore stated the maximum grant request is $750,000 and the main thrust of the application must be housing improvements.  He further stated that the program does not require a local match and requires two public hearings.

      Mayor Evans opened the public hearing at 6:50 p.m.

Michael Wilson, a Farmville citizen, asked how to go about applying for the grant? 

Rich Moore provided him with contact information and explained what he needed to do.

Moore added that McDavid Associates will develop a list of the areas of most need and then prioritize the needs.

There being no further comments, Mayor Evans closed the public hearing at 6:52 p.m.  The motion carried unanimously.

The Board then agreed to move the item related to setting the second public hearing on the CDBG-NR grant project up to this point in the meeting so that it could be announced to interested parties who were present.

11.  Consider a Special Meeting for a Public Hearing – CDBG-NR Grant Funding

Commissioner Moore made a motion to hold the second public hearing on September 18, 2018 at 6:30 p.m.  The motion carried unanimously.

Commissioner Moore suggested due to possible questions, for McDavid Associates to have a question/answer period at the Community Center before the scheduled public hearing for the citizens to learn more about this opportunity.

Items for Consent

3.  Approval of Minutes

     To approve the minutes from the following sessions:

• August 6, 2018 Regular session
• August 6, 2018 Closed session

4.  Re-Appointment of Housing Authority Commission Member- Sherri Von Schriltz

To adopt a resolution to re-appoint Sherri Von Schriltz to serve another term on the Housing Authority Commission.

5.  Appointment of Recreation Board Member- Wes Thomas

To adopt a resolution to appoint Wes Thomas to serve a term on the Recreation Advisory Board.

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

• Approved the minutes from the August 6^th regular & closed sessions
• Adopted Resolution (2018) 1419, Resolution Re-Appointing a Member to the Housing Authority Commission – Sherri Von Schriltz
• Adopted Resolution (2018) 1420, Resolution Appointing a Member to the Recreation Advisory Board –  Wes Thomas

The motion carried unanimously. 

Items for Decision

6.  Presentation by District Court Judge Mario Perez

District Court Judge Mario Perez was not in attendance.

7.  Resolution Authorizing Sale of Surplus Real Property at 4102 South Main Street

Town Manager Hodgkins stated that the Town has received an offer from Tracy Shannonhouse to purchase a 0.16 acre lot owned by the Town located at 4102 South Main Street.  He requested adoption of a resolution authorizing the sale of land to Tracy Shannonhouse.

On a motion by Commissioner Dixon, the Board adopted Resolution (2018) 1421, Resolution Authorizing Disposal of Certain Real Property on South Main Street.  The motion carried unanimously. 

8.  Resolution Authorizing Sale of Surplus Real Property, Parcels 15183 and 15219

     on South Main Street Next to Farmville Furniture

Town Manager Hodgkins stated that the Town received an offer from Phil Lewis to purchase approximately 0.16 acres of land owned by the Town, specifically described as Parcels 15183 and 15219 and further described as Parking Lot Beside Farmville Furniture, South Main Street, Farmville.  Hodgkins requested adoption of a resolution to authorize the sale of the land to Phil Lewis.

On motion by Commissioner Moore, the Board adopted Resolution (2018) 1422, Resolution Authorizing Disposal of Certain Real Property on South Main Street.  The motion carried 4 to 1, with Commissioners Dixon, Hobbs, Elks and Moore voting in the affirmative and Commissioner Shackleford voting in the negative. 

9.   Professional Services Contract for Preparation of a Comprehensive System-wide

      Recreation Plan, a Site Specific Park Plan for the Municipal Athletic Complex,

      and an Application for a 2018-2019 Cycle PARTF Grant Application

Recreation Director Matt Johnston stated that the Town’s Parks and Recreation Master Plan is more than ten years old and in need of updating.  He stated in order to apply for grants, a master plan is required to be no more than ten years old.  Johnston stated he has received three proposals from firms interested in updating the master plan.  He further stated that the Recreation Advisory Board voted unanimously to recommend to the Town Board to contract with N-Focus to update the Recreation Master Plan, as well as create a site specific plan for the Municipal Athletic Complex and prepare a 2018-2019 cycle PARTF grant application for grant funding through the NC Parks and Recreation Trust Fund.

Commissioner Dixon made a motion to accept the proposal from N-Focus to update the Recreation Master Plan, create a site specific master plan for the Municipal Athletic Complex, and  prepare a 2018-2019 cycle PARTF grant application from N-Focus.  The motion carried unanimously.

10. Consideration of Authorizing Closure of Portions of Some Streets in Downtown

      Farmville for the Hometown Halloween Event on October 31

Commissioner Elks stated that the Hometown Halloween organizers are requesting permission to block off portions of Main Street, Belcher Street, and Church Street in Downtown Farmville to vehicular traffic during the event on October 31^st from 6:00 p.m.to 8:00 p.m.  Elks further stated that the Fire Department and the Library will be participating this year so the closures reflect both of these areas.

Police Chief Greene stated there are new DOT regulations requiring Towns to submit a Resolution for approval to DOT for the closures of State maintained streets.

On motion by Commissioner Dixon, the Board adopted Resolution (2018) 1423, An Ordinance to Temporarily Close North Main Street Between Belcher Street and Wilson Street in Farmville, NC on June 19, 2018.  The motion carried unanimously.   

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Citizen comments

Mayor Evans asked for citizen comments at this time.

Commissioner Elks reminded the Board about the First Responders Dinner scheduled for September 17 at the First Baptist Church at 6:00 p.m.

Commissioner Hobbs commented on the unveiling of the mural on the corner of Cotton and South Main Street this past weekend.  She stated there was a good crowd while they honored the facility and staff of the former H.B. Sugg School.  She said that the site is being called the H. B. Sugg Memorial Park and they are selling personalized bricks as well.

John Spruill, a Farmville citizen, thanked the Board for getting the CDBG grant opportunity again for low income housing.

Adjournment

On motion by Commissioner Hobbs, the meeting was adjourned at 7:18 p.m.  The motion carried unanimously.

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Town of Farmville

Board of Commissioners

August 6, 2018

The Farmville Board of Commissioners met in regular session on Monday, August 6, 2018 at 6:30 p.m. in the Municipal Building Courtroom with Mayor Robert Evans presiding.  Present for the meeting were Commissioners Brenda Elks, Alma Hobbs, Jamin Dixon, David Shackleford and John Moore; Town Attorney Christopher Edwards; Town Manager David Hodgkins and Town Clerk Amy B. Johnson. 

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

Pastor Oscar Coggin from the Providence Baptist Church in Farmville, offered the invocation, which was followed by the pledge of allegiance to the flag.

Citizen Presentations

Mayor Evans read a thank you card thanking the Farmville Police Department for finding her dog after the dog ran off on July 4^th when she was in Town for the fireworks.

Mayor Evans also read a thank you card from Bess Patton for the Town’s contribution to the community garden.

Mayor Evans recognized Jay Johnson, owner of the Farmville Flower Basket.

Mr. Johnson commented that the Town Ordinances states that a business can only advertise its business with signs located on its property and not all over Town, but Limebikes are continuing to advertise local businesses on the bikes and these bikes are being left all over Town and are not being picked up and moved in a timely fashion.  He expressed his concern over the lack of fairness.

Mayor Evans recognized Brad Johnston, principal of the Farmville Central High School. 

Mr. Johnston invited the Board to the annual back to school cookout on August 22 for all teachers and staff who work at the Farmville schools and asked the Board for a donation for the event.

Town Manager Hodgkins stated he had the following comments:

• Sidewalk work continues on Grimmersburg Street with completion to be before school starts
• A tree was taken down on West Wilson Street that was damaging the existing sidewalk.  
• National Night Out is August 8 at 6:00 pm on the Town Commons.
• In January 2017, the Board voted to surplus an old firetruck and now a bid has been received for $16,500.  This offer has been advertised and must remain open for ten days before the sale may be finalized, assuming no other bids are received.

Finance Director Amy Johnson provided the financial report for the month of June, 2018.

Town Manager Hodgkins stated he had the following changes to the evening’s agenda:

• Remove Agenda Item #18 – Library Naming Policy and Guidelines and place on the September or October Agenda
• Add New Agenda Item #18 – State Wastewater Reserve – Accept Funding for Basin 5 Sanitary Sewer
• Move Citizen Comments to be before the Closed Session
• Add Agenda item #1A- Donation to Farmville Schools for Cookout

Commissioner Elks made a motion to approve the above changes to the evening’s agenda.  The motion carried unanimously. 

1A.Donation to Farmville Schools for Cookout

      Commissioner Dixon made a motion to donate $400 to the Farmville schools cookout. 

      The motion carried unanimously. 

Public Hearing

 1.  To Rezone Parcels Currently Zoned as Neighborhood Business (NB) to 

      Residential-5 (R-5)                                 

Town Manager Hodgkins stated the public hearing was to receive citizen input on a Town initiated proposal to rezone all parcels currently zoned as Neighborhood Business District (NB) to the zoning classification of Residential-5 (R-5).  Hodgkins stated if the rezoning is approved it will be effective September 1, 2018.

       Mayor Evans opened the public hearing at 6:55 p.m.

There being no further comments, Mayor Evans closed the public hearing at 6:56 p.m.

On motion by Commissioner Dixon, the Board adopted Ordinance (2018) 913, Ordinance Amending Chapter 157 Zoning.  The motion carried unanimously.

 2.  To Rezone Parcels Currently Zoned as Rural Business (RB) to Highway Business

     (HB)

Town Manager Hodgkins stated the public hearing was to receive citizen input on a Town initiated proposal to rezone all parcels currently zoned as Rural Business District (RB) to the zoning classification of Highway Business District (HB). Hodgkins stated if the rezoning is approved, it will be effective September 1, 2018.

      Mayor Evans opened the public hearing at 6:58 p.m.

There being no further comments, Mayor Evans closed the public hearing at 6:59 p.m.  The motion carried unanimously.

On motion by Commissioner Hobbs, the Board adopted Ordinance (2018) 914, Ordinance Amending Chapter 157, Zoning.  The motion carried unanimously.

 3.  To Rezone Parcels Currently Zoned as Residential-12 (R-12) to Residential-8 (R-

      8)

Town Manager Hodgkins stated the public hearing was to receive citizen input on a Town initiated proposal to rezone all parcels currently zoned as R-12 District to the zoning classification of R-8.  Hodgkins stated if the rezoning is approved it will be effective September 1, 2018.

      Mayor Evans opened the public hearing at 7:03 p.m.

Jesse Harris, a Farmville citizen, asked for clarification regarding potential impacts to property values with the classification change from R-8 to R-12.

Mr. Hodgkins stated that the uses permitted in R-8 were basically identical to those in R-12 and that the differences in the two classifications were mainly lot size and setbacks from adjacent properties which would not affect developed properties and thus not affect property values.

There being no further comments, Mayor Evans closed the public hearing at 7:08 p.m. 

On motion by Commissioner Dixon, the Board adopted Ordinance (2018) 915, Ordinance Amending Chapter 157, Zoning.  The motion carried unanimously.

4.  To Rezone Property on the East Side of Turnage Street Between West Church

     Street and West Pine Street from Residential-5 (R-5) to Office & Institutional

     (O&I)

Town Manager Hodgkins stated the public hearing was to receive citizen input on a proposal to rezone parcels 84821 and 84822 located on the east side of Turnage Street between Church Street and Pine Street from Residential-5 (R-5) District to Office & Institutional (O&I) District. 

      Mayor Evans opened the public hearing at 7:12 p.m.

There being no further comments, Mayor Evans closed the public hearing at 7:13 p.m.  The motion carried unanimously.

On motion by Commissioner Elks, the Board adopted Ordinance (2018) 916, Ordinance Amending Chapter 157, Zoning.  The motion carried unanimously.

5.  To Rezone Property on the North Side of West Wilson Street and the East Side of

     May Street from Industrial District (ID) to Residential-5 (R-5) District

Town Manager Hodgkins stated the public hearing was to receive citizen input on a proposal to rezone parcel 15161 located on the north side of West Wilson Street between May Street and Fields Street from Industrial District (ID) to Residential-5 (R-5) District.

      Mayor Evans opened the public hearing at 7:15 p.m.

There being no further comments, Mayor Evans closed the public hearing at 7:16 p.m.  The motion carried unanimously.

On motion by Commissioner Hobbs, the Board adopted Ordinance (2018) 917, Ordinance Amending Chapter 157, Zoning.  The motion carried unanimously.

Items for Consent

6.  Approval of Minutes

     To approve the minutes from the following sessions:

• June 26, 2018 Regular session
• June 26, 2018 Closed session

7.  Resolution Authorizing Sale of Surplus Personal Property

To adopt a resolution declaring personal property, primarily May Museum items, as surplus to sell using any means authorized by NC General Statutes including sealed bid, negotiated offer, upset bid and public auction.

8.  Re-Appointment of Recreation Board Member- Diane Hudson

To adopt a resolution to re-appoint Diane Hudson to serve another term on the Recreation Advisory Board.

9.  Re-Appointment of Recreation Board Member- Phillip Irvin

To adopt a resolution to re-appoint Phillip Irvin to serve another term on the Recreation Advisory Board.

10. Re-Appointment of Recreation Board Member- David Monroe

To adopt a resolution to re-appoint David Monroe to serve another term on the Recreation Advisory Board.

11. Re-Appointment of Recreation Board Member- John Moore

To adopt a resolution to re-appoint John Moore to serve another term on the Recreation Advisory Board.

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

• Approved the minutes from the June 26^th regular & closed sessions
• Adopted Resolution (2018) 1406, Resolution Authorizing Town Manager to Dispose of Surplus Personal Property (May Museum)
• Adopted Resolution (2018) 1407, Resolution Re-Appointing a Member to the Recreation Advisory Board- Diane Hudson
• Adopted Resolution (2018) 1408, Resolution Re-Appointing a Member to the Recreation Advisory Board-  Phillip Irvin
• Adopted Resolution (2018) 1409, Resolution Re-Appointing a Member to the Recreation Advisory Board- David Monroe
• Adopted Resolution (2018) 1410, Resolution Re-Appointing a Member to the Recreation Advisory Board- John Moore

The motion carried unanimously. 

Items for Decision

12. Resolution Accepting Revised State Drinking Water Reserve Funding Offer

Rich Moore from McDavid Associates, presented a resolution to accept the Offer and Acceptance from the Division of Water Infrastructure pertaining to the $639,000 awarded to the Town in July 2017, which was half grant monies and half loan.

On motion by Commissioner Shackleford, the Board adopted Resolution (2018) 1411, Accepting State Drinking Water Reserve Funding Offer, 2017 Water System Improvements.  The motion carried unanimously. 

13. Resolution Amending Capital Project Budget Ordinance for Wallace Street Storm

      Drainage Improvement Project

Rich Moore from McDavid Associates, presented a resolution to amend the project budget ordinance for the Wallace Street Storm Drainage Improvements project.  Moore stated this was a final budget ordinance due to project completion.

Commissioner Dixon made a motion to adopt Resolution (2018) 1412, Amending Capital Project Budget Ordinance, Golden Leaf Disaster Recovery Project, Wallace Street Storm Drainage Improvements, Contract No.1 – Storm Drainage Improvements.  The motion carried unanimously.

14. Award Contract for Construction of New Water and Sanitary Sewer Lines in

      Bonnies Ally and Create Corresponding Capital Project Ordinance

Rich Moore from McDavid Associates, presented a resolution awarding construction to the low bidder, Tripp Bro’s, Inc. and establishing a Capital Project Budget Ordinance for Bonnies Alley Water and Sanitary Sewer Improvements project.

On motion by Commissioner Hobbs, the Board adopted Resolution (2018) 1413, Establishing Capital Project Budget Ordinance and Awarding Construction Contracts, Bonnies Alley Water and Sanitary Sewer Improvements, Contract No. 1 – Water and Sanitary Sewer Improvements.  The motion carried unanimously.

15. Presentation on Next Music on Main Event- Jay Johnson

Jay Johnson informed the Board that the next “Music on Main” event will be held on August 19, 2018 from 3:00 pm until 6:00 pm on the grounds of the May Museum.  He stated there would be a few vendors there as well.

16. Authorize Construction of Blacksmith Shop on May Museum Grounds

Lindsay Annis, May Museum Director, requested approval to establish a working blacksmith shop on the grounds of the May Museum at no cost to the Town.

Commissioner Elks made a motion to accept the construction of the blacksmith workshop on the grounds of the May Museum.  The motion carried unanimously. 

17. Report on Surplus Property Sale

Town Manager Hodgkins presented a report on the offers received from the list of surplus real estate properties.  He stated he has received bids on three properties listed.  Hodgkins also stated that the Police Department has indicated interest in using the old landfill property as a shooting range.

Commissioner Moore made a motion to proceed with the upset bid process on the two properties listed with bids; 4102 South Main Street and the parking lot beside Farmville Furniture, but to remove the old landfill vacant lot off the selling list.  With this motion the Board adopted Resolution (2018) 1414, Resolution Authorizing Upset Bid Process for Disposal of Certain Real Property (Christopher Turnage), and adopted Resolution (2018) 1415, Resolution Authorizing Upset Bid Process for Disposal of Certain Real Property (Tracy Shannonhouse).  The motion carried unanimously.

Hodgkins stated he would email the resolutions declaring these two properties are surplus to the Board.

18. Library Naming Policy and Guidelines

      Removed.

18. State Wastewater Reserve – Accept Funding for Basin

Rich Moore, from McDavid Associates, presented a resolution to accept the funding offer for the State Wastewater Reserve grants awarded to replace existing sanitary sewer in the Basin 5 service area.

On motion by Commissioner Shackleford, the Board adopted Resolution (2018) 1416, Accepting State Wastewater Reserve Funding Offer and Adopting Capital Project Budget Ordinance, Basin 5 Sanitary Sewer System Improvements.  The motion carried unanimously. 

19. Determine Board of Commissioners Future Regular Meeting Schedule

Mayor Evans asked the Board for discussion on whether to move the regular meeting schedule from the first Monday night of each month.

Commissioner Hobbs made a motion for the Board of Commissioners meetings to continue to be on the first Monday night of each month.

Commissioner Moore asked for Commissioners Hobbs to amend her motion to add that all Fire Department items be addressed first on the Town Board agenda.

Commissioner Hobbs amended her motion.  The motion carried unanimously.

20. Reschedule Regular September Board of Commissioners Meeting to September 4

      Due to Labor Day Holiday

Town Manager recommended Tuesday, September 4, 2018 for the September Board meeting due to the Labor Day holiday falling on Monday, September 3, 2018.

Commissioner Elks made a motion to reschedule the September meeting to Tuesday, September 4, 2018.  The motion carried unanimously. 

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Citizen comments

Mayor Evans asked for citizen comments at this time.

Sheryl Patterson, a Farmville citizen, thanked the Board for their donation to the Farmville Schools cookout and said the cookout serves over 300 staff and their guests.  She also thanked the Board for their donation to the Farmville Arts Council and invited them to the upcoming Gala they are having at the DAR house.

Steven Hardy-Braz thanked the Board for the sidewalk work being done and stated it was a great investment for the Town.

Commissioner Elks made the following comments:

• Hometown Halloween 2018 will happen
• September 17 will be the 3^rd Annual First Responders dinner to be held at the Farmville First Baptist Church at 6:00 pm
• Farmville Christmas Parade will be December 8.
• Complaint received on Crestlawn Cemetery but wanted to clarify that this cemetery is not the Town’s responsibility and is outside the town limits.

Closed Session

On motion by Commissioner Dixon, the Board adjourned into closed session at 8:01 p.m., pursuant to G.S. 143-318.11(a)(5), to instruct the public body’s staff concerning the position to be taken by, or on behalf of the public body in negotiating the material terms of a contract, or proposed contract for the acquisition of real property by purchase, option, exchange, or lease.  The motion carried unanimously.

On motion by Commissioner Shackleford, the Board returned into regular session at 9:16 p.m.  The motion carried unanimously.

Adjournment

On motion by Commissioner Elks, the meeting was adjourned at 9:18 p.m.  The motion carried unanimously.