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The Farmville Board of Commissioners met in regular session on Monday, June 24, 2019 at 6:30 p.m. in the Municipal Building Courtroom with Mayor Robert Evans presiding. Present for the meeting were Commissioners Brenda Elks, Jamin Dixon, Alma Hobbs, 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 Jerry Spruill, from the Macedonia Baptist Church, in Farmville, offered the invocation, which was followed by the pledge of allegiance to the flag.
Citizen Presentations
Mayor Evans stated there were no citizen presentations at this time.
Town Manager Hodgkins had the following comments:
- Next Market on Main event will be Tuesday, June 25th from 4-8pm with crafts, live music and food; July 16th will be the next one
- July 4th Town celebration will be held on July 3rd with the Tar River Community Band, food and fireworks
Finance Director Amy Johnson provided the financial report for the month of June, 2019.
Mayor Evans asked if there were any additional changes to the agenda.
Town Manager Hodgkins recommended the following changes to the agenda:
- Add Agenda item #24 – Farmville Community Center
- Add Pitt County Recycling Award under Agenda item #17
Commissioner Elks made a motion to approve the above changes to the evening’s agenda. The motion carried unanimously.
Public Hearing
1. To Rezone Parcel #07465 Located at 4211 East Cotton Street from Residential- 5 (R-5) to Residential Multi-Family (RMF)
Planning Director Justin Oakes requested adoption of an ordinance to rezone 4211 East Cotton Street from Residential-5 to Residential Multi-Family. He stated the Planning Board unanimously approved this request.
Mayor Evans declared the public hearing open at 6:38 p.m.
There being no further comments, Mayor Evans closed the public hearing at 6:39 p.m.
Commissioner Hobbs made a motion to approve the rezoning request and to adopt Ordinance (2019) 931, Ordinance Amending Chapter 157 Zoning, the Official Zoning Map of the Town of Farmville. Commissioner Dixon abstained from voting. The motion carried 4 to 0, with Commissioners Hobbs, Moore, Elks and Shackleford voting in the affirmative.
2. To Rezone Parcel #07024 Located at 3945 West Wilson Street from Residential- 5 (R-5) to General Business (GB)
Planning Director Justin Oakes requested adoption of an ordinance to rezone 3945 West Wilson Street from Residential-5 to General Business. He stated the Planning Board unanimously approved this request.
Mayor Evans declared the public hearing open at 6:41 p.m.
There being no further comments, Mayor Evans closed the public hearing at 6:42 p.m.
Commissioner Elks made a motion to approve the rezoning request and to adopt Ordinance (2019) 932, Ordinance Amending Chapter 157 Zoning, the Official Zoning Map of the Town of Farmville. The motion carried unanimously.
Items for Consent
3. Approval of Minutes
To approve the minutes from the following sessions:
- June 3, 2019 Regular Session
- June 3, 2019 Closed Session 1
- June 3, 2019 Closed Session 2
4. Ordinance Amending the FY 2018/2019 Budget Ordinance- Year End
Adjustments
To adopt an ordinance amending the FY 2018-2019 Budget Ordinance to cover any final budget over-expenditures.
5. Re-Appointment of Dogwood Festival Committee Member- Denise McLawhorn
To adopt a resolution re-appointing Denise McLawhorn to the Dogwood Festival Committee.
6. Re-Appointment of Dogwood Festival Committee Member- Dan Taylor
To adopt a resolution re-appointing Dan Taylor to the Dogwood Festival Committee.
7. Re-Appointment of Farmville Housing Authority Board Member- Donnie Greene
To adopt a resolution re-appointing Donnie Greene to the Housing Authority Board.
8. Re-Appointment of May Museum Advisory Committee Member- Tracie Durrett
To adopt a resolution re-appointing Tracie Durrett to the May Museum and Park Commission.
9. Re-Appointment of May Museum Advisory Committee Member- Carolyn Erwin
To adopt a resolution re-appointing Carolyn Erwin to the May Museum and Park Commission.
10. Re-Appointment of May Museum Advisory Committee Member- Larry King
To adopt a resolution re-appointing Larry King to the May Museum and Park Commission.
11. Re-Appointment of May Museum Advisory Committee Member- Joe Willoughby
To adopt a resolution re-appointing Joe Willoughby to the May Museum and Park Commission.
12. Re-Appointment of Recreation Advisory Committee Member- Greg May
To adopt a resolution re-appointing Greg May to the Recreation Advisory Board.
13. Re-Appointment of Recreation Advisory Committee Member- Chad Moore
To adopt a resolution re-appointing Chad Moore to the Recreation Advisory Board.
On motion by Commissioner Elks,HHSSSS the Board approved/adopted the following:
- Approved the minutes from the June 3rd regular session, the June 3rd closed session-1 and the June 3rd closed session-2
- Adopted Ordinance (2019) 933, An Ordinance Amending the FY 2018-2019 Budget Ordinance
- Adopted Resolution (2019) 1454, Re-Appointing a Member to the Dogwood Festival Advisory Committee- Denise McLawhorn
- Adopted Resolution (2019) 1455, Re-Appointing a Member to the Dogwood Festival Advisory Committee- Dan Taylor
- Adopted Resolution (2019) 1456, Re-Appointing a Member to the Housing Authority Commission- Donnie Greene
- Adopted Resolution (2019) 1457, Re-Appointing a Member to the May Museum and Park Commission- Tracie Durrett
- Adopted Resolution (2019) 1458, Re-Appointing a Member to the May Museum and Park Commission- Carolyn Erwin
- Adopted Resolution (2019) 1459, Re-Appointing a Member to the May Museum and Park Commission- Larry King
- Adopted Resolution (2019) 1460, Re-Appointing a Member to the May Museum and Park Commission- Joe Willoughby
- Adopted Resolution (2019) 1461, Re-Appointing a Member to the Parks and Recreation Advisory Committee- Greg May
- Adopted Resolution (2019) 1462, Re-Appointing a Member to the Parks and Recreation Advisory Committee- Chad Moore
The motion carried unanimously.
Items for Decision
14. Presentation by Doris Connell, Pitt County Farm and Food Council
Doris Connell, from the Pitt county Farm and Food Council, made a brief presentation explaining the group’s mission and activities. She also informed the Board of a new electronic “Food Finder” app for IPhone and Android use.
15. Construction Contract Award- Farmville Public Library
Drew Wilgus, from Smith Sinnett, requested for the Town Board to award the construction contract for the Farmville Public Library Project to the low bidder, Farrior & Sons, Inc., in the amount of $4,934,537.
Commissioner Dixon made a motion to award the construction contract to Farrior and Sons, Inc. in the amount of $4,934,537, pending LGC approval, and to adopt Resolution (2019) 1463, Resolution Awarding Construction Contract for New Farmville Public Library. The motion carried unanimously.
16. Resolution Approving Financing Terms- Farmville Public Library
Town Manager Hodkgins stated the Town received financing proposals from BB&T and Southern Bank, with BB&T being the most cost effective. He requested the Board to approve the financing agreement with BB&T.
Commissioner Moore requested to abstain from voting since he serves on the Southern Bank Board.
Commissioner Shackleford made a motion to approve the financing agreement with BB&T and to adopt Resolution (2019) 1464, Resolution Approving Financing Terms. The motion carried 4 to 0, with Commissioners Hobbs, Dixon, Elks and Shackleford voting in the affirmative.
17. Contract Extension for Solid Waste Services
Town Manager presented a contract extension proposal from Waste Industries due to the current contract ending June 30, 2019. He stated this proposal has a three-year term whereas the previous ones were five-year terms. Hodgkins said he believes the proposal is fair and will enable the Town to continue to provide the essential solid waste and recycling services our residents have come to depend on in the most economical manner.
Commissioner Elks expressed her concern over citizen complaints regarding their pickup service. She asked for a response from Waste Industries.
Mike Donovan, a representative from Waste Industries, explained they do have a portal to enter all complaints and he can go back and research certain addresses to see if there are reoccurring problems at that address. He gave his business contact card to the Commissioners if they ever need him.
On motion by Commissioner Elks, the Board approved the contract amendment extending the term of the current agreement with Waste Industries to June 30, 2022. The motion carried unanimously.
Mike Donovan presented the Town of Farmville with the Pitt County Recycling Award for the 2018 year.
18. Report on Disc Golf Project
Library Director David Miller stated they are working on a disc golf course on the property adjacent to Oliver Murphrey Park with the assistance of the Greenville Disc Golf organization. He said it would feature 18 holes suitable for both recreational and competitive players with the potential to attract visitors and tournaments to Farmville.
Max Crotts, Board President of the Greenville Disc Golf organization stated the organization seeks to promote and expand the game and sport of disc golf to the greater Greenville area. He stated they have worked alongside local governments in the planning, design and implementation of courses in Greenville, Ahoskie and Kinston.
19. Ordinance Closing a Portion of Main Street on August 13 for Music on Main Event
Jay Johnson asked the Board to approve the next Music on Main event scheduled for August 13, 2019.
Hobbs made a motion to approve the August 13th date for the next Music on Main event and to adopt Ordinance (2019) 934, An Ordinance to Temporary Close North Main Street Between Wilson Street and Church Street in Farmville, NC on August 13, 2019. The motion carried unanimously.
20. Resolution Authorizing Exchange of Real Property- Farmville Fire Headquarters
Town Manager Hodgkins stated in order to finalize the action taken at the June 3rd Board meeting, the Board must advertise their intent and adopt a resolution to formerly approve the exchange of property.
Mayor Evans asked if anyone from the public wished to comment.
Commissioner Moore made a motion to approve the exchange of real property for the new fire station and to adopt Resolution (2019) 1465, Resolution Authorizing Exchange of Real Property. The motion carried unanimously.
21. Resolution Supporting the 2020 US Decennial Census and the Pitt County Complete Count Committee
Planning Director Justin Oakes stated the U.S. Constitution mandates a headcount every 10 years of all residents of the United States in the form of the decennial census, with the population totals derived from the census used to determine the number of seats allocated to each state in the U.S. House of Representatives, as well as determining other state and local legislative, school, and voting districts. Oakes further stated the US Census is seeking the support of municipalities and counties across the Country. He asked the Board to adopt a resolution in support.
Commissioner Shackleford made a motion to adopt Resolution (2019) 1466, A Resolution of the Town of Farmville Board of Commissioners to Support the 2020 United States Decennial Census and the Pitt County Complete Count Committee. The motion carried unanimously.
22. Resolution Supporting Application for NCDOT Bicycle and Pedestrian Project Acceleration Planning Grant
Planning Director Justin Oakes stated the NCDOT has announced a call for applications for its Fall 2019 Bicycle and Pedestrian Planning Grant Initiative. Oakes explained this grant assists municipalities across the state by awarding funding to conduct both Comprehensive and Project Specific Plans. He stated through new grant category, Project Acceleration Planning Grant, the Town is seeking funding to undertake a Comprehensive Greenways Plan. Oakes further stated this plan would provide proposed Greenway segments and routes, as well as cost estimates. He explained the grant is a 90/10 matching grant and the Town is responsible for a 10% match if selected, which would be $2,500 due to the plan project cost to be $25,000. Oakes requested the Board to adopt a resolution in support of the application.
Commissioner Elks made a motion to adopt Resolution (2019) 1467, Resolution Endorsing the Application for a Project Acceleration Planning Grant by the Town of Farmville. The motion carried unanimously.
23. Approval of New Records Retention Policy
Town Manager Hodgkins stated State law states that the NC Department of Natural and Cultural Resources (DNCR) governs the retention of public records and publishes information to guide the handling of public records by governmental agencies in North Carolina. He further stated in March 2019, the Archives Division of DNCR released a new records retention schedule for local government. Hodgkins requested the Board to adopt the updated Records Retention Policy.
Commissioner Hobbs made a motion to approve the new Records Retention Policy to be consistent with current State requirements. The motion carried unanimously.
24. Farmville Community Center Rental
Public Works Director Wes Thomas presented a proposed fee increase for the rental of the Farmville Community Center. He stated currently customers pay for one room but usually end of using both rooms and the kitchen. He proposed charging a flat fee of $150 for the rental of the center and allow the customer to use whatever space they need. Thomas stated the Town was losing money.
Commissioner Moore expressed his concern over a Town employee not being present in the building during rental.
Thomas responded that it has always been this way but Police do check to make sure the building is locked up each night and he always inspects the building every Monday morning after rental. Hodgkins said this was most common in rentals.
Commissioner Elks made a motion to delay the policy change until the August 5, 2019 meeting so more information can be obtained. The motion carried unanimously.
Citizen comments
Mayor Evans asked for citizen comments at this time.
Commissioner Elks thanked Public Works for their hard work on storm debris cleanup.
Commissioner Elks thanked Police, Library and Recreation for an amazing Summer Splash Fun Day event.
Commissioner Moore thanked Isaiah Lubben and Christopher Stokes for their efforts in the disc golf course and for feeding the children this summer.
Commissioner Moore thanked the Board for their patience and for paving the way for the new fire station.
Adjournment
On motion by Commissioner Elks, the meeting was adjourned at 7:47 p.m. The motion carried unanimously.