8. Public Hearing No. 1 The purpose of the public hearing is to consider a request by request by R M Commercial Real Estate, LLC for a Major Site
Plan Review in order to construct a 40 unit townhome development. This property is identified as Moore County PID 98000634 and is located at Laforet Ln. and Laforet Ct. near the intersection of Foxfire Rd. and Linden Rd.
There are two NCDOT projects for NC 5. The first project is primarily in the Aberdeen area and design work is underway and they have scheduled a
meeting, in a couple weeks, with local leaders to discuss. The second project for NC 5 is the section that runs thru Pinehurst, this project is a few years out. However, NC DOT has hired an Engineering firm to complete a feasibility study. They to meet with local officials on February 20th to start discussions.
Announced that the Public Hearing for R M Real Estate, at the request of the applicant, has been postponed and will not be heard at his meeting, as
4. Presentation by The League of Women s Voters Marcey Katzman with the League of Women s Voters gave a presentation on The Equal Right Amendment.
Ms. Katzman explained the amendment only needs one more state s approval to pass its mandated 38 states. She shared a petition and local legislature information for citizens. As proposed, it says: Equality of rights under the law shall not be denied or abridged by the United States or by any state on account of sex.
Councilmember Farrell stated he believes this is an important issue and would urge citizens to contact their local State Representatives and move
individually on this issue. Mayor Pro Tem Bouldry agreed and stated that being a non-partisan Council their main focus is on high level local issues for the Village of Pinehurst and this is a State issue, however, our job is to encourage residents to reach out to State Representatives. Councilmember Davis disagreed and stated that all politics are local and made a motion for the Village Council to endorse the request of the League of Women s Voters to support the amendment and also ask for the citizens to respond as well.
Mariann Benway, citizen, spoke against the ERA and stated that women are continually used as props to push an agenda and anything duplicative of what
we already legally have in place almost always has an ulterior motive. Ms. Benway also stated that the only reason to pick the ERA off the dusty floor of history is because of a fierce desire to protect abortion at all costs. Julia Latham, League Member, she recited a legal case in Pennsylvania concerning abortions and stated that the arguments about abortion because of the presence of an ERA are a red herring.
5. Presentation on the Moore County Local Selective Service System Recruitment Board Lt. Col. Chris Castro of the NC National Guard gave a brief
presentation regarding Moore County's Local Selective Service System Recruitment Board and the need to recruit civilian members for the board. Currently the Moore County Board has 3 vacancies and he is requesting help recruiting new members. The role of the Local Selective Service System Recruitment Board is to be prepared to assist if the need arises to implement the military selective service draft due to a grave threat to national security. Acceptance to the Board is considered a Presidential appointment. Councilmember Farrell asked if it was still required to register for the draft. Lt. Castro responded that it was still required and the NCDMV helps with that process. Councilmember Davis asked what would happen if a draft was enacted. Lt. Castro explained the board is responsible for deciding who would be postponed, deferred or granted an exemption from service. The Council came to a consensus that the Village would help spread the word about the need for new board members in Moore County.
6. Discuss and Consider Resolution 19-03 to Appoint Charles Russell to the Board of Adjustment and Planning and Zoning Board. Leo Santowasso,
Planning and Zoning Chair, introduced Mr. Charles Russell to Council. Mr. Russell was one of 4 applicants that submitted an application and was interviewed. Mr. Russell gave a brief overview of his background and stated that the majority of his degree was obtained at the University of Cincinnati School of Urban Planning and Design. He was a facility needs expert and completed studies for the Department of Interior. Mr. Santowasso stated there will be another vacancy open in June and the 3 remaining candidates are still under consideration for that opening.
7. Discuss and Consider a Request from Habitat for Humanity to Waive Permit and Inspection Fees. Natalie Hawkins, Assistant Village Manager,
introduced Amy Fraley the executive director for Habitat for Humanity of the NC Sandhills. Ms. Hawkins explained that Habitat for Humanity has requested the Village waive permit and inspection fees for their home repair program to help make repairs more affordable for homeowners. The permits obtained by Habitat for Humanity are for minor repairs such as ramps, roof repairs, porches, steps, siding/window replacements, and yard improvements. Jeff Sanborn, Village Manager, stated that this request is specific to only Habitat for Humanity and any other organization would have to be approved by Council, should a similar request come in.
Audrey Moriarty, Executive Director of the Givens Library and Tufts Archives explained last winter they started reviewing the services of the
library. Councilmember Davis explained that the Library Working Group was formed to evaluate the current services and future of the library. Ms. Moriarty stated that the currently the library has 17,000 books, which is the same amount of books when the library was started, due to space limitations. The book to population ratio was 10:1 when the library first began and now that ratio is 1:1. Councilmember Davis explained the options that the Library Working Group considered over the course of their work. The recommended approach by the Library Working Group is to embark on a formal needs assessment. The assessment would cost approximately 25,000 and 4 months to complete. Mayor Pro Tem Bouldry stated from his time on the Library Working Group every conversation with outside parties started with the library needing a formal needs assessment from a third party. Councilmember Farrell stated that we are going down a path to take on one the largest capital project the Village of Pinehurst has ever taken on and we have to be careful and make sure there is buy in. He also stated that the form of request for work should be very clear and we should look for all options and restrain ourselves to cost because it needs to be done right, as this is a very serious road we are going down. Councilmember Drum stated the consultant should be working for the community and doing what s best for the public.
John Root, Pinehurst Resident, stated he was confused as to who would pay for this study and direct the work. Councilmember Farrell explained that
Council is delegated to authorize a request for proposal to assess the needs and show various options. Councilmember Drum stated that the consultants, completing the needs assessment, will work for the public and Village of Pinehurst.
13. Q2 Update on the Status of the FY 2019 Strategic Operating Plan Implementation. Lauren Craig, Performance Management Director, reviewed the
proposed FY 2020 Balanced Scorecard and Areas of Focus, which Council amended at the Planning Retreat. Ms. Craig explained Council s approval is needed to ensure that Senior Leaders develop the FY 2020 Strategic Operating Plan accordingly and submit budget requests that address the priorities for improvement that Council and Senior Leaders identified at the Retreat. Staff is proposing to remove the Initiative Action Plan (IAP) for the EMS facility, at the request of the County to reviewing funding options, but will remain as a future project for FY 20. The streetscape and street lighting IAP s will be removed but will remain on the opportunity for improvement (OFI) list for future projects.
Ms. Craig also gave a status update of some of the current year projects underway, including the implementation of the Planning and Inspection
software. Councilmember Jack Farrell asked if the staff was pleased with the software for Planning and Inspections so far. Natalie Hawkins, Assistant Village Manager, stated staff is very pleased with the software. Ms. Craig stated that the metric for the number of permits processed would be improved by the software, as permits can be submitted approved electronically. Ms. Hawkins stated that was correct homeowners and developers would be able to submit plans online for their plan reviews.
14. Presentation of Quarterly Financial Statements for the Quarter Ended December 31, 2018. Brooke Hunter, Financial Services Director, stated that
the Village remains in a very good financial position through the first half of the fiscal year. The fund balance is currently at 4.5 million in income for the first six months of the year, which is higher than the prior year. The fund balance is currently at 81 of the budgeted expenditures, which is also greater than the previous year. The
15. Discuss and Consider Traffic Preemption Agreement and Budget Amendment. Carlton Cole, Fire Chief, explained the traffic pre-emption devices allow
the traffic signals to change as the Fire Trucks are approaching so the fire trucks and other vehicles may move thru safely. He explained that the process has been ongoing for years to install all of the signals. NCDOT informed the Village that while the installers were in the area installing the current budgeted devices that they could go ahead install the 7 remaining devices now. Jeff Sanborn, Village Manager, explained to Council that the funds that will be used to install the devices now are from projects that are be deferred to another year and that these remaining 7 devices were to be budgeted in future years funding, so they are essentially swapping places.
Upon a motion by Councilmember Davis, seconded by Councilmember Drum, Council authorized the Mayor, or her designee, to execute the Supplemental
Agreement with NCDOT to install the 7 remaining traffic pre-emption devices AND approved Ordinance 19-04 amending the ordinance appropriating funds for operations for fiscal year 2019, to install traffic signal pre-emption devices by a vote of 4-0.
16. Consider Recommended Changes to Fees and Charges Schedule. Natalie Hawkins, Assistant Village Manager, explained that after conducting a
comprehensive cost analysis, Village staff recommend significant changes to the Village s Planning, Inspections, and Engineering Fees as part of this year s fees and charges review. The Village has not modified Planning and Inspection Fees for the majority of permits since 2004. Ms. Hawkins explained that per the Council s Fees and Charges Policy, Fees charged by the Village of Pinehurst will be established at a rate that is intended to cover the costs of providing the services for those services that can be directly identified and the costs that are directly related to the level of service. It further indicates, The full cost of providing a service should be calculated in order to provide a basis for setting the fee or charge. Full cost incorporates both direct and indirect costs. Indirect costs could include administrative services, debt service, etc. To develop the recommended Planning and Inspection Fees, staff conducted a comprehensive cost analysis to determine the total estimated cost per permit, including direct and indirect costs.
Councilmember Farrell asked if staff has talked with the Historic Preservation Commission regarding their opinion on charging for certificates of
appropriateness. Ms. Hawkins stated that Molly Gwinn, Chair of HPC, didn t want to charge for certificates. The direct cost to the Village to issue certificates for a major certificate is 1,000 and for minor is 500. The proposed charges are 500 for a major certificate and 100 to for a minor certificate. Ms. Hawkins stated Should Council approve all the recommended changes to the Planning and Inspection Fees, the estimated positive annual financial impact to the Village is approximately 95,000. The total estimated planning and inspection fees generated under the proposed fee schedule would be approximately 605,000. With the total costs of development services exceeding 1 million, the proposed fees will result in a 60 cost recovery rate.
Councilmember Davis asked if this need to be approved now or if it could wait. Brooke Hunter, Financial Services Director, stated that the Recreation
Department will need their items approved at the next Council meeting on Feb. 26th so those rates can published in the activity guides for the next fiscal year. Ms. Hunter reviewed the proposed changes to the Parks and Recreation fee schedule, which are small changes made to simplify fees associated with Fair Barn event cancelations and deposits. Council agreed to discuss and consider the changes again at the February 26th Regular Council Meeting, after they review the proposed changes in more detail.
17. Update on the Status of the Comprehensive Long Range Plan. Natalie Hawkins, Assistant Village Manger, explained that in response to a recent
request from a resident to hold additional public input sessions on the growth choice areas presented to the Village Council in December and again to the Think Tank in January, staff have investigated the possibility of obtaining additional public input beyond what is included in our contract with Town Planning Urban Design Collaborative. Ms. Hawkins stated that after lengthy discussions with our consultants and based on their availability to hold additional input sessions, it would likely delay the timeline approximately 2 months and add an additional 18,000 to the overall cost of the plan if we modify the process to obtain additional public input at this point. This additional time would likely jeopardize the Village s ability to have a plan adopted before going into next year s strategic planning process. If the final plan is not delivered until late October, it is unlikely that plan adoption will occur before the Council s early December strategic planning retreat.
After considering the alternatives, staff s recommendation is to proceed according to the current schedule and ensure adequate
time for public review of the draft plan this summer. The process outlined in our contract is one that allows the public to comment on the growth
choice areas (and other components of the long range plan) once the full scenario planning has been completed and the implications of growth in those areas can be fully articulated in the plan document. To ensure public awareness and obtain public feedback on the draft plan, Village staff and our consultants will organize a Community Open House presentation and we will solicit public input electronically on www.envisionthevillage.com. Village staff will utilize our community engagement plan to reach out to key stakeholder groups and ensure broad public awareness of the draft plan. Other public meetings and additional open house
events could also be held in the summer subsequent to the Community Open House if we believe additional public input is needed. Our consultants will
consider public input obtained this summer on the draft plan to determine if modifications are needed before the Final Plan is delivered in early fall to the Planning and Zoning Board and Village Council for review and approval.
and 9 months after the draft was proposed, as they had 200 changes that were initiated. He feels we should take all the time we need to approve the
plan after the draft is submitted. Councilmember Davis stated the extra 18,000 wasn t an issue for her but the concern was what those meetings would achieve, as there is no context. Councilmember Drum stated people can still give input now online, before the draft comes out.
Jane Hogeman, Pinehurst resident, stated that the consultants put together this timeline for their efficiency. There is a report that
1. Discuss ETJ Expansion Jeff Sanborn, Village Manager, explained there are several items for discussion that relate to ETJ areas. Mr. Sanborn
started with the request for the ETJ expansion which we had to table and then following that the Pinebluff court case which ruled in their favor of expanding their ETJ area without the County s approval, because of the presence of a local bill they have in their municipality. Mr. Sanborn stated the Village shares the same type of local bill along with Southern Pines and Aberdeen. He also explained the recent concerns of development of 15-501, with the possible development that would threating the realignment of 73 and McCaskill Rd and talks of a Publix off of Juniper Lake Rd and 15-501. The County Manager contacted him and stated the Commissioners wanted to meet with local officials to talk about corridors, focusing on 211 and 15-501. Mr. Sanborn relayed that it may be more appropriate for the Village and the County to discuss the ETJ issue before meeting about the corridors. They agreed and schedule a meeting for next Thursday, however, subsequently he received an invitation for a meeting to discuss high corridors with the County and all municipalities the following day. He explained there are other things to consider which include discussing with Moore County updated their water and sewer extension policy that include that if a developer wants to extend water and sewer somewhere in the Village ETJ that the County would require them to petition for annexation. The other issue is Carthage is looking to extend their sewer system all the way down 15-501 and tie in around the traffic circle. Their Manager has approached the Village and asked would we be interested in partnering with them, which would give the Village more control over development in that area. Councilmember Jack Farrell asked if Carthage would own the lines, Mr. Sanborn stated they would pay for and own that line.
Councilmember Davis asked what is it we are looking for going into the meeting with the County. Mr. Sanborn stated what he would like is to walk into
the meeting with a common understanding of what is best. Mayor Pro Tem suggested maybe coordinating with the County Manager on what the County is looking to accomplish in these meetings. Councilmember Farrell touched on the growth around Juniper Ridge and Murdocksville Road and stated the County needs to offer up a reasonable approach to the growth not only for Pinehurst but for Moore County. Councilmember Drum stated the Village needs to be prepared to offer a unique zoning district in those areas for the ETJ expansion. Natalie Hawkins, Assistant Manager, talked about the Tri-Cities Group meeting regarding the working for the highway corridors and how the County is currently not involved, however they are involved in every aspect. The group is going to reach out to the County.