NC - Pinehurst: STRATEGIC PLANNING RETREAT

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STRATEGIC PLANNING RETREAT

VILLAGE COUNCIL AGENDA FOR REGULAR MEETING OF JANUARY 14, 2020

ASSEMBLY HALL 395 MAGNOLIA RD.

PINEHURST, NORTH CAROLINA 4:30 PM

1. Call to Order.

2. Reports:

Manager

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Council

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3. Motion to Approve Consent Agenda.

All items listed below are considered routine or have been discussed at length in previous meetings and will be enacted by one motion. No separate

discussion will be held unless requested by a member of the Village Council.
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A. Approval of Village Council Meeting Minutes.

End of Consent Agenda.

4. Presentation of Resolutions Honoring Nancy Fiorillo, John Bouldry, and Jack Farrell.

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5. Discuss and Consider a Request For A Special Intensity Allocation Request (Pinehurst Beach Club Improvements)

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6. Other Business.

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7. Comments from Attendees.

8. Motion to Adjourn.

Vision: The Village of Pinehurst is a charming, vibrant community which reflects our rich history and traditions. Mission: Promote, enhance, and

sustain the quality of life for residents, businesses, and visitors.
Tagged Passions:business, strategic, and history

Values: Service, Initiative,Teamwork, and Improvement.

APPROVAL OF VILLAGE COUNCIL MEETING MINUTES. ADDITIONAL AGENDA DETAILS:

FROM: Beth Dunn

CC: Jeff Sanborn

DATE OF MEMO: 1/3/2020

MEMO DETAILS: Attached are the draft minutes from the Village Council Organizational Meeting on December 2, 2019, Strategic Planning Pre-Retreat on

December 3, 2019, Regular Meeting and Work Session on December 10, 2019, and the Strategic Planning Retreat on December 11 and 12, 2019. ATTACHMENTS:
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Description December 2, 2019 Organizational Meeting December 3, 2019 Strategic Planning Pre-Retreat December 10, 2019 Regular Meeting December 10,

2019 Work Session December 11, 2019 Strategic Planning Retreat December 12, 2019 Strategic Planning Retreat
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VILLAGE COUNCIL

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MINUTES FOR SPECIAL MEETING OF DECEMBER 2, 2019

ASSEMBLY HALL

395 MAGNOLIA ROAD

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PINEHURST, NORTH CAROLINA

4:30 PM

The Pinehurst Village Council held a Special Meeting at 4:30 p.m., Monday, December 2, 2019 in the Assembly Hall of Pinehurst Village

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Hall, 395 Magnolia Road, Pinehurst, North Carolina. The following were in attendance:

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Mr. John C. Strickland, Mayor

Ms. Lydia Boesch, Councilmember

Ms. Judy Davis, Councilmember

Mr. Kevin Drum, Councilmember

Ms. Jane Hogeman, Councilmember

Mr. Jeffrey M. Sanborn, Village Manager

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Ms. Beth Dunn, Village Clerk

And approximately 75 attendees, including 13 staff and 1 press.

1. Call to Order.

Village Manager, Jeff Sanborn, called the Village Council meeting to order.

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2. Oath of Office for newly-elected Mayor, John C. Strickland and Councilmembers Lydia Boesch and Jane Hogeman.

Beth Dunn, Village Clerk, administered the oaths of office to the newly-elected Mayor, John C. Strickland and Councilmembers Lydia Boesch and Jane

Hogeman.

3. Organizational Meeting of New Village Council (Election of Mayor Pro Tem and Treasurer).

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Jeff Sanborn, Village Manager, chaired the process of electing a new Mayor Pro-Tem and Treasurer. He explained Council will

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begin first with the election of the Mayor Pro-Tem from within the Village Council and he opened the floor for nominations from the

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Council for the office of Mayor Pro-Tem, noting that seconds are not required for a nomination. Councilmember Boesch nominated

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Councilmember Judy Davis. Upon a motion by Mayor Strickland, seconded by Councilmember Davis, Council unanimously

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approved to close the nominations for Mayor Pro-Tem by a vote of 5-0. Mr. Sanborn explained since there is only one nominee

Council should vote by acclamation to elect Councilmember Davis as Mayor Pro-Tem. Council unanimously voted to elect Judy

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Davis as Mayor Pro-Tem.

Mr. Sanborn opened the floor for nominations from the Council for the office of Treasurer, noting that seconds are not required for a

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nomination. Councilmember Hogeman nominated Councilmember Lydia Boesch. Upon a motion by Councilmember Davis,

seconded by Mayor Strickland, Council unanimously approved to close the nominations for Treasurer by a vote of 5-0. Mr. Sanborn

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explained since there is only one nominee Council should vote by acclamation to elect Councilmember Boesch as Treasurer.

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Council unanimously voted to elect Lydia Boesch as Treasurer.

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4. Remarks from Mayor and Village Council.

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Mayor Strickland thanked his Council colleagues and stated he looks forward to working with them. He welcomed

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everyone in the audience and stated he hoped they would return for upcoming Council meetings. He thanked the

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previous Council for their service and hopes they will continue to give us their advice and counsel, as they see fit. He

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explained the growth that the Village has experienced has challenged some of our values, and the job of this Council will

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be to create opportunities to maintain those values and resolve the challenges that threaten them.

Councilmember Hogeman stated she is honored to represent the Village of Pinehurst.

Councilmember Boesch stated she was thrilled to be here and looks forward to working with the other Councilmembers

the amazing staff. She stated she would follow in John Bouldry s footsteps and make the Roast Office her satellite office

and she looks forward to hearing thoughts and concerns from the public.

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5. Discuss and Consider Adopting the 2020 Village Council Meeting Schedule.

Council discussed the 2020 Village Council Meeting Schedule. Councilmember Drum explained he would like to see a better time for the work sessions.

Upon a motion by Mayor Pro Tem Davis, seconded by Councilmember Hogeman, Council unanimously approved to adopt the 2020 Village Council meeting

schedule.

6. Motion to Adjourn.

Council approved to adjourn the special meeting at 4:50 pm.

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Respectfully Submitted,

Beth Dunn,

Village Clerk

A videotape of this meeting is located on the Village website: www.vopnc.org

Vision: The Village of Pinehurst is a charming, vibrant community which reflects our rich history and traditions.

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Mission: Promote, enhance, and sustain the quality of life for residents, businesses, and visitors.

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Values: Service, Initiative, Teamwork, and Improvement

VILLAGE COUNCIL

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MINUTES FOR FY 2021 STRATEGIC PLANNING PRE-RETREAT

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DECEMBER 3, 2019

ASSEMBLY HALL

395 MAGNOLIA ROAD

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PINEHURST, NORTH CAROLINA

8:30 AM 5:00 PM

The Pinehurst Village Council held the FY 2021 Strategic Planning Pre-Retreat on Tuesday, December 3, 2019 in the Assembly Hall of the Pinehurst

Village Hall, 395 Magnolia Road, Pinehurst, North Carolina. The following were in attendance:
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Mr. John C. Strickland, Mayor Ms. Lydia Boesch, Councilmember Ms. Judy Davis, Mayor Pro Tem Mr. Kevin Drum, Councilmember Ms. Jane Hogeman,

Councilmember Mr. Jeffrey M. Sanborn, Village Manager
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Ms. Beth Dunn, Village Clerk Mr. Jeffrey Batton, Assistant Village Manager Ms. Natalie Hawkins, Assistant Village Manager Ms. Lauren M. Craig,

Organizational Performance Director Ms. Angela Kantor, Director of Human Resources Mr. Carlton Cole, Fire Chief Mr. Randy Kuhn, Director of Fleet Maintenance Mr. Mike Apke, Director of Public Services Mr. Mark Wagner, Director of Parks and Recreation Mr. Earl Phipps, Police Chief Ms. Brooke Hunter, Director of Financial Services Mr. Jason Whitaker, Chief Information Officer Mr. Darryn Burich, Planning and Inspections Director
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Mr. Leo Santowasso, Planning and Zoning Chair Ms. Julia Latham, Board of Adjustment Chair

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Mr. Molly Gwinn, Historic Preservation Commission Chair Ms. Molly Rowell, Beautification Committee Chair

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And approximately 1 attendee.

1. Fiscal Year (FY) 2021 Strategic Planning Pre-Retreat

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Welcome, Introductions and Overview Organizational Performance Director, Lauren Craig called the Strategic Planning Pre-Retreat to order and welcomed

everyone.
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She outlined the agenda and explained the objective for the Pre-Retreat meeting was to review results and data, affirm strengths, opportunities,

aspirations, results, and affirm Strategic Advantages and Challenges.
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Review Operating Environment and Context Ms. Craig reviewed 7 key national economic trends, community and societal trends, and generational changes

in the workforce
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that could have an impact on the Village in the future. She also reviewed population and demographic projections, which were developed by using

trends from previous US Census data.

Review Data and Information for Goals Ms. Craig reviewed the strengths and opportunities for improvement identified by Senior Leaders for the Village

s 9 goals currently set on the Corporate Balanced Score Card (BSC).

1) Safeguard the community 2) Promote high quality development and appearance 3) Promote a thriving business community 4) Promote transportation

mobility and connectivity 5) Protect the environment 6) Promote active living and cultural opportunities 7) Professionally manage a high performing organization 8) Attract and retain an engaged workforce 9) Maintain a healthy financial condition
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She also reviewed the key performance indicators (KPI) for each of the 9 BSC goals.

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Affirm FY 21 SOAR (Strengths, Opportunities, Aspirations, and Results) Analysis Ms. Craig led the group in reviewing the Strengths, Opportunities,

Aspirations and Results (SOAR) for FY 21, proposed by Senior

Leaders. The group discussed those recommendations and made some additional recommendations to discuss further at the Strategic Planning Retreat,

scheduled next week.
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Affirm Strategic Advantages Challenges Ms. Craig reviewed the Key Strategic Advantages and Strategic Challenges, proposed by Senior Staff, for FY21.

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Wrap Up, Next Steps, and Evaluation Ms. Craig reviewed the agenda for the Retreat next week on December 11th and 12th. The group conducted a Plus

/Delta for the
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Pre-Retreat meeting.

2. Adjournment. The meeting was adjourned at 5:00 PM.

Respectfully Submitted,

Beth Dunn

Village Clerk

Vision: The Village of Pinehurst is a charming, vibrant community which reflects our rich history and traditions.

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Mission: Promote, enhance, and sustain the quality of life for residents, businesses, and visitors. Values: Service, Initiative, Teamwork, and

Improvement
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VILLAGE COUNCIL

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MINUTES FOR REGULAR MEETING OF DECEMBER 10, 2019

ASSEMBLY HALL

395 MAGNOLIA ROAD

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PINEHURST, NORTH CAROLINA

4:30 PM

The Pinehurst Village Council held a Regular Meeting at 4:30 p.m., Tuesday, December 10, 2019 in the Assembly Hall of Pinehurst Village

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Hall, 395 Magnolia Road, Pinehurst, North Carolina. The following were in attendance:

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Mr. John C. Strickland, Mayor

Ms. Judy Davis, Mayor Pro Tem

Ms. Lydia Boesch, Councilmember

Mr. Kevin Drum, Councilmember

Ms. Jane Hogeman, Councilmember

Mr. Jeffrey M. Sanborn, Village Manager

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Ms. Beth Dunn, Village Clerk

And approximately 26 attendees, including 9 staff and 1 press.

1. Call to Order.

Mayor Strickland, called the Village Council meeting to order.

2. Invocation and Pledge of Allegiance.

Invocation by Pastor John Kinyon of Redeemer Church.

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3. Reports:

Village Manager

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Moore County will be clearing easements for sewer lines for a small area between Midland Rd. and the traffic circle. The

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County has sent letters to the affected property owners making them aware of the upcoming work.

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Village Council

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Mayor Pro Tem Davis stated that the new restaurant, Lisi, opened up right after Thanksgiving and the Village Wine shop

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celebrated their 10th anniversary last week. The Village Christmas decorating contest winners were notified today and she

noted this was the first year the contest was open to the entire Village. She thanked Bert Higgins for coordinating the contest

this year, along with the judges and participants for helping out. Also, the production of Dickens will be playing at Village

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Chapel December 17th thru 19th.

Councilmember Drum reported the Tri-Cities Group is trying to find ways to protect Midland Road. Also, he attended the

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Partners and Progress meeting today and explained their relationship with the Southeastern Partnership and the benefits of

that partnership.

Mayor John Strickland stated last week was great, working with Council and staff and getting the Christmas tree lit in the Village.

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4. Motion to Approve Consent Agenda.

All items listed below are considered routine or have been discussed at length in previous meetings and will be

enacted by one motion. No separate discussion will be held unless requested by a member of the Village Council.

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Resolutions honoring the service of Nancy Fiorillo, John Bouldry, and Jack Farrell

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Public Safety Reports for November, 2019.

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Approval of Draft Village Council Meeting Minutes.

o November 12, 2019 Regular Meeting

o November 12, 2019 Work Session

Budget Amendments Report.

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End of Consent Agenda.

Upon a motion by Mayor Pro Tem Davis, seconded by Councilmember Drum, Council unanimously approved the Consent agenda

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by a vote of 5-0.

5. Presentation of the FY 2019 Comprehensive Annual Financial Report (CAFR). Brooke Hunter, Financial Service Director, introduced John Frank, with

Dixon Hughes Goodman LLP. Mr. Frank presented the firm s opinion on the Comprehensive Annual Financial Report stating overall the audit went well and they issued clean audit opinion. Additionally, the Village received the certificate of achievement for Excellence in Financial Reporting award from the Governmental Finance Officers Association. Mr. Frank explained at the end FY 19 the general fund was 29 of annual expenditures, above the required minimum of 15 . The Village currently has unassigned fund balance of 29 of actual general fund expenditures, while total fund balance represents 41 of budgeted expenditures, slightly above the requirement of the fund
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balance policy, which is to maintain 30 to 40 . Mr. Frank noted that the average for total fund balance in the Village s population peer group is 55

. He also explained that in addition to the required annual audit, in FY 2019, the Village was selected by the Office of State Auditor to obtain an employee census data examination, which they also review and found the information submitted by the Village accurate. Mayor Pro Tem Davis asked Mr. Frank s opinion of the Village s pension liability compared to our peers. Mr. Frank explained other municipality contributions would be determined by the number of employees they have.
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6. Motion to Recess the Regular Meeting and Enter a Public Hearing Mayor Strickland stated that this public hearing was a quasi-judicial hearing and

reviewed the rules of the hearing.
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Upon a motion by Councilmember Boesch, seconded by Councilmember Hogeman, Council unanimously approved to recess the

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regular meeting and enter the Public Hearing, by a vote of 5-0.

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7. Public Hearing No. 1

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Mayor Strickland swore in Darryn Burich, Richard Yelverton, and Alyson Faulkner to provide testimony. He asked if any Councilmember has had any

ex-parte communications, bias, or conflicts of interest on the subject. Councilmember Hogeman shared that she discussed the store moving last year very briefly with the shop keeper.
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Darryn Burich, Inspections and Planning Director, stated the purpose of the public hearing is to consider issuance of a Special Use permit to locate

an alcohol beverage store at 10 Blake Boulevard, parcel ID 00046792. The applicant is Moore County ABC Board and the owner is RCH Realty Company. Current zoning on the proposed site is neighborhood commercial district. Mr. Burich noted alcohol beverage stores are only permitted through Special Use Permit in the Neighborhood Commercial District (NC).
Tagged Passions:planning, alcohol, zoning, property, hearing, commercial, and neighborhood

Mr. Burich explained the zoning requirements for NC and shared photos of the site and the current zoning around the proposed building. Mr. Burich

stated that the proposed site complies with the requirements of the Pinehurst Development Ordinance (PDO). Mr. Burich entered the staff report, applicant application, and a copy of the staff PowerPoint presentation into the record.
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Richard Yelverton, Attorney, explained the project will be to relocate the existing ABC Store, currently located on Highway 5. The proposed location,

Blake Boulevard, is more in harmony with what is currently in the area, compared to the current location. Mr. Yelverton explained getting in and out of the current location is a challenge and the proposed site would be a much safer location. Councilmember Drum inquired if now was the time to ask for the applicant to add more landscaping to the property. Jeff Sanborn, Village Manager, explained that conditions could be added, however, they have to be related to the standards of review. Mr. Burich
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gave examples of conditions that could be added and noted that he would advise against adding any conditions that go beyond the requirements of the

PDO.

Mayor Pro Tem Davis asked what the current ABC store is zoned as. Mr. Burich replied the property is currently zoned NC. Mayor Pro Tem Davis also

asked about the signage of the proposed location, she noted she would like to minimize the signage. Mr. Burich explained the current sign requirements in the PDO, which allow the applicant to have two ground signs and one wall sign. Mayor Pro Tem Davis also asked if staff knew of the public safety history of the proposed location. Mr. Sanborn stated there is no crime or accident history at the proposed location and noted that the current location has 2 crimes and 10 vehicle accidents recorded over a 10 year period. Mr. Sanborn entered an email into the record from the Pinehurst Police Department regarding the crime and accident history.
Tagged Passions:public safety, zoning, advertising, signage, property, commercial, crime, and history

8. Motion to Adjourn the Public Hearing and Re-enter the Regular Meeting.

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Upon a motion by Mayor Pro Tem Davis, seconded by Councilmember Drum, Council unanimously approved to adjourn the public

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hearing and re-enter the regular meeting, by a vote of 5-0.

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9. Discuss and Consider a Motion Approving a Special Use Permit for Moore County ABC Board in Order to Locate an

Alcohol Beverage Store at 10 Blake Boulevard.

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Councilmember Hogeman felt that since the proposed location is surrounded by commercial uses, has safer access, and is an

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established building it meets the standards of review. Mayor Pro Tem Davis stated she believes safety will be better at the

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proposed location and also asked Mr. Burich if he knew what would happen with the current drive thru in that building. Mr. Burich

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stated from what he has been told the drive thru would be closed off structurally and not used.

Upon a motion my Councilmember Hogeman and seconded by Councilmember Drum, Council approved the Special Use Permit

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as requested by the applicant, Moore County ABC Board by a vote of 5-0 and accepted the applicant s Standards of Review and

adopted them as the Findings of Fact as follows:

(A) The proposed special use meets all required conditions and specifications;

An Alcoholic Beverage Sales Store is a permitted use within the NC zoning district subject to the acquisition of a Special Use

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Permit as detailed in Table 8.5. 1a in the Code. At this time the Blake Site meets the requirements for a retail store from a parking

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and other site-specific requirements. The building will need to have an upgraded sprinkler system to support the change in use from

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a bank to an Alcoholic Beverage Sales Store and the applicant intends to perform those upgrades along with general up fitting and

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updating of the building itself.

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(B) The proposed special use is/is not in harmony with the area, or compatible with the neighborhood;

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The proposed ABC store on the Blake Site is harmonious and compatible with the surrounding neighborhood and area. The Blake

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Site sits squarely in the middle of properties that are all utilized for commercial purposes and the change from a bank building to an

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ABC store will have limited impact on traffic flow from one use to the other. In fact, the relocation of the ABC store will have it

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located in a spot completely surrounded by commercial properties rather than the current location which has residential properties

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directly behind it.

(C) The proposed special use will/will not materially endanger public health or safety;

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The relocation of the ABC store from its current location to the Blake Site will have little, if any, negative effect on public health or

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safety and certainly will not materially endanger public health or safety. In fact, as stated earlier, the Blake Site is far superior from

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an ingress/egress, lighting, parking and visibility standpoint to the current store location. If anything, the Blake Site would have a

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positive impact on the public health and safety of those who shop at the store as well as vehicular traffic along Hwy. 5.

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(D) The proposed special use will/will not substantially injure the value of adjoining property or be a public necessity;

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Changing the use of the Blake Site from a bank building to an ABC store should have no impact on the value of the adjoining

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property. Traffic count should remain similar and the applicant intends to improve the property for the new store. In addition, having

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an owner occupied building (as this would be) rather than a tenant occupied building (as was the case with BB T) should have a

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positive impact on surrounding property values.

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(E) The proposed special use will/will not be in conformity with the Village of Pinehurst Comprehensive Long Range Plan. The

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proposed use on the Blake Site fits with the Comprehensive Long Range Plan and particularly Focus Area 2: Highway 5

Commercial Area. Locating the ABC Store off of Hwy 5 and revitalizing the Blake Site as a retail outlet certainly appears to serve

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the goal of new investment in the existing employment center on NC Highway 5, near the intersection of Blake Boulevard as set

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forth in the first sentence of that section of the Long Range Plan. While perhaps not the exact spot of the aforementioned

employment center, putting an owner occupied use on the Blake Site seems to serve well the plan for investment in the area and

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maintaining or growing employment at that site.

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10. Discuss and Consider a Budget Amendment and Authorization for Engineering Technician Position and Engineering

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Services.

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Brooke Hunter, Financial Services Director, explained this item stems from when the previous Council approved a change to the

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Position Classification and Pay Plan that reclassified the former Infrastructure Superintendent position to an Engineering

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Technician. Which changed the title, adjusted the pay grade for the position from pay grade 24 to pay grade 21, and changed the

position from exempt to non-exempt. Thus, the position will now be classified in the Public Services Administration Division instead

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of the Streets Grounds Division of the Public Services Department. Ms. Hunter explained a budget amendment is needed to

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move funds that were originally budgeted in Streets Grounds salaries and benefits to Public Services Administration. The new

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Engineering Technician began in December, this amendment transfers enough funds to cover the payroll-related costs from

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December through June.

Jeff Batton, Assistant Village Manager, explained after the Infrastructure Superintendent's departure, additional on-call engineering

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services were needed as a result of temporary workload constraints. McGill Associates, our on-call engineering firm, was utilized to

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perform additional plan reviews and conduct some site inspections during this time to meet demands. To cover the costs of

additional engineering review services needed this year, a budget amendment is required. Funds are available in Streets

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Grounds salaries due to the departure of the Infrastructure Superintendent. The budget amendment being presented moves funds

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from Streets Grounds salaries and benefits accounts to Public Services Administration for the approved Engineering Technician

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reclassification and for additional engineering services needed during the transition.

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Mr. Batton also noted that the additional on-call engineering funds will necessitate a change order to an existing purchase order

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with McGill Associates. He explained that when combined with the initial purchase order for on-call services, the amount will

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exceed the 25,000 threshold for the Village Manager execution. As a result, staff will need Council's authorization to issue the

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change order for 20,000, bringing the total allocated for on-call services to 45,000.

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Upon a motion by Mayor Pro Tem Davis, seconded by Councilmember Boesch, Council unanimously approved Ordinance 19-22 amending the general fund

budget, for additional engineering services and reclassification of the engineering technician position and authorized the Village Manager to execute a purchase order change order for on-call engineering services with McGill Associates for fiscal year 2020 for a total of 45,000, by a vote of 5-0.
Tagged Passions:ordinance, council, budget, services, purchasing, and manager

11. Discuss and Consider Contract Award for Streetscape Design Services.

Tagged Passions:streets, contract, services, and streetscape

Jeff Batton, Assistant Village Manager, explained that North Carolina State statutes requires the selection for this type of design

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service to be qualifications based and once a firm is selected, staff has to negotiate the amount of the contract. After review of

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quotes received, a three member committee of Village staff recommends that design services for the Magnolia Road

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Streetscape project be awarded to McGill Associates. Mr. Batton explained the contract amount agreed upon is 27,000, however,

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this amount exceeds the 25,000 threshold in which staff is authorized to execute. Mr. Batton noted that this amount doesn t

include a separate surveying contract that was executed for 8,000 to compile all the base data needed for design. The funds for

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design and implementation of phase one of this project, to include drainage work, are in the FY2020 budget. To proceed staff

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needs authorization from Council to execute the contract.

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Mr. Batton explained the specific section of Magnolia Road to be addressed is between McCaskill Road and Community Road.

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Mayor Strickland asked what would be the timeframe of this project. Mr. Batton explained after the design phase they would move

into drainage work and hopefully be completed with that work by the end of FY 2020, then continue the work into FY 2021. Mr.

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