SPECIAL MEETING AGENDA CITY COUNCIL, CITY OF ASHEBORO FRIDAY, FEBRUARY 23, 2024, 12:00 NOON  1. Mayor Smith welcomes everyone and calls the meeting to order. 2. City Manager John Ogburn will introduce the meeting facilitator, Matt Reece from the Piedmont Triad Regional Council (PTRC), who will 3. City Manager John Ogburn will review areas of focus of the 20/20  review the agenda. Strategic Plan. 4. Zoo City Sportsplex.  (a) City Engineer Michael Leonard, PE to discuss Change Orders for (b)] Finance Director Debbie Reaves will request council action on  Terry's Plumbing and Utilities.  two ordinances:  (i) An amendment of the State Capital Infrastructure (ii) An amendment of the Zoo City Sportsplex Fund.  Fund; and  (c). Recreation Services Director Jonathan Sermon will discuss the Grand Opening Date for the Zoo City Sportsplex.  5. Factors impacting planned Capital Projects. 6. Summary of planned Capital Projects.  (a)] Facilities Maintenance Director Jimmy Cagle, Michael Leonard, and Jonathan Sermon will review the status ofM McCrary Ballpark, including a discussion on the Ballpark Lease Agreement.  1    (b) Community Development Director Trevor Nuttall and John Ogburn (c) John Ogburn, Fire and Rescue Department Chief Willie Summers, and Trevor Nuttall will lead the discussion for the Emergency (d)Trevor Nuttall will lead the discussion on the Jarrell Garden  will discuss Public Transportation.  Operations Center - Fire Station 3.  Project.  (e) Utility Inspections Supervisor Pearson Parks and Trevor Nuttall  will discuss the Trade Street Project.  (f) Public Works Director David Hutchins will discuss the parking lot  which supports the Trade Street Project.  7. Matt Reece with PTRC will begin the prioritization process.  8. Adjournment.  2    lhem  TempyyPlumbinge, utalities Inc  4A  465 LewallenRd Asheboro; NC 27205 336-625-1090 336-625-14401 Fax Puincebriadamrcom  January 29, 2024 City of Asheboro 146 North Church Street Asheboro, NC27203 Attn: Mr. Michael Leonard, PE Ref: Zoo City Sportsplex Change Order 10  Dear Mr. Leonard,  Please find below additional items added to the Sportsplex project as requested.  1. Bridge #1 2. Bridge #2  $30,730.00 30,730.00 28,000.00 37,900.00 27,405.00 27,985.00 632,604.00 3,000.00 3,000.00 6,000.00 2,000.00 9,000.00 9,200.00 $872,554.00  3. 4' black fence at dog park 4. 6'blk fence and galv. fence for maintenance building. 5. Flagpole footings, grading and pad Donor sign construction 7. Change walking trail from dust to concrete 52,717 SF 8. Access rd. to Field 8. 10.2" copper flush connector @ Building C 11.Add (2) CB's @ Field 1. 12. Convert ex CB to YI @ Field 1. 13.Add (3) CB's inj parking lot @ Field 5. 14. Add (2) CB's and 801 LF 15" HDPE @ Field 7.  9. Add retaining walls to Bld. C., Fields 7, 8: and parking lot 5 25,000.00  TOTAL CO#10 REQUEST  Sincerely,  C.Terry Tucker, President License # 51103 Unlimited    Inc  Heur HA  TempPumhgeutlat-a.  465 LewallenRd Asheboro; NC 27205 336-625-1090 336-625-1440: Fax Puincetriamr.com  February 1,2024 City of Asheboro 1461 North Church Street Asheboro, NC27203 Attn: Mr. Michael Leonard, PE Ref: Zoo City Sportsplex Change Order 11  Dear Mr. Leonard,  Per your request, please find below the following deductions to the contract for thei items  not going to be utilized on the project.  Item 16- ADD silt fence outlets if directed 8 ea. @300.00.  Deduct.. Deduct.. Deduct.... Deduct.. Deduct.. Deduct. Deduct... Deduct...  $2,400.00 $166,500.00 .$3,000.00 .$925.00 $2,500.00 $15,000.00 $ 72,000.00 .$143,585.00  Item 19- Landscape seeding of playing fields 1 thru 8. 111000 SF @ 1.50.  Item 57-1 retaining wall #4 64+-LF @ $3000.00.  Item 88- 6x34" saddle, corp, meter box and setter 11 EA. @ $925.00 Item 177- Building Cf final clean up 1ea. @$2,500.00  Item 184- Add clearing and grubbing at property lines 7.5 acres @ $15,000.00.  Item 188- 8 Gravel dust trail 24000 sf @ $3.00. Item 225- - revised unit cost PH2 gravel dust trails.    TempPumhgetaate: Inc  465 LewallenRd Asheboro; NC 27205 336-625-1090 336-625-1440 Fax puincebradamr.com $20,000.00 $3,000.00 $2,000.00 $430,910.00  Item 228- Under brush clearing PH2.1ea. @$20,000.00. Item 239-UTVI building exterior concrete. 1ea. @$3,000.00 Item 241-1 UTV building final clean up. 1€ ea. @ $2,000.00  Deduct.. Deduct.. Deduct..  Total deductions from Contract  Ifyou have any further questions, please contact our office.  C.Terry Tucker, President Terry's Plumbing & Utilities, Inc. License No. 51103 Unlimited    lenyB I  ORDINANCE TO AMEND FY2022-2023  STATE CAPITAL NFRASTRUCTURE GRANT FUND  WHEREAS, December 5, 2023, the NC Office of State Budget and Management (OSBM) notified the City of Asheboro received one directed grant from the state for fiscal year 2023-2024 for the purpose WHEREAS, the Grant Funding Source at the state level is from the Regional Economic Development WHEREAS, the City of Asheboro wishes to add this grant tot the State Capital Infrastructure Grant Fund and wishes to allocate funding for capital improvements at the Zoo City Sportsplex. WHEREAS, the City of Asheboro desires amend the State Capital Infrastructure Grant Fund as required by law to adjust for changes in revenues and expenditures in comparison to the current WHEREAS, the City of Asheboro desires to be in compliance with all generally accepted accounting THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF ASHEBORO, NORTH  of capital improvements or equipment. Reserve and the amount is $2,500,000.  adopted budget. principles, and; CAROLINA: Line Item 67-000-305.0000-67 67-000-305.0100-67  That the following revenue line items be increased:  Description Net Change Description  Increase 2,500,000 0 2,500,000 (Decrease) Increase 2,500,000 (619,644) 619,644 2,500,000  Capital Improvements Grant-2023-2024 Interest on Investments- Grant 2023-2024  That the following expense line items be decreased/Iincreased:  Line Item 67-800-500.0000-67 67-800-500.0000-67 67-800-500.0001-67  Capital Improvements 23-24- Unassigned Capital Improvements 23-24-U Unassigned  Zoo City Sportsplex Net Change  Adopted this the 23rd day of February 2024.  David H. Smith, Mayor  ATTEST:    ORDINANCE TO AMEND FY 2022-2023  STATE CAPITAL INFRASTRUCTURE GRANT FUND  Holly H. Doerr, CMC, NCCMC, City Clerk    emyBi  ORDINANCE TO AMEND THE ZOO CITY SPORTSPLEX FUND FY 2023-2024  WHEREAS, the City of Asheboro wishes to allocate funding for Change Order 10 in the amount of $872,554 between the City of Asheboro and' Terry's Plumbing and Utilities. WHEREAS, Change Order 10 includes $61,460 for the construction of bridges along the walking path; $65,900 fori fencing; $27,4051 for flagpole footings, grading and pad; $27,9851 for Donor Sign Construction; $632,604 to change 52,717 SF of designed walking trail from rock dust to concrete; $3,000 for access rd. to field 8; $25,000 for retaining walls to Bldg. C., Fields 7&8 and parking lot 5; $3,000 for $2" copper flush connector at Building C; and $26,200 for WHEREAS, the City of Asheboro wishes to account for Change Order 11 in the amount of $430,910 for deductions from the contract with Terry's Plumbing and Utilities for the items that WHEREAS, Change Order 10 and Change Order 11 represent a net increase of $441,644 to the contract between the City of Asheboro and Terry's Plumbing and Utilities. WHEREAS, the City of Asheboro contract with Terry's Plumbing only contracts work for the construction of the shell oft the Recreation Office building sO the City of Asheboro wishes to allocate funding in the amount of $178,000 for the Facilities Maintenance department to finish the interior of the building including but not limited to Electrical, HVAC, Acoustical Ceiling, Drywall, Insulation, Plumbing, appliances, IT, doors and hardware and contingency. WHEREAS, the Zoo City Sportsplex fund needs to be amended to recognize and appropriate WHEREAS, the City Council of the City of Asheboro desires to be in compliance with all generally accepted accounting principles to incorporate new expenditures outline above, and THEREFORE, BE IT ORDAINED by the City Council oft the City of Asheboro, North Carolina  catch basin related work at fields 1,5 and7. are not going to be utilized on the project.  revenue and expenses relating to the above work.  that following revenue and expense line items are changed as follows: Section 1: That the following revenue line item be increased:  Account # 74-000-381.0000-74  Expense Description SCIF Grant 23-24  Increase $619,644  Section 2: That the following expense line item be increased:  Account # 74-000-400.9001-74 74-000-400.9012-74  Expense Description Construction Recreation Building Interior  Increase 441,644 178,000 $619,644    ORDINANCE TO AMEND THE ZOO CITY SPORTSPLEX FUND FY2023-2024  Adopted this 23rd day of February 2024.  David H. Smith, Mayor  ATTEST:  Holly H. Doerr, CMC, NCCMC, City Clerk    Item6A  CAPITAL PROJECT: SUMMARY = FEBRUARY 23, 2024  1. Project Name: McCrary Baseball Park Improvements 2. Presenters: Michael Leonard and. Jimmy Cagle  3. Current Scope of Work: Complete renovation of McCrary Ballpark including new field turf, field lighting, grandstands, dugouts, restrooms, concession stand, paving existing parking area. brick and metal fencing. Also includes extending parking area and paving, parking lot lighting, land purchase for I-73/74 signage, playground, storm sewer  improvements, retaining wall.  4. Adopted Strategic Plan Alignment: Consistent with Plan's goal of enhancing quality of  life through Parks, Recreation and Open Space. 5. : Total Adopted Project Budget as of2-23-2024: $9,659,403 6. Source of Funding in current adopted Budget of $9,659,403:  Donations $1,650,000 JBI Davis $100,100 Pugh Brothers ($1M) Randolph County $500K Kiwanis $49K GF Contributions budget $7,009,403 State Grant 2022-2023 budget $1M  7. Project Status: 93% current scope completed  8. Tasks to Complete:  a. Terrys Plumbing $488,837.24 encumbered (binder, Asphalt, Concrete for all sidewalks, stone base lot 2, storm sewer, catch basin, retaining Wall) b. Statue of Baseball Pitcher encumbered- %50 paid, remainder of $2480 due  upon delivery. Facilities Maintenance Tasks  i. Finish fencing and gates- estimated at $109,000 iii. Purchase and install Parking Lot Lights -  ii. Finish and Install Sound system- encumbered $49,648 install 3/11-14 1. conduit needs to be repaired - scope to be investigated and cost 2. cost of lighting- estimated at $60,000 upper and lower parking  TBD estimated at $2500  iv. Install new LED Field Lights encumbered at $226,450    Item 6A  9. Timeline to Complete: Late March 2024- weather permitting  10. Unfunded Tasks needing Council Guidance (funding can be appropriated inj project a. Beer Garden, / Watering Hole = Work done by Facilities Maintenance  budget based on Council decision):  Re-erect and renovate old structure including improvements to allow for food preparation inside. Shell cost estimated at $225,000 ii. construct new structure - estimated at $400,000 ii. Food Service. Appliances for either structure- TBD b. Maintenance, / Umpire Changing Room Building- Estimated at $175,000  Batting Cages  Batting Tunnel- Quoted at $84,000  ii. Batting Cages under one steel structure roof, open sides- estimated at  $125,000  d. Signage  2-E Bronze Plaques for restroom wall to highlight Blue Comets & Legion teams- quote at $38,000 need 2nd comparable quote ii. Signage along Hwy 220 - design and cost TBD    Item 6B  CAPITAL PROJECT SUMMARY - FEBRUARY: 2024  1. Project Name: Public Transit Expansion 2. Presenters: John Ogburn and Trevor Nuttall  3. Current Scope of Work: Launch Zoo City Loopi in partnership with RSAA, which operates RCATS, to provide fixed transportation route service Monday-Friday around city to  approximately 20 destinations.  4. Adopted Strategic Plan Alignment: Consistent with Economic Development mission "to support residents' access" to employment and "to entice residents to do much of their  spending within the Asheboro Economy".  5.1 Total Estimated Cost: a. Year: 1: $834,000 b. Future Year: $210,000  6. Source of Funding: a. Year1  . - NCDOT grant: $440,000 for purchase of 4 electric vehicles ii. City: $394,000 to assist RSAA with lot improvements, charging infrastructure, staffing, and administration .C City: Escalating from $210,000 for operating expenses  b. Future Year  7. Deadline for Grant Funding: Funding agreement not yet received. Deadline unknown but expected to require expenditure off funds within 12 months of agreement execution.  8. Project Status: Preliminary programming work completed.  9. Tasks to Complete: Receive and enter into funding agreement with NCDOT and RCATS/RCSAA and appropriate approximately $400,000 in upcoming budget for implementation and launch. Tasks include the purchasing of vehicles, staffing, marketing, and placing signage at: stops. Determine required rider fare to defray some 10. Timeline to Complete (if identified as priority): Final programming would commence in  operational cost.  early summer. Service likely would begin in 2025.    Item 6B  11. Alternatives: Defer investment to future year or further investigate a micro-transit solution (i.e. publicly supported on-demand service similar to Uber or Lyft). More investigation of micro-transit would be required but it is not anticipated to be less costly than the Zoo City Loop and likely could not begin prior to 2026. The NCDOT grant for vehicle purchase likely would be forfeited if not purchased for and utilized in association  with operation of at fixed route service.    Item 6C  CAPITAL PROJECT SUMMARY - FEBRUARY 2024  1. Project Name: Emergency Operations Center/ / Third Fire Station/ /Extension of  Crestview Church Road  2. Presenters: John Ogburn and' Willie Summers  3. Current Scope of Work: Design construct an Emergency Operations Center/Third Fire Station on property acquired by city on Zoo Parkway. Present plans are for an 18,000s.f. 3-bay facility. Project involves extending Crestview Church Road into the city's property, constructing a right-turn lane, and installing public water and sewer utilities. 4. Adopted Strategic Plan Alignment: Consistent with Plan's goal of enhancing Asheboro's  quality of life, with particular attention on "Public Safety".  5. Total Estimated Cost:  a. Current Year: $13,0001 to complete the partial schematic design. b. Future Year: $700,000 to complete design, $132,000 for extension of Crestview Church Road, and between $10.1M and $11.9M fori facility construction. Total construction cost is estimated at between $500 and $600 per square foot. Total cost will depend ont the size of the building constructed. Construction administration services would add more cost. Estimated costs are  not inclusive of staffing and equipping thei facility.  6. Source of Funding: a. Current Year: City b. Future Year  - FEMA grant: $3M, provided all federal regulations are met to receive ii. City: Upi to $7.8M unless other state or local funding is secured. Staff continues to investigate state and federal funding opportunities.  funding. ii. State SCIF grant: $1.9M  7. Deadline for Grant Funding:  a. Funds must be spent in 2025 unless an extension is granted. Extension requests  are planned but are not guaranteed to be granted.  8. Project Status: Schematic (partial) Design 65% complete. Work continues to gather the necessary design and construction details to complete the Environmental and Historical  Properties screening required by FEMA.    Item6C  9. Tasks to Complete: Finish schematic design sufficiently to submit EHP tol FEMA, complete schematic design and construction drawings, extend Crestview Church Road 10. Timeline to Complete (if identified as priority): Finish schematic design in March 2024 and submit EHP to FEMA. Obtain NCDOT and NCDEQ permits and approvals for extension of Crestview Church Road in June 2024. Begin roadway and utility project in summer, 2024 and complete within 120 days. Obtain EHP approval from FEMA in fall 2024, complete design with architect in late 2024. Bid project, obtain permits, and break 11. Alternatives: Building size could be reduced but significant local contributions likely still would be needed. Existing development and recent land use approvals have compelled the need for a Third Station. With the NC: Zoo coming into the city limits in. July 2024, the city will need to determine how to most efficiently and effectively serve that facility as a. Reducing the size of Station 3 while partnering with the State to constructa satellite station closer to the Zoo to cover it and adjacent cityj jurisdiction. b. Continue investigation of a satellite station in close proximity to the Randolph County Emergency Service Facility that has housed AF&RD personnel (sucha Consider: a Mutual Aid Agreement. Note, such agreements ideally result in the same level of service provision that AFRD would provide (i.e. the number of  and utilities into property, bid and construct project.  ground in early-mid 2025.  well. Options include:  station would not address all of the coverage issues). personnel and fire apparatus placed ont the initial alarm).    Item 6D  CAPITAL PROJECT SUMMARY = FEBRUARY 2024  1. Project Name: Jarrell Center City Garden 2. Presenter: Trevor Nuttall  3. Current Scope of Work: Develop the 3.5-acre city owned property into the David and Pauline. Jarrell Center City Garden consistent with the Master Plan adopted in 2023. 4. Adopted Strategic Plan Alignment: Consistent with Plan's goal of enhancing quality of  life through Parks, Recreation and Open Space.  Total Estimated Cost:  a. Current Year: $240,000 for site preparation and installation of decorative b. Future Year: $1.25M to construct the project. Does not include construction of  barrier for site control. avisitor center on the property.  6. Source of Funding:  a. Current Year: City b. Future Year: City  Note: grant funding has been pursued for this property but has not yet been secured. A state Environmental Enhancement Grant application was submitted but not awarded in 2023. Another request ($250,000) could be submitted if the program continues.. A Land and Water Conservation Fund grant has been prepared for the next cycle off funding and preliminary feedback provided. Chances of award are uncertain - unlikely that more than $300,000 would be awarded. Based on program parameters. PARTF funding ($500,000) could also be pursued in a future grant cycle. All grants require no work to be done on funded elements until an announcement of. Most grants require sizeable matching funds from the  applicant.  7. Deadline for Grant Funding: N/A - no grants currently secured.  8. Project Status: 100% design drawings have been prepared. The cityl has been awaiting word from the Army Corps of Engineers on jurisdictional matters since late last year. City personnel have begun site preparation work outside of the area in question in  anticipation of construction.    Item6D  9. Tasks to Complete: Finish construction staking, determine role of city forces in construction, identify and bid elements to be built by outside contractors.  10. Timeline to Complete (if identified as priority): Continued site preparation work outside of the suspected jurisdictional area of the Army Corps could begin immediately and be completed in the next several months. Bid documents for elements to be contracted out could be ready within 60-90 days which would put start of construction in late summer. 11. Alternatives: If city funds are not expected to be available in the next fiscal year, the project could be suspended until sufficient grant funding is secured. Another option could bet to build a modified version of the garden's master plan to reduce construction cost and eliminate or adjust some of the more expensive elements. This option would require an idea of anticipated cityf funding availability and require additional time and  Garden could be open to the public in mid-2025.  work to develop a revised scope.    Item 6E  CAPITAL PROJECT SUMMARY - FEBRUARY2024  1. Project Name: Trade and North Street Infrastructure Project 2. Presenters: Pearson Parks and Trevor Nuttall  3. Current Scope of Work: Replace all obsolete underground utilities in Trade Street and North Street and use this work as an opportunity to bury all overhead utility lines. Following the underground work, new curbing, sidewalks and pavement will be built. Decorative sidewalk stamping, new streetlights, and landscaping are included in the project. On-street parking will be replaced with 2 large loading areas to encourage  deliveries to occur from outside of street travel lanes. city infrastructure and planning for the center city area.  4. Adopted Strategic Plan Alignment: Consistent with Plan's goal of proactively protecting  5. Total Estimated Cost:  a. Current Year: $130,000 to finish design work.  b. Future Year: $1.65M to construct the project plus upi to $150,000 to defray costs property owners may face to prepare to receive new underground power.  6. Source of Funding: b. Future Year  a. Current Year: State SCIF grant.  : State SCIF grant: $1.15M  ii. City: Up to $650,000. If the city is able to perform a significant amount of the work, cost could be reduced. Staff still is trying to determine total property owner cost, but it is not expected to exceed $150,000.  7. Deadline for Grant Funding:  a. Funds must be spent in 2025 unless an extension is granted. An extension is not  guaranteed to be granted.  8. Project Status: Design has been paused at 65% complete as the project team has waited for property owners to provide the city with cost estimates. A decision will need to be made soon whether to move forward given current information or to scale back the project to eliminate the undergrounding of overhead utilities due to financial limitations  and uncertainty.    Item6E  9. Tasks to Complete: Receive estimates from property owners and finalize cost projections allowing design work to proceed. Finish design drawings and move into the construction  phase of the project.  10. Timeline to Complete (if identified as priority): Design completed in: summer. Construction could begin in the fall of this year and is expected to take up to ten months  too complete.  11. Alternatives: Revise the project scope only to replace current underground infrastructure and make more modest improvements to the streetscape to include repoured sidewalks, new asphalt and possibly streetlights. Less likely that cityf funds would be required fori implementation of this revised scope, but the overall aesthetic impact would be diminished. Additional design work would be required and the timeline  tol begin would be delayed by several months.    Item 6F  CAPITAL PROJECT SUMMARY- - FEBRUARY: 2024  1. Project Name: Downtown Parking and Dumpster Install  2. Presented by: David Hutchins  3. Current Scope of Work: Install in ground dumpsters, design and finish parking lot between Trade Street and Fayetteville Street: side of gym parking lot.  4. Adopted Strategic Plan Alignment: Consistent with Plan's goal of proactively protecting  cityi infrastructure and planning for the center city area.  5. Total Estimated Cost: $71,000  6. Source of Funding: General Fund - plan to re-allocate budgeted funds in Street Department budget for this project. Labor costs are budgeted int the Street Department 7. Project Status: Not started. Much oft this project needs to be completed prior to the Trade and North Street Infrastructure project. Paving cannot be finished until a decision isr made on what utilities will be replaced and or moved underground with that project.  and are noti included in this scope.  8. Tasks to Complete:  a. Gain site control (effort underway). b. Engineering establishes elevations for finish grade.  Street Department - grading and digging for concrete foundation for dumpsters. (Dumpsters purchased in prior fiscal year and on site at Public Works) and electrical conduit install based on approved scope of Trade Street Project d. Gravel parking lot and dumpster sleeves to meet sub grade. e. Setting stone and contracting out concrete curb and gutter installation and  concrete flatwork. f. Backfill and landscaping. Asphalt binder and topcoat asphalt. h. Parking lot painted.  9. Timeline to Complete (if identified as priority): Street Department estimates 2 months for their side and advises contributing factor to timeline is electrical work that is outside  the scope of this project.  10. Alternatives: No alternatives apparent.