Town of Cramerton Board of Commissioners Workshop Meeting G.M. Michael Commission Chamber - Town! Hall, Cramerton, NÇ  March 5, 2024-6 6:00p.m.  Mayor Nelson Wills called the meeting to order at 6:00 p.m. on March 5, 2024, ini the G. M. Michael Commission Chamber, Town Hall, Cramerton, North Carolina and determined there was a quorum. Mayor Pro Tempore Atkinson presented the Invocation and led the audience in the Pledge of Allegiance.  PRESENT:  Mayor Nelson Wills Commissioners:  Richard Atkinson Scott Kincaid Jennifer Ramsey Dixie Abernathy Kathy Ramsey  ABSENT:  Town Manager Zach Ollis Assistant Town Manager. Josh Watkins Town Attorney Karen Wolter  ITEM3:ADOPTION OF THE AGENDA  Town Manager Ollis advised that the Public Comment session has been removed since this isa Amotion was made to approve the agenda as amended by Commissioner Kincaid. The motion was Commissioner Abernathy had a question for Manager Ollis regarding 8c. Appeals Process Presentation. She had an agenda request 1. Ordinance Review a. Appeal Process b. Potential Exceptions. For her own understanding does 8c match up with the agenda item I requested are they one in the same? Town Manager Ollis - As we spoke today, Ithink there was miscommunication on my part. We are providing an appeals process. After today's discussion we can branch into the ordinance topics you A motion was made to remove item. 5d. Board of Commissioners Meeting Minutes from February 6, 2024 to item 7 by Mayor Pro Tempore Atkinson. The motion was seconded by Commissioner. Abernathy. The  workshop meeting.  seconded by Commissioner. Abernathy. The vote was 4 toOinf favor.  mentioned.  vote was 41 to 0 inj favor.  ITEM 4: Proclamations and Presentation  None  ITEM 5: Consent Agenda  5a: Set Public Hearing for Text Amendment #TA23-02 Mobile Food Vendors    Josh Watkins presented the recommendation that the Board of Commissioners set a Public Hearing for TA23-02 Mobile Food' Vendors for March 19th at 6pm. Staff have been working with the Planning Board to develop at text amendment that regulates the use of mobile food vendors, also known as food trucks.  Currently, there are no regulations in our ordinance dealing with thisi issue.  5b: Parks and Recreation Advisory Board Appointment  Staff received an application, from Nicole Julian, for appointment on The Parks and Recreation Advisory Board. Mrs. Julian has been through the appointment process as set forth by the Board of Commissioners and has been interviewed by the subcommittee of the Board of Commissioners. The subcommittee is recommending the appointment of Mrs.. Julian for at three-year term, expiring  December 31*, 2026.  5c. Board of Commissioner Meeting Minutes from. January16,2024  A motion to approve the remaining items on the Consent Agenda was made by Commissioner Kincaid. The motion was. seconded by Commissioner. Abernathy. The vote was 4 to Oinj favor.  ITEM 6: Agenda Items Requiring a Public Hearing  None  ITEM 7: Agenda Items NOT Requiring a Public Hearing 5d. Board of Commissioner Meeting Minutes from February6,2 2024  Mayor Pro Tempore wanted to give clarification. Item 9: Items for Discussion - The last paragraph, last sentence says, Catawba Crossing bridge on Wilkinson Blvd. That should not be Catawba Crossing. It should say Catawba bridge on Wilkinson Blvd. The word Crossing should be stricken. Updates have been made to those minutes based on the request of Mayor Pro Tempore Atkinson. The motion was made by Mayor Pro Tempore to approve the minutes as amended. The motion was 7a: Corporate Resolution Authorizing Signers to Conduct Business on Behalf of the Town of Cramerton Corporate resolution authorizing signers to conduct business on behalf of the Town of Cramerton, that officers listedi in the resolution are authorized representatives of the Town of Cramerton with the authority to conduct all Custody account business on behalf oft the Town of Cramerton with the following designated banks: BankOZK, South State Bank, Truist Bank. The attached resolution removes Houston Helms, Hannah Brown, and Sarah Richards as an authorized signer and adds Carolyn M Emory Thel Board approved to remove Houston Helms, Hannah Brown, and Sarah Richards as an authorized signer. Carolyn M Emory and Melissa Melton were approved to be added as an authorized signer.  seconded by Commissioner. Abernathy. The vote was 4 to0i inj favor.  and Melissa Melton as authorized. signer.    Authorized signers should be as follows; Nelson' Wills, Mayor; Zach Ollis, Town Manager; Josh Watkins, Assistant Town Manager; Carolyn M Emory, Deputy Finance Director; and Melissa Melton, Town Clerk. Amotion was made by Commissioner Kincaid to approve the Corporate Resolution. Authoring. Signers to Conduct Business on Behalf of the Town of Cramerton. The motion was. seconded by Commissioner).  Brad Adams, Chief of Police is on Bank OZK Police Confidential.  Ramsey. The vote was 4t to0inf favor.  7b: Proposal to Provide a Scope of Work for the Center St. Streetscape Plan  Town Manager Ollis has been in discussion with Gary Fankhauser regarding the Center St. Streetscape plans from previous years. Gary has updated the plans and created a proposal which would take the town into the next step of accomplishing the goal of the streetscape project. The proposal includes Gary finalizing design, crafting construction documents, and getting quotes on the project in various scopes. This proposal is being presented as a scope of work as the board would need to authorize any additional  funding for construction oft the project at another date.  This would authorize Garyt to move forward. getting figures as to how much it will cost. Commissioner Kincaid asked if thisi incorporates all the phases that were planned for Center Street? Manager Ollis advised that we're looking to include: some oft the alternate phases. This includes Centennial Park, planter seeding boxes, and some oft the wrought iron around those. The walkway from the shade sails up to the Veterans Memorial. The grading and the turf throughout the park area. The Mayor Wills asked if the lighting could be worked in to this if possible as an addition. The skylines like The motion was made by Commissioner Abernathy to approve the Town Manager and the Town Attorney to finalize the contract with Viz for the Scope of work included in the proposal and at the price offered. The motion was seconded by Commissioner Kincaid. The vote was 4 tooi in favor.  alternate would be Center Street further up and possibly across the street.  Town Hall.  7c. Award of Contract to Atlantic Coast Fire Trucks for the Purchase of One (1)2025/26 SpartanER Custom Pumper int the Amount of $989,248. Funding Provided from SCIF Grant Budget Amendment #3 The Town of Cramerton received a grant int the amount of $1,500,0001 for capital improvements or equipment, including a new fire engine. $989,248 will be used to purchase a 2025/26 SpartanER Custom Pumper. $510,752 will be used for necessary equipment for operations of the Firetruck. Atlantic Coast Fire Trucks provided the best options and cost to meet the needs of the Fire Department. The motion was made by Mayor Pro Tempore to approve the award of contract to Atlantic Coast Fire Trucks. The motion was. seconded. by Commissioner Abernathy. The vote was 4 to0inj favor.  int the Amount of $1,500,000    The motion was made by Mayor Pro Tempore to approve Budget Amendment. #3. The motion was  seconded by Commissioner Kincaid. The vote was 41 to0inj favor.  ITEM 8: Items for Discussion  8a. Joint Meeting with Planning Board tor review Land Development Code Updates  The Planning Board joined the Board of Commissioners for the joint meeting.  Karen Mallo with WithersRavenel gave an in person detailed presentation with an overview oft the  progress oft the Land Development Code Update.  Her agenda was as follows: Progress Update  Review of Completed LDC Chapters; Summary of Enhanced Standards, Regulation Specific to Environmental Protection, Overlay Districts, Refined Process & Procedures  Next Steps Discussion/Questions  All this information is available in the agenda packet for additional review.  There are: 10 chapters in the updated LDC. Chapters 1-9 have been reviewed and are completed in draft form. Chapter 10 is definitions, still on-going for additional information. Everyone should have received af full review packet with all these chapters included. We will do an overview tonight to give al better Next Steps = Planning Board Meeting for a Recommendation tentatively April 4th. Public Hearing/Board  understanding of what you'll be reading and reviewing. of Commissioners vote to adopt tentatively April 18th.  The Planning Board excused themselves and returned to the audience.  8b. Courtyard Landscaping Presentation  Assistant Town Manager. Josh Watkins gave a presentation on the Courtyard at Cramerton Landscaping. Ac couple of meetings ago it was requested that staff put together a history of the Courtyard at Mr. Watkins presented al PowerPoint presentation that included when the property was rezoned in February 2017. On this slide it shows the property being bordered by green (he shows the area on the In October of 2017 the Preliminary Plat was approved. There was no landscaping showing on the preliminary plat that was approved. Normally what is shown on the rezoning plat is carried over onto In March of 2018 the Construction Plans were approved. Mr. Watkins showed thel landscaping plans that were included int the construction plans. The only landscaping plans that were shown were the street  Cramerton Landscaping requirements.  screen).  the preliminary plat.  trees. There were no premotor buffers shown.    Being this all took place 4 months prior to Mr. Watkins' employment with the town he had to do some  digging to obtain this information. Recap of what took place.  Rezoning - Landscaping shown on illustration plans, but no details shown on landscape buffers or Preliminary Plat -I No landscaping buffers shown whatsoever on preliminary plat. Generally, this is when Construction Plans - Only landscaping shown is street trees; no perimeter buffer provided. End Result = Nor requirement to provide landscape buffer between Courtyards at Cramerton. and We have reached out to Courtyards about an arrangement with NewStyle to contribute $1000 toward landscaping to be placed between Courtyards at Cramerton and Timberlake. Mayor Pro Tempore asked if there are any fences or walls showing on the rezoning plan? Mr. Watkins advised that the rezoning and the preliminary plat did not show the retaining wall. The first time the retaining wall is being seen is on the construction plans. They realized that the wall needed to  provided in1 the approved conditions. the detail is shown on buffering.  Timberlake.  bei installed.  Mayor Pro Tempore asked if the wall was installed? Mr. Watkins advised thati it was installed.  Commissioner Abernathy asked if normally as a town would this have been something we would have Mr. Watkins stated that one oft the reasons we have no landscaping on the plansi is because currently there is nothing in our ordinance that requires it. With the new ordinances the processes, producers, and standards that we don't have that allow things like this to happen. We're plugging those holes fixing Mayor Pro Tempore asked about the maintenance of the bank regarding cutting the grass. He stated Mr. Watkins responded that was for a season. The town asked that they temporarily not cut the grass Manager Ollis stated the $1000 that the developer would provide to the HOA1 that is outside of any of the zoning approvals. The Mayor and Mayor Pro Tempore reach out to the developer, explaining what took place. Trying to get something squared away andi them agreeing to do this. If for some reason they change their mind the town has no enforcement to make them comply with their agreement. Commissioner Abernathy recommended since she was one oft the ones that requested fort this presentation. We turn this over to the HOA to work with the builders getting the $1000. Revisit the  caught? That there was going to be this big! hill with no landscaping.  that with this new ordinance.  that some of the citizens had been told not to cut the grass.  until it was able to establish a good root system. Grass can now be cut.  progress in 3-5 months.    8c. Appeals Process Presentation  Mr. Watkins gave aj presentation on the current appeals process. There are two different types of One is under the Land Development Code. Appeal of Administrator's determination. Someone comes in toapplyf for a permit and staff denies the request they can appeal this to the board. With this appeal process it requires a public hearing. A notice must be published ini the newspaper, letters must be The second one is dealing with a Town Code issue. Appeal Code Enforcement Officer's NOV, Warning, or Citation. These types of violations could be high grass, junk cars, etc. They can be appealed througha From the Town Code: Appeal shall be made in writing and accompanied by a filingf fee set by the board of commissioners. The appeal shall be filed with the code enforcement offiçer no later than 10 calendar To file an appeal the Ordinance calls for at fee to be paid as part of the appeal application. Based on the Costi incurred with al Land Development Code Appeal - The notice of appeal must be advertised for2 successive weeks in1 the newspaper at a cost around $250 to $350 based on the length of the legal ad. Mailing must be sent out to adjacent property owners at a cost around $10-$50 based on the number of Town Code Appeals do not require a notice in the newspaper or any mailers. Staff's time processing the Staff are proposing that we amend the fee schedule to create a Town Code Appeal item that would be separate from the Land Development Code Appeal. Recommendation would bei that the fee is not lower than $150.00. It's the same as an administrative fee associated with nuisance abatement that is meant Having no fee at all would result in frivolous appeal cases brought before the Board. A reasonable fee would deter frivolous cases but allow a better opportunity for those with viable cases to still come Commissioner. Abernathy expressed a concern with some of the contents ini the Town's ordinances need During her campaign, she received feedback from citizens regarding thei trashcan retrieval. This is one she feels needs to be looked at as for the timeline that we give citizens to bring their cans back ont to She also would like to look at the ordinances and enforcement of the ordinance regarding basketball  appeals.  mailed to those effect within the area of the request.  process int the Town Code.  days after the date oft the notice of violation or warning citation. Town's current fee schedule there is only one appeals fee, $500.  mailers sent. Staff's time processing the request.  request.  to recoup costs that staffi incurs during the violation and abatement process.  forward. some reviewing.  their property.  goals that are in the street and right-of-way.    Regarding the $150.00 appeal fee recommendation. Commissioner, Abernathy disagrees with the recommendation and feels that our appeals process should be $0.00. She added that she doesn't believe a citizen should have to pay one penny to petition their government on their behalf. Commissioner Abernathy requested at this time if we could put an executive stay on these points I've noted. The garbage can retrieval, basketball goals, and the appeals. Put a stay ont these items for now until the board can take the opportunity to review our current ordinances to see if there are revisions Commissioner Kincaid stated that he agrees with Commissioner Abernathy especially in regard to the basketball goals. Hei feels that as a community we: should be encouraging kids to play outside int the As for the trashcans, it's worth looking at. The timeline should be by sunset of the next day after the trash was picked up. There had been issues within the past on certain streets where the trashcans were Most of the time when we, give a notice of violation, we provide ample time to have it rectified. This would be prior to receiving any type of penalty of any sort. I'd like to call it a "neighborly warning". The Mayor Pro Tempore Atkinson stated that he didn'thear the answer when Ms. Abernathy asked if we Attorney' Wolter advised yes. Ift this board asks, you can: stay enforcement. You would be instructing staff toe enforcement oft trashcan and a stay the obstruction in right-of-way ordinance or basketball goals. She recommends that we limit that to ay very narrow exception. This would be done byi instructing staff bya a Ar motion of stay enforcement of Cramerton Code of Ordinances 9420 with regard to basketball goals only and 92.032(b)5, pending the towns review of these ordinances was made by Commissioner). Ramsey. The motion was seconded by Commissioner. Abernathy. The vote was 41 to 0 inj favor.  that are needed and move forward from there.  neighborhoods.  being stored on the street causing a problem.  majority of the notices of violation are remedied before they go to the next step.  could do a stay.  motion and vote.  ITEM 9: Adjournment  A motion was made by Mayor Pro Tempore Atkinson to adjourn, and Commissioner. Abernathy. seconded.  The vote was 4 toOinf favor. The meeting was adjourned at 8:10pm.  Nelson Wills, Mayor  ATTEST: EA  SEAL PAMERTOHNS  Town Clerk