THE ERWIN BOARD OF COMMISSIONERS JANUARY 2024 REGULAR WORKSHOP MONDAYJANUARY 22, 2024 @ 6:00 P.M. ERWIN MUNICIPAL BUILDING BOARDROOM  AGENDA  1. MEETING CALLED TO ORDER A. Invocation B. Pledge of Allegiance  2. AGENDA ADJUSTMENTS/APPROVAL OF AGENDA A. 2023-2024 Street Resurfacing Recommendations (Page 2)  3. NEW BUSINESS  B. RFQ- St Matthews Road (Page 4) C. BOA-2024-04 (Page 42) D. NC DOT ROW Contract (Page 44) E. Surplus Vehicles (Page 54) F. Bayles Street Extension (Page 55) -tpimsRoamhmeA H. FAMPOUpdate (Page 84) I. Economic Development State Grant (Page 85) J. Park Expansion State Grant (Page 87) K. Porter Park Water Resource Grant (Page 88) L. Accessory Structure Text Amendment (Page 90)  4. CLOSED SESSION 5. - MANAGER'S REPORT 6. - GOVERNING COMMENTS 7. ADJOURNMENT  A. Pursuant to General Statute 143-318.11(a) (6) for the Purpose of] Discussing Personnel    8908  ERWIN BOARD OF COMMISSIONERS REGULAR WORKSHOP MINUTES JANUARY: 22, 2024 ERWIN, NORTH CAROLINA  The Board of Commissioners for the Town ofl Erwin with Mayor Randy Baker presiding held its Regular Workshop in the Erwin Municipal Building Board Room on Monday, January 22, 2024, Board Members present were: Mayor Randy Baker, Mayor Pro Tem Ricky Blackmon, and Commissioners Charles Byrd, Timothy Marbell, Alvester McKoy, William Turnage, and David Town Manager Snow Bowden, Town Clerk Lauren Evans, Town Attorney Tim Morris, Town  at 6:00 P.M. in Erwin, North Carolina.  Nelson.  Engineer Bill Dreitzler, and Town Planner Dylan Eure were present. Mayor Baker called the meeting to order at 6:001 P.M. Commissioner McKoy gave the invocation. Commissioner Marbell led the Pledge of Allegiance. AGENDA ADISIMENTAPPROVAL OF AGENDA  Town Manager Snow Bowden requested to remove Item G Updated SRO Reimbursement Commissioner Turnage made a motion to approve the agenda as amended and was seconded by  Agreement from the agenda.  Commissioner Nelson. The Board voted unanimously.  NEW) BUSINESS  2023-2024 Street Resurfacing Recommendations  Town Engineer Bill Dreitzler stated this recommendation incorporated the PCI (Pavement Condition Index) from the updated Pavement Condition Study completed last year. Ini the PCI Rating System, 0-25 is considered a very poor street, and 25-65 is poor. Only one: street, N16th Street (from WI N Street to the Cul-de-sac), fell in the very poor range and multiple streets fell into the poor range. He made his recommendations for the poor streets by doing a field study and evaluating each road. He was recommending N 16th Street (WN Street to Cul-de-Sac), Nllth Street (EL Street to EH Street), and Duke Street. N 16th had al PCI that ranged from 20.1 to 50.2 with the cul-de-sac section the poorest. N 11th Street had a PCI that ranged from 50 to 51.8. Duke Street had a PCI of 48.7. He stated he will do another evaluation next year but as the street looks right now, E. H Street, Don Ron Road, and WI N: Street are a priority for FY 2024-2025. He    8909  MINUTES CONTINUED FROM JANUARY: 22,2024  estimated the total cost for resurfacing would be $139,500 plus any additional cost for patching Commissioner Turnage inquired about the amount of money the Town received from Powell  and pothole repairs.  Bill.  Town Manager Snow Bowden stated the Town received around $150,000.  The consensus of the Board was to place this item under Consent on the agenda for our  Regularly Scheduled Meeting in February.  RFQ- St Matthews Road  Town Engineer Bill Dreitzler stated he received the initial draft ofai fee proposal from our selected engineer. The project was basically on hold at the moment. A conference call was had prior to the Holidays with four members oft the division structure stafft to discuss the direction and whether the Town could utilize the engineering firm, bypass the RFQ process, and funnel the money in that direction as long as we made modifications to the water and sewer system to meet the project obligations. The development would extend the water line from East Jackson Blvd up to the first entrance into the development. Part of our scope would be to extend the water line along St] Matthews Road all the way up to the connecting street. He was informed that the project sounded good but the Town would have to go through the RFQ process. We: received two proposals, Stocks Engineering and Underfoot Engineering. Both proposals were well put together and the difference in his ranking was only by a few points but Stocks Engineering did score. higher due to their knowledge of what has been going on with Harnett Regional Water in that area. Hei then received an email from DWI at the beginning of. January stating that the funds had been diverted to Harnett Regional Water. He reached out to them to clarify the confusion and the last correspondence he had received informed him that they were going tol have an internal meeting and would be responding back shortly with the' Town's options. Mayor Baker inquired if the Town stood to lose the grant and how much time we. had to use the Town Engineer Bill Dreitzler stated he thought the date was. December 31st, 2026 but he would Commissioner Blackmon asked ift the email stated why the funds were diverted tol Harnett  funds.  verify and inform Town Manager Snow Bowden.  Regional Water.  Town Engineer Bill Dreitzler stated he was not informed.  Town Manager Snow Bowden stated that the Town received the grant originally and he informed the State that the Town did not own the water and sewer lines. The General Assembly would have to do a budget text correction and he felt there was just some internal confusion. Mayor Baker stated that Representative Penny got the Town of] Erwin a million dollars to extend the infrastructure line for the project on St Matthews Road. The money was awarded to the Town    New Business  Item 3A  OF  TOWN OF ERWIN Post Office Box 459 Erwin, NC28339 (910)897-5140 M-E-M-O-R-A-N-D-U-M  DATE: TO: FROM: RE: Snow,  January 9, 2024  Mayor and' Town Board of Commissioners Bill Dreitzler, P.E., Town Engineer  2023-2024 Powell Bill Street Re-surfacing Priority Recommendations  After review of our street resurfacing locations over the last few years, review of the 2023 Pavement Condition Survey, and our continued field condition evaluation, please  consider the: following recommendations:  1.N N16th Street (W: N Street to Cul-de-Sac-Approx. 1,000LF) 2. N11th Street (EL Street to EI H Street - Approx. 1,800LF)  Estimated Cost: $45,000 Estimated Cost: $63,000 3. Duke Street (Approx. 900 LF) Estimated Cost: $31,500  The 2023 Street Pavement Condition Report assigned a Pavement Condition Index (PCI) toe each section oft the Town's Street system. The street condition is considered very poor with a PCI in the range of 0-26 and considered poor with a PCI in the range of 25-65. The streets recommended above for resurfacing had some of the lower PCI ratings. N 16th had a PCI that ranged from 20.1 to 50.2 with the cul-de-sac section the poorest. N 11th Street had al PCI that ranged from 501 to 51.8. Duke Street had a PCIof48.7. The opinion of cost is based on an evaluation of the re-surfacing cost over the last few years. Based on the opinion of cost above, the estimate for resurfacing is $139,500 plus  any additional cost for patching and pothole repairs.  2    W N Street rated very poorly; however, with the pending Townhome project that will be accessed from the south end ofN 16th Street staffi is recommending that resurfacing of W NI be delayed until after construction of the Townhome project to avoid damage from the construction traffic. In addition, staffi is recommending that the section of] N 16th Street from W N Street to the south end of N 16th Street be delayed for the same reasoning. Staff will re-evaluate street conditions based on the PCI values in the 2023 Report when making recommendations for resurfacing in the next budget year. However, based on my assessments for this year's recommendations, I would offer the following as high priority  when we reach the FY 2024-2025 budget:  1. EH Street 2. Don Ron Road 3. WN Street  Please advise if you have any questions or comments and if you have any additional streets you would like evaluated prior to finalizing these recommendations.  Sincerely,  Bill Dreitzler, P.E. Town Engineer  3    8910  MINUTES CONTINUED FROMJ JANUARY22.2024  of] Erwin and then Harnett County would manage the system. Harnett Regional Water should not be able to just come in a divert the funds to another project outside oft the Erwin City Limits. Commissioner Blackmon expressed his concerns about the delays killing the project on St Town Engineer Bill Dreitzler stated he did not think it would kill the project but he would set up av video conference with the DWIrepresentative to find out our options. He stated he asked in his email whether Harnett County would have to go through the RFQ process again ori ift they could use the firms we already had. He stated he was still waiting on ai response to that question as Mayor Baker stated we will contact our State Representative if we must, to ensure this project is  Matthews Road.  well.  funded in the Town of Erwin.  BOA-2024-04  The consensus of the Board was to place this item under Consent on the agenda for our  Regularly Scheduled Meeting in February.  NC DOT ROW Contract  Town Manager Snow Bowden stated that this was a standard contract that the Board approves every year. This contract was to reimburse the Town of Erwin for maintaining the NCDOT Mayor Baker verified that the pricing in this contract was good for five years. Town Manager Snow Bowden stated that was correct and that we: renew it every year. The consensus of the Board was to place this item under Consent on the agenda for our  rights-of-ways in our Town Limits.  Regularly Scheduled Meeting in February.  Surplus Vehicles  The consensus of the Board was to place this item under Consent on the agenda for our  Regularly Scheduled Meeting in February.  Bayles Street Extension  Town Manager Snow Bowden asked for the Board's blessing prior to taking any action to close an undeveloped section of Bayles Street that extends behind Walmart. The owners oft the properties were having issues with al lot ofwalking traffic, and people walking to Walmart. Once we close the easement, we can return the portion of the land to each property owner so it would    New Business  Item 3B  REQUEST FOR QUALIFICATIONS  ST. MATTHEWS ROAD WATER AND SEWER EXTENSION  ENGINEERING AND PERMITTING  REQUESTED BY: TOWN OF ERWIN P.O. BOX459 ERWIN, NC29339  DATE OF ISSUE: DECEMBER 4, 2023 RFQ'S DUE: December 21, 2023  By 5:00PM  4    Request for Qualifications  ST.MATTHEWS ROAD WATER AND SEWER EXTENSION  PURPOSE OFRFQ  The Town of Erwin (the "Town" or "Owner") is soliciting submittals from qualified engineering consulting firms interested in providing professional services for the engineering design and permitting top provide an extension ofthel Harnett ReglonalWatersystem: (waterandsewer)a along The Town will follow a Qualifications Based Selection process as required by the N.C. General Statutes and select the most qualified firm to negotiate a contract for services. This RFQ provides complete information of the services being sought, the submittal requirements, and timeline. Copies of the RFQ and any addenda may be acquired from the Town of Erwin's website: www.erwin-ncorg- Interested firms may submit a Statement of Qualifications meeting the The Town of Erwin encourages the participation of small contractors, minority contractors, Ppayamdppsonncon women contractors, and! historically underutilized businesses  St. Matthews Road between East. Jackson Boulevard: and Bryant Road.  requirements ini the RFQ.  int the construction of this project.  SITE DESCRIPTION  The project areai is located along St. Matthews Road from East. Jackson Boulevard" tol Bryant Road.  Page 2  5    Request for Qualifications  SCOPE OF WORK  Provide an extension ofi the Count/'swaterand: sewera along St. Matthews Road from East Jackson Boulevard to Bryant Road. The extension. shall be in coordination with a proposed development Sewer extension shall be coordinated with the proposed development on the east side of St. Matthews Road to connect to the collection system within the development. The Town is in discussions with the developer to upsize the proposed. sewer pump station to take into account Design/Location survey, engineering, permitting, bidding and construction administration for The utilities will be turned over the Harnett Regional Water at the end of the project. Coordination with HRW during the design, permitting and construction process willl ber required. Coordination ofe environmental and geotechnical investigations as may be required,productiono of Permitting willi include, but not limited to water, sewer and erosion control. The design will also Coordinate the bidding process. Provide a bid certification and make a recommendation of Provide construction inspection and administration services. The CEI scope shall include attending regular progress meetings with the Town and Contractor, shop drawing review and approval, addressing contractor questions or requests fori information, review of paya applications,  along the east side of St. Matthews Road.  the additional flows from undeveloped property this project will serve.  culvert replacement.  construction plans, specifications and front end contract documents. require review and approval from Harnett Regional Water.  award.  part time construction observation.  PROPROSAL REQUIREMENTS  To evaluate responses efficiently and equitably, qualifications responses must be submitted as identified below. Failure to submit this information may render your proposal void. Each respondent shall provide  thet following company information:  Section 1: Introduction: Company Profile  Company name and business address, telephone number, email address, and website The type of company (individual, partnership, corporation, etc.) and the names of all Year established. Include former company name(s) and year(s) established, ifa applicable. Ther name, title, address, and telephone number oft the companysauthorized negotiator. The person identified must be empowered to make binding commitments for the  address.  partners, principals, etc.  company.  Page 3  6    Request for Qualifications  Section 2: Experience  Describe the firm's experience with similar projects.  Section 3: Description of Design-Team  Include a list of key personnel who may be assigned to this project, their project roles,  and relevant qualifications and experience.  Section 4: Project Approach  Provide a description of the proposed approach tot the project. Include a response toi the preliminary scope but do not simply restate the scope. Identify key risks / challenges / concerns you anticipate anda any mitigation steps to achieve successful delivery. Describe the team's approach to design document quality assurance and quality control. Describe the team's track record delivering projects with minimal change orders. Describe the team's level of experience with working with municipal government and past elevated water storage tank projects. Provide an outline project schedule, showing major tasks, milestones and deliverables including review meetings with the Town project team. Provide a listing of ongoing projects (workload of the firm) and your commitment to  Section 5: Current Workload  provide adequate personnel resources to our project.  Section 6: References  Provide at least three references fors similar projects; include: summary oft the project, the date completed, if completed ont time, original proposed cost, final cost, and entity name, point of contact, address, and verified telephone number of each to contact.  Section 7: Exceptions  Exceptions to the Scope of Services. All exceptions/devations to the required scope of services shall be documented on a separate page and submitted int this Section. Litigation. Provide pending, ongoing, or prior litigation within the last 10 years.  CONTRACTTERMS AND CONDITIONS  Town of Erwin reserves the right to awardi this contract in whole ori in part, in the best interest of the Town and further reserves the right to accept or reject any or all submittals. Town of Erwin reserves the right to request clarification or supplemental material if it feels necessary' to make a qualified judgment to thet firm's ability to perform the work. Town of Erwin reserves the right to amend the RFQ at anytime; to modify or incorporate additional steps int the evaluation process int the interest of havingat thoroughandc comprehensive  body of information to make a selection.  Page 4  7    Request for Qualifications  Town of Erwin also reserves the rightt to cancel or reissue thel RFQ, to reject any ora all submissions, to waive any irregularities or informalities in the selection process, and to accept or reject any The awarded firm shall not commence workunder this contract until all insurance required by the Town has been submitted and approved. The firm must maintain insurance coverage for the This RFQ does not obligate the Town of Erwin to accept or contract for any expressed or implied Town will not reimburse the firm for any of the costi involved in the preparation and submission ofr responses to this RFQori in the preparation for any attendance at subsequent interviews.  item or combination ofi items. duration oft the contract period.  services.  SUBMISSION OF PROPOSALS (submit 4) shall be sent to: Town of Erwin Attn: Town Engineer P.O. Box 459 Erwin, NC: 28339  Ift thes submittal does not meet all requirements, it willl be disqualified. Qualifications should be submitted by no later than! 5:00 PM on December 21, 2023. Submittals may be via email or hard copy. Hard copies  Emailedsubmittals and/or Questions should be directed to' William (Bill) W. Dreitzler, P.E., Town Engineer  at bdreitzler@dm2engineering.com, Phone: 919-818-2235  SELECTION CRITERIA  The Town staff will review proposals based on the criteria below and make a recommendationt to negotiate a tentative contract. Each RFQ response will be evaluated on their Statement of Qualifications score (100 points maximum) as determined by a qualification review process and  the scoring criteria noted below:  1. Design Team Experience and Qualifications with Similar Project (35 points)  2. Project Understanding and Approach (45 points) 3. RFQQuality and Responsiveness (10 points) 4. Reference Projects (10 points)  END RFQ Page5  8    aer - ERWIN carolina,  FRONT PORCH FRIENDS  We're Not Just Consultants.  We're Partners.  "Underfoot Engineering is built on the real-world values of Integrity, Respect, and Teamwork. "  dain nch  Landon M. Lovelace, PE Founder, Principal  1149 Executive Circle, Suite C I Cary, NC 27511 NCBELS # C-3847 I SCLLR # 6356 I NCBOLA C683  919.576.9733  underfoot ENGINEERING  Forward Thinking. Grounded Design.  www.underfootengineering.com    TABLE OF CONTENTS  TABLE OF CONTENTS. STATEMENT OF QVALIFIÇATIONS 1. COMPANY PROFILE 2. EXPERIENCE.  2 3 4 5 5 6 7 8 8 9 10 10 11 13 13 14 14 15 16 18 18 18  3. DESCRIPTION OF DESIGN TEAM  3.1 Staff Members and Responsibilities 3.2 Team Organization Chart.. 4.1 Schematic Design..... 4.2 Due Diligence, / Conceptual Design. 4.3 Design Document Schedule. 4.4 Permitting. 4.5 Construction Administration. 4.6 Technology. 5. CURRENT WORKLOAD. 6. REFERENCES  4. PROJECT APPROACH.  6.1 Ridgefield Farms, Cary NC. 6.2 Park Townes, Cary NC. 6.3 Walker Row, Cary NC. 6.4 Page Place - Raleigh, NC. 6.5 Harlowe Point- - Durham, NC.  7. EXCEPTIONS.  7.1 Exceptions to the Scope of Services  7.2 Litigation.  Underfoot Engineering Incorporated is recognized as a Small Business Enterprise (SBE) with the State of North Carolina and the US Federal Government and is a certified Small Professional Services Firm (SPSF) with the North Carolina Department of Transportation. Underfoot is licensed to provide engineering services by the NC Board of Examiners & Surveyors (NCBELS) and landscape architecture services by the NC Board of Landscape  Architects (NCBOLA).  10    STATEMENT OF QUALIFICATIONS  December 15, 2023 Town of Erwin Attn: Town Engineer PO Box 459 Erwin, NC 28339  Re: Request for Qualifications  Scope of Services: St. Matthews Road Water and Sewer Extension  We are pleased to present this Statement of Qualifications on behalf of Underfoot Engineering, a civil engineering and landscape architecture design firm that embodies the core values of Integrity, Respect, and Teamwork. With unwavering dedication to these principles and a proven track record of delivering exceptional projects, we are At Underfoot, we firmly believe that design has the power to shape lives, communities, and the world around US. We strive to maintain the highest standards of professionalism and accountability on all projects, fostering trust and long-lasting partnerships with our clients. It is from these values that we derive our design philosophy: Forward Thinking = We understand that design is not just about meeting present needs but aisoanticipating future challenges and opportunities. By deeply engaging with each site and its stakeholders, we develop design solutions that stand the test of time and are Please accept this as our Statement of Qualifications for the St. Matthews Water and Sewer Extension project. We are confident the Town of Erwin will find our background, experience, and project team well suited tot the requested. scope of work.  excited to collaborate with the Town of Erwin.  Grounded Design.  conscientious of project budgets and time constraints.  Sincerely,  htce  Mike Roseli, PE Principal, Vice President  11    1.COMPANY PROFILE  Name: Established: 2012 Entity Type: Corporation Partners: Address: Telephone: 919-576-9733 Email: Website:  Underfoot Engineering Incorporated Landon Lovelace, Mike Roselli (Principals) 1149 Executive Circle, Suite C, Cary, NC 27511 mroseli@undertootengineerng.com underfootengineering.com  Negotiator: Mike Roselli- Vice President (contact information above)  Underfoof Engineering is a civil engineering and landscape architecture firm focused on providing clients with unparalleled service and superior technical engineering. Founded in 2012, Underfoot has made its home in North Carolina for  over eleven years.  With a client-focused model and extensive experience in all facets of land development, Underfoot is able to deliver projects from inception to completion, consult as a team on best land development processes and practices, and save clients time and money. Underfoot understands that each client and each project is unique. Using strong collaboration and clear communication we find the balance between sustainability, functionality, value, and project deadlines to meet the goals for eachi individual project.  12    2. EXPERIENCE  Underfoot places significant importance on comprenensive utility planning and design. Over the past eleven years, our teamhas been engagedi in development projects across North Carolina requiring utility design. Our staff acknowledges that even seemingly straighfforward. projects can encounter challenges, prompting the need for inventive solutions. While we understand thei inevitable compromises involved, we're committed to uncovering innovative solutions. Section 6 of this Statement of Qualifications details five (5) similar projects and provides contact information and references. The following is a brief synopsis of other similar contracts performed in the past five (5) years, design &  permitting timelines and associated personnel:  Design8 & Permitting Timeline (Months) 12 12 18 24 18 15 15 30 15 24 15 12 8 18 18 18 12 18 18 15 10 12 18 12 12 15 12  Primary Review Agency  Project Name Cardinal Oaks Brightleaf Tract 8 Hills at Northpoint Arringdon Townhomes Southall Parcel Coats Mini Storage Holly Springs Business Park Brown Daycare Arlene Street Subdivision Wabash Parcel Durham Farrington Townes 5401 North Lot 55 Brentwood Tech Park Lane 2408 Fleming Messer Parcels 370 Green Oaks Page Durham Lauder Parcel Independence Park Southem Pines Office Clayton Mini Storage South Cross Massey Chapel Nichols Village 1742 Oakridge Richardson Farms  Personnel  City of Durham Landon Lovelace, Mike Roselli City of Durham Landon Lovelace, Mike Roselli City of Durham Mike Roselli, Jeff Taboada Durham/ /D Durham Co. Mike Roselli, Jeff Taboada, Michael Peterson City of Raleigh Landon Lovelace Angier/ Hamett Landon Lovelace, Mike Roselli Holly Springs Mike Roselli, Jeff Taboada Holly Springs Mike Roselli, Jeff Taboada City of Durham Landon Lovelace City ofD Durham Landon Lovelace City of Durham Mike Roselli, Jeff Taboada City ofF Raleigh Mike Roselli, Jeff Taboada City ofF Raleigh Mike Roselli, Jeff Taboada Fuquay-Varina Mike Roselli, Jeff Taboada Fuquay-Varina Mike Roselli, Jeff Taboada, Michael Peterson Coats /H Hamett Landon Lovelace Holly Springs Mike Roselli, Herge Nselike, Jeff Taboada City of Durham Landon Lovelace Coats / Harnett Mike Roselli, Jeff Taboada, Michael Peterson City ofD Durham Landon Lovelace Southem Pines Mike Roselli, Jeff Taboada Hamett County Mike Roselli, Hergel Nselike Town of Angier Landon Lovelace, Mike Roselli, Jeff Taboada, Herge Nselike City of Durham Mike Roselli, Jeff Taboada, Michael Peterson City ofD Durham Mike Roselli, Jeff Taboada, Michael Peterson Hamett County Mike Roselli, Hergel Nselike  Wendell  Landon Lovelace  Figure 1: Similar Projects Performed (2018-2023)  13    3.DESCRIPTION OF DESIGN TEAM  3.1 Staff Members and Responsibilties  Taking the helm as project manager will be Landon Lovelace, a licensed Professional Engineer with extensive experience in utility design projects. Landon possesses a keen understanding of a project's potential and challenges during the design phase, recognizing the delicate equilibrium among its diverse components. Landon is the President of Underfoot Engineering and his adeptness positions him well to manage the  team tos successful project outcomes for the Town.  Leading design and handling all quality control and assurance (QC/QAI responsibilties is Mike Roselli. With a background of managing many development projects in North Carolina over the years, Mike is a licensed Professional Engineer and Landscape Architect and brings profound insights into the process to ensure adherence to project guidelines. Mike will also guide permitting efforts and coordination with additional entities as required (such as Harnett County, NCDOT, and NCDEQ) and will be responsible for stakeholder engagement. Ultilizing his background in planning and landscape architecture, Mike underslands the importance of dedicated stakeholder engagement  efforts during the beginning phases of design projects.  Supporting Mike and Landon will be Herge Nselike. Herge is a licensed Professional Engineer and has worked on a variety of utility design projects. His insight into project costs and design refinement enables the team to develop cost savings that might otherwise be unexplored. His experience with both residential and commercial projects enriches his contributions. Herge will coordinate other designers and drafting personnel  too develop designs and construction documents.  Jeffrey Taboada and Michael Peterson are designers on the team at Underfoot and, having worked with Herge, Landon, and Mike on numerous design projects, are both valuable assets to the project. Jeffrey's experiences with private utility corridors and  14    power companies and Mchoelsempetenceswi drafting design provide the teamwith  awel-roundedi repertoire of designs sensibilities. 3.2 Team Organization Chart  The dowrgsoproeckpecic firm chart. Though additional designers willl be available based on workload and staffing needs, this chart details the core personnel, responsibilities, andr reporingreldtionshps anticipated. Resumes for Mr.Lovelace and Mr. Roselli have been appended to the back of this Statement of Qualifications.  Herge Nselike, PE Project Engineer, Utility Design, Estimating Jeffrey Taboada, El Civil Designer, Utility Design, Permitting Michael Peterson Designer, Utility Design  Landon Lovelace, PE Project Manager  Mike Roselli, PE, PLA Design & Permitting Lead, QA/QC, Stakeholder Engagement  Figure 2: Project-Specific Firm Chart  15    4.PROJECT APPROACH  The design approach for Design Services will be a collaborative and wel-coordinated team effort. It willl be essential to get a noougnundeslondng of project goals from ALL stakeholders including design, cost, maintenance, and life expectancy of utility improvements. The design team will bring expertise in all the facets of the project from planning and design to permitting. Each of the smaller components can be dependent  upon one another.  There are a few keys to success that we include in our approach, namely:  Specific Utility Design Expertise  Understanding Local Requirements - our local experience with permitting and Communication: - regular, frequent meetings with the design team, regular status  the relationships with Harnett County, NCDOT, and NCDEQ Organized Project Management Approach updates, full availability of design principals.  This expertise will allow for the selection of the correct materials and construction techniques based on existing conditions, opportunities, and constraints unique to each of the proposed improvements. Our experience will benefit the project through the design and construction process and set up conditions for the ease of long-term  maintenance.  Our approach will rely on effective organization and communication throughout the entire process. We feel strongly that thorough and constant communication is the key to as successful project. Regular and frequent meetings are proposed during both the design and construction phases to ensure project goals and objectives are evaluated and met. Experience has shown that regular team meetings between design professionals and clients promote focus, communication, and effective critical decisions. Utilizing current technologies available and preferred by Town and County staff, we will  establish a protocol for project communications.  16    Based on the extensive experience of the team with other municipal government agencies and water and sewer main extension projects, our recommendation and  methodology is to phase the project into key design stages.  4.1 Schematic Design  Schematic design meetings will be held with the Town or Erwin and Harnett County and any other site representatives to cover general items that relate toi the project. The intent of these meetings is to identify and develop overall project goals, constraints, and  opportunities related to:  Physical Site Characteristics Required Specifications Construction Schedule Other Stakeholders  Cost  4.2 Due Diligence /Conceptual Design  A formal due diligence phase will be necessary to obtain all existing conditions and permitting requirements. Underfoot will work with the Town to obtain and review:  Field Survey Including boundary, topography, built features, wetlands, streams, Other Investigations Required Including geotechnical work and environmental Permitting Requirements - Including but not limited to Town requirements, County requirements, utility permits, grading and erosion control permits, environmenta  trees, and other environmental features.  studies.  impact permits, NCDOT permits, and NCDEQ permits.  This process may culminate int the preparation of ai formal Due Diligence Report outlining information gathered from stakeholder meetings, existing conditions information, and permitting requirements. The narrative provides a recommended course of design, conceptual drawings performed to date, and may also include Probable Cost Opinions  based on unit pricing provided to the firm.  17    Due diligence / conceptual design is a crucial design step that minimizes - and can eliminate - future change orders. From previous experience on similar projects, many preventable fieldi issues are driven by horizontalandi vertical utility conflicts, oftenconficts with private dry utilities such as gas, fiber, and cable. By insisting on subsurface utility exploration at this critical time in the project, these can be identified to minimize future  design or construction changes. 4.3 Design Document Schedule  The ultimate culmination of this research will inform final production of all required design documents including drawings, details, reports, calculations, specifications, and permit applications. These are typically provided at key milestones for each project. Eachr major task milestone is associated with progress on deliverables, as well as Quality Assurancel Quality Control checks by thel lead designer, and Incllerevewmeeings with the Town  project team:  30% Submitta!: Drawings will be submitted for review.  60% Submiltal: Drawings and specifications will be submitted for review. 90% Submittal: Drawings, specifications, and permit applications submitted for 100% Submittal: All drawings approved, permits in hand, ready to bid.  final review.  4.4 Permitting  Having previously worked in this vicinity with the Town of Erwin on the adjacent development on St. Matthews Road, Underfoot is uniquely positioned to design and permit this project. Our team is actively working on projects in Harnett County and regularly corresponds with Harnett Regional Water, NCDOT, and NCDEQ for projects in the area. Permitting through these agencies is anticipated to commence concurrently with the design document schedule above and will continue until permit approvals are  in hand.  18    4.5 Construction Administration  Underfoot has extensive experience providing construction inspection and administration services. As part of Underfoot's scope of work on all of it's projects, the team regularly coordinates bidding, reviews bid tabulations, reviews shop drawings, meets with contractors and owners, responds to RFIs (requests fori information), and issues  pay application letters. 4.6 Technology  At Underfoot, we consistently evaluate our technological tools to ensure they align with our clients' requirements. Recognizing your desire for a consulting partner that seamlessly integrates with your team, we adapt our communication and design approaches to suit. Consequenty, we continuously update our software and hardware to stay current while alsore retaining previous versions to accommodate clients opting not to upgrade. Through maintaining a repository of resources, we cater effectively to a wide range of clients  across various applications.  To enhance communication, provide design, and generate project deliverables, Underfoot employs a suite of software applications. Our typical communication tools  encompass:  Microsoft Office and Microsoft Teams Microsoft SharePoint for large file transfers  Ourfirm'snelwork. enables real-time access andi file sharing, and we execute nightly data backups to both on-site and off-site locations. The Underfoot design team maintains extensive proficiency in AUtOCAD Civil3D and leverages several software packages that complement and elevate these critical CAD platforms. Notable examples of design and  productionsofiware include: Bentley StormCAD EPANet Hydraflow Hydrographs  19    5.CURRENT WORKLOAD  Underfoot has a strong track record of staying on time and within budget. The key to our success is smart resource management. We use weekly progress reports that provide our project managers with real-time updates on staffing and expenses for their projects. This information helps closely monitor project costs, how well we manage them, and our status on the project schedule. Additionally, we regularly set up phone calls with our  clients to discuss progress and what steps are coming up next.  We divide each project into task phases and area of expertise. We then summarize the expected work effort which forms the basis for setting and tracking the project budget. We keep tabs on the budget based on the percentage of completion, giving us insight  into our performance each month.  This project plan also plays a role in determining the necessary staff for each project and forecasting the labor needs for each phase. We frequently review the work plan throughout the project and align it with our workload tracking process to predict future With a continuous overview of our staff workload, Underfoot is wel-prepared to initiate the start of schematic design within two weeks of receipt of a task order- -1 from there, we work with our clients to develop the project plan for the remaining future phases of each  projectworkloads.  project.  Regular communication and clear delineation of team member responsibilities are vital for maintaining schedules. With this in mind, our project-focused work plans highlight critical project milestones and deliverable deadlines. We actively manage our team's resources to ensure we meet the agreed-upon schedules and keep your project moving  smoothly.  20    At the time of writing, this design team has the following projects at various levels of  design or permitting:  Subdivision - Aberdeen, NC: Mini Storage - Clayton, NC: Subdivision - Angier, NC: Apartments-F Pittsboro, NC: Subdivision- - Coats, NC:  Due Diligence Site Plan Drawings Site Plan Drawings Starting Design Drawings Final Design Drawings  (2)S Subdivision - Durham, NC: Final Design Drawings Flex Building - Holly Springs, NC: Final Design Drawings Subdivision - Harnett County: Final Design Drawings (2) Subdivision- - Durham, NC: Construction Administration (2)s ubdision-Dumnam, NC: Asbuilt Record Drawings  This list is constantly updating as projects progress and will undoubtedly have been updated at the time the firm has been engaged for this proiect. That said, Underfooti is confident in the ability and position to take on additional projects and is committed to  providing adequate personnell resources to this Town of Erwin project.  21    6.REFERENCES  The following is a synopsis of similar contracts performed in the past five (5) years.  Corresponding references are included at the bottom of this section.  6.1 Ridgefield Farms, Cary NC  Project background: Ridgefield Farms Subdivision is a redevelopment project that included water, reclaimed water, sanitary sewer, and stormwater. The project consisted of two off-site sanitary sewer ouffalls, including one  created  RIPGEIELD  144 single family residences. Design  that required bore and jack operations under Carpenter Fire Station Road requiring significant coordinationwithTownstaff. Additionally, the project included approximately 1/3 mile of road widening to Green Level Church Road (including medians, streetside trails, stormwater, and utilities) which was closely coordinated between NCDOT and the  Town. Construction Administration was also performed for the project.  Total contract price and timeline: Design +/- $500,000, with final cost as anficipated. Design and permitting +/- 18 months. ProiectContact: J. Adam Ashbaugh, PEAICP  Primary Review Agency: Town of Cary Challenges: Large bore and jack under Carpenter Fire Station Road toconnect sanitary sewer.  Key Project Elements:  Water, Reclaimed Water, and Sewer Design Extensive widening and coordination with Town of Cary and NCDOT Right of Way on Green  Level Church Road (2) Off-site Sewer Outfalls  22    6.2 Park Townes, Cary NC  Project background: Park Townes is ar redevelopment project that created 30 high-end single-family residences in Downtown Cary adjacent to the new Downtown Cary Park. Design included improvements to the existing (and aged) utility systems and roadway within E Park Street including design of the Town of Cary Downtown Streetscape. This high- visibility urban design projectrequired close coordination with many Town of Cary departments. Construction Administration  was also performed for the project.  Total contract price and timeline: Design +/- $80,000, with final cost as anticipated.  Design and permitting +/-1 121 months. Project Contact: JoshSwindell  Primary Review Agency: Town of Cary Working in dense, downtown area. Extensive coordination with Town utility staff for utility records of older elements of the Town of Cary utility system.  Key Project Elements:  Challenges:  Water and Sewer Design High-visibility adjacent to Downtown Cary Park Dense urban design LD/alternative stormwater design  6.3 Walker Row, Cary NC  Project background: Walker Row is a redevelopment project that created 44 high-end single-family condominiums in Downtown Cary. Design included improvements to the existing (and aged) utility systems and roadways within Byrum Street and Walker Street including design of the Town of Cary Downtown Streetscape, on-street parking, and GSI Stormwater improvements. The project consisted of urban stream buffers and floodplain considerations to contend with. This high-visibility urban design project required close  coordination with many Town of Cary departments.  23    Total contract price and timeline: Design +/- $200,000, with final cost as anticipated.  Design and permitting +/- 18 months. OAICATIOEREmAPNEZ  Primary Review Agency: Town of Cary Working in dense, downtown area. Extensive coordination with Town utility staff for utility records of older elements of the Town of Cary utility system.  Key Project Elements:  Challenges:  Water and Sewer Design Dense urban design GSIs stormwater design Unique urban form Existing floodplain coordination  6.4 Page Place - Raleigh, NC  Project background: Page Ploceksadevelopmen! project that created 151 single family townhomes on a parcel that straddles the Wake and Durham County line, providing interesting design challenges. The design included City of Raleigh water, sanitary sewer, andstormwater. The projectconsisted ofi two off-site sanitary sewer outfalls, including one that traversed an existing Duke Power Transmission Line Easement and one that required in-place upsizing of an existing sanitary sewer outfall and bypass pumping in intricate areas and across the Brier Creek Golf Course. The project also required an off-site waterline extension and looping due to limited connection opportunities near the county line. Additionally, the project included approximately 1/4 mile of road widening to Page Road (including street side trails, stormwater, and utilities) which was closely coordinated between NCDOT and the City of Raleigh. Construction Administration is also being Total contract price and timeline: Design +/- $500,000, with final cost as anticipated.  performed on the project.  Design and permitting +/- 18 months. Project Contact: Rob Rudloff  Primary Review Agency: City of Raleigh Coordination of upsizing of existing sanitary sewer outfall, including bypass pumping and  Key Project Elements:  Challenges:  Water and Sewer Design Stream Crossing (2) Sanitary Sewer Outfalls  24    coordination with City of Raleigh and Brier Alternative waterline design to meet fire flow requirements with only one readily available  Off-site Waterline Extension Extensive widening of Page Sewer outfall through 300' Duke Power Transmission Easement.  Creek Golf Course.  Road  connection.  6.5 Harlowe Point - Durham, NC  Project background: Harlowe Point is a development project that created 172 single family residences in a portion of Durham that is experiencing significant growth. The design included City of Durham water, sanitary sewer, and stormwater. The project had three off-site sanitary sewer outfalls, including one requiring in-place upsizing of an existing sanitary sewer outfall and bypass pumping in intricate areas within an established residential neighborhood. Additionally, the project included road widening to S. Mineral  Springs Road and Holder Road (including street side trails, stormwater, and utilities) which was closely coordinated between NCDOT and the City of Durham. Construction  Administration is also being performed on the project.  Total contract price and timeline: Design +/- $600,000, with final cost as anticipated.  Design and permitting +/- 24 months. Project Contact: Tucker Ennis. PE  Primary Review Agency: City of Durham Coordination of upsizing of existing sanitary sewer outfall, including bypass pumping and coordination with City of Durham and adjacent homeowners.  Key Project Elements:  Challenges:  Water and Sewer Design Stream Crossings (3)S Sanitary Sewer Outfalls Off-site Waterline Extension Extensive widening of S. Mineral Springs Road and Holder Road.  25    Connection to 16" waterline in NCDOT maintained roadway with considerations for butterfly valves, appurtenances, and dry utility coordination (fiber and gas relocation). Contact information for project references:  Name: Title: Agency or Firm Name: DRB Group Business Address: Cly: Phone Number: Email Address: Name: Title: Business Address: Cily: Phone Number: Email Address: Name: Tile: Business Address: Cily: Phone Number: Email Address: Name: Title: Agency or Firm Name: Pulte Group Business Address: Cily: Phone Number: Email Address: Name: Tile: Agency or Firm Name: Lennar Business Address: Cily: Phone Number: Email Address:  J.Adam. Ashbaugh, PE, AICP 3000 RDU Centre Drive, Suite 202 Morrisville, NC27560 919.796.5956 anbaugaapatouncon Josh Swindell Partner 100E. Six Forks Road, Suite 300 Raleigh, NC27609 919.389.7595 oneenvsorromeinccon Jeremy Spivey President 100E. Six Forks Road, Suite 300 Raleigh, NC27609 919.796.5956 pediseeoenncen Rob Rudloff Land Planning and Entitlements Manager 1225 Crescent Green Drive, Suite 250 Cary, NC27518 919.448.6308 atndsisptEgpacen Tucker Ennis, PE Land Entitlements Manager 1100 Perimeter Parkway, Suite 112 Morrisville, NC 27560 919.960.7674 ckeremnselenn.com  Director of Land Entitlements, Planning and Engineering  Agency or Firm Name: Envision Homes  Agency or Firm Name: JSI Development  26    7.EXCEPTIONS  7.1 Exceptions to the Scope of Services  At this time, the following services are not provided in-house: survey, environmental investigations, or geotechnica investigations. Underfoot has extensive experience coordinating these scopes of work, and teams with a number of partners that can be brought to the table for these services, either as subcontractors or independent All other items specified as Scope of Work are regularly performed services by Underfoot  contractors, depending on the preferences of the Town of Erwin.  Engineering. 7.2 Litigation in2012.  Underfoof Engineering has had nol litigation brought against the firm since incorporation  27    LANDON LOVELACE, PE  President  Landon serves in the capacity of Principal, President, and Project Manager. He is responsible for the management and the design ofa range of residential, municipal, and commercial projects, as well as the design of associated improvements in the public right-of-way. Landon has over twenty years of experience related to utility and transportation networks and systems, including but not limited to water, reclaimed water, and sewer design; planning and feasibility studies; grading, drainage, and stormwater management, sedimentation and erosion control; roadway and utility design; wetland, stream, and environmental impacts and permitting; hydrologic and! hydraulic design ofculverts, impoundments, channels, Additionally, he has demonstrated expertise in construction administration and management, the preparation of specifications, bidding and contract documents, testing andi inspections, managing  EDUCATION BS, Civil Engineering Michigan State University PROFESSIONAL LICENSES North Carolina PE #32674  and piping networks.  pay requests, and project close-out procedures. SELECTED PORTFOLIO OF DESIGN  Ridgefield Farms Subdivision- - Cary, NC Braemore Subdivision - Cary, NC The Estates at Westhigh - Cary, NC Willow Oak Subdivision - Cary, NC Park Townes- Cary, NC Walker Row- Cary, NC Buhler Aeroglide Expansion - Cary, NC Page Place - Raleigh, NC Harlowe Point - Durham, NC Richarason Farms - Wendell, NC  28    MIKE ROSELLI, PE, PLA  Vice President  Mike serves in the capacity of Vice President as well as Project Manager. He is responsible for the management and design of a ranged ofc complex commercial andindustrial developments, as wello as the design of associated improvements in the public right-of-way (including but not limited to road widening projects). Mike has over eleven years of experience related to utility and transportation networks and systems, including but not limited to water, reclaimed water, and sewer design; traffic data, congestion, signaling, and planning; roadway horizontal and vertical layout and design; grading; erosion and sedimentation control; permitting and cost analysis; hydrologic and hydraulic design of culverts, Additionally, Mike has experience in right-of-way acquisition, abandonment, and project coordination with overlapping authorities such as between the State of North Carolina and incorporated  EDUCATION BS, Civil Engineering North Carolina State University MLA, Landscape Architecture North Carolina State University PROFESSIONAL LICENSES North Carolina PE #40768 South Carolina PE #79473 Georgia PE #39935 Florida PE #32414 North Carolina PLA #02313  impoundments, channels, and piping networks.  jurisdictions and utility providers. SELECTED PORTFOLIO OF DESIGN  Ridgefield Farms Subdivision - Cary, NC Braemore Subdivision- - Cary, NC The Estates at Westhigh- - Cary, NC Willow Oak Subdivision - Cary, NC Park Townes- Cary, NC Walker Row- Cary, NC Sorrell Street Subdivision- Cary, NC 5401 North Subdivision - Raleigh, NC Holston Subdivision- Fuquay-Varina, NC Autumn Lakes Subdivision- - Zebulon, NC  29    Town of Erwin, NC  St. Matthews Road Water and Sewer Extension  Statement of Qualifications  December 21, 2022  STOCKS ENGINEERING 801 E. Washington Street Nashville, NC 27856  Phone: 252.459.8196  astocks@stocksengineering.com  30    STOCKS ENGINEERING  Designingt the Futurt, Today.  Wednesday, December 21, 2023 Town ofErwin Attn: Town] Engineer PO Box 459 Erwin, NC28339 RE: Request for Qualifications St.M Matthews Road' Water and Sewer Extension Engineering and Permitting  Dearl Mr. Dreitzler:  Stocks Engineering, PA is committed to providing the Town of] Erwin high quality engineering services that stems directly from our ambition to design the future, today. In 1999, Stocks Engineering opened its doors and has been thankful for the ability and privilege to have served clients for all these years. We are pleased to submit the enclosed proposal to serve the Town of] Erwin in their need of Water and Sewer Systemi improvements. The design team outlined in this proposal will provide the Town of Erwin with the engineering capability necessary toj provide The Town should select Stocks Engineering, PAI because we are confident that we have assembled a team in this proposal that has the reputation, experience, and innovative thinking to deliver a design that is on time, on budget, clear and concise. Stocks Engineering has ai reputation ofj providing design solutions that work. These include the North Hampton County Sewerl Lift Stations and Force Main, the City ofl Reidsville Water and Sewer Projects, and the Town of Nashville Sewer Outfall and Lift Stations. By selecting Stocks Engineering for this project, the Stocks  thet residents of thet towni improved water and sewer systems.  Engineering- Town of] Erwin Alliance will prove a successful partnership.  Ify you have any questions or need to contact us further, feel free toi reach us as provided below.  Primary Contact: Mike Stocks, PE(19843) 801 East Washington Street Nashville, NC27856 mstocksi@stocksengineerng.com Mobile: (252) 903-6891  Secondary Contact: Andrew Stocks, PE (51543) 801 East Washington Street Nashville, NC27856 dsEsS.sTnseNLsn Mobile: (252)450-5140  Wel look forward to continuing tos serve the residents we call friends and family, and the County we calll home.  Sincerely, Stocks Engineering, P.A. R Michacb Slocks J.M Michael Stocks, PE President  J.N Michael Stocks, PE 801 East Washington Street POI Box 1108 Nashville, NC: 27856  252.459.8196 (voice 252.459.8197 (fax). 252.903.6891 (mobile) mstocksQsneering.s .com  31    TABLE OF CONTENTS  Company Profile. Experience  2 A< 4 5 .6 7  Description of Design-leam..  Project Approach.. Current Workload. References. Exceptions.  32    FIRM PROFILE  Stocks Engineering is pleased to present this team of design professionals in response to the Town's solicitation for the St. Mattews Road Water and Sewer Extension. We believe that the team represented in this proposal has the experience, background, and relevant job performance history to  provide the Town with the skills necessary to meet your needs.  PROPOSED TEAM ADDRESS  FIRM NAME  ROLEI FOR1 THIS PROJECT Wastewater and' Water Design and] Permitting Topographical Survey Boundary Survey Easement Mapping  Stocks] Engineering. PA ENGINEERING STOCKS DUNS: 78-067-3229 NCI Registration: C-1874 True Line Surveying NÇF Registration: C-1859  801 East Washington Street Project Lead Nashville, NC27856 252.459.8196 dlidsoisginsetnisn QA/QC www.stocksengineenng.com 205 West Main Street Clayton, NC27520  Stocks Engineering, PA is a corporation that was established in 1999 by James Michael "Mike" Stocks, PE in Nashville, NC. Stocks Engineering is licensed toj perform engineering services in North Carolina, South Carolina, Virginia, West Virginia, Tennessee, Pennsylvania, Utah, and Iowa. Therei is currently one office which is located at 801 East Washington Street in Nashville, NC, with 8 employees. Over the past 24 years in business, Stocks Engineering has gained a wealth of diversity in regard to design experience. These experiences include, but are: not limited to, North Hampton County Lift Stations and Force Main, the City of Reidsville Water and Sewer Projects, and the Town of Nashville Sewer Outfall and Lift Stations, as well as Parking Lots, Office Buildings, Quick Serve Restaurants, Grocery Stores, Big Box Stores, and large and small residential developments. Being a small firm with a vast array of clients has allowed Stocks Engineering to diversify its' knowledge and  broaden the services we can offer to our clients.  True Line Surveying, established in 1999, is owned and operated by Curk T. Lane, PLC. Their office is located at 205 West Main Street in Clayton, NC. With over 30 years of experience, Curk T. Lane, PLS has performed multiple boundary, location, and topographical surveys for a multitude of clients Stocks Engineering currently carries $2,000,000 in General Liability Insurance with $1,000,000 in Stocks Engineering is proud to serve the Harnett County Area with multiple current and past projects  and types of projects. Professional Liability. in the County.  33    EXPERIENCE including:  Our team has experience working on Utility projects and understands their special requirements,  Immediate Project Initiation and Start-Up Short Deadline with Quick Project Turn Around Strong Project Management Proper Paperwork Good Communication Efficient Workflow and Accountability Justifiable and Reliable Cost Estimates Experienced Professionals the attached pages.  This approach has proven successful on similar type work, some examples of which are included on We build long term relationships with our clients by being Creative, Personable, Accessible, Responsive, and Knowledgeable. Therefore, our references below not only outline municipal client  references, but repeat clients that wel have served for many years.  34    Description of Design Team  The Stocks Engineering Team provided in this proposal has a long history of successful projects together, including multiple utility projects over the past 24 years. The Stocks/True Line Team has been working closely through the years in the development of the Flowers Plantation Community in The Project Manager for this project and direct contact with the Town of Erwin will be Mike Stocks, P.E., owner of Stocks Engineering, PA. He will ensure that all aspects of the owners' needs for the project are met through his design staff and sub-consultants. Mr. Stocks is a very capable Project As the on-call Engineer and Surveyor for multiple local municipalities, the Stocks Team is familiar with applicable laws, codes, and permits associated with projects in this area. Since many of our sites require permitting, we often submit plans and calculations tol both local and state agencies and consider their review schedule as we develop our design and construction timeline with our clients. Recent  Johnston County.  Manager and has managed numerous successful projects over the years.  permit coordination has included: NCDOT-Design Services NCDEQ- -Land Quality NCDEQ - Dam Safety NCDEQ - Water Quality Section NCDEQ - Public Water Supply Section NCDEQ-Nom-Dicharge Section NCDEQ - Raleigh Regional Office Federal Emergency Management Agency Federal Energy Regulatory Commission US Army Corps of] Engineers, Raleigh Regional Office North Carolina State Historic Preservation Office (SHPO) US Fish & Wildlife Services, Raleigh Field Office North Carolina Department ofCultural Resources Parks and Recreation Trust Fund United States Department of Agriculture SelfHelp Credit Union Golden Leaf Foundation  35    PROJECT APPROACH  Stocks Engineering, P.A. is a full-service firm that has an exemplary reputation for providing high- quality, low-cost engineering services to its clients. As an on-call Engineer, ours staff understands what it takes to get local resident support to get tasks accomplished. Stocks Engineering considers it an honor to be able to take the time to visit with local residents and explain the projects being constructed Stocks Engineering will first meet with the Town to discuss the proposed scope of work through a kick-off meeting. This meeting allows for introductions of all the key players and team members as well as outlines the project constraints. The Stocks Team will then meet with the associated consultants including surveying, environmental, geotechnical etc. to determine project schedules and needs. Stocks Engineering, PA will then begin the Concept Drawings for the project, which will provide direction for all the team members. Once all preliminary information has been obtained, the design drawings will be developed being refined at the bi-monthly meetings with the Town. At25% and 50% completion the Town will be able to review the drawings while they are being developed and the required calculations performed. The town will then be able to review the 75% and 90% completion for additional comments and suggestions. Once the plans have been reviewed by the Town, thej permits will be generated, and thej packages submitted for permitting and bidding. This flow chart outlines "a process" to make sure that client objectives stay on task, on time and on  in their respective streets and neighborhoods.  budget.  Town/Stocks Team Scopel Meeting Scope Schedule Deliverables Cost  Town Assignment Kickoff meeting  Stocks" Team Begins Conceptual Design and Drawings  25%/50% Progress Submittals  Bi-monthly or monthly progress meetings  Perform Technical Analysis  75%/90% Prepare Work Product t Work Product Review with Town  100% Final Submittal/ Submit for Permitting  Proposed Task Order Workflow  36    CURRENT WORKLOAD  Industry-wide you will find al long list of ongoing projects at each and every engineering company that provides high quality services. Specific to our company we: are in the process ofhiring additional staff to aid in engineering support and the permitting process. This project will work seamlessly into current projects that have in the Erwin and Harnett County Area. Some of our current projects include:  Nash County Miracle Park Youngsville Townhomes Youngsville Apartments and Single Famile Bryant Road Subdivision CWI Matthews Road Subdivision Neuse Country Club Sewer Summer Glen Subdivision Cliffwood Subdivision EC Plan Old Carriage Road Subdivision Allen Pipkin Youngsville Sunset Ave. Subdivision Raper Dr. Subdivision  And others.  Stocks Engineering, P.A.  37    REFERENCES  We are proud to provide the following municipal references:  Town of Nashvillle Contact:  Randy Lansing, Town Manager 499 South Barnes Street Nashville, NC 27856 (252)459-4511 ext. 233  Projects: South Creek Drainage, Stony Creek Park, Nashville Greenway, NC 58 Sidewalks/Glover Park, Nashville Drainage, Cooke Road Industrial Park, Nashville Town Hall, Nashville Maintenance Shop, Church Street Drainage, Breedlove Water, Multiple Lift Station/Sewer Projects, Multiple Water  Projects North Hampton County Contact:  Julian Phillips, County Manager 9467 NC Hwy 305 Jackson, NC27845 (252)534-2501  Projects: North Hampton County Sewer Lift Stations and Force Mains  City of Reidsville Contact:  Preston Mitchell, Assistant City Manager 106 East Washington Street Mebane, NC 27302 (919)563-5901  Projects: Courtland Park, Laster Pump Station, Cambridge Pump Station, Reidsville Parking Lot  Stocks Engineering, P.A.  38    EXCEPTIONS  1. Exceptions to the Scope of Services  Toc clarify, we are the engineering firm performing the subdivision design on the Wel have no pending, ongoing, or prior litigation within the last 10 years.  2.  Litigation  Stocks Engineering, P.A.  39    Schedule of] Fees  Staff Senior Engineer..  Hourly Rate  $120.00 $ 85.00 $135.00 d$ 75.00 $ 60.00 $ 45.00  Junior Engineer / Project Manager..  Survey Crew  Construction Administrator, / Inspector.. Senior CADD Operator.. Administrative Assistant..  Reimbursables:  Mileage.. Subcontracts.  $0.58/mile .Cost+ 10% .Cost .Cost  Postage/Fed Ex Charges/etc. Permitting Fees..  Stocks Engineering, P.A.  40    8499 B 8 8  :9 a 8 M9 8    New Business  Item 3C  Erwin Board of Commissioners  REQUEST FOR CONSIDERATION  To: The Honorable Mayor and Board of Commissioners  From: Snow Bowden, Town Manager Date: January 22, 2024 Subject: BOA-2024-04  This proposed budget amendment will just clean up a few line items in our budget. We havea few line items that are over budget. But we are not over budget at the moment. Our revenue line item for interest earned is much higher than projected. I have proposed increasing the revenue projection for interest earned and spread it out over a few different departments. Wel had some unexpected costs with the new trucks we purchased at the state contract price. The costs were higher than expected and we had to pay additional fees with NCDMV that wel had not had to pay before to get license plates for the vehicles. This proposed amendment covers the expenditures that we approved for the engineering work for the project on West K Street. It also increases our line item for maintenance in the Sanitation Department, we had to have a major fix to our old leaft truck this season. Ialso ask to include some funds inj professional services in our non- departmental budget. This line item includes funds for legal and engineering services. This proposal just amends the revenue line item fori interest earned. We will bring in more than $100,000 in this revenue line item ini this Fiscal Year. We can adjust this budget amendment to  include some other equipment or expenses if the Board wishes.  42    BUDGET ORDINANCE AMENDMENT  BOA 2024-04 FISCAL YEAR 2023-2024  BEITORDAINED byt the Governing Board of the Town of Erwin, North Carolina that thei following amendments are made to the annual budget ordinance fort thet fiscal year ending. June 30, 2024. Section 1. This Budget Ordinance Amendment seeks to Increase Revenues and Increase Expenditures by $75,000.00. This amendment is to account for increase in department expenditures. Section 2. To amend the General Fund: The revenues are to be changed as follows:  Account  Description Current Approp.  Increase/Decrease  Amended Appropriation 10-3290-000 Interest Earned $25,000  (+)$75,000  $100,000  Section 3.Toa amend the General Fund: The Expenditures are to be changed as follows:  Account Appropriation  Description  Current Approp. Increase/Decrease Amended  10-4100-180 Municipal Election $8,000 10-4100-570 Miscellaneous 10-4201-540 Insurance & Bonds $85,500 10-4201-570 Miscellaneous Expense $0 10-4201-040 Professional Services $15,760 10-5450-740 Capital Outlay -Equip. $35,000 10-5600-740 Capital Outlay 10-5800-740 Capital Outlay 10-5800-160 Maintenance and Repair $36,500 10-6200-740 Capital Outlay 10-6200-170 Maint. And Repair Auto $ 1,000 10-5900-450 Contracted Services $46,200  (+)$ 923 (+)$ 2,500 (+)$ 2,000 (+)$ 2,000 (+)$10,000 (+)$5,127 (+)$5,127 (+)$ 6,354 (+)$20,000 (+)$ 4,702 (+)$ 1,000 (+)$15,267  $8,923 $7,500 $87,500 $2,000 $25,760 $40,127 $40,127 $91,354 $53,060 $2,000 $61,467  $5,000  $35,000 $85,000 $16,500 $48,358  Section 4. Copies of this budget amendment shalll be furnished toi the Clerk, the Governing Board, the  Budget Officer and the Finance Director for their direction.  Adopted this 1st day of February 2024.  ATTEST:  Randy L. Baker, Mayor  Lauren Evans, Town Clerk  43    New Business  Item 3D  Erwin Board of Commissioners  REQUEST FOR CONSIDERATION  To: The Honorable Mayor and Board of Commissioners  From: Snow Bowden, Town Manager Date: January 22, 2024 Subject: NCDOT ROW Contract  This is a pretty standard contract that needs to be approved by the Erwin Board of Commissioners. This is a contract between the Town ofErwin and the North Carolina Department otTransportation (NCDOT). This contract is to reimburse the Town ofl Erwin for  maintaining the NCDOT rights-of-ways in our Town Limits.  Attachments:  NCDOT contract  44    ACCOUNTSPAYABLE AGREEMENTIDHILYS  ROUTINE MAINTENANCE AGREEMENT-  MOWING  AGREEMENT OVERVIEW  NORTH CAROLINA HARNETT COUNTY PARTIES TO THE AGREEMENT: NORTH CAROLINA DEPARTMENT OF TRANSPORTATION AND TOWN OF ERWIN  DATE: 1/11/2024  PROJECT NUMBERS:  6RE.104315&  WBS ELEMENTS: 6RE.204315  The purpose of this Agreement is to identify the participation in project costs, project delivery and/or maintenance, by the other party to this Agreement, as further defined int this Agreement. SCOPE OF PROJECT ("Project"): The Municipality shall provide the personnel, equipment, labor, materials, and traffic control devices to perform mowing services in accordance with  Departmental standards and specifications as described in this agreement.  COSTS TO DEPARTMENT: $13,012.71  PAYMENT TERMS: The Town of Erwin will invoice the Department upon completion of the  Project.  MAINTENANCE: Town of Erwin EFFECTIVE DATES OF AGREEMENT: START: Upon Full Execution of this Agreement END: Five (5) years from the date of execution  This Agreement is made and entered into on the last date executed below, by and between the North Carolina Department of Transportation, an agency of the State of North Carolina, hereinafter referred to as the Department and the Town of Erwin, hereinafter referred to as the The Parties to this Agreement, listed above, intend that this Agreement, together with all attachments, schedules, exhibits, and other documents that both are referenced in this Agreement and refer to this Agreement, represents the entire understanding between thel Parties with respect to its subject matter and supersedes any previous communication or agreements  Municipality; and collectively referred to as the Parties.  that may exist.  1  45    ACCOUNISPAYABIE AGREEMENTID#1298  ROUTINE MAINTENANCE. AGREEMENT-  MOWING  WHEREAS STATEMENTS  WHEREAS, this Agreement is made under the authority granted to the Department by NCGS WHEREAS, the Municipality wishes to perform routine maintenance of mowing, removal within WHEREAS, the Municipality has agreed to perform said work with reimbursement from the NOW, THEREFORE, in consideration of the premises and the benefits accruing to the Department and the Municipality as the result of the construction of the Project it is agreed as  136-66.1, Responsibilties for Streets inside Municipalities,'and, its jurisdiction int the rights-of-way of certain State maintained routes; and, Department subject to the conditions hereinafter set forth; and,  follows:  I. SCOPE  A. MUNICIPALITY REQUIREMENTS  The Project consists of routine maintenance and mowing of roads and rights of wayi in the State Highway System within the limits of the Municipality, as shown on the attached ii. The Municipality, and/or its contractor, shall provide the personnel, equipment, labor, materials, and traffic control devices to perform routine mowing sweeping services in accordancev with Departmental standards and specifications. The routes and/or costs may be amended annuallyf for five (5)years, with additions or changes as mutually agreed upon by both parties in writing prior to performing the work for each year as described herein. iii. All work shall be performed in accordance with generally accepted horticultural practices and the Department's routine maintenance and mowing requirements. The Division Engineer may approve any requests for changes to NCDOT mowing requirements including, but not limited to mowing time frames, mowing heights, mowing equipment, etc. iv. The Municipality agrees to provide traffic control devices, lane closures, road closures, positive protection and/or any other warning or positive protection devices necessary for the safety of road users during performance of the work, including any construction and subsequent maintenance. This work shall be performed in conformance with the latest NCDOT Roadway Standard Drawings and Standard Specifications for Road and Structures and Amendments of Supplements thereto. Information regarding these rules and regulations may be obtained from the Department's Division Engineer.  Exhibit A.  2  46    ACCOUNTSPAYABLE AGREEMENTIDHIYS  ROUTINE MAINTENANCE, AGREEMENT-  MOWING  III. TIMEFRAME  A. DURATION  This Agreement may be renewed every year for 5 years, subject to the provisions herein and upon written mutual consent. Yearly renewals are subject to thet following termination 1. At any time either party may cancel the Agreement with at thirty (30) day written notice tot the opposite party. On behalf oft the Municipality, this Agreement may! be canceled 2. Upon the effective date of the cancellation, neither party shall owe any obligations under this Agreement, except that all obligations performed under this Agreement, including but not limited toi invoicing, recordr retention, and payment for workp performed  conditions:  by the Town Manager and/or his designee.  prior to the effective date of cancellation, shall remain in effect.  IV. REIMBURSEMENT  A. ALLOCATED FUNDS  The maximum reimbursement per year is $13,012.71, as shown on the attached Exhibit ii. The Division Engineer shall notify the Municipality at the beginning of the annual performance period or as soon thereafter, of the amount of allocated funds estimated to be available to the Municipality for mowing maintenance on the locations identified. The available allocation shall be based upon and shall not exceed the estimated cost of the  B.  work as if performed by the Department. B. CHANGES TO REIMBURSEMENT RATE  Ifthel Municipality desires to continue the maintenance and mowing services during the five- year period described in the Agreement, the Municipality and the Department may re- The Municipality shall notify the Division Engineer in writing through al letter or invoice at the beginning oft the annual performance period to request the amount of allocated funds estimated to be available to the Municipality for mowing sweeping maintenance. Thel Department, ati its option, may elect toi increase or decrease the reimbursement rates each year the Agreement is in force in consideration ofi inflation rates, cost increases and decreases, changes in funding, etc., subject to the availability of funds and the  negotiate the costs and revise mowing locations as described below:  performance of the Municipality.  3  47    ACCOUNTSPAYABLE AGREEMENTID#129S  ROUTINE MAINTENANCE, AGREEMENT-  MOWING  C. INVOICING THE DEPARTMENT  The Municipality shall submit to the Division Roadside Environmental Engineer an annual invoice for work completed under the terms oft this agreement. Reimbursement. shall be made upon approval of said invoice by the Department's Division Roadside Environmental Invoices shall show the costs incurred in furnishing personnel, labor, equipment, and materials for the work performed, not to exceed $13,012.71, unless written authorization ii. The invoice shall bei itemized by date and location of work, scope of routine maintenance and/or mowing performed, and the personnel, labor, equipment and materials utilized. The amount of work accomplished shall bei included with the unit of measure (LFT, SHM, SQ ii. Forwork performed by a contractor, the Municipality shall submit an invoice that includes the contractor's invoice to the Municipallty. No advertisement shall be made, nor any contract be entered into for services to be performed as part of this Agreement without priorwritten approval oft the advertisement or contents oft the contract by the Department. Failure to comply with these requirements will result ini funding being withheld until such  Engineer and Financial Management Division.  isr received from the Department.  FT, EA, HR, etc.).  time as these requirements are met. D. ELIGIBILITY FOR REIMBURSEMENT  The Department shall reimburse the Municipality up to a maximum amount of five (5) mowing cycles per year. The Municipality will complete at least one mowing cycle in the late spring and one mowing cycle in the late fall. Municipal shoulder mile rates will be adjusted to the current rate paid to the Department's awarded contractor. The Municlpallity, and or its agent, shall maintain adequate records and documentation tos support the work performed under this Agreement and shall permit free access to its records by official representatives of the State of North Carolina. Furthermore, the Municipality, or its agent, shall maintain all pertinent records and documentation for a period of not less than five (5) years following the close of the calendar year during which  the services were performed.  V. ADDITIONAL PROVISIONS  A. ENVIRONMENTAL REGULATIONS  The Municipality shall comply with all applicable federal, state, and local environmental regulations, and shall obtain all necessary federal, state and local environmental permits,  4  48    ACCOUNTS. PAYABLE AGREEMENTID#IEYS  ROUTINE MAINTENANCE, AGREEMENT-  MOWING  including but not limited to, those related to sediment control, storm water, wetland, streams,  endangered species, and historical sites.  B. PARTICIPATION BY DISADVANTAGED BUSINESSES  Any contract enteredi into with another party to perform work associated with the requirements of this Agreement shall contain appropriate provisions regarding the utilization of Minority Businesses, Women Businesses, or Small Professional Services Firms (SPSF) as required by G.S. 136-28.4 and the North Carolina Administrative Code. The Department will provide  the appropriate provisions to be contained in those contracts.  C.A AGREEMENT MODIFICATIONS  Any modification to scope, funding, responsibilities, or time frame will be agreed upon by all  Parties by means of a written Supplemental Agreement.  D.A ASSIGNMENT OF RESPONSIBILITES  The Department must approve any assignment or transfer of the responsibilties of the  Municipality set forth in this Agreement to other parties or entities.  E. AGREEMENT FOR IDENTIFIED PARTIES ONLY  This Agreement is solely for the benefit of the identified Parties to the Agreement and is not intended to give any rights, claims, or benefits to third parties or tot the public atl large.  F. OTHER AGREEMENTS  The Municipallty is solely responsible for all agreements, contracts, and work orders entered into or issued by the Municipality to meet the terms of this Agreement. The Department is not responsible for any expenses or obligations incurred for the terms of this Agreement except those specifically eligible fori thet funds and obligations as approved byt the Department  under the terms oft this Agreement.  G. TITLEVI  The other party to this Agreement shall comply with Title VI of the Civil Rights Act of 1964 (Title 49 CFR, Subtitie A, Part 21) and related nondiscrimination authorities. Title VI and related authorities prohibit discrimination on the basis of race, color, national origin, disability, gender, and age in all programs or activities of any recipient of Federal assistance.  H. FACSIMILE  Acopy or facsimile copy of the signature of any party shall be deemed an original with each fully executed copy oft the Agreement: as binding as an original, and the Parties agree that this  5  49    ACCOUNTS PAYABLE AGREEMENTID#1298  ROUTINE MAINTENANCE. AGREEMENT-  MOWING  Agreement can be executed in counterparts, as duplicate originals, with facsimile signatures sufficient to evidence an agreement to bel bound by the terms of the Agreement.  AUTHORIZATION TO EXECUTE  The Parties hereby acknowledge that the individual executing this Agreement has read this Agreement, conferred with legal counsel, fully understands its contents, and is authorized to execute this Agreement and to bind the respective Parties to the terms contained herein.  J. DEBARMENT POLICY  Itist the policy of the Department not to enter into any agreement with parties that have been debarred by any govemment agency (Federal or State). By execution of this agreement, the Municipality certifies that neither it nor its agents or contractors are presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in this transaction by any Federal or State Agency or Department and that it will not enter into agreements with any entity that is debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in this transaction.  K. INDEMNIFICATION  To the extent authorized by state and federal claims statutes, the Municipality shall be responsible for its actions under the terms of this agreement and save harmless the FHWA(if applicable), the Department, and the State of North Carolina, their respective officers, directors, principals, employees, agents, successors, and assigns from and against any and all claim for payment, damages andlor liabilities of any nature, asserted against the Department in connection with this Agreement. The Department shall not be liable and shall be held harmless from any and all third-party claims that might arise on account of the Municipality's negligence and/or responsibilities under the terms of this agreement.  - AVAILABILITY OF FUNDS  All terms and conditions of this Agreement are dependent upon, and, subject to the allocation of funds for the purpose set forth in the Agreement and the Agreement shall automatically  terminate ift funds cease to be available.  M. DOCUSIGN  The Department and the Municipality acknowledge and agree that the electronic signature application DocuSign may be used, at the sole election of the Department or the Municipality, to execute this Agreement. By selecting "I Agree", "Accept", or other similar item, button, or icon via use of a keypad, mouse, or other device, as part of the DocuSign application, the Department and the Municipality consent to be legally bound by the terms and conditions of Agreement and that such act constitutes the Department's signature as if actually signed by the Department in writing or the Municipality's signature as if actually  6  50    ACCOUNTSPAYABIE AGREEMENTID#IESS  ROUTINE MAINTENANCE, AGREEMENT-  MOWING  signed by the Municipality in writing. The Department and the Municipality also agree that no certification authority or other third-party verification is necessary to validate its electronic signature and that the lack of such certification or third-party verification will not in any way affect the enforceability of its electronic signature. The Department and the Municipallty acknowledge and agree that delivery of a copy of this Agreement or any other document contemplated hereby through the DocuSign application, will have the same effect as physical  delivery of the paper document bearing an original written signature.  N. GIFT BAN  By Executive Order 24, issued by Governor Perdue, and NCGS 133-32, iti is unlawful for any vendor or contractor (.e. architect, bidder, contractor, construction manager, design professional, engineer, landlord, offeror, seller, subcontractor, supplier, or vendor), to make gifts or to give favors to any State employee of the Governor's Cabinet Agencies (i.e. Administration, Adult Corrections, Commerce, Environmental Quality, Health and Human Services, Information Technology, Military and Veterans Affairs, Natural and Cultural Resources, Public Safety, Revenue, Transportation, and the Office of the Governor).  IIS UNDERSTOOD AND AGREED that the approval oft the project by the Department is subject  to the conditions oft this Agreement.  7  51    ACCOUNTS PAYABLE AGREEMENTID#ISS  ROUTINE MAINTENANCE, AGREEMENT-  MOWING  SIGNATURE PAGE  IN WITNESS WHEREOF, this Agreement has been executed the day and year heretofore set out, on the part ofi the Department and the Municipality by authority duly given.  (DOCUSIGN ONLY)  Authorized Signer: Print Name: Title: Date Signed:  Ifapplicable, this Agreement has been pre-audited in the manner required by the Local Govemment Budget and  Fiscal Control Act: Finance Officer: Print Name: Date Signed:  TOWN OF ERWIN FED TAX IDN NO: REMITTANCE. ADDRESS:  DEPARTMENT OF TRANSPORTATION  BY: TITLE: DATE:  APPROVED BY BOARD OF TRANSPORTATION ITEM O:  (DATE)  8  52    ACCOUNTSPAYABLE AGREFMENTID#IZPS  ROUTINE: MAINTENANCE AGREEMENT-  MOWING  SIGNATURE PAGE  IN WITNESS WHEREOF, this Agreement has been executed the day and year heretofore set out, on the part oft the Department and the Munlcipality by authority duly given.  (INK SIGNATURES ONLY)  ATTEST: BY: TITLE:  Authorized Signer: Print Name: Title: Date Signed:  Ifapplicable, this Agreement has been pre-audited in the manner required by the Local Govemment Budget and  Fiscal Control Act: Finance Officer: Print Name: Date Signed:  TOWN OF ERWIN FED TAXIDNO: REMITTANCE ADDRESS:  DEPARTMENT OF TRANSPORTATION (DocuSign)  BY: TITLE: DATE:  APPROVED BY BOARD OF TRANSPORTATION ITEM O:  (DATE)  9  53    New Business  Item 3E  Erwin Board of Commissioners  REQUEST FOR CONSIDERATION  To: The Honorable Mayor and Board of Commissioners  From: Snow Bowden, Town Manager Date: January 22, 2024 Subject: Surplus Vehicles  The Town of] Erwin has the following surplus vehicles. Iam requesting permission to list the  following vehicles for sale on GOV Deals. Erwin Public Works Department  2007 Street Sweeper- VIN ALESBI6077904226 Mileage 14,265 John Deere 1435 Diesel 72" Mower- Serial #CH3010D103098 Model 3010D003 2012 International Cab and Chassis Durastar- VIN BHATSKNACL091617 Mileage  85,856  54    8911  MINUTES CONTINUED FROMJANUARY? 22,2024  be considered private property. We would then put "Private Property" signs up and would be able to charge someone with trespassing on private property. In order to have al Public Hearing in The consensus of the Board was to place this item under Consent on the agenda for our  March, the Board must adopt a resolution declaring intent. Regularly Scheduled Meeting in February.  FAMPO Update  Town Manager Snow Bowden stated he attended a FAMPO meeting the week prior and they were still trying to get an MOU put together for the new potential members. He did: feel it would be the right move for the Town but there were a few Towns that had pulled out such as the City  ofDunn and Linden.  Economic Development State Grant  Town Manager Snow Bowden stated ini the CERRI Report completed in 2022, the idea oft the Denim Depot. Junction was discussed. The idea was to have spaces for old shipping containers or small buildings to. house businesses, aj place for food trucks, and a stage to hold concerts. We received a $500,000 grant from the State and are: required to provide a scope of work and no Mayor Baker verified that this grant would not only fund the Denim Depot Junction but also  overdue tax form.  address the current condition oft the Depot. Town Manager Snow Bowden stated that was correct.  Commissioner Byrd stated we first needed to get the Depot torn down.  Commissioner Turnage stated the Erwin Historical Society has agreed tol have an architect come  look at the Depot.  Mayor Baker stated that we had to get the Depot taken care oft this year. Commissioner Byrd stated wei needed to get al bid to tear it down within 30 days. The consensus of the Board was to place needed forms to move forward with this grant under Consent on the agenda for our Regularly Scheduled Meeting in February.  Park Expansion State Grant  Town Manager Snow Bowden informed the Board that the Town has a grant of $480,000 and we are required to send a scope ofwork and no overdue tax form for this grant as well. His original thought was to complete the parking lot expansion that the Board approved a: few months ago.  We were working on getting the designs completed.    New Business  Item 3G  Erwin Board of Commissioners  REQUEST FOR CONSIDERATION  To: The Honorable Mayor and Board of Commissioners  From: Snow Bowden, Town Manager Date: January 22, 2024 Subject: Bayles Street Extension  Town Staff would like to request that the Erwin Board of Commissioners adopt a resolution to withdraw aj portion of an undeveloped section of Bayles Street. Pursuant to NCGS 136-96 e( (2). This section of the road was never developed and extends to the parcel that the Wal-Mart is located on currently. As we all know the Wal-Mart is in the City ofl Dunn corporate limits. There would never be a need to develop this section oft the undeveloped road. On May 3, 2023 there was a subdivision recorded that subdivided the two existing parcels at 608 and 610 Wondertown Drive. Before this subdivision was recorded there were some potential ingress/egress concerns Town Staffhad. Town Staff wishes to close this easement and return the portion oft the land to each property owner sO it will be considered private property. Once it returns to private property we believe that we can better monitor the area. Any problem traffic we, get from Wal-Mart would  be considered trespassing since they would be on private property.  Attachments:  NCGS 160A-299 Harnett County GIS image Proposed resolution More to come later  55    $160A-299. Procedure for permanently closing streets and alleys.  (a) When a city proposes to permanently close any street or public alley, the council shall first adopt a resolution declaring its intent to close the street or alley and calling a public hearing on the question. The resolution shall be published once a week for four successive weeks prior to the hearing, a copy thereof shall be sent by registered or certified mail to all owners of property adjoining the street or alley as shown on the county tax records, and a notice oft the closing and public hearing shall be prominently posted in at least two places along the street or alley. If the street or alley is under the authority and control of the Department of Transportation, a copy of the resolution shall be mailed to thel Department ofTransportation. At the hearing, any person may be heard on the question of whether or not the closing would be detrimental to the public interest, or the property rights of any individual. Ifi it appears to the satisfaction oft the council after the hearing that closing the street or alley is not contrary to the public interest, and that no individual owning property in the vicinity of the street or alley or in the subdivision in which it is loçated would thereby be deprived of reasonable means ofi ingress and egress tol his property, the council may adopt an order closing the street or alley. A certified copy of the order (or judgment of the court) shall be filed in the office of the register of deeds (b) Any person aggrieved by the closing of any street or alley including the Department of Transportation if the street or alley is under its authority and control, may appeal the council's order to the General Court of Justice within 30 days after its adoption. In appeals of streets closed under this section, all facts and issues shall be heard and decided by a judge sitting without a jury. In addition to determining whether procedural requirements were complied with, the court: shall determine whether, on the record as presented to the city council, the council's decision to close the street was in accordance with the statutory standards of subsection (a) oft this section and any other applicable requirements ofl local law or ordinançe. No cause of action or defense founded upon the invalidity of any proceedings taken in closing any street or alley may be asserted, nor shall the validity of the order be open to question in any court upon any ground whatever, except in an action or proceeding begun within 30 days after the order is adopted. The failure to send notice by registered or certified (c) Upon the closing of a street or alley in accordance with this section, subject to the provisions of subsection (f) of this section, all right, title, and interest in the right-of-way shall be conclusively presumed to be vested in those persons owning lots or parcels ofl land adjacent to the street or alley, and the title of such adjoining landowners, for the width of the abutting The provisions of this subsection regarding division of right- of-way in street or alley closings may be altered as to a particular street or alley closing by the assent of all property owners taking title to a closed street or alley by the filing of a plat which shows the street or alley closing and the portion of the closed street or alley to be taken by each such owner. The plat shall be signed by each property owner who, under this section, has an ownership right in (d) This section shall apply to any street or public alley within a city or its extraterritorial jurisdiction that has been irrevocably dedicated to the public, without regard to whether it has actually been opened. This section also applies to unopened streets or public alleys that are shown on plats but that have not been accepted or maintained by the city, provided that this section shall not abrogate the rights of a dedicator, or those claiming under a (e) No street or alley under the control of the Department of Transportation may be  oft the county in which the street, or any portion thereof, is located.  mail shall not invalidate any ordinance adopted prior to. January 1, 1989.  land owned by them, shall extend to the centerline oft the street or alley.  the closed street or alley.  dedicator, pursuant to G.S. 136-96.  closed unless the Department ofTransportation consents thereto.  G.S. 160A-299  Page 1 56    (f) A city may reserve a right, title, and interest in any improvements or easements within a street closed pursuant to this section. An easement under this subsection shall include utility, drainage, pedestrian, landscaping, conservation, or other easements considered by the city to be in the public interest. The reservation of an easement under this subsection shall be stated in the order of closing. The reservation also extends to utility improvements or easements owned by private utilities which at the time of the street closing have a utility (g) The city may retain utility easements, both public and private, in cases of streets withdrawn under G.S. 136-96. To retain such easements, the city council shall, after public hearing, approve a "declaration of retention of utility easements" specifically describing such easements. Notice by certified or registered mail shall be provided to the party withdrawing the street from dedication under G.S. 136-96 at least five days prior to the hearing. The declaration must bej passed prior to filing of any plat or map or declaration of withdrawal with the register of deeds. Any property owner filing such plats, maps, or declarations shall include the city declaration with the declaration of withdrawal and shall show the utilities retained on any map or plat showing the withdrawal. (1971, C. 698, S. 1; 1973, C. 426, S. 47; C. 507, s. 5; 1977, C. 464, S. 34, 1981, C. 401;c. 402, SS. 1,2; 1989, c. 254; 1993, C. 149, S. 1;2015-103,s.1)  agreement or franchise with the city.  G.S. 160A-299  Page 2 57    0 t @ E  I  Wag  Esn 7V937 JO: JON    TOWN OF ERWIN P.O. Box 459. Erwin, NC2 28339 Ph: 910-897-5140-Fax: 910-897-5543 www.erwin-nc.org  Mayor Randy L. Baker Mayor Pro Tem Ricky W. Blackmon Commissioners AlvesterL. McKoy Timothy D. Marbell Charles L. Byrd David L. Nelson  TOWN OF ERWIN RESOLUTION DECLARING INTENT TO CLOSE  UNDEVELOPED SECTION OF BAYLES STREET William R. Turnage  2023-2024--002  WHEREAS, the Erwin Town Board is authorized by G.S. 160A-299 to permanently close unopened municipal street rights-of-way with itsj jurisdiction, ifit is determined that said street closure is not found to be contrary to the public interest and will: not deprive any property owner in the vicinity of the street closure reasonable means of WHEREAS, ai request has been made oft the Erwin Town Board to consider permanently closing the undeveloped section of] Bayles Street, that extends from to the parcel that the NOW THEREFORE BE: ITI RESOLVED, that it is the intent of the Erwin Town Board toj permanently close undeveloped section of Bayles Street as previously described, and it hereby establishes: aj public hearing tol bel held on March 7, 2024 at 7:00 p.m. in the Erwin BEI IT FURTHIER RESOLVED, that the purpose oft the public hearing will be to determine ifundeveloped section ofl Bayles Street being requested for permanent closure would be detrimental to the public interest, or tot the property rights of any individual.  ingress and egress to his/her property; and,  Wal-Mart is located on currently.  Municipal Building Board Room; and,  DULY ADOPTED, this the Ist day of February, 2024.  Randy Baker Mayor  ATTEST:  Lauren Evans Town Clerk  59    New Business  Item 3I  Erwin Board of Commissioners  REQUEST FOR CONSIDERATION  To: The Honorable Mayor and Board of Commissioners  From: Snow Bowden, Town Manager Date: January 22, 2024  Subject: Fayetteville Metropolitan Planning Organization (FAMPO)  Ijust wanted to give you all an update on where we stand with joining FAMPO. The Town was invited to attend an orientation meeting with FAMPO last week, and I attended. The consultants that FAMPO hired are still working on some details with the potential FAMPO boundary extension. IH have heard that ai few of the municipalities that FAMPOI has reached out to do not want toj join. At the moment, Idoi not think that would have any impact on the Town of Erwin. But Ic do know that the boundary has to be contiguous. Once we receive a proposed Memorandum-of-Understanding (MOU) we will have to decide if we are comfortable with the terms in the MOU. We will not be able to compromise much with them. The Town will also need toj pass ai resolution and start paying dues.. At the moment, we still do not know what the dues would be. At the moment, we are still a member oft thel Mid-Carolina Rural Planning  Organization Mid-Carolina RPO.  84    New Business  Item 3J  Erwin Board of Commissioners  REQUEST FOR CONSIDERATION  To: The Honorable Mayor and Board of Commissioners  From: Snow Bowden, Town Manager Date: January 22,2024  Subject: Economic Development State Grant  Ineed to run this by the State of] North Carolina to ensure that it will fall within the Scope ofWork for this grant but Idor nots see why it would not be permissible. In our 2021 CERRI Plani it called for the creation ofa' "Denim Depot. Junction" behind the Erwin Fire Department. There is ai new trend going  around using old shipping containers tol house businesses. Seel links below:  Boxyard RTPI Research Triangle Park Homel  Red's Corner redscornersp.com)  85     9    New Business  Item 3K  Erwin Board of Commissioners  REQUEST FOR CONSIDERATION  To: The Honorable Mayor and Board of Commissioners  From: Snow Bowden, Town Manager Date: January 22, 2024 Subject: Park Expansion State Grant  A few months ago we hired a company to design an additional parking area for Al Woodall Park that would be where the old gazebo used to be located. The company hopes tol have these plans completed by 1/22/2024. Ifthe State would approve using this grant for the new parking lot and/ or new lights we could complete this project much faster than acquiring real property.Ithink  this option is more feasible ift the State approves this scope of work.  87    8912  MINUTES CONTINUED FROMJANUARY: 22,2024  The consensus of the Board was to place needed forms to move: forward with this grant under Consent on the agenda for our Regularly Scheduled Meeting in February.  Porter Park Water Resource Grant  Town Manager Snow Bowden stated some changes need to be made to the Resolution for the Porter Park Water Resource Grant. He asked the Board, if they saw fit, to approve the Resolution at the Workshop due to the State requiring the Resolution by 1/31/2024. From what hel had been told, we had a good chance of getting additional funds from the State tol help with an engineering study that would be necessary to complete the CCAP grant project ofi restoring the stream banks. This study was expected to cost around $18,000 and the grant we were applying for would be Commissioner Blackmon made ai motion to approve the Town of] Erwin Board of Commissioners Resolution for the Water Resource Development Grant and was seconded by Commissioner  $10,000 or 50%.  Byrd. The Board voted unanimously.  Accessory Building Text Amendment  Town Planner Dylan Eure stated this was a text amendment to our accessory use ordinances. Our current ordinance states that "Each accessory structure shall not exceed 40 percent of the total area ofthe principal structure.. At no time shall the total area of accessory use exceed 25 percent oft the rear yard". The proposed amended language was that "Each accessory structure shall not Mayor Baker ensured that Town Planner Dylan Eure found this Text Amendment to be in line  exceed 40 percent oft the total area oft the side or rear yard".  with other municipalities. Mr. Eure stated that was correct.  Town Attorney Tim Morris suggested clarifying 40% oft the rear or side.  The consensus of the Board was to separate the rear and side for clarification, and we would hold a Public Hearing on this item at our Regularly Scheduled Meeting in February.  CLOSED SESSION  Commissioner Blackmon made ai motion to go into Closed Session Pursuant to General Statute 143-318.11(a) (6) for the Purpose of Discussing Personnel at 6:49 PM. and was seconded by  Commissioner McKoy. The Board voted unanimously.    New Business  Item L  Erwin Board of Commissioners  REQUEST FOR CONSIDERATION  To: The Honorable Mayor and Board of Commissioners  From: Snow Bowden, Town Manager Date: January 22,2024 Subject: Porter Park Water Resource Grant  We are working with the Harnett County Soil and Water Division in an effort to restore the streambanks on the stream that runs through Porter Park. The Harnett County Soil and Water Division has helped us get a CCAP grant of $50,000.00. From what I have been told wel have a good chance of getting additional funds from the State tol help with an Engineer Study that would be necessary to complete the CCAP grant project of restoring the stream banks. This study is We need to approve this resolution tonight. The State gave us until 1/31/2024 to get the updated resolution approved. Iused the wrong template for the resolution we passed at our December Town Board meeting. Ifeel like this is a much-needed project we need to go after in Town.  expected to cost around $18,000 (this is factored in on the high side).  Attachments:  Updated resolution  88    TOWN OF ERWIN P.O. Box 459. Erwin, NC: 28339 Ph: 910-897-5140-F Fax: 910-897-5543 www.erwin-nc.org  Mayor Randy L. Baker Mayor Pro Tem Ricky W. Blackmon Commissioners Alvester L. McKoy Timothy D. Marbell Charles L. Byrd David. L. Nelson William R. Turnage  TOWN OF ERWIN BOARD OF COMMISSIONERS RESOLUTION FOR WATER RESOURCE DEVELOPMENT GRANT  WHEREAS, the Town of] Erwin desires to sponsor, Porter Park Stream Restoration Project, the Town is committed toj preserving the environment and wishes to apply for this grant to obtain funds to assist with having a study completed on the section oft the stream that runs through Porter Park to more accurately determine the costs of this  project.  NOW, THEREFORE, BE IT RESOLVED THAT:  1) The' Town of Erwin Mayor and Board of Commissioners requests the State of North Carolina toj provide: financial assistance to the' Town ofE Erwin for the Porter Park Stream Restoration project in the amount of $10,000 ofnonfederal project 2) The' Town of Erwin Mayor and Board of Commissioners assumes full obligation for payment oft the balance oft the study costs (or non-federal portion); 3) The Town of Erwin Mayor and Board ofCommissioners will comply with all applicable laws governing the award of contracts and the expenditure of public  costs or 50%, whichever is the lesser amount;  funds by local governments. ADOPTED this 22nd day of January 2024.  ATTEST: Town Clerk dhu  ESE Randy, Baker Mayor  Eane  NCCMC    New Business  Item 3N  Erwin Board ofCommissioners  REQUEST FOR CONSIDERATION  To: The Honorable Mayor and Board of Commissioners  From: Snow Bowden, Town Manager Date: January 22, 2024  Subject: Accessory Building Text Amendment  Town Staff1 has prepared a proposed text amendment to our Town Code in regard to accessory structures. Ini the past few years, the Board of Adjustments has granted three variances to allow for accessory structures that are larger than allowed. We have turned in a number of applications for accessory structures that are larger than currently allowed. Our Town Planner Dylan Eure completed some research on what is allowed in the surrounding municipalities. He also looked to seei ift the surrounding municipalities allowed accessory structures to be on separate lots that are adjacent to a lot with al home on it and both lots are owned by the same person. He could not find a municipality that allowed accessory structures on lots that were adjacent to lots with homes on them. This practice is mostly found at the County level. The Planning Board  recommended approval of this proposed text amendment.  90    TOWN OF ERWIN Mayor  Randy L. Baker Mayor Pro Tem Ricky W. Blackmon Commissioners AlvesterL. McKoy Timothy D. Marbell Charles L. Byrd David L. Nelson William R. Turnage  P.O. Box 459. Erwin, NC28339 Ph:910-897-5140 Fax: 910-897-5543 www.erwin-nc.org 1/22/2024  Accessory Structure Memorandum  Amendment Description and Trade Offs  Town Staff! has prepared aj proposed text amendment to our. Article XV General Provisions, specifically under section 36-419 entitled' "Accessory buildings/structures". Said text amendment would increase the size ofaccessory structures that homes may construct on their property. The current language in our ordinances relating to accessory structure is as follows "Each accessory structure shall not exceed 40 percent of the total area of the principal structure. At no time shall the total area of accessory use exceed 25 percent oft the rear yard". The proposed amended language is as follows "Each accessory structure shall not exceed 40 percent of the total area of By amending our code it would allow for accessory structures greater than 40 percent of the principal structure, allowing for accessory structures larger than the principal structure. An example oft this is having a garage with more square feet than the home has to store vehicles.  the side or rear yard".  Findings  Town staff wishes to update Erwin's Code of Ordinances to allow for larger accessory structures to loosen size restrictions for said structures. To find the best possible solution to solve this issue, I benchmarked against all municipalizes within Harnett County's jurisdiction along with some in Wake and Mecklenburg Counties which include Fuquay-Varina, Knightdale, Raleigh, and Charlotte but are not limited to. One of the possible solutions explored was to allow for accessory structures on adjacent lots ifthe property owner is the same. No municipal government that I came across ini my research allowed for accessory structures on adjacent properties, even ifthe owners are the same. This is mainly due to two factors; one being the challenge ofs selling the property that has aj preexisting structure on the premises without a principal structure and the other being the requirement of having aj principal building on the property. However, some: municipalities, instead ofbasing the size ofthe accessory structure off of the principal structure used the size of the parcel to determine the After conducting research to evaluate the best option for the homeowners and the Town of Erwin. I am offering this recommendation to the honorable members of the Erwin Town Board  size of accessory structure.  91    for their thoughts and discussion. This said, I am open for any additional comments and am  willing to explore other possible options upon request.  Regards, Dylan Eure Town Planner  92    8913  MINUTES CONTINUED FROMJANUARYIZZUA4  RECONVENED  Commissioner Byrd made ai motion to go back to regular session at 7:11 PM. and was seconded  by Commissioner Nelson. Thel Board voted unanimously.  MANAGER'S REPORT  Town Manager Snow Bowden stated he would have a more detailed report for the Board on our The lights on Denim Drive were fixed but the lights on H Street are terrible. There wasan issue with the wires and Duke Energy ensured the lights would be replaced and fixed by Harnett Regional Water was trying to push the water line Downtown and move it to the front of the stores. He informed them that the Town would not be supporting that project  Board Meeting but he did want to make the Board aware ofai few things.  January 29th.  and they were upset. ATTORNEY'S REPORT  Town. Attorney Tim Morris stated Jim Quick and Coastline Band were a great band.  GOVERNING COMMENTS  Commissioner Turnage stated two houses on Mason Drive still needed tol be demolished. Commissioner Nelson stated there was aj pothole on Morgan Street that needed tol be addressed. Commissioner Byrd inquired about where we were in the process of repaving Old Post Road and  13ths Street.  Town Manager Snow Bowden stated he would follow up with NCDOT. Commissioner Byrd asked about the house that the owner was going to allow the Fire Department to burn. He also inquired about what was going on with the building on the corner Town Manager Snow Bowden stated the owner of the home had a death in the family and he would follow up with) him. As for the building on the corner, he was not: sure. He emailed them and had not heard back. The owner applied for permits a while back but never went through with Commissioner Blackmon informed the Board that the Fire Department was about tol burni the Commissioner McKoy asked everyone to keep the families of the people who lost their lives off Mayor Baker reminded the Board to start thinking about the goals and issues they would like addressed in the coming fiscal year, we will be scheduling our annual Budget Retreat soon. He also asked the board if they would consider having a moderator come into our Budget Retreat.  uptown.  their plan and had not applied for anything new at that time.  White House offof421. ofHWY95.    MINUTES CONTINUED FROM JANUARY: 22,2024 The Board was against having a moderator invited to our. Budget Retreat.  ADJOURNMENT  Commissioner Byrd made a motion to adjourn at 7:22 P.M. and was seconded by Commissioner  McKoy. The Board voted unanimously.  MINUTES RECORDED AND TYPED BY LAUREN EVANS TOWN CLERK  ATTEST: ohun  Eaane  Baker Randy Mayor  E  Lauren Evans Town Clerk  NCCMC