MINUTES OF RETREAT OF THE CITY COUNCIL: - CITY OF SANFORD SANFORD, NORTH CAROLINA  The City Council met at the Raleigh Executive Jetport, located at 700 Sullivan Road, Sanford, NC, on Thursday, September 12, 2024, at9:00a.m., to hold a mini-retreat. The following people were  present:  Mayor Rebecca Wyhof Salmon Council Member Jean Dabbs Council Member Walter Ferguson Council Member Charles Taylor City Manager Hal Hegwer Assistant City Manager Holly Marosites Assistant City Manager Beth Kelly Deputy City Clerk Vicki Cannady  Mayor Pro Tem Mark Akinosho Council Member James Williams Council Member Linda Rhodes Council Member Byron Buckels City Attorney Susan Patterson Assistant City Manager Vic Czar Community Dev. Director Marshall Downey City Clerk Bonnie Davis  Call to Order  Mayor Salmon called the meeting to order and welcomed everyone to the retreat.  Long Range Planning Projects (Exhibit A)  Community Development Director Marshall Downey provided an update of current Planning projects, which included the Downtown Small. Area Plan; the UDO. Amendments Phase I, the Mobility Hub; the Micro Transit Plan; the Safe Streets for All Project; and the Lee County Comprehensive Transportation Plan. Mr. Downey informed Council oft the proposed prioritization of these projects  as described in Exhibit A.  Long Range Planning Administrator David Montgomery explained that the Downtown Small Area Plan addressed a community supported vision for Downtown Sanford and the surrounding neighborhoods; provided identification oft the opportunity for development or redevelopment sites and initiatives; land use recommendations; urban design recommendations; housing, hotel and places of assembly recommendations; development regulations, Historic District designs and enforcement recommendations; transportation, parking and mobility recommendations; and an implementation plan to include short, mid and long-range recommendations. The Downtown Small Area Plan focuses on private uses. Mr. Montgomery noted that 150 surveys have been received to date. Consultants have scheduled workshops to invite people to give input and the first workshop is scheduled for Thursday September 26, 2024, and the Downtown Small Area Plan will be presented to Council for adoption in  March and April 2025.  David Montgomery explained that the Unified Development Ordinance (UDO) Amendments were to provide development regulations and standards that were consistent with the residential place type categories in order to maintain or establish the character of unique plaçes and better match the zoning map to the future land use place type map. He noted that the UDO Amendments will be presented to Broadway in Noyember/December 2024 and presented to Lee County for adoption in  January/February 2025.  David Montgomery provided the timeline ofthe Mobility Hub Study as described in Exhibit A and explained that the final design and service is scheduled to begin in March or April of 2025. He explained that staff has worked closely with North Carolina Department of Transportation (NCDOT)    City Council Retreat Day One September 12,2024  and the communities along the S-Line regarding the Mobility Hub transportation mode options. Mr. Montgomery explained that the Mobility Hub Study will determine the feasibility ofa Mobility Hub in Sanford, and noted that two locations are being considered for a train station. Once the Mobility Hub Study is completed, it will be easier to apply for funding. The timeline for the Mobility Hub is very ambitious; however, it is not driven by Staffo orl NCDOT but there is a time-crunch due tol Federal Funding Guidelines. Marshall Downey explained that staff will meet with a design group in Raleigh, North Carolina, in regards to selecting the site. Following this meeting, the goal is to include the site selection as a topic on the October 8, 2024, Council workshop agenda; a three-day workshop will be held for public input in November 2024. Mr. Montgomery noted that the Mobility Hub Study and the Engineering Design Report will cost $900,000. The City has obligated $190,000, and the rest is from  State and Federal Funding.  David Montgomery explained that Mayor Salmon has agreed to lead a Micro Transit Steering Committee. The Micro Transit will be an on-demand service and will be subsidized and it will be a three-year pilot program with the City and Lee County working together with an ultimate goal of determining the best transportation model. This system will be combined with Lee County's COLTS Program, with an effort to perform in areas that the existing COLTS program cannot meet. The program will be reviewed at the end of the three-year period. Ifthe partnership with Lee County is successful, then continuation and funding, etc. will be determined; the goal ist to work with Lee County on the project. The estimated cost for this system on an annual basis is $1,000,000. Broadway will not be eligible for this pilot program. The goal is to have the program operating by December 2025. Funding was awardedi in 2023 and staffis currently submitting the final documents to start the program. David Montgomery explained that the Central Pines Council of Governments (CPCOG), on behalf of Lee County, Broadway, Morrisville and Sanford, was awarded $312,500 from U.S. Department ofTransportation's "Safe Streets and Roads for All Program.' The program will facilitate elected official education, community-based planning, financial support for two-three local community engagement partners and a feasible! Safety Action Plan. The Safety Action Plan will include an analysis ofcrash locations, the severity oft the crashes, as well as contributing factors and crash types by relevant road users (motorists, pedestrians, transit users, etc.) The goal is tol have a draft action plan in place by  February 2025.  David Montgomery explained that North Carolina Department of Transportation (NCDOT) requires counties to have a Comprehensive Transportation Plan (CTP), within with their respective Metropolitan Planning Organization (MPO) or Rural Planning Organization (RPO); Lee County isa member of the Central Pines RPO. The CTP represents a community's consensus of the future transportation system needed to support anticipated growth and development over a 25 to 30-year timeframe. A mutually adopted legal document between the state and the local area partners is required. When a CTP isa adopted by NCDOT, it represents the State's concurrence with the identified transportation needs and proposed recommendations. The CTP process has been designed to provide ad direct link to project development and potentially placing them on the State Transportation Improvement Program (STIP). Lee County adopted a Comprehensive Transportation Plan (CTP) in 2018. There will be an opportunity for public feedback from three jurisdictions, CPRPO and NCDOT and the goal is to have a final plan adopted by all three jurisdictions, CPRPO and NCDOT in 2025. Mr. Montgomeryimformed Council ofthreei identified planning projects as described inl Exhibit A: The UDO Amendments Phase II( (Multi-family and non-residential zoning districts); Major Streets Plan; Plan SanLee Land Use Plan update. The UDO Amendments Phase II will consist of updating a set of districts that better reflect the non-residential place types and/or recommendations from recent  2    City Council Retreat Day One September 12,2024  documents such as the Transit Oriented Development and Downtown Plans; reassessing the use matrix byz zoning classification; implement better commercial design standards; adjust the current lot, building, and parking layout; improve access and connectivity standards; analyze parking minimums or maximums and hire at third party consultant. He noted that there are other place types that are identified in the Land Use Plan; Downtown, Urban Core, Neighborhood Transition Area, which is equivalent to Horner Boulevard, Woodland Avenue (traditional residential neighborhoods transitioning to office use), Commercial Corridor (Horner Boulevard) and Mixed-Use Activity Center (Lowes Foods at Spring Lane). He noted that there is aj push nationwide to have no parking minimums or maximums for commercial establishments. Mr. Montgomery added that the goal is to update the Use Matrix by zoning classification. Mr. Montgomery noted that a third-party consultant will be hired to assist with this endeavor, and the goal is tol have the UDO Updates completed within approximately one year. Mr. Downey advised Council that they would probably be facing some political issues with some of these UDO Upgrades because staff will be requiring some standards that have not been inj place before; they  will probably be faced with several calls.  Mr. Montgomery described the Master Streets Plan. He explained that Sanford is competing against other urban areas and it is difficult to get our highway projects on the NCDOT STIP program; even ifp projects are placed on the STIP, thej projects can be 10 years out, and often by that time, original estimates were grossly underestimated. Scoring is mostly based upon current traffic demand and safety, not anticipated growth patterns or economic growth. The Master Street Plan will determine the developers' cost obligation for construction. The Master Street Plan will identify the streets that are important to the City's future and outline the type ofroad envisioned. It will also determine whethera local Traffic Impact Analysis (TIA)isr required based upon location and anticipated impact. Currently staff does not require any type oft traffic impact documentation for new development; however, these changes will require developers to submit traffic impact documentation to be submitted prior to construction approvals. This will be a working document for staff and elected officials to assist with planning, development review and capital improvement funding allocations, and noted that a third- party consultant would be hired to assist with the Master Street Plan. Mr. Montgomery explained that developers will pay their fair share through public/private partnership. The Master Streets Plan will complement and help coordinate the work of Central Carolina RPO and NCDOT. He reviewed the Major Street Plan classification summary that is included in Exhibit A. He reviewed regulatory development ordinances for Traffic Impact Analysis required by NCDOT and explained that the goal is to ensure that an individual development will not disrupt the system of roads and intersections. He noted that the hope is that the Master plan will identify city streets to the city's future. Mr. Montgomery reviewed regulatory development ordinances for Traffic Impact Analysis required thresholds for municipalities, as well as requirements for road widening. Mr. Downey noted that with these changes we can depend on assistance from developers to assist with the street changes and not have to rely solely on NCDOT. Mr. Montgomery explained that staff recommends updating the Land Use Plan after the adoption of Phase II oft the UDO Amendments, as well as the Master Street Plan completion. This will be a staff endeavor and 2026 is targeted for this project. The Lee County Planning Board is pushing hard for a complete rewrite of the Land Use Plan; however, staffi is recommending an update  oft the plan as opposed to a complete rewrite. Stormwater Discussion (Exhibit B)  Assistant City Manager Vic Czar noted that the City has not had a stormwater plan. It makes ite easier for developers; however, growth brings challenges and eventually it will be required to havea Stormwater plan. Mr. Czar introduced Jason Bertoncino and Dori Sabeh with Withers/Ravenel. Mr. Bertoncino introduced the subject of Stormwater Management, explaining that stormwater is runoff from a rain event as described in Exhibit B. Stormwater will increase over time with increased high-  3    City Council Retreat Day One September 12, 2024  density development, creating more impervious surfaces, resulting in less absorption. He explained that watershed is a defined point where each raindrop that falls and ist not absorbed, concentrates in one location, often viewed in terms of large areas. Mr. Bertoncino reviewed the aspects of stormwater management and noted that some are regulated by Federal Emergency Management Association (FEMA). Currently, the City of Sanford allows development in the floodplain but not the floodway. He explained that having a robust Floodplain Management Ordinance assists property owners with floodplain insurance. Mr. Czar noted that floodways are narrow around creeks. Ifthere is a 100-year flood, the runoff from the storm will inundate on a wider area. The floodplain can be filled in up to the floodway; however, this water has to go somewhere, and could create flooding issues downstream. The implication oft the proposed regulatory issue isi ifbuilding is not allowed in the floodplain, it helps  to prevent flooding issues.  Dori Sabeh with Withers/Ravenel discussed thel Municipal Separate Storm Sewer System (MS4 Phase III Program), which is federally mandated by the United States Environmental Protection Agency (EPA) through North Carolina Department of Environmental Quality (DEQ). States issue permits to municipalities. Sanford is not anl MS4community: yet; however, it is coming soon. There are triggers that designate communities as a MS 4 community, which involve population and a concentrated area (over 10,000population and 1,000-person perc one square-mile ora4,000-housingi unit at 400 per square mile) which would require compliance with Federal Regulations. He explained that public input is desired on implementing a stormwater management plan. The proposed date for implementation of this mandated program is 2025-2026. This mandated program is not funded by the state. He added the it takes approximately one year to develop a plan and the state will allow time for the development  oft the plan before the permitting stage.  Jason Bertoncino explained that funding sources can come from the General Fund, Grant funding, or bonding. Mr. Bertoncino noted that once the Stormwater Management Plan has been adopted, it is harder to obtain grant funding. He suggested applying for grant funding early because there will be competition. Mr. Czar explained that TriRiver Water does not have anything to do with stormwater and in addition, TriRiver goes beyond Sanford City Limits. He added that staff will be more concerned about watershed in other places than we have historically been; our water quality is affected by other areas. Mr. Bertoncino suggested developing a stormwater utility in order to levy equitable utility fees. He added that Withers/Ravenel will work with staff and develop more details and context on the Sanford's Stormwater Management Plan and present options to Council.  Closed Session  Council Member Rhodes made a motion to go into Closed Session in accordance with North Carolina General Statute 143-318,110)0)To: consult with an attorney employed or retained by the public body in order to preserve the attorney-client privilege between the attorney and the public body, and (5)To establish, or toi instruct the public body's staff or negotiating agents concerning the position to be taken by or on behalf of the public body in negotiating the price and other material terms ofa contract or proposed contract for the acquisition of real property. Seconded by Council Member  Ferguson, the motion carried unanimously Return to Open Session and Staffing Discussion  City Manager Hal Hegwer presented two proposed budget amendments and informed Council that it would be an item on the Consent Agenda oft the September17,2024, City Council Meeting. He informed Council that the City is growing and there is a need for additional employees; also, there isa turnover of positions due to economy and retirement. We need an additional employee (Human Resources Analyst) for the Human Resources Department, and an additional person added to the IT  4    City Council Retreat Day One September 12, 2024  Department because we have an employee retiring that works with the Police Department and 911 centers; this is a critical position and there will be training involved. In addition, a new position fora Communication Specialist is needed. This employee will work directly with Kelly Miller in getting  information out to the public; however, this position has already been funded.  Closed Session  Council Member Rhodes made a motion to go into Closed Session in accordance with North Carolina General Statute 31dX0X0Tocmsder the qualifications, competence, performance, character, fitness, conditions of appointment, or conditions of initial employment of an individual public officer or employee or prospective public officer or employee; personnel exception. Seconded  by Council Member Ferguson, the motion carried unanimously. Return to Open Session and Participatory Budgeting Projects Discussion  Assistant to the City Manager Holly Marosites explained that Council approved $20,000 within the FY 2024-25 Budget, for Participatory Budgeting Projects. She explained that the first step to this process is idea collection. She presented ideas that have been received from staff and Council, as well as estimates obtained for some of the ideas. She noted that if Council is interested in an idea, which she does not have an estimate for; she will get the estimate for them. One option is a North Carolina Fauna Sculpture, made out ofconcrete, tile work and metal; the artist is from Columbia and the estimate is$ $20,000; a bee sculpture with an estimate of $20,000 and a bee lady, submitted by the same artist that did the art on Charlie Watson Lane. The art sculpture in Depot Park, will be made out of metal and reclaimed materials. Ms. Marosites informed Council that they have estimates for concrete game tables for our parks, estimated between $1,500 and $6,200; a professionally decorated space; improvements to Sanford Entrance Signs; a decorative fountain and outdoor exercise equipment for the Kiwanis Park roundabout and provide additional amenities in the parks. Ms. Marosites explained that the next steps is the proposal development and public engagement. The voting process can take place on line at the City's website and in addition, staff will set up boxes sO the voting can be done in person. Ms. Marosites stated that she will get prices on the ideas and discuss the issue at the October  Council Workshop.  Meeting Wrap Upand Adjournment  Council Member Dabbs made the motion to adjourn the meeting at 2:25 p.m. Seconded by ALL EXHIBITS CONTAINED HEREIN ARE HEREBY INCORPORATED BY  Council Member Rhodes, the motion carried unanimously. REFERENCE AND MADE. A PART OF THESE MINUTES.  Respectfully Submitted,  Chg  ATTEST:  CLERK  Caudi  5