SANFORD CITY COUNCIL WORK SESSION Tuesday, April 22, 2025 West End Conference Room 225 East Weatherspoon Street, Sanford, NC The City Council held a work session on Tuesday, April 22, 2025, at 1:00 p.m. in the West End Conference Room at City Hall. The following people were present: Mayor Rebecca Salmon Mayor Pro Tem Mark Akinosho Council Member Byron Buckels Council Member Jean Dabbs Council Member Walter Ferguson Council Member Linda Rhodes Council Member Charles Taylor Council Member James Williams City Manager Hal Hegwer City Attorney Susan Patterson Assistant City Manager Beth Kelly Assistant to City Manager Holly Marosites Deputy City Clerk Vicki Cannady Absent: City Clerk Bonnie Bryant Call to Order Mayor Salmon called the meeting to order. Horticulture Department Update (Exhibit A) Caroline Jeffries, Parks Administrator, reviewed information from Exhibit A including details on Various duties performed by staff members (managing flag displays, annual plantings, greenhouse, beehives, pollinator garden) and presented photos oft the City's autonomous mowers, planters located on downtown sidewalks and various landscaped areas around the City. GFL] Environmental, Inc. Presentation (Exhibit B) Mel Acosta, General Manager for GFL, informed Council that their office is now located at 412 Gunther Street; the transfer station is located at 3290 McDonald Drive; and they also have an office in Hope Mills. He reviewed the service areas presented in the exhibit and provided details of residential and commercial trash collection services. He acknowledged recent service challenges, as well as ways they plan to address and correct the issues. They are providing a 24-hour response time to customers and they contract with a third-party to address any hazardous material issues. Walter H. McNeil Park - Contractual Services Agreement for Project Management (Exhibit C) Caroline Jeffries, Parks Administrator, reminded everyone that the City was awarded a Parks and Recreation Trust Fund (PARTF) grant this past fall to renovate the Walter McNeil Park. She presented the concept sketch and reviewed the procurement process, noting that the project was advertised twice and McAdams was the only bid submitted for each advertisement. The proposed fee for this project is $118,070 and funds are available in the budget. The consensus of Council was to move forward with the project. Consider Renewal of] Blue Cross Blue Shield Group Health Insurance (Exhibit D) Christy Pickens, Human Resources/Risk Management Director, explained that she received a Self-Funded Medical Claims Analysis and projected funding for the July 1, 2025, renewal from Mark Browder with Mark III Employee Benefits. Based on the claims analysis, a three-percent increase is advised, which results in approximately $160,228 additional funds needed annually. There are no City Council Work Session April 22, 2025 recommended changes to dependent premiums for the plan year 2025-2026 and no recommended changes to the plan design. Plan approval by Council is needed to meet notification requirements of the Patient Protection and Affordable Care Act (PPACA) and enable employees to prepare for the upcoming annual benefits open enrollment period in May 2025. She noted that it has been nine years since there was an increase to employees. The consensus of Council was to move forward with the proposal. Consider Changing Ordinance for Bond Regulations on Demolition Permits Community Development Director Marshall Downey reminded Council of recent efforts to streamline the customer service process. Remote access is now available 24 hours a day, seven days a week. The intake process has been implemented and is working well but the requirement for a $500 bond for demolition permits cannot be processed on line. Inspections Administrator Patrick Marion explained that this policy was put inj place many years ago to ensure demolitions are completed but ifthe demolition is not completed by the contractor, the cost to the City to complete it would be much greater than $500. Considering statutory requirements for contractors, staff is recommending that Council eliminate this bond requirement since it does not serve a purpose and takes time to process. If this requirement is eliminated, demolition permits can be obtained through the automated process at the existing permit cost of $90. Update on S3 Housing Connect Homelessness Taskforce Reset (Exhibit E) Planner II Tradell Adkins provided an update on the S3 Sustainable Housing Alliance Reset efforts to evaluate and redefine its purpose and core focus areas. He explained that the focus is on promoting permanent housing and maintain housing stability for the diverse homeless populations in Lee County. Recently S3 members began a marketing campaign to increase community awareness of the need for affordable housing; the process evolved out of community engagement as described in the submitted exhibit. A short recess was taken at 2:15 P.M. and the meeting reconvened at 2:23 P.M. Micro-Transit (MEE NC Grant) Agreement with NCDOT and Interlocal Agreement with Lee County Regarding Micro-Transit Services (Exhibit F) Long-Range Planning Administrator David Montgomery reminded Council that the City was awarded the Mobility for Everyone, Everywhere in North Carolina" grant in the amount of$3,444,000, with no local match required, by the Department ofTransportation to accelerate high-quality, on demand transit services in Sanford. He reviewed the feasibility study that was conducted two years ago and the objectives described in the exhibit. He summarized partnership terms between the City and County for a co-mingled service, with the County of Lee Transportation System (COLTS) being the third-party provider. Preliminary evaluations have been performed and Council will approve the final marketing plans for naming and logo. He reviewed the proposed service characteristics, cost estimate, and fees generated by the service. The County would be reimbursed by the City at an estimated $78 per vehicle per hour, which is less than shown in the feasibility study, with this cost likely decreasing after the first year. He noted this is a pilot program SO it will provide flexibility to adjust hours, routes and rates as needed, with large-scale changes determined by both governing bodies. Consider MOU (Memorandum of Understanding) for Safe Streets for All Grant (Exhibit G) Long-Range Planning Administrator David Montgomery reviewed details of the Memorandum of Understanding (MOU) between the City and the County of Lee Transit System (COLTS) which represents a mutual understanding and agreement whereby COLTS will provide the City certain services as described in the exhibit. He reviewed general terms and obligations of the City and County, and 2 City Council Work Session April 22, 2025 explained that the Central Pines Council of Governments, on behalf of the City, County, and Broadway was awarded $312,500 from the U.S. Department ofTransportation's "Safe Streets and Roads for All" program. The primary emphasis is safety and the plan will identify actionable strategies for the county and municipalities to improve roadway safety. The City's match for the grant is $11,500; Lee County's contribution is $12,000; and Broadway's contribution is $500. He reviewed the MOU which is effective immediately upon signature by all parties and gave a description of the project. The consensus of Council was to include the MOU for the project on the next Council agenda. Council discussed some areas where safety is a concern that should be considered: Cox Mill and Mt. Pisgah Church Road (in front of Moen); intersections that do not have 90-degree angles (some intersections along Horner Boulevard); Frazier Drive and Cemetery Road; Fire Tower Road and Tramway Road; and the area in front of the Stevens Center. It was noted that Lee County Commissioner Chairman Kirk Smith expressed concern about the Fire Tower Road and Tramway Road intersection (where many students walk to school). City Manager Hal Hegwer stated that he would confirm that a letter has already been sent to the State concerning this area. Other Business There was no other business. Closed Session Council Member Dabbs made a motion to go into closed session in accordance with N.C.G.S. 143-318.11()(), to prevent the disclosure of information that is privileged or confidential; (3), to consult with an attorney employed or retained to protect the attorney/client privilege; and (6), for the personnel exception. Seconded by Mayor Pro Tem Akinosho, the motion carried unanimously. Return to Regular Session Council Members returned from closed session and Mayor Salmon recessed the meeting until 5:30 P.M. in the West End Conference Room. ALL EXHIBITS CONTAINED HEREIN ARE HEREBY INCORPORATED BY REFERENCE AND MADE A PART OF THESE MINUTES. Respectfully Submitted, Kibusit y hafal Rebecca WyhofSalmor, Mayor Attest: y - - A - emmie Bonnie Bryant, Clerk DDayant City 3