SANFORD CITY COUNCIL WORK SESSION Tuesday, April 8, 2025 West End Conference Room 225 East Weatherspoon Street, Sanford, NC The City Council held a work session on Tuesday, April 8, 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 City Clerk Bonnie Bryant Deputy City Clerk Vicki Cannady Call to Order Mayor Salmon called the meeting to order. Discussion on Depot Renovation Project (Exhibit A) Jerry Traub with Traub Architect and Design, referenced the submitted exhibit, which contained information regarding three existing chimneys in the Depot Building. The recently exposed chimney is located on the east-end of the building. By simply flipping the proposed floor plan design, it will allow the opportunity to take advantage of incorporating the original fireplace within the multipurpose public space area. The engineering cost for flipping this floor plan would be $800. There are no structural changes and he has consulted with the general contractor regarding the cost associated with cleaning the fireplace and restoring its usability, which will be between $5,000 and $10,000. The consensus of Council was to move forward with the proposed change in the floor plan and the restoration oft the fireplace. Discussion of Wastewater Pump Station Policy (Exhibit B) Assistant City Manager Vic Czar reviewed the Public Works Utility Manual, which has been in existence for at least 30 or more years and serves as an engineering guide to water and sewer lines, water and sewer connections, private systems, water and sewer design standards and technical specifications. The Lift station policy states: "For a lift station to be maintained by the City, it must be determined by the Public Works Department to be in the 'best interest' oft the City. 99 It must be necessary due to limitations imposed by existing Public Works facilities that the pump station be capable of servicing at least 400 acres or 400 homes, be capable of serving additional property other than the petitioner's property, be annexed into the City and have other economic benefits for the City." At the time R-20 Zoning was in existence, we did not have the same amount of acreage for projects that currently exist, the statement of 400 homes or 400 acres was an accurate guideline; however, with the current density and acreage of projects, it appears that the number ofl homes would dictate review of pump station cases. Pump stations cost more to maintain and operate than gravity sewer. Staff does not suggest small lift stations for fewer houses, which could be difficult to maintain. Private lift stations work better for commercial development; iti is more complex for residential. The application submitted for rezoning by Nicholas Jakel for a 144-unit townhome community, located on Center Church Road was referenced and Mr. Czar explained that from staff's perspective, this project would meet the Public Works Lift Station Policy guidelines. Council Member Taylor asked Mr. Czar what parameters they use to make exceptions to the 400-unit guideline; is this guideline discriminatory. Mr. Czar explained that discussions between the Fire, Police and Planning Departments are helpful; as well as a cost/benefit analysis; decisions are based on a balance of factors. Any decision has some risk involved; however, if the decision is based on the best interest ofthe City, it I 1 City Council Work Session April 8, 2025 is a fair assessment. Council Member Taylor commented that 400 units or acres seems ambitious; is it time to change to a more competitive number (especially in the City Limits) SO we can get infill in the problematic areas where lift stations may be at maximum; there are not many sites left to accommodate this guideline. Mr. Czar explained that he is not sure a great number of pump stations are needed within the City Limits; however, if the pump stations are within the City Limits and the project consists of less than 400 units and it is in the best interest of the City, from staff perspective, it could be approved. The 400 acres or 400 homes regulation is to generate revenue to offset the cost of maintaining the lift station verses a gravity sewer line. Council Member Taylor noted that developers may not pursue applications when having to comply with the current lift station policy and questioned whether this should be changed to 200 as a more viable benchmark with the Unified Development Ordinance and design standards. Mr. Czar reiterated that thereis room for discussion ofvarious applications for compliance with the Lift Station Policy Guidelines. Adding a lift station verses gravity sewer has other costs associated. Mr. Czar explained that itis staff S obligation to let developers knowthe regulations, regardless if Council approves the application. Decisions are made by Council; at what point does Council want to be involved in making their decision and at what point does regulatory decisions stop at staff level. Staff prefers offering guidance to developers as opposed to imposing specific rules; however, it is Council' decision. The consensus of Council was to take from the table for consideration the rezoning application submitted by Nicholas Jakel at the April 15, 2025, City Council Meeting. ARPA (American Rescue Plan Act) Home Repair Budget Request (Exhibit C) Community Development Administrator Karen Kennedy presented a letter that she received from Preserving Homes, who has been involved with the Sanford/Lee County Home Repair Program, which is funded by ARPA funding. She presented details of the program as described in the exhibit and explained that through the partnerships of Preserving Homes and Duke Energy, they have identified approximately $200,000 additional funds to support these projects, which averages a direct cost per unit of approximately $16,000; the budgeted amount is $17,500. Preserving Homes is requesting that the City of Sanford and Lee County each, provide an additional $125,000 of ARPA Funding to finish this project. Assistant City Manager Beth Kelly confirmed that there are ARPA Funds available for this project. The consensus of Council was to proceed with this project and commit the additional $125,000. Consider Grant from ARPA (American Rescue Plan Act) Enabled Funds to Offset Outreach Mission's Tap and System Development! Fees Hamer Carter with Outreach Mission, Inc. explained that the Third Street Shelter is about 85 percent complete. He requested assistance from the City of Sanford with Tap and System Development Fees. Planner II Tradell Adkins explained that Mr. Carter is hoping to utilize $16,000 from the $100,000 of AARP enabled funds that was reserved for this project. The consensus of Council was favorable for the utilization of$16,000 for the Tap and System Development Fees for this project. A briefs seven-minute recess was taken. Mattamy Homes Presentation by Bob Wiggins and George Young, Representatives from ESP Associates Engineering Firm to Discuss Vermillion Project City Attorney Susan Patterson informed Mattamy Homes Representative Bob Wiggins of restraints ofwhat he could present during the City Council Workshop. He would be allowed to introduce his company; however subject matter relating to rezoning/annexation prior to public hearing is inappropriate and should be done within the public hearing parameter. Mr. Wiggins gave a brief description of his company and introduced his staff members. 2 City Council Work Session April 8, 2025 Utility Construction Agreement with the Department of Transportation for Chatham Parkway (Exhibit D) Civil Engineer II Mary Depina, presented an overview oft the utility construction agreement with the Department of Transportation for Chatham Park. As described in the Exhibit, the amount of the agreement is just under $110,000, and it is for the construction of a new roadway location for Chatham Parkway from US Highway 15-501 South ofPittsboro to US Highway 64 Business. The City of Sanford requests that this project include water and sewer adpustmentrelocation. The City is responsible for 25 percent of the actual costs of the water and sewer relocation, which includes engineering/design and construction; there are no betterments included in this contract. Staff recommends entering into this agreement. Assistant City Manager Beth Kelly explained that these costs are included within the Pittsboro cost center. Mrs. Kelly noted that if the consensus of Council is favorable, there will be two separate budget capital project amendments on the April 15, 2025, Consent agenda for approval. Strategic Framework (Exhibit E) Holly Marosites, Assistant to the City Manager, presented the Strategic Framework Annual Report and a revised Strategic Framework, which exhibited the changes that were suggested by Council during the City Council Retreat as described in the submitted exhibit. Following review of the updated Strategic Framework, Council further suggested the following changes: Goal 1 - Economic Prosperity for all A. Remove: 1. - Empower Sanford Area Growth Alliance (SAGA) to develop a gap analysis for the Lee Conty Promise Program. 33 B. Improve Public Transportation and Mobility Options 6. - Modify: "Explore ways to attract private rideshare companies to complement the micro- transit program. 3 Goal 12 - Preserving and Creating Affordable Housing A. Support Housing Initiatives 2. Add: Including those prior to construction phase. 1 3.Add: "Work with Sanford Affordable Housing Development Corporation to begin exploring opportunities for the non-profit to work toward City goals. B. Increase Access to Affordability Housing 4. Modify: "Explore changes to land-use policies to increase affordable and workforce housing opportunities (e.g., UDO and tiny houses.)" 5. Modify: "Continue support ofhomebuyer education and housing counseling. Goal 3 - Vibrant Downtowns (Sanford and Jonesboro) Change to: "Vibrant Downtown Sanford and Historic, Jonesboro' " B. Improve Mobility 6. Modify: "Continue to work with NCOT to address concerns about Horner Boulevard and Main. Street safety. 1 D. Continue to Invest in Public Infrastructure Change to: Continue to Invest in Downtown Public Infrastructure 14. Modify: "Adopt and begin implementing the Downtown Small Area Plan. 3 3 City Council Work Session April 8, 2025 Goal4 4 - Planning and Infrastructure for Managed Growth A. Remove: "Leverage Sanford's Water and Sewer Assets. 1 Add: "Maximize the Benefits of the Utility System. 1. Modify: "Invest in the distribution and collectionsystem. 3 B. Develop and Maintain Plans 9. Remove: Explore impact fees and stormwater management, Add: "Explore stormwater funding mechanisms. ) 10. Modify: Implement the Parks Master Plan. 1 11. Modify: "Work with Lee County to update the Land Use Plan. 12. Add: "Develop a decision-making matrix to utilize when making strategic growth decisions. 1 C. Invest in Public Safety- Remove: Infrastructure 1 13. Modify: "Continue to evaluate the needs for future fire stations to meet the City's growth projections. 1 14. Modify: "Pursue fire department accreditation. 3 Goal 5 - Change: Engagement to Community Building C. Strengthen Local and Regional Partnerships 10.-Remove: Explore other opportunities and cross-share information among regional partners, including the continued partnerships with Central Pines Regional Council, North Carolina League ofMunicipalities, and National League ofCities. D. Develop Diverse Community Building Programs. 13.-Explore opportunities through citywide events. Remove: "Including sesquicentennia. events. 1 16.-Add: Continue to support a diverse public arts program. Ms. Marosites informed Council that she would provide them with an updated draft to ensure that all the items were captured and asked them to informed her of anything corrections. Closed Session Council Member Ferguson made a motion to go into closed session in accordance with N.C.G.S. 143-318.11(a)(), to prevent the disclosure ofinformation that is privileged or confidential (3), to consult with an attorney employed by the public body in order to preserve the attorney-client privilege. Seconded by Council Member Buckels, the motion carried unanimously. Return to Regular Session and Adjournment Council Member Dabbs made a motion to adjourn the meeting. Seconded by Council Member Williams, the motion carried unanimously. ALL EXHIBITS CONTAINED HEREIN ARE HEREBY INCORPORATED BY REFERENCE AND MADE A PART OF THESE MINUTES. Attest: Respactfully Submitted, - - au Ammne Kwbuale) Bonnie Clerk Duyant Bryant, City Rebecca Wyhofs Salmon, Mayor 4