TOWN COUNCIL WORK SESSION MINUTES June 22, 2016, 7:00 … · 2016. 6. 22. · Frantz, Ken George, Jennifer Robinson and Jack Smith. Mayor Weinbrecht called the meeting to order at

June 22, 2016 Page 1

TOWN COUNCIL WORK SESSION MINUTES June 22, 2016, 7:00 PM

Police Department Training Room 120 Wilkinson Avenue, Cary, NC 27513

1. Call To Order

Present: Mayor Harold Weinbrecht, Mayor Pro Tem Ed Yerha, Council Members Lori Bush, DonFrantz, Ken George, Jennifer Robinson and Jack Smith

Mayor Weinbrecht called the meeting to order at 7:02 p.m.

2. For Discussion

2.1 FY17 Budget Changes

Knapp reviewed the changes to the fiscal year 2017 recommended budget. The changes include staff revisions on some of the revenue or expenditure forecasts based on additional months of data. Some of the changes are the result of council action since the budget was submitted. There is no net increase in spending or revenues.

Robinson said she would like to revisit budgeting money for Cameron Pond Park masterplan; she was unable to vote at the last work session because she participated by conference call and believes the outcome may have been different if she were allowed to vote.

A majority of council members expressed concern about revisiting prior motions.

Yerha said he would support a motion to consider Cameron Pond Park.

ACTION Motion: Robinson moved that council fund approximately $100,000 for the design of Cameron Pond Park masterplan. Second: Yerha Vote: George, Robinson and Yerha voted “aye”; all others voted “no”. Motion failed for lack of majority.

2.2 Design Goals for the Downtown Library and Parking Structure

Cove presented staff’s report. She said the library and parking deck project team is seeking council input on a basic layout, massing, the artist focus areas, vision, and character goals. Staff will incorporate council input into a more detailed proposal that will be brought back to council for review.

Clearscapes Architect Steve Schuster reviewed the work session objectives. (Shuster’s PowerPoint Presentation is attached to and incorporated herein as Exhibit 1.)

Shuster said there is vertical circulation at the northwest and southeast corners. There are stairs and elevators in phase 1 on the northwest corner, and an opportunity for a future elevator on the southeast corner.

Shuster said consultants worked carefully to ensure the parking deck is at a lower level than the library. Most of the elevation on the top will be hidden by future development and the park view is on the bottom. Consultants are working closely with the public art team to ensure the deck design is consistent with council’s public art goals.

June 22, 2016 Minute Book #190; Minute Page 325


Shuster said there will be a full story facing the park that will be exposed because of the land slope. He provided options for that space.

Frantz asked if the exterior façade would respect and look like the rest of the library if council chose not to use that space. Shuster said yes; consultants will design the space to look like it belongs.

Shuster reviewed the transparency visibility options, materials, material pallet, connectivity, civic presence and public space. Council will view different options for the library character, public art and site development options at the July work session.

Parking deck

Robinson finds a wide staircases with a lot of windows appealing (similar to the UNC Library).

George wants citizens to be able to enjoy art in the staircase; the connection to the library should be covered with an entrance/exist on the second floor of the library and a catwalk across to the parking deck. The catwalk can double as the cover for the bottom floor.

Director of Libraries Mike Wasilick said, although they have some libraries with two entrances, Wake County’s preference is to have one entrance because it’s easier to control.

Bush wants to be able to enter the staircase from within the library and have the stairwell wide enough so that it is a place to congregate.

Shuster said there is a full exposure facing the park and performance space. Because of the land slope there’s an opportunity to create more space at a reasonable cost.

Smith said the open deck space would be a good place for artists. He asked if widening the staircase compromises parking spaces. Shuster said they can expand the deck on the edges without interfering with the deck parking.

Several council members expressed interest in putting public restroom in the shell space.

Frantz would like more information on putting a restroom in that space. He also doesn’t want to see two bathroom doors from the square or the park area; it should be screened.

Weinbrecht asked how much of the space the restrooms would occupy. Shuster said the size is arbitrary. Consultants would work with park staff to see the numbers and fixtures that would be desirable.

George suggested using the space as changing rooms for performers; it would be complimentary to the art center.

Weinbrecht would like to know the minimum and maximum size of the shell space and the costs for options discussed. He asked about the plumbing and stubs that would be in the space. Shuster said they would leave gravel in the space and increase the water and sewer service to the level to allow for the capacity.



Robinson said it makes sense to have bathrooms in the space. She doesn’t want to use the one wall that has potential for windows as the bathroom side. She wants to bring in a lot of light and make the space look attractive from the outside. Shuster said consultants will look at size options, work with parks staff to discuss the number of restrooms, general interest in shell, examine the possibility of restrooms and the costs. Shuster summarized that council would like the following for the parking deck:

The stairwell to be an inviting open stair

Stairwell needs to have great circulation but not at the cost to the parking spaces

Public art opportunity in the stairwell

Information about bathrooms and costs provided to council Library defining place (Iconic) Shuster asked if an iconic image (meaning a strong presence) is important. Smith said everything doesn’t need to be iconic. Council members agreed they would like the library to have a strong presence. Council made the following comments about the building:

It should be iconic while respecting the environment

It should respect the context

The building should have its own identity

They like images that combine brick and glass, use similar materials, and allow for more transparency.

The light from the buildings and parking deck should be warm and not florescent in nature. Materials Council consensus is that the building should be brick with large areas of glass. Shuster understands that 75 percent of the opaque material is brick. Overton said the library will need to meet the Town’s architectural guidelines. Frantz said consultants should provide council with different ideas for the wood on the interior. Bush suggested having something in the library that represents Cary. Significant Slope Shuster said there’s an opportunity for connection from the parking deck into the park and to the arts center. He asked about connectivity in the other direction. Frantz and Weinbrecht said consultants should look at all kinds of connectivity. Smith said the connectivity should take away from the two buildings. Robinson said it’s important the library integrate nicely with the park. She suggested patios coming off of an upper story of the building. Shuster said they’ll have to balance budget and goal; they have an established budget from the Wake County Library bond referendum passed in 2008.



George asked about energy efficiency. Shuster said the building will be highly sustainable. Wake County Construction Director Mark Forestieri said they’ll have to study solar roof panels. Wake County has had energy guidelines and policies regarding consumption in place for over 20 years. Robinson doesn’t want any mechanicals to be visible. Shuster said every elevation of the building is highly public and visible. Consultants are working closely with Wake County GSA on how they serve the buildings and the location of mechanical units. Forestieri said they will cloak it the best they can.

2.3 NCLM Municipal Advocacy Goals

Hygh said as part of the next legislative session the North Carolina League of Municipalities wants to get information on what the membership wants the league to pursue in 2017-2018. She asked if council had any suggestions of statewide interest the council would like to make to the league for consideration. Frantz would like to know how municipalities can help the legislature better address the legislature’s concerns and meet their goal while still allowing municipalities to maintain their local control and authority. Council consensus is that they would like the league to preserve municipal authority; help municipalities retain community aesthetic guidelines and zoning controls. Council members discussed local governments’ ability to hold a referendum in a time that responds to citizens’ needs. Bajorek said the state has told municipalities when they can have a general bond referendum. Cary can have a referendum in even and odd years. Hygh added that it has to be at a regularly scheduled election where all of the precincts will be open. It doesn’t have to be countywide if it’s a Cary bond issue. A bond referendum can also be held during the primary as long as all Cary precincts are open. Robinson asked if it will be anything different from the league already says. Council consensus is that they don’t have any recommendations that aren’t already in the League’s core principles. They will wait to see what others submit.

3. Closed Session

ACTION: Motion: At 8:23 p.m. Bush read the following motion for closed session Pursuant to G.S. 143-318.11(a)(6), I move that we hold a closed session to: 1. Consider the qualifications, competence, performance, character, fitness, conditions of appointment, or conditions of initial employment of one or more individual or prospective public officers or employees. 2. To prevent the disclosure of information that is made privileged or confidential by G.S. 143-318.10(e). Second: Yerha Vote: Unanimous



4. Adjournment

ACTION:Motion: At 9:44 p.m., Frantz moved to adjourn.Second: YerhaVote: Unanimous (Robinson and Smith were not present).


History: 06/22/16 Town Council

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Packet Pg. 6June 22, 2016

Minute Book #190; Minute Page 330

CHANGES TO FISCAL YEAR 2017 RECOMMENDED BUDGET

Operating Budget

Market Adjustment

1. Change Section 18 of the ordinance to state that the market adjustment is 2%. This figure was not determined at the time the recommended budget was submitted.

General Fund

1. Increase the General Fund transfer of fund balance to Parks capital projects by $400,000 in support of the MacDonald Woods restrooms ($300,000) and Downtown Park future phases master plan ($100,000) projects.

2. Increase Ad Valorem Taxes revenue by $277,387 to reflect revised property valuation. 3. Increase Sales and Service revenue by $201,560 to reflect a revised solid waste and recycling fee

projections. 4. Reduce Intergovernmental revenue by $77,555 to reflect revised projections of state collected taxes. 5. Reduce Other Taxes & Licenses Revenue by $25,707 to reflect a revised projection of ABC store

distributions. 6. Increase Soccer revenue by $104,077 and expenses by $81,077, for a net increase in revenue of

$23,000, to reflect provisions of the new Railhawks contract. 7. Increase Fire department expense and revenue each by $10,543 for installation of an additional

Exhaust Removal drop in Stations 5 and 6 so that Cary and Apex EMS can connect to the exhaust removal system. Wake County EMS will refund the Town for its costs once the installation is complete.

8. Decrease the General Fund transfer to Transit by $18,229 as a result of technical corrections in the Transit budget.

9. Increase various General Fund divisions by $26,604 due to technical corrections. 10. Add the following sentence to the encroachment fee in Attachment A “Encroachments for private

irrigation systems are exempt from these fees.” It was not intended that these encroachments be subject to a fee.

11. Revise the Staffing Document (Attachment B to the Recommended Budget) to reflect an additional change in Technology Services’ organizational structure. The Telecommunications Manager changes to an Infrastructure and Networking Manager and the Technology Services Operations Manager changes to a Technology Services Service Delivery Manager. There is no change in expenses due to these title changes.

12. Revise the Staffing Document (Attachment B to the Recommended Budget) to reflect a grade change from 32 to 29 for the new Project Manager position in the Town Manager’s office. The grade decrease results in a $5,178 decrease in expenses.

13. Increase fuel expenses in various General Fund departments by $61,043 to reflect: 1) a revision in estimated FY 17 fuel consumption based on 10 months of FY 16 consumption; and 2) an adjustment to projected fuel prices based on the Department of Energy’s latest crude oil price forecast.

14. Increase the Town contribution to health insurance in various General Fund divisions by $334,445 to reflect a revised projection of health care costs based on three additional months of claims data.

15. Increase General Fund Miscellaneous Revenue $41,560 to reflect reimbursement from the Town of Morrisville to manage and maintain five (5) traffic signals. Expenses in the Public Works Operations Division will increase by the same amount.

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Utility Fund

1. Increase fuel expenses in various Utility Fund divisions by $5,028 to reflect: 1) a revision in estimated FY 17 fuel consumption based on 10 months of FY 16 consumption; and 2) an adjustment to projected fuel prices based on the Department of Energy’s latest crude oil price forecast.

2. Increase the Town contribution to health insurance in various Utility Fund divisions by $110,060 to reflect revised projection of health care costs based on three additional months of claims data.

3. Technical correction to increase the Utility Fund reimbursement to the General Fund to match the amount used in the General Fund.

4. Change the Tier 1 and 2 Irrigation Non-Residential & Multifamily rates to $6.46 and $12.19, respectively, per 1,000 gallons to match the Tier 1 Irrigation Single Family Residential rates, and decrease Water Service Fees by $45,521.

5. Adjust the change fund balance from an appropriation to fund balance of $226,101 to an appropriation from fund balance of $18,822 to offset the changes.

Fleet Fund

1. Decrease fuel expenses in the Fleet Fund by $1,263 to reflect: 1) a revision in estimated FY 17 fuel consumption based on 10 months of FY 16 consumption; and 2) an adjustment to projected fuel prices based on the Department of Energy’s latest crude oil price forecast.

2. Increase the Town contribution to health insurance in the Fleet Fund by $9,240 to reflect revised projection of health care costs based on three additional months of claims data.

3. Increase Fleet Fund appropriation from fund balance by $7,977 to off-set expense adjustments.

Transit Fund 1. Adjust Transit budget by a net decrease in expenses of $8,509 and increase in revenue $9,720 due

to technical corrections. 2. Increase Transit Fund fuel expenses by $25,582 to reflect a revision in estimated FY 17 fuel

consumption and an adjustment to projected fuel prices, and increase the Town contribution to health insurance by $1,036 to reflect revised cost projections. These increases will be covered by an increase in the Transit Fund appropriation from fund balance.

Capital Budget

General

1. Reduce the $1,700,000 interlocal funding appropriation to the Cary Tennis Park Interlocal project in FY 2017 by $463,629. Staff Report TF16-067 Bid Award - Cary Tennis Park Expansion was approved by Council on May 12, 2016 and directed that $463,629 of the $1,700,000 of anticipated interlocal funding in FY 2017 for this project be appropriated mid-year 2016 in order to award the construction bid for this project.

2. Appropriate $300,000 of General Fund transfer funding for the design and construction of restrooms at MacDonald Woods Park as directed by Council during Budget Worksession #2 on June 13, 2016.

3. Appropriate $100,000 of General Fund transfer funding for completion of a master plan for the future phases of the Downtown Park as directed by Council during Budget Worksession #2 on June 13, 2016.

Utility

There are no changes to the 2017 utility capital budget.

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STAFF REPORT Town Council, June 22, 2016 Design Goals for the Downtown Library and Parking Structure (TF16-078) Provide Design Goals for the Downtown Cary Library and Parking Structure From: Laura Cove, PE, Director, Transportation and Facilities Prepared by: Reid Saunders, Architect Approved by: Mike Bajorek, Interim Town Manager Approved by: Tim Bailey, Assistant Town Manager Speaker: Lori Cove Executive Summary: The consultants are seeking “design” direction from Council for the new library and parking deck since both structures are sited in a prominent, Downtown Cary location with adjacencies to the future Downtown Park, local businesses, future development, and existing Town facilities. Proposed Council Action: Council may take action. Background: The current community library (11,000 SF) on S. Academy St. has exceeded its capacity to serve the

number of patrons who visit the branch. Wake County has completed programming to construct a new

two story, regional library that will serve both a larger population and a wider geographical area. A site

was identified in 2013 for the location of the new library near the corner of Walnut Street and Kildaire

Farm Road. The new downtown library site is on Town owned property.

Since January 2015, Town staff has been meeting with Wake County and their consultants to understand and coordinate library programming and site development requirements. The group has also met with members of the development community to receive input on layouts with respect to future development opportunities. During a Town Council Work Session in November, 2015, Council selected Site Option A (attached) whose location is centered on axis with Dry Avenue and frames one side of the Downtown Park that is currently under construction. The 4-level parking structure will be located adjacent to the library with access drives located on Walker and Walnut Streets. Discussion: The design consultants are seeking design direction based upon Council’s goals for the new library and parking structures. To help define these goals, the consultants will present the following design topics of discussion:

1) Basic Layout, Massing, and Artist Focus Areas 2) Space Opportunities 3) Vision & Character Goals

Responses from Council for each of these topics will assist the consultants throughout design when addressing civic presence, property adjacencies, historical precedence, site connectivity, urban context and building materiality. Fiscal Impact: No fiscal impact at this point. Staff Recommendation: Staff recommends that Council provide feedback and direction to the design consultants in order to complete three schematic design options for further consideration by Council. History: 06/22/16 Town Council

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STAFF REPORT Town Council, June 22, 2016

NCLM Municipal Advocacy Goals (TM16-17) Consideration of submitting municipal Advocacy Goal proposals to NCLM

From: Mike Bajorek, Interim Town Manager Prepared by: Lana Hygh, Intergovernmental Relations Manager Approved by: Mike Bajorek, Interim Town Manager Approved by: Mike Bajorek, Interim Town Manager

Speaker: Lana Hygh

Executive Summary: The NC League of Municipalities is soliciting suggestions for consideration in developing its 2017-2018 Municipal Advocacy Goals. Council has the opportunity to submit proposals as a group.

Proposed Council Action: Council may take action.

Discussion: Every two years, the North Carolina League of Municipalities solicits input from its members regarding the advocacy goals it should pursue in the next biennium. NCLM’s Municipal Advocacy Goals identify the issues that the membership determines are of the highest priority for a particular two-year legislative cycle. League members and staff focus their time and resources on actively seeking the items in the goals package as well as on protecting the membership from legislation that is counter to these positions or to the League’s Core Municipal Principles. The League’s Planning and Environment, General Government and Tax and Finance policy committees will review the submissions and League members will select the highest-priority goals at the Advocacy Goals Conference which will be held in conjunction with the League’s annual conference in October.

Goals may be submitted by any elected or appointed municipal official; however, the League Bylaws require each goal proposal be accompanied by a statement of whether it was approved by the local governing board.

This work session will provide council a forum to discuss potential goals and decide whether to submit anything from the Cary Town Council. Goals must be submitted by July 1, 2016.

Fiscal Impact: There is no fiscal impact associated with this staff report.

Staff Recommendation: Staff recommends that Council decide whether to submit advocacy goal proposals to the NC League of Municipalities. History: 06/22/16 Town Council

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https://www.nclm.org/legislative-advocacy/pages/WhatsNewDetail.aspx?List=b431d83a-0059-4b54-b8aa-9382b5120a9a&id=620

http://www.nclm.org/SiteCollectionDocuments/Legislative/2015-16%20advocacy%20goals.pdf

https://www.nclm.org/legislative-advocacy/advocacy/Pages/core-principles.aspx