[PAGE 1]
AGENDA
Town Council Work Session
Tuesday, January 20, 2026: 3:00 PM
C. Michael Haney Community Room: Southern Pines Police Department
450 W. Pennsylvania Ave
1. CALL TO ORDER
2. PLEDGE OF ALLEGIANCE
3. TOWN MANAGER’S COMMENTS
4. ACTION ITEMS
a. Review and Request Adoption of the FY25 Audit
Finance Director Brubaker-Speis and representatives of Mauldin & Jenkins, our audit firm, will present the FY25
audit and request adoption.
b. Approve Resolution #1143 to Modify the Capitalization Threshold for Leases and Subscription-Based Information
Technology Arrangements
Staff recommends increasing the Town's capitalization threshold for GASB 87 Leases and GASB 96 Subscription-
Based Information Technology Arrangements from $20,000 to $50,000. This is a threshold that determines
whether an agreement is reported on the Town's financial statements as a right-to-use asset. The threshold for
recognizing all other capital assets would remain at $20,000, which was last updated in 2023.
c. Ordinances #3158 & #3159 - Budget Amendments - FEMA Reimbursement from Tropical Storm Chantal
Ordinances amending the General Fund and Utility Fund for FEMA reimbursement and expenditures related to
Tropical Storm Chantal response. Labor and equipment costs are excluded since they are expected to be absorbed
within existing budgeted funds; however, they may be eligible for FEMA reimbursement. Longleaf Dam Sewer Line
repairs and relocation are also excluded, as design and estimates/quotes for the work are still underway.
d. Approve Resolution #1142 — Directing the Clerk to Investigate an Annexation Petition Received Under G.S. 160A-
31
A petition has been received requesting the annexation of 609 Clark Street to allow the owner to access the Town's
utilities.
e. Written Decision for The Oaks Major Subdivision
Planning staff have prepared a draft Written Decision summarizing Town Council approval of MAPP-05-25, The
Oaks Major Subdivision.
f. Written Decision for Trimble Plant Road PDP
Planning staff have prepared a draft Written Decision summarizing Town Council approval of PD-06-25, Trimble
Plant Road Preliminary Development Plan.
g. Resolution #1141 Adopting the Cape Fear Hazard Mitigation Plan
Moore County has been working along with representatives from its municipalities toward a Cape Fear Hazard
Mitigation Plan. The Final draft, including background and purpose, can be reviewed at Cape Fear RHMP_12.2.25
- Adobe cloud storage
As a result of the Disaster Mitigation Act of 2000 and NC Senate Bill 300 each local government, including counties,
cities, towns, and villages are required to have an approved Hazard Mitigation Plan in order to apply for hazard
mitigation funding. The types of plans throughout North Carolina vary from multi-jurisdictional plans, town plans,
city plans, and some village plans. North Carolina has approximately 180 hazard mitigation plans that must be
updated every five years.
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[PAGE 2]
The counties of Moore, Chatham, Lee, Harnett, Johnston and their incorporated jurisdictions have developed a
regional hazard mitigation plan with the assistance of a contractor. This plan incorporates five (5) multi-
jurisdictional hazard mitigation plans into one (1) regional plan. The Southern Pines Fire Department regularly
participates in the Hazard Mitigation Planning Meetings along with other counties and municipalities of this region.
h. Ordinance #3160 updating the Town Code regarding Utility late fees and shutoffs
Follow up from October 2025 temporary suspension of late fees and disconnections for past due balances of water
and sewer fees.
5. COUNCIL UPDATES AND DISCUSSION
a. Discussion regarding Outdoor Special Event permitting
Staff wishes to discuss with the Town Council current rules and Codes around alcohol and permitted events and
whether changes in current Codes are desired.
b. Whitehall Sitework Update
Providing council with an update on work related to the Whitehall Carriage House and site. Including completed,
in-progress and pending projects; as well as an update on current budget spending.
c. Planning Department Update
Planning staff will briefly update the Town Council on agenda items coming in February. Staff will also present a
brief list of projects to be considered for Phase 3 of Comprehensive Plan implementation.
6. COUNCIL ROUNDTABLE
7. ADJOURNMENT
Meetings/work sessions of the Southern Pines Town Council are now available on the Town’s Website at sopinesnc.info/agendas
Video of the Town Council meetings will be live-streamed on the website for viewing either during the meetings or after they have concluded. Please note, the
video is provided only for the purposes of viewing the meetings; public comments or questions are not accepted via the live stream.
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[PAGE 3]
Town of Southern Pines,
North Carolina
Presentation of Audit Results
June 30, 2025
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[PAGE 4]
Town of Southern Pines, North Carolina
Agenda
•
Engagement Team
•
Overview of:
o Audit Opinion
o Compliance Reports
•
Required Communications
•
Accounting Recommendations and Related Matters
•
Answer Questions
Auditor’s Discussion & Analysis (AD&A) Going Further.
June 30, 2025
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[PAGE 5]
Town of Southern Pines, North Carolina
Engagement Team
Engagement Team Leaders
• LeAnn Bagasala, Engagement Partner | Tim Lyons, Quality Review Partner | Chad Jackson, Engagement Manager
Auditor’s Discussion & Analysis (AD&A) Going Further.
June 30, 2025
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[PAGE 6]
Town of Southern Pines, North Carolina
Audit Opinion
•
Our Responsibility Under Auditing Standards Generally Accepted in the United States of America (GAAS)
• Our audit was performed in accordance with GAAS and Government Auditing Standards.
• We considered the internal control structure for the purpose of expressing our opinion on the Town’s basic financial statements and
not for the purpose of providing assurance on the internal control structure.
• Our objective is to provide reasonable—not absolute—assurance that the basic financial statements are free from material
misstatement.
• The basic financial statements are the responsibility of the Town’s management.
•
Report on Basic Financial Statements
• Unmodified (“clean”) opinion on basic financial statements.
• Presented fairly in accordance with accounting principles generally accepted in the United States of America (GAAP).
• Our responsibility does not extend beyond financial information contained in our report.
Auditor’s Discussion & Analysis (AD&A) Going Further.
June 30, 2025
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[PAGE 7]
Town of Southern Pines, North Carolina
Compliance Report and Audit Scopes & Procedures
•
Government Auditing Standards (“Yellow Book”) Report
No material weaknesses or significant deficiencies in internal control reported.
o
No instances of noncompliance reported.
o
•
Compliance Report
Conducted Single Audit in accordance with the Uniform Guidance and the State of North Carolina Single Audit
o
Implementation Act:
Federal Program - ARPA Funds.
o
Federal Program - Clean Water State Revolving Funds.
o
State Program - Powell Bill Funds.
o
Unmodified (“clean”) opinion on compliance for the program.
o
No material weaknesses or significant deficiencies in internal control over compliance reported.
o
Auditor’s Discussion & Analysis (AD&A) Going Further.
June 30, 2025
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[PAGE 8]
Town of Southern Pines, North Carolina
Required Communications
•
Significant Accounting Policies
o The significant accounting policies used by the Town are described in Note 1 to the basic financial statements.
o During the current year, the Town implemented Governmental Accounting Standards Board (GASB) Statement No. 101,C ompensated Absences and GASB 102,C ertain Risk
Disclosures.
o In considering the policies used by the Town, we noted they are in accordance with generally accepted accounting principles and similar government organizations with no significant
new policies or qualitative aspects of its policies. The Town is not involved in any controversial or emerging issues for which guidance is not available.
•
Management Judgment/Accounting Estimates
• The Town uses various estimates as part of its financial reporting process – including the useful lives of the Town’s capital assets, leases, and actuarial assumptions related to its
pension (LGERS and LEOSSA).
• Management’s estimates used in preparation of the financial statements were deemed reasonable in relation to the financial statements taken as a whole. We considered this information
and the qualitative aspects of management’s calculations in evaluating the Town’s significant accounting estimates.
Auditor’s Discussion & Analysis (AD&A) Going Further.
June 30, 2025
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[PAGE 9]
Town of Southern Pines, North Carolina
Required Communications (Continued)
•
Relationship with Management
o We received full cooperation from the Town’s management and staff.
o There were no disagreements with management on accounting issues or financial reporting matters.
o Management Representation
o We requested, and received, written representations from management relating to the accuracy of information included in the financial statements and the completeness and accuracy of
various information requested by us.
•
Consultation with Other Accountants
o To the best of our knowledge, management has not consulted with, or obtained opinions from, other independent accountants during the year, nor did we face any issues requiring
outside consultation.
•
Significant Issues Discussed with Management
•
There were no significant issues discussed with management related to business conditions, plans, or strategies that may have affected the risk of material misstatement of the financial
statements.
Auditor’s Discussion & Analysis (AD&A) Going Further.
June 30, 2025
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[PAGE 10]
Town of Southern Pines, North Carolina
Required Communications (Continued)
•
Audit Adjustments
o There was one passed audit adjustment.
o Passed on a restatement of beginning net position and increasing current year payroll/benefit expense for exclusion of FICA taxes in the Town’s compensated absence liability –
total $65,518.
•
Financial Statement Disclosures
o The footnote disclosures to the financial statements are also an integral part of the financial statements and the process used by management to accumulate the information included in
the disclosures was the same process used in accumulating the statements. The overall neutrality, consistency, and clarity of the disclosures was considered as part of our audit.
•
Information in Documents Containing Audited Financial Statements
o Our responsibility for other information in documents containing the Town’s basic financial statements and our report thereon does not extend beyond the information identified in our
report. If you intend to publish or otherwise reproduce the financial statements and make reference to our firm, we must be provided with printers’ proof for our review and approval
before printing. You must also provide us with a copy of the final reproduced material for our approval before it is distributed.
•
Auditor Independence
o In accordance with AICPA professional standards, M&J is independent with regard to the Town and their respective financial reporting processes.
Auditor’s Discussion & Analysis (AD&A) Going Further.
June 30, 2025
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[PAGE 11]
Town of Southern Pines, North Carolina
New Accounting Pronouncements
•
New GASB Pronouncements for Future Years
• GASB Statement No. 103, Financial Reporting Model Improvements, was issued by the GASB in the
Spring of 2024. This Standard revisits the financial reporting model that has been in use at state and
local governments since the adoption of Statement No. 34 in 2001. Specific to the Town, this new
standard includes some changes to the management’s discussion and analysis (MD&A) as well as to the
presentation of the budgetary comparison information that the Town includes in its ACFR. While the
new standard does not change how items are recognized in the financial statements, it does change the
presentation of a few items. We encourage management of the Town to familiarize themselves with
the new standard – we are happy to review and discuss any implementation questions you have. GASB
Statement No. 103 is required to be implemented in the Town’s financial statements for the fiscal year
ending June 30, 2026.
Auditor’s Discussion & Analysis (AD&A) Going Further.
June 30, 2025
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[PAGE 12]
Town of Southern Pines, North Carolina
New Accounting Pronouncements (Continued)
•
Current / Pending Major GASB Projects
• Revenue and expense recognition
• Severe financial stress evaluation and disclosures
• Disclosures and RSI surrounding infrastructure assets
Auditor’s Discussion & Analysis (AD&A) Going Further.
June 30, 2025
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[PAGE 13]
Town of Southern Pines, North Carolina
Govt. Clients – Free Quarterly Continuing Education
FREE QUARTERLY CONTINUING EDUCATION AND NEWSLETTERS
FOR GOVERNMENTAL CLIENTS
Free Continuing Education. We provide free quarterly continuing education for all of our governmental clients. Each quarter we pick
a couple of significant topics tailored to be of interest to governmental entities. In an effort to accommodate our entire governmental
client base, we offer the sessions several times per quarter at a variety of client provided locations resulting in greater networking
among our governmental clients. Examples of subjects addressed in the past few quarters include:
- ACFR Preparation - GASB Updates - Grant Accounting Processes and Controls - GASB 68 (Pensions)
- Internal controls over revenue and cash receipting and accounts payable, payroll, and cash disbursements
- American Recovery & Reinvestment Act (ARRA) information, issues and updates - Single audits for auditees
- Collateralization of Deposits and Investments - Internal Controls over Accounts Payable, Payroll and Controls
- Policies and Procedures Manuals - Segregation of Duties – GASB 75 (OPEB) – GASB 87 (Leases)
- Data Security and General Information Technology Controls and Best Practices
Communication. In an effort to better communicate our free continuing education plans and newsletters, please email Paige Vercoe
at pvercoe@mjcpa.com (send corresponding copy to lbagasala@mjcpa.com), and provide to her individual names, mailing addresses,
email addresses and phone numbers of anyone you wish to participate and be included in our database.
Auditor’s Discussion & Analysis (AD&A) Going Further.
June 30, 2025
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[PAGE 14]
Questions & Comments
Thank You for the Opportunity to Serve
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[PAGE 15]
RESOLUTION #1143
TO MODIFY THE TOWN’S CAPITALIZATION THRESHOLDS FOR LEASES AND
SUBSCRIPTION-BASED INFORMATION TECHNOLOGY ARRANGEMENTS
(“SBITAS”)
WHEREAS, the Town of Southern Pines owns and maintains control over a variety of capital assets.
The Town currently defines capital assets as those that have a useful life beyond a single reporting
period and exceed a monetary threshold of $20,000; and
WHEREAS, in accordance with GASB Statement No. 87 (Leases), GASB Statement No. 96
(Subscription-Based Information Technology Arrangements), and the Town’s Resolutions #1048
and #1077 adopted on June 13, 2023 and November 14, 2023, respectively, the Town currently uses
the same monetary threshold to determine whether a lease or SBITA is material to the Town’s
financial statements; and
WHEREAS, capitalizing an asset is primarily a financial reporting matter to guide what assets are
reported on the Town’s financial statements. Continuing to maintain a threshold at $20,000 for leases
and SBITAs is not efficient and can over-burden the anticipated information needs for users of the
Town’s external financial reports. The Government Finance Officers Association (GFOA)
acknowledges that maintaining an artificially low capitalization threshold leads to reporting data on
numerous smaller items, which can be costly and difficult to maintain and operate; and
WHEREAS, upon review of audit recommendations, materiality, administrative burden, and
industry practices, the Finance Department recommends increasing the capitalization threshold of
right-to-use lease and subscription assets to $50,000; and
WHEREAS, staff recommends maintaining the capitalization threshold of $20,000 for all other
capital assets; and
WHEREAS, the Town Council finds that revising this threshold is reasonable, materially
appropriate, and in the best interest of sound financial management.
NOW, THEREFORE, BE IT RESOLVED by the Town Council of the Town of Southern
Pines, North Carolina in regular session assembled this 20th day of January, 2026, that:
1. The Town’s threshold for defining capital assets is as follows:
a. A capital asset, also known as a fixed asset, is a long-term tangible or intangible asset
that the Town acquires or constructs and then uses in its operations. Capital assets
have a useful life of at least two years or more.
b. The monetary threshold for defining capital assets, except for right-to-use lease and
subscription assets, is $20,000 or more. Items that are below this amount are reported
as an "expense" or "expenditure" in the period in which they were acquired.
c. Direct costs represent expenditures that can be uniquely and directly linked to a
specific capital project or asset, such as materials, labor, equipment, and other
resources. These costs are incurred for the sole purpose of initiating, developing,
constructing, acquiring, or enhancing a particular project or asset.
d. Indirect costs are typically administrative, overhead, or operational expenses that the
Town may incur to purchase or construct a capital asset. Indirect costs are excluded
from the capitalization threshold so the Town’s financial statements represent the
clear and accurate costs for each capital project and asset.
2. For purposes of reporting in compliance with GASB Statements No. 87 and 96, the Town
of Southern Pines will exclude those right-to-use lease and subscription assets which are
clearly immaterial to the financial statements based on a materiality threshold.
3. The lease asset is defined as the present value of remaining future lease payments during the
lease term (the lease liability) plus prepaid lease payments, less any lease incentives received
prior to the commencement of the lease term.
4. For lease assets, the materiality threshold equals $50,000.
5. The SBITA asset is defined as the present value of lifetime subscription payments (the
subscription liability) plus capitalized project costs.
a. Project costs are cash outlays for activities associated with selecting, implementing,
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[PAGE 16]
and maintaining SBITAs. Project costs are in addition to subscription payments.
6. If the SBITA asset is used alone and not in combination with a tangible capital asset, the
materiality threshold equals $50,000.
7. If a SBITA is used in combination with a tangible capital asset that meets the definition of a
lease in GASB 87, the Town separates lease components from SBITA components and
accounts for each component in accordance with the applicable GASB guidance and
materiality threshold.
a. If separation of components is not practicable, the Town accounts for the combined
contract based on the predominant component, using professional judgment.
8. This Resolution replaces Resolutions #1048 and #1077 adopted by Town Council on June
13, 2023 and November 14, 2023, respectively.
9. The Town Council reserves the right to adjust these thresholds from time to time as may be
needed or recommended for audit purposes.
10. This Resolution is effective retroactively to July 1, 2025.
I certify that this resolution was adopted by the Town Council of the Town of Southern Pines at its
meeting of January 20, 2026 as shown in the minutes of the Town Council for that date.
____________________________________
Elizabeth Robertson, Town Clerk
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[PAGE 17]
ORDINANCE #3158
AMENDING THE 2025-2026 FISCAL YEAR BUDGET
Tropical Storm Chantal Repairs
BE IT ORDAINED AND ESTABLISHED by the Town Council of the Town of Southern Pines in
regular session assembled this 20th day of January, 2026 that the Operating Budget for the
Fiscal Year 2025-2026 be and hereby is amended as follows:
DEPARTMENT LINE ITEM CODE INCREASE DECREASE
Administration Disaster Relief Expenses 10-420-1000 $87,599
General Fund FEMA/Disaster Relief Revenue 10-348-0000 $87,599
I certify that this ordinance was adopted by the Town Council of the Town of Southern Pines at
its meeting of January 20, 2026 as shown in the minutes of the Town Council for that date.
___________________________________
Elizabeth Robertson, Town Clerk
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[PAGE 18]
ORDINANCE #3159
AMENDING THE 2025-2026 FISCAL YEAR BUDGET
Tropical Storm Chantal Repairs
BE IT ORDAINED AND ESTABLISHED by the Town Council of the Town of Southern Pines in
regular session assembled this 20th day of January, 2026 that the Operating Budget for the
Fiscal Year 2025-2026 be and hereby is amended as follows:
DEPARTMENT LINE ITEM CODE INCREASE DECREASE
Sewer Disaster Relief Expenses 60-740-1000 $ 168,050
Utility Fund F E M A/Disaster Relief Revenue 60-348-0000 $ 1 68,050
I certify that this ordinance was adopted by the Town Council of the Town of Southern Pines at
its meeting of January 20, 2026 as shown in the minutes of the Town Council for that date.
_________________________________
Elizabeth Robertson, Town Clerk
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[PAGE 19]
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[PAGE 20]
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[PAGE 21]
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[PAGE 22]
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[PAGE 23]
RESOLUTION #1142
DIRECTING THE CLERK TO INVESTIGATE A PETITION RECEIVED UNDER
G.S. 160A-31
AX-01-26: 609 Clark Street
WHEREAS, a petition requesting annexation of an area described in said petition was received
on January 7, 2026, by the Town Council of the Town of Southern Pines; and
WHEREAS, G.S. 160A-31 provides that the sufficiency of the petition shall be investigated by
the Town Clerk before further annexation proceedings may take place; and
WHEREAS, the Town Council of the Town of Southern Pines deems it advisable to proceed in
response to this request for annexation;
NOW, THEREFORE, BE IT RESOLVED by the Town Council of the Town of Southern
Pines that the Town Clerk is hereby directed to investigate the sufficiency of the above-described
petition and to certify as soon as possible to the Town Council the result of her investigation.
Adopted this 20th day of January, 2026.
I certify that this Resolution was adopted by the Town Council of the Town of Southern Pines at its
meeting on January 20, 2026, as shown in the Minutes of the Town Council meeting for that date.
______________________________
Elizabeth Robertson, Town Clerk
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[PAGE 24]
Planning Staff Report
To: Reagan Parsons, Town Manager
From: James Broadwell, Senior Planner
Date: January 20, 2026
Item: MAPP-05-25 “The Oaks” Major Subdivision: Written Decision
S taff Report.
I. PURPOSE
Per UDO §2.14.6(F)(11), “A written decision must be approved for every quasi-judicial
application, either by entering the decision at the end of the hearing or at a subsequent
meeting of the hearing body, which shall generally be the next scheduled meeting. As part
of the written decision, the hearing body must make findings of fact and conclusions as to
applicable standards and any conditions. The chair may direct the Planning Director or
Town Attorney to draft a written decision for approval by the hearing body at its next
regularly scheduled meeting, which approval may be on a consent agenda.”
Planning staff have prepared a draft of the written decision of the Town Council’s approval
of application MAPP-05-25 that was heard by the Town Council at the regular meeting
on December 9, 2025 that the Town Council may now wish to adopt. If the Town Council
approves the drafted written decision, the Mayor will sign the document. The original
signed version will be delivered to the applicant, authorized agent, and property owner
with Planning staff and the Town Clerk maintaining copies of the signed document for
their respective files.
II. SUMMARY OF APPLICATION REQUEST
Barczak Engineering Services, on behalf of Fernando Rebollar Silva, LLC, submitted a
Major Subdivision Preliminary Plat application pursuant to the Town of Southern Pines
Unified Development Ordinance (UDO) §2.20. The plat intends to subdivide the parent
tract into 6 single-family detached lots. The parent tract presently comprises an open
field with a stand of mature trees on its northern perimeter. The subject property is
located on the north side of Country Club Circle. Per the Moore County tax records,
the property is identified as PARID 20210259, which comprises +2.7-acres and is owned
by Fernando Rebollar Silva, LLC.
III. TOWN COUNCIL EVIDENTIARY HEARING AND ACTION
A public evidentiary hearing, regarding the proposed Major Subdivision Preliminary Plat
(MAPP) for “The Oaks” Major Subdivision was called to order with five members
present on December 9, 2025. The oath was administered to all witnesses choosing to
speak. Planning staff entered the December 9, 2025 staff report as Exhibit A and staff’s
December 9, 2025 presentation as Exhibit B. After closing the hearing, the Town Council
discussed and voted on the draft findings of fact.
After discussion on topics including, but not limited to, consistency with the Major
Subdivision criteria and consistency with the Z-06-25 Conditional Zoning District, the
Town Council voted 5-0 to adopt Attachment 1 of the staff report as Finding of Facts.
The Town Council then voted 5-0 to approve MAPP-05-25 as presented at the December
The Oaks Written Decision January 2026 Work Session 1 of 2
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[PAGE 25]
9, 2025 Town Council Meeting. Councilman Pate moved to adopt and Councilwoman
Petersen seconded both motions.
IV. STAFF COMMENTS
Town planning staff prepared a Written Decision of the Board for the Town Council’s
review and action decision.
V. ATTACHMENTS
1. Written Decision of the Board: MAPP-05-25
VI. TOWN COUNCIL ACTION
The Town Council may wish to take one of the following actions.
1. No action;
2. Accept the Written Decision for MAPP-05-25 as prepared by the Town
staff;
3. An action listed above with the following conditions…; or
4. Action not listed above...
The Oaks Written Decision January 2026 Work Session 2 of 2
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[PAGE 26]
CASE NUMBER: MAPP-05-25
FINDINGS OF FACT, DECISION OF THE BOARD, AND ORDER IN THE MATTER
OF A MAJOR SUBDIVISION PRELIMINARY PLAT APPLICATION FOR “THE
OAKS” MAJOR SUBDIVISION
DESCRIPTION OF MATTER
Barczak Engineering Services, on behalf of Fernando Rebollar Silva, LLC, submitted a Major
Subdivision Preliminary Plat application pursuant to the Town of Southern Pines Unified
Development Ordinance (UDO) §2.20. The subject property is located on the north side of
Country Club Circle. Per the Moore County tax records, the property is identified as PARID
20210259, which comprises +2.7-acres and is owned by Fernando Rebollar Silva, LLC.
A public evidentiary hearing regarding the proposed Major Subdivision Preliminary Plat
(MAPP) for “The Oaks” Major Subdivision was called to order with five members present on
December 9, 2025. The oath was administered to all witnesses choosing to speak. Planning staff
entered the December 9, 2025 Staff Report as Exhibit A and staff’s December 9, 2025
presentation as Exhibit B. After closing the hearing, the Town Council discussed and voted on
the draft findings of fact. Detailed discussion during the evidentiary hearing can be found in the
meeting minutes on record in the Town Clerk’s office and online.
FINDINGS OF FACT
1. The Town Council finds that the application is complete and that the facts submitted are
relevant to the case because the request for Major Subdivision Preliminary Plat approval has
met the specified submittal requirements as required in the Town of Southern Pines UDO
Appendices, the applicants have submitted adequate evidence addressing criteria for a
Preliminary Plat, and the evidence submitted was sworn testimony by qualified experts or
provided through substantiated documentation.
2. The Town Council finds that the application complies with UDO §2.20.4(G), Criterion 1 (the
application is consistent with the Comprehensive Plan, as well as other adopted plans for
streets, alleys, parks, playgrounds, and public utility facilities) in that the Preliminary Plat
aligns with the 2040 Comprehensive Plan. The proposed subdivision is consistent with the
General Framework Map and Conservation and Development Maps, which categorize the
site as an “Area to Enhance”. The subject property is located less than one mile from the
downtown area, offering convenient pedestrian access to nearby services and amenities.
Comprehensive Plan Policy 5.2 emphasizes the importance of encouraging infill
development within the town limits where existing utility infrastructure can be efficiently
extended. Water and sewer service are available for extension to the proposed lots along
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[PAGE 27]
Country Club Circle. Overall, the proposed six-lot subdivision is compatible with the
surrounding RS-1 and RS-2 neighborhoods and supports context-sensitive residential
development. The subdivision layout and associated improvements are consistent with the
approved Conditional Rezoning (File #Z-06-25), upon which this Major Subdivision
Application (MAPP-05-25) is based.
3. The Town Council finds that the application complies with UDO §2.20.4(G), Criterion 2 (the
proposed subdivision complies with the UDO and applicable state and federal regulations)
in that all applicable UDO, state, and federal regulations have been addressed, or will be
addressed during site plan review. The proposed Major Subdivision is consistent with the
subject property’s zoning, RS-1CD, with the imposition of the conditions tied to the
approved file of Z-06-25.
4. The Town Council finds that the application complies with UDO §2.20.4(G), Criterion 3 (the
proposed Subdivision, including its Lot sizes, density, access, and circulation, is compatible
with the existing and/or permissible zoning and future land use of adjacent property) in that
the applicant is following RS-1 zoning standards from the UDO, with the exception of
modified standards detailed in the rezoning file Z-06-25. The modifications found and
approved in Z-06-25 are consistent with those proposed in the Preliminary Plat.
5. The Town Council finds that the application complies with UDO §2.20.4(G), Criterion 4 (the
proposed subdivision will not have detrimental impacts on the safety or viability of permitted
uses on adjacent properties) in that the project does not present a safety or viability concern
for the surrounding area.
6. The Town Council finds that the application complies with UDO §2.20.4(G), Criterion 5 (the
proposed public facilities are adequate to serve the normal and emergency demands of the
proposed development, and to provide for the efficient and timely extension to serve future
development) in that town utilities are readily available for extension to the proposed lots.
Furthermore, site plan review by the Technical Review Committee will ensure that the site
adequately meets water, fire flow, and sewer requirements.
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[PAGE 28]
CONCLUSION AND DECISION
Therefore, by a vote of 5-0, the Town Council voted to approve “The Oaks” Major Subdivision,
MAPP-05-25, as presented.
This is the 20th day of January, 2026.
FOR THE TOWN COUNCIL:
__________________________________
Taylor Clement, Mayor
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[PAGE 29]
Planning Staff Report
To: Reagan Parsons, Town Manager
From: Mason Mattox, Planner II
Date: January 20, 2026
Item: File #PD-06-25 Trimble Plant Road Preliminary Development
Plan Written Decision Staff Report
I. PURPOSE
Per UDO §2.14.6(F)(11), “A written decision must be approved for every quasi-judicial
application, either by entering the decision at the end of the hearing or at a subsequent
meeting of the hearing body, which shall generally be the next scheduled meeting. As part
of the written decision, the hearing body must make findings of fact and conclusions as to
applicable standards and any conditions. The chair may direct the Planning Director or
Town Attorney to draft a written decision for approval by the hearing body at its next
regularly scheduled meeting, which approval may be on a consent agenda.”
Planning staff have prepared a draft of the written decision of the Town Council’s approval
of application PD-06-25 that was heard by the Town Council at the business meeting on
January 13, 2026 that the Town Council may now wish to adopt. If the Town Council
approves the drafted written decision, the Mayor will sign the document. The original
signed version will be delivered to the applicant, authorized agent, and property owner
with Planning staff and the Town Clerk maintaining copies of the signed document for
their respective files.
II. SUMMARY OF APPLICATION REQUEST
Koontz Jones Design + V3 Companies, LLC, on behalf of JBO Holdings, LLC, has
submitted a Planned Development District – Preliminary Development Plan (PDP)
application pursuant to §2.18.5 of the Town of Southern Pines Unified Development
Ordinance. The PDP advances the development framework established under the
approved Conceptual Development Plan (CDP) for the redevelopment of an existing
21.69-acre commercial campus. The proposal includes enhancements to an existing
232,402-square-foot building and construction of a new 40,000-square-foot shallow bay
industrial flex space building. The development is consistent with the land uses permitted
under the CDP and reflects previously approved deviations, including a maximum building
height of 50 feet, provision of 182 off-street parking spaces within the approved 192-space
cap, and flexibility related to usable open space requirements.
III. TOWN COUNCIL EVIDENTIARY HEARING AND ACTION
The public evidentiary hearing for the proposed Preliminary Development Plan was called
to order on January 13, 2026, with five Council members present. All witnesses intending
to speak were duly sworn. Planning staff entered the Staff Report dated January 13, 2026,
as Exhibit A, followed by staff’s presentation from the same date as Exhibit B. Bob Koontz,
of Koontz Jones Design + V3 Companies, LLC, and authorized as the applicant’s agent,
provided a brief verbal presentation and did not submit any additional exhibits.
Following the close of the evidentiary hearing, the Town Council deliberated and voted
5-0 to approve the Preliminary Development Plan, with no additional conditions.
Trimble Plant PDP Written Decision January 2026 Work Session 1 of 2
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[PAGE 30]
IV. STAFF COMMENTS
Town planning staff prepared a Written Decision of the Board for the Town Council’s
review and action decision.
V. TOWN COUNCIL ACTION
The Town Council may wish to take one of the following actions.
1. No action;
2. Accept the Written Decision for PD-06-25 as prepared by the Town staff;
3. An action listed above with the following conditions…; or
4. Action not listed above...
Trimble Plant PDP Written Decision January 2026 Work Session 2 of 2
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[PAGE 31]
CASE NUMBER: PD-06-25
FINDINGS OF FACT, DECISION OF THE BOARD, AND ORDER IN THE MATTER
OF A PRELIMINARY DEVELOPMENT PLAN APPLICATION FOR TRIMBLE
PLANT ROAD
DESCRIPTION OF MATTER
Koontz Jones Design + V3 Companies, LLC, on behalf of JBO Holdings, LLC, has submitted a
Planned Development District – Preliminary Development Plan (PDP) application pursuant to
§2.18.5 of the Town of Southern Pines Unified Development Ordinance. The PDP advances the
development framework established under the approved Conceptual Development Plan (CDP) for
the redevelopment of an existing 21.69-acre commercial campus. The proposal includes
enhancements to an existing 232,402-square-foot building and construction of a new 40,000-
square-foot shallow bay industrial flex space building. The development is consistent with the land
uses permitted under the CDP and reflects previously approved deviations, including a maximum
building height of 50 feet, provision of 182 off-street parking spaces within the approved 192-
space cap, and flexibility related to usable open space requirements.
The public evidentiary hearing for the proposed Preliminary Development Plan was called to order
on January 13, 2026, with five Council members present. All witnesses intending to speak were
duly sworn. Planning staff entered the Staff Report dated January 13, 2026, as Exhibit A, followed
by staff’s presentation from the same date as Exhibit B. Bob Koontz, of Koontz Jones Design +
V3 Companies, LLC, and authorized as the applicant’s agent, provided a brief verbal presentation
and did not submit any additional exhibits.
Following the close of the evidentiary hearing, the Town Council deliberated and voted 5-0 to
approve the Preliminary Development Plan, with no additional conditions.
Detailed discussion from the evidentiary hearing is available in the meeting minutes on file in the
Town Clerk’s office and online.
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[PAGE 32]
FINDINGS OF FACT
1. The Town Council finds that the application is complete and that the facts submitted are
relevant to the case because the Preliminary Development Plan application has met the
specified submittal requirements in accordance with the Town of Southern Pines Unified
Development Ordinance (UDO). The applicant has submitted sufficient documentation and
narrative addressing the applicable criteria for a Preliminary Development Plan, and staff has
reviewed the materials for accuracy and consistency with adopted regulations.
2. The Town Council finds that the Preliminary Development Plan application complies with the
provisions of UDO §2.18.5(H). Specifically, in that:
A. The application demonstrates that it will achieve the purposes of the PD and this
section.
The PDP achieves the purposes of the Planned Development District by implementing
the development program approved through the Conceptual Development Plan (CDP).
The plan proposes a new 40,000-square-foot shallow bay industrial flex building
integrated into the existing campus and maintains the approved land use mix,
development intensity, and architectural and site design framework established by the
CDP.
B. The Preliminary Development Plan is consistent with the Conceptual Development
Plan and conforms to all applicable provisions of this UDO.
The PDP is consistent with the CDP and conforms to the UDO, except where standards
were previously modified through CDP approval. It carries forward the same
development program, including permitted land uses, site layout, circulation, and
intensity across the 21.69-acre site. All approved deviations are reflected, including
flexibility in architectural design and building materials, and a maximum building
height of 50 feet. Impervious surface and open space calculations remain compliant.
The plan provides 182 parking spaces, below the CDP-approved maximum of 192, with
no new deviations. Buffers follow the approved CDP, including the 75-foot
undisturbed Highway Corridor Overlay along US-1, except for a stormwater area in an
existing depression as identified on the CDP under Condition #1. No new land uses,
dimensional or architectural deviations, or site design changes are introduced. Staff
finds the PDP consistent with the CDP and compliant with the UDO except where
previously modified.
C. The proposed Development is located in an area of the Town that is appropriate.
The CDP established that the site is appropriate for the proposed development. The
subject property is a 21.69-acre, previously developed site surrounded by industrial,
warehouse, and light commercial uses. The PDP maintains the approved land use mix,
development intensity, buffers, and setbacks, without introducing additional uses or
expanded development. Because the PDP implements the same development
framework reviewed and approved under the CDP, staff reaffirms that the site remains
appropriate for the proposed development and consistent with the purposes of the
Planned Development District.
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[PAGE 33]
D. The proposed Development will not cause the need for inefficient extensions and
expansions of public facilities, utilities, and services.
The CDP established that the property is fully served by existing Town utilities and
roadway infrastructure. The PDP relies on the same framework and does not propose
extensions or expansions of public utilities or services beyond those previously
evaluated. Stormwater management will occur on-site in locations identified during
CDP review. With parking limited to 182 spaces and circulation maintained internally,
the PDP will not create inefficient extensions or expansions of public utilities or
services.
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[PAGE 34]
CONCLUSION AND DECISION
Therefore, by a vote of 5-0, the Town Council voted to approve the Trimble Plant Road
Preliminary Development Plan, PD-06-25 with no additional conditions.
This is the 20th day of January, 2026.
FOR THE TOWN COUNCIL:
__________________________________
Taylor Clement, Mayor
Page 34 of 41

[PAGE 35]
RESOLUTION #1141
ADOPTING THE CAPE FEAR REGIONAL HAZARD MITIGATION PLAN
WHEREAS, the citizens and property within the Town of Southern Pines are subject to the effects
of natural hazards that pose threats to lives and cause damage to property, and with the knowledge
and experience that certain areas of the county are particularly vulnerable to drought, extreme
heat, hailstorm, hurricane and tropical storm, lightning, thunderstorm wind/high wind, tornado,
winter storm and freeze, flood, hazardous material incident, and wildfire; and
WHEREAS, the Town desires to seek ways to mitigate the impact of identified hazard risks; and
WHEREAS, the Legislature of the State of North Carolina has in Article 5, Section 160D-501 of
Chapter 160D of the North Carolina General Statutes, delegated to local governmental units the
responsibility to adopt regulations designed to promote the public health, safety, and general
welfare of its citizenry; and
WHEREAS, the Legislature of the State of North Carolina has enacted General Statute Section 166A-
19.41 (State emergency assistance funds) which provides that for a state of emergency declared
pursuant to G.S. 166A-19.20(a) after the deadline established by the Federal Emergency
Management Agency, the eligible entity shall have a hazard mitigation plan approved pursuant to
the Stafford Act; and.
WHEREAS, Section 322 of the Federal Disaster Mitigation Act of 2000, as amended, states that local
governments must develop an All-Hazards Mitigation Plan in order to be eligible to receive future
Hazard Mitigation Grant Program Funds and other disaster-related assistance funding and that said
Plan must be updated and adopted within a five-year cycle; and
WHEREAS, the Town has performed a comprehensive review and evaluation of each section of the
previously approved Hazard Mitigation Plan and has updated the said plan as required under
regulations at 44 CFR Part 201 and according to guidance issued by the Federal Emergency
Management Agency and the North Carolina Division of Emergency Management, and that the
plans have been updated in accordance with federal laws including the Robert T. Stafford Disaster
Relief and Emergency Assistance Act, as amended; the National Flood Insurance Act of 1968, as
amended; as required under regulations at 44 CFR Part 201, and according to guidance issued by
the Federal Emergency Management Agency and the North Carolina Division of Emergency
Management; and
WHEREAS, it is the intent of the Southern Pines Town Council to fulfill this obligation in order that
the Town will be eligible for federal and state assistance in the event that a state of disaster is
declared for a hazard event affecting the Town;
NOW, THEREFORE, be it resolved that the Southern Pines Town Council hereby:
1. Adopts the Cape Fear Regional Hazard Mitigation Plan.
2. Vests Southern Pines Fire Department with the responsibility, authority, and the means to:
(a) Inform all concerned parties of this action.
(b) Cooperate with Federal, State and local agencies and private firms which undertake to
study, survey, map and identify floodplain areas, and cooperate with neighboring
communities with respect to management of adjoining floodplain areas in order to prevent
exacerbation of existing hazard impacts.
3. Appoints the Southern Pines Fire Department to assure that the Hazard Mitigation Plan is
reviewed annually and every five years as specified in the Plan to assure that the Plan is in
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[PAGE 36]
compliance with all State and Federal regulations and that any needed revisions or amendments
to the Plan are developed and presented to the Southern Pines Town Council for consideration.
4. Agrees to take such other official action as may be reasonably necessary to carry out the
objectives of the Hazard Mitigation Plan.
Adopted this the 20th day of January, 2026.
_____________________________________
Taylor G. Clement, Mayor
Town of Southern Pines
Attest:
_____________________________________
Elizabeth Robertson, Town Clerk
Town of Southern Pines
Certified by:___________________________ (SEAL)
Date: ______________________
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[PAGE 37]
MEMO
To: Town Council
From: Manager Parsons
Date: 01/16/26
Re: Utility Late/shut-off fees
The Town Council in October, in reaction to the ongoing Federal shut-down and having
discussed the above referenced fees at a very high level at times in the past, voted to
suspend late fees and shut-offs (to include reconnect fees) through the end of calendar
year 2025. I wanted to provide some data to date, in addition to a few
thoughts/suggestions, as we should amend the Code relative to these matters whatever
policy direction is ultimately preferred by the elected body, simply to insure proper
tracking and adherence to published Code for future financial Audit purposes.
Relative to immediate impacts, the suspension of late fees represented the following
foregone revenues:
October $3,546 (591 accounts, ***655 accounts late)
November $3,840 (640 accounts, ***734 accounts late)
December $4,476 (746 accounts, ***861 accounts late)
January $3,936 (656 accounts, ***782 accounts late)
*** Accounts past due for the first time do not receive the $6 fee.
The October total is representative of past data with presumably the ongoing increase
thereafter a direct result of shut-offs being suspended and a number of customers simply
ceasing payment moving forward. Specifically, as of January 8th we noted the following
data from a review of the 319 accounts eligible for a $20 reconnect fee on December 30th
and when the last payment occurred on them:
July: 1 account
August: 10 accounts
September: 26 accounts
October: 64 accounts
November: 60 accounts
December: remaining 158 accounts became eligible for shutoff
With 161 accounts now in an extended period of no effort to pay for service, the
importance of shut-offs is clear. A small handful of these accounts have stopped showing
water usage, likely representing renters that have moved out and left a bill.
The six-dollar late fee has never been about revenue generation, while the $20 reconnect
has not been increased in decades and doesn’t truly cover the cost of personnel that are
involved in initial efforts to collect, time to physically visit a site and shut-off, and then
ultimately revisit and restore service. Lacking a discontinuance of service, there are
accounts that will simply never pay a Utility bill. I would offer the following
recommendation and change in the Code of Ordinances:
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[PAGE 38]
1. Permanently discontinue charging of a “late fee.” This will address the various
requests over the years that the “due date” be changed to something other than
the tenth of the month, generally based on different customers having different pay
periods (every two weeks v the 15th and 30th v a single check a month on some date
certain, etc.) The loss of $40k to $50k annually in late fees would not significantly
impactful to overall rate setting, and if not taking a $6 hit helps an individual make
a payment after they are paid on the 15th and before becoming shut-off eligible the
overall system will be the better for it.
2. Continue policy of the 24th being the shut-off deadline. Continue to shut-off after
two months of non-payment. Set a minimum delinquency ($75 or $100) in order for
shut-off to take place, with entirety of account including a $25 disconnect fee due
prior to reconnect (no “loophole” of only paying enough of bill to leave $99 on it on
a rolling basis – it will happen if not planned for.)
Council is aware of the challenges of setting rates that fund operation and maintenance
necessary for both the immediate and long-term viability of these essential systems.
Monies not collected from delinquent users must ultimately be made up through higher
rates to responsible paying customers. The intent is not the setting of draconian or
punitive policies but simply an effort to get people to pay their debts, and as I have noted
multiple times in the past we have a comparatively great group of customers that utilize
our systems. Our caring staff has worked with many customers over the years that run
into specific hardships around breaks, leaks, health, and many other considerations. They
have set-up sometimes difficult to monitor (and both successful and unsuccessful)
payment plans that simply require ongoing payment of current amounts along with
agreed upon amounts of payment toward past debts. Overall the system has worked very
well, but the proposed tweaks may be viewed as more “customer friendly” without
placing the entire enterprise in a compromised financial position.
Thank you for your consideration.
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[PAGE 39]
ORDINANCE #3160
AMENDING THE TOWN’S CODE OF ORDINANCES
CHAPTER 50.005
BE IT ORDAINED by the Town Council of the Town of Southern Pines, North Carolina, duly assembled
in regular session on January 20, 2026, that the Town of Southern Pines Code of Ordinances is hereby
amended as follows:
1. §50.005: RATES, FEES, AND CHARGES (B) is repealed in its entirety and replaced with the
following:
(B) All bills are due and payable upon receipt and the service will be cut off after the twenty-fifth
of each month, in accordance with § 50.013. There will be a service charge for reconnection service
during normal business hours, or a service charge for reconnection at other than normal business
hours (see Appendix). If a customer's history shows no previous cut-offs in the last 12 months, the
cut-off fee will be waived and the water not turned off. A customer will not be cut-off for a balance
of $100 or less. A customer who will be out-of-Town may request in writing that his or her water
be turned off. When the meter is turned back on, an administrative fee as shown in Appendix A of
this chapter will be charged to the account.
Adopted this 20th day of January, 2026.
I hereby certify that the foregoing ordinance was duly adopted by the Town Council of the Town of
Southern Pines at its regular meeting held on January 20, 2026, as shown in the official minutes of the Town
Council.
____________________________________
Elizabeth Robertson, Town Clerk
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[PAGE 40]
MEMO
To: Town Council
From: Manager Parsons
Date: 01/16/26
Re: Outdoor Special Event permitting
Recent conversations around the leasing of Town Park facilities and holding of events through
Outdoor Special Event (OSE) permits has prompted an interest in looking at current Codes around
the authorization, use, and sale of alcohol and spirits on Town owned property. Specifically, if a desire
exists to welcome additional operations or festivals to Town, staff would ask direction relative to a
couple of specific items that would require amendments to Codes by the Council. These items, and a
brief description of their current status (highlights added), are as follows:
1. Types of beverages allowed under an OSE permit (there have been inquiries about expanding
to include spirits given a local distiller and other sponsorship opportunities groups pursue.)
2. Whether the not-for-profit requirement to obtain permission remains (many festival type
events are operated by entities designated in other ways.)
3. Whether the narrow allowance for sale and distribution is extended beyond the Central
Business District (DT Park and street closings), opening potential opportunities at sports fields
and other venues.
From the Outside Special Event Application:
Alcohol
The only alcoholic beverages that may be sold, distributed, possessed or consumed on Town property
are malt beverages and unfortified wine when such use authorized in a permit for a special event. Such
use may be authorized only when the Southern Pines Parks and Recreation Department determines
that such will not maternally endanger the public safety and will not unreasonably disrupt surrounding
property owners, when the Chief of Police or the Chief’s designee has reviewed and approved the
application and permit, and when the applicant establishes to the Parks and Recreation Department:
(a.) that it is a not-for-profit entity; (b.) that any license for the sale or distribution required by the
Alcoholic Beverage Commission has been obtained and (c.) that the special event is within the Central
Business District. The permit will specify whether malt beverages or wine are permitted at a special
event and, if so, what conditions are required.
From the SPPD ABC Permit Application – Information & Release Form
SECTION 2 - Special Occasion, Temporary or Special One-Time ABC Permit
The Southern Pines Police Department will review and acknowledge an application for a Special
Occasion, Temporary or Special One-Time Permit once all other Town of Southern Pines departments
have signed off on applicable applications and permits. For the Southern Pines Police Department to
process your application for a Special Occasion/Temporary ABC Permit, please submit the following
documents:
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[PAGE 41]
ABC Commission Application for a Special Occasion or Temporary ABC Permit
Southern Pines Recreation & Parks Outdoor Special Event Permit (for events held on public streets,
sidewalks or any Town of Southern Pines property)
Signed Waiver for Background Investigation (Sign statement below)
From Code of Ordinances
99.08 ALCOHOLIC BEVERAGES AND NARCOTIC DRUGS.
Except as provided in § 130.01(B), it shall be unlawful for any person to bring on, possess,
consume, or display any beer, wine, malt, or alcoholic beverage containing more than 1% of
alcohol or any narcotic drugs in any Town park or recreation area. It shall be unlawful for any
person under the influence of the above listed beverages to enter or remain within any Town
park or recreation area. It shall be unlawful for any person under the influence of narcotic
drugs to enter or remain within any Town park or recreation area. A violation of this section is
subject to the penalty provided in § 10.99(A).
130.01 POSSESSION OR CONSUMPTION OF OPEN CONTAINERS OF ALCOHOLIC
BEVERAGES ON PUBLIC PROPERTY.
(A) Except as provided in division (B) below, it is unlawful within the corporate limits of the
Town for a person to possess or consume any alcoholic beverage in any container that is open
or has been open, in or on any public property. For the purposes of this section, public
property includes streets, alleys, sidewalks, or parks, and refers to both outdoor and enclosed
spaces.
(B) Open consumption or possession of an alcoholic beverage is permitted on public
property in the following locations:
(1) During an outdoor special event which has been properly permitted in accordance with
§ 32.092 and said permit authorizes the sale and consumption of alcoholic beverages; or
(2) Within a sidewalk café or outdoor seating area which was permitted in accordance
with § 100.42; and/or
(3) Premises leased by the Town, where the lease does not forbid the lessee to serve
alcoholic beverages.
It is important to note that this discussion is intended to be specific to permitted events and
lease/contractual/Use/Management agreements, and is not a suggestion to change “open container” laws
as highlighted above or otherwise open Parks and streets up to general consumption. You will also
recall we dealt with Farmers’ Market sales separately in recent years.
With direction regarding the three items above, staff can draft what will amount to minor (relative to
number of words/changes, not policy direction) Code amendments to place before the Council in
February.
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