THROUGH 6 SALUDA,N.C. City of Saluda Minutes Board of Commissioners Regular Scheduled Meeting and Public Hearing Date Time Location 1-Call to Order 11/14/2022 07:00F PM Saluda Library Chambers Room Mayor Morgan called thel Meeting to order at 7:00p pm on November 14th, 2022 said thati iti is being recorded and can be seen via: zoom. 2-Invocation Amoment of silence was observed 3-F Pledge of Allegiance A pledge of allegiance was recited. 4-Roll Call Attendance was taken, andt those present were Mayor Tangie Morgan, Commissioner Walker, Commissioner Talbot, Commissioner Marion, Commissioner Oxtoby, City Attorney Jana Berg, City Manager Steven Orr, Assistant City Manager & Finance Officer Julie Osteen and City Clerk Pamela Waters. 5-Agenda Additions and Deletions None 6-Approval or Correction of Minutes Commissioner Walkermade amotion to accept the minutes as written. Commissioner Oxtoby seconded and all were in favor, 7-Consent Agenda None Regular Scheduled Meeting and Public Hearing 11/14/2022 1 8-Public Comment No public comments 9-Public Hearing for Water/Sewer Ordinance Text Amendment-Schedule to Change Payment Date Mayor Morgan opened the public hearing. No public comments. Mayor Morgan closed the public hearing. 10-Foothills Regional Commission City Manager Orr all we needi is ar motion for thel Polk County transportation plan as presented it doesn't codify any of itdoesn'tmakei its set in stone itj just acknowledging thaty you have seen the plan and agree with thosei ideals. We have ar meeting' Wednesday with the various people that have they voting and look at that ands sign off ont thef final plan. Commissioner Oxtoby as the move forward with the projects they will come back. City Manager Orr, yes DOT will come back to us based on different projects. Troy' Wilson with NCDOT: yesi ift there are any projects thaty youy would like to see movei forward here locally or int the Commissioner Oxtoby made ar motion to endorse the Polk County plan of the NCDOT and Foothills Regional area you can bring those to DOT which is me ort to Tony with Foothills Regional Commission plan. Commissioner Marion seconded and ally were in favor. 11- Outside Resources and Funds City Manager Orri the Saluda Community Foundation we are looking at doing something with our tennis courts we have decided to go for a pickle ball for one of the courts the pickle ball court would be double linedi for a tennis court. There is a community grounds grant. We are trying to putt this together it would be a $40,000.00 grant for resurfacing and new court equipment and $10,000.00 from the city for an Est $50,000.00 Julie hadI looked into how muchi it would cost lasty year, andi it was roughly $30,000.00 we aret trying to put together some quotes. We hope to get the grant in Int the December meeting will ask to vote to Approve or Disapprove the grant application once we get more information of the cost. Ihave spoken with Commissioner Walker and his Wife Bevie who is veryi involved with the USTA these courts are not regulation courts. So, they don't hold USTA sanction events. So, there wouldn't be any conflict withi it being able to be used tennis wisei it's strictly recreational and ai facility that the school can use as well. by December 13th. Commissioner Marion where does the Saluda Foundation grant come from? City Manager Orri it come from the Poik County Foundation. City Manager Orr next item is NC Park and Recreation Trust Fund Grant- I'm Working with. Jerry Stensland- Foothills Regional Commission he usedt to be the Parks and Rec director for Polk County we are working on a grant fora $200,000.00 for McCreery Park, Applications due May 1st, 2023. With the 170,000.00 grant wel have already received plus the city putting in 5,000.001 to 10,000.00 we could go for this 200,000.00 grant and have at total of around 400,000.001 for the park. Jerry and Ihad a meeting and went over the application and scoring nott to get our hopes up but there aret twot things in our favor we! have never received al PARTF grant. Based on what wel have been talking about he feels we have as strong project. We pay Foothills Regional Commission 66.00 an hour to help us. We are goingt to put some stufft together, He willl help us write the grant he has done that. Ihaven't done this big ofa grant. Julie andl got the 170,000.00 grant this will be tougher thant that one. Regular Scheduled Meeting and Public Hearing - 11/14/2022 2 12-Budget and Financial Report Board Meeting November 14, 2022 Report for: October 31, 2022 General Fund: Assistant City Manager & Finance Officer. Julie Osteen went oft the Budget and Financial report Property Tax collections from Polk and Henderson County of $666,590 2nd disbursement of ARPA funds received $110,000 in GF and remainder in' Water Fund. Received our first disbursement of Sales tax for. July 2022of$25,291. Total Revenues are $898,258. Expenditures: Administration: CDD expenditures total $16,547. In. July each year, the City has to pre-pay the liability and workers compensation insurance premiums for they years so all of the departments will look! higher than normal because, of paying these premiums at the beginning oft they year. Administration liability and workers compensation insurance premiums total $8,701. Roof replacement costs of $31,527 of thet total $53,423 submitted for draw #1. pre-payment of thel liability and workers compensation premiums. Police liability and workers compensation insurance premiums total $12,048. the $6,352 and $1,4551 in maintenance on the 2018 Charger. Total Police expenditures is $134,848 (31% of budget). Total Administrative expenditures total $209,601 (36% of which is just slightly over budget) fori four months due to the Police: Repairs on the 2010 Dodge Charger of $5,027, and $2,041 on the 2018 Charger of thet total $9,500 spent to date. of 4 distributions have been accrued to the Saluda Fire Department for this year's Tax Levy. Transportation: Mowing for. July September of $12,000. Green Street is repairs in the! $22,417 Mtn! Laurel trail repairs of $182. Pace Street repairs $1,006. Maple/Ervin repairs $1,799. Culipher $228 Clearing of Brush $5,825 911 Re-addressing costs of $8,900 Total transportation $64,978 (32%) 41 months of Garbage fees has been accrued for GFL. Cultural and Recreation: Annual maintenance and mulch clean-up has incurred: at McCreery Parki int the $5,120. Library expenses $10,906 of which $4,445 is thei inspection feet fort the library elevator. Pace Park bathroom additional installation costs $2,537 Regular Scheduled Meeting and Public Hearing - 11/14/2022 3 Total Cultural and Recreation $20,389 (25%). Debt Service: Water Fund: 4r month's payments have been made to First Citizens Bank on City Hall. Total anticipated profit thru October 31 is $357,895. Total revenues received through October are $268,029. Hipp Road and Church Street through October. Read attached summary Anticipated surplus is $5,583. Sewer Fund: Total revenues through October $81,715 Read attached summary Anticipated deficit is $34, 429 Water purchases thru October total $76,939 (48% of budget whichi is 15% over budget). Major leak on Howard Gap, Need to request a special called meeting on Monday, November: 28th to approve the Audited Financial Statements for USDA submission on November 29th. Received the draft today, 11/14/2022 and willl begin reviewing them for corrections/changes first thingi in the morning. City Attorney Jana Berg went overt the Resolutions listed below Commissioner Marion madeamooaloasestn. Resolution for RECORD RETENTION POLICY: DOCUMENTS CREATED ORI MAINTAINED PURSUANT TO1 THE ARP/CSLFRF, AWARD as presented Commissioner Marion made a motion to accept the Resolution for RECITALS as presented Commissioner Talbot seconded, and all were in favor. Commissioner Talbot seconded, and ally were in favor. Commissioner Marionmade: amotion to accept the Resolution for RESOLUTIONI FOR ALLOWABLE COSTS AND COSTI PRINCIPLES FORI EXPENDITURE OF AMERICAN RESCUE PLAN ACT CORONAVIRUSS STATE AND LOCAL FISCAL RECOVERY FUNDS BY NORTH CAROLINA LOCAL GOVERNMENTS as presented Commissioner Marion made a motion to accept the Resolution for Confictol-interest Policy: Use of Fedéral Commissioner Marion made amotion to accept the Resolution for THE BOARD OF COMMISSIONERSOE THE CITY OF SALUDA, NORTH CAROLINA. AUTHORIZING INCREASE IN MICRO-PURCHASE THRESHOLDas Assistant City Manager & Finance Officer Julie Osteen went over thel Resolution listed below and the Christmas Commissioner Talbot seçonded, and all were in favor, Funds as presented Commissioner Talbot seconded, and all were ini favor. presented Commissioner Talbot seconded, and all were in favor. Bonus for a motion. Commissioner Marionmade an motion to accept the Resolution for declaring surplus personal property & authorizing Disposal as read. Commissioner Oxtoby seconded, and all were in favor. Regular Scheduled Meeting and Public Hearing 11/14/2022 Commissioner Oxtoby made ar motion to accept the Employee Christmas Bonus for 350.00 as presented Commissioner Marion seconded, all were ini favor. 13-Public Safety Report Participated: Clay Price Commissioner Oxtoby read thel Report City Citations: 4, Warning Tickets: 912, State Citations: 2, Verbal: 12, Expired Registration: 1, No Operators License:, Driving While License Revoked:, Warrants Served:, Business Checks: 273, Church Checks: 85, House Checks: 49, Total Monthly Checks: 40, Larceny: 2, Welfare Check: 1, Vandalism: 1, Calls Thrul Police Department Phone: 38, Walk In Calls at the Saluda Police Department: 6, Total City Manager Orr Officer Revis will Finish up her radar by riding with the Columbus officer next week and then we can start having discussions with people coming through town. We will get Officer Rickman in class he was signed up but City Manager Orr, wel had ani issue with the white charger this past weekend and we pulled it off the road Amy is in the 4X4 right now. Whichever vehicle can be done will come up and replace the white car and bei in circulation. It Monthly Written Reports: 5, Patrol Calls: 50.Breaking and/or Entering 1 wasn't able to go. Commissioner Marion is Chief certified? City Manager Orr no he is int the middle of his Chiefs class. Commissioner Marion How soon are we getting our two new cars? should be ready in a couple weeks when' Trevor gets done with the radio, lights. 14-Zoning and Planning Department Report City Manager Orr, the next item is Hudson Rogers R-O-WI Request by a gentleman that bought property. Whati is neededi is the go ahead to start the process which Janal has outlined. Wel havet to do is like as street closure for ar right of way closure we have to notify all aj jointing property owner happening four consecutive weeks. We have to dot this City Manager Orrt this is Florida thisi is Church. This is Beckhams house, this is David Lafave's old house, andt thisi is the property owner Hudson Rogers his relatives are right here. The property here is all right of way. It's been ROW on allt these different plats. You have the roger's property the adjacent property here. he bought this property from his relatives so his driveway could properly be on his property. This is the property in question itk known as the Church Idon't know. This is thei intersection of Florida, Church as you come around the ist the Lafave's property you come around and there ist this dead space here. Mr. Rogers wants all the property butt that's nott the case. He can't have all ofit. Ito can be spliti into between Mr. Beckham and Mr. Rogers. There they're the only two people truly affected byi it other than these people right here which we will havei to send al letter and they are related to Mr. Rogers roughly 12 through a process. All I'ma asking is an ok to start the process. Ify you will look att the slide. Commissioner Oxtoby how does that all tiei into that? Street right of way. Ats some pointi ity was thought that Church may extend on down feet going to Beckham and roughly 12f feet going tol Mr. Rogers fort that area. Commissioner Marion Who owns the property? City Manager Orrt the City does. Commissioner Oxtoby what happened toi the plans for the roadt that. Jonathan did? City Manager Orr that was all the storms drain retention that he was talking about. Mr. Beckham tooki it upon himself to puti in a culvert goes and runs down through there which is what we would have had to do. In doing thati it alleviated all that wateri issues that was happening. Jonathon was talking about doing as sidewalk down through there but therei isn't enough right away to do that. Regular Scheduled Meeting and Public Hearing - 11/14/2022 5 Commissioner Marion Ift that top part is ever developed, they are small lotsi if they Widen the road and do sidewaiks whichi ift they do build they will have to do sidewalks upi there and coming down int this direction could we see ever City Attorney Berg there is a specific statute for handling this situation basically iti involves aj jointing and abutting City Manager Orrj just like we did with Walter Hover with the closing of the street andl his property. Commissioner Marion so are you saying we are giving up to the pavement of ther road or the road plus right ofv way. City Manager we have to maintain the same width thatt this right of wayi is called for. Not to degrade the right of way. That is the property we are talking about and basically what youy would do is cuti iti in half andt thatp person would get Commissioner Marion made a motion to go ahead and start the process in the R-O-W request Commissioner needing this property. City Manager Orr No. Commissioner Marion could they not buyi iti from us? property owner taking tot the middle of the street. half andi that one would get half. Walker seconded all were in favor. 15-Administration Department Report City Manager Orr gave an update on the Christmas stroll. Everything is going well. Paull has Santa lined upt through the TDA. The music is lined up. All the stations arel lined up, Firepit with smores. Commissioner Marion can wel havet the patrol cars stationed ate each end oft town? City Manager Orr we can dot that. The street paving, we had done some work with repairs. Working on pricing for a couple other projects. Paving contractors are: so farl behind. May bei that we end upi int the spring. Wej just have al lot oft back log with different We have ar new public works Employee Michael Traxler comes to us from liquid logic out of fletcher Hel lives here we finally hada a full crew, but Paul is leaving to go to Hendersonville His last dayi is November 27h. The Art Mural contest is over with the winner on Survey Monkey was Susan Johnston Olivari this will be up in Spring projects. 2023 16- - Resolution for a Text Amendment to the Water and Sewer Ordinance for extending the City Manager Orr Read the Resolution fora ai text amendment for the water/sewer Ordinance. payment due date to 30 days. Bills due 30 days from mail date which we can tell because when we bulk main, we get a receipt for it. Thisi ist to take Commissioner Marion made a motion to accept the Resolution fora at textamendment: to the water/sewer Ordinance for extending the payment due date to 30 days. Commissioner Talbot seconded all were inf favor. place next month. 17-SDF Report None 18-Subdivision and Recombination for Parcel P13-12 City Manager Orrt thisi is Tringle Stop out att thei interstate andi thisi is the other section of the property. Wei included this alli into the cityl limits. They askedt to be voluntarily annexedi into the city limits then they did their lease with flat iron construction to be ablet to work on the green river gorge bridge. They have come back saying they wantt to Regular Scheduled Meeting and Public Hearing 11/14/2022 6 subdivide the property. These section willl be one section for a 6.04 acers the other sectioni is 2.6 acers. The planning board has approved this and recommended this fora approval alli this requires is a motioni from you fort the subdivision and recombination oft this parcel, Need to ask ift they want this other section ist tol bei includedi into the city because it was a separate lot on its own. Ift they do, then we will go through the whole annexation process. Commissioner Marion How can' we approve something that's not int the city limits. City Manager Orri it because they are asking fori it all to be part oft the plan and most of the property is in the city limits. They are asking for a recombination. We are conjoining its so no matter where its ift they get water and seweri itf fallsi in City Attorney Berg they will probably needt two map review officers' signatures on them one from the county because part ofiti is ini the county and one from our local one. When they record the plat, it will probably have two map review officers' signature on them. When the county does ar recombination plat therei is no formal approval process, they check boxes andi ifitr meets all the boxes, they sign off on ita and then the city requires board approval ona Commissioner Marion ift they decide to developi the whole piece can we only approve whati is inside the city andi not City Attorney Berg ift they decide to develop it with whatever they decide to put there it would have tol be approved by both the city andi the county. Itv would behoove them to voluntary annex this into the city because they don't have to got through two approvals. And the county: zoning maybe different thant the city: zoning. Itj just makes sense fori them to Commissioner Marion I'm wondering ifa any additional zoning or anything has to be done that, we can only approve whati is actually in the city no matter what they ask us to do. We can only approve what'si in the city. City Attorney Berg thati ist truey you can only approve whati is in you) jurisdiction. City Manager Orr like with what they wanted to do with flati iront the county zoning wouldn't let them doi that, so they Commissioner Marion, Steve are you asking for ust to approve this to move forward andi it's a done deal and then ask Commissioner Oxtoby made a motion to approve the Subdivision and Recombination for parcel P13-12. the city. recombination. what's outside the city. doi that. came to us tol be able to doi it. them ift they want to go ahead and annex thati in. Commissioner Walker seconded all were in favor. 19-Personnel Policy Amendment City Manager Orry yes but we can't force them to we have noj jurisdiction tot force them. City Manager Orr next is ap personnel policy amendment what we need to look at is how we define sick leave and paid time off have been talking to Jana with: 31 items. Julie had ani item that needed to be cleaned up. What we are doing with this is on scheduling leave we are taking 7.05 we broke itu upi intoi ify you had to do so many different things theni it can be in month increments the reason we have to do thisi is when people need to be gone for a day but notl long periods of time but we need tol know because we are so small ita affects us with staffing trying to cover the office and our duties as well as public works and the police depti ify youy we were larger you could compensate more. Assistant City Manager & Finance Officer Julie Osteen with the 7.20i it isj just putting back in what was already there thatj just got removed by accident and need to be put back. We didn't and anything it's just putting back what was Commissioner Walker made ar motion to approve the Personnel policy as presented commissioner Marion seconded 20-Resolution to Schedule a Public Hearing for a Text Amendment to the Solid Waste Ordinance Regular Schedule Board of Commissioners Meeting, December1 12, 2022,7:00 pm, Saluda Public Commissioner Walker made a motion to accept the Resolution with the changes discussed to schedule: a public hearing for a text amendment to the solid waste ordinance for December 121h, 2022. Commissioner City Manager Orrt this item is to deal with solid waste and the carts on the sidewalk. With all the concerns and complaints, we get about people not pulling them in. Ispent time talking with GFL tol look at dumpsters we are talking Move downt to7.08 is sick leave to match up to what we are doingi in 7.05, there. all were in favor. Library Marion seconded and all were in favor. Regular Scheduled Meeting and Public Hearing 11/14/2022 7 about an 8-yard recycling and an 8y yard solid waste dumpster behind the! Purple Onion and down behind River Dog Run and Ely Emory's a 8Yard recycling and a 8 Yard solid waste dumpster. With the resolution we are talking about from church to pace park we have worked oni ther numbers and worked with GFL there is no more cost from the carts thatt they haver now. Ift the individual business wants to continue to use the carts, they have to roll thet trash and recycling to the dumpster. We would have dumpsters at the public works building andt they willt take the full dumpsters up there and! bring empty ones back then they will empty the ones at public works so that wel have empty dumpsters to replace thei full ones. You can continue to use the carts, or you can use the dumpsters. Commissioner Marion so ift they keep the carts where willt they putt them wheni full? City Manager Orr they will putt themi int the back is what we have talked about. Commissioner Talbot so they won't be on the street anymore? City Manager Orr that is the goal. Commissioner Marion ift they continue to use their carts can we make its so they can't put on the street? City Attorney Berg we have it written as they have an option thinking ify you're a heavy user: andy you're generating a lot of garbage thaty youy would want to use the dumpster and you would probably use the cart to carry iti to the dumpster buti ify you are a small business that doesn't generate al lot oft trash you could puti it on the street. Commissioner Marion It think that is what we are trying to eliminate is carts on the streets. City Attomey Berg so youy wantr me to putt that you are required to use instead of an optioni to use. Commissioner Talbotl would liket to eliminate the carts. So, they have no choice but to usei the dumpsters. And Commissioner Marion what do we do about people usingt the dumpsters is it more ofas self-policing type of deali if we Commissioner Talbot iti is happening now with the carts. People pull up to thel library and put their trashi in it andi itis Commissioner Walker maybe we need an ordinance for $100.00ifc caught using something that didn't belong tot them Commissioner Marion personally! would prefer that in that section that iti is mandatory to use the dumpsters. City Attorney Bergi ifi it's the census ofe everyone IC can make those changes. The area we are talking about is from Mayor Morgan, we have carts that we put out and put back behind thel building when they! have been emptied. We don't leave ours out we have pushed other people's back offt the street. It maybe becauset they are closed on Commissioner Marion the goal is to eliminate all carts oni main streeti is there a way to get another dumpster down everyone has to pay a garbage fee. see someone. completely full by Wednesday. They even use my dumpster. City Manager Orr we willo discuss that in the nexti item. Church Street to Pace Park that iti is mandatory that they utilize the dumpsters Commissioner Talbot Asked the Mayor what that did with thet trash? Mondays. near the post office? Cit Manager Orr the numbers don't work. Cit Manager Orr that is up for y'allt to decide. Commissioner Marion so they will have to use the dumpsters behind here? Commissioner Marioni the goal is to eliminate all carts on main street andy you're only getting to pace park City Attorney Berg the logistic of those last three properties how would they gett to the dumpsters? Commissioner Talbot they would have to roll it down thes street andi through Pace Park. City Manager Orri it's not about now its five years from now. Can be changed by different board of commissioners. From the perspective of what you are tryingt to do set president and try to set expectations. Tor mei ifthese all ofa sudden was to change and become something else and have al higher use that is ok and they end up having to pay and do it and add on to whatever the garbage contract is. Look at what the situation is now this areai is where we get ther most complaints, questions and concerns dealing witht these businesses and need to bei focused on. Commissioner Marion soi if those buildings become restaurants and we need to change itt to where they all needi to do this that change can be made. City Manager Orr read the Resolution. City Manager Orr Yes that would be the same thing as being done now. 21-F Resolution to Schedule a Public Hearing for Schedule of Fees change for the City of Saluda, Regular Schedule Board of Commissioners Meeting December 12, 2022, 7:00 pm, Saluda Public Commissioner Oxtoby madean motion to accept the Resolution to schedule a public hearing for schedule of fees change December 12th. 2022. Commissioner Walker seconded and all were in favor. City Manager Orr next is schedule of fees we will add the one that was discussed abouta a fine for illegally dumping. We will: sit down at the office and go through our schedule off fees and start going overt the annually' We willl be going Library Regular Scheduled Meeting and Public Hearing - 11/14/2022 8 over all the different things that are going on with fees andy what cost have gone up. Meters, Meter Boxes have gone up supplies for water ands sewer have gone up. We havet to look att thatt there is only sor much we can underride before we have to take it up. 22-Closed Session City Manager Orr read the Resolution for schedule of fees change Public Hearing. City Manager Orr read the Resolution to enter closed session Commissioner Oxtoby made a motion to accept the Resolution for entering closed session Commissioner Walker seconded all were in favor. Regular meeting stopped at 8:27 pm November 14th, 2022, to enter closed session. Closed session entered at 8:30 pm November 14t,2022 During closed session discussed was Economic Development Rails to Trails McCreery Park Attorney Client Privilege Personnel Matter- Review Came out of closed session at 9:25 pm November 14th 2022 Commissioner Oxtoby seconded all were in favor. Commissioner Marion made ar motion to leave closed session and to enter back into the Reqular meeting 23-A Adjourn Entered back into Regular session at 9:31 pm November 14th, 2022 Commissioner Oxtoby seconded and all were in favor. The meeting adjourned at 9:35 pm November 14th, 2022 With no further business to dscuss.Commisioner. Walker made a motion to adjourn the meeting Respectfully submitted by Pamela Waters, City Clerk, Adopted this 12th day of December 2022. Slallelu Tangie Morgan, Mayor wl Pholeu Pamela Waters, City Clerk Bhl MMayd Regular Scheduled Meeting and Public Hearing 11/14/2022 9