Town of Fletcher Agenda Review Meeting Minutes March 6, 2023  Call the meeting to order at: 06:00 pm Those who were in attendance are as follows:  Mayor Preston Blakely Mayor Pro-Tem Bob Davy Councilman Keith Reed Councilman Trevor Lance Councilwoman Sheila Franklin Town Manager Mark Biberdorf Public Works Director Jabbo Pressley  Moment of Silence: Pledge of Allegiance: ***Public Comments***  John Brandon Olsen 33 Stoney Brook Court Fletcher spoke on speeding issues in Livingston Farms especially on English Oak Road and Running Briar Road. He stated that there has been a lot of comments on their neighborhood Facebook page about the safety of children playing in the neighborhood. (also, some additional information was provided that will be place in the minute book with the March Town Manager Mark Biberdortstated that he has not received any recent complaints or requests in Livingston Farms. He asked Public Works Director Jabbo Pressley had he heard any complaints from Livingston Farms about speeding. Public Works Director Jabbo Pressley stated that no he had not but he is more Council has asked for the Police Chief to attend the meeting next week for further Steve Watkins 200 Windsor Forest Circle Fletcher spoke on the Fanning Bridge Road semi-ruckrestriction and needing the support from council to move forward  agenda)  than willing to put the traffic monitor out in the neighborhnood.  discussion on this issue.  1    on this. He mentionedreducing the speed in the neighborhood and thanked the town for the traffic/speed study that was done in Windsor Forrest recently.  Mark Washburn 307 Mountain Alder Lane Fletcher stated that he has lived in Windsor Forest for years and that his children grew up in Windsor Forrest as well. He said that he is not in favor of speed bumps or reducing the speed limit in the neighborhood that maybe a warning such as a flyer be sent out in the neighborhood about speeding asking people to slow down and ifit continues more drastic  measures will be taken  Jennifer Bucher Gray 244 Running Briar Road Fletcher stated that she has lived in Livingston Farms for 3 years and Running Briar Drive is one oft the problematic roads in the neighborhood. Said that the speed limit signs are not very viable and  maybe the speed limit could be reduced.  Approval of minutes-corrections, additions or deletions. No comments were made on the minutes at this time.  (2/6,2/13)  Council Updates  Mayor Blakely stated that he wanted to thank Councilmember Franklin for  presiding over the meeting last month.  Councilwoman Sheila Franklin mentioned that a new business was going into the old Continental Teves plant but that it was only taking up a small part of the building that there is plenty of room in the building for other industries to move in there. She also mentioned that we recently hosted a Henderson County Partnership for Economic Development meeting last month and it went very well. The Partnership will be going to Raleigh next month to talk to our legislators about Henderson  County. Consent Agenda Taxi releases/refunds  Approval of Budget Amendment #4 to the FY 22/23 Budget Ordinance for the streambank/line item for the necessary repairs needed to the stream bank at Bill  Moore Community park.  2    Approval of Budget Amendment # 5 to the FY 22/23 Budget Ordinance for additional funds to be paid to Fletcher Fire & Rescue from the recent audit in the amount of Approval of Budget Amendment #1 to the CSLFRF Grant Project Ordinance. Mayor Blakely asked for any comments concerns or questions on the Consent  $76,340.  Agenda?  Council had no comments at this time.  Public Hearing to consider CZ #2023-01,a conditional zoning application to rezone a portion of 49 Overton Place from C-1 to R-2 in order to allow a 4-lot Mayor Blakely stated that Planning & Zoning Director Eric Rufa went over this last month (Planning Board approved this) and we will have the public hearing next Mayor Pro-Tem Bob Davy asked if he town sent out notification to the adjoining Town Manager Mark Biberdorf stated that yes, he did send out notifications and  campground - Eric Rufa, Planning & Zoning Director.  week on this are there any comments or questions on this?  property owners on this?  has not had any comments or complaints on this.  Presentation on a community project called Just-Serve- Steve Stay.  Mayor Blakely stated that Steve Stay will be here next week to give a presentation Discussion of Resolution R-23-02 in support of the 20% matchrequirement ($14,000 inferred) for an MPO Planning Grant related to the Cane Creek Greenway Extension - Eric Rufa, Planning & Zoning Director. Mayor Blakely asked Town Manager Mark Biberdorf to go over this since the Planning & Zoning Director Eric Rufa was not here this evening.  on a community project called Just Serve.  Town Manager Mark Biberdorf stated that this is the planning grant that we had previously talked to you all about submitted through Land of Sky MPO. This grant is for studying different paths/routes and cost estimates for greenway trails. This focus is on Cane Creek Greenway where it ends at the park and extending across Fern Leaf and onto the Sirocco property and then onto town property and then all the way  3    up to the French Broad River. This improves our chances of getting funding in the  future to extend the trails. Discussion Followed:  This item will be moved to the Consent Agenda for next week.  Approval of Resolution R-23-03 for commitment to provide right-of-way for future extension of Old Cane Creek Road -1 Mark Biberdorf, Town Manager. Town Manager Mark Biberdorf stated that you have a copy oft the resolution along with a cover memo in your packet. Essentially in follow up to the comments that DOT provided on the traffic impact analysis, one of the conditions was that they wanted to see support from the town to extend Old Cane Creek Road that the town would provide the: right of way. The Resolution says you commit to doing that but if  the project does not go forward then there is no commitment.  Discussion Followed:  Mayor Blakely stated the given the effort and resources that the town has already put into the town center project and seeing that this could take up to five years to build out that he is in favor of this as we can always rescind the resolution if need be. Mayor Pro-Tem Bob Davy stated that he is against this for several reasons. One is that no one. has provided me with a traffic study showing me that they can make the road tapping in to Howard Gap Road a safe intersection. The other thing is it seems kind of odd to me that is the developer took the gas station out of that development this road would not be required. So, the town is spending all this money: relocating buildings and doing all of this so that they can put a gas station in this development. Town Manager Mark Biberdorf stated thatIhave one follow comment on that. Obviously, they want the gas station in there as it underwrites the cost of the development and Ihad a conversation with the engineer representing them that they would consider taking that component out. There is a possibly they may come back  What is council's thought on this?  Ijust don't think this is a good thing for the town.  into this with that element (gas station) taken out.  Discussion Followed:  Councilwoman Sheila Franklin I am not so worried about that train of thought as I am that it is not the developer's fault that our roads are already overcrowded to  4    begin with. Tol have another way in and out to relieve 25 in some way andItotally understand that it appears that it would be an issue at Howard Gap Road. Iwould like to keep looking ati it and try and work that out a little bit to where we have parallel roads that a lot of towns have these issues. This is going to take some Town Manager Mark Biberdorf suggested with the last item on the agenda concerning a funding request from our legislative delegation. One of the things suggested in there and we. have had this as a legislative priority issue for years is  thought.  that this pay for some cost to extend the road.  Discussion Followed:  Town Manager Mark Biberdorf suggested adding some language to the Resolution stating that this is done with the understanding that the current development is proposed going forward and ifi it doesn'tthat this will be rescinded. Council agrees to continue discussion on this next week at the regular meeting as  Discussion Followed:  well as some amendments to the proposed resolution.  Traffic issues in Windsor Forrest - Mark Biberdorf, Town Manager and Jabbo  Pressley, Public Works Director.  Town Manager Mark Biberdorfs stated that Jabbo has been working on doing additional traffic monitoring in that area. In your packet this is a follow-up from the precious meeting where these issues have been brought up by Mr. Watkins. The Town Manager then went over the individual items in the memo that were Truck' Traffic on Fanning Bridge - Staff has addressed restricting heavy truck traffic on Fanning Bridge Road on three different occasions and each time DOT has denied that. Aresolution in support of restricting truck traffic on the road can be done for Traffic Enforcement - there is additional data information that our police department can share to demonstrate enforcement efforts. The department will respond to requests for traffic enforcement and getting to a full staffing level will also help Reduction of Posted Speed limit in Windsor Forest- - You can have staff review traffic data for each issue and make a recommendation. Staff can: recommend a safe speed  originally addressed last month:  this.  reaching these goals.  5    limit for the neighborhood and potential calming improvements to help reduce  through traffic.  Or  Hire a traffic consultant to provide an outside opinion on best practices to address these issues. Ireached out to get some quotes for traffic consulting and the two thatI received were very different. One from J.M. Teague was for $2,800 and they offered tot take $1,000 off if we do our own traffic accounts and we have the equipment to do that. The other quote was from Ramey Kemp and was for $24,000 and they offered to take $4,000 offi if we do our own traffic accounts. This would give you an outside opinion ify you're not comfortable with the suggestions from staff.  Public Works Director Jabbo Pressley went over the recent traffic data analysis  from Windsor Forrest that he: received.  Discussion Followed:  Council reaches consensus to lowering the speed limit to 20 mph.  Mayor Blakely asked if Chief Terry could be here at the meeting next week to  answer some questions. Discussion Followed: Biberdorf, Town Manager  Request for funding assistance from state legislative delegation - Mark  Town Manager Mark Biberdorf stated that he had put together a list of our projects and Representative Balkcom has asked that we prioritize them. Ihave them  listed here as 1,2& 3 as you may want to change these.  Items listed are:  1) Body Worn Camera & In-Car Camera System ($235,000) 2) Infrastructure Funding for Town Center Project ($500,000)  6    3) Extension of Cane Creek Greenway ($500,000)  Representative Balkcom wanted this by March 15 andIhave not heard from  Senator Moffitt specifically about this.  Councilman Trevor Lance stated that he knew that the cameras are already in the budget he thinks that infrastructure is very important and maybe that needs tol be  moved to #1 Discussion Followed:  Council agrees to move the infrastructure funding for town center project to the #1  position and move body worn cameras to the #2 position. Comments from the Town Manager Mark Biberdorf  The Polco citizen survey closed on February 24 and we: received a total of 605 responses which is a 21% response rate. The results will be due March 24.  Discussion Followed:  On the basketball, tennis & pickleball court project the bid packets went out to 5 construction firms and bids are due on March 9th. Hoping for some good  competitive bids.  On the streambank repair, Huntley Construction has been working on that area and doing the reinforcement they hope to finish by March 17 if weather permits. On satellite annexation, Iemailed you all and Ithink you have received an email from their administrator (FernLeaf) on the interest about getting their new campus on Old Hendersonville Road annexed into the town. It would have to be a satellite annexation because it does not touch our primary corporate limits. There are some limitations on doing a satellite annexation and there is only a certain amount of acreage you can satellite annex into the town. In the NC General Statutes, it is 10% after our calculation in acreage we have already done our balance is 332.9 acres and if you annex that part of the FernLeaf property which is 93 acres that would leave us  with 239.9 acres. This is just something to keep in mind.  Discussion Followed: town hall.  Pill drop shred event will be on Saturday April 15, 2023 from 9:00 till noon here at  7    Councilman Trevor Lance mentioned the damaged light poll on 25 up here and asked that if someone could come by and clean it up and pick of the pieces as iti is a He also asked about the status of the Flashing light at Hooper's Creek Road as to Town Manager Mark Biberdorf stated that they had to move the power box and that they area waiting on the final inspection before Duke energy will turn the light Councilman Trevor Lance also asked about the clearing of the property on Hwy 25 (across from Foam & Fabric) where the commercial development is supposed to take place along with the apartment complex. He stated that he saw a for sale sign Town Manager Mark Biberdorf stated that we were concerned about it and Eric reached out to them and asked them ift they were still doing this because we did a Conditional Rezoning on this property. They said that yes there were and we will  safety hazard.  when it was going to be working.  on and it should be any time now.  on the property and asked what is going on with that.  continue to watch this.  Mayor Blakely stated that ift there is nothing else from council do we have a motion Councilwoman Sheila Franklin said that she would make a motion and it was  toa adjourn?  seconded by Councilman Keith Reed. Motion carries all in favor. Adjourned: 7:46 pm Approved:  14-1D-33 Date  Batblks  Mayor PrestonBlakely  8    Town of Fletcher Town Council Meeting Minutes March 13, 2023  Call the meeting to order at: 06:00 pm Those who were in attendance are as follows:  Mayor Preston Blakely Mayor Pro-Tem Bob Davy Councilwoman Sheila Franklin Councilman Keith Reed Councilman Trevor Lance Town Manager Mark Biberdorf Planning & Zoning Director Eric Rufa  Moment of Silence: Mayor Blakely asked for a moment of silence Pledge of Allegiance: Mayor Blakely led the group in the pledge  ***Public Comments***  Steve Watkins 200 Windsor Forrest Circle Fletcher, commented on Councilman Keith Reed's suggestion on the mobile speed signs and that he thought this was a He also stated that speaking on the behalf of other neighbors and himselfhe suggests that a policy be implemented for traffic in neignborhoods sO that everyone He also suggested that in this year's budget that the town budget money for litter pickup within the town. Ifyou drive around the town and it is awful as well as some  great idea and makes the point.  works together and is not divided.  of the traffic signs in town need to be pressure washed too.  Andy Hamlin 600 Carolina Holly Way Fletcher, Iam here to speak on behalf of  our neighborhood andIam in favor of reducing the speed limit.  Mickey Gamble 204 Windsor Forrest Circle Fletcher, He stated that he is here in support of his neighborhood and stated that the town is supporting some awful expensive things and al little money to better support our neighborhoods sO that they  1    can: remain functional is a reasonable request. There is a lot going to hell in a handbasket in this town if you want to keep neighborhoods in this town then you  need to start supporting them.  Mayor Blakely asked if anyone else would like to speak at this time.  There were no other requests to speak at this time. Approval of minutes-corrections, additions or deletions.  (2/6,2/13)  Mayor Blakely asked for any corrections or deletions to the minutes as presented and if none do we. have a motion to approve the minutes as presented? Councilman Trevor Lance stated that he would make that motion and it was  seconded by Councilman Keith Reed. Motion carries all in favor. Council Updates:  Mayor Blakely stated for council's information that Senator Moffitt filed a bill to  move. municipal elections from odd years to even years  Consent Agenda Tax: releases/refunds  Approval of Budget. Amendment #4 to the FY 22/23 Budget Ordinance for the streambank/line item for the necessary repairs needed to the stream bank at Bill Approval of Budget Amendment # 5 to the FY 22/23 Budget Ordinance for additional funds to be paid to Fletcher Fire & Rescue from the recent audit in the amount of Approval of Budget. Amendment #1 to the CSLFRF Grant Project Ordinance. Approval of Resolution R-23-02 in support of the 20% match requirement (14,000 inferred) for an MPO Planning Grant related to the Cane Creek Greenway Extension Mayor Blakely asked for any comments, concerns or questions on the consent agenda if there is none doIhave a motion to approve the consent agenda as  Moore Community park.  $76,340.  presented.  2    Mayor Pro-Tem Bob Davy stated so moved and it was seconded by Councilwoman  Sheila Franklin.  Motion carries all in favor.  Public Hearing to consider CZ #2023-01, a conditional zoning application to rezone a portion of 49 Overton Place from C-ltol R-2 in order to allow a 4-lot Planning & Zoning Director! Eric Rufa gave an overview of the request to a conditional rezoning of 49 Overton Place. PIN 9653-62-4538 The property is currently zoned C-1 the owners are asking for a conditional rezoning of a portion of the property to R-2. The request was approved by the Planning & Zoning Board. Mr. Jacques Fogel spoke on his request for conditional rezoning and his reasons for wanting this change. He said that they have had issues in the past with drugs and crime with this being a mobile home park and he feels that with this becoming an RV  campground -1 Eric Rufa, Planning & Zoning Director.  park that they will have better clientele there.  Discussion Followed:  Mayor Blakely asked for a motion to enter the public hearing to consider  conditional zoning application #2023-01.  Mayor Pro-Tem Bob Davy stated sO moved and it was seconded by Councilwoman  Sheila Franklin.  Motion carries all in favor.  Mayor Blakely stated that we did not have anyone signed up for the public hearing  but would anyone like to speak at the public hearing? No one was interested in speaking at this time.  Mayor Blakely asked for a motion to close public hearing.  Mayor Pro-Tem Bob Davy stated so moved and it was seconded by Councilman  Keith Reed and Councilman Trevor Lance. Motion carries all in favor.  3    Mayor Blakely stated that now Councilwoman Franklin you can make the motion to Councilwoman Sheila Franklin stated that she would like to make a motion to approve conditional use 2023-01 and also to include the maintenance of the fence along the property line and it was seconded by Mayor Pro-Tem Bob Davy.  approve.  Motion carries all in favor.  Presentation on a community project called Just-Serve- Steve Stay.  Steve Stay gave presentation on website being offered through a local church to Anyone who would like to give back to their local community can go onto the website and look for volunteer opportunities. Service projects where help is needed He also noted that the website is monitored to avoid any false information being  volunteer in the community.  can also be posted to the website.  posted.  Discussion Followed:  Mayor Preston Blakely asked if council was ok with putting this in the newsletter.  Mayor Pro-Tem Bob Davy stated that also on the website as well.  He also asked for Mr. Stay to put together an introductory paragraph that we can put  on our website.  Mr. Stay said that sure he can put something together.  Council mutually agrees to having this information put in the newsletter and on  the website.  Approval of lowest responsible bidder for multi-use courts in Bill Moore  Community Park- Mark Biberdorf, Town Manager.  Town Manager Mark Biberdorf stated that Ir mentioned to you last week at the council meeting that we had our bid opening last Thursday at 2:00 pm. We: received  4    bids from 4 firms and you have a cover memo and a copy of the bid tabulation in your packet. Our lowest responsible bidder is Patton Construction Group with a bid of$ $427,850.00. The scope of the project expanded al little bit from what you approved initially as a CIP project. It is going to: require more monies to be appropriated. Ihave been working with our finance officer about how much more money will need to be appropriated. We are anticipating about $225,000.00 budget amendment to come back in. April to make sure we have enough money  appropriated. Discussion Followed:  Mayor Blakely asked for a motion to accept Patton Construction as the lowest responsible bidder for the multi court project at Bill Moore Community Park. Mayor Pro-Tem Bob Davy stated sO moved and it was seconded by Councilwoman  Sheila Franklin.  Motion carries all in favor.  Approval of Resolution R-23-03 (amended) for commitment to provide right-of- way for future extension of Old Cane Creek Road - Mark Biberdorf, Town  Manager.  Town Manager Mark Biberdorf stated that for additional informationIdid. let the engineer who is representing our developer of record know that our intention is to have the developer construct and build the road and that council would be donating the right of way. (Keep in mind that we are no longer under contract with this  developer) Discussion Followed:  Mayor Blakely asked for a motion to approve Resolution R-23-03. Councilman Trevor Lance stated that he would make that motion and it was  seconded by Councilman Keith Reed. Motion carries all in favor.  Traffic issues in Windsor Forrest - Mark Biberdorf, Town Manager and Jabbo  Pressley, Public Works Director.  5    Town Manager Mark Biberdorf stated that as a follow up from last week and Iwent through all the issues that have been brought to our attention from the Windsor Forrest neighborhood. Iwent through these items with staff and council and some of First thing was support on the: restriction of truck traffic on Fanning Bridge Road. I think the consensus from council was to support this with a Resolution as Idid not have time to prepare that andIcan have it back to you at the April meeting. The second thing on there was the speed limit and after staff looking at this we are comfortable to reduce the speed limit from 25 to 20 miles per hour. So, we will work through the process as we might have to have some action with an ordinance. Looking at the requests that came from Windsor Forrest and with discussion that has come from Livingston Farms and South Chase has had issues as well is to come up with a (draft) traffic calming policy. Iwould like to do some additional research on that and come back to you with a good recommendation on a traffic calming policy. We did find some documents from McGill. Associates that was before my time ona a traffic calming policy and I do not know ifi it was ever made official. We are looking at purchasing a speed monitoring trailer that we can move around  these items may need follow up action from council.  to different neighborhoods.  Chief Dan Terry answered questions that council had on various issues concerning speeding in the area. He also spoke on staffing and that once he is fully staffed they will be able to concentrate more on traffic entorcementspeding within the town.  Discussion Followed:  Mayor Blakely asked Town Manager Mark Biberdorf do you have anything else on Town Manager Mark Biberdorf stated that as long as council is comfortable with  this.  the things Imentioned to move forward with this.  Discussion Followed:  Council is comfortable with moving forward with these items and they will be  reviewed/updated at next month's meeting.  6    Request for funding assistance from state legislative delegation- Mark Mayor Blakely stated that we discussed this last week and Ik believe ifIrecall correctly that we were going to move item #2 to item # 1 and move item #1 down to  Biberdorf, Town Manager.  item #2.  Items listed (originally) were:  1) Body Worn Camera & In-Car Camera System ($235,000) 2) Infrastructure Funding for' Town Center Project ($500,000) 3) Extension of Cane Creek Greenway ($500,000)  Items listed will now be as:  1) Infrastructure Funding for Town Center Project ($500,000) 2) Body Worn Camera & In-Car Camera System ($235,000) 3) Extension of Cane Creek Greenway ($500,000)  Mayor Blakely asked do we have a motion to approve the legislative delegation Mayor Pro-Tem Bob Davy stated so moved and it was seconded by Councilman  request list as presented.  Keith Reed.  Motion carries all in favor.  Comments from the' Town Manager Mark Biberdorf  Imentioned last week that the Polco citizen survey has been officially completed. It closed on February 24 and we will get the report from them on March 24. We had a fairly decent response rate at 605 out of 3,000 households. That is in excess of 21% The streambank repair at the park is essentially completed. Huntley Construction did a great job if you get a chance to check it out. We do have a request back from Duke Energy to put an additional shield on the guide wire on the utility pole there as  and we are anxious to get the results back.  iti is essentially close to the trail.  7    On the satellite annexation "interest" request from Fernleaf Charter School on their property off ofOld Hendersonville Road near Brickton Village and Sycamore Cottages. Italked to Michael Luplow "via email" the school Administrator on this and he is planning on coming to the. April agenda review meeting. The pill drop/document shredding event on April 15 from 9:00 to noon in the  southside parking lot. motion to adjourn. Trevor Lance.  Mayor Blakely asked for any other business from council and it not do we have a Mayor Pro-Tem Bob Davy stated sO moved and it was seconded by Councilman  Motion carries all in favor.  Adjourned: 7:28 pm Approved:  4-10-33 Date  lakDlly Mayor Preston! Blakely  8    Town of Fletcher Budget Retreat Meeting Minutes March 29, 2023  Call the meeting to order at: 08:31 am Those who were in attendance are as follows:  Mayor Preston Blakley Mayor Pro-Tem Bob Davy Councilman Trevor Lance Councilwoman Sheila Franklin Councilman Keith Reid Town Manager Mark Biberdorf Assistant Town Manager Heather Taylor IT-1 Mathew Horton Parks & Recreation Director Greg Walker Police Chief Dan' Terry Public Works Director Jabbo Pressley Planning & Zoning Director Eric Rufa Fire Chief Greg Garland  IT-Matthew Horton went over the requested IT budget for the upcoming FY23-  24.  Decreases in the following IT budget items  Dues  $3 37,344.00 3,500.00  MS Cloud Services #1  Increases in the following IT budget items  Contract One who Serves IT Subscriptions  $ 43,020.00 $ 1,500.00  Decision Package items requested #1 MS Cloud Services  $ 8,600.00  1    #2 Town Hall server #3 Network switches  $ 28,000.00 $5 50,000.00  He then answered questions that council had on the IT budget items.  Parks & Recreation Director Greg Walker went over the requested Parks &  Recreation Budget for the upcoming FY 23-24.  Decreases in the following Parks & Recreation budget items  None  Increases in the following Parks & Recreation budget items  Wages & Salaries Part-time salaries Overtime FICA Retirement 401 'K" Utilities Fuel Expense Program Materials Summer Day Camp Uniforms Arboretum Park Expenses  $ 11,780.00 $10,752.00 500.00 $ 1,763.00 $ 3,435.00 $ 614.00 $ 2,000.00 $ 900.00 $ 2,000.00 $ 4,500.00 $ 250.00 1,000.00  Decision Package items requested  #1 Scag Mower #2 Golf-Cart Utility  $ 16,000.00 $ 16,000.00  He then answered questions that council had for him on his budget items.  Police ChiefDan Terry went over the requested Police Department Budget for  the upcoming FY 23-24.  2    Decreases in the following Police Department budget items  Travel &' Training Physicals &1 Drugs Uniforms  $ 1,000.00 $ 400.00 $ 7,500.00  Increases in the following Police Department budget items  Salaries & Wages Holiday Pay FICA Retirement 401K Postage Fuel Expense Network Subscription  70,593.00 1,579.00 $ 7,051.00 $ 22,211.00 $ 3,610.00 $ 300.00 $ 5,010.00 1,200.00  Decision Package items requested #1 Body Worn Cameras #2 Part time Positions  $234,625.00 2 20,000.00  He then answered questions that council had for him on his budget items.  Mayor Blakley asked for a motion to take a short break.  Councilman Trevor Lance made a motion to recess (break) and it was seconded  by Councilwoman Sheila Franklin. Motion carries all in favor. Break at: 10:28 pm Back from Break at: 10:44 pm  Public Works Director Jabbo Pressley went over the requested Public Works  Budget for the upcoming FY23-24.  3    Decreases in the following Public Works budget items  None  Increase in the following Public Works budget items  Salaries & Wages Part Time Salaries FICA Retirement 401 "K" Utilities M&RFacilities Fuel Expenses Landfill Charges Recycling Uniforms Disposal Fees M&I R Equipment  $29,090.00 $ 550.00 $ 2,443.00 6,910.00 1,570.00 12,000.00 5,000.00 15,000.00 $ 10,000.00 50,000.00 1,200.00 2,000.00 1,500.00  Decision Package items requested  #1 Dump Bed Insert #2 Utility Terrain Vehicle  $ 15,000.00 $ 15,000.00  #3 Town Hall Security Upgrades $ 60,000.00  He then answered questions that council had for him on his budget items.  Planning & Zoning Director Eric Rufa went over the requested Planning &  Zoning Budget for the upcoming FY 23-24.  Decrease in the following Planning & Zoning budget items  Storm Water Program Dues & Subscriptions  $17,048.00 $ 200.00  4    Increase in the following Planning & Zoning budget items  Grant Expense Salaries & Wages FICA Retirement 401K Postage Fuel Expense Dept Supplies  14,000.00 6,209.00 475.00 1,407.00 287.00 100.00 100.00 200.00  $ $ $ $ $ $ $  Decision Package items requested  None  He then answered some questions that council had for him on his budget items.  Fletcher Fire & Rescue Budget for the upcoming FY 23/24  Fire Chief Greg Garland gave on overview oft this past year with Fletcher Fire & Rescue on the calls they received and what they are looking at for their budget in the upcoming year. He then answered questions that council had for him.  Discussion Followed:  Mayor Blakely asked for a motion to recess until 1:00 pm.  Mayor Pro-Tem Bob Davy stated so moved and it was seconded by Counciwoman  Sheila Franklin.  Motion carries all in favor. Recess for Lunch at: 11:48 am Back from Lunch at: 12:36 pm  5    Assistant Town Manager Heather Taylor went over the Administration, Professional Services, and Town Facilities for the upcoming FY 23-24.  Decreases in the following Administration items  Fuel Expense  $  300.00  Increases in the following Administration items  Salaries & Wages FICA Retirement 401"K"  $ 28,284.00 $ 2,163.00 $ 7,023.00 $ 1,414.00 $ 400.00  Motor Vehicles Expense  Decreases in the following Professional Services items  Legal  2,500.00  Increases in the following Professional Services items  Public Accountant Professional Services/contract Fletcher Town Center Economic Development Apple Country Transit Elections/Consultants  $  500.00 3,000.00 $ 10,000.00 10,515.00 $ 288.00 $ 5,500.00  Decreases in the following Town Facilities items  Postage Advertisements Contract Services  $ 1,300.00 $ 1,000.00 $ 5,000.00  Increases in the following Town Facilities items  Utilities Wellness Program  $ 2,000.00 $ 500.00  6    She then answered any questions that council had for her on these items.  Town Clerk Christine Thompson went over the Governing Board budget FY23- Town Clerk Christine Thompson stated that the Governing Board budget would basically remain the same as there was not going to be any additional things requested this year and as you can see the only increase is for COLA in salaries and  24  wages and FICA as well.  Council had no comments on the Governing Board budget items.  Town Manager Mark Biberdorfwent over Revenues for the upcoming FY 23-24.  Revenues  FY 22-23 Budgeted Values FY 22-23 Billed Values FY 23-24 Projected Values Percentage Change in Base  $ 1,416,605,606 $ 1 1,421,664,482 $ 1,745,880,756  22.81 % (Preliminary Figures)  Most of this increase is attributed to revaluation. Working with the. Assessor's office to determine how much of increase in real values is from new construction versus Total property value estimates will likely increase as we receive more definite numbers on the business personal and individual personal property listings. The' Tax. Assessor should be providing monthly updates on projected values from Residential construction activity to be strong with Sycamore Cottages development getting close to being built out (151 single-family units when fully built out). BSC Holdings should be starting site improvements this spring on the former Rutledge Heirs property near town hall. We also have two single-family home subdivisions on  existing properties.  March through June.  7    Rutledge Road that are: in various stages of construction (one for 901 homes and the We continue to bill at a higher amount than what was budgeted for: real and personal property values ($58,937 in actual levy above what was budgeted). Sales Tax $130,952 higher than budget through our March distribution or % of this year, equates to being 11% higher than projected budget right now. Utilities Sales Tax - $39,650 higher than budget through out March distribution or % of the year, this equates to being 11.2% higher than projected budget right now. This revenue source is incredibly variable due to fluctuations in the weather but  other for 74 homes)  right now we are on target.  Cable Sales' Tax $975 lower than budget through our March distribution or % of this year, so we are: slightly below target. We budgeted $12,875 per quarter, but it looks  like we are now averaging $12,300 per quarter.  Disposal Tax- - $140 higher than budget through March distribution or % of the year, ABC Distribution = Our budget for this year was $270,000 or approximately $67,500 quarterly distribution, so far, we. have received two distributions totaling $145,000. Thus $10,000 higher over the two quarters. Not sure if the remaining two distributions will be above budget but it appears to be tracking that way. ABC Law Enforcement = Our budget for this year was $8,800 or approximately $2,200 quarterly distribution. So far, we have received two distributions totaling $9,187. Thus $2,587 higher over the two quarters. The two remaining quarters are Land Use Permits - our budget for this year was $7,000 and we have collected $3,990 Recreational Activities = Out budget for this year was $95,000 and sO far, have collected $61,000. This puts us on target for reaching or exceeding out budget. We currently have $25,000 outstanding in Summer Day Camp fees, plus the youth sports field rentals and shelter rentals that will happen through the end of the year.  so we are: right on target.  to be determined but appear to be tracking above budget.  to date. This puts us close to being on target.  8    Budget Issues forl FY 23-24  1) Development of the Fletcher Town Center - Staff will be working with DOT to determine the final set of traffic mitigation improvements for the proposed mixed-use development on Hendersonville Road. It would be preferred to bring our former developer back under a new agreement for this project. Other options to consider would be fielding proposals from other developers 2) Capital Projects to Consider with Fund Balance Designation The use of the town's $2.6 million award from the American Rescue Plan towards salary and benefits has freed up revenues for future capital projects. Some examples of projects to consider are extension of Cane Creek Greenway.imfasructure improvements for the Town Center project, and stormwater mprovements. 3) Employee Compensation & Retention - attracting and retaining highly qualified staff has been challenge for all employers. In light of the high inflationary factors occurring and competition for other employers, we would like council to consider the following cost ofl living increases and general 4 % cost of] living adjustment for all employees in the new fiscal year. Bonus compensation paid on a tier basis in current fiscal year to minimize impact to new base budget - $2,000 for employees at Pay Grade 64 and lower  for this property.  compensation to employees:  and $1,000 for employees at Pay Grade 65 and higher. This will help to offset the challenge of making larger cost of living adjustments that significantly increase our base budget.  Discussion Followed:  Council has asked HR to figure out what the 2.5 % recommended increase (Market study) would be for employees based on total salaries of all employees' times 2.5% then divide the amount among all full-time employees (40). The amount calculated would evenly give each employee the same thing. HR will be working on this and present a memo with the figures at the It was also suggested that this calculation be used for the proposed for the 4%  April council meeting.  COLA in the new budget year.  9    Goals for FY23-24  Maintain existing service levels within our current tax structure, this will include a downward adjustment of our tax: rate due to increases from  revaluation.  Continue to dedicate 8.5 cents of the tax levy toward year three of the Five Continue to work finalize the traffic mitigation improvements required for the Town Center project and reengage our former developer partner or a new  Year Capital improvement Plan (CIP)  one to move forward with the plan.  Capital improvement Plan Annual Budget FY 2023-2024  Present Defintion/Parameters of the Capital Improvement Fund:  This is the third year of implementation of the Five-Year Capital Improvement Plan (CIP) fir FY 2022-FY 2026. Capital projects include facilities and equipment that support new services as well as replacement of existing facilities and equipment. The cutoff in costs to projects to be eligible under The Town currently designates $0.85 of the tax: rate to CIP. From this total, $0.65 is to be applied to debt service on projects supported by loans. The remaining $0.2 of the tax levy is to be applied to new projects paid for with  CIP is $25,000.  cash ore pay as you go projects. Estimated Revenues:  Using the base property values (which was actually billed for the current fiscal year), the Town is looking at approximately $ 1,421,664,482 in total valuation. With 8.5 cents of the tax being committed for CIP, this would produce $1,196,331 in tax levy for the new budget year. This figure will be adjusted several times as the Town receives updated values from the County and  determines a new tax rate.  10    Current Commitments:  Debt obligations for four projects and the: resulting debt service is a part of our current commitment of CIP funds. The debt service requirements and  revenue available for each project are as follows:  Town Hall Improvements Town Center Property on Hwy 25 Garbage Truck Copier Lease Payments  $541,718 $164,988 $102,734 $ 11,896 $821,336 $914,841 $ 821,336 $ 93,505  Debt Service Budgeted Total Debt Service Commitment Debt Service Available  Projects Funded Without Debt Service PW -Utility Tractor with attachments Parks & Rec Maintenance Truck  Police Car Rotation  $137,000 95,000 $ 40,000 $272,000  Total Commitments  Total Non-Debt Service Budgeted Total Non-Debt Commitment Non-Debt Available  $281,490 $272,000 $ 9,490  Mayor Blakely asked for a motion to enter into Closed Session for contractual  matters?  11    Councilwoman Sheila Franklin stated that she would make that motion and it was  seconded by Councilman Trevor Lance. Motion carries all in favor. Went in Closed Session at: 2:09 pm  Closed Session to per NCGS 143-318.11 (5) ContractualMatters.  Came out of Closed Session at: 3:34 pm Mayor Blakely asked for a motion to adjourn?  Mayor Pro-Tem Bob Davy stated so moved and it was seconded by Councilwoman  Sheila Franklin.  Motion carries all in favor. Adjourned: 3:34 pm  Approved:  H-10-3 Date  latBlbs  Mayor Preston Blakely  12