Town of Fletcher Agenda Review Meeting Minutes January 3, 2023 "Tuesday"  Call the meeting to order at 6:00 pm Those who were in attendance are as follows:  Mayor Preston Blakely Mayor Pro-Tem Bob! Davy Councilman Keith Reed Councilwoman Sheila Franklin Town Manager Mark Biberdorf  Councilman Trevor Lance did not attend this meeting.  Moment of Silence: Pledge of. Allegiance: ***Public Comments*** None at this time (12/5, 12/12)  Approval of minutes-corrections, additions or deletions. No comments were made on the minutes at this time.  Council Updates: None at this time Consent Agenda Taxreleases/relunds:  No comments on the Consent Agenda at this time.  Introduction of applicants to fill current at large vacancy on the Planning &  Zoning Board.    Mayor Blakely stated that we would go by the order as to the applications in our packet. He asked that when your name is called please come up to the podium and  tell us about yourself and why you would like to serve.  The candidates are as follows:  Robyn Mondin Olga Grooman John Brandon Olsen Steven Crouch Discussion Followed: Mattern & Craig.  Presentation of revised traffic analysis for Town Center Project - James Voso, Town Manager Mark Biberdorf stated that James Voso will be here to give a more in-depth overview as to why for all the mitigation improvements. Will Buie will also be here as well to provide a: reaction from the former developer on these Also,Imentioned to you about the scenario of Old Cane Creek Road being extended to Howard Gap Road this version oft the report includes that. He provides several different scenarios in there if you did support the extension of Old Cane Creek Road to Howard Gap Road. They are also still asking for the mitigation improvements on Fanning Bridge, Hwy 25 and the exit to Depot Street.  improvements.  Discussion Followed: Associates.  Cost estimates for streets recommended for resurfacing - Ben Cathey, McGill Town Manager Mark Biberdorf stated that you have a cost estimate from McGill Associates. Ben Cathey will be here to give more in depth of how they arrived at these figures. We are. looking at paving two streets, Hawks Nest and Sandpiper Court. He has worked out what the cost estimate at what we would anticipate an approximate amount for bids. That is at $133,520,000 and with their soft costs in (project design, bidding and award, construction observation and contract administration and materials testing $28,700.00) the total would be $ 162,220.00.  Discussion Followed:    Mayor Pro-Tem Bob Davy asked about the quality of the undercut and removal of 12 inches of unsuitable soil and replacement with 12 inches of CABC as to why would Town Manager Mark Biberdorf stated that this has been an issue before. They are Public Works Director Jabbo Pressley stated that this has been an issue before and last year it was with Barrington Court. This is why it was included in this  this be an issue in Southchase.  anticipating this and have accounted for that in the budget.  estimate.  Discussion Followed:  Town Manager Mark Biberdorf stated that if we don'tneed the materials then  there is a pay out or reduction in the final bill/cost.  Discussion Followed:  Cost analysis for brining recycling services in house - Mark Biberdorf, Town Town Manager Mark Biberdorf stated that our contract with curbside management is coming up in April and we. have had a good experience with them. Before our renewal comes in we wanted to look at the cost of what it would be to bring it in house. When we met with curbside back in June the average cost per household (for municipalities) was anywhere from 4.39 up to 4.56 and we are at 3.07 per household. Inlooking at this Iwanted to go through the process of analysis. On the second page of the report you have a breakout of what we would estimate cost wise  Manager and Jabbo Pressley, Public Works Director.  to put this under public works. Discussion Followed:  Public Works Director Jabbo Pressley gave an overview of the attached report  and answered questions that council had for him.  Discussion Followed:  Comments from the Town Manager Mark Biberdorf.  On the Polco survey they should be very close to having that done as Ihave been back and forth with them right before the holidaysrelormating the custom questions    that we discussed. Iam anticipating that any day I will have a final draft of this and then we will review it to make sure it has everything we wanted. ThenIwill send out a revised timeline and Iwill definitely let you know when it is done and when it Ont the design of our tennis, pickle ball, basketball courts out at the park, Ihave been talking back and forth with Ben Cathey from McGill. It has been a little more complicated because of the drainage (permitting) that has caused a delay. They still are going to do bio-retention cells sO that it satisfies stormwater issues and gives an opportunity for expansion down the road. The area is just so flat right there. Our market study on pay, it has been challenging with our consultant (Robertson Miller) Heather has been going back and forth with her point of contact there. We have got a certain number of employees below and some above (according to their market analysis) so we are trying to find a way to make some meaningful recommendations to do some increases and how does that effect pay scale to those who are above market. This shifts our who pay scale and we are trying to figure a way to do this and then come to you with recommendations. We are getting very  will be released.  close on it but it has been difficult. Discussion Followed:  Ihad ai request from (Call from Lew Bleiweis) the Airport Authority to use our council chambers for their board meetings. They are getting ready to go under major renovations and their meeting room will be unavailable during that time. This would be starting in April or May and they meet the second Friday every month at 8:30 in the morning. We don'thave a conflict with that time frame but it is a long- term commitment as they would need it starting in April or May and run through  2026. Let me know if you have any strong feelings on this.  Discussion Followed:  Reminder about the budget workshop next week at 4:00 pm in here. Department heads will provide an overview of past year accomplishments and then any big  picture items and then we will have dinner for you.  Mayor Blakely asked for a motion to adjourn and it was so moved by Mayor Pro-  Tem Bobl Davy and seconded by Councilwoman Sheila Franklin.  Motion carries all in favor.    Adjourned: 07:09 pm  Approved:  2-13-33 Date  Mayor Preston.Blakley DA    Town of Fletcher Town Council Meeting Minutes January 9, 2023  Call the meeting to order at: 4:00 pm Those who were in attendance are as follows:  Mayor Preston Blakely Mayor Pro-Tem Bob Davy Councilman Trevor Lance Councilman Keith Reed Town Manager Mark Biberdorf Assistant Town Manger Heather Taylor Planning & Zoning Director Eric Rufa Parks & Recreation Director Greg Walker Police Chief Dan Terry Public Works Director Jabbo Pressley  Councilwoman Sheila Franklin attended the meeting via Zoom.  Budget workshop on past year accomplishments and emerging issues FY 2023- IT Matthew Horton gave an overview of this past budget year for IT and what he  2024 Budget.  anticipates will be in the upcoming budget year.  Upcoming Budget items Cost increases email services  Yearly: replacement of desktops (ongoing every year)  Just sO you are aware myself and Bryan bought the company from the owners so now you will be dealing directly with us and this will not change anything with the town. Assistant Town Manger Heather Taylor gave an overview of this past budgety year  for. Administration, Professional Services &' Town Facilities.    Upcoming Budget items  Things will mostly remain about the same. She stated that she does not see the Town Facilities budget increasing not by much this year. There will be an increase in Mayor Pro-Tem Bob Davy asked about the board of elections using our facilities Town Manager Heather Taylor stated that this is cost that they set to be able to hold the election by their board. Ithink we are charged per ballot too.  legal fees as we have an election upcoming this year. and is any of our costs offset by them using our room.  Discussion Followed:  Parks & Recreation Director Greg Walker gave an overview of this past budget year for Parks & Recreation and what he anticipates for the upcoming budget year.  Upcoming Budget items Replace old scag mower 72 inch. did not purchase this. Discussion Followed:  Anticipating 7% increase in supplies for our programs.  Replace golf cart money was budgeted several years ago but with cost increases we  AVD unit in park (looking at place to put it to avoid theft/vandalism)  Police Chief Dan Terry gave an overview of this past budget year for the Police department and what he anticipates for the upcoming budget year.  Upcoming Budget items Body worn cameras $162,000 to $ 235,000 Line item for part time employees  Public Works Director Jabbo Pressley gave an overview of this past budget year for Public Works Department and what he anticipates for the upcoming budget year. Dump bed inserts and other equipment to finish out the new trucks recently Items for better security in the building, doors, bullet proof glass.  Upcoming Budget items purchased. Golf Cart replacement    Planning & Zoning Director Eric Rufa gave an overview oft this past budget year for Planning & Zoning Department and what he anticipates for the upcoming budget  year.  Upcoming Budget items Discussion Followed:  20% match on the grant funding for the greenway extension/infrastructure.  Town Manager Mark Biberdorf gave an overview of revenues, CIP and other projects for this past budget year and what he anticipates for the upcoming budget  year.  Upcoming Budget Items 3Police cars  2 trucks for public works (equipment) Resurfacing of trail at Kate's park Basketball, Pickle ball, Tennis courts  Discussion Followed:  Mayor Blakely asked for a motion to recess until 6:00 pm and it was sO moved by Councilman Keith Reed and it was seconded by Councilman Trevor Lance.  Motion carries all in favor. Recessed at: 05:22 pm  Call the meeting to order at: 6:00 pm  Moment of Silence: Mayor Blakely asked for a moment of silence Pledge of Allegiance: Mayor Blakely led the group in the Pledge of Allegiance  ***Public Comments***  John Brandon Olsen 33 Stoney Brook Court Fletcher spoke on the Fletcher Youth Baseball/Softball and needing volunteer coaches and umpires. Also, they have had some issues with their website and registration but that has since been corrected.  Approval of Minutes-corrections, additions or deletions.  (12/5, 12/12)    Mayor Blakely asked for any corrections, additions or deletions to the minutes and ifnone do we have a motion to approve the minutes as presented and it was so moved by Councilman Keith Reed and seconded by Councilman Trevor Lance.  Motion carries all in favor Council Updates: None at this time Consent Agenda Tax: releases/refunds  Mayor Blakely asked for any questions, comments on the one item on the consent agenda and if none do we have a motion to approve the consent agenda as presented and it was sO moved by Mayor Pro-Tem Bob Davy and seconded by  Councilman Keith Reed. Motion carries all in favor.  Selection of applicant to fill current at-large vacancy on the Planning & Zoning Mayor Blakely stated council you have a ballot in front of you and if you will write your preferred candidate on the ballot and pass it down to me. If we have a majority for one: individual thenIwill ask for a motion to approve that individual. Mayor Blakely stated that we have two votes for Ms. Grooman and two votes for Ms. Mondin (tie broken by Mayor Blakely) and with that being said my preferred candidate is Ms. Grooman so Iwill ask for a motion to approve Ms. Grooman to the at Councilman Trevor Lance stated that he would make that motion and it was  Board.  large position on the planning board. seconded by Councilman Keith Reed. Motion carries all in favor. Mattern & Craig.  Presentation of revised traffic analysis for Town Center Project - James Voso, Mayor Blakely asked Mr. Voso to come to the podium to give his presentation on  the revised traffic analysis.    James Voso of Mattern & Craig gave a presentation on the revised analysis and answered questions that council had for him. He also stated that this will now go  back to DOT: for the comments/approva. on this.  Discussion Followed: Associates.  Cost estimates for streets recommended for resurfacing = Ben Cathey, McGill Ben Cathey of McGill Associates gave a brief overview of the estimate for repaving the recommended streets and answered questions council had for him. Mayor Blakely asked the Town Manager if council needed to approve this estimate. Town Manager Mark Biberdorf stated that yes if you could make a motion that you Mayor Pro-Tem Bob Davy stated that he would make a motion that he supports this  support this then we will go to bid.  (paving estimates) and it was seconded by Councilmember Lance.  Motion carries all in favor.  Mayor Blakely stated that while we have Ben Cathey here we would like to go over the court design that has been recently completed. (Pickle ball, Tennis & Ben Cathey went over the recently completed design for the courts to be constructed in the park and answered questions council had for him.  Basketball)  Discussion Followed:  Cost analysis for bringing recycling services in house - Mark Biberdorf, Town Mayor Blakely stated that after discussion last week council wanted to continue  Manager and Jabbo Pressley, Public Works Director.  negotiations but also wanted to continue to go over this item.  Town Manager Mark Biberdorf with our recycling contract being up we wanted to look at a cost analysis to bring this in house. The estimate on this is $167,000 looking at for a two-person crew, equipment, fuel expense, maintenance, training cost,  uniforms, and insurance.    Discussion Followed:  Comments from the Town Manager Mark Biberdorf.  Our Polco Citizen survey is about ready to go and I printed that out and will be ready The. Airport Authority has requested use of the council chambers for their meetings due to renovations at the airport that is about to go on.Iemailed Trevor on this andl I think the consensus from council on this is to charge them to use council chambers for a period of time they need to use this for their board meetings. The meetings would be the second Friday of every month at 8:30 in the morning and we would charge them the non-resident rate. This would be starting in the. April or May range.  for release soon and we are working on some items to market it.  This would run until 2026. Discussion Followed:  Mayor Blakely thanked staff for being here early for the budget workshop and he asked for a motion to adjourn and it was so moved by Mayor Pro-Tem Bob Davy and  seconded by Councilman Trevor Lance.  Motion carries all in favor Adjourned: 07:01 pm  Approved:  3-13-33 Date  Wy Mayor Prestor/Blakley