Town of Fletcher Agenda Review Meeting Minutes November 7, 2022  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 Councilman Trevor Lance Councilwoman Sheila Franklin Town Manager Mark Biberdorf Moment of Silence:  Pledge of Allegiance: Led by scout troop  ***Public Comments*** None at this time. (10/3,10/10)  Approval of minutes-corrections, additions or deletions. No comments were made on the minutes at this time.  Council Updates  Mayor Pro-Tem Bob Davy commented on the Veterans Celebration on Saturday morning and said that it went really well and they had a great turn out.  Consent Agenda Tax refunds/releases proposal.  Approval of Budget. Amendment #1 to the FY 22/23 Budget Ordinance for Polco Approval of Budget Amendment #2 to the FY 22/23 Budget Ordinance for adjustment Approval ofl Budget. Amendment # 3 to the FY 22/23 Budget Ordinance for the  to fix wrecked police car. purchase of 5 new police cars.    Town Manager Mark Biberdorf answered some questions council had on the wrecked police car and the budget for purchasing five new police cars.  Consideration of American Rescue Plan (ARP)allocation for less restrictive administrative requirements - Mark Biberdorf, Town Manager.  Town Manager Mark Biberdorf stated that this is a follow up item from discussion last month. Italked to you at some length about the option of taking your ARPA allocation and spending it towards salary and benefits. Ithink that you wanted a He then went over the information in the packet concerning the expenditure of ARPA funds and the grant project ordinance that council approved back on. August 9, 2021. He said that you would first amend the grant project ordinance to allow the funds to be used towards salary and benefits and then at the end of the current fiscal year you would make a fund balance assignment designation for that exact amount of funds. This would free up the funds for other capital projects and it would be less restrictive  more detailed explanation of how this would happen.  as well as how the funds are specifically used. Mayor Blakley stated that he fully supports this.  Mayor Pro-Tem Bob Davy stated that he supports this as long as we put something in at the end of the year that says the total amount will be set aside for capital  projects.  Discussion Followed:  Councilwoman Sheila Franklin asked about allocation of funds.  Town Manager Mark Biberdorf stated that it has to allocated by the end of 2024 towards any eligible funds. The funds have to be fully expended by the end of  2026.  Discussion Followed: Town Manager  Consideration of legislative priorities list for FY 2022-2023 - Mark Biberdorf, Town Manager Mark Biberdorf went over the legislative priorities list (copy to be attached to final minutes) in the agenda packet and suggested the removal of items  9,10&13.    Mayor Pro-Tem Bob Davy suggested the removal ofi item number 7 concerning funding for a new library since this more than likely will not happen.  Council agrees with this.  Councilwoman Sheila Franklin suggested removing item 12 since we currently already have the signs we: need and that this seems like a small thing to ask for when  there are sO many more larger requests on the list already.  Council agrees with this.  Update on resident response for interest in sewer service extension - Mark Biberdorf, Town Manager and Christine Thompson, Town Clerk. Town Manager Mark Biberdorf stated that al letter was mailed out on September 14 to all the residents on Westfield Road, North Hudson Lane and Dogwood Terrace. There were 38 letters and 36 we defined that did not have access to sewer. We put a deadline of October 14 to: respond and the response was mixed and quite a few had not responded at all. Christine spent a good amount of time placing phone calls to Town Clerk Christine Thompson gave an overview of her contact with residents Town Manager Mark Biberdorf stated that we. had 11 property owners that said yes, 7 property owners that said no, 1 undecided and 17 with no response. Ifyou want half the people to say yes to due our due diligence here then you would need to get 7 more people responding. (18 total) We are. just looking for some direction  the people that had not responded that we had good numbers for. and some of the responses/conversations that she had with them.  here or does it end. Discussion Followed:  Due to the lack of1 response council agrees not to move forward with this and the Town Manager stated that letters would be sent out to notify residents that we did not  get enough of response to move forward with this project.    Status of discussion with NCDOT on improvements required for Town Center Town Manager Mark Biberdorf stated that with the developer recently terminating the purchase and sale agreement with the town, we decided to complete the traffic impact analysis with NCDOT. This was to determine what mitigation improvements would be acceptable and at what cost so that we can enter back into an agreement (developer) and move forward with the project. We met on October 31 to discuss issues (per memo in the agenda packet) and going  project-I Mark Biberdorf, Town Manager.  forward the following measures would be taken:  Mitigation measures would be proposed. Bridge Road (possibly Howard Gap Road)  NCDOT would prepare cost estimates for mitigation measures at Fanning These estimates would be used to establish the developer's scontribution to a  larger NCDOT project.  Discussion Followed:  Comments from the Town Manager Mark Biberdorf.  New Fletcher Library Partners met on October 19, 2022 to discuss dissolution of the group as they have decided to dissolve the group as a non- profit given the circumstances and they have raised $16,000 and are trying to decide on what to do with the funds that they raised. They have to be used towards the community in some manner. Ihave agreed for the town to store the records from the group. We are onboard with Polco and have executed the agreement with them and will be meeting soon with staff to discuss what type of questions that they would like to be As mentioned earlier by Bob the veteran's event this past Saturday had a great turnout. Also, the Halloween carnival was switched back to a larger community Mayor Blakely asked for a motion to adjourn and it was sO moved by Councilwoman Sheila Franklin and seconded by Councilman Keith Reed.  put on the survey.  event and had a large turnout as well.  Motion carries all in favor.    Closed Session per NCGS 143-318.11 (4) "Industrial Matters"  (Regular Meeting)  Adjourned: 06:51 pm Approved:  Taaa  Date  Mayor RTE  Blakely    Town of Fletcher Town Council Meeting Minutes November 14, 2022  Call the meeting to order at: 6:00 pm Those who were in attendance are as follows:  Mayor Preston Blakley Mayor Pro-Tem Bob Davy Councilwoman Sheila Franklin Councilman Keith Reed Councilman TrevorLance Town Manager Mark Biberdorf Moment of Silence: led by Mayor Blakely. Pledge of Allegiance: led by cub scout troop.  ***Public Comments***  Dennis Justice of31 Tamis Lane Fletcher, spoke on the upcoming pickle ball courts and offered some suggestions on construction of the courts. Approval of minutes-corrections, additions or deletions.  (10/3, 10/10)  Mayor Blakely asked for any corrections or additions to the minutes and if not do we. have a motion to approve the minutes as written and it was so moved by Mayor  Pro-Tem Bob Davy and seconded by Councilman Keith Reed.  Motion carries all in favor. Council Updates None at this time. Consent Agenda Taxrefunds/releases proposal.  Approval of Budget Amendment #1 to the FY 22/23 Budget Ordinance for Polco Approval of Budget Amendment #2 to the FY 22/23 Budget Ordinance for adjustment.  to fix wrecked police car.    Approval of Budget. Amendment # 31 to the FY 22/23 Budget Ordinance for the  purchase of 5 new police cars.  Mayor Blakley asked for a motion to approve the Consent Agenda and it was sO moved by Councilman Trevor Lance and seconded by Mayor Pro-Tem Bobl Davy.  Motion carries all in favor.  Consideration of American Rescue Plan (ARP)allocation for less restrictive administrative requirements = Mark Biberdorf, Town Manager. Town Manager Mark Biberdorf stated that this is a follow up from last month concerning the allocation of ARP funds to be used on salaries and benefits. This frees up the funds for other projects and stretches the dollar further. Staff  recommends that you approve this for this use.  Mayor Blakley stated that he certainly supports this item and asked for questions Councilwoman Sheila Franklin ask about the federal policies that will need to be Town Manager Mark Biberdorf stated that there is arecords: retention policy that we will have to include, an eligible use policy, an allowable cost policy and a civil Councilman Trevor Lance stated that as long as we are putting out there to our citizens with transparency as to what we are doing with the money and how the  from council. passed.  rights policy. We are already doing these things.  money is being allocated he is ok with this.  Mayor Pro-Tem Bob Davy stated that he agrees with Trevor that this money should be assigned for future capital projects and that these are: not for your run of the mill capital projects and for the projects over and above what we are doing now. Mayor Blakely stated do we have a: motion to authorize staff to create a policy and project ordinance for. ARPA funds to be used for salaries and benefits. Councilman Keith Reed stated that he would make that motion and it was  seconded by Mayor Pro-Tem Bob Davy. Motion carries all in favor.    Consideration of legislative priorities list for FY 2022-2023 - Mark Biberdorf, Town Manager Mark Biberdorf stated that you have a copy oft the revised list in Mayor Blakely asked for a motion to accept the legislative priorities list for FY  Town Manager.  front of you from last week. (See attached final document)  2022-2023 as presented.  Councilwoman Sheila Franklin stated that she would make a motion to accept and  itv was seconded by Councilman Trevor Lance.  Motion carries all in favor.  Status of discussion with NCDOT on improvements required for Town Center Town Manager Mark Biberdorf stated that last weekItalked to you about course of action we are taking since our developer of record had terminated their purchase and sale agreement with the town. This was due to difficulties with DOT and trying to determine what would be the final list of mitigation improvements. We have agreed to move forward in completing the traffic impact analysis and we were taken aback by the impact or how broad in nature the mitigation improvements actually We met with DOT on October 31 and the good news is that several of the mitigation improvements that we felt went above and beyond based on the impact of the project on traffic they have indicated that they would be willing to remove. Those were mitigation improvements to Woodhill & Hwy 25, Cane Creek Road & Hwy 25 and East Fanning Bridge Road & Old Cane Creek Road. The traffic consultant will rerun their modeling and will focus primarily between Fanning Bridge & Hwy 25 and Howard Gap Road & Hwy 25. They will go through the process and come back with recommendations for mitigation improvements and see: if that is acceptable to DOT and then get the potential cost and then bring back the developer on this as they have indicated that they are still interested in the project if we can get this worked  project- = Mark Biberdorf, Town Manager.  were.  out.  Discussion Followed:    Comments from the Town Manager Mark Biberdorf.  Last weekImentioned the New Fletcher Library Partners who was trying to geta new library facility here is going through the process of dissolving their 501C3 status as a nonprofit. They are: frustrated with trying get a good partnership established with the county on this. They do recognize that the town was willing to put up additional funds to help with this as well. They are working on the monies they did Ond our survey that we will be doing with Polco and it will also include some customized questions. Iprovided you with a copy of a proposed timeline. Heather and Ihad an onboard meeting with staff from Polco last week and it will probably be pushed out a little further than ending in March. Iwill need some time to come back On the sewer extension you were considering (ARPA funds) for Westfield Road, North Hudson Lane & Dogwood Terrace we sent out the letter in September and did a lot of follow up and did not hit that 50% threshold. Based on your feedback that process would end now due to lack ofi interest and we sent the letter out last week to This Saturday is the motorcycle toy run at Bill Moore Community Park and they are expecting anywhere from 200 to 300 riders. They will start getting there between 10:30 and noon and then leaving around 1:30 to 2:00 leaving the park. Discussion Followed concerning matters of the upcoming citizen survey that will be  raise to be going back in for a community benefit.  with you for some suggestions with some customized questions.  let folks know the process has ended due to lack of response.  done with Polco.  Mayor Blakely asked for a motion to go into Closed Session for Industrial matters & Personnel matters and it was sO moved by Mayor Pro-Tem Bob Davy and it was  seconded by Councilwoman Sheila Franklin.  Motion carries all in favor.  Went into Closed Session at: 6:44 pm  Closed Session per NCGS 143-318.11 (4) Industrial Matters" Closed Session per NCGS 143-318. 11 (6) "Personnel Matters"    Came out of Closed Session at: 7:28 pm  Mayor Pro Tem Bob Davy made a motion to adjourn and it was seconded by  Councilman Keith Reed. Motion carries all in favor. Adjourned: 7:30 pm  Approved:  ba2 Date  Mayor Prestgh RBIV  Blakely    2022-2023 Legislative Priorities for Town of] Fletcher  1) Development of the Fletcher Town Center - Funding support for infrastructure to 2) Support for funding mechanisms to be put in place when state or federal legislation is passed that requires municipalities to carry out the provisions of the Expanded grant funding for the development of local recreational facilities - indoor recreational facilities for Parks & Rec. and outdoor facilities, including Expanded grant funding to support smaller law enforcement agencies with Advocating for western North Carolina getting an equitable share of community  the site, construction of public facilities, and creation ofjobs.  legislation - no unfunded mandates.  3)  greenways.  4) 5)  equipment, staffing, and facility needs. and economic development funds.  6) Seeking legislation that would provide the Town with enhanced local option revenue sources that are approved by a local referendum, i.e. local option sales tax, occupancy taxes designated for local services, and impact fees for Assistance for expanding the availability of water and sewer to un-served areas in Ensure that adequate funding is in place to maintain DOT roads to a high  transportation. Fletcher. standard.  7) 8)