Town ofl Fletcher Agenda Review Meeting Minutes March 7, 2022  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 Councilwoman Sheila Franklin Councilman Trevor Lance Town Manager Mark Biberdorf Assistant Town Manager Heather Taylor Moment of Silence or reflection Pledge of Allegiance: Mayor Preston Blakely  Recognition of Pat Clark for her years of service on the Fletcher Planning Board.  ***Public Comments*** None at this time (2/7,2/14)  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  Approval of proclamation P-22-01 for Spring Litter Sweep in the Town of Fletcher Approval of Budget Amendment # 3 to the FY 21/22 Budget Ordinance for additional Approval of Budget. Amendment # 4 to the FY 21/22 Budget Ordinance for additional Approval of recently updated NC Records Retention and Disposition Schedule.  which is from April 16 - April 30 2022.  funds owed to Fletcher Fire & Rescue from recent audit. funds needed for this year's paving project.    Approval of amendments to personnel policy handbook to include paid family leave Approval of] Louis Linn to serve another 3 year term on the ABC Board which would Mayor Blakely asked for any comments or questions on the Consent Agenda?  for employees. expire on 4/14/25.  Council had no comments at this time on the Consent Agenda.  Update on the Fletcher ABC store - Steve Watkins, Board Chairman.  Mayor Blakely stated that Steve Watkins with the. ABC Board will be here next week Town Manager Mark Biberdorf stated that he just reached out and wanted to give an update on the store and that they are building a new sign at the store that is pretty  with an update.  large.  Discussion Followed:  Set public hearing and overview of CZ Application #2022-01 from Long Shoals Partners, LLC a mixed use commercial and residential development -1 Eric Town Manager Mark Biberdorf stated that the developer will be here to give a background on this next week and you will be asked to set a public hearing for next Request from BSC Holdings, Inc. for extension of their Conditional CBD Zoning and for completion of infrastructure for the previously approved CZ #2019-02: a 311 unit residential development - Barry Siegel & Amanda Williams, BSC Town Manager Mark Biberdorf stated that they will be here next week and this development was approved in 2019 as a conditional district rezoning. Council did an extension for them previously and then the pandemic hit and they have had supply chain issues and flood plain review. They are looking at reducing the number of units to 278 down from 311. They are asking for a 2 year extension and  Rufa, Planning Director & Marty Kocot, Engineer.  month.  Holdings, Inc.  by now have submitted their plans for water and sewer.  Discussion Followed: Planning Board/ZBA.  Discussion and potential appointment to fill Distictl seat on the Fletcher    Mayor Blakely stated that we have a couple of options that we can go for here. We can appoint someone leftover from the previous applications as we have two applications left over previously from District 1. We have John Brandon Olsen and Robyn Mondin. We can: re-advertise it or we can move Dr. James Bruggeman to Councilwoman Sheila Franklin stated that after attending the Planning Board meeting she said that George Clayton mentioned that moving Dr. Bruggeman to the District 1 seat and appointing someone to the at large seat as they have done that  District 1 and appoint someone to fill the at large seat.  before.  Discussion Followed:  Mayor Blakely asked for a motion to appoint Dr. Bruggeman to the District 1 Planning Board seat and Councilman Trevor Lance stated that he would make that  motion and it was seconded by Mayor Pro-Tem Bob Davy.  Motion carries all in favor.  Discussion on Resolution R-22-02 for anew lease with Baabals Ice Cream to use the concession stand at Bill Moore Community Park for 2022 - Mark Biberdorf,  Town Manager.  Town Manager Mark Biberdorf: stated that last year for the first time we contracted out the operation of the concession stand to Baabals ice cream and it worked out well. It was for a five month period at $400 a month and he is interested in doing this again. It does require a new lease and we have to do a Resolution (leasing town property) and it would be from. April 1 until the end of August. We recommend that you approve it again and with council's permission we will move this to the Consent Council is agreeable to move this item to the Consent Agenda for next week. Report on damages to Town Hall from recent water leak - Mark Biberdorf, Town Manager Mark Biberdorf stated that unfortunately this happened on February 15 during the planning board meeting. What happened was this cap on the back of a toilet in the Women's room on the back hallway blew off and we think it happened due to a fluctuation in water pressure. That same day there was a water main break Duke Energy hit a water main on Cane Creek Road and when that was  Agenda for next week.  Town Manager.    repaired and the pressure was brought back up there were some strange things that happened around town. Icontacted the City of Hendersonville about this and had a conference call with the Manager and some oft the employees from the utility/water department and they indicated that there may be a defective valve at the intersection of Old. Airport, Cane Creek and Mills Gap Road which may have placed ai factor in this happening. We do have pressure reduction" valves on our toilets here at town hall and a plumber came out and checked that and repaired the toilet. The City of Hendersonville did offer to subrogate our claim through their coverage (North Carolina League of Municipalities) sO we will do that now whether they cover itu under their risk assessment or ours Id don't know that yet. Right after it happened we had First Restoration Services come in and helped us stabilize the building and dry it out and they started removing the sections of drywall and flooring that was damaged beyond repair. The police department had taken the biggest brunt of this as far as damage and the rearrangement of staff and how they are doing their work. The building is dried out and we now have a quote back from them on the repairs and it is just over $55,000 and we arereviewing it and hopefully we will send it offto  our insurance carrier. Discussion Followed:  Update on' Town Center project - Mark Biberdorf, Town Manager.  Town Manager Mark Biberdorf stated that last month we went through the RFP process and DH Griffin was the lowest responsible bidder. We have developed a contract with them and Jabbo andIhad a pre-construction meeting with them this morning. They are scheduled to try and start work on March 14 with the house up on the corner there and then start working their way south with Sammy. Johnston's) place being last. The latest on that is they are scheduled to hold an auction on April 23 and it was originally scheduled for. April 16 and they changed that up due to this being Easter weekend. Within seven days he should be completely off the property by April 30th. DH Griffin can do the work then stop and thenresume they said that would not be a problem. They also have to submit an application (60 day approval) with the railroad to have ai right of entry agreement to demolish the  buildings in right of way.  The developer wants to close on. April 4th sO are making sure that our town attorney is getting all the title policies to the attorney for the developer. Then the other thing is there an agreement that attorney is working on to make sure that Sammy is coming off of the property because after. April 4th as we will no longer own the  property.  Discussion Followed:    Comments from the Town Manager Mark Biberdorf.  Next steps in the budget process all the submittals from department heads have come in and Heather is going over those now and then Iwill review them. Once they are completed you will get a budget package before the special call meeting on March 22. If you can get here around 8 for a light breakfast then we will start around  8:30.  Just al reminder on April 23rd is the Shred event Pill drop from 9:00-1 12:00 Gateway signage has been put in place and look great. We do want to spruce up the base there with some new landscaping and get the light there that is broken We met (Mayor Blakely, Councilwoman Franklin and' Town Manager Mark Biberdorf) with our legislative delegation on February 22 with Senator Edwards and Representative Moffitt and we went over our legislative priorities goals list and tried to focus more on our funding with our library facility and community college.  repaired also.  Discussion Followed:  Just to let you know Iv won't be here for the regular meeting next week Assistant Mayor Blakely asked for a motion to adjourn and it was sO moved by Mayor Pro-  Town Manager Heather Taylor will be here in my place. Tem Bob Davy and seconded by Councilman Keith Reed.  Motion carries all in favor. Adjourned: 06:59 pm  Approved:  4-1-33 Date  Mayor Preston RaBly    Town of Fletcher Council Meeting Minutes March 14, 2022  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  Assistant Town Manager Heather Taylor Planning & Zoning Director Eric Rufa Public Works Director Jabbo Pressley Police Chief Dan' Terry Moment of silence or reflection Pledge of Allegiance: Mayor Preston Blakely  Recognition of Pat Clark for her years of service on the Fletcher Planning Board. Mayor Pro-Tem Bob Davy commented on the various things that Pat Clark helped  accomplish on the Fletcher Planning Board over the years.  ***Public Comments***  Randy Sherrill of 613 Carolina Holly Way (Pastor of First United Methodist Church) commented on the traffic coming into the church parking lot at a high rate of speed and the safety of the children from their pre-school as well as their parents/grandparents dropping them off and picking them up from school. The people coming into the parking lot are. headed for the Library or Kate's Park and instead of veering to the left on Library road (to the park or library) they are coming into the church parking lot at high rates of speed. Apparently, there has been several instances where this could have been fatal. He stated that the church put in a speed bump at the entrance to the church parking lot but this has not helped slowing traffic down. He is requesting that the town place a sign at the beginning of the parking lot to indicate that the library and Kate's park is to the left on Library Road.    Approval of minutes-corrections, additions or deletions.  (2/7,2/14)  Mayor Blakely asked for any corrections, additions or deletions to the minutes as presented and if not do we have a motion to approve the minutes as presented and it was so moved by Mayor Pro-Tem Bob Davy and seconded by Councilwoman Sheila  Franklin.  Motion carries all in favor.  Council Updates None at this time. Consent Agenda  Approval of proclamation P-22-01 for Spring Litter Sweep in the Town of] Fletcher Approval of Budget Amendment #3 to the FY 21/22 Budget Ordinance for additional Approval of Budget Amendment #4 to the FY 21/22 Budget Ordinance for additional Approval of recently updated NC Records Retention and Disposition schedule. Approval of amendments to personnel handbook to include paid family leave for Approval ofLouis Linn to serve another 3 year term on the ABC Board which would Approval of Resolution R-22-02 and new lease for Baabals Ice Cream to use the  which is from April 19-April 30-22.  funds owed to the Fletcher Fire & Rescue from a: recent audit.  funds needed for this year's paving project.  employees. expire on 4/14/25.  concession stand at Bill Moore Community Park for 2022.  Mayor Blakely asked for any comments on consent agenda and if not do we have a motion to approve the consent agenda as presented and it was sO moved by Councilman Trevor Lance and seconded by Councilman Keith Reed.  Motion carries all in: favor.  Update on the Fletcher ABC store -Steve Watkins, Board Chairman. Chairman Steve Watkins gave an update on the store and a few things that they have been working on. They did purchase a new sign for the store at a cost of $60,000 that will be going up soon. This is to give the store more visibility. He    stated that the store is doing very well overall and that sales were up 19.5% since January. In the last 7 months endingJanuary 31 sales were 2.6 million dollars.  Discussion Followed:  Set public hearing and overview of CZ Application #2022-01 from Long Shoals Partners, LLC a mixed use commercial and residential developmentEric Rufa, Planning and Zoning Director Eric Rufa stated that tonight we are. here to give a brief introduction of this project that was submitted and request that the action tonight be to set a public hearing for the. April meeting. We have a conditional zoning application which is part of a larger mixed use commercial development this application is 2022-01 is inrelation to an 87 unit multifamily development that would be tucked at the rear of this development. This is from a corner of Baldwin Circle up to 3122 Hendersonville Road. The larger development plan involves 12 commercial buildings and 5: residential buildings and last month Planning Board reviewed the conditional zoning and unanimously recommend council approve it. They also approved the design review for the commercial buildings as well. Engineer Marty Kocot gave some background on this potential project and  Planning Director & Marty Kocot, Engineer.  answered questions that council had for him.  Discussion Followed:  Mayor Blakely asked do we have a motion to set a public hearing for conditional zoning application 2022-01 for the. April 11, 2022 council meeting and Councilman Trevor Lance stated that he would make the motion and it was seconded by  Councilman Keith Reed. Motion carries all in favor.  Request from BSC Holdings, Inc. for extension of their Conditional CBD Zoning and for completion ofi infrastructure for the previously approved CZ; # 2019-02a 311 unit residential development -Barry Siegel & Amanda Williams, BSC Planning & Zoning Director Eric Rufa stated in the summer of 2019 this development was approved for land directly adjacent to our town hall property. This was approved for a: residential development consisting of apartments, townhomes and single family dwellings all in one community under the  Holdings, Inc.    wnetampmanagement of BSC Holdings. It was reviewed at the time for 311 units but they are: facing some topographical issues which likely will cause a reduction in the number units. As soon as the pandemic broke out in 2020 they were here to request a first extension with the economic landscape what it is and the pandemic ongoing at that time. They are back here to request an extension of the CZ approval Amanda Williams and Barry Siegel gave an overall update on their project and  and a deadline to complete the significant infrastructure. answered questions that council had for them.  Discussion Followed:  Mayor Blakely asked for a motion from council.  Mayor Pro-Tem Bob Davy stated that he would make a motion to approve the extension for the conditional ZBD zoning and it was seconded by Councilwoman  Sheila Franklin.  Motion carries all in favor.  Appointment to fill at large seat on the Fletcher Planning Board/ZBA from  applications recently received.  Mayor Blakely stated that you have your ballots ready and the only thingIcare to say before you vote is that Ireally value that we try to have a diverse board.  Council voted and submitted their ballots to Mayor Blakely.  Mayor Blakely read the ballots and it was a tie between Leslie Cuevas and Warren He then asked for any discussion from council before we vote on this appointment?  Ladbrook as each received two votes.  There were no discussion from council at this time.  Mayor Blakely stated that to break the tie he is selecting Leslie Cuevas and do we have a motion to appoint Leslie Cuevas to the atl large vacancy on the Planning & Zoning Board and it was sO moved by Councilman Keith Reid and seconded by  Mayor Pro-Tem Bob Davy. Motion carries all in favor.    Comments from the Assistant Town Manager Heather Taylor.  Assistant Town Manager Heather Taylor stated that the demolition on the town We received our quote last week on the repairs from the flooding and it has been Mark wanted me to check with you on the schedule for the budget retreat and he sent out an email last week about doing it on Wednesday May 4th. He heard back  center project started today and it is moving along. submitted to the insurance company for approval.  from some of you but not all of you.  Council agrees on Wednesday May 4th for the budgetretreat meeting.  Mayor Blakely asked for a motion to adjourn and Councilman Trevor Lance stated that he would make that motion and it was seconded by Councilman Keith Reed.  Motion carries all in favor.  Adjourned: 07:08 pm  Approved:  L--Ra Date  Baply Mayor Preston Blakely    Town of Fletcher Pre-Budget Workshop Minutes March 22, 2022  Call the meeting to order at: 8:33 am Those who were in attendance are as follows:  Mayor Preston Blakely Mayor Pro-Tem Bob Davy Councilman Trevor Lance Councilman Keith Reed Councilwoman Sheila Franklin Town Manager Mark Biberdorf Assistant Town Manager Heather Taylor IT-Mathew Horton Parks & Recreation Director Greg Walker Public Works Director Jabbo Pressley Police Chief Dan Terry Planning & Zoning Director Eric Rufa  IT- Matthew Horton went over the requested IT Budget for the upcoming  FY22-23.  Decreases in the following IT Budget Items  Subscriptions-r  430.00  Increases in the following IT Budget Items  Dues  $ 1,240.00  Decision Package Items Requested  Backup System New camera system Next Generation Firewall Council Meeting Web Archive Social Media Archiving  $ 4,084.00 $ 42,000.00 $ 8,800.00 15,000.00 3,000.00    Parks & Recreation Director Greg Walker went over the requested Parks &  Recreation Budget for the upcoming FY 22-23.  Decreases in the following Parks & Recreation Budget Items  Concessions  2,000.00  Increases in the following Parks & Recreation Budget Items  Salaries and Wages Part Time Salary FICA Retirement 401K Postage Utilities Fuel Expense Golf Tournament Expenses M & RI Equipment Discussion Followed: upcoming FY 22-23.  $ 16,845.00 $ 13,048.00 $ 2,280.00 $ 3,517.00 $ 842.00 $ 200.00 $ 1,000.00 $ 1,100.00 $ 1,000.00 $ 1,000.00  Police Chief Dan' Terry went over the requested Police Department Budget for the  Decreases in the following Police Department Budget items  Holiday Pay Dues & Subscriptions  $ $  860.00 628.00  Increases in the following Police Department Budget items  Salaries and' Wages Overtime Pay FICA Retirement 401K  $ 70,690.00 $ 1,000.00 $ 5,419.00 $ 18,660.00 $ 3,542.00    Fuel Expense  $ 23,860.00  Decision Package items requested Personnel addition of 2 officers Tuition reimbursement  $ 225,509.00 $ 2,000.00  Police Chief Terry stated that ifl he could not get two additional patrol officers (due to cost) that he would request a part time civilian person to handle some administrative tasks that we have sworn officers doing now as this would free up an  officer to be able to handle the job of policing.  Discussion Followed: Break at: 10:36 am Start back at: 10:48 am  Public Works Director Jabbo Pressley went over the requested Public Works He discussed the new laws concerning the training to obtain a CDL license as all public works employees are required to have a CDLlicense. The new law requires  Budget for the upcoming FY 22-23.  training that has a cost of $5,000 to obtain a CDL.  Decreases in the following Public Works Budget items  None  Increases in the following Public Works Budget items  Salaries and Wages Part time Salaries FICA Retirement 401K Travel &' Training M I&RUS#25 Fuel Expenses Landfill Charges Tools & Equipment  $ 29,685.00 $ 2,134.00 $ 2,435.00 $ 6,143.00 $ 1,484.00 $ 10,000.00 $ 3,000.00 $ 2,000.00 $ 3,000.00 $ 7,000.00    Decision Package Items requested  Tire Balancer Pneumatic Air pumps Walk Behind Brush Mower Discussion Followed:  $ $ $  5,000.00 6,000.00 6,000.00  Planning & Zoning Director Eric Rufa went over the requested Planning  Department budget for the upcoming FY 22-23. Decreases in the following Planning & Zoning items  None  Increases in the following Planning & Zoning Items  Salaries and Wages FICA Retirement 401K Postage Travel & Training Advertising Storm Water Program  6,938.00 530.00 1,383.00 $ 352.00 $ 100.00 $ 500.00 $ 200.00 $ 1,098.00  Decision Package items requested  None  Discussion Followed:  Fletcher Fire & Rescue Budget for the upcoming FY 22/23 and calls and services provided by the Fire Department.  Fire Chief Greg Garland went over some information concerning the past year    He stated that they have had 2181 calls in the past year which was an increase of 400 calls from the previous year. Some of that was due to the previous year due to We have collected 76% of our revenue this year and 63% of that revenue has been On the 2022-2023 Budget no plans to increase the rate this year and we will continue operating off of growth. The only Capital project we have in the budget is the renovating the building down here. We have had an increase in expenses this year Mayor Pro-Tem Bob Davy requested in the future that council be given some type  COVID. Currently we have had 482 calls this year.  spent.  by 9%.  of annual report/document on the expenses/revenues  Discussion Followed:  Town Clerk Christine Thompson went over the requested Governing Board  budget for the upcoming FY 22/23.  Decreases in the following Governing Board items  Contributions Dues & Subscriptions  $ 100.00 $ 100.00  Increases in the following Governing Board items  Salaries and Wages FICA Department supplies Discussion Followed:  $ 2,243.00 $ 172.00 $ 200.00  Mayor Blakely asked for a motion to recess for lunch Mayor Pro-Tem Bob Davy stated that he would make that motion and it was seconded by Councilwoman Sheila  Franklin.  Motion carries all in favor    Break for Lunch: 11:48 pm Back from Lunch: 01:03 pm  Assistant Town Manager Heather Taylor went over the. Administration, Professional Services, and Town Facilities for the upcoming FY 22-23.  Decreases in the following Administration items  None  Increases in the following Administration items  Salaries & Wages FICA Retirement 401"K"  $34,986.00 $ 2,678.00 $ 6,937.00 $ 1,749.00 $ 200.00  Motor Vehicle expense  Decreases in the following Professional Services items  Fletcher Town Center Elections  $ 90,000.00 e 10,000.00  Increases in the following Professional Services items  Public Account Economic Development Apple Country Transit  $ 100.00 $ 3,777.00 $ 7,854.00  Council has requested that a representative from Apple Country Transit attend a council meeting and give a presentation on their most recent budget request for the  upcoming fiscal year.  Decreases in the following Town Facilities items  None  Increases in the following Town Facilities items  Advertising  $ 1,000.00    Wellness Program Dues & Subscriptions Contract Services Discussion Followed:  $ 500.00 $ 925.00 $ 4,500.00  Town Manager Mark Biberdorf went over Revenues for the upcoming FY 22-23.  Revenues  FY 21-22 Budget Values FY21-22 Billed Values FY 22-23 Projected Values Percentage Change in Base  $1,383,922,000 $1,412,827,449 $1,412,827,449  2% (Preliminary Figures)  Sales Tax - $ 171,639 higher than budget through our March distribution or % oft the year, this equates to being 18% higher than projected budget right now. Utilities Sales Tax - $35,953 higher than budget through our March distribution or % the year, this equates to being 11% higher than projected budget right now. This revenue source is incredibly variable due to fluctuations in the weather but right Cable Sales Tax $2,153 lower than budget through our March distribution or % of the year, so we are way below Target. We budgeted $14,175 per quarter, but it look ABC Distribution -Our budget for this year was $260,000 or approximately $65,000 quarterly distribution, so far we've received two distributions totaling $120,000.  now we are on target.  like we are now averaging $13,000 per quarter.  Thus, $10,000 decrease over the two quarters.  ABC Law Enforcement - Our budget for this year was $7,300 or approximately $1825 quarterly distribution, so far we' 've received two distributions totaling $10,148. Thus received two distributions totaling $10,148. Thus $ 6,498 higher over the two  quarters.  Land Use Permits - Our budget for this year was $6,500 and so far we' 've collected  $4,685 so we are on target.    Recreational Activities -Our budget for this year is $90,000 and so far we have collected $60,810 sO we will be close to reaching target or exceeding. We currently have $31,000 outstanding in Summer Day Camp fees, plus the youth sports field rentals and shelter rentals that will happen through the end of the year.  Budget Issues for FY 21-22  Development of the Fletcher Town Center American Rescue Plan Funding  Capital Funding of new Library Facility (Multi-Use Facility)  Capital funding for construction of the library portion of a multi-use facility. Capital funding for extension of the Cane Creek Greenway out to the Meritor Other capital projects to consider are storm water improvements and  property  extension of sanitary sewer to unserved areas.  Goals for FY 22-23  Maintain existing service levels within our current tax structure. This will require moderate increases in operational expenses and revenues. Determine specific allocations toward eligible projects that the' Town would Continue to dedicate 8.5 cents of the tax levy toward year two of the five year Continue to work with Margin Real Estate and the Waddell's in developing the  want to pursue with the American Rescue Funding  Capital Improvement Plan (CIP).  first phase oft the Town Center project on Highway 25.  Capital Improvement Plan  Parameters of the Capital improvement fund  This is the second year of the implementation of the five year capital improvement plan (CIP) for FY 2022-2026. The cutoff in costs for the projects to be eligible under  CIP is $25,000.    The town currently designates $0.85 oft the taxi rate to the CIP. From this total, $ 0.65 is to be applied to debt service on projects supported by loans. The remaining $.02 of the tax levy is to be applied to new projects paid with cash or pay as yougo  projects.  Estimated Revenues:  Using the property valuation estimates provided by the Tax. Assessor's Office, the town is looking at approximately $ 1,412,827,000 in total valuation in FY 2023. With 8.5 cents of the tax rate being committed for CIP, this would produce $1,188,894 in tax levy for the new budget year. This figure will be adjusted several times as the  Town receives updated values from the county.  Current Commitments:  Debt obligations for three projects and the resulting debt service is aj part of our current commitments of CIP funds. The debt service requirements and revenue  available for each project are as follows: Town Hall Improvements: Garbage Truck  $549,130 $102,733 $651,863 $909,154 $651,863 $257,291  Debt Service Budgeted Total Debt Service Commitment Debit Service Available  Projects Funded Without Debt Service:  Police Car Rotation  $127,500 $ 80,000 $36.000 $243.500 $279,740 $243,500 $36,240  PW Heavy Duty Pick Up' Trucks (2) Kate's & Pete's Park: resurface trail  Total Commitments  Total Non-Debt Service Budgeted Total Non-Debt Commitment Non Debt. Available    Discussion Followed:  Mayor Blakely asked for a motion to adjourn and Councilman Trevor Lance stated that he would make that motion and it was seconded by Councilman Keith Reed.  Motion carries all in favor Adjourned: 02:21 pm  Approved: 4-11-a3 Date  Preston  TOEBy  Mayor  Blakely