Town of Fletcher Agenda Review Meeting Minutes February 7, 2022  Call the meeting to order at: 06:00 pm  Swearing in of new councilmember Keith Reed for the District 2 seat by' Town Clerk  Christine Thompson  Those who were in attendance are as follows:  Mayor Preston Blakely Mayor Pro-Tem Bob Davy Councilwoman Sheila Franklin Councilman Trevor Lance Councilman Keith Reid Town Manager Mark Biberdorf Planning & Zoning Director Eric Rufa Tax Collector Candy Broome Moment of Silence or reflection Pledge of Allegiance: Mayor Preston Blakely ***Public Comments*** None at this time. (1/3, ,1/10&1/24)  Approval of minutes-corrections, additions or deletions No comments were made on the minutes at this time.  Recognition of Mr. RobertLance, outgoing member of the Fletcher Planning Board/Zoning Board of Adjustment for his years of service. (Regular Meeting) Mayor Pro-Tem Bob Davy stated that he will have an update next week on DOT  Council Updates projects in the county.    Consent Agenda Tax: refunds/releases  Reappointment of George Clayton to the Fletcher Planning Board/Zoning Board of Approval of audit contract with Lowdermilk & Church for a 21/22 fiscal year. Approval of Resolution R-22-01 on: financing terms for garbage truck.  Adjustment for a new 3 year term.  Town Manager Mark Bilberdorfcommented on the item concerning the audit and he stated that it may have to be removed if we are required to bid out on this.  Discussion Followed:  Year-end tax collector's report and permission to advertise delinquent taxes per NCGS 105-369 in March 2022-Candy Broome, Tax Collector. Tax Collector Candy Broome gave a report on the taxes collected for this past year  and what is outstanding.  January 2022 $ - 4,462,318.83 98,139.42 $ (7,513.62) $(4.478.761.94) $ 74,182.69  2021 Total Tax Collector's Charge  Discoveries Releases 2021 Collections  Advertisement of delinquent taxes will be on March 24, 2022 with an advertising cost  of $5.00 each.  She then answered questions that council had on! her report.  Discussion Followed:  Introduction of applicants to council for the three current Planning Board/ZBA vacancies with questions from council (District 2 seat and two At Lange The applicants each took a few minutes to introduce themselves to council and  Vacancies)  answer questions that council had for them.  Applicant Robyn Mondin did not show up for the meeting.    Mayor Blakely thanked all the applicants and stated that council would select the  individuals for planning board next week at the regular meeting.  Staff report and recommendations on the use of the American Rescue Plan  (ARP) allocation - Mark Biberdorf, Town Manager  Town Manager Mark Biberdorf stated that in your packet you have a copy of a staff report to give you more information on these funds. The allocation that the town received was a little over 2.6 million dollars. The initial rules that came out on this seemed pretty restrictive that is was difficult to come up with eligible projects to fit the initial criteria. The final rule has been released and it provides some flexibility  on the use of the funds. Discussion Followed:  After discussion council has agreed to send al letter to the county commissioners regarding a proposal for a joint venture (Multiuse facility) to include an EMS station, al library and a community college presence. The Town Manager will draft a letter Approval of] lowest responsible bidder for designated street projects- -1 Ben  for: review at the regular meeting by council.  Cathey, McGill Associates.  Town Manager Mark Biberdorf stated that the bids are due this week (tomorrow at 2) and McGill & Associates will certify the bids. Hopefully with the lowest responsible bidder we will be able to get all 3 streets paved and a drainage culvert  repaired as well.  Request for proposals (RFP) for demolition of structures for Town Center  project - Mark Biberdorf, Town Manager.  Town Manager Mark Biberdorf stated that Wednesday is the deadline for the bids and Ihave had a decent amount of interest in this. Ihope to present the lowest  responsible bidder at the regular meeting next week.    Consideration of Paid Family leave for employees-Preston Blakely, Mayor. Mayor Blakely stated that this is an item that he worked with Heather on and Ifind it to be incredibly important giving our employment climate. Paid FMLA leave will support our families and encourage retention and recruitment. This makes the town more competitive since Hendersonvlle, Laurel Park, Buncombe County and Asheville have all done this. He urges council to support this.  Discussion Followed: committees.  Discussion on filling the vacant seats by council for advisory boards and Mayor Blakely stated that he would like to take the ARP committee and he has Council agreed who will serve on the committees and the list will be updated next week for approval to include dates and times of each meeting per the  already attended this meeting with Mark.  recommendation of Mayor Pro-Tem Bob Davy.  Discussion on the Mayor-Pro Tem seat for this term - Preston Blakely, Mayor. Mayor Blakely stated that now that we have a full board we need to select the Mayor Pro-Tem for this term and thatIwould like to vote on this tonight and then take it off the agenda for next week. He then stated that he thought that Bob Davy should serve another term if he is interested and if not then Councilwoman Sheila Mayor Pro-Tem Bob Davy stated that he is willing to serve another term as Mayor Mayor Blakely stated that is there a motion for Bob to serve another term as Mayor Pro-Tem and Councilman Trevor Lance stated that he would make that motion and it  Franklin should take the seat.  Pro-Tem.  was seconded by Councilwoman Sheila Franklin.  Motion carries all in favor.  Comments from the Town Manager Mark Biberdorf.  Last month you approved the agreement for the Town Center project and we have executed that. Iam waiting on the signed one back from them and they will start    marketing the property and doing site planning and a traffic study. They are working with DOT for a right of way acquisition for the two pieces of property at the  northwest and southwest corner. Discussion Followed:  On the budget processlemailed you the updated budget schedule and we are going through budget requests from department heads. The budget workshop meeting is March 22 from 8:00 to 3:00. Make sure you have that date marked. The shred event is scheduled for Saturday April 23: from 9:00 to noon and the police On the gateway sign public works has cleaned the base of the sign and the old panels have come off. The new ones will be put in soon and hopefully we can look at Ihave been trying to set up a meeting with Senator Chuck Edwards and Senator Tim Mofitt and it will be sometime in late afternoon. Usually two council members attend the meeting as well and Sheila has expressed an interest. Mayor Blakely has said Mayor Blakely asked for a motion to adjourn and it was sO moved by Mayor Pro- Tem Bobl Davy and seconded by Councilman Keith Reed and Councilwoman Sheila  department will be doing a pill drop as well.  one on the south end of town as well.  that he would like to be there as well.  Franklin.  Motion carries all in favor. Adjourned: 08:01 pm  Approved 3-1433 Date  akBy  Mayor Preston Blakely    Town of Fletcher Council Meeting Minutes February 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 Councilman Keith Reed Councilwoman Sheila Franklin Councilman Trevor Lance Town Manager Mark Biberdorf Planning & Zoning Director Eric Rufa Assistant Town Manager Heather Taylor Public Works Director Jabbo Pressley Moment of Silence or reflection Pledge of Allegiance: Mayor Preston Blakely ***Public Comments*** None at this time. (1/3, 1/10 & 1/24)  Approval of minutes-corrections, additions or deletions.  Mayor Blakely asked council if there was any corrections, additions or deletions to the minutes 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 Councilman Trevor  Lance.  Motion carries all in favor.  Recognition of Mr. Robert Lance, outgoing member of the Fletcher Planning  Board/Zoning Board of Adjustment for his years of service.  Mayor Blakely gave Councilman Trevor Lance the certificate to give to Mr. Lance.    Council Updates (see attached)  Mayor Pro-Tem Bob Davy went over the updated DOT project list for the area. Councilman Trevor Lance stated that Parks & Recreation put on a great Father  Daughter dance. Job well done. Consent Agenda Tax refunds/releases  Reappointment of George Clayton to the Fletcher Planning Board/Zoning Board of Approval of audit contract with Lowdermilk & Church for the 21/22 fiscal year. Approval of Resolution R-22-01 on financing terms for garbage truck. Approval of year-end tax collector's: report and permission to advertise for  Adjustment for a new 3 year term.  delinquent taxes per. NCGS 105-369 in March 2022.  Mayor Blakely asked for any questions on the items on the Consent Agenda and if none do we have a motion to approve the Consent Agenda as presented. Councilwoman Sheila Franklin made a motion to approve the Consent Agenda  and it was seconded by Councilman Keith Reed.  Motion carries all in favor.  Selection of applicants to fill the three current Planning Board/ZBA vacancies. Mayor Blakely stated that we have three vacancies one in district 2 and two at large seats. We will vote on the district 2 seat first and the person that does not get that He then asked council to cast their ballots and pass them down to him when finished. Mayor Blakely stated that we have a tie andIthink that Ia am able to break that tie is  (District 2 seat and two At Large Vacancies).  will be moved to the candidacy for the at large positions.  that correct (asked Town Manager Mark Biberdorf)? Town Manager Mark Biberdorf stated yes that is correct.  Mayor Blakely stated so we have a tie as we have two votes for Jeff Groh and two votes for William Bowser. Do we have a motion to appoint either Jeff Groh or  William Bowser?    Councilman Keith Reed stated that he makes a motion to appoint William Bowser for the District 2 seat and it was seconded by Mayor Pro-Tem Bob Davy.  Mayor Blakely stated all in favor.  For:  Councilman Keith Reed Mayor Pro-Tem Bob Davy  Against:  Councilwoman Sheila Franklin Councilman Trevor Lance  Mayor Blakely broke the tie and selected Mr. Bowser for the District 2 seat.  Mr. Jeff Groh goes on the ballot for the at large seat vacancy. Mayor Blakely asked council to vote for the two at large positions. Mayor Blakely then read the ballots and stated that we have 4 votes for Mr. Bruggeman does someone want to go ahead and make the motion for Dr. James. Bruggeman for the at large position and it was so moved by Mayor Pro-Tem Bob  Davy and seconded by Councilwoman Sheila Franklin.  Motion carries all in favor.  Dr. James Bruggeman will serve on the board as an at large representative. Mayor Blakely stated that for our other at large seat we have one vote for Mr. Warren, (Ladbrook) two votes for Mr. Groh and one vote for Ms. Cuevas. Dowe Councilman Trevor Lance made a motion for Jeff Groh and it was seconded by  have a motion for Mr. Groh? Councilman Keith Reed. Mayor Blakely stated all in favor. Councilman Trevor Lance Councilwoman Sheila Franklin Councilman Keith Reed  For:    Against:  Mayor Pro-Tem Bob Davy  Motion carries in favor of Mr. Jeff Groh  Mr. Jeff Groh will serve on the board as an at largerepresentative.  Mayor Blakely stated that we have Mr. Bowser for District 2, Dr. Bruggeman for one Staff report and recommendations on the use oft the American Rescue Plan Town Manager Mark Biberdorf stated that Ihad handed out a report to you last week that basically was running through the eligible uses for the funding. Ialso included comments coming into the final rule with much greater discretion now being authorized by the department of treasury on the use of these funds. We are at just over 2.6 million in our allocation and recommending that you consider previously our high priority projects for the town. One item was looking at the extension of the greenway trial from Bill Moore Community Park out to the Meritor property. The other project to be consistent with our town center project is a multi- use facility to the north of town hall here to do a library, EMS, and community college presence. Last week you reviewed a draft of a letter Iput together (to the county commissioners) and there was a suggestion of a minor edit on it.  alarge seat and Mr. Jeff Groh for the other atl large seat. ARPallocation-Mark Biberdorf, Town Manager.  Discussion Followed:  After some discussion the town manager stated that he will get a final draft together Approval of lowest responsible bidder for designated street projects-Ben  of the letter for the mayor's signature. Cathey, McGill Associates.  Town Manager Mark Biberdorf stated that we only received two bids for paving from Tarheel Paving & Asphalt and JLS Company LLC. Tarheel Paving was lowest responsible bidder at a cost of $329,609.00. The bids have been certified by Ben Ben Cathey of McGill Associates stated that both contractors have done well and have worked with us in the past on other projects. Tarheel Paving is the lowest  Cathey of McGill & Associates.  responsible bidder    Town Manager Mark Biberdorf stated that normally we have enough money in our disbursing account (Powell Bill) sO when we get our annual allocation it typically comes into our disbursing account. Then we have our: reserve account that is atj just over $522,000.00 because of the bids coming in more than our annual allocation it is recommended that we use some part of our: reserves to completely fund this project. What we are: recommending on it is to make an appropriation of $57,000 from our You don'thave to vote on this tonight just agree to moved forward with this and Heather will come back with a budget amendment next month for the $57,000.  reserves account to completely fund the project.  Discussion Followed:  Mayor Blakely stated do we have a motion to accept Tarheel Paving & Asphalt Company as the lowest responsible bidder and it was sO moved by Councilman  Trevor Lance and seconded by Councilwoman Sheila Franklin.  Motion carries all in favor.  Request for proposals (RFP) for demolition of structures for Town Center  project-Mark Biberdorf, Town Manager.  Town Manager Mark Biberdorf stated that we sent the RFP out back in January and bids were due on February gth closing at 5:00 pm. We received a total of two bids on this, one from DH Griffin Wrecking Company and then one from Four Seasons Demolition. DH Griffin is a local contractor who does demolition in the area. Four Seasons is from Wilmington. DH Griffin is the apparent low bidder at $168,000.00 and Four Seasons Demolition was $278,600.00. Ifyou are comfortable with DH  GriffinIwill work on a contract with them.  Discussion Followed:  Mayor Blakely asked for a motion to accept DH Griffin as the lowest bidder and it was so moved by Councilman Trevor Lance and seconded by Mayor Pro-Tem Bob  Davy.  Motion carries all in favor.    Consideration of paid family leave for employees-Preston Blakely, Mayor. Mayor Blakely briefly went over this information from last week and stated that  Heather Taylor is here for anyone who has questions. There were no questions from council at this time.  Discussion Followed:  Mayor Blakely asked do we have a motion to approve this item and Councilman Trevor Lance stated that he would make that motion and it was seconded by  Councilwoman Sheila Franklin. Motion carries all in favor.  Review and approval of updated board/committee list for council.  Mayor Blakely thanked the town clerk for putting together the committee list and asked for a motion to approve the committee list as presented and it was sO moved by Councilman Keith Reed and seconded by Mayor Pro-Tem Bob Davy.  Motion carries all in favor.  Comments from the Town Manager Mark Biberdorf.  The contract was executed for the Town Center project and they are now working on at traffic study and additional site plans and marketing the property. We have been contacted by our attorney and the developer would like to close by April the 4th.I was kind of surprised by this thinking it would take a. little longer and with a little bit  more due diligence. Discussion Followed:  On the budget process Ijust emailed our: newest councimember the budget  timeline sO that he has that on his calendar.  The shred event/pill drop is scheduled for Saturday April 23, 2022 from 9:00 to 12:00 The gateway sign should be installed soon as they have taken down the old sign and  It has been really successful and the public appreciates it.  the base has been pressure washed.    Discussion Followed:  Iam working on the meetings with our Legislative delegation and we had one set up for tomorrow and there was a conflict sola am working on rescheduling those. Sheila  and the Mayor were going to meet along with myself.  Council had some brief discussion on appointments of residents to town boards/committees and all residents who are interested being given an opportunity Mayor Blakely asked for a motion to adjourn and it was sO moved by Mayor Pro- Tem Bob Davy and seconded by Councilman Trevor Lance and Councilwoman  to serve on a. board.  Sheila Franklin.  Motion carries all in favor. Adjourned: 07:04 pm  Approved:  3-1-3 Date  AmBy Mayor Preston Blakely