Town ofl Fletcher Agenda Review Meeting Minutes March 1, 2021  Call the meeting to order at: 6:00 pm Those who were in attendance are as follows:  Mayor Rod Whiteside Mayor Pro-Tem Bob Davy Councilman Preston Blakely Councilwoman Sheila Franklin Councilman Eddie Henderson Town Manager Mark Biberdorf Invocation: Pledge of. Allegiance: ***Public Comments***  John Olsen of33 Stoney Brook Court Fletcher requested a moment of silence for the passing of Bill Creasman long time board member oft the Fletcher Fire & Rescue  Department. (2/18 &2/8)  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 storm water workshop that he attended and how informative that it was. He stated that he really did not understand Councilman Preston Blakely also stated that he found it very informative as well.  itv very well before now.  Consent Agenda Tax: refunds/releases  Approval of Budget Amendment to the FY 20/21 Budget Ordinance due to underpayment of funds to Fletcher Fire & Rescue per the recent audit.    Approval of Resolution to authorize the lease of the concession building to Baabals Reappointment of Sam Riddle to the Parks & Recreation Advisory Board for another 3  Ice Cream.  year term to expire in March of 2024.  Mayor Whiteside asked if there were any questions or discussion related to the  items on the Consent Agenda. There were no comments at this time.  Discussion of contract amendment with Meritor-Mark Biberdorf, Town Town Manager Mark Biberdorf stated that when we received the amended agreement back and in the agreement it states that the land would be conveyed to the partnership and then the partnership would convey it to a business entity/clients. This is a problem for the partnership because they cannot acquire property and then convey it over to an industry/clent. This is enough a problem soIthought we could work around itl but apparently not. SoIcontacted Brian Cavagnini and he is going to  Manager.  find the original contract and get with Brittany on this.  Discussion Followed:  Proposal from Strategic Real Estate Investment Partners on remaining Town Center property-Mark Biberdorf, Town Manager and Eric Rufa, Planning &  Zoning Director.  Town Manager Mark Biberdorf stated that in your packet you have a site plan from John Holdsworth of Strategic Real Estate Investment partners. He primarily does residential development and senior housing. He uses a type of HUD 221 (d) (H) Financing for his projects. When he first met with us (Eric and I) his concept was (and we explained the master plan to him) to do a senior housing/apartments concept with a place for a library and an: institutional use and then it was some commercial and residential use off to the side. When the plan came back it had a lot more multiple family use than we anticipated. From a staff perspective iti is al lot more multifamily that we would recommend on here as well as what we are trying to  do with this property. (Property north oft town hall east)    Discussion Followed:  Consideration of potential: modification to the lease with Tap Root Dairy LLC- Town Manager Mark Biberdorf stated that Billy. Johnston (Tap Root Dairy LLC) is no longer interested in farming the property here behind town hall. Ihave had several inquiries from other farmers who are interested in farming this property. My recommendation is to modify our existing agreement with Billy. Johnston and take that piece out and establish another agreement with someone else. The long term goal is to still develop this property as part of the Town Center project.  Mark Biberdorf' Town Manager.  Discussion Followed:  Comments from the Town Manager Mark Biberdorf.  Ihave spoken to you all about our police chief search and the whole process and how many applicants to the written exercise to the six that were interviewed via zoom. We narrowed that down to one applicant and extended an offer to Mr. Daniel Terry and we have not officially announced that yet because we are doing background checks. We are excited about him coming on board and we are  looking at March 22 as a start date.  COVID-19 updates: You probably all saw the latest executive order that went in to effect this past Friday. The biggest thing is that the stay at home order is gone. The most substantive things in here is that the indoor capacity has gone from 10 to 25 and the outdoor capacity is still at 50. Some of the capacity limits on business has  increased.  On the Budget process the department heads were to submit their budget requests by February 12 and Heather andIare going through those. Our Budget Workshop is We are actually above on our Budget this year due to sales tax: revenue which is Town Center project- we are working on our letter of intent and we will need action from council on that and maybe a special call meeting or possibly a closed session if additional negotiating is needed. Our environmental study on the piece of property (Los Amigos 2) they did the ground penetrating radar and saw something beneath  on March 23 and we will start at 8:30 am.  looking great.    the surface. So they did the excavation and there was no storage tank there which is  ag good thing and nothing else will be needed there.  Ineed to start setting up: meetings with our Legislature to go over our/the priorities list. They are working on a couple of bills in house that we: need to keep an eye on.  Discussion Followed:  Mayor Whiteside asked for a motion to adjourn and it was sO moved by Mayor Pro- Tem Bob Davy and seconded by Councilman Eddie Henderson and Councilman  Preston Blakely.  Motion carries all in favor. Adjourned: 06:41 pm  Approved: L--a1 Date  Mayor Rod Whiteside    Town of Fletcher Council Meeting Minutes March 8, 2021  Call the meeting to order at: 06:00 pm Those who were in attendance are as follows:  Mayor Rod' Whiteside Mayor Pro-Tem Bob: Davy Councilman Preston Blakely Councilwoman Sheila Franklin' Councilman Eddie Henderson Town Manager Mark Biberdorf Planning & Zoning Director Eric Rufa  Invocation: Mayor Whiteside asked for a moment of silence for all lives lost due to Pledge of Allegiance: Mayor Whiteside led the group in the Pledge of Allegiance.  the Corona virus.  ***Public Comments*** None at this time. (2/1,2/8)  Approval of minutes-corrections, additions or deletions.  Mayor Whiteside asked for a motion to approve the minutes as presented and it was so: moved by Councilman Eddie Henderson and seconded by Councilman  Preston Blakely.  Motion carries all in favor. Council Updates None at this time. Consent Agenda Tax refunds/releases  Approval of Budget Amendment to the FY 20/21 Budget Ordinance due to underpayment of funds tol Fletcher Fire & Rescue per recent audit.    Approval of Resolution R-21-01 to authorize the lease of the concession building to Reappointment of Sam Riddle to the Parks & Recreation Advisory Board for another 3  Baabals Ice Cream.  yr. term to expire in March of 2024.  Mayor Whiteside asked are there any questions or any discussion related to the items on the consent agenda seeing none do we have a: motion to approve the Consent Agenda as presented and it is was so moved by Mayor Pro-Tem Bob Davy  and seconded by Councilman Eddie Henderson.  Motion. carries all in favor.  Discussion of contract amendment with Meritor-Mark Biberdorf, Town  Manager.  Mayor Whiteside stated that this was discussed last week at this point is there a motion from council to allow staff to move forward with amending that contract to remove the Henderson County Partnership for Economic Development. (Not Councilman Preston Blakely said that he would make that motion and it was  conveying land to them)  seconded by Councilman Eddie Henderson.  Motion carries all in favor.  Proposal from Strategic Real Estate Investment Partners on remaining Town Center property- Mark Biberdorf, Town Manger and Eric Rufa Planning & John Holdsworth of Real Estate Investment Partners gave on overview of his proposed plan and answered questions that council had for him on this project.  Zoning Director.  Discussion Followed:  Consideration of potential modification to the lease with Tap Root Dairy LLC  Mark Biberdorf, Town Manager.    Town Manager Mark Biberdorf stated that he talked to our town attorney (Joe Ferikes) about this just to get clarity on amending the contract sO we are good on One of the two farmers who contracted me about this is no longer interested because he is farming the adjoining property here that CSC Holdings owns. Mr. Simpson wants to farm tomatoes here and use irrigation drawing water from the creek. If council is comfortable with this Iwill contact him and discuss what they will be  that.  growing and see what to charge per acre.  Mayor Whiteside asked council are there any objections to entering into  discussions about a possible tenant on the property?  Mayor Pro-Tem Bob Davy stated that the only concern that he had: is that he had seen with some of the farming that they bring in semi-trailers to keep on the property for storage with the farming and with all the houses around that would not Town Manager Mark Biberdorf stated that they are not supposed to do that and with Sammy's operation (Fletcher Lawn and Garden) that was grandfathered in.  go over very good.  Comments from the Town Manager Mark Biberdorf.  On the police chefsearchlmentioned that we had extended a conditional offer depending on a background search and we are close to having the background check done and that should be in by tomorrow. Once we have that we will confirm a starting date at that time. Hopefully, we were looking at March 22. COVID-19 (updates) nothing really new: from last weekimentioned an increase in On the Budget process we. have our meeting coming up on the 23rd and department heads will be submitting their full requests. Ifyou can get here at 8 we will have On the Town Center project and the letter of intent that Sanford Holshouser is working on has been done/drafted. We received that last night and are reviewing it and hope to have a conference call with them by the end of the week. We would really like to get to that to you for your review and also to the developer Lewis Real Estate. We would like to go quickly on this as we can to get that approved. Imay  indoor capacity to 25.  some breakfast for you and we will start at 8:30.    see if we can put this on to the agenda on the 23rd as an action item sO that we do not have to do a special call meeting. Itold you about the results of our environmental On the Legislative updates nothing additional to last week: from whatImentioned about the municipal elections calendar and what is going on with the US census. The anti-retaliation bill and also that property tax bill for COVID affected businesses. The shred event (pill drop) is set for Saturday April 17, 2021 from 9 to noon. The spring litter sweep is coming up ifyou are: interested in scheduling a litter pick up event you don't have to do that now you can do that next month.  excavation with nothing new about that.  Mayor Whiteside asked for ai motion to adjourn and it was sO moved by Councilman  Eddie Henderson and seconded by Councilman Preston Blakely.  Motion carries all in favor. Adjourned: 06:34 pm  Approved:  4-122) Date  Mayor Rod Whiteside    Town of Fletcher Pre-Budget Workshop Minutes March 23, 2021  Call the meeting to order at: 08:35 am Those who were in attendance are as follows:  Mayor Rod Whiteside Mayor Pro-Tem Bob Davy Councilman Preston Blakely Councilwoman Sheila Franklin Town Manager Mark Biberdorf Assistant Town Manager Heather Taylor Planning & Zoning Director Eric Rufa Parks & Recreation Director Greg Walker Public Works Director Jabbo Pressley Capitan Jose Gutierrez  Councilman Eddie Henderson did: not attend this meeting.  Town Manager Mark Biberdorf went over the requested IT Budget for the  upcoming FY 21-22.  Decreases in the following ITI Budget Items  Dues  $3,480.00  Increases in the following IT Budget Items  Contract-One Who Serves Telephone Subscriptions-IT  $6,180.00 $2,250.00 $3,480.00  Parks & Recreation Director Greg Walker went over the requested Parks &  Recreation Budget for the upcoming FY 21-22.    Decreases in the following Parks & Recreation Budget Items  Part' Time Salary Unemployment Postage Fuel Expense GoldTournament Expenses Concessions Physicals/Drug M & R Equipment  $5,200.00 $ 200.00 $ 200.00 $1,100.00 $1,000.00 $ 5,000.00 $ 900.00 $ - 1,000.00  Increases in the following Parks & Recreation Budget Items  Wages and Salaries FICA Retirement 401 "K" Holiday Decorations Capital Outlay (DP) Park Maintenance  $ 6,728.00 $ 116.00 $ 3,193.00 $ 336.00 $ 2,000.00 7,000.00 8,000.00  Decision Package Items Requested Golf- Cart Replacement  7 7,000.00  Capitan Jose Gutierrez went over the requested Police Department Budget for the  upcoming FY 21-22  Decreases in fhe following Police Department Budget Items  Unemployment  $ 200.00    Increases in the following Police Department Budget Items  Salaries & Wages LEO Separation Allowance Holiday Pay Overtime Pay FICA Retirement 401 "K" Uniforms  $ 24,182.00 $ 235.00 $ 2,350.00 $ 3,000.00 $ 77,220.00 15,742.00 1,477.00 $ 10,000.00  Public Works Director Jabbo Pressley went over the requested Public Works  Budget for the upcoming FY 21/22.  Decreases in the following Public Works Budget Items  Unemployment  $ 300.00  Increases in the following Public Works Budget Items  Salaries & Wages Part' Time Salaries FICA Retirement 401 "K" M&R Town Facilities Fuel Expenses M&RVehicles Landfill Charges  $ 12,320.00 $ 210.00 $ 958.00 $ 5,616.00 $ 616.00 $ 8,000.00 $ 1,000.00 $ 4,000.00 $ 5,000.00    Decision Package Items Requested Trash Cans 10-5600-3300 Zero Turn Mower 10-5600-7300 Water Fountain 10-5600-1500  33,000.00 $ 16,500.00 16,000.00  Discussion on the water fountain continued. Comments were made about the money spent on repairs and it was suggested that at this point to just seal it off and turn it Planning & Zoning Director! Eric Rufa went over the requested Planning & Zoning  into aj planting/flower bed.  Budget for the upcoming FY 21/22.  Decreases in the following Planning & Zoning Budget Items  Travel &' Training Fuel Expense Dept. Supplies Contract Services  $ 500.00 $ 200.00 $ 200.00 $ 30,000.00  Increases in the following Planning & Zoning Budget Items  Salaries & Wages FICA Retirement 401K  $ 3,299.00 $ 7,256.00 $ 1,215.00 $ 152.00  Decision Package Items Requested  Storm Water Program  $ 50,950.00  Assistant Town Manager Heather Taylor went over the requested. Administration, Professional Services & Town Facilities Budget for the upcoming FY 21/22.    Decreases in the following Administration Budget Items  Unemployment Fuel Expense  $ 200.00 $ 3,600.00  Increases in the following Administration Budget Items  Salaries & Wages FICA Retirement 401K  19,518.00 1,493.00 6,186.00 796.00 1,800.00  Motor Vehicle Expense  Decreases in Professional Services Budget Items  None  Increases in Professional Services Budget Items  Public Accountant Economic Development Apple Country Transit Elections  e 300.00 $ 7,088.00 7,262.00 10,000.00  Discussion Followed: On Elections and Apple Country budget items.  Decreases in Town Facilities Budget Items  Advertisements  $ 400.00    Increases in Town Facilities Budget Items  Utilities Contract Services  $ 1,750.00 $ 7,000.00  Town Clerk Christine Thompson went over the requested Governing Board  budget for FY 21/22.  Decreases in the Governing Board Budget Items  Travel &' Training  $  500.00  Increases in the Governing Board budget Items  Salaries & Wages FICA Dues and Subscriptions  $ $ $  488.00 37.00 110.00  Town Manager Mark Biberdorf went over the anticipated revenues for the  upcoming budget for FY 21/22.  Thel FY 21-22 Projected Values are $ 1,369,524,763 which is aj percentage change in Base of-1.71%. This is the first set of values that have been provided by the tax  office and it is conservative and will likely increase.  Residential construction activity continues to be strong with Sycamore Cottages; BSC Holdings hopes to be starting construction on the Rutledge Heirs property near town hall. We also have another subdivision project on. Rutledge Road that is approved Sales tax - $198,122 higher than budget through our. March distribution or % this year, which equates to being 25% higher than projected budget right now.  for 74 single-family homes.    Utilities Sales Tax - $21,723 higher than budget through March distribution or % of the year, which equates to being 6% higher than projected budget right now. Cable Sales Tax $400 higher than budget through our. March distribution or % of ABC Distribution- Our budget for this year was $200,000 or approximately $50,000 quarterly distribution, so far we've received two distributions totaling ABC: Law Enforcement- Our Budget for this year was $5,300 or approximately $1,325 quarterly distribution, sO far we've received two distributions totaling $6,373. Land Use Permits - Our budget for this year was $6,000 and so far we have  the year.  $140,000.  collected $4,785.  Recreational Activities - Our budget for this year was $90,000 and so far we have National Outlook is for the economy is for 4% growth in the GDP for 2021 Inflation is  collected $44,983 so we will be close to reaching target. also expected to increase anywhere form 1.4% -1.8%.  Budget Issues for FY21-22  1) Development of the Fletcher Town Center 2) Capital Funding for New Library Facility  3) American Rescue Plan Funding - eligible grant for $ 2,450,000 in funding  through the recently passed federal legislation.  Goals for FY21-22  1) Maintain existing service levels with the exception of storm water compliance measures which will increase service levels in this area. This will require moderate increases in operational expenses and revenues.    2) Determine any eligible projects that the Town would want toj pursue with the 3) Continue to dedicate 8.5 cents of the tax levy toward year one of the Five 4) Continue to work with Martin Real Estate in developing the first phase of the  American Rescue Plan Funding.  Year Capital Improvement Plan (CIP). Town Center project on Highway 25.  Capital Improvement Plan Annual Budget FY 2021-2022  Current Commitments:  Debt obligations for three 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 Land Acquisitions Garbage Truck  $556,544 $172,812 $100,000 $829,356 $881,289 $829,356 $51,933  Debt Service Budgeted Total Debt Service Commitment Debt Service Available  Projects Funded without Debt Service:  Police Car Rotation Microsoft Office Upgrade  $119,500 $ 30,000 $ 45,000 $194,500  Town Hall-Audio Visual System Upgrade  Total Commitments    Total Non-Debt Service Budgeted Total Non-Debt Commitment Non-Debt Available  $271,165 $194,500 76,665  Chief Garland from Fletcher: Fire & Rescue gave an update on 2020 and what they Applied for and received another FEMA grant for $71,340. This was used to update turnout gear, purchase ai new washer and dryer for turnout gear and we purchased a Renovations to Hooper's Creek (Station 2) - new roof and new HVAC system.  will be looking at in 2021.  new compressor.  (Building was built in 1985)  About to put 2 new: recently purchased engines in service soon. Received some grants for fire safety education and smoke  He stated that their calls were somewhat down last year as they try not to send the He said that they are working with EMS to get their own station in Fletcher on a 24-7 basis currently they are only working 12 hours a day from 7 to7. They have been He stated that they are. being cautious with their in the coming year due to COVID. Financially they are. better off than they have ever been and he mentioned that Hugh  Fire! Department on safety code (Medical/EMS) calls. (COVID)  located at our station since July 2016.  Clark has taken over as Treasurer. Discussion Followed:  Mayor Whiteside asked for a motion to adjourn and it was so moved by Mayor Pro-  Tem Bob Davy and seconded by Councilman Preston Blakely.    Motion carries all in favor.  Adjourned:  Approved: L-2-21 Date  Mayor Rod' Whiteside