Town of] Fletcher Agenda Review Meeting Minutes March 4, 2020  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 Eddie Henderson Councilman Preston Blakely Councilwoman Sheila Franklin Town Manager Mark Biberdorf Planning & Zoning Director Eric Rufa  Invocation: Pledge of. Allegiance: ***Public Comment***  Keith Reid 84 StJohn' 's Road stated that he is here to listen to the discussion on the burning ordinance and that he would like to be able to comment if need be. Shawn Thompson 99 Justice Street stated that he hoped that council could come to some sort of exception for burning that he does not burn often but about once or twice a year and he is willing to pay for a permit and while he was going to burn  anyway he would like to do itl legally.  Approval of minutes-corrections, additions or deletions. No comment was made on the minutes at this time.  (2/3, &2/26)  Council Updates  Councilman Blakely John Mitchell from Henderson County invited everyone to a complete count committee meeting which is in relation to the census. Obviously the objective it to get everyone to participate in the census. The data on Fletcher for  2010 was an 82% participation and the county overall was 78%.    Mayor Pro-Tem Bob Davy stated that he had an individual that used to live in Fletcher (now lives in Mills River) who contacted him when he saw that he was on the French Broad MPO and wanted to know the status on I-26. He asked about when they build the bridge over Cane Creek have they made any plans for greenways under the bridge. Iemailed Steve Williams from DOT and he responded and sent me the plans and they have made allowances for this on either side oft the greenway.  Consent Agenda Tax: refunds/releases April 25, 2020 would expire in 4/23.  Approval of Proclamation P-20-01 in support of Spring Litter Sweep which is April 11- Approval ofl Larry Waldrop to serve another 3 year term on the. ABC Board which Approval of Planning of Planning Board member Lucas Armefta to serve another 3  year term on the Planning Board which would expire in 4/23. Approval of one year warranty on parking lot.  Mayor Whiteside went over the Consent Agenda items and asked council if they Town Manager Mark Biberdorf mentioned the litter sweep: proclamation and asked council if they wanted to schedule a litter sweep pick up. He also discussed the paving on the parking lot and warranty that the town would provide. Council has decided to do a litter sweep on the same day as the pill drop and the  had any questions?  shred event which is. April 25.  Public Hearing regarding CD Application #2020-01 from Mr. Josh Youngblood a request to conditionally rezone PIN # 9652-69-7958 form C-1 Commercial) to Planning & Zoning Director Eric Rufa went over the public hearing that will take Applicant's: request is for conditional approval of] R-2 and the Planning Board  either R-1 or R-2 (Residential).  place next week for the rezoning of this property.  recommended R-1.  After talking with Mr. Bennie Youngblood it looks like council to approve R-1 then he  would withdraw his request and leave the property at C-1.    Discussion Followed:  Proposal to develop RFP for Town Center project-Mark Biberdorf, Town  Manager.  Town Manager Mark Biberdorf stated that you heard from Kathleen Ross last week and staff is recommending an. RFP to market our property for sale for our: master plan. We have enough room in the operating budget to cover this and the work might continue into the following fiscal year to complete everything. Iwill ask a  motion on this item at the regular meeting on this.  Discussion on proposal to change the regular council meeting to a start time of Mayor Whiteside asked council for any discussion from council on this item. Councilman Eddie Henderson said that he had no real heartburn on this and does Mayor Pro-Tem Bob Davy stated that he thinks it makes it too hard for the general Councilwoman Sheila Franklin stated that she read the memo and understands what he (mayor) is saying but that we serve the public and that 6:00 is the time that Councilman Preston Blakely consistently stated that a lot of discussion does happen at the agenda review meeting and that is what a lot of people want to see.  6:00 pm instead of7:00 pm-Rod Whiteside, Mayor.  not think that there is areal reason to change this in his opinion.  public to get to our monthly meeting.  most people are just sitting down to the table to have supper.  Discussion Followed:  Discussion on ETIJ in Fletcher and House Bill 215-Rod Whiteside, Mayor. Mayor Rod' Whiteside stated that this was brought up at LGCCA we were asked as a municipality if we. had a position regarding the ETJ. Is there any discussion on this Councilman Blakely stated that when Eddie, Mark andImet with Chuck McGrady the other day he indicated that more than likely the bill would not go anywhere. However if we decided that we had the ambition to have the property in the  from council relating to this issue?    corporate limits that he would put a bill in the General Assembly that we could have Town Manager Mark Biberdorf stated that] he was suggesting (McGrady) that putting within the bill that you (council) couldinvoluntarily annex the property that  the ETJ.  would no longer be in the ETJ. Discussion Followed: Council is not in favor of this.  Staff report on implementation of recycling cart program-Mark Biberdorf, Town Manager and Jabbo Pressley, Public Works Director. Town Manager Mark Biberdorf gave an overview on the recycling cart program and stated that Jabbo Pressley would be here next week to give a full report on this.  Discussion Followed:  Discussion on open burning ordinance-Mark Biberdorf, Town Manager. Town Manager Mark Biberdorf stated that he put this back on the agenda and that we have several complaints from the public on this. Eddie and Sheila had heard some complaints on this. He said that he is not sure what you would want to change on this and is this something that you want to revisit with some exceptions.  Discussion Followed:  Councilwoman Sheila Franklin stated that she has residents calling all the time on this. She said that she spoke with Chief Garland about it and asked if there were exceptions how that would affect the fire department. Ialso asked him were there any issues when we were burning before. He said it is not an issue for them and it She then went over several restrictions that she discovered have been removed by the General Assembly in years past. Before we were focusing on acreage and the reason we turned it down was because it did not make much common sense. The rule oft thumb should be that if the resident can't get it to the curb ori if public works is not going to pick it up then they should be allowed to burn and be allowable under regular regulations. In subdivisions if you can get your stuff to the curb then  wasn't an issue for them when they were issuing burn permits.    that is what you do and for those who live on acreage as well. Ify you can'tget it to the curb and is too large and public works to pick it up then there has to be some sort of recourse Iwould suggest that a burn permit should be allowed for that. A  suggestion might be that people can burn twice a year.  Councilman Bob Davy stated that he just did not know how you would enforce the sayingIcan't get it to the street. Everyone will have their own excuse one way or the other. Ifwe want to do an exception I would rather see that you have to get permission in writing from any neighbor within 300 feet of the burn location.  Discussion Followed:  Comments from the Town Manager-Mark Biberdorf.  On the remaining parts on the HWY 25 corridor improvement we had a construction progress meeting last week they are looking at resuming work on April 15 which would be restriping and the narrowing the outer crosswalks. Lights on the  monuments should be up and lit soon.  Discussion Followed:  On the Town Center project we still have 3 properties to close on. We are still working on the Kenneth Youngblood property with some estate issues. The Kevin Walker property in front ofit has some deed of trust issues that need to be resolved. The last one is the land swap. We just finished Bennie Youngblood's property that we. just bought right across the railroad tracks here. Public works has finished all the clean up on the properties to the extent that they can at this time.  Discussion Followed:  The MPO meeting on the 25 year plan (transportation projects) they are having a meeting and calling it coffee with the planner and it will be on March 19 at the coffee garage from 10:00 am to noon. We will put this on the website and will do a connect Earth Fare has closed and filed for bankruptcy and the mayor had received a letter concerning this. They were trying to re-finance and they had a buyer and the buyer  call to let people know.  backed out. They officially closed this past Monday.    Blue Ridge Community College and the Department of Commerce have set up a meeting to help up with transition of employees and offer assistance. They are The shred event and pill drop is set for Saturday April 25 from 9:00 to noon. The budget workshop is on Wednesday March 11 and will start at 8:30 am. With the status of library project community listening session and they pulled the plug on this. An email from Doug. Agor (ofNFLP) asking to reschedule and they have not rescheduled as of yet. There had the other sessions around the county but  working with the people from Continental Teves as well.  this one was cancelled and they have not rescheduled as of yet.  Discussion Followed:  Mayor Whiteside asked for a motion to adjourn and it was so moved by Councilman  Eddie Henderson and seconded by Mayor Pro-Tem Bob Davy.  Adjourned: 07:19 pm  Approved:  -13-2020  Date  Mayor Rod Whiteside    Town of Fletcher Council Meeting Minutes March 9, 2020  Call the meeting to order at: 07:00 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 Assistant Town Manager Heather Taylor Public Works Director Jabbo Pressley Parks & Recreation Director Greg Walker Planning & Zoning Director Eric Rufa Police Chief Erik Summey  Invocation: Dr. Treavor Riley, Cornerstone Baptist Church  Pledge of Allegiance: Tristan Riley  Assistant Town Manager Heather Taylor did not attend this meeting. Councilman Eddie Henderson did not attend this meeting.  ***Public Comment***  John Olsen of33 Cottage Ridge Court Fletcher, He suggested a compromised proposal of a start time for the meeting to be 6:30 pm so that residents and anyone who wanted to attend the meetings would be able to. He also mentioned the state law concerning burning in the city limits. He stated that an exemption should not be made sO that some property owners can avoid the expense of maintaining their property as state law requires at the expense of air quality and comfort of all fletcher residents. If there is a problem with the volume of brush pick up restriction by public works then we shouldr re-evaluate those limitations. Ifv we are talking about making an exemption for those property owners who unwilling to bear the expense  of maintaining their land then this proposal should be voted down.    Approval of minutes-corrections, additions or deletions.  (2/3, &-2/26)  Mayor Whiteside asked council for any additions, corrections or deletions to the minutes that have been presented? Ifnone then do we have a motion for approval? It was so moved by Mayor Pro-Tem Bob Davy and seconded by Councilwoman  Sheila Franklin.  Motion carries all in favor. Council Updates  Councilman Preston Blakely stated that he found out the answer to Mayor Pro-Tem Bob Davy's question concerning how long the census will take place. He said that it  will begin on this Thursday March 12 and will go until July 31.  Consent Agenda Taxi refunds/releases would expire in 4/23.  Approval ofLarry Waldrop to serve another 3 yr. term on the. ABC Board which Approval of Planning Board member Lucas Armefia to serve another 3 year term on  the Planning Board which would expire in 4/23. Approval of one year warranty on parking lot.  Mayor Whiteside asked council was there any comments on the Consent Agenda if not doIhave a motion on the consent agenda as presented? It was so moved by Councilman Blakely and seconded by Councilwoman Sheila Franklin.  Motion carries all in favor.  Public Hearing regarding CD Application # 2020-01 from Mr. Josh Youngblood arequest to conditionally rezone PIN# 9652-69-7958 from C-1 (Commercial),to  either R-1 orl R-2 (Residential).  Planning & Zoning Director Eric Rufa gave an overview on the rezoning request of this property. Planning Board ecommended/aprored a change to R-1 which would allow for lhome tol be built with a small cottage/apartment in the back. (accessory dwelling) He stated that Mr. Youngblood prefers that if council decides to go with the planning board recommendation of! R-1 then he prefers the property    remain as C-1 and has asked that he be given an opportunity to revoke his  application.  Mayor Whiteside asked for a motion to open public hearing and it was so moved by Mayor Pro-Tem Bob Davy and it was seconded by Councilwoman Sheila Franklin.  Motion carries all in favor.  Planning & Zoning Director read an email from Mr. Zack Grogan of Magnolia Properties (who owns the adjacent properties) who could not be here tonight for the  public hearing due to illness. Discussion Followed:  He then answered questions that council had on this property.  Mr. Josh Youngblood spoke on the property in question and stated the creek runs through the property and there is a no disturb area on either side of the creek. The houses he said would be located in the large corner area of the property. The creek Mayor Whiteside asked for if there were any more comments on this item at this Mayor Whiteside asked for a motion to close Public Hearing and it was so moved by Mayor Pro-Tem Bob Davy and seconded by Councilwoman Sheila Franklin.  area would remain undisturbed.  time.  Motion carries all in favor.  Mayor Whiteside stated that just as a reminder if council decides to go with the recommendation of the Planning Board then there needs to be a) pause to allow the  applicant to withdraw his request. More Discussion Followed:  Mayor Pro-Tem Bob Davy made the motion that we go with the recommendation of Mr. Josh Youngblood withdrew his application for the rezoning request of this  planning board. property.    Therefore as there was no second and also the motion also dies due to Proposal to develop RFP for Town Center project- Mark Biberdorf, Town Mayor Whiteside asked if council wanted to continue with Rose & Associates related to the RFP process on the town center project and that cost would be $10,500 and do we. have a motion from council related to the request that we  withdrawal ofthe application.  Manger.  proceed with this process?  Mayor Pro-Tem Bob: Davy made the motion that we proceed with the RFP process  and it was seconded by Councilman Blakely.  Motion carries all in favor.  Discussion on proposal to change the regular council meeting to a start time of Mayor Whiteside asked if there was any discussion on this from council at this time and that he did provide council will all the business meeting times for all Henderson county municipalities as well as the meeting time of! Henderson County and no one Councilman Preston Blakely made a motion to start the regular meeting at 6:00 pm instead of 7:00 pm and it was seconded by Mayor Pro-Tem Bob Davy.  6:00 pm instead of7:00 pm-Rod Whiteside, Mayor.  meets later than 6:00 pm.  Motion carries all on favor.  Discussion on ETI in Fletcher and House Bill 215-Rod Whiteside, Mayor. Mayor Whiteside asked council ift they were in agreement that our position is to Council has taken the position to retain the authority until state says otherwise. Staff report on implementation of recycling cart program-Mark Biberdorf, Town Manager and Jabbo Pressley, Public Works Director. Public Works Director Jabbo Pressley went over the recent data that he has gathered since the implementation of the recycling cart program.  retain our ETJ. Authority until the state tells us otherwise.    Discussion Followed:  Discussion on open burning ordinance-Mark Biberdorf, Town Manager. Town Manager Mark Biberdorf gave an overview of the current ordinance and stated that he was asked to put this back on the agenda because we heard some complaints and feedback from the public. From a staff perspectiyelden'thave any  specific changes at this time. Discussion Followed:  Councilwoman Sheila Franklin stated that maybe an option would be to offer curbside pickup for all subdivisions and then residents who have acreage give them the opportunity using the same procedures to get a burn permit because this is put a hardship on many residents to have a burn ban. Iwas also going to contact the School of Government and have a conversation with them as well. This can'tbea  one community thing. Discussion Followed:  Councilman Preston Blakely stated that he looked up the administrative code and that to his understanding logs and stumps would still not be allowed. Mayor Pro-Tem Bob Davy stated that if he was asked to vote at this time with the information that he has at the moment he vote against making any changes to the  ordinance. Discussion Followed:  Comments from the Town Manager Mark Biberdorf.  On the Hwy 25 corridor improvements we had ai recent construction progress meeting and the items left to do are the crosswalk work and some re-stripping of the outer lanes and we are. looking at the middle of April to complete the work on that. On the town center project, we are down to three properties Kenneth Youngblood property, Bill Walker property and the land swap with the Lipe property. Also  thank you toj public works for cleaning up the other properties.  Ono our financing we went from Capital Bank to BB& T and we closed on this several weeks ago and we will be able to start drawing down on that and the reimbursement to ourselves as well. We will be working on the RFP with Rose &. Associates as well.    The MPO meeting on the 25 year transportation plan in which they already held one in Henderson County and they will be having one here in Fletcher on' Thursday March 19 from 10 to noon at the coffee shop here at the garage. They will be there to Earth Fare as we all know closed and filed for bankruptcy. BRCC and the NC Department of Commerce has provided some assistance to the employees that were displaced. They were trying to restructure and had a buyer however that buyer The shred event and pill drop is scheduled for Saturday April 25 from 9 am to noon. Budget workshop is coming up on Wednesday March 11 at 8:00 am for breakfast and On the coronavirus we are doing everything we can here with al little higher level of housekeeping measures (public works, police, parks & recreation) as well and this  answer questions this is not a formal presentation.  backed out.  we will get started at 8:30 am.  is something we are going to have to deal with.  Discussion Followed:  Mayor Whiteside asked for a motion to adjourn and is was so moved by Councilman Preston Blakely and seconded by Mayor Pro-Tem Bob Davy.  Motion carries all in favor. Adjourned: 07:56 pm Approved:  -13-00a0  lod  Date  Mayor Rod' Whiteside    Fletcher Town Council Budget Meeting Minutes March 11. 2020  Call the meeting to order at: 08:30 am Those who were in attendance are as follows:  Mayor Rod Whiteside Mayor Pro-Tem Bob Davy Counciwoman Sheila Franklin Councilman Preston Blakely Councilman Eddie Henderson Town Manager Mark Biberdorf Assistant Town Manager Heather Taylor Public Works Director Jabbo Pressley Parks & Recreation Director Greg Walker Police Chief Erik Summey Planning & Zoning Director Eric Rufa IT-Mathew Horton  IT-Mathew Horton went over the requested IT Budget for the upcoming FY 20-21  Decreases in the following IT Budget items  Contract with One who Serves Replacement of parts/software  $6,575.00 $4,850.00  Increases in the following IT Budget Items  Telephone  $1,800.00 $4,200.00  Cable TV/Internet Service    Decision Package Items Requested Server Upgrades for PD Security Awareness Training Security Audit Services Town Hall AV System  $15,000.00 $ 7,800.00 $ 2,730.00 $40,000.00  Parks & Recreation Director Greg Walker went over the requested Parks &  Recreation Budget for the upcoming FY 20-21 Decreases in the following P&RI Budget items  Concessions  $ 6,950.00  Increases in the following) PaRBudgetltems  Wages & Salaries 1 position FICA  $ 7,094.00 $31,500.00 $ 11.00 $ 3,309.00 $ 353.00 $ 1,575.00 $ 1,000.00 $ 2,000.00 $ 500.00 $ 6,500.00 $ 350.00 $ 250.00 $ 2,000.00  Park Maintenance worker (Retirement) Park Maintenance worker (401K) Park Maintenance worker Holiday Decorations Summer Day Camp Advertising Park Maintenance (Medical) Uniforms Park Maintenance worker uniforms Arboretum Expenses  Decision Package items Requested Park Maintenance Position Scag Mower  45,432.00 14,000.00    Police Chief Erik Summey went over the requested Police Department Budget for  the upcoming FY 20-21  Decreases in the following Police Budget items  Holiday Pay  $ 930.00  Increases in the following Police Budget items  Salaries & Wages FICA Retirement 401K Department Supplies Network Subscription  $ 34,438.00 $ 2,562.00 $ 14,322.00 $ 1,675.00 $ 54,400.00 $ 4,354.00  Decision Package Items Requested  Replacement of MDT's  e 58,754.00  Public' Works Director, Jabbo Pressley went over the requested Public Works  Budget for the upcoming FY 20-21.  Decreases in the following Public Works Budget items  None  Increases in the following Public Works Budget items  Salaries & Wages FICA Retirement 401K M &RFacilities Fuel Expenses  $ 12,950.00 $ 990.00 $ 5,789.00 $ 648.00 $ 4,000.00 $ 1,000.00    Uniforms  $  500.00  Decision Package Items Requested  Lowboy Trailer Utility Vehicle  $ 24,500.00 $ 12,500.00  Public Works Director Jabbo Pressley went over the options of using speed and radar equipment. He stated that has been getting some prices on potential  equipment. Discussion Followed: Break at: 10:08 am Back from Break at: 10:23 am  Planning & Zoning Director Eric Rufa went over the requested Planning & Zoning  Budget for the upcoming FY 20-21.  Decreases in the following Planning & Zoning Budget items  Travel &' Training Advertising Dept. Supplies Dues & Subscriptions  $ $ $ $  500.00 200.00 300.00 200.00  Increases in the following Planning & Zoning Budget items  Salaries & Wages FICA Retirement 401K  $ $ $ $  3,048.00 233.00 1,203.00 140.00  Decision Package Items Requested  None    He then went over the pending storm water audit from the state that will take place  sometime this year. Discussion Followed:  Assistant Town Manager: Heather Taylor went over the requested Administrative, Professional Services & Town Facilities Budget for the upcoming FY 20-21. Decreases in the following Administrative Budget items  None  Increases in the following Administrative Budget items  Salaries & Wages FICA Retirement 401K Travel & Training Dues & Subscriptions Motor Vehicle expense  $ $ $ $ $ $ $  15,100.00 1,156.00 6,118.00 755.00 500.00 1,300.00 700.00  Decreases in the following Professional Budget items  Fletcher Town Center Professional Services/Contracts Economic Development Elections/Constultants  $ $ $ $  26,000.00 15,000.00 90,827.00 6,400.00  Increases in the following in Professional Budget items  Apple Country Transit  $  4,687.00  Decreases in the following Town Facilities Budget items  Newsletter Expenses Contract Services  $ $  100.00 4,500.00    Increases in the following Town Facilities Budget items  Utilities Wellness Program had on these items. Discussion Followed: the upcoming FY 20-21.  $ $  3,000.00 1,500.00  Assistant Town Manager Heather Taylor then answered questions that council  Town Manager Mark Biberdorfwent over the! Revenues and CIP information for  Revenues  FY: 19-201 Budget Values FY 20-21 Project Values Percentage Change in Base  $1,355,232,000 $1359,723,000  .33% (Preliminary Figures)  Discussion Followed: Caplalimprovements Town Hall Improvements Town Center Land Acquisitions  $ $ $ $ $  563,962 182,266 746,228 874,982 128,754  Debt Service Budgeted Debt Service Available  Total Debt Service Commitment $ 746,228    Projects Funded without Debt Service:  Police Car Rotation PW Dump Truck Total Commitments  $119,500 $110,000 $229,500 $269,225 $229,500 $ 39,725  Total Non-Debit Service Budgeted Total Non-Debt Commitment Non-Debit Available  This presentation was paused sO that council could get a report from Chief Garland Fletcher Fire & Rescue Chief Garland gave an overview of what the budget looks He stated that they had 1987 calls in 2019 which is down a bit from the previous year. He stated that they did their rating in November (done every 5 years by Department of] Insurance) he stated they are still waiting on the results but he thinks that they have done really well and will hopefully see the rating change to a 3 in town (before We applied for a FEMA grant for a' Tanker that we did receive and we have the Tanker now and it is in service. It is a 3,500 gallon Tanker. That grant was for $ 225,000 dollars. We paid off all of our stations and we. have done al lot of capital improvements to them. We are resurfacing the parking lot at Station 2 and iti is currently closed at the moment and they are working out of Station 1 right now. We are expanding our fire life safety education program and we put a bid in on an education trailer that McDowell County was selling. The board of directors is trying to improve our benefits package for employees because we lose a lot of employees to cities and the county because of their retirement package. Hugh Clark: is now the Treasurer on our board of directors. There are two new engines on order to be here in October or November at $515,000 a piece. We work from a list  of Fletcher Fire & Rescue.  like for the coming year and some highlights for the current year.  4) and a 4 out in the county (before 5).  we. have each year to see what we can afford for that year.    Chief Garland then answered questions that the council and the Town Manager had Town Manager Mark Biberdorf continued with the Revenues & CIP information.  for him.  Break for Lunch at: 12:02 pm Back from Lunch at: 1:03 pm  Town Clerk Christine Thompson went over the Governing Board budget for the There is a decrease in the travel & training budget by $800.00 so the budget for There was an increase in Dues & Subscriptions by $5.00 so the budget for Dues &  upcoming FY 20-21.  Travel &' Training went from $6,800 to $ 6,000. Subscriptions went from $240.00 to $ 245.00.  Council had no questions on the Governing Board budget. Eddie Henderson and seconded by Mayor Pro-Tem Bob Davy.  Mayor Whiteside asked for a motion to adjourn and it was so moved by Councilman  Motion carries all in favor. Adjourned: 1:06 pm  Approved:  4-13-2000  Date  Mayor Rod Whiteside