Town of Fletcher Agenda Review Meeting Minutes March 4, 2019  Call the meeting to order at: 06:01 pm Those who were in attendance are as follows:  Mayor Rod Whiteside Mayor Pro-Tem Eddie Henderson Councilman Bob Davy Councilman Hugh Clark Councilwoman Sheila Franklin Town Manager Mark Biberdorf  Mayor Pro-Tem Eddie Henderson did not attend this meeting.  Invocation: Pledge of Allegiance: ***Public Comment***  Scott Aly of 144 Scarlett Drive Fletcher stated that he has neighbor who lives next door and has installed a racing exhaust on a Toyota Camry. He says that he starts this vehicle all hours of the night and lets it run in the driveway and then takes off for about 20 minutes and then comes back and lets. that vehicle sit in the driveway and revs the engine for another 20 or 30 minutes. He said he contacted the Fletcher Police Department on numerous occasions and was told by Sergeant Norris that Fletcher did not have a noise ordinance that he needed to come before council to get this resolved. He said that his property borders the quarry and he has less  issues/problems with the quarry than this neighbor.  Approval of Minutes corrections, additions or deletions. No comment was made on the minutes at this time.  (2/4&2/11)    Council Updates None at this time. Consent Agenda Tax refunds/releases  Approval of Resolution R-19-01 in support of the municipal agreement and match for Approval of Proclamation P-19-01 in support of the Spring Litter Sweep from April Approval of Budget Amendment #4 to the 18/19 FY Budget Ordinance. Approval of] Budget Amendment #5 to the 18/19 FY Budget Ordinance. Set public hearing for the April 18, 2019 meeting to consider potential amendments Approval ofJ Jan Linville to join the Parks & Recreation Advisory Board for a 3 yr. term Mayor Whiteside went over the Consent. Agenda and asked if anyone has any  the Town of Fletcher Bike/Ped plan.  13-April 27, 2019.  to the Fletcher Land Development Code.  to expire in 3/21.  questions on these items.  Town Manager Mark Biberdorf went over the items on the Budget. Amendments The Town Manager also offered to send out a connect CTY call to see: ifresidents are  and the need for having these done.  interested in getting involved with the litter sweep.  Councilman Hugh Clark volunteered to come out for a litter sweep and Mayor  Whiteside stated that he will be interested in this as well.  Approval of lowest responsible bidder for street resurfacingprojects and resurfacing paved trails at Bill Moore Community Park-Ben Cathey, McGill  Associates.  Ben Cathey of McGill & Associates went over the recently received bids for these  projects.  Town Manager Mark Biberdorf stated that JLS is the lowest responsible bidder with a total of $ 330,550.70. He then went over the breakout of these bids.    Ben Cathey of McGill & Associates then answered questions that council had on  these projects.  Discussion Followed:  Report on recycling volumes and MSW tonnage with implementation of recycling cart program-Jabbo Pressley, Public Works Director.  Town Manager Mark Biberdori stated that this is a follow up item from when we implemented this we wanted to have an opportunity to go back and look at the data to see if this was doing what we wanted it to do. In your report you have a comparison of what the volumes were for that same period of time last fiscal year as compared to when we started it in November and collected it up to late February. We looked at comparative data on the recycling volumes to the recycle material that was collected. Then we also wanted to look at the tonnage from the solid waste collection. We had curbside pull the data on recycling and we have noticed on the reports that the numbers have jumped up and tonnage of trash collected went down on this route. Ifcouncil funds this for the 3 other routes next year hopefully we will  see a total decrease in the solid waste tonnage.  Discussion Followed  Jabbo will be here next week to give a few more observations on this. Update on Town Center Project-Mark Biberdorf, Town Manager.  Town Manager Mark Biberdorf stated we had talked about exploring residential options on our property. Ihave had some discussions with McGill Associates about the challenges with the wetlands and the flood plain. There is a firm that they have done some work with before that is looking at our project. Ihad a phone conference with Scott of McGill & Associates and Mr. Spano of Spano & Associates and have several other projects in our area. They are taking a hard look at our Rob Settle is working with a group that is looking on our property as well and he is working with a Mr. Robert Threatt of' Threatt Design & Development Group. He is  project right now.  evaluating our project for a potential fit for investors.    Iam also still in discussions with Kenneth Youngblood and still working on the end of  the property here.  Comments from the Town Manager Mark Biberdorf.  On the Budget update on the revaluation there are pretty significant increases throughout the county. We were not the highest the City of] Hendersonville was but we had a 21.25 % overall increase. Since that time we got our first estimate of values which was a little over 18% on the real property values. Solam not sure why itd dropped that much and then other amounts like business personal, individual personal, public utilities and registered motor vehicles. This is all very preliminary they looked a little low and businesses can get an extension until the end of March to get their stuff listed. Iemailed these figures to you all with a little over 10% increase. Atleast we have our first draft of values from the county. We will talk The draft Incentive agreement for Smarttrac was put together recently. Brittany Brady put the document together and sent it over for review. That was very helpful because normally Iam having to go through the whole thing because we take the county's version and update it with our information. It has gone to the company at On' Tap Root Dairy- Ihad inquiry from Commissioner Lapsley to see if you wanted to annex that property into the town. Ihave talked to you all about it and it did not sound like something that you all wanted to do. Iam going to put some revenue numbers together on this just sO you have an idea and Ihave also asked Police and Public Works to put an estimate together of what the service impact would cost. Iam putting these figures together in case this is something that you may want to pursue. We are not pushing this on the staff side just trying to bring you the information in  more about this at the budgetworkshop on March the 20th.  this point and they are reviewing it  case you are: interested in pursuing this.  Discussion Followed:  Commissioner Lapsley also approached me about doing away with ET's (Extra Territorial Jurisdictions) andIcontacted council about this and you all did not seem  interested in doing this as well. Discussion Followed:    On the Kate's Park playground, public works took out all the old equipment and the new equipment will be put in this month. A grand re-opening of the park is planned On the meetings with Legislative Delegation Ihave been getting in into touch with our congressional folks. This Friday I have set up a meeting at 3:00 with Wayne King from Congressman, Meadows's office. If anyone from council could join me that AlsoIhave Robin Ramsey from Senator Burr's office and Jordan Barnes from Senator Bob and Sheila attended the meeting with Senator Edwards and Representative The Hwy 25 Corridor project is continuing to move forward and we had a construction progress meeting last week. We are trying to work out better communication issues (Buchanan & Sons) that we have had on this project.  by early April.  would be great.  Tillis's office meeting on' Thursday March 14th at 2:00 pm  McGrady  Discussion Followed: Councilman Bob Davy. Motion carries all in favor.  Councilman Hugh Clark made a motion to adjourn and it was seconded by  Adjourned: 07:10 pm  Approved:  -8-19  Date  Mayor Rod Whiteside    Town of Fletcher Council Meeting Minutes March 11, 2019  Call the meeting to order at: 07:00 pm Those who were in attendance are as follows:  Mayor Rod Whiteside Mayor Pro-Tem Eddie Henderson Councilman Bob Davy Councilman Hugh Clark 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 Police Chief Erik Summey  Invocation: Mayor Pro-Tem Eddie Henderson Pledge of Allegiance: Mayor Rod' Whiteside  ****Public Comment**** funding this new library.  Stan Moore 214 Windsor Forest Circle Fletcher commented a new library needed in Fletcher and he stated that the county and Fletcher need to work together on  Approval of minutes-corrections, additions or deletions.  (2/4,2/11)  Mayor Whiteside asked council was there any corrections, additions or deletions to the minutes as presented? Ifnot is there a motion to approve? It was sO moved by Councilman Hugh Clark and seconded by Mayor Pro-Tem Eddie Henderson.  Motion carries all in favor.    Council Updates None at this time. Consent Agenda Tax refunds/releases  Approval of Resolution R-19-01 in support of the municipal agreement match for the Approval of] Proclamation P-19-01 in support of Spring Litter Sweep from April 13- Approval of Budget Amendment #4 to the 18/19 FY Budget Ordinance Approval of Budget Amendment#s to the 18/19 FY Budget Ordinance  Town of Fletcher Bike/Ped plan.  April 27, 2019  Set public hearing for the April 8, 2019 meeting to consider potential amendments to Approval of] Jan Linville to join Parks & Recreation Advisory Board for a 3 yr. term to Appointment of Councilman Bob Davy as Representative to the French Broad River MPO and to the Henderson County Iransportation Advisory Committee.  the Fletcher Land Development Code.  expire in 3/21.  Mayor Whiteside stated that the only addition to the Consent Agenda from last week was the Appointment of Councilman Davy as a: representative to the French Broad River MPO and to the Henderson County Transportation Advisory Committee. Are there any questions or discussion related to the Consent Agenda? Councilman Hugh Clark commented on the litter sweep being on Saturday April 13 (10:00 am) if anyone is interested in doing a little clean up in our area. Town Manager Mark Biberdorf stated that he is going to do a connect call out to residents to see if: residents or clubs want to participate on their own. Mayor Whiteside asked for a motion to approve the Consent Agenda? It wasso moved by Councilman Bob Davy and seconded by Mayor Pro-Tem Eddie  Henderson.  Motion carries all in favor.  Approval oflowest responsible bidder for street resurfacing projects and resurfacing paved trails at Bill Moore Community Park-Ben Cathey, McGill  Associates.    Mayor Whiteside stated that the next item on the agenda is the approval ofl lowest responsible bidder: related to our paving project(s) which was JLS with a bid of $330,550.00 bid. He then asked the Town Manager was their anything extra on this. Town Manager Mark Biberdorf stated that Ben Cathey gave you a decent amount of background on this last week. Just a: reminder of that the $ 330,550.70 bid the $198, 857.99: is for the Powell bill project and then the remaining balance is $ 131,692.71 is the park project. We will be bringing a budget amendment to you at the April meeting to appropriate the proper amount of funds to fill the gap between was has been appropriated and what totally needs to be appropriated for  construction and soft costs.  Iknow that Councilman Hugh Clark had mentioned taking some funds from the Park Development fund. Heather andIchecked the balance from the most recent audit and there is $36,760.00 in there. Does council want to give some thought of how It was suggested by staff that $20,000 from this fund to be used towards this project which council is agreeable to and a budget amendment will be done at the April  much they want to use from this fund for the project.  meeting.  Discussion Followed:  Mayor Whiteside asked for a motion to accept lowest bid as presented and it was so moved by Councilman Bob Davy and seconded by Mayor Pro-Tem Eddie  Henderson.  Motion carries all in favor.  Report on recycling volumes and MSW tonnage with implementationof recycling cart program-Jabbo Pressley, Public Works Director. Public Works Director Jabbo Pressley commented on the figures received on recycling carts and the decrease in trash collection on the route in which the carts  where distributed. Discussion Followed:    Update on' Town Center Project-Mark Biberdorf, Town Manager  We have had some discussions with a: residential developer Spano &. Associates (Ralph Spano) they are continuing to look at the project. The next potential step could be an offer for property. Ihave had some discussions last week with Scott Burwell of McGill &. Associates and he was asking some questions on the process for  disposition of property.  Iam also pulling together some information for Robert Threatt of' Threatt Development Group. We are possibly looking at a developer agreement with them  ift they continue to get interested in the project.  Comments from the Town Manager Mark Biberdorf.  Next week we have our budget update and reval on our initial draft of revenues. I mentioned to you that the figures came out and they estimated a 21% increase in real property value. They were actually about 18.7%. Overall we received a first set of values that included everything which is: real and personal property, public utilities and registered motor vehicles and this was: really about a 10.2% increase. Next week we will have our pre-budget workshop we will be here on the 20th to go  into full budget requests from Department heads.  The draft Incentive agreement with the Smarttrac expansion has been sent to them On the Tap Root Dairy project we did get approached about possible annexation on that. Iwas approached by Commissioner Lapsley. Iam working on some potential figures for that and hopefully next weekI will have a report for council. Idon't know The ETJ's discussion that Ihad with Commissioner Lapsley releasing or removing ETJs from the area. Ihad Eric Rufa work on a map on this for council.  and they are currently reviewing: it.  this is something that you even want to entertain or not.  On the Kate's Park playground all the old equipment has been removed the company had to delay putting in the new equipment due to all the rain that we have  had.    The last meeting with the delegates is this Thursday at 2:00 pm with Robin Ramsey The Hwy 25 corridor project has been tough due to weather and we have been trying to get them to adhere to the agreement for lane closure. On the crosswalks we are looking at stamped asphalt and what type/alternatives. Stamped concrete is just not going to work with the amount of traffic on the road and the time that it takes Mayor Whiteside asked for a motion to adjourn and it was so moved by Councilman  and Jordan Barnes of Senator Burr's and Senator Tillis's office.  to cure.  Bob Davy and seconded by Mayor Pro-Tem Eddie Henderson.  Adjourned: 07:27 pm  Approved:  L-8-19 Date  A de  Mayor Rod Whiteside    Town of Fletcher Pre-Budget Workshop Meeting March 20, 2019  Call the meeting to order at: 08:30 am Those who were in attendance are as follows:  Mayor Rod Whiteside Mayor Pro-Tem Eddie Henderson Councilman Bob Davy Councilwoman Sheila Franklin Councilman Hugh Clark Town Manager Mark Biberdorf Assistant Town Manager Heather' Taylor IT Matthew Horton Public Works Director Jabbo Pressley Parks & Recreation Director Greg Walker Police Chief Erik Summey Planning & Zoning Director Eric Rufa  IT Matthew Horton went over the requested budget items and expenses for the FY  19-20 Budget year.  Decision Package Items are as follows: PC Replacement Project Network Monitoring Service Town Hall A/V System Project  32,700 10,800 40,000 $83,500.00  Parks & Recreation Director Greg Walker went over the requested budget items  and expenses for the FY 19-20 Budget year. Decision Package items are as follows:  Tractor Jeep-SUV  60,000 40,000 $100,000.00  Discussion Followed:    Police Chief Erik Summey went over the requested budget items and expenses for  the FY 19-20 Budget year.  Decision Package items are as follows:  Detective Lieutenant: Construction of two offices  77,579 40,424 $118,003.00  Discussion Followed: Break: 09:47 am Return from Break: 10:01 am  Public Works Director Jabbo Pressley went over the requested budget items and  expenses for the FY 19-20 Budget year. Decision Package items are as follows: 95 gallon trash & recycle carts M &F RT Vehicles Tools & Equipment  56,000 6,000 5,000 $67,000.00  Discussion Followed:  Planning & Zoning Director Eric Rufa went over the requested budget items and  expenses for the FY 19-20 Budget year.  There are: no decision package items for Planning & Zoning requested in the FY  budget year.  Discussion Followed:    Assistant Town Manager Heather Taylor went over the requested budget items and expenses for the FY 19-20 Budget year in Administration, Professional Services  and Town Facilities. Discussion Followed:  Town Clerk Christine Thompson went over the requested budget items and expenses for the FY 19/20 Budget year for the Governing Board Budget.  Discussion Followed: Break for Lunch: 11:20 am Back from Lunch: 12:52 pm Fletcher Fire & Rescue Chief Greg Garland Assist Chief Jerry Creasman Billy Wilson  Chief Greg Garland Total calls this past year: 2014 In town limits of Fletcher: 955 Mutual aid calls 44 Buncombe County 5 to other counties  62 mutual aid in Henderson County Grants applied for and awarded Walmart Foundation North Carolina Forrest Service Firehouse Subs Foundation FEMA grant  Wereceived a total of $ 250,684,000 in grant monies.  We currently have 6 openings and are doing interviews and will get these filled.    Currently updating Personnel handbook Updated our career ladder pay scale  Discussion Followed: Upcoming Budget items Replacing one of our engine trucks. Repair Roof at Hooper's creek station Repair sink hole in driveway at main station. Replacement of one small vehicle Upcoming Grants New' Turnout gear.  We are looking at some financial investment options as well.  Discussion Followed:  Capital Improvement Projects FY19/20  Town Manager Mark Biberdorf stated that we are going into year 4 of our CIP. We do a 5 year CIP and we do an annual capital budget that funds the projects within the CIP. The minimum threshold for the CIP is $25,000. The CIP is intended for placement of existing facilities and also adding facilities for new impacts. We have been funding this with our 8.5 cents of our tax: rate. We have been using 6.5 cents to support projects with debt service and the other 2 cents we apply towards cash projects or pay as you go. Iknow we have been moving some things around in  there based on projects that we have.  The current revenues are estimated with a 10.2% growth and was almost 1.3 billion in total evaluation for FY 2020. With that 8.5 cents this produces $1,088,765.00. This will probably go up a lot of business personal is not included in there with the extension that they were given. Ido not anticipate a huge fluctuation from this but it is a significant jump. Debt service commitments of course we have the town hall project which is ongoing debt requirement and Ij plugged in the Parks & Recreation building at which Irounded up to $200,000 for debt service. With our town hall commitments iti is $571,366 and the Parks & Recreation maintenance building Ip put $200,000 sO our total budgeted amount would be $771,366 what 6.5 cents produces on the levy for debt service based on the 1.3 billion (99% collectionrate) is $832,585 so if you subtract our debt service commitments then that leave us available amount of $61,219. It may be more if we do not actually get started on the Parks & Recreation  building.    Discussion Followed:  Projects to be funded without debt service (cash side)  Playground Equipment for BMCP Police Car Rotation Total Commitments  $100,000 $119,500 $219,500 $256,180 $219,500  Total Non-Debt service Budgeted Total Non-Debt Commitment  Non-Debt Service Available  $36,680  Discussion Followed:  Revenues  FY 18-19 Budgeted Values FY 19-20 Projected Values Percentage Change in Base  $1,171,765.00 $1293,839.00  10.2% values (Preliminary Figures)  Discussion Followed:  The Town Manager then went over some items with the revenues and the budget  issues for the FY 19-20.  Mayor Whiteside adjourned the Budget Meeting    Adjourned: 2:26 pm  Approved: 14-9-19 Date  d6 Ruhibide LMayofRod" Whiteside