Town of Fletcher Agenda Review Meeting Minutes March 5, 2018  Call the meeting to order at: 05:59 pm Those who were in attendance are as follows: Mayor Rod Whiteside Mayor Pro-Tem Eddie Henderson Councilwoman Sheila Franklin Town Manager Mark Biberdorf Planning & Zoning Director Eric Rufa Parks & Recreation Supervisor Nicole Sweat  Councilman Bob Davy and Councilman Hugh Clark did not attend this  meeting.  Invocation: Mayor Rod Whiteside  Pledge of Allegiance: Jasmine Banks of Rugby Middle School  ***Public Input***  Todd Stimson 30 Fawnhurst Lane Fletcher NC stated that they would like to keep council up to date on any new items that he may have. He also supplied council with a governmental magazine that had some information about medical marijuana. He also stated that he is interested in short term rentals as well because they have some  property that they were interested in renting out.  Approval of Minutes-corrections, additions or deletions.  (2/05,2/12)  Council is to review the minutes and let any changes to be known next week  Council Updates  Mayor Pro-Tem Eddie Henderson- commented on council emails going back and forth that needed to be discussed and his concerns about the Mayor deciding to move forward on his own with a student recognition program after town council  voted against doing this project.    Mayor Rod Whiteside commented that he had decided to do this program on his own with no town funds being used or employee time being involved.  Discussion Followed: Consent Agenda Tax refunds/releases  Approval of audit contract with Lowdermilk & Church forl FY 17/18. Approval of Resolution R-18-02 to sell surplus property on gov deals. Approval of Elaine B. Liddy to serve a 3 year term on the Parks & Recreation Set Public Hearing for. April 9, 2018 to consider ai rezoning request for a portion of 3086 Hendersonville Road to be rezoned from R-2 (residential) to C-1 (Commercial) Approval of Proclamation P-18-02 in honor of National Service Recognition Day in Approval of Sam Riddle to serve another 3 year term on the Parks & Recreation Town Manager Mark Biberdorf fwent over the items on the Consent agenda.  Advisory Board to expire in 3/2021.  Fletcher.  Advisory Board to expire 3/2021.  Discussion Followed:  Moved item number 5 up for discussion at this time.  Discussion on Short Term Rentals of residential structures-Eric Rufa, Planning Planning & Zoning Director! Eric Rufa said that he did not have a lot of new material to bring at this time. He stated that council wanted to table the public hearing at last month's meeting in order to get more discussion on this item and review the recommendations that the Planning & Zoning Board made concerning  &Z Zoning Director.  shortterm rentals. Discussion Followed:  Planning Board Chairman George Clayton commented on. Airbnb and that they are not suited for a subdivision environment. We also lose revenue from motel tax and room tax as well. He stated that there are about 4. Airbnb's in Fletcher already you can look it up on the website. He stated that his mother-in-law is dealing with this in her neighborhood and it is a disaster. He feels we need to address this now  before it becomes an issue. Discussion Followed:    Planning Board Member Joe Tandy stated that he agrees with George Clayton on this and that they even changed their bylaws in his subdivision to state that you cannot have any more than two non-owner occupied houses at any time. Planning Board Member Lucas Armena stated that he opposes this matter and that short term: rentals should be allowed and the laws/ordinances that the town already has in place should be enough to keep things regulated with these rentals.  Item number 7 is hereby moved up at this time.  Report on Summer Day Camp bus issue-Nicole Sweat, Parks & Recreation Parks & Recreation Supervisor Nicole Sweat gave an overview of the situation concerning the Summer Day Camp bus and made suggestions as to possible  Supervisor.  solutions for this problem. Discussion Followed:  Back to item 4 on the agenda at this time.  Public Hearing for discussion on proposed financing of$ 1,500,000 for Parks & Recreation Maintenance building and approval of Resolution R-18-01 supporting the application to Local Government Commission for approval of financing agreement -Heather Taylor, Assistant Town Manager. Town Manager Mark Biberdorf stated that we are: required by the Local Government Commission that when we do an installment purchase loan to issue a Resolution and hold a public hearing on the anticipated amount of financing. So you have a copy in your packet of the resolution that speaks to why this is needed and has some findings of fact in there. Basically it will depend on the bids when they come in and that deadline for bids is this Thursday at 3:00 pm. We did have good turnout for our mandatory pre-bid conference on February 22. We had 7 contractors that showed up so hopefully we will get competitive bids. We met with our bond council and our financial advisor (First' Tryon) they reminded us we have to do this Resolution to move forward and it does not bind you to accepting one of the bids or going through with the financing it is just to indicate to the LGC that we are serious  about this.  Moving to Item 6 on the agenda.    Approval oflowest responsible bidder for Parks & Recreation maintenance  building-John Legerton, Legerton Architecture.  We will have bid opening on at 3:00 on' Thursday March 8 and as soon as we get the bids and we have some bid alternates built into this as well. Iwill have John Legerton here at the meeting to present the lowest responsible bidder and hopefully we will have low enough competitive bids that we are going to be able to select a bid alternate. We are optimistic that we are going to get some good competitive  bids on this. Discussion Followed:  Discussion on proposed amendments to the Board and Commissions  Recruitment Procedure-Rod Whiteside, Mayor.  Mayor Whiteside asked council did they have any questions to the proposed board recruitment procedure. He stated that the proposed changes are. highlighted in red. Town Manager Mark Biberdorf commented that mayor was working on a policy and we were able to find an old policy on this and that was done in 2002 and you are doing some of these things already but if you decide to follow this it would need to  be updated.  There were no comments from council at this time.  Discussion on a proposed policy for the public input portion of the agenda-Rod Mayor Whiteside asked were there any comments or questions on item number 9? Councilwoman Sheila Franklin commented that we have always had a 3 minute  Whiteside, Mayor.  comment period. Any particular reason we have that.  Mayor-Tem Eddie Henderson asked about the 3 minutes as well.  Discussion Followed: was fine with him.  Mayor Rod Whiteside stated that if 3 minutes was the normal rule/routine then that    Added item number 10 requested by Mayor Pro-Tem Eddie Henderson: Parks & Recreation Advisory board has suggested for dissolution of the Parks & Recreation Advisory Board- Mayor Pro-Tem Eddie Henderson. Mayor Pro-Tem Eddie Henderson stated that this was added to see if the parks & rec advisory board is still needed to make suggestions to council. He stated that was generated way back for al real reason but as time has come along is it still needed to keep this board. He said that he wants discussion with council next week at the  regular meeting.  Comments from the Town Manager Mark Biberdorf.  The park drainage improvements project has been completed by' Trace & Company and it looks good and staff is pleased. This will work well as we get ready to resurface the main drive and widen the entrance to the park. Ont the Highway 25 corridor improvement project we are going out for bids the second time and we finally got the information together as they can set up for a bid alternate in there. On. April 3 is a pre bid conference and the bid opening is on April 12 at 2:00 pm. There has been an issue on the monuments and if they will cover the cost of them in the grant and we have appealed this. We may have to get our legislators involved with this because this keeps getting thrown back to us. We feel that this is part of the transportation improvement S as full recognition as to On the NFLPIforwarded their newsletter to you and they have al lot of activity going on with the group. Please continue to encourage support for this with the county commissioners) Iknow some of you have been working behind the scenes on this. They have gotten their 501c3 approval they have been meeting with the local  come into a downtown area.  manufacturing groups to work on funding.  On the Bill Moore Community park sign we are getting ready to put in a purchase order on that. We got a quote from Custom Wood Designs to do this at a price of All day budget workshop on March 20th at 8:30 am there will be a presentation of full This Wednesday the Mayor, Sheila and Iwill be meeting with Chuck McGrady and Chuck Edwards on our legislative issues at 3:30 pm. We still need to set up for  $5,320 to redo the sign. We hope to get that ordered this week  budget requests from department heads.  congressional meetings.    Mayor Pro-Tem Eddie Henderson made a motion to go into Closed Session and it  was seconded by Councilwoman Sheila Franklin. Went into Closed session at: 07:44 pm  Closed Session per. NCGS 143-318.11 (5) "Contractual Matters"  Councilwoman Sheila Franklin made a motion to come out of Closed Session and  itwas seconded by Mayor Pro-Tem Eddie Henderson.  Came out of Closed Session at: 08:03 pm by Councilwoman Sheila Franklin.  Mayor Pro-Tem Eddie Henderson made a motion to adjourn and it was seconded  Adjourned: 08:05 pm  Approved:  L4-16-18 Date  hLE    Town of Fletcher Council Meeting Minutes March 12, 2018  Call the meeting to order at: 06:59 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 Parks & Recreation Director Greg Walker Parks & Recreation Supervisor Nicole Sweat Planning & Zoning Director Eric Rufa Public Works Director Jabbo Pressley Police Chief Erik Summey  Invocation: Mayor Rod Whiteside  Pledge of Allegiance: Jasmine Banks of Rugby Middle school  ***Public Input****  Todd Stimson 30 Fawnhurst Lane Fletcher commented on the last week's meeting and the comments made among town council. He stated he wants things to be Dennis Justice 31 Tamis Lane Fletcher commented on a: new. library not being needed with digital access now readily available to everyone. He also stated the immediate need for a: recreation center instead of spending money on aj parks & Elaine Liddy 406 E. Glensprings Court Fletcher came up and introduced herself and spoke about her interest in serving on the Parks & Rec advisory board.  peaceful without hatred in others on these matters.  recreation maintenance building.  Approval of Minutes-corrections, additions or deletions.  (1/02,1/08)    Mayor Pro-Tem Eddie Henderson made a motion to approve the minutes as written and it was seconded by Councilwoman Sheila Franklin.  Motion carries all were in favor.  Council Updates  Councilwoman Sheila Franklin asked about the proposed apartment complex on Howard Gap Road. She wanted to know ift they were still moving forward with it Town Manager Mark Biberdorf stated that they are moving forward with it they are getting ready to do some site improvements on the property and are doing some  because the sign was still on the property.  engineering on the property as well.  Consent Agenda Taxrefunds/releases  Approval of audit contract with Lowdermilk & Church for FY 17/18. Approval of Resolution R-18-02 to sell surplus property on gov deals. Approval of Elaine B. Liddy to serve a 3 year term on the Parks & Recreation Set public hearing for April 9, 2018 to consider al rezoning request for a portion of 3086 Hendersonville Road to be rezoned from R-2 (residential) to C-1 (commercial) Approval of Proclamation P-18-02 in honor of National Service Recognition Day in Approval of Sam Riddle to serve another term on the Parks & Recreation Advisory Parks & Recreation Board Chairman Sam Riddle answered questions that council  Advisory Board to expire in 3/2021.  Fletcher.  Board to expire in 3/2021.  had for him concerning his boardreappointment.  Discussion Followed:  Councilman Bob Davy made a motion to approve the Consent Agenda as submitted and it was seconded by Mayor Pro-Tem Eddie Henderson.  Ouestions/Comments on the motion? until item number 9 has been discussed.  Councilwoman Sheila Franklin suggested putting the Consent Agenda on hold Mayor Rod Whiteside stated that the Consent Agenda was already set before item number 9 was added so it would be proper to address the Consent. Agenda as  printed.    Discussion Followed:  Mayor Pro-Tem Eddie Henderson withdrew his second on the motion.  Mayor Whiteside asked do we have a second to the motion to approve the Consent Councilman Bob Davy stated that he would support clearing up item number 9 There is no motion and the Consent Agenda was put on hold at this time until  Agenda. first.  item #9 is discussed by town council.  Public Hearing for discussion on proposed financing of $ 1,500,000 for Parks & Recreation Maintenance building and approval of Resolution R-18-01 supporting the application to Local Government Commission for approval of financing agreement -Heather Taylor, Assistant Town Manager. Mayor Whiteside asked do we have any questions for the. Assistant Town Manager Assistant Town Manager. Heather Taylor stated that we need two actions this evening for approval of our LGC application for financing of our 1.5 million dollars of the parks & recreation maintenance building. The first being the public hearing on Town Manager Mark Biberdorf asked do you want to go into Public Hearing first Mayor Pro-Tem Eddie Henderson made a motion to go into Public Hearing and it  related to item number 4.  financing and that second being approval of the resolution.  before we address the Resolution.  was seconded by Councilman Hugh Clark. Motion carries all were in favor.  Councilman Hugh Clark stated that he assumes this loan is like town hall that this is an estimate of that the cost may or may not be. Are we going to disburse the entire amount or get the whole amount and give back the money we don'tuse. Assistant Town Manager Heather Taylor stated that right now we are asking for 1.5 million and as you know that the bids got delayed till this Thursday. Right now we are going with 1.5 million butIam thinking it may be 1.6 million with the contingency amount listed in there. Once you get the 1.5: million you put that into an account and draw down on that and anything we did not extend we would turn back  over to a debt service payment on that.    Mayor Whiteside stated that just as areminder that we will get the results of the  bids at our meeting on' Tuesday afternoon.  Discussion Followed:  Mayor Whiteside asked for a motion to close the public hearing and it wass sO moved by Councilman Hugh Clark and seconded by Mayor Pro-Tem Eddie  Henderson.  Councilman Hugh Clark made a motion to approve Resolution R-18-01 and it was  seconded by Mayor Pro-Tem Eddie Henderson Motion carries all were in favor.  Discussion on short term rentals of residential structures-Eric Rufa, Planning & Planning & Zoning Director Eric Rufa went over the information that was presented from last week and asked council did they have any questions.  Zoning Director.  Discussion Followed:  Councilman Bob Davy stated that he would rather see this permitted instead of shutting this down completely. He stated to allow this and set up some rules and Councilwoman Sheila Franklin stated she has a better understanding on this after last week and she does not feel that iti is a blanket shut down on short term rentals. There is room for a Bed & Breakfast and Home Stays have been explained. I definitely have an: issue with someone doing short term: rentals within subdivisionsl  regulations for it and have it permitted instead.  just think that it is the wrong place for them.  Discussion Followed:  Town Manager Mark Biberdorf suggested would it be helpful if Eric came back with a set of options. (1) Would be to keep it as is and defining what a short term rental is. (2) Would be for it to be prohibited under the: regulations of the Land Development Code. (3) Being the process where it is being allowed by permitted  use.  Discussion Followed:    Council has asked Planning & Zoning Director Eric Rufa to come up with additional  options and some clarification of the definitions in the ordinance.  Report on Summer Day Camp bus issue-Nicole Sweat, Parks & Recreation Parks & Recreation Supervisor Nicole Sweat went over the suggested recommendations for a bus for Fletcher Summer Day camp. Due to some issues/certain restrictions the county they can no longer rent us a bus for the summer. After reviewing the options staff recommendation is that we buy a bus. She said that they could get a used bus that is about 10 years old for about $30,000 and a  Supervisor.  new. bus would cost around $87,000. Discussion Followed:  Mayor Pro-Tem Eddie Henderson suggested we purchase a new bus. Councilman Bob Davy stated that he agrees with Eddie but suggested that we make an estimate of what the life of the bus would be and take the annual amount that is spent and that needs to be added on to the: registration for the camp. Itisnot  the town'sI responsibility to subsidize the camp.  Discussion Followed:  Mayor Pro-Tem Eddie Henderson makes a motion to purchase a new. bus and it  was seconded by Councilman Hugh Clark.  Discussion on the motion  Councilman Bob Davy How are we going to pay for it?  Town Manager Mark Biberdorf: stated that there will be a budget amendment that we will bring back to you from unassigned fund balance to pay for it.  Discussion Followed: Motion carries all in favor.  Discussion on proposed amendments to the Boards and Commissions  Recruitment procedure-Rod Whiteside, Mayor.  Mayor Rod' Whiteside asked council are there any questions or comments on item  #7.    Mayor Rod Whiteside asked council is there a motion on item #7 and it wass sO  moved by Mayor Pro-Tem Eddie Henderson.  Discussion on the motion.  Councilman Bob Davy commented on the procedure that we use to appoint anyone to a board if we do not like the form that way iti is today then we need to  change how it is done.  Mayor Rod Whiteside stated that this is in this form. "The motion was then seconded by Councilman Hugh Clark. KE  Motion carries all were in favor.  Discussion on a proposed policy for the public input portion of the agenda-Rod Mayor Rod Whiteside asked council are there any questions on the public input policy on item #8. The only thingIchanged from last week was for an individuall changed it from 5 minutes to 3 minutes and the very last paragraph is added indicating that the time limit applies to discussion on agenda items but it applies only to individuals who are not the designated presenter and not members of Councilman Bob Davy stated that he had some concerns with a countdown timer  Whiteside, Mayor.  council.  system in front of the person attempting to speak.  Discussion Followed:  George Clayton suggested that asking questions to the speaker that the time stop. He suggests that if a chairman has something to present that they be allowed for Councilman Bob Davy made a motion to approve the policy and it was seconded  more than 3 minutes.  by Mayor Pro-Tem Eddie Henderson. All in favor of: Mayor Pro-Tem Eddie Henderson Councilman Bob Davy Councilman Hugh Clark Councilwoman Sheila Franklin  Against:    Motion carries  Discussion on possible dissolution of Parks & Recreation Advisory Board- Mayor Pro-Tem Eddie Henderson said that the board was evolved back in 2000/2001 and that they have done a lot of good work over the years but he interested in finding out does the board still serve a purpose or are they no longer  Mayor Pro-Tem Eddie Henderson.  needed.  Discussion Followed:  Mayor Rod Whiteside commented that his job as an elected official he feels that one of his roles is to engage with the public not alienate them. This parks & rec advisory board is a board comprised of the public that has for many years dutifully completed the task it was given. The last timeIchecked Fletcher still has a Parks & Rec Department and a park system which means that a Parks & Rec advisory board iss still needed. Ihave worked with this board personally andIc can tell you that the interactions Ihave had with the people on that board that the passion is there and  these are fine individuals. Discussion Followed:  Parks & Recreation Director Greg Walker gave an overview oft the dedication of Parks & Recreation advisory board and the purpose they serve. He also recommended that the town council designate a board liaison.  Discussion Followed:  Councilman Bob Davy stated that he had served many years on board in the past and it needs to keep going. You can'te expect to have major issues all the time but when the need does come up you need them there when things do happen. He also stated that you can't show lack of need for the board just because they do not have a full staff on the board. This happened when Iwas on the board people would move and people leave the board and the numbers would go down but the job is still Councilman Hugh Clark commented on the master plan that the board spent time on and council approved the master plan design something we needed the board for even though we agreed that we were not ready to go: forward with the plan.  there. He stated that we need to keep the board in place.    Mayor Pro-Tem: Eddie Henderson said that he has gotten some information on the  advisory board that he did not have before today.  Councilwoman Sheila Franklin she stated that she understood where you were coming from (Mayor Pro-Tem Eddie Henderson) because we just had some discussion in the last couple of months about feeling vague over the direction the board took. Ith has never been on table to attack the board or say they were not good volunteers. On the contrary we love to hear from folks and have open  sessions all the time. Discussion Followed:  Parks & Recreation Board member Sandra Anderson commented that she is serving her second year on the board and has thoroughly enjoyed and has enjoyed activities in the Fletcher area. She has worked in local government for a number of Mayor Pro-Tem Eddie Henderson stated that he withdraws his recommendation  years and currently works for city of Asheville on economic grants. for dissolution of the Parks & Recreation Advisory Board Council agrees to keep the board in place.  The next meeting for the Parks and Recreation Advisory Board is April 12 due to Mayor Rod' Whiteside then asked was there a motion to approve the Consent Agenda and it was sO moved by Councilman Bob Davy and seconded by  spring break holidays.  Councilwoman Sheila Franklin. Motion Carries all in favor.  Comments from the Town Manager Mark Biberdorf.  The park drainage improvement project at the: rear of the park by Trace & Company has been completed. They. just today submitted their pay application on it and we Imentioned last week the Hwy 25 corridor project we are getting ready to bid this for a second time after we. had to reject the bid(s) back: in November. McGill & Associations is putting together a revised bid packet and the pre- bid conference is on April 3rd and the bids opening is on. April 12th at 2pm so we are hoping for some  hope to close out this project soon.  competitive bids.    The NFLP is moving forward and making lots of progress. They have got their 501c3 status and they are starting to identify grant programs right now. They are at a $10,000 threshold of money they have actually raised. That subcommittee thatI mentioned that has been going to industries and they have a meeting with Meritor on Wednesday. They had a good meeting with Continental they were very interested but have committed all the money they can for this year and it will be  2019 before they can commit to anything.  Discussion Followed:  We have got the funding for the sign in our capital outlay line item. We already have ar request in on this for the sign which will be completed by Gary Pless of Custom We have our all day budget workshop on March 20 andIwould like to get started at 8:30. On that same day hopefully have a good low responsible bidder and Legerton On the meeting with that state legislative delegation we met with them (Mayor, Sheila and I) had a good meeting and spent a lot of time talking about the library. I told them about an issue we have with DOT and the monumentation and they are willing to help on a state level if they can even though this is a federal issue. All we have to do now is set up meetings with the congressional. delegation as  Wood Designs.  will present the low bid to us.  peoples schedules will allow. 5. Corner Kitchen is suggested.  Christine needs to make reservation plans for dinner after the budgetretreat on May Councilwoman Sheila Franklin suggested moving April council meetings to the second and third Mondays of the month since April 2 is a holiday. Council agrees to change the Agenda Review Meeting to April 9 and the regular Council Meeting to. April 16 and notice will be posted by the clerk.  Adjourned: 09:16 pm Approved:  4-16-18 Date   htal Mayor Rod Whiteside    Town of Fletcher Pre-Budget Workshop Meeting March 20, 2018  Call the meeting to order at: : 08:31 am  Note: Recording not functioning correctly during initial recording of minutes  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 Mathew Horton Public' Works Director Jabbo Pressley Parks & Recreation Director Greg Walker Police Chief Erik Summey Planning & Zoning Director Eric Rufa  IT Mathew Horton from One who Serves gave an overview of the IT Budget for the  FY 2018- 2019 upcoming year.  Items requested (Decision package) for the IT Budget  New server hardware & software SQLDatabase Server Software Cloud Email Services  $ 3,800 $11,500 $ 4,500 $ 3,400 $23,200.00  Plotter  Total  Parks & Recreation Director Greg Walker gave an overview of the Parks &  Recreation Budget for the FY 2018-2019 upcoming year.    Items requested (Decision package) for the Parks & Recreation Budget  Full Time Position Sand pro field groomer Scag Mower Polaris Ranger  $ 40,212.00 17,345.00 12,094.00 $ 10,881.00  Total  8 80,532.00  Discussion Followed:  Police Chiefl Erik Summey gave an overview of the Police Department for the FY  2018-2019 upcoming year.  Items requested (Decision package) for the Police Department Budget  Bulletproof Vests  $13,600.00  Total  $1 13,600.00  ChiefErik Summey answered the questions that council had concerning the  department and the budgetr requested.  Discussion Followed: Break at: 09:40 am Return from Break: 09:58 am  Public Works Director Jabbo Pressley gave an overview of the Public Works  Budget for the FY 2018-2019 upcoming year.    Items requested (Decision package): for the Public Works Department  4 post vehicle lift -DP1 Town Facilities -DP2 Zero Turn Mower -DP3 Brush Truckw w/Grappler DP4  $12,000.00 $12,000.00 $12,000.00 $145,000.00  Total  1 181,000.00  Public Works Director Jabbo Pressley answered questions that council had  concerning the department and the budget requested.  Discussion Followed:  Planning & Zoning Director Eric Rufa gave an overview of the Planning & Zoning  Budget for the FY 2018-2019 upcoming year.  There are no decision package items for the Planning & Zoning budget this  upcoming year. Discussion Followed:  Assistant Town Manager Heather Taylor went over the Administration, Professional Services and Town Facilities Budget(s) for the FY 2018-2019 upcoming  year. Administration  She stated that on salaries and wages the reason that is al little higher than normal is because Jan will be retiring at the end of the year and we will need to pay out any unused vacation. Once she has put in all her vacation for the year Ic can probably There is a slight decrease in dues and what we have been spending on that and on the motor vehicle expense there is a slight increase due to debit and credit card  bring that down some.  expenses. Discussion Followed:    Professional Services  Ihave asked for increase in professional services contracts of 500 because of some oft the changes in this. Iam asking for pay classification study (10,000) it has been 10 years since the last one was done andIthink we need to: relook at people's positions with their skills, knowledge and what their education level is. The Town Manager wanted to leave 14,000: in the Town Center line item but that may change as In Economic Incentives were we will have a decrease of71,392 with Continental Teves and last year we hit our peak with them. Apple Country Transit had a  well.  decrease this year as well by 1,950. Discussion Followed: Town Facilities  Decrease in utilities by 3,000, decrease, decrease in Department Supplies by 2,500, and decrease in Dues and Subscriptions by 1,000 everything else has stayed the  same.  Discussion Followed:  Town Clerk Christine Thompson went over the governing budget with town  council and answered the questions that council had on this.  Governing Board  Increase in salaries and wages due to the 2% COLA that will come about this year. There is an increase of 500.00 in' Travel &' Training with a new member on town council with continuing education. An increase in department supplies for the purchase of a timer system to help with public comment periods. (A hand out was given to council on the suggested timer to purchase). There was also an increase of 60.00 in dues and subscriptions for clerk's notary renewal next year.  Discussion Followed:  Break for Lunch at: 11:38 am Return from Lunch break at: 12:38 pm    Fletcher Fire & Rescue Greg Garland operating budget for unexpected expenses.  We had 1998 calls for service last year and have been able to set aside a 3 month Wereplaced all our self-contained breathing apparatus equipment this past year in Wereceived al FEMA grant in the amount of $72,000 to buy firefighting equipment, a Wal-Mart grant in the amount of $2,400 to buy training supplies and a North Carolina We lost a truck back on. New Year's Eve that was destroyed during an ice storm. We found a used truck at a department in NY and we are going next week to pick that In the up-coming budget year we are. looking at completing a transition to the digital radio system (county is in transition now). We also have an outstanding grant for a tanker for $225,000 which we. have tried to get that grant for the last 2 to3 years. We are also looking at purchasing an. ATV: for brush fires, search and events We are trying to establish a capital improvement plan for all our equipment and an  the amount of $186,000.  Forest Service grant we used to buy equipment.  up.  in the park.  apparatus improvement plan as well.  Discussion Followed: Revenues  Town Manager Mark Biberdorf gave an overview oft the Revenues and CIP for the  upcoming budget year. Projected Values for FY18-19  $1,145,288,000  This is a conservative (preliminary) estimate. The Tax assessor's office has not completed the final figures and this does not include business personal as of yet  either.  Budget Issues for FY 18-19    Significant Capital Projects starts construction - Highway 25 Corridor Improvements Additional staffi requested to help maintain existing service levels, a full time staff person has beenreceived from Parks & Recreation to help keep pace with  project, Parks & Recreation Maintenance building.  maintenance of existing facilities.  Development of the Fletcher Town Center/Heart of Fletcher in which staff will continue to work with Commercial Carolina on establishing partnerships for development of town owned property and adjoining property.  $14,000 for options and/or appraisals on adjoining properties.  Goals for FYI 18-19  Maintain existing service levels with the addition of potentially new position. Continue existing service levels with the addition of one potentially new position. Continue to dedicate 8.5 cents of the tax levy toward year three of the five year CIP. Continue to work with developing partners to determine more concrete plans for development of' Town owned property and adjoining properties for the Town Center  project.  Discussion Followed:  Capital Improvement Fund Current Commitments: Town Hall Improvements  $578,149 $194,305  Parks & Recreation Maintenance Building  $772,454    Debit Service Budgeted Total Debit Service Commitment  $755,727 $772,454 $-16,727  Projects Funded without Debit Service: Police Car Rotation Resurface Walking Trails FCP  $114,500 $ - 58,000  Total Commitments  $172,500 $ 232,531 $ 172,500  Total Non-Debit Service Budgeted Total Non-Debit Commitment  Non-Debit Available  $ 60,031  Discussion Followed:  Parks & Recreation Maintenance Building (Bids)  John Legerton of Legerton Architecture, P.A. went over the results of the bids that  were received on March 13, 2018.  John Legerton suggests a cost reduction process ifv we (council) moves forward with the lowest responsible bidder. Suggested valued engineering to reduce costs.  Discussion Followed:  Mayor Pro-Tem Eddie Henderson agrees time to make a move on this we have  been working on this for a long time now.  Discussion Followed:    John Legerton suggests coming up with a list and then working with Brantley Construction to reduce costs asked council for any suggestions to cut costs.  Discussion Followed:  Mayor Pro-Tem Eddie Henderson made a motion to work with we got and let John Legerton get to work with Brantley Construction to reduce cost. He stated that time Mayor Rod Whiteside stated that we have ai motion that is to move forward with  is not on our side.  negotiations and see if we can reduce the cost is that correct?  Mayor Pro-Tem Eddie Henderson yes  Mayor Rod Whiteside asked is they're a second on the motion?  Councilman Bob Davy stated that Iwould like to discuss this a little more. He stated that before we take that route I think we as a group need to come up with a rough idea of what is the maximum that we would pay for that kind of facility. Mayor Rod Whiteside Do we agree if the projected new figure is still about the 1.5  million and anything above that is too much.  Discussion Followed:  At this point my recommendation would be to go with the low bid and go back and ask them to do the checking on alternate prices and also start working on value engineering with the thought that if it does not come to aj price that we think is Mayor Pro-Tem Eddie Henderson says that he agrees we need to do something  reasonable we can then scratch the whole project at this time. and do it quick and this has been going on forever.  Discussion Followed:  Mayor Rod Whiteside stated that he understands that value engineering is an intricate process but based on what we. know now do you think that iti is unreasonable to assume that value engineering would add up to half a million or  $600,000 in savings?  John Legerton: Isincerely doubt it may be $100,000 in savings.  Discussion Followed:    Mayor Pro-Tem Eddie Henderson amended his motion to include the ground/water testing that will be needed for the project. (See initial motion made  above)  Councilman Bob Davy stated that he seconds the motion.  Mayor Rod Whiteside stated motion was made and seconded (any discussion on  the motion there was none) All in favor of the motion:  For  Mayor Pro-Tem Eddie Henderson Councilman Bob Davy Against Councilman Hugh Clark Councilwoman Sheila Franklin  Mayor Rod Whiteside broke the voting tie against moving forward with this plan. Decision is not to move forward with the Parks & Recreation Maintenance  Building and wash bay at this time.  Discussion Followed:  Mayor Rod' Whiteside asked for a motion to adjourn and it was sO moved by Mayor Pro-Tem Eddie Henderson and seconded by Councilman Bob Davy and Councilman  Hugh Clark Adjourned: 02:53 pm Approved:  4-16-18 Date  Whiteside  GLAke