Town of Fletcher Agenda Review Meeting Minutes February 5, 2018  Call the meeting to order at: 05:59 pm Invocation: Mayor Pro-Tem Eddie Henderson Pledge of Allegiance: Will Hart 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 Planning & Zoning Director Eric Rufa Tax Collector Candy Broome ***Public Input***  Ron Shultz 10 South Chase Drive Fletcher commented on the Fletcher town seal and the history oft the seal and suggested that the settled in 1785 be: removed from  the seal that is going on the wall.  Approval of Minutes-corrections, additions or deletions.  (1/02, 1/08)  Mayor Whiteside has asked council to review the minutes and let any changes be  known next week. Council Updates None at this time Consent Agenda Tax refunds/releases  Approval ofLeasha Ogle for a 3 year term on the Parks & Recreation Advisory Board. Set Public Hearing for March 12, 2018 for discussion on proposed financing of $1,500,000 for the Parks & Recreation Maintenance Building. Set Public Hearing for March 12, 2018 meeting to consider potential LDC Amendments regarding "Short Term Rentals" ofresidential dwellings.    Mayor Pro-Tem Eddie Henderson asked about the public hearing for the Parks & Recreation Maintenance building and when are the bids going out. Town Manager Mark Biberdorf stated that the advertisement for bids is going out Mayor Pro-Tem Eddie Henderson also asked about the public hearing for short Planning & Zoning Director Eric Rufa gave an overview on this for the public  this week and should be due in by March 8, 2018.  term rentals.  hearing next month. Discussion Followed:  Presentation and discussion on the possibility of Fletcher Town Hall becoming apolingplace-Beveriz Cunningham, Director Henderson County Board of  Elections.  (Aaron Troutman elections specialist)  Board of Elections Director Beverly Cunningham gave an overview ofhow difficult voting has become at the Fletcher Library and because of the expansion of the church next door has been made useless for voting. She stated that they must have a government funded facility to have elections in and especially for one stop In the 2016 November presidential election we had 8726 people who voted in the one stop election. During the last election in Fletcher we voted from 10:00 to 6:00 pm Monday through Friday and 8:30 to 1:00 on the two Saturdays. 65 percent oft the  voting.  people came to one stop voting. Discussion Followed:  Town Manager Mark Biberdorf asked for a calendar from Beverly Cunningham for  polling dates to avoid any room scheduling conflicts.  Mayor Whiteside thanked Ms. Cunningham for the information and told her that we would be contacting her concerning a decision made by council on this.    Mid-year tax report and approval ofTax collector to advertise delinquent taxes Tax Collector Candy Broome presented council with al report of outstanding taxes as oftoday to include all prior years. She then gave an overview of the tax  per NCGS 105-369 Candy Broome, Tax Collector.  collections for 2017 what were billed out and collected.  As of the end of January we are 98% collected and she is requesting to: run an ad on March 21, 2018 and to keep the advertising cost at 8.00 per parcel that we put in the We have collected almost everything on the ones submitted to the Lawyers office that are delinquent. We did have 2 properties at the court house to sell that there were no bids on and they have an agent on staff to help market those to get them sold. There are a couple of properties that have not sold yet because they are not  local paper.  sure how to market them but they are working on that.  Discussion Followed:  Presentation of Proclamation P-18-01 and photo in honor of Bill Moore day in  the Town of Fletcher-Rod Whiteside, Mayor.  Mayor Whiteside commented that Mayor Moore will be here on Monday for the presentation of the proclamation and the unveiling of the portrait.  Approval of lowest responsible bidder for csufacingprolectslen Cathey, Town Manager Mark Biberdorf The bids will be due this Thursday at 2:00 we will do the opening. Just a follow-uplknow, we were originally going to piggy back the opening with our regular road resurfacing (Powell bill) and then the widening and resurfacing of the main drive into the park and the third project was Library road. On Friday McGill will certify the bid tabulation and we should have that by the  McGill Associates.  regular meeting on Monday. Discussion Followed:    Approval ofr recycling contract with Curbside Management -Mark Biberdorf,  Town Manager.  Town Manager Mark Biberdorfstated that we were able to come together on the recycling agreement. We are extending it for 5 years forward from this April. They have agreed to help with marketing efforts, lids will be provided since we have had  the material blowing out and up to 40 gallon carts will be allowed.  Discussion Followed:  Councilwoman Sheila Franklin suggested posting a list on the back of the  recycle calendar of what you can recycle to help residents.  Grant proposal for recycling carts-Mark Biberdorf, Town Manager.  Town Manager Mark Biberdorf stated that there is a: recycling grant program and iti is called a Community Waste Reduction Recycling grant and this does allow for the purchase of recycling carts. Ihave got Dalton Buckner who is our intern and he is In recent discussion with Barry Lawson Ia asked him what size cart should we go for and he suggested the larger size of 95 gallon (versus 50) sO that the more you recycle the less of course goes into the landfill. The draft is due February 16 and whatIwant to propose that we do a grant application and submit this as a phased approach for this coming fiscal year which would be July 1, 2018 through June 30, 2019. The grant is in the amount of $19,967and the carts are about $49.00 to $50.00 to The first year we would make this on a first come first serve basis and make them available to people who really want to participate. The way this would go the first year it would be for $24,000 with a $20,000 grant and a $4,000 match (20%) we would buy 489 carts. Then in order to get up to the total number ofl households that we are reaching now which is about 2,900 we would need to extend this out for  working on the grant application for submittal.  include delivery.  another five years after the initial implementation period.  Discussion Followed:    Staff Report on financing options for new park-Heather Taylor, Assistant Town  Manager.  Town Manager Mark Biberdorf stated in follow up you have a copy of a report in your packet that Heather prepared. This is to take into perspective if we were to finance the total park improvements how we would do this and what would it cost on a GO Bond versus the traditional installment purchase financing contracts. We did some research with Bob Jessup who is our Bond Council and then with Tyler Traudt of] First Tryon Advisors. Ifwe went with a GO Bond is it possible to get it on the ballot for this fall. Also if you went with a GO Bond what are all the steps required for the GO Bond process. Then if we are looking at 3 million dollar financing what The Town Manager then went over the options on the report with council.  would that mean to us debt service wise.  Discussion Followed:  Comments from the Town Manager Mark Biberdorf  On the Parks & Recreation Maintenance Building project you have a copy of the full ad that it is going to advertised in' The Times News and in a contractor's publication as well. The bids are due in on March 8 and a pre-bid meeting is scheduled on February 22. One of the things holding up the biding project was that as you are aware that is a Brownfields site and some low level dioxins (soil analysis) were found on there. We had to submit aj plan to NCDENR for this to see if we can leave the soil onsite or do we have to remove it from the site. There was some infiltration testing compaction/storm water penetration) on the property as well that we needed to get On the park drainage improvements project we approved the low bid on that with Trace & Company and they had a pre-construction conference this Friday and  an answer on this to get this done.  hoping to have it completed by March 15.  The meeting with legislative delegation Ihave gotten in touch with Senator McGrady and Senator Edwards's office we will be meeting with them on February 15. The Mayor and Sheila will be able to attend the meeting so that we can discuss our  legislative priorities list.  On the Hwy 25 corridor project our main point of contact with DOT has been meeting with Federal Highway Administration they are saying that now the monuments are not surface related to the project. (Therefore will not fund) Iam appealing this    decision and had aj phone conference a week or so ago and it did not end well andI  am going to appeal it higher up the food chain.  New Fletcher Library Partners has a subcommittee group that is going to speakt to the larger industries to see ift they would they consider funding or making a donation  towards a library.  On the Bill Moore Community Park sign it is going to be $5,320 installed to change  sign in park. Ican bring this forward as an agenda item.  Council is ok with this.  Mayor Whiteside asked for a motion to adjourn and it was so moved by Mayor Pro-  Tem Eddie Henderson and seconded by Councilman Bob Davy.  Adjourned: 08:15 pm Approved:  3-1-17 Date  Mayor Rod Whitesid    Town of! Fletcher Council Meeting Minutes February 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 Public Works Director Jabbo Pressley Police Chief Erik Summey Planning & Zoning Director Eric Rufa Invocation: Mayor Pro-Tem Eddie Henderson Pledge of Allegiance: Will Hart ***Public Input*** council to review. (1/02,1 1/08)  Todd Stimson 30 Fawnhurst Lane Fletcher NC spoke on the benefits of medical cannabis and had an amended Resolution and some additional information for  Approval of Minutes-corrections, additions or deletions.  Mayor Pro-Tem Eddie Henderson made a motion to approve the minutes as  written and it was seconded by Councilman Bob Davy.  Council Updates None at this time Consent Agenda Taxi refunds/releases  Approval of Leasha Ogle for a 3 year term on the Parks & Recreation Advisory Board Set Public Hearing for March 121, 2018 for discussion on proposed financing of  $1,500,000 for the Parks and Recreation Advisory Board.    Set Public Hearing for March 12, 2018 to consider potential LDC. Amendments Approval for Tax collector to advertise delinquent taxes per. NCGS 105-369 on March Mayor Pro-Tem Eddie Henderson asked Parks & Recreation Director Greg Walker Parks & Recreation Director Greg Walker stated that Ms. Ogle is a Fletcher resident and she works with Salvation Army out of Asheville as a Human Resources Director and she has 3 small children and is very interested in Parks & Recreation. Councilwoman Sheila Franklin stated that on the Consent Agenda that she would like to make a motion to table two items. First she would like to table the Public Hearing on' "Short Term: rentals" she said she feels like she needs to get more information before she can make a decision to vote on short term rentals and wants to make the best decision for our town. Shen then stated that second she would like to make a motion to table the approval for another Parks & Recreation board position to see if we get more applicants. We love our volunteers and they do a great job  regarding "Short Term Rentals" of residential dwellings.  21,2018.  to give council some background information on Ms. Ogle.  but Iwould like a bit more information on this individual.  Discussion Followed: short term rentals as well.  Councilman Bob Davy stated that he is in support of tabling the Public Hearing on Councilman Hugh Clark seconded the motion made by Councilwoman Sheila  Franklin to table the two items on the Consent. Agenda.  Motion carries all were in favor  Mayor Whiteside asked is there a motion to approve the remaining items on the Councilman Bob Davy made a motion to approve the three remaining items on the Consent Agenda and it was seconded by Councilwoman Sheila Franklin.  Consent Agenda?  Motion Carries all were in favor  Town Manager Mark Biberdorfs suggested that a council member attend planning Planning & Zoning Director Eric Rufa suggests that since he does not have a planning board meeting this month that we put this agenda for next month as a  board meeting to get more information on the short term rentals.    discussion item and he will invite as many planning board members that want to  attend to discuss this item. Council agrees to this idea.  Presentation ofl Proclamation P-18-01 and photo in honor of Bill Moore day in Councilman Hugh Clark made a motion to approve Proclamation P-18-01 in favor of Bill Moore Day and it was seconded by Mayor Pro-Tem Eddie Henderson.  the Town of Fletcher-Rod Whiteside, Mayor.  Mayor Rod Whiteside presented the Proclamation to former Mayor Bill Moore and  unveiled his portrait.  Approval of the lowest responsible bidder for esufacingpoiecta.len Cathey  McGill & Associates.  Ben Cathey of McGill &. Associates went over the recent bids that were received for the paving projects in the town of Fletcher. Tarheel Paving and Asphalt Company was the lowest responsible bidder at $359,024.30. Mayor Whiteside asked for a motion to approve the paving contract with' Tarheel Paving and Asphalt Company in the amount of $ 359,024.30 and it was sO moved by Councilman Hugh Clark and Councilman Bob Davy and seconded by Mayor Pro-  Tem Eddie Henderson. Motion carries all were in favor.  Approval ofrecycling contract with Curbside Management-Mark Biberdorf, Mayor Whiteside asked were there any questions or a motion regarding a recycling contract that was discussed previously with curbside? Councilman Hugh Clark made a motion to approve the recycling contract with Curbside Management and it was seconded by Mayor Pro-Tem Eddie Henderson.  Town Manager.  Motion carries all were in favor.  Grant proposal for recycling carts-Mark Biberdorf, Town Manager.    Mayor Whiteside stated are there any additional questions with the grant proposal  for the recycling carts from last week.  Town Manager Mark Biberdorf stated if grant is approved it does not go into effect until the new fiscal year which would be July 1. This match is just under $4,000 and  this will be a budget request for the upcoming year.  Discussion Followed:  Councilman Bob Davy made a motion to move forward with a grant proposal for recycling carts and it has been seconded by Councilwoman Sheila Franklin.  Motion carries all were in favor.  Staffreport on financing options for new park-Heather Taylor, Assistant Town Assistant Town Manager Heather' Taylor went over the possible options to finance  Manager. the new park. Discussion Followed:  Comments from the Town Manager Mark Biberdorf.  The maintenance building advertisement went out last week and it was advertised in the Times News and on a contractor's website as well. Bids will be due on March 8 and a mandatory pre-bid conference will be held here on February 22.  Discussion Followed:  The park drainage improvements have started today they mobilized on Friday and with all the rain we had over the weekendIdon't think they have gotten too far yet. The Legislators meeting was cancelled and needs to be rescheduled we need to The NFLP has a subcommittee for fundraising (mentioned last week) thatIam working with where we are reaching out to some of our larger manufactures here in  look at new dates for this soon.  town trying to set up some meetings.    Parks & Recreation Director Greg Walker has gotten a quote on the park sign and  we will bring that forward at March meeting.  Mayor Whiteside asked for a motion to go into Closed Session.  Mayor Pro-Tem Eddie Henderson made a motion to go into Closed Session and it  was seconded by Councilman Bob Davy. Went into Closed Session at: 08:04 pm  Closed session per NCGS 143-318.11 (5) "Contract Negotiation"  Mayor Pro-Tem Eddie Henderson made a motion to come out of Closed Session and it was seconded by Councilman Bob Davy and Councilman Hugh Clark.  Came out of Closed Session at: 09:17 pm  Mayor Whiteside asked for a motion to adjourn and it was sO moved by Councilman Hugh Clark and seconded by Mayor Pro-Tem Eddie Henderson and Councilman  Bob Davy.  Adjourned: 09:20 pm Approved: 3-13-19 Date  Mayor Rod' Whiteside