Town of Fletcher Agenda Review Meeting Minutes August 7, 2017  Call the meeting to order at: 05:58 pm Those who were in attendance are as follows: Mayor Bill Moore Mayor Pro-Tem Eddie Henderson Councilman Bob Davy Councilman Hugh Clark Councilwoman Sheila Franklin Planning & Zoning Director Eric Rufa Assistant Town Manager Heather Taylor  Town Manager Mark Biberdorf did not attend this meeting.  Invocation: Counciwoman Sheila Franklin Pledge of Allegiance: Councilman Bob Davy  ***Public Input***  Lucas Armena of 49 Brownstone Court Fletcher expressed concern over LED lights being placed in the Town of Fletcher. He has requested that town hold off on anymore LED! lights in Fletcher until more research comes in on this subject at this  time. (7/3,7/10) next week. Council Updates  Approval of Minutes-corrections, additions or deletions.  Mayor Moore asked council to review the minutes and let any changes be known  Councilwoman Sheila Franklin: stated that she attended the concert in the park a few weeks ago and commented on the movie showing on Saturday and both were in good attendance. The concert was awesome they did a great job and on the moviel Mayor Pro-Tem Eddie Henderson: commented on the paving getting started in  have never seen the park packed to that degree before.  Fletcher Hills by DOT.  Councilman Bob Davy: None at this time. Councilman Hugh Clark: None at this time.    Mayor Moore commented on a message that he received from Carol Wilson and that she lives in South Chase in the curb off ofl Fanning Bridge Road.Ithink someone has run through her property there and tore it up and Ithink she wants to put a guard rail up to protect her property. Iam going to call her and tell her that is a. DOT road and that we could make a recommendation but it is up to them to do that.  Consent Agenda on; Sunday at 10:00 am.  Approval of Ordinance # 0-17-14 in favor of the Brunch Bill of selling/serving alcohol Mayor Moore commented on a call he got last week from a gentleman who runs the Citgo behind the bagel shop and he is requesting that we go from noon to 10:00 am to sell alcohol on Sunday. Iremember Bob Davy saying last month that we should wait and see if someone asked for this before we pass this ordinance.  Discussion Followed:  Presentation of Plaque in memory ofJack Grafing forl his years of service on the ABC Board to Chairman Larry Waldrop-Bill Moore, Mayor. Mayor Moore presented the plaque to Chairman Larry Waldrop in memory of] Jack Grafing for his years of service to be placed in the ABC store. Chairman Larry Waldrop gave a report of the recent sales/profits in the. ABC store  to the town council. Discussion Followed:  Public Hearing to consider several amendment to the Land Development Code involving permitted uses and improvement quarantees-Eric Rufa, Planning &  Zoning Director.  Planning & Zoning Director Eric Rufa stated that this came about due to the recent inquiry from the county to what zoning districts do you allow schools in and where are they allowed by right. This means staff level review and does not necessarily need to go to planning board. We then: realized that our ordinance is very generous for the allowance of schools. It listed them permitted outright in every zoning district including residential except industrial is where schools are    permitted. This was a big eye opening moment for us. We started thinking that He then went over the proposed changes to the Land Development Code for the  planning board should review it first and then go to council.  public hearing next week. Discussion Followed:  Update on final design options for Parks & Recreation Maintenance Building-  Legerton Architecture.  Assistant Town Manager Heather Taylor stated at the July council meeting you instructed Legerton to create a face bid as well as some alternates for the designs to the façade of the building. So they went back and worked on that and at the end of July they sent an email out that Mark: forwarded to you that has the face bids as well as the four alternates and these designs are in your packet. They will be here next Monday to go over the bids as well as bring some pictures and samples of building materials. They want to make sure that you are comfortable with all the options for  the work on the final drawings. Discussion Followed: agreed with this.  Mayor Moore suggested a quote for an all brick facing on the building and council Assistant Town Manager Heather Taylor said that she will contact/email them  about getting a quote for this option as well.  Improvements to main drive at Fletcher Community Park-Ben Cathey, McGill Assistant Town Manager Heather Taylor stated that Ben Cathey will be here next Monday to present this to council. IH have some general information to provide to you. Part of our CIP budget this year was to resurface the main entrance to Fletcher Community Park. So Mark and Greg met with Ben Cathey in July and they started walking the area and seeing what things we needed to do. They looked at if we need to resurface or reseal and according to Ben Cathy we need to resurface. Two of the things they looked at were widening the entrance and there are some drawings that show this if we are to extend the entrance in and they talked about moving the walkway too. There is some cost estimates included with this  &Associates.  information as well.    Discussion Followed:  Council does agree that the main driveway needs tol be paved/resurtaced. Comments from the Assistant Town Manager-Heather Taylor  On the review of DOT streets in Fletcher Hills Mark has reached out to Ralph Candy with DOTregarding Higgins Road, N Westview Court and East Sunrise Court. He approached him about the town taking over these streets but only after DOT has On the appointment to Travel &' Tourism Board the Chamber of Commerce has found someone to cover a position from the accommodation side. So we can find someone who is active in the promotion of travel & tourism category which makes it a lot easier for us. Mark when he returns is going to speak with someone at Blue Ghost  made the necessary improvements to these streets.  Brewery to see if they are interested.  The Fletcher Family Fun Festival will be coming up on Saturday September 23. This year it will be a little different than last year. As you know FABA usually does their Business expo in the fall during the week well this year it is going to be combined  along with the family fun festival.  Councilwoman Sheila Franklin has suggested additional food trucks for this event. The Hwy 25 project is fully designed and is currently is sitting with DOT for review. Mayor Moore has asked about the rail road crossings here in town asked has this Assistant Town Manager Heather Taylor said she is not sure at this moment but  been checked on. will look into it. ***Public Input*** None at this time    Councilman Hugh Clark made a motion to adjourn and it was seconded by Mayor  Pro-Tem Eddie Henderson.  Adjourned: 07:17 pm Approved:  Q-1-1 Date  Bus Mayor William "BI" Moore    Town of Fletcher Council Meeting Minutes August 14, 2017  Call the meeting to order at: 07:02 pm Those who were in attendance are as follows: Mayor Bill Moore Mayor Pro-Tem Eddie Henderson Councilman Hugh Clark Councilwoman Sheila Franklin Councilman Bob Davy Town Manager Mark Biberdorf Planning & Zoning Director Eric Rufa Public' Works Director Jabbo Pressley Parks & Recreation Director Greg Walker Police Chief Erik Summey  Assistant Town Manager Heather Taylor did not attend this meeting.  Invocation: Councilwoman Sheila Franklin Pledge of Allegiance: Councilman Bob Davy  ***Public Input*** None at this time (7/03,7/10)  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. Councilwoman Sheila Franklin: None at this time Mayor Pro-Tem Eddie Henderson: None at this time Councilman Bob Davy: None at this time Councilman Hugh Clark: None at this time  Council Updates:    Consent Agenda on Sunday at 10:00 am.  Approval of Ordinance # 0-17-14 in favor of the Brunch Bill of selling/serving alcohol Town Manager Mark Biberdorf stated that he had another call about this last week  from the manager of Ruby Tuesdays who asked about this also.  Councilman Bob Davy made a motion to approve the Consent Agenda and it was  seconded by Councilman Hugh Clark.  Public Hearing to consider several amendments to the Land Development Code involvingpermited uses and improvement guarantees- Eric Rufa, Planning &  Zoning Director.  Councilman Hugh Clark made a motion to go into public hearing and it was seconded by Mayor Pro-Tem Eddie Henderson and Councilman Bob Davy.  Planning & Zoning Director Eric Rufa gave a quick summary of the recommended  amendments. Discussion Followed:  Councilman Bob Davy asked when changes are made and approved how quickly Planning & Zoning Director Eric Rufa stated that it is updated fairly quickly within av week and the cover page shows when it was adopted and/or amended. Councilman Hugh Clark made a motion to go out of public hearing and it was Councilman Bob Davy made a motion to approve the LDC amendments as submitted and it was seconded by Mayor Pro-Tem Eddie Henderson. Update on final design options for the Parks & Recreation Maintenance  is the Land Development Code on the website updated?  seconded by Mayor Pro-Tem Eddie Henderson.  BuildingLegerton Architecture.  Mitchel Sorin of Legerton Architecture went over the recent options for the building and provided town council with samples of the products that could be used  in the construction of this building.    Discussion Followed:  Mayor Moore stated that council agrees that we need to move forward with the  options presented for bidding.  Improvements to main drive at Fletcher Community Park -Ben Cathey, McGill  &Associates.  Ben Cathey of McGill &. Associates went over the recent updated cost estimate recently provided since the agenda review meeting. (see attached) $85,000  budgeted for this rest of funds from CIP  Discussion Followed:  Ben Cathey is going to get plans from DOT on placement of the sidewalks on Town Manager Mark Biberdorf- We will possibly have final recommendations done in September and let it for bid in October and possibly pave in November  Howard Gap Road.  during down time when park is less busy.  Comments from the Town Manager-Mark Biberdorf.  Iknow that last week Heather talked to you about the review oft the DOT streets in Fletcher Hills. These are the 3 streets that are. DOT maintained: Higgins Road, N. Westview Court and East Sunrise Court. We approached DOT to see if they would move up their maintenance schedule to resurlace those roads in exchange for the town taking them over. Ihad contacted Steve Cannon and he responded and they have set up a meeting for this Friday. Jabbo is going to meet with them and be  briefed on what they are going to offer.  Mayor Pro-Tem Eddie Henderson reported that he has seen some activity on On the appointment to the Travel & Tourism board we were able to go into that broader category of active in the promotion of' Travel &' Tourism. We had talked about approaching someone with Blue Ghost Brewing. Ihave a call into Eric  Higgins Road.    Webber and either him or Zach Horn ift they would acceptIwill let you know what On the Fletcher Family Festival we. have enough food trucks (5) lined up for that.  they say. They have to be residents ofH Henderson County. We have 2 bands, kids play area, FABA expo and fireworks.  On the Howard Gap Road Expansion we have to do an 80/20 split on the sidewalk and our portion is $ 2,799.00. If council agrees to this we will need to do a municipal agreement. We are looking atl February 20 as the let date to start construction buy Ifo council is comfortable with sidewalk piece then we can do budget amendments. On the WCNW (broad band connection giga bit level of service that we are doing with the other municipalities) they are getting ready to do a request for negotiation on this. Once the Committee gets it in and then they will review it and work with Eric and Imet with Commercial Carolina and Harvest Real Estate Advisors who are the developer for the town center project and they are examining Hwy 25 and we are: meeting with them again this Wednesday. Iwill have a little more to report on  April 2nd and hopefully by fall we will have it done.  the consultant.  after this meeting.  The Apple breakfast/parade is right around the corner. Sept 1 9:30 breakfast Mark, Bob, Eddie, Mayor Sept 4 2:30 Parade on Labor Day Eddie, Mayor Mayor Moore asked where are we on the Hwy 25 project?  Town Manager Mark Biberdorf: stated that McGill has finished design and Eric Rufa submitted this to DOT several weeks ago. The goal is to get this bid by fall.  **Public Input** None at this time    Mayor Moore asked for a motion to go into Closed Session and it was so moved by Mayor Pro-Tem Eddie Henderson and it was seconded by Councilman Bobl Davy.  Went into Closed Session at: 08:08 pm  Closed Session per NCGS 143-318.11 (4) "Industrial Matters."  Mayor Pro-Tem Eddie Henderson made a motion to go out of Closed Session and it Councilman Hugh Clark made a motion to adjourn and it was seconded by Mayor  was seconded by Councilman Bob Davy.  Pro-Tem Eddie Henderson. Adjourned: 09:05 pm  Approved:  9-11-1 Date  William  & R    vs Ty Town of Fletcher. Fletcher Park Entry! Drive August,2017  McGil ASSOCIATES  FEASIBILITY COST ESTIMATE  ITEM# DESCRIPTION SECTIONI-ENTRYI MODIEICATIONS, ANDI REPAIRS ROADRESURFACNG: 1 Moblization/General Conditions 2 Pavement Repair 3 Asphalt Surface Course (1.5" thick) ROADWIDENING 4 Clearing and Grubbing 5 18" Storm Drain 6 Seeding/Restoration of Surfaces 7 Asphalt Road' Widening ICCAIGRGEEISTNCEANK 8 Demolish Existing Sidewalk 9 6' Gravel Path 10 Speed Table 11 Thermoplastic Crosswalk 12 18" Concrete Curb and Gutter SECTION2-DRIVEWAA REHABLITATION: ANDI RESURFACING 13 Moillzation/General Conditions 14 Pavement Repair 15 Speed Table 16 Thermoplastic Crosswalk 17 Asphalt Surface Course (1.5"t thick) SOFT COSTS 18 Engineering Design 19 Bidding and Award (Informal) 21 Materials Testing  UNIT QTY LS SY 220 $ 40.00 $ TN 70 $ 110.00 $ SUBTOTAL $ LS 1 $ 750.00 $ LF 15 $ 30.00 $ LS 1 $ 1,500.00 $ -LS 1 $ 5,000.00 $ SUBTOTAL $ LS 1 $ 1,000.00 $ SY 200 $ 15.00 $ EA 1 $ 2,500.00 $ EA 1 $ 1,200.00 $ LF 45 $ 40.00 $ SUBTOTAL $ SECTION1 1SUBTOTAL $ LS 1 $ 3,000.00 $ SY 540 $ EA 3 $ 2,000.00 $ EA 3 $ TN 510 $  UNIT COST 1 $ 1,200.00 $  TOTAL AMOUNT  1,200.00 8,800.00 7,700.00 17,700.00 750.00 450.00 1,500.00 5,000.00 7,700.00 1,000.00 3,000.00 2,500.00 1,200.00 1,800.00 9,500.00 34,900.00 3,000.00 21,600.00 6,000.00 2,400.00 56,100.00 89,100.00 7,500.00 3,900.00 7,500.00 1,200.00 20,100.00 $124,000.00 $12,400.00 $136,400.00 $156,500.00 Engineering  40.00 $ 800.00 $ 110.00 $ SUBTOTAL $  20 Construction Observation: and Construction. Administration  SUBTOTAL CONTINGENCY/40) TOTAL CONSTRUCTION COST  CONSTRUCTION. SUBTOTAL (WITHOUT SOFT COSTS) TOTALI ESTIMATED PROJECT COST (INCL. SOFT COSTS)  NOTES: estimates! hereint forp projectandc  1.T TheE ENGINEER maintainsr noc controld oflaborc costs, materials, equipment ors Servicesf fumishedbyothers,t thec Contractor(s)' methodsf ford determiningp prices, or competitive orr marketo conditions. constructioni industry. TheE ENGINEERO doesnotg guaranteet the: accuracyo ofthec coste estimates, whichr mayv varyfrom! bidso ora actualp projecta ando constructionc costs. Thesee estimates don notir includeE  costsr represent the ENGINEER'Sb bestjudgment,a anda areb basedo onk hise experience andq qualificationsa asal ProfessionalE Englneer whop possessesf famliaritywitht The the  deslgn fees,! legalfe fees, ora applicationt feest thatv willb ben requiredt to completet thep project.  1700137.000  PAGE10F1    Town of Fletcher Fletcher Park Entry! Drive August, 2017  McGill ASSOCIATES  FEASIBILITY COST ESTIMATE  ITEM# DESCRIPTION SECTION 1-ENTRY MODIFICATIONS: AND REPAIRS 1 Moblization/General Conditions 2 Clearing and Grubbing 3 Demolish Existing Sidewalk 4 Pavement. Repair 5 6'Gravel Path 6 Thermoplastic Crosswalk 7 18" Storm Drain 8 18" Concrete Curba and Gutter 9 Seeding/Restoration: of Surfaces 10 Asphalt Road Widening 11 Asphalt Surface Course (1.5" thick) SECTION2-DRIVEWAYI REHABILITATION AND RESURFACING 12 Moblization/General Conditions 13 Pavement Repair 14 Thermoplastic Crosswalk 15 Asphalt Surface Course (1.5" thick) SOFTC COSTS 16 Engineering Design 17 Bidding and Award (Informal) 19 Materials Testing  UNIT QTY UNITO COST LS 1 $ 1,200.00 $ LS 1 $ 750.00 $ LS 1 $ 1,000.00 $ SY 220 $ 40.00 $ SY 200 $ 15.00 $ EA 1 $ 1,200.00 $ LF 15 $ 30.00 $ LF 45 $ 40.00 $ LS 1 $ 1,500.00 $ LS 1 $ 5,000.00 $ TN 70 $ 110.00 $ SUBTOTAL $ LS 1 $ 3,000.00 $ SY 540 $ 40.00 $ EA 3 $ 800.00 $ TN 510 $ 110.00 $ SUBTOTAL $ $ $ $ $  TOTAL AMOUNT  1,200.00 750.00 1,000.00 8,800.00 3,000.00 1,200.00 450.00 1,800.00 1,500.00 5,000.00 7,700.00 32,400.00 3,000.00 21,600.00 2,400.00 56,100.00 83,100.00 7,500.00 3,900.00 7,500.00 1,200.00 20,100.00 $115,500.00 $11,550.00 $127,050.00 $147,150.00  18 Construction Observation: and Construction Administration  SUBTOTAL $ CONTINGENCY (10%) TOTAL CONSTRUCTION COST  CONSTRUCTION. SUBTOTAL (WITHOUT SOFT COSTS) TOTAL ESTIMATED PROJECT COST (INCL. SOFT COSTS)  NOTES:  1.T The ENGINEERT maintainsr noc controloflaborc costs, materials, equipmento ors servicesf furnished! byo others, thec Contractor(s)' methodst for determining prices, ord competitive orr marketc conditions." The estimatés hereinf forp projecta ande constructionc costsr represent the ENGINEER'S best] judgment, anda arel based onhise experience: ando qualifications: asaP ProfessionalE Engineerv whop possessesf famillaritywiththe constructioni industry.7 TheE ENGINEER doesn notg guaranteet the: accuracy ofthe coste estimates, whichr mayv varyf fromb bidso ora actualp projecta andc constructionc costs. Thesee estimateso donoti include Engineering  designf fees,1 legalf fees, ora applicationf feesti thatw willben requiredt to complete thep project.  1700137.000  PAGE10F1