Town of Fletcher Agenda Review Meeting Minutes June 5,2017  Call the meeting to order: 06:01 pm Those who were in attendance are as follows: Mayor Bill Moore Mayor Pro-Tem Eddie Henderson Councilman Bob Davy Councilman High Clark Councilwoman Sheila Franklin Town Manager Mark Biberdorf Planning & Zoning Director Eric Rufa Invocation: Councilwoman Sheila Franklin Pledge of Allegiance: Councilman Hugh Clark  ***Public Input*** None at this time (5/01, 5/06 & 5/08) next week. Council Updates  Approval ofMinutes-corections, additions or deletions.  Mayor Moore asked council to: review the minutes and let any changes be known  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  Consent Agenda Tax: refunds/releases  Approval of Robert Hutchison Jr. for a 3 year term on the. ABC Board to expire in  6/20.  Town Manager Mark Biberdorf stated ABC Board Chairman Larry Waldrop encouraged Robert Hutchinson to apply for the vacant position on the. ABC board.    The town clerk stated that she contacted him via email and encouraged him to come Request for approval of an improvement guarantee for infrastructure in Phase 1 of Old Hendersonville Road Planned Residential Deyelopmentason Pass,  to a council meeting toi introduce himself to council.  Civil Design Concepts.  Town Manager Mark Biberdorf stated that Eric will be presenting on this this next week. This is about the Planned Residential Development on Old Hendersonville Road they are getting ready to build. We have something in our Land Development Code for aj pertormance bond guarantee where they put up a bond and it allows the developer to move forward with the construction on units. This is in case the developer walks away from the project (goes belly-up) this would allow us to complete the asphalt, trees and sidewalks. The bond would be in the amount of 1.5 times the entire cost of the infrastructure. We had McGill & Associates review this and they requested some revisions in which Civil Design Concepts has made the  requested revisions. Discussion Followed:  Preliminary opinion of probable construction costs for building project-Mitchel  Sorin Legerton Architecture.  Town Manager Mark Biberdorf: stated that Legerton will be here next week to  present this to council. Discussion Followed:  The Town Manager will contract the architect with the recommended cost saving measures that council would like to see at next week's presentation.  Public Hearing to approve Budget Ordinance # 0-17-09 for fiscal year 2017- Town Manager Mark Biberdorf stated that we. have a copy of the Budget Ordinance that will basically have all the number(s) plugged in on the expense and revenue side. It breaks it down into General Government, Public Safety, Public Works and Capital Improvement Fund and obviously the tax rate is remaining the same. One thing that has changed sincel Ipresented this at the budget retreat is that we: received additional values from the assessor's office. We were at $1,126,000,000 and now we are at $1,140,000,000 with an additional 14 million in value. Iplugged this in on the expense side and it will affect the fire department and capital  2018-Mark Biberdorf, Town Manager.    improvement plan. On the revenue side it will reduce the amount of fund balance  needed from unappropriated fund balance to balance the budget.  Discussion Followed: Manager.  Updated financing report for buldingprolectcathez Taylor. Assistant Town Town Manager Mark Biberdorfstated that Heather had worked on this report and will be good information for council. This walks through our current payments as we have debt right now and it takes to light what our total cost would be. Right now it would be $1,775,000 to do this project. (Parks & Recreation storage building)  Discussion Followed: Summey, Police Chief.  Report on criminal enforcement of electronic gaming operations-Erik  Town Manager Mark Biberdorf stated on the enforcement of video gaming in the town the chief will be here next week to give an update on this. There is an issue with this as to whether it is legal or illegal. The Attorney General's office has issued arestraining order on this and does not want it prosecuted at this time. (Pending case in Carrabus County) We are approaching this right now from a zoning  standpoint in which Papa's pantry is in violation of.  Discussion Followed:  Comments from the Town Manager Mark Biberdorf.  On the Hwy 25 corridor improvements project a meeting is scheduled next week on June 14thf from 4:30 to 6:30 in the multipurpose room. Eric Rufa has sent out letters to Eric and Iabout a week ago met with Rob Settle of Commercial Carolina on the town center project. We have been trying to get with. Anthony Sparrow to get him back but we have had some scheduling issues. The interest to the Rutledge Heirs property is heating back up the Realtor reached back out to them. They are still looking at some type ofresidential cottage type houses on the north side and  the property owners as a courtesy.  focusing on retail on the section in front of Town hall.  Discussion Followed:  The NFLP are continuing with fund raising and they have about $4,000 they have raised and are also working on a 501C-3 application for grants. They are having a  public meeting here June 13 next Tuesday at 7:00 pm.    They are doing some fund raising at Blue Ghost Brewery on June 27th from 6:00 to 8:00 pm and 10% of profits will go to the Library. They are also planning on  presenting to the board of commissioners in September.  We need tol have a Special Call meeting to do a fiscal budget year close out. We are Council has selected Wednesday June 28 at 3:00 for the Special Call meeting. On the Streetresurfacing projects they are going along. They had been delayed we had a June 1st substantial completion. Thorncrest and Rosebriar are done. Pinecroft had an issue with the shoulder area oft the road. Oak Moss is done. On Norman and Piney they were supposed to put the asphalt down today but didn'tbecause of the  looking at the 27,28, or 29 of the last week of] June.  rain they are supposed to get the asphalt down tomorrow.  Discussion Followed:  Ireceived a letter from Caroline Gunther of Blue Ridge Humane Society concerning the Spay Neuter program. The county has put in $50,000 towards this program and they have offered to match up to $50,000 on what any municipality will put in towards this fund. The City of Hendersonville has given $20,000. They are. looking for  $10,000 from other municipalities or what they can contribute.  Discussion Followed:  Council is not interested in participating in this program at this time.  Councilman Hugh Clark made a motion to adjourn and it was seconded by Mayor  Pro-Tem Eddie Henderson. Adjourned: 08:27 pm  Approved:  A-1D -  Date  S William "Bill"Moore  R    Town of Fletcher Council Meeting June 12, 2017  Call the meeting to order: 07:00 pm Those who were in attendance are as follows: Mayor Bill Moore Mayor Pro-Tem Eddie Henderson Councilwoman Sheila Franklin Councilman Bob! Davy Councilman Hugh Clark Town Manager Mark Biberdorf Assistant Town Manager Heather Taylor Planning & Zoning Director Eric Rufa Public Works Director Jabbo Pressley Police Chief Erik Summey Parks & Recreation Director Greg Walker Invocation: Counciwoman Sheila Franklin Pledge of Allegiance: Councilman Hugh Clark  ***Public Input*** None at this time  Approval ofMinutes.cerections. additions or deletions.  (5/01, 5/06 & 5/08)  Mayor Pro-Tem Eddie Henderson made a motion to approve the minutes as  written and it was seconded by Councilman Bob Davy.  Council Updates  Councilman Hugh Clark: None at this time Councilman Bob Davy: None at this time Mayor Pro-Tem Eddie Henderson: None at this time. Councilwoman Sheila Franklin: None at this time    Mayor Moore: commented on the concert in the park this past weekend and how great it was and wanted to thank First Bank on their sponsorship for the event.  Consent Agenda Tax refunds/releases  Approval of Robert Hutchison Jr for a 3 year term on the ABC Board to expire in 6/20. Counçilman Hugh Clark made a motion to approve the consent agenda and it was  seconded by Mayor Pro-Tem Eddie Henderson.  Request for approval ofani improvement guarantee for infrastructure in Phase 1 ofOld Hendersonville Road Planned Residential Davelopmentnson/as. Planning & Zoning Director Eric Rufa gave an overview of the information Chris Day of Civil Design Concepts answered questions that council had about  Civil Design Concepts.  concerning the pertormance bond for this project.  this project.  (See notes on memo in agenda packet)  Councilman Hugh Clark made motion to approve the improvement guarantee bond for infrastructure of Phasel and it was seconded by Counciwoman Sheila  Franklin.  Preliminary opinion of probable construction costs for buildingproject-Mitchel  Sorin, Legerton Architecture.  Mitchel Soren ofLegerton Architecture gave an overview oft the recently updated plans for the Parks & Recreation Building with some suggested cost saving  measures.  Discussion Followed:  Council has decided to concentrate on the Parks & Recreation building at this time and hold off on the vehicle shed yet have the land graded for a future vehicle shed when needed. They have requested for Legerton Architecture to reprice and update the plans and come back at the July meeting with the new information.    Public Hearing to approve Budget Ordinance # 0-17-09 for the Fiscal Year 2017- Councilman Hugh Clark made a motion to go into public hearing and it was  2018-Mark Biberdorf, Town Manager.  seconded by Mayor Pro-Tem Eddie Henderson.  Town Manager Mark Biberdorf gave an verview/PowerPoint presentation oft the  2017-2018 FY budget ordinances to be approved by Council.  Mayor Moore asked were their any questions from anyone on the budget?  There were no questions at this time.  Mayor Moore asked for a motion to go out of public hearing and it was so moved by Mayor Pro-Tem Eddie Henderson and it was seconded by Councilwoman Sheila  Franklin.  Councilman Hugh Clark made a motion to approve Budget Ordinance # 0-17-09 as Mayor Moore states let the record show that the mayor approves this too.  presented and it was seconded by Councilman Bob Davy.  Updated financing report for buldingproleeticather Taylor Assistant Town  Manager.  Assistant Town Manager Heather Taylor gave a brief overview of the financing options but since we have changed our building plan we will need to get these  updated.  Report on criminal enforcement of electronic gaming operations-Erik  Summey, Police Chief.  Police Chief Erik Summey gave an updated overview on aming/sweepstakes  machines in the State ofl North Carolina.    Discussion Followed:  Comments from the Town Manager Mark Biberdorf.  The public informational meeting will be here on Wednesday in the multipurpose room. McGill & Associates will have a publicinformational meeting on the Hwy 25 project from 4:30 to 6:30. Eric Rufa did letter to property owners on highway 25 to The NFLP meets tomorrow night at 7:00 pm in this room. They are going to have a meeting to update the public on their progress and they are trying to get additional  notify them of this meeting.  members.  We have a Special Call meeting on Wednesday June 28th at 3:00 pm.  On the street resurfacing projects they are essentially done. They have asphalt down on all six streets and there are some finishing touches that they are working Councilman Bob Davy made motion to adjourn and it was seconded by Mayor Pro-  on.  Tem Eddie Henderson. Adjourned: 09:23 pm  Approved: n-10- Date  BE    Town of Fletcher Special Call Meeting To close out FY 2016/2017 Budget year Minutes June 28, 2017  Call the meeting to order at: 03:15 pm Those who were in attendance are as follows: Mayor Bill Moore Mayor Pro-Tem Eddie Henderson Councilman Hugh Clark Councilwoman Sheila Franklin Town Manager Mark Biberdorf Assistant Town Manager Heather Taylor  Councilman Bob Davy did not attend this meeting.  Approval of Budget Amendment #6 to the FY 16/17 Budget Ordinance for the Assistant Manager Heather Taylor explained Budget Amendment #6 to the Budget Ordinance. This amendment is to transfer our 20% max to the grant project fund. As you know it was an 80 to 20 for the highway 25 project. We spent sO far this current year $102,000 and we received 80% from the grant but we need to allocate our 20% to transfer to that fund. The amount transferred is $20,502.  Highway 25 grant project.  Discussion Followed and Questions were answered.  Mayor Pro-Tem Eddie Henderson made motion to approve amendment #6 for the Highway 25 grant project and it was seconded by Councilman Hugh Clark. Approval ofBudget Amendment #7 to the FY 16/17 Budget Ordinance for the Assistant Town Manager Heather Taylor explained the Budget Amendment # 7 to the Budget Ordinance. She stated that this year we had established a Capital Project fund for the maintenance building. So far this year we. have spent about $36,000 in architect fees sO we need to transfer those funds over to the capital project fund  Parks & Recreation Maintenance Building project.  because we have not established financing as of yet.    Mayor Pro-Tem Eddie Henderson made ai motion that we approve Budget Amendment #7 for the Parks and Recreation Maintenance building project and it Approval of Budget Amendment #1 to the Capital Project Ordinance for the Assistant Town Manager Heather Taylor explained the l"amendment to the Capital Project ordinance for the Parks & Recreation Maintenance building.  was seconded by Councilman Hugh Clark. Parks & Recreation Maintenance building.  ($36,000)  Discussion Followed and Questions were answered.  Councilman Hugh Clark made a motion to approve amendment #1 to the Capital Project Ordinance for the Parks & Recreation maintenance building fund and it was Approval of proceeds received from the Concession stand and Golf Tournament as well as donations to be placed in the Park Development Fund. Assistant Town Manager Heather Taylor went over the revenue that the town received this year to be placed into the Park Development Fund. ($5,075)  seconded by Councilwoman Sheila Franklin.  Discussion Followed and Questions were answered.  Mayor Pro-Tem Eddie Henderson made a motion to approve proceedsreceived from the concession stand, golf tournament as well as donations to be placed in the park development fund and it was seconded by Councilman Hugh Clark.  Councilman Hugh Clark made a motion to adjourn and it was seconded by Mayor  Pro-Tem Eddie Henderson. Adjourned: 03:32 pm  Approved: -0- Date  Tg