m IIII m ablished  MINUTES OF THE REGULAR WORK SESSION AND ACTION MEETING OF THE LAKE LURE TOWN COUNCIL HELD WEDNESDAY, APRIL 24, 2024 AT THE LAKE  LURE MUNICIPAL CENTER PRESENT: Mayor Carol C. Pritchett  Mayor Pro Tem David DiOrio Commissioner Patrick Bryant Commissioner Scott Doster Commissioner. Jim Proctor Olivia Stewman, Town Manager William Morgan, Jr., Town Attorney  ABSENT:  I.  CALLTO ORDER  Mayor Carol C. Pritchett called the work session and action meeting to order at 8:30 a.m.  II. AGENDA ADOPTION  Mayor Pritchett asked ift there were any edits to the agenda. Commissioner DiOrio advised that he had one edit, adding line item number 14, Schnabel Design proposal. DiOrio made a motion to accept the agenda as amended. Commissioner Bryant seconded and the motion carried  4-0.  III. PUBLICCOMMENT  Pat Buede spoke with the board on how we can make it easier for the public, specifically permanent residence, to access our meetings and improve communication.    She stated that she thought it was great that the meetings were being held for the public on both She recommended that a summary oft the major occurrences from each month bej posted and a link oft the summary be sent in aj postcard to all residents and owners oft the vacation rentals.  sides ofTown.  IV. PRESENTATION BY CAMP: LURECREST  Dan Bragdon presented on behalfofCamp Lurecrest ini regard to ani interest in obtaining ap portion ofTownj property located on) Parcel # 1649620. The specific portionofpropertyisl located adjacent Mr. Bragdon stated that they hoped the Town would sell or bequeath a one acre parcel of Town property to Camp Lurecrest in order to expand their road and create some parking spaces. Mr. Bradgon stated that arrival day for campers creates a traffic problem with their current one way road. They would also like to create a green buffer by landscaping with silver maples and other  to. Lurecrest Drive.  vegetation.  Commissioner Proctor said he was more: inclined to develop a right ofway.  Manager Stewman stated that she would work with Town Attorney, William Morgan to work on  al Right ofway agreement.  V. CONTINUE DISCUSSIONS REGARDINGTRYON BAY ROAD ISSUE Town Manager Stewman advised council that geotechnical plans had been submitted by the property owner and introduced Development and Environmental Review Specialist, Rick Mr. Carpenter told council that they plan to restore the road and create a new slop that does not meet' Town code. However he stated that the Geological technician believes it is thel best approach Mr. Carpenter advised that these plans are: not something that he could submit to Public Service Director Dean Linsey for approval because they don't include technical details for road Mr. Carpenter said this is just step one which is technically Geotechnical slope stabilization. Commissioner DiOrio asked ifMr. Lindsey has seen the plans. Mr. Carpenter said he did. Commissioner Doster expressed concerns about making sure the work being done was being monitored by Community Development and by the Public Service Director. Both Mr. Carpenter and Director Lindsey said they would be monitoring the phases ofwork being done.  Carpenter to speak to Council about the plans on behalf of the' Town.  to take.  construction.    Manager Stewman addressed the council on behalf of] Director Mike Williams, who was absent stating Mr. Williams asked for direction on how toj proceed with the daily fines. Commissioner DiOrio said since the: road is still blocked the daily fines should be continued. Commissioner Proctor made motion to except the submitted Methodology with the understanding that the width of the road be changed on the plan to the original width.  Commissioner Doster seconded and all voted in favor.  VI. CONSIDER AUTHORIZATION OF LEASE AGREEMENT  Manager Stewman stated that she did make one change to the lease agreement for 2654 Memorial Highway since the last meeting. That was replacing Hank Perkins' name as Town manager with Olivia Stewman as Town manager. Manager Stewman stated that shel had everything in place to Commissioner DiOrio stressed with Paul Brock and Wade Oppliger the importance of safety in regards to pedestrian traffic traveling between the two businesses located across Memorial Hwy Commissioner Doster also reminded them that alcohol could not be carried between the two Mayor Pritchett asked for a motion to authorize the Town Manager to sign the lease agreement as presented. Commissioner Proctor made motion and Commissioner DiOrio  approve this lease today.  without a crosswalk. businesses.  seconded. All voted ini favor.  VII. PROPOSED FY 24-25 BUDGET OVERVIEW  Finance Director Stephen Ford presented an overview of the proposed FY 24-25 budget. (See attachment A). Council set a special council meeting for May gth toi review and finalize the budget. VIII. CONTINUE DISCUSSIONS REGARDING SEWER REPLACEMENT PROJECT Manager Stewman stated that at thel last Town work session the Council asked Brian Huston from  LaBella to redo a feasibility study because ofincreased costs. Mr. Huston presented and discussed his study with council. Town and partnership with the State: is required to support the work. Mr. Huston will also draft a letter to present to the State.  Council discussed the extensive costs for the project and that cost is beyond the capacity of the    IX. REVIEW RUBY-COLLINS PROPOSED AMENDMENT4  Ruby-Collins has submitted a proposed Amendment 4. The purpose of this amendment is to clarify intentions regarding Amendment 2 given the events ofJanuary 2024 which have revealed site conflicts with the Owner's contractor: for the drain valve installation project (Morgan Corp.). Mayor asked for a motion to approve amendment 4 as presented. Commissioner DiOrio  made: a motion and Commissioner Doster seconded. All voted in favor.  X.REVISIT DISCUSSIONS REGARDING CHANGE ORDERS  Town Manager Olivia Stewman told council that she wanted to continue discussion from the March work session and action meeting ini regards to authorities approving change orders. Town Council had asked to see the change orders ift they were over $100,000.  Ms. Stewman advised that during the March work session there was a discussion about putting a policy in place for council to approve change orders within the contingency amounts. Ms. Stewman said the concern at that time was finding al balance between not holding up projects and Town Council discussed the need to identify local contractors to do work when possible and to Afterad discussion between council and Project Manager Mike Dydula, Commissioner DiOrio said he would like to revoke the existing ability to do change orders, and modify thej process. Manager Stewman asked the council what limit they think would be appropriate to review. Commissioner Doster said 50,000isagoodi numbera and the council could also speed up the process  allowing the council to have the over sight they need on those projects.  define a change order and when these are required.  to approve a change order by having an emergency meeting.  XI. REVIEW DRAFT BUDGET AMENDMENT #371  Public Services Director Dean Lindsey requested a budget amendment of $15,000 for the repairs madei to Mark Twain. Drive. After al heavy rain event thel bank gave way and needed tol be repaired. Staffrecommends approval oft the budget amendment at1 the next regular Town Council meeting. Commissioner Proctor madei motion to "dt-.NTA Commissioner  Bryant seconded. All voted in favor.    XII. RESOLUTION NO.24-04-24 PARFT  Town staff1 has been in thej process of working towards repayment ofa $223,125 North Carolina Parks and Recreation Trust Fund (PARTF) Grant the' Town received in 2018 for the purchase of 176 Boys Camp Road for the completion oft thel Rocky Broad River Recreation Area. The purpose of the repayment is to avoid non-compliance with PARTF regulations when the communications tower is installed on thej property, as the toweri is a public safety priority. Aj public meeting and 30-day comment period was completed on April 17th. The next requirement Commissioner Bryant made motion to support the repayment. Commissioner Proctor  isi for' Town Council to adopt ai resolution in support oft the repayment.  seconded.. All voted in favor  XII. DISCUSS OPTIONS FOR' TEMPORARYLOADING: A ZONE  Manager Olivia Stewman advised the council that she had been asked by staff if they could use The ramp was put in place at Morse Park by Morgan Corporation for loading and unloading barges. Putting in vegetation, signs, and a way tol block public access would need tol be considered. Counsel agreed that working toward: making thei rampi permanent SO1 that staffcould access thel lake  the temporary Morse Park loading ramp for' Town use.  Also consulting with Mike Williams for any required permits.  was a good idea.  XIV. SCHNABEL PROPOSAL  Schnabel submitted a proposal for engineering services for upgrades and modifications to the  Hydroelectric Facility Electrical System at the Lake Lure Dam.  The board expressed their concerns about thel high cost reflected on the proposal.  Project manager. Mike Dydula and Public Services Director Dean Lindsey discussed the proposal  and addressed thel high cost with the board.  Manager Stewman will contact Schnabel to express the Town's concerns.  XIV.PROJECT MANAGER UPDATES  Project Manager Mike Dydula presented the following updates:    The Reservoir drain project is] proceeding on schedule. They are more than half way through with Within the next two weeks Morgan Corp. will have the access road tol Morse Park blocked SO1 they can work on assembling barges to deliver equipment and materials to the upstream Mr. Dydula will work with Morgan Corp. to get the Parks and Rec. Dept. access to the  concrete pours and more than half way through with mass concreted pours.  side oft thel Dam.  area during this time SO they can plant flowers.  XV.TOWN MANAGER UPDATES  Town Manager Olivia Stewman presented council with the following report:  Dredging:  Staff attended a meeting on Wednesday, April 19th, with the Army Corp of Engineers, NCDEQ, and La Bella's Sandra Hayes in regard to dredging. The Army Corp and DEQ have both confirmed, in writing, that the' Town can hydraulically dredge with the permits that are already in place. The Parks, Rec., and Lake Department and I are working on advertising an RFQ for these operations as soon as possible. While hydraulic dredging takes place, staff can plan to obtain an individual permit for mechanical dredging in the future. It was stated ini the meeting that ifthe' Town can submit an application for additional  permitting by July, they would likely be issued by January.  Morse park Improvements:  Thel RFQ for the design oft the Morse Park improvements has been finalized. The RFQwill be advertised on Saturday, April 27th and the Town will receive bids until June 7th. The Town has officially received the letter of intent to fund the Lead Service Line Inventory. All required documents are being submitted to DEQ and LaBella and Town Staffwill begin the inventory scope, which was approved under LaBella Task 19. Personnel Vacancies: Interviews are in process for the Parks, Recreation, and Lake Director. Two interviews have been held thus far and another will be held at the end of this week. After the upcoming interview, thei interview panel will discuss next steps. There has been a qualified candidate interviewed for the Town Clerk position and the Won has submitted and offer letter to this candidate, they are currently reviewing the offer and have notified Jennifer Duncan that they would respond by the end of this week. Interviews for the Finance Administrative Support Specialist will begin this Thursday.  Lead Service Line Inventory:    XVI. ADJOURNMENT  Commissioner DiOrio made ai motion to adjourn. Commissioner Doster seconded and all voted in  favor. The meeting was adjourned at 12:06 p.m.  ATTEST: Wendy'  hbln Mayor Carol C. Pritchett  4z  COMPOHATE AL AS