THROUGHU lal SALUDA,N.C.   City of Saluda Board of Commissioners  February 13th, 2023 Board of Commissioners Regular Scheduled Meeting and Public Hearing Minutes  SHEGNART  Date Time Location 1-Call to Order  2/13/2023 07:00PM  Saludal Library Chambers Room  Mayor Morgan called the meeting to order on February 13th 2023 at 7:02pm  2- Invocation  Ar moment of silence was observed 3-F Pledge of Allegiance A pledge of allegiance was recited.  4-R Roll Call  Attendance was taken, and those present were Mayor Tangie Morgan, Commissioner Walker, Commissioner Talbot, Commissioner Marion, Commissioner Oxtoby, City Attorney Janal Berg, City Manager Steven Orr, Assistant City  Manager & Finance Officer Julie Osteen, Officer Amy Revis 5-A Agenda Additions and Deletions  None  6-Approval or Correction of Minutes  Commissioner Talbot made ar motion to accept the minutes as written. Commissioner Walker seconded and  all were in favor.  7-0 Consent Agenda  February 13th, 2023 Board of Commissioners Regular Scheduled Meeting and Public Heari... - 2/13/2023    None  8-Audit Presentation June 30, 2022  Julie Osteeni introduced Levonia Reese, CPA with Carter P.C. firm. Levonia went overt the audit fort they year ending I'm talking about the: 2022 audit from. July 1, 2021, thru. June 30, 2022. mentioned lasty year youy were nots subject to any other reporting requirements since the USDAI loans were not considered to have any continued compliance requirements. Int the current year 2022 the ARPA monies the (American Rescue Plans Act) funds were not tot the threshold that would require any other reporting requirements. Should any additional funding be received in 20231 that may meet ar requirement there could be other reporting requirements but, we do not expect that to bet the case. I'm happy to report that there were no difficulties getting to the audit's completion. Fort the city's financial statement other than the pension-related local government: adjustments thate every auditor makes fore every set of governmental financial statements we posted one adjustment for $5,700.00. Ify youl looked over the audit report you will see new standards fort thet fiscal year of 2022 int the makeup of how the audit report readsi its starts with the opinion, Lots of new things in the audit. Ify youe enter into a lease agreement in 20231 those become capital. we issued an unmodified opinion oni the audit report thati is the clean opinion. No violations were reported in the finical statement. Fromi the numbers standpoint increase in net position and neti income was about 600,000.00 fort fiscal year of 2022 you reported restricted cash of 430,000.00 capital assets were almost consistent year toy year only about a6 65,000.00 increase. you put the public works into service, some additional sidewalk construction, there was a 250,000.00 current year depreciation offsetting those additions. Debt decreased. about 80,000.00 most oft that having to do with local government pension. sO 110,000.00 decrease in pensions for lawe enforcements officers that decrease is almost 200,000.00. We have seen several years that the pension! liability increased, in the 2022 the city saw al little bit of reprieve from that. Net position for the primary government so your net worth net position ifv we were talking normal financial you! liquidate all your assets pay off all your labilities whati is lefti is about 6.51 million and 2.3 million oft thati is unrestricted. Thati ist thet funds that are available tor run the government. Expenses increased about 118,000.00 mostly related to water and sewer, General funds main operating fund has a fund! balance of1 1.6r million and 1.4 million of that is unrestricted. General fund revenues 1.5 million so) your revenues were about 100,000.001 more than your budgeted amount. Total expenses was about 1.2 million your actual expense was 200,000.00 less that your budgeted Water ands sewer net position water and sewer fund was about 3.51 million had ar net income of about 250,000.00. The city has aj policyt tor maintain a minimum fund balance of 26% of budgeted expenditures that percentage for 2022 was 70% minimum of 26% and you're at 70% no violation or concerns that youa are getting close to violation oft that policy.  amount.  9-Public Comment  City Manager Orr last fall we received a request from a property owner which was Hudson Rogers on Florida St. City Manager Orr showed on the map where the Rogers owns the property and where their relatives own. The Rogers driveway was on their relative's properly. We are going to change the survey so that the drivewayi is properly ont their parcel. Thati is where the Right of way where Church St. And Florida St. comes into play that belongs tot the city. We approvedi the changet toi the parcel ofr recombination that you do and they recorded that down at Polk County. Mr. Rogers came back wanting tol know whati it would take to approach the city with NC state Ordinance 160A-299 thati is reason for that particular right of way area as to why he would liket to see that he could ask thati ith be closed or changed so that they could precure: some of that This was his formal letter asking about that. He has! hired David Huntly and associates to go out and look at different scenario's. He sent today a proposal of what he was suggesting fort the division of the property of what he would! like to see the city grant him ift they weret to close the right of way. We have notified all the adjacent property owners tot the particular property. Wel havet followed the procedures that. Jana has laid outy wel have sent! letters outt to everyone, it's been posted, puti ini the Tryon! Daily Bulletin as statute requires. This ist the Public Hearing to hear comments. There isn't going tol be a decision made tonight. Thisi ist to gather Marlin Beckham Handed out a copy of their lots survey. We are opposed tot the city relinquishing this property we don't see a problem as Mr. Beckham property being a conforming lot. There are other nonconforming lots ini this area that werel here before the regulations were drawn up. Talking aboutt the survey That is Church St. That's not Florida. Florida Crisscrosses and goes down this way. So we would; propose thati Ifyou do decide to dot thist that you! havei that  information sot the commissioners can decide to do something at thel March meeting.  February 13th, 2023 Board of Commissioners Regular Scheduled Meeting and Public Heari... 2/13/2023  2    resurveyed for only the Florida St. Right of way for divisions of property. Robert andl have no desire tor request that you give us thep property that abuts our property Mr. Rogers property doesn't abut that part of Church St. That Florida Str right of wayi is in between. Ify youy would please consider that your resurvey that and take the Church St part out of that and only dot the Florida St right of way. There are issues on Florida since the city put up thel little curbs all the water ran down on our property, we have spent 14,000.00 tryingt to take care of that water issue. We would hate for someone elset to come in and us have wateri issues again. Thats streeti is very narrow and is al blind area we hope the city would wantt to go in and widen that road. You will need property to do that orp put sidewalks. Robert Beckham If you wantt tot fix the road you have property ont this side butr not on thats side. 301 feet here the way they have it divided half of 30i is 15.1 don't understand what they are doing they are taking this part and considering Katrina Feisal -I just want to say I'm opposed tot this because iti is a tight conner. When we bought the property, we were told that the city hoped to do something with the road and wateri issues. Giving that property upj just limits those Tom Hutto -j just wanted to sayl know the city does a great job evaluating all its assets al lot ofs surveys going on where you! have the property and what happened al hundred years ago and where they did have properties until that is complete making any decisions on investing property until you figure out whati ther master plani is perhaps sidewalks, wider roadi it wouldl be premature toi invest property ont this or any other property without doing it in context ofa master plan. This piece does! have issues this would be a good place for sidewalks, aj pull out for public safety issues. Having this property would certainly bel helpful in that conner. As pointed out by! Robert, Marlin, and Katrina. This decision doesn't seem good toi investi in bute even ifitt turns out tol be ther rightt thing to do just doi iti in context ofa master plan. It's sidewalks, roads, trails. just ask that yous give that consideration especially public safety. In the event Mr. Rogers feels the need to take upt that tree l'm sure his attorneys can have that arranged at his own Barbara Neale - want to echo what Marlin, Robert, Katrina, and tom have said. This is a walk friendly town, Children friendly community. Toi insure safe passage with cars, on foot or on bicycles. Taking that and allowing someone to shield or build on itina a way preventing the public to use the public properly to be safer is not wise. The town holds all the right of ways that was puti in place many years ago for roads. Look ati it1 from the citizens, taxpayers' point of view. Don Clapp - want toi thank the City Commissioners and City staff that keeps the sidewalks repaired on Greenville Street. That is going to be al big! help. Ireally appreciate that. Andi hopefully someday and maybe it can continue all Mayor Morgan, I'spoke with Dot this past week andl hopefully Greenville St will be resurfaced sometime this spring.  that part oft the pie. This is part and this) just slopes into our driveway.  options! It think thati ist the main reason not to do It.  expense.  the way up Greenville St. To the city limits. Thank you for whati is going on right now.  10-Outside Resources and Funds  City Manager Orr we received notification through the North Carolina Department of wateri infrastructure that two grants that wel had applied for are going to be reviewed on February 21st the 1st is for part of the regional water system study. Where we requested, we be given monies to review the possibility of our water system being taken over by the city of Hendersonville: andt the city ofHendersonville city council as well as this body has passed Resolutions for that we will see ift the statet funds that. The 2ndt the feasibility and policy analysis for storm water and submitted a plan that alsoi is going to be reviewed both oft those are 400,000.00 grants. There is a possibility thaty we could get both oft those. That would be big for us. Hopefully we will know something after the meeting ont the 21st, The Polk County Foundation! has decided to deny us for the Saluda grant for the pickleball andt tennis court refurbishing. Julie and larei meeting with Noah Wood tomorrow to find out how we can resubmit we are looking forward tol know  how this works.  11-Budget and Financial Report  Assistant City Manager & Finance Officer Julie Osteen went over the budget and financial report for January 2023  February 13, 2023  February 13th, 2023 Board of Commissioners Regular Scheduled Meeting and Public Heari... 2/13/2023  3    Report for: January 31, 2023 General Fund:  Property Tax collections from Polk and Henderson County of $838,848 approximately $122,528 leftt tol be collected.  2nd disbursement of ARPA funds received - $110,000 in GF and remainder in' Water Fund. Received our first disbursement of Utilities Franchise Taxes of $20,331.  Total Revenues are $1,246,712. Expenditures: Administration: Nothing of significance in January  Total Administrative expenditures total $320,909 (55% of which is just under budget) for seven months. Bidding closed on: 2010 Dodge Charger andi its sold for $1,326. Was picked up on Friday, February 10th. Total Police expenditures is $223,580 (52% of budget, under budget for seven months). 7 distributions have been accrued to the Saluda Fire Department for this year's" Tax! Levy.  Police: See details of R&M Transportation:  Mowing for July- - November of $13,500. Green Street is repairs ini the $22,417 Mtn Laurel trail repairs of $182. Pace Street repairs $1,006. Maple/Ervin repairs $7,199. Culipher $4,798 Henderson St $2,400 Coates $19,163 Parking costs $1,618 Clearing of Brush $8,285 911 Re-addressing costs of $8,900 Total transportation $107,146 (53%, still under budget) 7months of Garbage fees for GFL. Cultural and Recreation:  Annual maintenance andi mulch clean-up has incurred at McCreery Park ini the $13,345.  Library expenses $17,423 ofwhich $4,445i ist thei inspection feei fort thel library elevator andf fire inspections of $230  andi new lighting and electrical work of $1,922. Pace Park bathroom additional installation costs $4,026 Total Cultural and Recreation $43,611 (50%, below budget). 7month's payments havel been made to First Citizens Bank on City Hall. Total anticipated profit thru. January 31 is $351,868.  Debt Service:  February 13th, 2023 Board of Commissioners Regular Scheduled Meeting and Public Heari... 2/13/2023    Water Fund:  Total revenues received through January are $414,671.  Water purchases thru. January total $142,055 (88% oft budget whichi is 35% over budget). Major leaks on Ozone Drive/Louisiana. Avenue. Leak out at 176 pump station. Public Works hasl located twol leaks atl Lake Summit. One leak that they were able tot fix last week was an approximate 30,000/dayl leak which would equal about 930,000 gallons of lost water for January. According to Kevin, hev was told that there wasn't water in this area on S. Lake Summit Rd. In a 12-month period, we could have lost approximately, 11,160,000 gallons. There is another leak that PWi is trying to locate the source oft thel leak, as of 2pm today, they still have not narrowed down thel location of the leak. The water lines cross a creeki in this area: 3t times, soi it could be anywhere alongt the line.. Commissioner Marion, are the Dots on the mapi the only valves there are? Have we thought about putting City manager Orr, we have to findt the line and valves what is becoming evident is we don't know where some Commissioner Marion, as we find these lines if we can sayi it's good from point A1 to point B then point B to Point C there's a problem. Let's put a valve so we can turn it off at that point. Itr may or may not make sense City manager Orr, once we stop the hemorrhaging then we can gol back and engineering. The big thingi is GPS. We are keeping Kevin Working on this and other people doing other things, Contractors doing other Commissioner Marion, are those GPS points is that a walked out GPS line or just where we found it? City Manager Orr, we don't have any we don't have the monies to go and GPS that entire line. Wel have tried that with AIA and McGill. All this work we are going to dump in McGill's lap and say you need to putt this in the AIA because we have done some work that the people you hired was supposed to do and didn't do. All of Commissioner Marion, when you: said someone told Kevin that that line didn't go to a certain location was  more when it comes to crossing creeks?  of these lines are. depending on the cost. work for us.  this is being kept timecard wise as AIA work. that told to us by contractors?  City Manager Orr, by other Employees that no longer work here. Commissioner Oxtoby, youl have fixed Ozone?  City Manager Orr, we have fixed part of Ozone. There is still a couple he must fix. He knows where they are to  gol back to.  Read attached summary. Anticipated deficit is $75,514. Sewer Fund: Total revenues through January $127,256 Read attached summary. Anticipated deficit is $64,511 Budget Amendments as follows 1500.001 from contingency  Police Dept 1500.001 toi increase budget for operational supplies due to additional computer assistance needed.  February 13th, 2023 Board of Commissioners Regular Scheduled Meeting and Public Heari..,- 2/13/2023  5    Transportation 750.00 to increase budget for additional lighting added back to the city streets. 750.00 from Sanitation Total is $60001 for Sanitation capital outlay $2000 is coming from Garbage Income and $4000 from Commissioner Oxtoby Made al Motion to approve all three Budget Amendments Police Dept 1500.00to increase budget for operational supplies due to additional computer assistance needed. 1500.00 from contingency, Transportation 750.00 to increase budget for additional lighting added back to the citys streets. 750.001 from contingency, Sanitation Total is $6000 for Sanitation capital outlay $2000 is coming from Garbage Income and $4000 from contingency Commissioner Marion Seconded all were in favor.  contingency contingency.  12-Public Safety Report Participated: Clay Price Total Miles 3676, Total Events 736  State citations: 14 City Citations: 1, Warning Tickets: 27, Written' Warning 11, Verbal: 7, Expired Registration: 1,No Operators License:, Driving While License Revoked:1, Inspection Violation 3, Speeding 13, Warrants Served:, Business Checks: 322, Church Checks; 101, House Checks: 55, Total Monthly Checks: 478, Vehicle Accident 1, Larceny:, Welfare Check:, Suspicious Person/Vehicle calls 1, Vandalism:, Hit and Run, Calls Thrul Police Department Phone: 36, Walk In Calls at the Saluda Police Department: 8, Total Monthly' Written Reports: 2, Patrol  Calls: 46. Breaking and/or Entering Commissioner Marion How many speeding? Officer Revis, we had 13 speeding. Commissioner Oxtoby how far over were they going? over. Had 3- 25 over on Greenville St. Commissioner Marion, where ist the drug bust case at?  Officer Revis it depends on Ihad one 25 over coming down Greenville Street. Other places 13-18 over on main 11-13  Officer Revis, Iknow the autopsy report has come back and ith has be arranged with Henderson county to destroy the  drugs.  City! Manager Orr, the autopsy came back that the person had overdosed. Commissioner Marion, when are we getting our cars?  City Manager Orr, we have the Tahoe already we have an issue with the computer in the charger buti it should be  ready any day now.  13-2 Zoning and Planning Department Report  City Manager Orr, with everything going oni ini the Saluda grade trail and everything with McCreery Park the planning board is going tol look at the Saluda grade trail andi the ideals and plans thaty youl looked ati the last meeting witht the 20 40 comprehensive andl land use plan and make some recommendations int the next few months. Maybe some zoning with some property that abuts some of the trailt that we: are thinking big picture fort thet trail and land use fort the  future.  14-Administration Department Report  February 13th, 2023 Board of Commissioners Regular Scheduled Meeting and Public Heari... - 2/13/2023  6    City Manager Orr, as Doni mentioned we have done 2501 feet of almost 12001 feet thaty you approved last year with the American Rescue Plan money for sidewalk repalirreplacement. we will startt to work on other parts Henderson, Church St. And Seminary St. Then some on Hwy 176, Some oft thes sidewalk that was tom up was 2i inches thick. Ihave talked to Aaron Burdett about thei importance of getting their sidewalk curbing done before we can do some type of overlay on Greenville Street for all the utility cuts that have been made for the water and sewer. Wes still have Dumpster convenient: sites are in place. People are using them there were no carts out front of the stores. They have Imet with Darrell Price on paving and patching. Working on our Powell bill making sure we go through that process. . took! him around and showed him everything he is supposed to get me thep pricing solcan putt them int the system the We dids sign at three year agreement with River street to upgrade our city hall connection to 1 gig they did reduce the price about 250.001 fromy what they originally asked us to pay. Hopefully we will gett the T-Mobile grant we: applied for.  to do something until DOT paves ther road. picked up al bunch of them and will be taking more.  way you are supposed to.  The goal is to have everything inj place byt the Arts Festival.  Commissioner Oxtoby, How come River Street wasn't interested in main street. City Manager Orr,! ask for a price andi it was ridicules. They don't want to invest the money. Commissioner Marion do we have it now? Did they have to rewire city hall What speed do we have now? Assistant City Manager & Finance Officer Julie Osteen, we have 250 now. I didn't have to rewire city hall.  15-SDF Report  City Manager Orr went over the Special Event permit fort the Top Of The Grade Concert for June 16h, July 21st and August 18h from7to 91 pm. Asking for the same conditions as before. Alcohol is allowed only int the one area. Follow the noise ordinance. Wel let the police department know. Wev willl be fully staffed so that will help as well.  Commissioner Oxtoby doi they get 200 people? City manager Orr,yes, depending on the music. Commissioner Marion so nothing has changed from last year. City manager Orr, not that know of.  Commissioner Marion made ar motion to approve the special event permit for the Top Of The Grade Concert Series as presented witht the same conditions as last year Alcohol in the one area only and follow the noise ordinance.  Commissioner Oxtoby seconded ally were int favor. 16- Special Event Permit Revision City manager Orr, we will talk abouti this in March  17-Coon Dog Day 2023  Commissioners and Mayor had al Discussion ony whether to have the Coon Dog Day event or not They talked about the reason tol have ita and why not. All agree thati it needs to be different but not enough time to change itt this year.  February 13th, 2023 Board of Commissioners Regular Scheduled Meeting andl Public Heari... -2 2/13/2023  7    Commissioner Walker was concerned that the cost oft the event to the city wasn't good. lasty year came down from 16,000.00 to 13,500.00 cany you explain why? 3,100.00 so that reduced our total expenses to 13,500.00. Commissioner Oxtoby so that includes all labor?  Commissioner Marion, we had our TDAI meeting on Monday with 2/3 of us there. Quick Question the true cost from Assistant City Manager & Finance Officer Julie Osteen thet total expense was 16,500.00 the vendor registrations we  Assistant City Manager & Finance Officer. Julie Osteen yes, all labori is included. donation. And ask ift the city would be willing to help with the rest of the cost fort the event. This willl be! brought to as special meeting on February 28th, 2023 at 5:30 pm fori further discussion.  Commissioner Marion went tot the TDA and they agreed to give 6,500.00 to the event along with a 5,000.00 private  Commissioner Walker said he would at that; point.  Commissioner Marion made a motion to approve al bucget of 5.000.00 toward Coon Dog Day Commissioner  Walker seconded all were in favor.  18-S Schedule al Public Input Meeting-McCreery Park-Saluda Grade Trail 3/13/23, 4:00 pm 6:00 pm,  Saluda Public Library, 2nd Floor Meeting Room  City Manager Orr, sO one of the things we need to doi in order to apply fort the Parks and Recs and trust fund grant for McCreery park we need to do a public input meeting Iwould! like tol before the Commissioner's meeting on March 13th 4to 6 pml Ihave already spoken with Hunter Marks have it here and have some easels have a dropi inl willa advertise ito on the website and various things. Sot the public! has a chance to give some input and ask questions. It's at formality we hope we get input. It does score points on the grant application Ineed to doi for that. You don't have to be there Commissioner Marionmade amotion to approve a Publici inputr meeting for McCreery Park for March 13th4to  but ify you could dropi in! before the meeting that would be great.  6pm at the Saluda Public Library. Commissioner Oxtoby seconded all were In favor.  19 New Business  City Manager Orr, went over the Planning Board application from Summer Flynn  Commissioner Marion, Summer has been one the parks committee for 21 % years shei is has al lot of interest in the city shei is ay very smart individual she thinks through a lot of things for McCreery Park. This opening came up and she showed interest ini ita and puti in! her application. People were asking when it came open have you talked to Summer? Commissioner Marion made a motion to approve Summer Flynn's application for the Planning Board  She comes Highly recommended.  Vacancy Commissioner Oxtoby seconded all were in favor.  20-Adjourn second all were in favor.  With no further business to iscuss.Commissione. Marion made a motion to Adjourn Commissioner Waiker  The meeting Adjourned at 835 pm February 13+h, 2023.  February 13th, 2023 Board of Commissioners Regular Scheduled Meeting and Public Heari... 2/13/2023  8    Respectfully submitted by Pamela Waters, City Clerk. Adopted this 13th day of! March, 2023.  RIgMRe TangigMorgan, Mayor  Pamela Waters, City Clerk fahlio  February 13th, 2023 Board of Commissioners Regular Scheduled Meeting and Public Heari...- 2/13/2023  9