Village of Wesley Chapel Council Meeting Agenda May 8, 2023, 7:00pm  6490 Weddington Road -Wesley Chapel, NC. 28104  Agendal Items Callt to Order a. Pledge &1 Invocation 2 Additions and Deletions 3 Agenda Adoption (motion) 4 Consent Agenda (motion)  a. Approval ofF Regular Council Minutes (4-10-2023) b. Approval of Closed Session Minutes (4-10-2023) Approval ofE Budget Meeting Minutes (4-25-2023) d. Approval of Sponsorship Dogwood Tree Sponsorship Program  Motion- Passed  5 Public Comments 6 Presentations  a. Scout Project, Logan Lewis (motion) b.B Board Rules ofF Procedure Update (By-Laws)- Mr. Hansen (motion) 7 a.25th Anniversary Celebration (CM Bledsoe) b. Dogwood Tree Sponsorship Program (CME Bledsoe) (motion) C.F Finance & Clerk (Ms. Queen) d. Dam Update e.P Park &F Rec. Committee Update 1)Community Garden 2)L Landscaping & Pondl Maintenance Contract 3)A Amphitheater Gutters 4) Upcoming Events f.Boards (Mr. Hansen) 1)B BOA Appointments 2) Combining PB8 & BOAI Discussion 3) Member Roster 9 Discussion a.F Removal ofl Inoperable Chamber Equipment b.V Village Policy Update Information C. WUMA d.P Planning Board Appointment e. Cutherbertson Road Update f.Conservation: Subdivision g. Legal Update 10 Closing Comments a. Council Members b. Mayor Fuller 11 Adjourn  a. Motion- Passed b. Motion- BOA RoP Passed c. Motion- PBF Rop Failed- Moved toJ June Mtg. forr more discussion. b. Motion- Passed- Sponsorship Application, not Program. *And Motion Passedf for Village to purchase Tree too commemorate: 25th Anniversary. Motion- Approved (Move $4001 from Events toF Repairsi inF P&R) f-1.E BOA Appointments Passed New Members Frank Capella (Seat 5& William Reule, Jr. (Seat1Alt) a. Motion Passed (to remove equip.)        VILLAGE OF WESLEY CHAPEL COUNCIL MEETING MINUTES WESLEY CHAPEL VILLAGE HALL 6490 Weddington Road, Wesley Chapel, NC28104 May 8, 2023-7:00PM  The Village Council of Wesley Chapel, North Carolina met at Village Hall at 6490 Weddington Members Present: Mayor Amanda Fuller, Mayor Pro Tem David Boyce, Council Members:  Road, Wesley Chapel, North Carolina.  Mike Como, Lori Bailey, and Deb Bledsoe.  Staff Present: 1. Call to Order  Kathy Queen, Finance Officer/Clerk, Vagn Hanson, Interim Zoning & Planning Administrator, and Village Attorney George Sistrunk.  Mayor Fuller called the meeting to order at 7:00 p.m. A quorum was present. The Pledge was  recited by all, and the invocation was given by Mayor Pro Tem Boyce.  2. Additions, Deletions. and/or Changes Council Members requested the following changes: a. Move the Consent Agenda to Item 3 b. Move the 25th Anniversary Update to Item 6a. Move the Dogwood Tree Sponsorship Program to Item 6b. d. Move Finance & Clerk Update to 6c. e. Move Park & Rec. Committee Updates to 6d. f.N Move Board of Adjustments to 6e. g. Move the Conservation Subdivision Discussion to 9b. the changes to the Agenda and was approved manimously.  MOTIONamdseconfvere made by Mayor Pro Tem. Boyce andCouncil. Member Como to approve  3. Agenda Adoptions  MOTIONands second were made by Mayor Pro Tem. Boyce and Council Member Como to approve  the Amended. Agenda and was approved unanimously.  4. Consent Agenda  a. Regular Council Minutes 4-10-2023 b. Regular Closed Session Minutes 4-25-2023 C. Budget Meeting Minutes 4-25-2023  Council Minutes Regular Meeting 2023-05-08  Pg.1    d. Sponsorshp-Dogwood Tree Sponsorship Application  MOTIONamdsecondr were made by Mayor. Pro Tem. Boyce and Council Member Como to approve the Consent. Agenda with a change in the Regular Council Meeting minutes to reflect 25 pieces of art that were submitted to the Elementary School Art Contest and was approved unanimously.  5. Public Comments There were no comments. 6. Presentations a. Scout Project  Logan Lewis, Troop #99, requested for Council Members to consider allowing him to finish the retaining wall at Dogwood Park in order to complete requirements needed to obtain the Eagle Scout Rank. He stated he has some construction experience, and the stone is being donated by Castano Design Build and will match what is already built. Mr. Lepke, Park" Tech, offered to assist with the project. Mayor Pro Tem Boyce asked who would be supplying the mortar, and Frank Cappella who was attending the meeting offered to donate the mortar for the project. The unfinished portion ofthe wall is approximately 46 feet long (1ft. tall and 1ft. wide.). The wall will be backfilled, and the unused stones removed as part of the project. Mr. Lewis anticipates beginning the project June 13, and stated it will take a weekend to finish. Mayor Fuller took a MOTION and second were made by Council Members Como and Bledsoe to approve the project  moment to sign the project documents for Mr. Lewis.  and it was unanimously approved.  b. - Rules of] Procedure Update - Board of Adjustment & Planning Board  Vagn Hansen, Interim Planning & Zoning Administrator, informed Council Members that the RulesofProcedures fort the Planning Board and Board ofAdjustment have been amended to reflect updates and current language. The last update was estimated tol have been made around 15 years ago. He stated Kathy Queen had provided proposed updates to the references in both the BOA and PB Rules and Procedures and had asked for him to also review them. In reviewing them, he also has proposed additional language to bring them to date. Mr. Hansen clarified that the Planning Board Members currently receive stipends fort theirservices, but the Board ofAdjustment members do not; Council affirmed. The Council was in agreement to adopt the amended Board of Adjustment Rules of Procedures with the exception ofremoving the paragraph pertaining to their receiving a stipend. The Council decided to review the amended Planning Board Rules of Procedures at the next meeting. The Council also requested changes to the proposed Planning Board Rules of Procedures to include continuing to have three alternates, continuing to pay a stipend to Planning Board Members, adjusting Rule 2 to read members shall be appointed by the Council, and continuing toj promote the longest tenured Planning Board Alternate to the Planning  Board upon making appointments to fill vacancies.  Councill Minutes Regular Meeting 2023-05-08  Pg.2    MOTION, and. second were made by Mayor Pro Tem. Boyce and Council Member Como to adopt the amended. Board of Adjustment Rules of Procedure with the removal of flanguage pertaining to  receiving a stipend and was manimouslyopproved.  7. Reports  a. 25th Village Anniversary Update  Council Member Bledsoe provided an update on both the 25"Anniversary. Art Contest (presenting art submitted by New Town Elementary School) and the preparations for the 25th Anniversary celebration of the Village at Dogwood Park. She mentioned the. Art Contest that was held by the Village, and informed the Council that a short awards ceremony would be held at the Village Hall on May 15 at 6:00 p.m. She noted awards would be given at that time. Regarding the 25th Anniversary Celebration, Council Member Bledsoe noted that all 25 Dogwood trees had been planted and each had a specific number. Council Member Bledsoe reported on the overall costs for the Anniversary celebration and noted she will remain within her budget stating she is $114  under FY22-23 allocation and will be $5 over the FY24-25 allocation.  b. Dogwood Tree Sponsorship  Council Member Bledsoe discussed the sponsorship application for the Dogwood Trees. There are 25 sponsorships available. Each sponsorship is $100, and the sponsor will receive a plaque honoring someone of their choosing. Once the trees are committed to a sponsor, a ribbon will be tied to the tree until plaques are received and placed at the tree. Council Member Bledsoe stated that the cost of the plaques had increased from $35 to $45. As such, the Village will accept 12 applications written to the Village to cover the costs of the plaques and redirect the remaining MOTION and second were made by Council Members Bledsoe and Bailey to approve the MOTION second were made by Council Members Bledsoe and Bailey to approve the Village purchasing a tree to represent the Village! s anniversary and was mamimouslyapproved.  donations directly to the Wake the Forest Foundation.  Dogwood Tree ponsorsmpApplcation and was unanimously approved.  .Finance Officer's Report  Kathy Queen, Finance Officer, reported that she had received approval to move forward with the Spectrum Agreement to update the Village's phone system and router. In addition, she informed Council Members that the Village's financial reporting system, QuickBooks, was transitioned to an online platform within the past two weeks and the data upload needed to be vetted. She stated that due to beginning the finance portion oft the job the previous Monday, insufficient internet, and thei need to verify the data uploaded tot the online system, she didi not have the Apriln monthly reports ready for the Council'si inspection. Council Member Bailey asked when the report would bei ready; Ms. Queen requested two weeks in order to validate the data upload on the new: system and to get the internet up and operational. She noted the internet speed was at 10 mbps and would be  Councill Minutes - Regular Meeting 2023-05-08  Pg.3    increased to over 600 mbps once updated which would happen hopefully this week. Council was in: favor of allowing additional time for the Finance Officer toj prepare the reports.  d. Dam Update  Mayor Fuller provided an update on1 the status ofthe dam project. She informed Council Members that the dam had successfully been upgraded to "Poor" condition which will make the Village eligible for grant funding. The final scope of work has not been received, however, the project  cost is estimated to be between $750,000-5900,000.  e.P Park & Rec Committee Report  1) Community Garden: Pat Utley, Park & Rec Chair, reported that the committee has drafted an agreement with the Weddington Garden Club regarding managing the Community Garden. She stated, however, that the Garden Club would not commit to one day per month to host volunteer events. The Park& Rec. Committee is re-considering committing to holding regular volunteer 2) Landscaping and Pond. Maintenance Contract: Ms. Utley noted that the Contract needs to be 3). Amphitheater Downspouts: Ms. Utley informed Council Members that the gutters need to be repaired on the outdoor amphitheater. (Council Member Como clarified that there needs to be downspouts added not repairs to the existing gutters.) She noted the cost would be $400 and they would need to move budget dollars to be able to fund the additional gutters. The money would MOTIONG and: second were made by Council Members Baileyand Como to approve moving $400  events at the garden tol keep it tended and to teach gardening objectives.  adopted.  need tol be moved from P&R Events to Repairs.  from P&R Events to Repairs and was unanimously approved.  4) Upcoming Events:  Movie Night: Ms. Utley discussed the Village of Wesley Chapel ("VWC") Movie night scheduled for May 26. She requested the Council to allow ai movie for the smaller children in the Chamber. Council members were noti in favorofallowing the Chamber to be used in this manner. The Council noted the children would be better suited toj playing outdoors. Some members were concerned about potential damage caused by food and drinks being brought into the Chamber. Members suggested providing balls, cornhole boards or other items for entertainment. ii Rock NI Roller Car Show: The Rock NI Roller Car Show is scheduled for. June 10 from 4-7 p.m. The DJ will bet the same as last year. The Council suggested increasing the size ofthe writing on the directional banners as they were not easy to read last year. Basic information should be ili) Security Discussion: Ms. Utley informed the Council that the Park & Rec. Committee has motioned to use Bird Dog Security for the Car Show. Mayor Fuller indicated that should the Village use Bird Dog, Bird Dog first needs to submit to the Village a Certificate of Insurance and provide approval from thel Department ofTransportation: and the UCSO. Concerns were expressed by Council Members that the UCSO had not been reliable by cancelling out of scheduled events  included, Time, Place & Location.  Council Minutes- Regular Meeting 2023-05-08  Pg.4    at the last minute. She noted that the Council had approved the use of Bird Dog Security for the Easter Eggstravagansa, but it had been rained-out. Council Member Como requested Ms. Utley tol look into using Bird Dog Security for the car show on June 10. Mayor Fuller requested they use UCSO as they might not be able to get the required approvals from Bird Dog within 30 days. Mayor Fuller stated she would send Bird Dog Security's contact information to Ms. Utley. The Council requested four security personnel for the event, three from USCO from 3:30 p.m. to 7:30  p.m. and one: from the Village, Deputy Brandon Wicker, to walk the event.  f.Boards  1) BOA Member Appointments: Mayor Fuller appointed two new members to the Board of Adjustments. Frank Cappella was appointed to Seat 5 and William Reule, Jr. was appointed to Alternate Seat 1 with both having a term ending date of. June 30, 2026. Formal appointments by the Council will be made at the June 12, 2023 meeting via the Consent Agenda. Mayor Fuller requested Ms. Queen provide information for the May 30, 2023 Variance Meeting to the newly 2) Combining PB & BOA: Mayor Fuller noted that some members serve on both the BOA & PB. Mr. Hansen noted that in smaller communities where the BOAmeets more infrequently, itis better tol have those who are: more familiar serve these roles. The Council briefly discussed having the Planning Board Members serve as the Board of Adjustments; the Council was not in favor oft this suggestion at this time but was willing to consider it for the future as a practicality as suggested 3) Rosters ofA Members: Ms. Queen presented ai roster of Volunteer Board & Committee ("VBC") members for the Council's review. She initially reviewed Council Minutes to determine term ending dates, but only three were recorded ini the Minutes. The Council informed Ms. Queen that that term ending dates are on the website and directed her to update what was currently recorded. Mayor Fuller also inquired about contact information; Ms. Queen noted it will all be included. Once the VBC roster has been updated, it will be returned to the Council for discussion and  appointed members.  by Mr. Hansen.  approval.  8. Removal of Council Chamber Electronics  Mayor Amanda Fuller discussed with Council Members the status of the microphones and monitors in the Council Chamber. After some discussion, the Council was in agreement to allow for the microphones and monitors to be removed from the Chamber as they are minimally functional. The equipment to be removed will be stored in the Village Hall. Council Member Bailey suggested allowing staff to use the monitors. Ms. Queen noted that she would request Mr. Lepke, Maintenance Supervisor, to remove the equipment and also to label the microphones that CONSENSUS was held by the Council to remove the equipment located in the Chamber given  do not work.  most ofit does not work properly.  Council Minutes Regular Meeting 2023-05-08  Pg.5    9.I Discussion  a. Village Policy Update Process  Mayor Fuller informed Council Members that Ms. Queen has been working to update Village Policies. The amended policies have been consolidated and categorized by subject with redundancies omitted. Changes were made only to be compliant with NC Law and were few. Mayor Fulleri informed Council Members they would have opportunities toi review and discuss the amended policies with the first being at the July meeting. Once the amended policies have been vetted and generally agreed upon by the Council, they will be placed on a future Consent Agenda  fora adoption.  b. Western Union Municipal Alliance ("WUMA")  Mayor Fuller provided an update on the WUMA meeting held Thursday, April 27, 2023. She noted that the discussion was primarily on the water and sewer situation. In all, current use combined with what has been committed is at capacity. Expansion is required, there is no clear Commissioner plan for expansion and once a plan has been adopted, it will be 2-3 years after a plan has been adopted before new capacity is available. WUMA members presented a Resolution calling for a state agency to be created for the purpose of managing the water and sewer for the County. Some of the members expressed concern that they did not want more government involvement in local government. Mayor Fuller informed Village Council Members that she did not speak on their behalf and asked ift they would be interested inj presenting a Resolution for this purpose. VWC Council members were in CONSENSUS that the village is not best served by furthering the involvement of the state in local business, and they were not in favor of passing a  Resolution for this purpose. C.P Planning Board Appointment  Mayor Fuller was in favor of appointing Adam Stoffey to the Planning Board as an Alternate. Council Members urged Mayor Fuller to allow them time to speak with Mr. Stoffey at the June Meeting before considering making an appointment. Mayor Fuller directed Ms. Queen to invite Mr. Stoffey to the. June Council Meeting to speak with Council Members prior tol being considered d. Cuthbertson Road Update: Vagn Hansen provided an update on the Cuthbertson Road with regard to the County's Critical Intersection Project. He stated the public portion of the project was completed last week, and the public county response was large. Pending updated crash data, Mr. Hansen reported the New Town and Cuthbertson Intersection tied for 1st place as being al bad intersection. Ofthose scoring higher, a subsection will be submitted for design and studied in the fall by Charlotte Regional Transportation Organization (" CRTPO.") Mr. Hansen did report that al North Carolina Department of Transportation ("NCDOT"): Division 10 engineer has at tentative  for appointment.  Councill Minutes- - Regular Meeting 2023-05-08  Pg.6    design fort the round- about and also has some: ideas forj potential funding. Council Member Como commented on work currently scheduled for Cuthbertson Road, and noted installation of a roundabout would take care of the problems there. Mr. Hansen noted it may take a few years The rough cost is $4 million for the roundabout, and NCDOT may be able to provide a substantial share of the cost. CRTPO will run a competitive program for direct allocations. The Village of Wesley Chapel, Union County and Waxhaw will likely need toj provide a financial contribution if iti ist to be done sooner than later. Mr. Hansen noted that there was discussion about including the intersection of New Town and Lester Davis in the study of the New Town / Cuthbertson intersection as well, which could include looking at realigning Lester Davis to make a 4-way intersection at the current New Town and Cuthbertson intersection. This would allow for a continuous flow oftravel from US: 521 to Highway 84. Construction on this project would likely  before the roundabout is finished.  be several years away, ifapproved. e. Conservative Subdivision Discussion  Vagn Hanson, Interim Planning and Zoning Administrator, presented to Council the recommendations made by the Planning Board regarding amendments to the Conservation Subdivision Ordinance. He noted the proposed changes were agreed upon by all Planning Board members and himself except for the sliding-scale lotincentive designed to incentivize developers tos save more green space. Mr. Hansen explained that by allocating incrementally the amount of green space saved, the lots could be reduced proportionately to a minimum lot size of 20,000 square feet. The Planning Board voted toj recommend tot the Council in essence to reject the sliding- lots scale incentive and to make the minimum lot size to 30,000 square feet and eliminate the current 30% allowance for 20,000 square foot lots. The Council was respectful of the Planning Board's recommendations; however, they were in agreement that they would like to review the sliding- scale lot incentive initially proposed to the Planning Board by Mr. Hansen. VWC Council Members are interested inj providing incentives to developers in an effort to maximize green space Mr. Hansen offered options to: move forward which included returning this section to the Planning Board for further review, or at the advice of Attorney Sistrunk, Council could elect to adopt the recommendations made by the Planning Board with minor changes. It was. Attorney Sistrunk's opinion that Council's modification would not be considered significant in relation to the totality of the Planning Board's recommendations. The Council would like to have time to review and  in Conservation Subdivisions.  will discuss further at the. June Council meeting.  fLegal  Mayor Fuller provided a brief update to Council Members.  Council Minutes Regular Meeting 2023-05-08  Pg.7    10. Closing Comments  The Mayor and Council made closing comments. Feedback was given to Ms. Queen regarding  how the Council would like to see their Agenda.  11.Adjourn  MOTION, Tand: secondwere made by Mayor Pro Tem Boyce andCouncil. Member Bailey to adjourn  the meeting at 9:46 p.m.  VILLAGE OF WESLEY CHAPEL Moanshl  Amanda Fuller, Mayor  Of Wesley Municipal Seal of% Incorporated 1998 brh Cnis!  Attest:  Kathy Queen, Clerk Aeber  Council Minutes Regular Meeting 2023-05-08  Pg.8