PROPOSED AGENDA Bermuda Run Town Council Meeting Tuesday,January 14, 2025 Bermuda Run Town Hall Mission: "The Town ofl Bermuda Run exists to provide core public. services that enhance the quality oflife. for its residents and an environment. for the business PERNIDN 6:00 PM community to thrive". 1. Call to Order 2. Pledge of Allegiance 3. Moment of Silence a. Recognition of Quorum "It is the intent oft the Town Council tos solemnize the proceedings of this meeting and the business brought before the governing board, to offer the opportunity, for a reflective moment of silence." 4. Town of Bermuda Run Code of Ethics Statement-Town, Attorney Brian Williams 5. Adoption of the Agenda Motion: Second: In Favor: Opposed: 6. Approval of December 10, 2024, Town Council Meeting Minutes Motion: 7. Citizen Comments 8. Proposed Action Items A. Gate Operations Second: In Favor: Opposed: The Town Manager is requesting consent on pursuing RFP process for Gate Operations that includesa "Staffing only model" and Staling/Adminstration model". Motion: Second: Inl Favor: Opposed: B. "FPIC" Response letter to NCI Department of State Treasurer Motion: Second: In Favor: Opposed: 9. Town Manager Report/Comments 10. Council/ Mayor Comments 11. Adjourn: Motion: Second: In Favor: Opposed: Town of Bermuda Run Town Council Meeting Minutes December 10, 2024- - 6:00 PM The Town Council of Bermuda Run held its scheduled meeting on Tuesday, December 10, 2024 at Council Members Present: Mayor Mikel Brannon, Rae Nelson, and Christy Schafer- Sworn in at 6:00. PM. The meeting was held at the Bermuda Run Town Hall. tonight'sn meeting: Rod Guthrie Council Members Absent: Mike Ernst and JeffTedder Also Present: Andrew Meadwell, Town Manager; Brian Williams, Town Attorney; and Cindy Poe, Town Clerk Call to Order Mayor Mike Brannon called the meeting to order and recognized the Quorum. Pledge of Allegiance Moment of Silence Iti is the intent oft the Town Council to solemnize the proceedings oft this meeting, and the business brought before the governing board to offer the opportunity of a reflective moment of silence. Town of Bermuda Run Code ofl Ethics Statement/Voting Procedures - Town Attorney Brian Williams Adoption oft the Agenda Council. Member Rae Nelson made a motion to approve the agenda as amended. Council Member Christy Schafer seconded the motion. The motion was approved by a vote oftwo (2) inj favor and none opposed. Approval oft the November 12, 2024 Council Meeting Minutes Council Member Christy Schafer made ai motion to approve the November 12, 2024 Council Meeting Minutes. Council Member Rae Nelson seconded the motion. The motion was approved by a vote oftwo Oath ofOffice Administered to Rod Guthrie, Council Member- - by Cindy Poe, Town Clerk Citizen Comments - Lennie Ring of 125 Kilbourne Drive thanked Council and Staff for their hard work and spoke oft the love of community shown at the recent 4th Annual Christmas in the Town of Bermuda Run. He encouraged inclusivity and connectivity ofall areas of the town. (2) inj favor and none opposed. Presentations a. Jamon Gaddy, Davie County Tax Administrator Review of the 2025 Reappraisal based on a 4-year period. Action Item A. Budget Amendment (BA_ 2024-25-01) -General Fund Acceptance from Bermuda Run The Town Manager recommends the 2024-2025 General Fund Budget be amended to accept $12,000 from the Davie County Community Foundation as revenue and expend $12,000 for Council. Member Christy Schafer made ai motion to approve the budget amendment as presented. Council Member. Rod Guthrie seconded the motion. The motion was approved by a vote ofthree (3) in Community Vision Fund expenses related to the "2024 Christmas in the Town of Bermuda Run". favor and none opposed. Town of] Bermuda Run 25th Anniversary Celebration Recognition-Mayor Brannon The mayor thanked the Vision Committee and all volunteers who participated in the multiple events to celebrate the town's 25th anniversary. He: read letters from government officials that were presented to him at the celebratory luncheon at the Bermuda Run Country Club, and the plaque given by Steve Introduction ofnew staff member Charlie Chapman-Town Manager. Andrew Meadwell Jarvis. Town Manager Comments Continuing issue with Bermuda Run East package room and packages not being picked up in a timely manner. Communication to go out to BR East residents on 12/11/24 via Constant Contact. Mayor Comments- = Addressed issues with the Advance Post Office and package deliveries to BR East residents, adding that communication from the Post Office to residents has changed. Residents deserve better service. Welcomed Rod Guthrie to the Council, and Charlie Chapman to the town staff. 4th Annual Christmas in Bermuda Run - Wonderful event with beautiful weather. Thanked all Upcoming presentations: February: Cameron Webb, Fire Marshal; March: Davie Medical Center Thanked Jamon Gaddy for his presentation. volunteers and community partners. Wished everyone a very Merry Christmas. Adjourn With nofurther business to discuss, Council Member Rod Guthrie made a motion to adjourn. Council Member Christy Schafer seconded the motion. The motion was approved by a vote ofthree (3)infavor and none opposed. Approved Respectfully Submitted Mike Brannon, Mayor Cindy Poe, Town Clerk (ITEM 8B) BERMUD 1201 Kinderton Boulevard, Suite 100. Bermuda Run, NC 27006 (336) 998-0906- Fax -P-ikeN To: From: CC: Date: Re: Town Council Andrew Meadwell, Town Manager Dora Robertson, Finance Director January 3, 2025 FPIC's Response letter to NC Dept. of State Treasurer Local Government Commission The FY: 23-24 audit indicated two (2) financial performance indicators in the Sewer Fund by the Town Auditor that requires a response to the NCI Dept of State Treasurer. An FPIC in sewer fund doesn'tnecessarly indicate financial ort fiscal management weaknesses but is used to provide the local government and the staff of the LGCwitha a means ofi identifying potential issues or concerns The first is Operating Net Income or loss. This calculation subtracts operating expenses from operating revenues. A negative balance indicates that your rates do not cover your operating expenses and/or debt service payments. Staff believes the loss is contributed to the excessive amount of stormwater (rain/runoff) infiltration into sewer manholes as identified by our engineers completing the Town's Asset Inventory Assessment report. The net effect is unaccounted (non-billed) water being metered and treated by Eastern Davie Sewer, resulting in Secondly, the Sewer Assets Condition Ratio was indicated. This is a ratio formula the calculates the remaining useful life of the system and may be a signal of the need to replace assets in the future. The Town isi in the process of completing the Asset Inventory. Assessment study which will include a Capital Improvement Plani fort the sewer system, with the goal of continuing transferring Response to FPIC's must be signed by the majority of the governing board and by both the manager and finance director. The response must be submitted within 60 days of the auditor's int the sewer fund. higher bi-monthly charges. the system and its assets entirely to Davie County Public Utilities. presentation to the governing board. BERMU 1201 Kinderton Boulevard, Suite 100. . Bermudal Run, NC 27006 (336)998-0906-1 Fax (336)998-7209. www.lownofbr.com January 3, 2025 North Carolina. Department ofState Treasurer State and Local Govermment Finance Division 3200 Atlantic. Avenue Raleigh, NC27604 Re: Response Addressing "FPICS" Identified on June 30, 2024, Audit To whom it may concern: Mr. Tony Brewer, CPA, presented the. June 30, 2024, audit to the Bermuda Run Town Council on November 26!h, 2024. Mr. Brewer shared the newly established Performance Indicator Worksheet that triggered a need for response For the year ending June 30, 2024, the Sewer Capital Assets Condition Ratio of the Town of] Bermuda Run's Sewer system calculated at 0.49. As the Town is currently in the process of transferring its sewer system assets to Davie County Public Utilities, the Town is no longer adding any new assets to its sewer system. The Town plans to We thank you for the opportunity to respond with the steps taken and plan to address the FPICS identified. on the following: complete the transfer of assets in FY24-25. Andrew Meadwell -Town Manager Mike Brannon Mayor Rael Nelson Council Member JeffTedder- - Council Member Christy Schafer- = Council Member Mike Ernst- - Council Member Rod Guthrie- Council Member Dora Robertson, Finance Director BERMU 1201 Kinderton Boulevard, Suite 100 . Bermuda Run, NC 27006 (336)98-0906-Fax 0--Rimlin January 3, 2025 North Carolina. Department ofState Treasurer State and Local Govermment Finance. Division 3200. Atlantic. Avenue Raleigh, NC27604 Re: Response Addressing "FPICS" Identified on June 30, 2024, Audit To whom it may concern: Mr. Tony Brewer, CPA, presented the. June 30, 2024, audit to the Bermuda Run Town Council on November 26t, 2024. Mr. Brewer shared the newly established Performance Indicator Worksheet that triggered a need for response For the year ending June 30, 2024, the Operating Net Income for the Town of Bermuda Run's Sewer Fund indicated a negative balance. As the Town is currently in the process of transferring its sewer system assets to Davie County Utilities, the Town is no longer adding any new assets to its sewer system. The Town plans to Wei thank you for the opportunity to respond with the steps taken and plan to address thel FPICS identified. ont the following: complete thet transfer of assets in) FY24-25. Andrew Meadwell -Town Manager Mike Brannon - Mayor Rae Nelson - Council Member JeffTedder- - Council Member Christy Schafer- - Council Member Mike Ernst - Council Member Rod Guthrie - Council Member Dora Robertson, Finance Director