Commissioner Stiehler moved to approve the agenda as presented, which was seconded by Commissioner Dotson and the vote was unanimous.

Transcription

1 Special Meeting Minutes of the Town Board of Commissioners Meeting of March 3, 2016 at the First Presbyterian Church, 471 Main St., Highlands, North Carolina. Town Board Present: Commissioner John Dotson, Mayor Pro Tempore Amy Patterson, Commissioner Donnie Calloway, Mayor Patrick Taylor, Commissioner Eric Pierson and Commissioner Brian Stiehler. Also Present: Town Manager Robert Frye, Town Clerk Rebecca Shuler, Town Attorney Jay Coward, Parks and Recreation Director Lester Norris, MIS/GIS Director Matt Shuler and Public Works Director Lamar Nix. 1. Meeting Called to Order Mayor Taylor called the meeting to order at 9:03am. 2. Present and Approve Agenda Commissioner Stiehler moved to approve the agenda as presented, which was seconded by Commissioner Dotson and the vote was unanimous. 3. Financial Matters The following are highlights of the FY15/16 budget at mid-year. As of February 2016 property tax collections have decreased $9,738 compared to February This represents a collection rate of % as of February Sales tax revenue as of February 2016 has increased $66,584 compared to February Franchise Tax revenue as of February 2016 is $12,798 less than in February The amount of General Fund revenues collected as of February 2016, exclusive of $388,262 in donations for Police and Recreation projects, is $171,720 less compared to General Fund revenues collected as of February The 2nd quarter of Recreation Funding is due by the end of this week and the Powell Bill funds have not been recorded. After those two entries, the revenue is only $19,236 less compared to February We anticipate meeting our budgeted revenue for General Fund with 75% currently collected. General Fund expenditures are 68% spent as of February The Town had an original fund balance appropriation in General Fund at July 1, 2015 of $22,329. As of February 2016, the Town had appropriated an additional $386,331 in General Fund. All utility funds should be at approximately 66.6% of budgeted revenue as of February The Water is at 64%, Sewer is at 61%, Sanitation is at 50% and the Electric is at 69%. We anticipate meeting our budgeted revenue for all utility funds. All utility funds should be at or below 66.6% spent as of February Water is at 74%, Sewer is at 61%, Sanitation is at 78% and Electric is at 48% spent as of February The Water Expenditures are slightly over due to some lightning damage that has not been reimbursed as the end of February and the Sanitation is over due to the purchase of their new 2016 Peterbilt. All utility fund expenditures will be closely monitored so as to stay within budget. Manager Frye presented a 3 year revenue versus expense projection and discussed the possible rate increases needed in the water and sanitation funds. 4. Public Works Matters

2 Public Works Director Lamar Nix presented the Board with the following Public Works presentation of projects for the upcoming FY16/17 budget year. I. Capital Improvement Plan II. Street Dept. 1. Sidewalk Repairs ~ Annual Maintenance $50, Oak St. Wall ~ Fire Dept. $140, Paving ~ Refer to possible paving projects in the CIP III. Sanitation 1. Dumpster Replacement/Repairs $30, IV. Water/Sewer 1. Chlorine Bleach Project $550, Helen s Barn Water/Electric Project $88, WWTP Auto Bar Screen Replacement $200, The following CIP was presented as well. Public Works FY 2016 Thru FY2021 Capital Improvement Funding Source Fund Est.Project Cost STREET Sidewalk Repairs $50,000 A $50,000 $50,000 $50,000 $50,000 $50,000 Oak Street Wall/FD $140,000 $140,000 Paving Satulah $115,000 $115,000 Paving 5 th $176,000 $176,000 Paving Spring $199,000 $199,000 Paving Hickory Hill $250,000 $250,000 FY16-17 FY17-18 FY18-19 Paving Cullusaja $360,000 $360,000 Paving $150,000 A FY19-20 FY20-21 $150,000 $150,000 Centerline Painting $18,000 A $18,000 $18,000 $18,000 $18,000 $18,000 EQUIPMENT/REPLACEMENT F-550 Dump $80,000 $80,000 Isuzu Sweeper $125,000 $125,000 Dump Truck $100,000 $100,000 Tractor w/mower $80,000 $80,000 Skid Steer $65,000 $65,000 SANITATION Dumpsters $30,000 A $30,000 $30,000 $30,000 $30,000 $30,000 Sanitation Truck $130,000 $130,000 Recycle/Convenience Center $150,000 $150,000 WATER/SEWER Split Rail Waterline $670,000 $670,000 Chlorine Project $550,000 $550,000 Helen s Barn Ave $88,000 $88,000 Generators for Pump Sta. $300,000 $300,000

3 Moorewood Waterline $484,000 $484,000 Dog Mtn. Ph. 1 Waterline $261,000 $261,000 Dog Mtn. Ph. 2 Waterline $822,000 $822,000 Black Rock Waterline $185,000 $185,000 Debt Mirror Lake $56,967 A $56,967 A $56,967A $56,967A $56,967A $56,967A Debt Meters $85,475A $42,737 EQUIPMENT/REPLACEMENT Backhoe $90,000 $90,000 Service Truck $70,000 $70, Excavator/Trailer $65,000 $65,000 WTP Jeep $35,000 $35,000 WWTP Tractor $35,000 $35,000 WWTP Auto Bar Screen Replacement $200,000 $200,000 HCC Hydro.-Tank/Pump Replacement $250,000 $250,000 ELECTRIC Equipment 2003 FL Boom $135,000 $135, F-150 $40,000 $40, F-550 $75,000 $75, Dakota $40,000 $40, Excavator/Trailer $70,000 $70, Int. Bucket $200,000 $200, Vermeer Chipper 1800 $60,000 $60, Parks and Recreation Matters: Capital Projects Parks and Recreation Director Lester Norris presented the board with a stage renovation estimated at $206,150.00, lower level renovation estimated at $201, and a proposed skate park estimated at $100,000 to $125, Parks & Recreation Matters: Procedures and Policies Parks and Recreation Director Lester Norris presented the board with the following procedures and policies for review. NONPROFIT FUNDRAISER APPLICATION Approved Non Profit: Contact Person: Title or Position within the nonprofit: It is the policy of the Town of Highlands and the Recreation Department that fundraisers held on Town property be for the sole benefit of the approved nonprofit. No individual or for profit organization should directly benefit from this event. Therefore all funds and expenses should be paid to and through the nonprofit. (name), (title or affiliation within the nonprofit) is responsible for handling the money for (event name)event. This person is responsible for collecting and tracking registration fees or any other fees collected and paying incurred expenses related to the event.

4 SIGNATURE OF REPRESENTATIVE: RECREATION DIRECTOR: DATE: DATE: P R O P O S E D Town of Highlands Outdoor Recreation Areas Rules Governing Outdoor Recreation Uses Any Town of Highlands Outdoor Recreation area, including Kelsey / Hutchinson Park, Zachary Park, and the Hickory Street Field will be subject to the following criteria: 1. Any event held at any of the outdoor recreation areas owned or operated by the Town must be issued a Permit/Rental Agreement/Waiver and release for use by the Recreation Director or his/her designee. The permit/rental agreement/waiver and release should be submitted at least thirty (30) days before the event is scheduled to take place unless it needs approval by the Town Board of Commissioners, then it needs to be submitted at least 60 days before the event is scheduled to take place. To assure availability, requests should be made before the submission dates. 2. Any event held at the any of the outdoor recreation areas, must be public-oriented and be sponsored by the Town of Highlands or by a non-profit organization approved by the Town of Highlands. The approval process for non-profits includes the submittal of an application to the Recreation Director or his/her designee including items such as 501(c)3 documentation and proof of a comprehensive general liability insurance policy (amount of not less than $300,000 for bodily injury per person and $1,000,000 per occurrence, and not less than $1,000,000 for property damage per occurrence). Such insurance shall indemnify the Town from all claims for damages to property and bodily injury, including death, which shall arise from operations under or in connection with the permit/rental agreement/waiver and release. Such insurance shall name the Town as additional insured for any and all claims made. 3. No commercial (for profit) or private uses are permitted in the park. 4. Any tent or structure temporarily installed for any event will need to be free-standing, meaning no stakes or pegs driven into the ground or pavement. Must meet the following guidelines: a. Tents open on all sides must comply with the following: i. Individual tents have a maximum size of 700sq ft. ii. The total area of multiple tents placed side by side is 700 sq ft then there must be a 12 fire break. iii. Minimum clearance of 12 to all structures and other tents. b. Maximum number of 10 X10 tents that can be set up is 70. i. Maximum 15 tents on grass. ii. Maximum 55 tents on pavers. 5. All picnic tables and Trash receptacles should be put back in their designated space at the end of the event. Two picnic tables on the stage and the rest to the left of the stage area. 6. Any vehicle on the grass area of Kelsey / Hutchinson Park (other than parking spaces on Pine Street) shall not exceed 10,000 lbs. gross weight. 7. Parking will be permitted only in designated parking areas, unless permission has been obtained for parking in area private parking lots.

5 8. The applicant is responsible for arranging for traffic control, security enforcement, and crowd control with the Chief of Police, if required by the scale of the event and subject to Town of Highlands approval. 9. The closing of Pine Street for any event held at Founders Park shall be approved by the Town of Highlands Board of Commissioners. No blocking of any street other than Pine Street will be allowed. Once Pine Street is blocked off no one will be allowed to park inside the barricades. Signs will be put out identifying special parking for the handicap on the 4 th street side of the park. 10. No admission to the outdoor recreation areas can be charged for any event unless approved by the Recreation Director. 11. No solicitation is permitted at any outdoor recreation area. 12. Signage advertising the events at any of the outdoor recreation areas must comply with the temporary sign requirements of the Town of Highlands Unified Development Ordinance, or as otherwise provided for by the Town of Highlands. 13. Event banners furnished by the Town will be placed at the corner of Fifth and Pine Street and at the corner of Fourth and Pine Street. Designated banner spaces are the specific event may be available up to two weeks prior to the event at Founders Park. Banner size are 18 x30, these banners can be placed on the light poles within the park. Availability must be verified through the Civic Center Coordinator and banners are to be delivered to the Parks and Recreation Department for installation. Next scheduled event has priority. 14. On the dates of Memorial Day, 4 th of July, and Labor Day holidays, the Town of Highlands reserves Founders Park for exclusive use as deemed suitable. 15. Repairs to any damages to any outdoor recreation area during an event will be the responsibility of the applicant, and shall be coordinated and approved by the Recreation Director. The applicant shall assume full liability for all accidents or claims of accidents as a result of activities taking place associated with the use. 16. No loud or disruptive behavior, use of tobacco, possession or use of drugs or possession of any firearms is permitted at any outdoor recreation area. 17. No skateboarding in outdoor recreation areas not specifically designated. Town code Sec No grilling or cooking in Founders Park on the pavilion. 19. Alcohol permitted only under the guidelines set out in the permit/rental agreement/waiver and release form. 20. The applicant is responsible for any clean up following events held at any of the outdoor recreation areas. If at all possible clean up should occur immediately following the event and all clean up must be completed within 24 hours of the end of the event. 21. The Recreation Director has the authority to revoke any Permit for Use, if a violation of this policy is discovered. 2/18/2016

6 Race Policies 1. The sole beneficiary of the race must be a Town approved non-profit organization. 2. The non-profit must submit an application at least 45 days prior to the event with the Recreation Department. The application should be supplemented with the following: a. Financial Pro-forma for the event. b. Logistical Pro forma for the event including (Name of Race Director, Organization Details, date and time of race, scope of event, etc.). c. Proof of Liability coverage in accordance with the Outdoor Recreation Use Policies. 3. The application must be approved and signed by the Recreation Director and Chief of Police. 4. Must have a minimum of 16 volunteers for traffic control who do the following: a. Must wear a florescent orange vest so they are visible. b. Must attend a pre-race training meeting where they will be instructed by the Race Director and the Police Officer helping with the race what their responsibilities are. This meeting will be set up by the Race Director. c. Must stay in their designated location until all racers have passed that location on their way back to the finish line. 5. The Race Directors responsibilities are: a. Must have experience or working with someone who has experience putting on such an event. b. Must work closely with the Recreation Director, Police Chief and other emergency personnel involved for the safety of the community and participants. c. Coordinate through the Police Chief and Fire Department for a lead vehicle (1 officer) and any additional emergency vehicles and personnel as deemed necessary by the Chief of Police. Minimum one personnel per major intersection. d. If using a route other than the preferred route (attached to this policy) must get approval of the route from the Town Board of Commissioners. 6. The Non-profit is responsible for covering the expense of the police officer and other emergency personnel as needed. This should be coordinated through the Chief of Police and the Fire Chief if Fire Department personnel is used. The expense for this service is $60 an hour with a three hour minimum per personnel used. These expenses should be paid to the Town who will pay the Town personnel used for the race. 7. Any deviation from these requirements will result is loss of privilege to hold the race. 8. Time of day requested for the race will be taken into consideration because of the safety of the participants and convenience of the residents. 9. No more than one race can be scheduled in a calendar month and no more than 4 race events can be held between May 1 st and October 31 st. Commissioner Dotson left the meeting at 11:20am. 7. Lunch Mayor Taylor recessed the meeting for lunch at 11:48am. Commissioner Calloway left the meeting at 12:00pm. The meeting was reconvened at 12:31pm. 8. Information/Technology Matters

7 Commissioner Dotson returned to the meeting at 12:38am. MIS/GIS Director Matt Shuler introduced Kyle Hollifield with Magellan-Advisors who presented several options the Town could pursue in regards to Fiber deployment. After the presentation and a brief discussion on what the best route may be, it was determined that Kyle would return with more information and some other possible routes for the Town. 9. Personnel Matters: Finance Director Job Description Review Town Attorney Jay Coward presented the board with a comparison of several other towns job descriptions for Finance Directors. Mayor Taylor also stated that he had looked at the job description and gave the board a revised job description to review. It was determined this would be reviewed at the next regular meeting of the board. 10. Session Wrap Up: Mayor and Board Comments Mayor Taylor thanked staff for all the hard work. Commissioner Dotson questioned what was discussed in regards to the non-profit use of the park and a discussion was held as to who should be allowed to use the park. 11. Adjournment Commissioner Pierson moved to adjourn the meeting, which was seconded by Commissioner Dotson and upon unanimous vote, the Town Board adjourned at 2:34pm. Patrick Taylor Mayor Rebecca R. Shuler, CMC, NCCMC Town Clerk