Mayor Pro Tempore Stiehler moved to approve the agenda as presented. The vote was unanimous.

Transcription

1 Special Meeting Minutes of the Town Board of Commissioners Meeting of March 9, 2015 at the First Presbyterian Church, 471 Main St., Highlands, North Carolina. Town Board Present: Commissioner John Dotson, Commissioner Amy Patterson, Commissioner Donnie Calloway, Mayor Patrick Taylor, Commissioner Eric Pierson and Mayor Pro Tempore 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, Public Works Director Lamar Nix, Planning and Development Director Josh Ward, Finance Director Chuck Young, Police Chief Bill Harrell. 1. Meeting Called to Order Mayor Taylor called the meeting to order at 9:00am. 2. Present and Approve Agenda Mayor Pro Tempore Stiehler moved to approve the agenda as presented. The vote was unanimous. 3. Financials Matters A. Mid-Year Financial Report The following are highlights of the FY budgets at mid-year. As of February 2015 property tax collections have increased $251,349 compared to February 2014, which is an increase of 10%. This represents a collection rate of 96.02% as of February Sales tax revenue as of February 2015 has increased $44,916 compared to February 2014, which is an increase of 10%. This can be attributed to an improving economy. Franchise Tax revenue as of February 2015 is $7,326 more than at February The amount of General Fund revenues collected as of February 2015, exclusive of the additional $375,000 received from the A. L. Williams Foundation for Recreation projects, is $282,268 greater compared to General Fund revenues collected as of February Part of this is a result of the $0.015 property tax increase approved in FY for Recreation projects. We anticipate meeting our budgeted revenue for General Fund. General Fund expenditures are only 46% spent as of February This is largely due to the appropriation of $1,485,000 received from the A. L. Williams Foundation for the pool dome and ball field projects, most of which had not been spent as of February All utility funds should be at approximately 67% of budgeted revenue as of February All but the Water Fund are above 67%. The Water Fund is at 66%. We anticipate meeting our budgeted revenue for all utility funds. All utility funds are below 67% spent as of February Sanitation is only 50% spent as of February 2015, due to a trash truck that has not been received. All utility fund expenditures will be closely monitored so as to stay within budget. The Town had an original fund balance appropriation in General Fund at July 1, 2014 of $63,950. As of February 2015, the Town had appropriated an additional $1,925,120 in General Fund. $1,485,000 was received from the A. L. Williams Foundation and the remaining $504,070 was from undesignated fund balance. B. Preliminary FY Budget Outlook/Revenue Estimates Town Manager Frye presented the following revenue analysis.

2 Commissioner Patterson questioned the $500, fund balance appropriation. Frye said most of it was for the Parks and Recreation Projects. Frye informed the Board that they needed to be mindful that sales tax was a major source of revenue for the town and that legislature was looking at restructuring the model based on population. If that is the successful model they decide to use the town could take a drastic hit of approximately $750, C. County Property Reevaluation Effects Town Manager Frye informed the board that the overall property value for Highlands dropped 4 ½% and he needed to get an idea on the Boards feeling on presenting a statement of neutrality. After discussion, Commissioners Patterson and Dotson suggested that revenue neutrality be looked at throughout the budgeting process. 4. Utility Issues: Billing Cycle/Fees/Collections/Disconnections/ Online Billing /Convenience Charges/Privilege Licenses Town Clerk Rebecca Shuler presented the Board with its current utility billing cycle as compared to several other municipalities and utilities throughout North Carolina, an update on collections, and write off policy. Shuler gave an overview of the new online billing services along with current convenience charges. Privilege license updates were given as well. 5. Misc. Policies: Review/Update A. Parking Enforcement Manager Frye stated that the parking enforcement was going smooth and that he suggests not changing it. B. False Alarm Charges

3 Town Clerk Rebecca Shuler presented the Board with the false alarm policy and shared issues staff is having with collections. After several discussion items, it was determined Shuler would rewrite the policy slightly and submit to the Board for approval. Chief Harrell stated that the Police Dept. procedure would remain the same, but redoing the policy to help with collections was fine. 6. Public Works Public Works Director Lamar Nix presented the following Public Works Projects: A. Sidewalk Projects 1. Repair list current budget Cost $130, B. Wall Repair Projects 1. 4 th Street Cost $195, Oak Street/Fire Dept. Cost $140, C. Paving Needs 1. Maple Street $40, Satulah $115, th Street from Main to Chestnut $176, Spring Street from NC28 to NC106 $199, D. Water System Projects 1. Split Rail Road Waterline $670, Buckhorn Water Tank Project $30, Caustic Soda Storage Tank Rehab $30, E. Water Plant Gas Treatment Replacement Project $550, F. Sewer System Projects 1. Tank Rehab at WWTP $40, G. Public Works Facilities Expansion Needs Nix made note that he would like Item A1 to be presented at next week s regular board meeting in order to get the work in this year s budget and get the projects complete before the summer season. 7. Design Concept and Proposal for Addition to Kelsey Hutchinson Park Skip Taylor and Hank Ross presented the Board with a plan for the development of the additional property purchased adjacent to Kelsey Hutchinson Park. 8. Outdoor Ice Skating Rink Richard Delany was on hand to offer a gift from Art and Angela Williams for the purchase of an outdoor ice skating rink on the addition to Kelsey Hutchinson Park that was just previously discussed. Details are outlined in a proposal given to the Mayor, Commissioner, Town Manager, and Parks & Recreation Director. The item will be discussed as budget work sessions continue in the next several months. 9. Lunch Mayor Taylor recessed the meeting for lunch at 11:45am. The meeting was reconvened at 12:45pm. 10. Parks and Recreation Matters

4 Parks and Recreation Director Lester Norris presented the Board with a follow up of what the ice skating rink project might consist of and then went through a presentation of the following topics. 1. Project Updates A. Gym Renovations 1. Protective Floor Cover B. Civic Center Main Level Restrooms C. Ball Field Renovations 1. Bleachers D. Kelsey Hutchinson Park Restrooms E. Pool Enclosure 2. Facility and Staffing Needs A. Recreation Events and Programs Committee Summary B. Pool Enclosure Proposal 3. Capital Projects for FY A. Civic Center Upgrades B. Road Sign C. Ball Field D. Paving overflow parking lot E. Sidewalk to connect overflow parking lot Norris will be presenting the Protective floor cover and ball field bleachers at next week s regular board meeting for approval and budget amendment. 11. Police Matters Police Chief Bill Harrell updated the Board on an internal reorganization he plans to incorporate. Harrell told the Board he was looking at replacing one of the cars on his vehicle replacement schedule with a pickup. There was some discussion as to gas mileage and need for a pickup. Commissioner Patterson said she would like to see the pros and cons of this proposal. 12. Planning Matters Planning and Development Director Josh Ward gave an update on some legislative items that might be of interest to the town including design appearances, abolishment of ETJ jurisdictions, and amending board of adjustments standards. Ward also presented the board with a proposed ordinance amendment in regards to noise which will be presented in the next few months at a regular board of commissioners meeting and will be looking at other requirements that need to be looked at in the tree ordinance, fence ordinance, and commercial building exterior material. 13. MIS/GIS Matters

5 MIS/GIS Director Matt Shuler presented the Board with the following information: 1. Updates a. Verizon Tower b. US Cellular Proposal 2. Capital Projects a. Server and Archiving b. Bucket Van c. Recreation Park Technology Upgrades d. Office Paperless Solutions 3. Broadband Initiative a. Town of Highlands Fiber to Premise b. Partnership possibilities for better broadband Most of the discussion revolved around the town becoming a broadband provider and while the future of that idea was tied up in court to pursue the idea of downtown Wi-Fi. Everyone seemed to be in agreement that the town is being left behind in the area of technology due to the unwillingness of providers to bring services up the mountain. Shuler was advised to find out the status of the Verizon contract and to have it revoked if there isn t a promise to build. If Verizon was revoked then see if negotiation with US Cellular could proceed. 14. Session Wrap Up: Mayor and Board Comments Commissioner Dotson commented that he felt the Broadband/Wi-Fi projects were very important and he really wanted to keep the town up to date. Commissioner Patterson asked if there was something the town could do to proactively get rid of Hemlocks and the possibility of paving Sunset Road. Commissioner Calloway had no comment. Commissioner Pierson said he was ready for the individual committees to start working on the projects. Mayor Pro Tempore Stiehler had no comment. Mayor Taylor mentioned bears in the dumpsters and getting an arborist to look at the trees downtown. Commissioner Patterson thanked everyone for all the hard work. 15. Adjournment Commissioner Dotson moved to adjourn the meeting, which was seconded by Commissioner Patterson and upon unanimous vote, the Town Board adjourned at 3:46pm. Patrick Taylor Mayor Rebecca R. Shuler, CMC, NCCMC Town Clerk