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Council Meeting Minutes July 21, 2015

Special Council Meeting Minutes July 27, 2015

Special Council Meeting Minutes August 07, 2015

Council Meeting Minutes August 18, 2015

 

Council Meeting Minutes

July 21, 2015



Mayor Crabtree called the meeting to order at 10 AM. Councilmembers John Garland and Roger Carlton were both present for the meeting. Councilmembers Bob Allmond and Vice Mayor Guy Owen were not present for the meeting. Town Administrator Peggy Carver and Town Clerk Mandy Millsaps were also in attendance. There were eight Town residents present.


Mayor Crabtree called for a motion to approve the agenda. Roger Carlton made a motion to approve the agenda. John Garland seconded the motion. All others approved. The motion carried.


Mayor Crabtree called for a motion to approve the June 9, 2015 Special Meeting minutes. Roger Carlton made a motion to approve the June 9, 2015 Special Meeting minutes. John Garland seconded the motion. All others approved. The motion carried. Mayor Crabtree called for a motion to approve the June 16, 2015 Council Meeting minutes. John Garland made a motion to approve the June 16, 2015 Council Meeting minutes. Roger Carlton seconded the motion. All others approved. The motion carried.


Roger Carlton gave the financial report. Mr. Carlton stated that Town Administrator Peggy Carver is in the process of going over the budget and will be presenting the financial report during the Special Meeting Monday, July 27, 2015. Mr. Carlton stated that the Town has paid for storm cleanup and how we account for the expenditures and the recovery of costs needs to be worked out. Mr. Carlton stated that detailed records are being kept for all storm cleanup expenditures. Roger Carlton stated that Town Administrator Peggy Carver will have the financial report ready for Monday, July 7, 2015.


Mayor Crabtree stated that Public Works Technician Eric Hayes was not present due to on-going storm cleanup within the Town. The Public Works report was deferred. Discussion was held regarding the new Public Works truck and the need to transfer the snow plow and salter from the old to the new truck. Discussion was also held about having a spray bed liner and undercoating applied to the new truck. Roger Carlton stated that the total cost of the transfer of items from the old truck to the new truck and the cost of the bed liner and undercoating were included in the original loan from United Community Bank. Roger Carlton made a motion to allocate $3000 for the transfer of items from the old to the new truck and undercoating and spray bed liner for the new truck. John Garland seconded the motion. All others approved. The motion carried.


Old Business Item#1: Nantahala Regional Library: Daphne Childress and Wanda Leatherwood. Nantahala Regional Library Finance Officer Wanda Leatherwood and Daphne Childress Director of the Nantahala Regional Library were both present for the meeting. Ms. Childress stated that she would like for the Town Council to reconsider giving the Nantahala Regional Library the $5,000 donation that the Town has given in prior years. The Council presented their concerns regarding the proposed use of the donation for employee health insurance. Discussion was also held regarding the large amount of money that the Nantahala Regional Library has in reserves and why that money is not being used for other needs within the library. The Council also expressed their concern regarding current employee behaviors within the Graham County Library. Mrs. Leatherwood and Ms. Childress explained to the Council that the large amount of money in reserves was due to money that was left to the NRL in a will and could not be used for the Graham County Library. Mrs. Leatherwood also stated that without the Town’s donation either employee hours or book mobile time would be reduced in their budget. Councilmember Roger Carlton discussed the need for Director Daphne Childress to inform the Town of any action being taken to improve the current concern of employee behaviors and stressed the importance of taking action to prevent further problems with library employees. Roger Carlton made a motion to defer this item until the Special Meeting on July 29, 2015 so that all Councilmembers could be present for the final decision. John Garland seconded the motion. All others approved. The motion carried.


Old Business Item #2: EMS re-addressing. Misty Hembree and Shaun Garrison from the Graham County Emergency Services Department were present at the July 20, 2015 Planning Meeting and stated that the 911 re-addressing project for the Town is almost complete. Mrs. Hembree also stated that there will be a road naming meeting in August 2015 that will fully complete the process. Mrs. Hembree expressed the importance of Town residents verifying their new address by calling Emergency Services from their landline to ensure all information is correct. A drive off of Black Bear Trail will need to be named. After some discussion two name choices were suggested for this drive. Black Bear Court and Black Bear Way were the two selections. Councilmember Roger Carlton made a motion to accept the two road naming choices. John Garland seconded the motion. All others approved. The motion carried. Town Clerk will mail signature forms to Town residents on Black Bear Trail so that they may choose between the two suggestions.


Old Business Item #3: Rosado Follow-up: After some discussion it was determined to schedule a Land Use Workshop following either the August Planning Meeting or the August Regular Meeting.


Old Business Item #4: Draft Letter regarding Malibu Boats: Mayor Crabtree distributed a letter to be sent to Malibu Boats that expresses the concern of property damage to docks and sea walls due to the large wake of the Malibu boats. The Town Council agreed that the letter should be sent (Copy attached and made a part of these minutes). No vote was necessary.


New Business Item #1: Emergency Plan: Storm Debris: Raymond Williams with Williams Lawn Service stated that the roads within the Town are in the final stages of being cleared and will be finished soon. The Town Council discussed the need for any small debris be carried to the edge of the road for Raymond and his crew to properly dispose, Mr. Williams also expressed his concern that there are several private contractors who are completing work for property owners that were affected by the storm and that it is important for those contractors to take care of their own debris removal since they are being paid by the property owner and not the Town. The Council gave direction to Mr. Williams to inform these contractors that they would need to take care of any debris removal associated with a privately paid service and not to bring their debris to the road edge. No vote was necessary.


New Business Item #2: Construction Bond Refund: Dana and Jackie Adams 410 Santeetlah Point. Mr. and Mrs. Adams have requested the refund of their construction bond. Members of the Town Council have visited this site and noted that there is still a lot of clean up to be done. Roger Carlton made a motion to defer this item until the next Council Meeting, and notify the Adams’ that the debris needed to be removed. John Garland seconded the motion. All others approved. The motion carried.


New Business Item #3: Process to Sell Town Truck: Discussion was held on the process to sell the old Town Public Works truck. Raymond Williams was present for the meeting and expressed an interest in purchasing the truck. After some discussion Raymond offered $500.00. The Town Council determined to defer the item until the transfer of the equipment to the new truck was completed.


New Business Item #4: Road Naming for Driveway on Black Bear: This item was discussed and voted on during the EMS re-addressing section of the Meeting.


New Business Item #5: Draft Policy for Public Comment: Councilmember Roger Carlton made a motion to defer this item until the August Council meeting. John Garland seconded the motion. All others approved. The motion carried.


New Business Item #6: Draft Policy for Public Records Request: Councilmember Roger Carlton made a motion to defer this item until the August Council meeting. John Garland seconded the motion. All others approved. The motion carried.


New Business Item #7: Cooperative Projects with the Thunderbird Project Owners Association (TPOA): Bill Piel representing the TPOA was present for the meeting. Mr. Piel addressed two projects that TPOA is interested in beginning in the near future. The first being a new sign for the entrance to the Town that would include a map of the roads within the Town that would provide direction to visitors. Mr. Piel stated that TPOA may have some money that they can contribute to this project but would like the Council’s approval before moving forward. Mr. Piel also discussed the possibility of placing plant identification signs in certain areas of the Town. The Council expressed their support for these projects but would like to be involved in the design of the front entrance sign. Mr. Piel said he would come back with some options.


New Business Item #8: Building Application for Mary Williams: Mary Williams along with Jane and Gardner Jett who own property beside Mary Williams were present for the meeting. Ms. Williams would like to begin a remodeling project at her property. Mr. and Mrs. Jett do not approve of the remodeling due to concerns with set-back issues. After much discussion, Councilmember Roger Carlton suggested that the two parties resolve the situation and bring their resolution to the Council when they had an agreement worked out.


New Business Item #9: Town Administrator position: Town Administrator Peggy Carver has given her notice with her last day being July 30, 2015. Mayor Crabtree stated that there will be a Special Meeting on July 27, 2015 to discuss a recently interviewed applicant for the position.


New Business Item #10: Absentee Voting: In order for cost information to be obtained this Item was deferred until the Special Meeting on Monday July 27, 2015.


New Business Item #11: Candidate Forum: Councilmember Roger Carlton suggested that it would be a good idea to have a Candidate Forum with a moderator sometime before the November election so that those running for Council will be able to answer questions from Town residents. Other members of the Council expressed their support for this forum. The date of the forum will be determined at a later time.




Discussion Items:

  1. Occupancy Tax Update: Town Administrator Peggy Carver stated that this bill was ratified on June 22, 2015 and is awaiting the Governor’s signature.

  2. Update regarding Codification process: Town Clerk Miranda Millsaps stated that she had been notified that the Town should receive a draft of this project by late August or early September 2015.

  3. Status Report ARC Sewer Study Quarterly Report: Town Administrator Peggy Carver stated that the quarterly report for the Sewer Study is due July 31, 2015.

  4. Update on ARC Master Plan: Councilmember Roger Carlton stated that the ARC Downtown Master Plan pre application has been submitted and is awaiting a response as to whether or not the application from the Town of Lake Santeetlah has been accepted.

  5. GIS Map Corrections: Town Administrator Peggy Carver Stated that Alan Carver is currently working on the GIS map corrections and that the final map will be ready soon.

  6. Parking Variance Recording Status Report: Town Administrator Peggy Carver stated that she has sent eight parking variance forms to be signed and notarized. She stated that so far only two have been sent back. The Town Council gave direction to file the two with the Register of Deeds and to notify the six persons who had been granted variances that their variances would be cancelled if the required forms were not signed within thirty days.

  7. Library boxes/possibly at Town Hall: A Town resident has expressed an interest in placing a Library box outside of Town hall for visitors who wish to check out books over the weekend. It was determined that Town Public Works Technician Eric Hayes could possibly build one of these boxes for Town Hall in the future when the time was available.









Announcements:



Special Council Meeting July 27, 2015 at 10:00am

Planning Meeting August 13, 2015 at 10:00am

Council Meeting August 18, 2015 at 10:00am



Mayor Crabtree called for a motion to adjourn the Council Meeting at 11:51am. John Garland made a motion to adjourn the Council Meeting. Roger Carlton seconded the motion. All others approved. The motion carried.



Special Council Meeting

July 27, 2015


Mayor Robert Crabtree called the meeting to order at 10:00am. Vice Mayor Guy Owen and Councilmembers Roger Carlton, John Garland and Bob Allmond were present for the meeting. Town Administrator Peggy Carver and Town Clerk Miranda Millsaps were both present for the meeting. Town Administrator applicant Claudie Burchfield was also present for the meeting.


Mayor Crabtree called for a motion to approve the Agenda. John Garland made a motion to approve the Agenda. Bob Allmond seconded the motion. All others approved. The motion carried.


Old Business Item #1: Donation to Nantahala Regional Library. Daphne Childress the Director of the Nantahala Regional Library and Wanda Leatherwood the Finance officer of the Nantahala Regional Library have asked the Council to reconsider their decision not to give a $5,000 dollar donation directly to the NRL in the upcoming 2015/16 Fiscal Year, and to give the donation to the Friends of the Library. After much discussion regarding this matter, Councilmember Roger Carlton made a motion to rescind the current decision to make the $5,000 donation to the Friends of the Library and rather give it to the Nantahala Regional Library for the 2015/16 Fiscal Year along with a notice and explanation of termination of the Agreement. The explanation could include the need for behavior modification on the part of employees. If improvements were made the decision to terminate could be reversed. Guy Owen seconded the motion. All others approved. The motion carried.


Old Business Item #2: Relocation of Malibu Boats. Town Administrator Peggy Carver received a phone call from County Manager Gregg Cable regarding the possible relocation of Malibu Boats from Lake Santeetlah to Lake Fontana and would like to know the Councils’ position on this. After some discussion Roger Carlton made a motion to defer this item to the August 13, 2015 Planning Meeting. John Garland seconded the motion. All others approved. The motion carried.

Old Business Item #3: Land Use Workshop Session Date. It was determined by the Council to have a Land Use Workshop immediately following the August 18, 2015 Council Meeting.


New Business Item #1: Absentee Voting. Discussion was held regarding the cost of Absentee Voting. Due to the high costs of Absentee voting Bob Allmond made a motion not to have Absentee Voting for the upcoming November 2015 Town election. Guy Owen seconded the motion. All others approved. The motion carried.


New Business Item #2: Update on Storm Damage Reimbursement and Use of Reserves to Cash flow Vendor Payments. Town Administrator Peggy Carver explained the expenditures to date regarding the storm cleanup process totaling $41,490. She also stated that there will be one last debris pick up on July 28, 2015 and estimates at least another $3,000 to be added to this total. Town Administrator Peggy Carver stated that money is being transferred from reserves to the General Fund for vendor payment for storm cleanup. Discussion was held regarding the possible reimbursement from the State of North Carolina that will offset up to 75 percent of this expense. Town Administrator Peggy Carver stated that the reimbursement process could take up to three months to be completed.


New Business Item #3: Graham County Tourism Plan. Councilmember Roger Carlton discussed the completed Graham County Tourism Study Plan and presented copies to each Councilmember. A copy of this plan will be filed at Town Hall.


Mayor Crabtree called for a motion to adjourn the Special Council meeting at 10:50am. Roger Carlton made a motion to adjourn the meeting. Bob Allmond seconded the motion. All others approved. The motion carried.


Per NCGS 143-318.11 (6) Mayor Crabtree called for a motion to move into Closed Session at 10:50am to discuss the candidacy of Claudie Burchfield for Town Administrator. Roger Carlton made a motion to

move to a closed session. Guy Owen seconded the motion. All others approved. The motion carried.



Special Council Meeting Minutes

August 07, 2015

Mayor Robert Crabtree called the meeting to order at 3:00pm. Vice Mayor Guy Owen and Councilmembers Roger Carlton, John Garland and Bob Allmond were present for the Special Meeting. Town Clerk Miranda Millsaps was also present for the meeting. One Town resident was also present for the meeting.

New Business Item#1: Discussion of cash flow situation due to storm clean-up costs. Roger Carlton discussed the costs of the recent storm clean-up project. The final cost which has been submitted to the North Carolina Department of Public Safety for reimbursement is $48,162.50. At this point a total of $33,000.00 has been transferred from reserves to the General Fund to support the clean-up costs. Mr. Carlton also discussed the possible 75% reimbursement of storm clean-up costs and commended Town Staff for their detailed, hard work on submitting the required paper work for this reimbursement to be considered.

Roger Carlton discussed the recently obtained loan from United Community Bank. This loan was originally obtained for the purpose of road paving within the Town, to purchase a new Public Works truck and for the study of and replacement of water meters. Roger Carlton stated that the paving has been paid, the truck lease is currently being paid in monthly payments with a 60/40 split between the Water Fund and the General Fund and that the Town is still several months away from replacing water meters. Mr. Carlton also discussed the past decision of paying the truck lease off in full as opposed to waiting two more months to do this because of the current cash flow situation. John Garland stated that because the close interest rates between the United Community Bank Loan and Ford Motor Credit he feels that waiting two more months before paying the truck off in full would be appropriate. Roger Carlton then discussed the monthly General fund burn rate of $10,000-$15,000 per month, and how this would require the need to use reserves as our cash balance in the operating account was low. Roger Carlton made a motion to transfer $45,000.00 from the loan proceeds checking account to the General Fund rather than using reserves to help cover the operating costs of the Town until the reimbursement from the State is received. He stated that this would be acceptable with UCB, and had been discussed with Pam Shaffer. Bob Allmond seconded the motion. All others approved. The motion carried. The transfer of funds will be made immediately after the meeting.


New Business Item #2: Confirmation of Emily Hooper as Town Clerk. Mayor Crabtree and Councilmember Roger Carlton discussed recently interviewed applicant Emily Hooper for the position of Town Clerk. Mrs. Hooper has operated a successful daycare in her home for seven years and also has an AA degree from TCCC which she obtained within the last two years. Mayor Crabtree stated that Mrs. Hooper can begin work next Monday, and feels that she will be a good fit for the position of Town Clerk. Roger Carlton made a motion to approve Emily Hooper as Town Clerk. John Garland seconded the motion. All others approved. The motion carried.


Per NCGS 143-318.11(6) the meeting was moved into closed session at 3:12pm


The closed meeting was moved back into regular session at 3:29pm.


Mayor Crabtree called for a motion to adjourn the Special Meeting at 3:30pm. Bob Allmond seconded the motion. All others approved. The motion carried.

                                                                                                                                                                                                  
 
 

Town of Lake Santeetlah Final Draft Subject to Council approval

Council Meeting Minutes

August 18, 2015



Mayor Crabtree called the meeting to order at 10:03 am. Councilmembers Roger Carlton, John Garland, and Bob Allmond were present for the meeting. Town Administrator Kim Matheson, Town Clerk Emily Hooper and Public Works Technician Eric Hayes were also present for the meeting. Vice Mayor Guy Owen was not in attendance. First order of Business was the approval of the Agenda. There were additions to be added: a proposal from Scott Kamps with a bid for leaf removal, a draft letter to the Nantahala Regional Library written by the Mayor and a request from Mary Williams to be added to the Agenda at a later date to discuss her building project. After the additions were listed John Garland made a motion to approve the Agenda, Bob Almond seconded and all others approved. The motion carried.

The approval of the Minutes from the July 21, 2015 Council Meeting: There were no additions or corrections needed therefore Roger Carlton made a motion to approve, John Garland seconded. All others approved. The motion carried. Approval of the July 27, 2015 Special Meeting Minutes was moved by Bob Allmond with a second from John Garland, All others approved. The motion carried. Approval of the Special Meeting Minutes from August 7, 2015 was moved by Bob Allmond, John Garland seconded. All others approved. The motion carried.

Old Business #1: GREAT Organization – Rick Davis, Beth Fields and consultant Chris Cavanaugh were present on behalf of the GREAT organization. Rick Davis spoke of the $10,000 grant which had been received. The grant came with the requirement to be matched with 20% of local funds which has been met. Rick Davis thanked The Town of Lake Santeetlah for their donation of $250.00 and being part of this program. The goal of the grant, also shared by Chris Cavanaugh, is to develop a strategic tourism plan to be implemented over a ten year period. Councilmember Roger Carlton suggested that the Tourism Development Agency approved by the General Assembly be discussed at the next Planning Meeting. Roger Carlton made a motion to accept and endorse the tourism plan. John Garland seconded and all others approved. The motion carried.

Old Business #2: Rosado Follow up – Mr. Rosado has declined to agree with the Town’s plan to pay half of the cost of an independent study to determine the condition of the roads in Santeetlah Lakeside. John Garland suggested that Eric Hayes, Public Works Technician, meet with the paving company which recently repaved roads throughout Town, inspect the road, and receive a cost estimate by the October Planning Meeting so that this issue may be further discussed. Roger Carlton said he would work with Eric Hayes to identify the areas of concern. There was no need for a vote on this approach.

Old Business #3: Process to sell the Town truck – The old Town truck has been advertised for sale in the Graham Star and the ad will run through August 28, 2015. Sealed bids will be received at Town Hall. John Garland was designated by the Town Council to open bids and approve who would purchase the truck. The new truck has been equipped with snowplow and other accessories and Eric will be taking it for the bed liner and undercoating to be sprayed Monday, August 24, 2015.

Old Business #4: Adoption of Policy for Public Comment – An overview of the proposed policy was given by both Mayor Crabtree and Roger Carlton. Mayor Crabtree explained that the intention of this policy would be to set procedures for comment to enable the Town Council meetings to be more productive. It was explained that after the approval of the Agenda the public would at that time be asked to provide Public Comment with limitations as to the number of comments and the time per comment. A clarification will be added to the policy that requests submitted by email are acceptable. Roger Carlton made a motion to approve the policy with the clarification and to review the policy in six months. Bob Allmond seconded and all others agreed. The motion carried. A copy of the official policy is attached and made part of this record.

Old Business #5: Adoption of Policy for Public Records Request – Mayor Crabtree explained a procedure needed that would allow records to be supplied to the requestor at their expense. Roger Carlton read a portion of North Carolina General Statute 132.6 to clarify some concerns expressed by Jack Gross. Roger Carlton moved to adopt the policy with a review in six months. Bob Allmond seconded and all others approved. The motion carried. A copy of the policy is attached to these minutes and made part of this record.

Old Business #6: Absentee Voting – Town Clerk Emily Hooper gave an update regarding the difference of cost between having absentee voting and not. Teresa Garland from the Board of Elections, was unable to give an exact cost, but estimated $6000 with absentee voting and $5000 without. Council agreed to move forward with the election without absentee voting due to the additional expense and the limited usage of absentee voting the last time it was available. The Town Clerk was directed to notify Teresa Garland of this decision.

Old Business #7: Tetra Tech Engineering Services/Update on Sewer Study kickoff – The Tetra Tech Sewer Study has officially “kicked off.” John Garland asked specifically what “kicked off” meant pertaining to the study. The response was that the Advisory Committee and the Consultant would research the failed or near failing systems throughout the Town and look at possible creation of new systems that could potentially serve a group of homes from a small package plant. Roger Carlton asked that the email notification system be used when the inspection begins to notify residents of what is going on as the Tetra Tech staff will be entering on properties. Roger Carlton and Mayor Crabtree were pleased with the consultants from Tetra Tech and both felt optimistic about the study.

Old Business #8: Construction Bond Refund/Jackie and Dana Adams – Mayor Crabtree and Councilmember John Garland looked at the property and it had not been cleaned up to justify a refund. Councilmember Roger Carlton requested Town Administrator Kim Matheson to notify Dana and Jackie Adams that until the site is cleaned up the refund will be withheld.

Old Business #9: Relocation of Malibu Boats – Mayor Crabtree emailed a letter to Malibu Boats explaining the concerns from residents of Lake Santeetlah. The Mayor asked that a representative respond to him, however Greg Cable, Graham County Manager, was contacted by Malibu Boats regarding the letter from the Mayor. The debate continues as to whether the economic impact from the boats overrides the damage done from wakes as well as inappropriate behavior from the operators while on the lake. It was decided that Malibu Boats should be asked to communicate with the Town and understand the expectations of the residents in order for their return to be welcome. Roger Carlton said he would discuss this with Greg Cable.

Old Business #10: Draft Letter to the Nantahala Regional Library – A draft letter was reviewed to be sent to the Nantahala Regional Library Director. The letter shared concerns with the Town continuing in the ten year agreement and stated the decision to withdraw effective July 1, 2016. Councilmember Roger Carlton moved to approve the letter, John Garland seconded. All others approved and the motion carried. A copy of the letter is attached to these minutes and made a part of this record.



New Business #1: Gas Purchases/Shell Card – The Shell station will no longer be used for gas due to a surcharge on credit cards. Eric Hayes was directed to use a less expensive station and use his general credit card from the Town for these purchases.

New Business #2: Dana Jones of 716 Cherokee Trail/Reimbursement for Repairs – Dana Jones submitted a receipt for a refund for a pipe purchased to complete a drainage system of which a portion had already been funded by the Town. The pipe cost was $197.80. Mayor Crabtree moved to provide the refund. Councilmember Bob Allmond seconded and all others approved excluding Councilmember John Garland from whom the pipe was purchased and felt it a conflict to vote on the issue. With a majority vote, the motion carried.

New Business #3: Proposal from Town Auditor, Ken Schuckers regarding training for QuickBooks – Mr. Ken Schuckers has suggested a new start for QuickBooks. Once installed the data in the old version would be migrated and any needed write-offs would be brought to the Town Council for approval. He offered training and assistance for employees. Jim Hager was appointed to work directly with Schuckers. Ultimately, a profit/loss statement should be available at the monthly Planning Meeting once the new system is in place. Councilmember Roger Carlton moved to accept the proposal from Mr. Schuckers in the amount of $75.00 per hour plus gas mileage from Blairsville, Georgia. John Garland seconded and all others approved. The motion carried. A copy of this proposal is attached to these minutes and made a part of this record.

New Business #4: Insurance claim for well field repairs/lighting rod – There was no update for the insurance claim for well repairs, Eric Hayes had no news on the lighting rod cost. The new Town Administrator Kim Matheson will put this item on a priority list to gather any additional information needed for this claim to be complete and to bring the cost of the lighting rod to the Town Council for discussion during the September 2015 Planning Meeting.

New Business #5: Ken DeGarmo of Santeetlah Point/Request for refund of building application fees – Ken DeGarmo was not present for the meeting. He responded by email stating he felt the “impact fee” was collected illegally. Ellen Davis was present to explain legal issues with this argument. The Town Clerk will respond to DeGarmo by asking him to explain why he believes the formerly misnamed “impact fee” was illegal.

New Business #6: Burgess/Dock and Deck – Councilmember John Garland requested approval of a dock to be built for Mr. Burgess. It was brought to the attention of the Councilmembers that a Town permit was needed to build a dock even though Smoky Mountain (formerly Brookfield) had issued a permit. John agreed to submit an application. The requirement for deck permits will be reviewed in the future to determine if the Town wishes to issue such permits.

New Business #7: Town Map Request/How copies will be distributed – Council discussed if there would be a fee for the new Town maps to be distributed. After discussion it was decided to authorize Alan Carver, the surveyor, to distribute the maps upon request. The charges for a map would be between him and the requestor. Roger Carlton moved to instruct Alan Carver that he may sell the maps in the current state. Any changes made must be approved through Council. Councilmember Bob Allmond seconded, all others agreed and the motion carried. John Garland has requested a map for his own purposes therefore he abstained on this matter.

New Business #8: Resignation of Vice Mayor Guy Owen/Appointment of Councilmember to replace Guy Owen – Guy Owen, Vice Mayor resigned as he will be relocating to Georgia at the end of August 2015. Jim Hager was nominated to replace Guy Owen as a member of the Council by Bob Allmond until the coming election. Roger Carlton seconded and all others concurred. The motion carried.

Other changes to the Council occurred as Guy had been the Vice Mayor. Roger Carlton was nominated for the Vice Mayor position by John Garland. Bob Allmond seconded the motion and all others approved. The motion carried.

With a vacant Finance Officer position Bob Allmond moved that Jim Hager be the replacement John Garland seconded. All others agreed. The motion carried.

It has been recommended by the Auditor that an Assistant Finance Officer be appointed. Bob Allmond moved that Roger Carlton be the Assistant Finance Officer. John Garland seconded. All others agreed. The motion carried.

Updated signatures will be needed for United Community Bank in order to replace Guy Owen and assure that a Councilmember is available to sign documents/checks as needed. Mayor Crabtree, John Garland, Jim Hager (required by the State since he is the Finance Officer) and Bob Allmond will be able to sign checks. Roger Carlton will sign the check vouchers as Assistant Finance Officer. Roger Carlton moved for approval, John Garland seconded and all others approved. The motion carried. Kim Matheson was directed to obtain the new signature cards from United Community Bank.

New Business #9: Scott Kamps proposal for leaf removal – Mr. Kamps dropped of the proposal only a short time before the meeting. The Councilmembers had not had adequate time to review his proposal, therefore, this will be reviewed and discussed at the September Planning Meeting. Last year the funds for a trailer were advanced by the Town. A lien on the trailer was held until the debt was worked off with services provided. The Councilmembers were unsure if the service had been complete so the Town Clerk will find out this information and report back at the September 2015 Planning Meeting.

New Business #10: Mary Williams remodeling project – Mary Williams of 834 Sequoyah Trail, would like to enclose an existing deck which encroaches in her 10 foot setback. . Mary has not been able to solve the differences with her neighbor, therefore the Town will try to mediate with the individuals and assist by looking into both homeowners concerns. Roger Carlton moved that this matter be deferred, Bob Allmond seconded. John Garland will be the contractor on this job so he abstained from voting on the matter. With the Mayor voting in favor, the motion carried.



Discussion #1: Internet access point/Charles and Judy Matthews – Charles and Judy Matthews have offered their home for the internet access point. The Mayor will contact the Matthews to make sure they are offering this service year around and discuss the payment arrangements. Roger Carlton moved to approve the location and Bob Allmond seconded. All others agreed. The motion carried.

Discussion #2: 911 re-addressing update – Shawn Garrison, a representative of the Graham County Mapping Department, was present for the meeting to answer questions from both Councilmembers and residents concerning the new address numbers. This project is on-going as address signs are to be placed at each residence. The Town will install the new signs to ensure consistency. Jack Gross and Eric Hayes were delegated to oversee this project. An update will be given at the September Planning Meeting.

Discussion #3: Storm Clean-up update – Eric reported that there are still some areas in need of clean up. Mayor Crabtree ask that Jerry Collins be contacted to come with a fire truck and hose roads that still have debris. This will remain on the Agenda until re-imbursement is received from the State.

Discussion #4: Candidate Forum – A date was set for a Candidate Forum for Saturday, October 24, 2015 from 3:00-5:00pm. In the September Planning Meeting a moderator will be appointed and rules set for the Forum.

Discussion #5: S&S Electric Bill for Upper Gate Upgrade – The S&S Electric bill for the upper gate upgrades was more than the original bid, however, it was agreed that the extra work done was needed. Roger Carlton moved to release the check in the amount of $1,685.00, John Garland seconded. All others approved and the motion carried.

Mayor Crabtree announced the Land Use Workshop to begin at approximately 1:00pm, and the date for next month’s Planning (September 10, 2015) and Council (September 15, 2015) Meetings. With no further business Councilmember Roger Carlton moved to adjourn the meeting. Councilmember Bob Allmond seconded. Mayor Crabtree adjourned the meeting at 12:25.

















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