Council Meeting Minutes
April 21, 2015
Mayor Robert Crabtree called the meeting to order at 10:01 am. Vice Mayor Guy Owen and Councilmembers John Garland, Roger Carlton, and Bob Allmond were present. Town Administrator Peggy Carver, Town Clerk Mandy Millsaps and Town Attorney M. Ellen Davis were also present. Town Public Works Technician Eric Hayes was not in attendance due to the paving project which was underway in theTown. Five Town residents were present.
Mayor Crabtree called for a motion to approve the March 17, 2015 minutes. John Garland made a motion to approve the minutes. Bob Allmond seconded the motion. All others approved. The motion carried. Mayor Crabtree called for a motion to approve the Agenda. Roger Carlton made a motion to approve the Agenda. Bob Allmond seconded the motion. All others approved. The motion carried.
Finance Officer Roger Carlton gave the Financial Report. Both the Water Fund and the General Fund were discussed in detail. The total of the checking and reserve funds for the General Fund is $146,604.04. The estimated reserve total for the end of June 2015 in the General Fund is $168,083.55. The total of the Water Fund checking and reserve funds is $150,362.61. The estimated reserve total for the end of June 2015 in the Water Fund is $123,040.80. Roger Carlton stated that the upcoming FY 15/16 budget is underway and will be ready for review in May 2015. Carlton discussed the current delinquent property tax amount of $9009.88. Town Administrator Peggy Carver stated this amount is somewhat higher than it was at this point last year. Roger Carlton also stated that there has been no response as of yet from North Carolina concerning our recent audit response although Peggy Carver had a telephone call saying our response had been received. This concluded the Financial Report.
Public Works Report: Town Public Works Technician Eric Hayes was unable to attend due to the paving process in Town. Town Administrator Peggy Carver gave a report of the current paving progress and stated that HMC paving has started paving on Nantahala Trail and will move from there to Black Bear Trail and then Sequoyah Trail. She also stated that the paving is moving along quickly and should be completed within a week. There was discussion of the loan from United Community Bank for funding the cost of the paving and other projects. Peggy Carver was in discussion with United Community Bank which appeared to have the best interest rates. This decision would be finalized in the May 19, 2015 Town Council Meeting.
Old business item #1: Clarification to Town Building Application: Clarification to the fee schedule of the Building Application was made. The change related to clarifying that there would be no fee for interior renovations when there was no increase in square footage. Mayor Crabtree called for a motion to clarify the Building Application with the fee schedule clarification included. Roger Carlton made a motion to approve the amendment to the Building fee schedule change. John Garland seconded the motion. All others approved. The motion carried. A copy of the clarified Building Application is attached to these minutes.
Old business item #2: Update of Sewer Feasibility Study: The Town of Lake Santeetlah has received three sealed bids for the implementation of a Sewer Feasibility Study. All three bids were opened and each company provided two copies of their bid. The companies who sent bids were, in no certain order, McGill and Associates, BREC, and Tetra Tech, Inc. The bids will be scored and the companies will be ranked based upon the final score. This will then allow the top ranked company to present a price and the negotiations to be completed. The final agreement will be presented to the Town Council in May 2015 for approval. The Town of Lake Santeetlah also received one sealed bid from Joan Stillwell for the administration of the Sewer Feasibility Study Grant. This bid was not opened. Mayor Crabtree stated that he received a phone call from Ryan Sherby with Region A and stated that he would like to schedule a meeting with Mr. Sherby to discuss grant administration and the services provided by Region A in further detail before moving forward with any decision about retaining a grant administrator for this project.
Old business item #3: Water Meter Replacement Proposal: Harry Buckner from McGill and Associates was present for the Council meeting and presented a proposal from McGill and Associates to provide services for the procurement for water meter replacement within the Town. The proposed cost of the service will be $9800 for technical design and system selection assistance and $4900 for bidding/proposal evaluation assistance. Vice Mayor Guy Owen stated that the Council should request a reduction of cost for this service. Roger Carlton made a motion to award the project to McGill and Associates as long as McGill and Associates has a willingness to lower their cost estimate within the proposal. John Garland seconded the motion. Mr. Buckner stated for the record that the firm would be open minded on the price issue and do its best to adjust the price downward. All others approved. The motion carried.
Old business item #4: Installation of water shut off valve: Jack and Debbie Malinowski of 366 Thunderbird Trail: Due to the nature of the request and specific concerns from Mr. and Mrs. Malinowski the Mayor stated he would like to speak to them directly and invite them to our next meeting for further discussion. The matter was deferred until the May 2015 meeting.
Old business item #5: Response from Lake Point Investments Attorney; Rosado/Minski: Roger Carlton stated that he had received a response to the Towns letter of April 10, 2015 from Jose Rosadoís attorney Eric Ridenour. It was reaffirmed that all communication regarding this matter will be reviewed by Town Attorney Ellen Davis. Roger Carlton stated that in order to seek further legal advice there will be a meeting after the Council meeting to include himself, the Mayor, Town Administrator Peggy Carver and Town Attorney Ellen Davis.
New business item #1: Drainage issues near 352 Thunderbird Trail. Town Administrator Peggy Carver stated that we have received one quote from Josh McGuire for services to repair and add a drain to the existing area of concern. John Garland stated that he will also look at this area to make sure that the suggested repairs and the price quote are appropriate. Other quotes may be requested. The area of concern is located near Town resident Aura Griffithís property. Mrs. Griffith stated that she is currently adding landscaping in hopes of providing more stability to the bank to decrease the silt which is clogging the existing drain.
New business item #2: Building Application Frank Kriegler 143 Nantahala Trail: The Town was provided a construction plan for the 633 square foot addition by Mr. Krieglerís contractor. All bonds and fees have been paid. Mr. Kriegler has not provided a detailed parking structure plan as per his previous parking ordinance waiver approval. John Garland made a motion to approve Mr. Krieglerís Building Application subject to Mr. Kriegler providing a parking plan within 30 days. Roger Carlton seconded the motion. Peggy Carver was directed to so notify Mr. Kriegler. All others approved. The motion carried.
New business item #3: Acquisition of lake strip property by Jerry Collins: The Town has received the appropriate documents needed for the acquisition of this property and the advertisements have been placed. Roger Carlton made a motion to approve this acquisition. Guy Owen seconded the motion. All others approved. The motion carried.
New business item #4: Upgrade of Public Works truck; Information has been provided for the new Public Works truck. Town Clerk Mandy Millsaps is in the process of finding out the North Carolina fleet number for Local Governments/Municipalities. John Garland will be speaking to Ford Motor Company so that we may begin the application process. The specs for this truck are attached to these minutes. Town Administrator Peggy Carver stated that we may be able to apply for a grant to help pay for this vehicle since it is used for recycling.
New business item #5: Refund of construction bond to Robin Turner of 744 Cherokee Trail; Construction on this property was finished one year ago. Guy Owen made a motion to approve the refund. Bob Allmond seconded the motion. All others approved. The motion carried.
New business item #6: Upgrade of upper gate estimate from Custom Built Ornamental Iron; Several options were discussed concerning the power source of the gate and the electrical work required. Town Administrator Peggy Carver will ask SS Electric for a quote also. John Garland made a motion that as long as the SS Electric quote does not exceed $1200 then we should retain a licensed electrician to do the work. Guy Owen seconded the motion. All others approved. The motion carried.
New business item #7: Town Administrator resignation/hiring process. Town Administrator Peggy Carver has given her resignation with her last day being June 15, 2015. Applications for this job are currently being accepted. There will be a closed session meeting for the discussion of the applicants.
New business item #8: Cost sharing of the road damage at Santeetlah Point. Roger Carlton made a motion that based on the review of the damage at Santeetlah Point the cost to repair this area will be minimal and the Town will cover the repair cost. Guy Owen seconded the motion. John Garland abstained as he is a contractor working in the area. All others approved. The motion carried.
New business item #9: Set time and date for FY 2015/16 budget and Public Hearing: Mayor Crabtree called for a motion to set a date of May 23, 2015 at 10:00am for the Public Hearing. Roger Carlton made a motion to approve the date and time of this meeting. Bob Allmond seconded the motion. All others approved. The motion carried. Town Administrator Peggy Carver stated that she will have the budget for FY 2015/16 prepared for review in early May. Roger Carlton asked the Council if they would also like to schedule a working lunch budget workshop immediately following the next Planning Meeting. Mayor Crabtree confirmed that a budget workshop will be held immediately following the next Planning Meeting on May 14, 2015.
New business item #10: Audit contract for FY 2014/15: Roger Carlton discussed the audit contract provided by Ken Schuckers. Carlton also stated that Sherry Williams who is local will be the Audit Manager and will be a convenient contact for the Town. Roger Carlton made a motion to approve the audit contract subject to Sherry Williams being the audit manager. Guy Owen seconded the motion. All others approved. The motion carried. A copy of the audit contract is attached to these minutes.
New business item #11: Legislation regarding sales tax distribution: Roger Carlton made a motion that Town Attorney Ellen Davis draft a resolution that requests the General Assembly to include a hold harmless clause for small towns. John Garland seconded the motion. All others approved. The motion carried. Town attorney Ellen Davis will prepare this resolution.
New business item #12: North Carolina Department of Transportation Long Range Comprehensive Transportation Plan. Roger Carlton made a motion that this item be tabled until the Graham County Commission votes on this item. Guy Owen seconded the motion. All others approved. The motion carried.
New business item #13: Building in Santeetlah without a permit; It came to the Councilís attention that a property owner within Town limits had begun construction on their property without obtaining a County permit or Town permit. Mayor Crabtree stated that Town Administrator Peggy Carver should draft a letter to the property owner stating that they must also come to the Town Council with a Building Application for approval. This item did not require a vote. Town Administrator Peggy Carver will draft a letter to the property owner.
New business item #14: Cleanup of old US 129 from US 129 to Town limits. There has been a gravel spill alongside the road on US 129. This spill occurred a few months ago and has yet to be cleaned up by the North Carolina Department of Transportation. There is also a lot of tree debris alongside Old US 129 and the entrance to the Town limits due to past tree removal performed by the State of North Carolina. John Garland stated that we should contact the North Carolina Department Transportation first and asked the local district supervisor to clean up the tree debris and also to clean up the gravel spill. Mayor Crabtree suggested that TPOA may want to get involved with some of the cleaning of the roads. NCDOT will be contacted regarding this matter. This item did not require a vote. Town Clerk Mandy Millsaps asked if TPOA would also be interested in helping to create the 2015 version of the directory for the Town. Mayor Crabtree stated that this would be a good idea and that anyone can volunteer to help with the directory. Mandy Millsaps will contact TPOA to seek their help.
Discussion item #1: Speedbump near intersection of Thunderbird and Santeetlah Point; Mr. Grady Dorn is concerned about the speed of cars coming into this intersection and would like for the Town Council to consider adding a speedbump to this area of the road. While the Town Council was sympathetic it did not allow an additional speed bump due to the on-going controversy Town-wide on this issue.
Discussion item #2: Occupancy Tax Update; Peggy Carver reported that the Occupancy Tax had not yet been approved by the General Assembly. She was asked to stay on top of the legislation with our local assembly representative and senator.
Discussion item #3: Cleanup of tree debris between Thunderbird Trail and Santeetlah Trail. Davey Tree on behalf of Duke Energy has recently cut several trees within this area. The law does not require that Duke Energy remove all debris. Town Public Works Technician Eric Hayes looked at the area and agreed that it needs to be cleared. Raymond Williams will be cleaning up this area.
Public comment: Mayor Crabtree called for a motion to open public comment. Roger Carlton made a motion to open public comment at 12:10. Guy Owen seconded the motion. All others approved. The motion carried. There was no public comment. Mayor Crabtree called for a motion to close public comment. John Garland made a motion to close public comment at 12:11. Bob Allmond seconded the motion. All others approved. The motion carried.
1. Strategic Tourism meeting April 23, 2015 at 5:00pm
2. Paving is in progress
3. Planning Meeting May 14, 2015 at 10:00am with a working lunch to discuss budget immediately following the Planning Meeting
4. Council Meeting May 19, 2015 at 10:00am
5. Budget/Public Hearing May 23, 2015 at 10:00am
Meeting adjourned at 12:15
* Attachments are on file at Town Hall