Town Council

Fort Mill Town Council Regular Meeting Minutes April 12, 2021 6:00 PM Live Viewing Online: Please visit www.fortmillsc.gov/livemeetings Public Access by Phone: Dial (toll free) 1-877-309-2073 and use access code 268-855-741 PRESENT: Mayor Savage, Mayor Pro Tem Helms, Councilwoman Heemsoth, Councilman Moody, Councilwoman Cook, Councilman Shirey and Councilman Huntley were present. CALL TO ORDER PLEDGE OF ALLEGIANCE INVOCATION Councilwoman Heemsoth provided the invocation. MINUTES Minutes of the March 22, 2021 Town Council Meeting Councilman Shirey made a MOTION to approve the minutes of the March 22, 2021 Town Council Meeting. SECONDED by Councilman Helms. Passed 7-0 PUBLIC COMMENT Pursuant to Section 2-46 of the Code of Ordinances for the Town of Fort Mill, any citizen of the Town may appear before council for the purpose of providing public comments on any municipal matter (except personnel matters). Those who wish to speak must sign in outside of Council Chambers prior to the start of the meeting. To maintain social distancing, citizens will only be allowed into Council Chambers one at a time to give their comments. Page 1|9 Fort Mill Town Council Regular Meeting Minutes – Monday April 12, 2021  No one signed up for Public Comment. PRESENTATIONS Presentation #1 Presenting the 2021 SC Strawberry Festival Plans Jacona Hester went over the plans for the 2021 SC Strawberry Festival scheduled for Friday April 23 thru Saturday May 1, 2021. All of these details can be found on the official website: www.scstrawberryfestival.com Presentation #2 Litter Removal Initiatives Jaqueline Martin with Stormwater went over the planned Litter Removal Initiatives for 2021: April 10th-First Second Saturday Service April 17th-Earth Day Adopt-A-Stream in Partnership with The Greenway (Stormwater) April 12th-21st-Earth Day Art Contest Entries Will Be Accepted (Stormwater) April 22nd-Earth Day Facebook Live w/ The Greenway (Stormwater) May 8th, June 12th, July 10th, August 14th, and September 11thare the dates for ALL Second Saturday Service Events. June 22nd, July 13th, August 12thwe will be hosting Stories and Shaved Ice (Stormwater) Presentation #3 Bags to Benches Program Davy Broom, Town Manager, explained to Council that we are ready to start our Bags to Benches Program formally known as the Trex Recycling Film Challenge. The objective of this program is to educate the public on the importance of plastic film recycling through school and community recycling programs. This program gives customers another way to recycle plastic bags. Only clean, dry single-use plastic bags are recycled with NexTrex.™ The goal is to collect 500 pounds of plastic bags (approx. 40,500) in a 6-month period. If the goal is met, the group is awarded a Trex Yacht Club 48” bench. Mr. Broom stated that we will be putting collection containers for the bags at many locations around town and at Town owned locations. OLD BUSINESS ITEMS Page 2|9 Fort Mill Town Council Regular Meeting Minutes – Monday April 12, 2021  Old Business Items #1 Second Reading - An ordinance raising the maximum charge for Town requested wrecker services in accordance with Sec. 8-96 of the Code of Ordinances for the Town of Fort Mill. Section 8-96 of the Code of Ordinances for the Town of Fort Mill requires that Town Council establish a maximum fee that can be charged by a wrecker service when vehicles are towed at the Town’s request. The maximum charge for this service was last amended by Town Council in 2008 when the fee was raised to $125. This ordinance, as drafted, would raise the maximum fee within the Town of Fort Mill from $125 to $200. Davy Broom stated that there were no changes since First Reading of this ordinance. Councilman Shirey made a MOTION to approve Second Reading of an ordinance raising the maximum charge for Town requested wrecker services in accordance with Sec. 8-96 of the Code of Ordinances for the Town of Fort Mill. SECONDED by Councilman Helms. Passed 7-0. NEW BUSINESS ITEMS New Business Item #1 First Reading and Public Hearing - An ordinance to amend the budget for the Town of Fort Mill, South Carolina for the fiscal year beginning October 1, 2020 and ending September 30, 2021. Mayor Savage opened the floor to Public Hearing, and no one came forth to speak. Davy Broom presented the amended budget. He stated that at the time the FY 2020-21 budget was approved, COVID was still creating a lot of uncertainty as to how the Town’s revenues and expenditures might unfold over the upcoming fiscal year. Due to this, staff and Council agreed to complete a mid-year review of the Town’s finances to determine the impact of COVID more accurately on the budget and allow for a mid-year budget amendment to address any necessary changes. Mr. Broom informed Council that over the last month, staff has completed a line- by-line review of the Town’s budget, comparing year-over-year figures with last fiscal year (as of February 2020, therefore giving a good non-COVID comparison). The results of this mid-year review have been favorable (see graph Page 3|9 Fort Mill Town Council Regular Meeting Minutes – Monday April 12, 2021  below) and therefore staff is presenting this budget amendment to make adjustments to the revenues and expenditures for the remainder of the FY 2020- 21. fiscal year (ending September 30, 2021). Some of the major proposed amendments to the budget include: • The addition of several new General Fund positions, including a Risk Manager, Project Manager, Information Technology Administrator, and a part time Farmers Market Attendant. • Inclusion of a 3% cost-of-living raise for all Town employees, retroactive to the beginning of the fiscal year (October 2020) – This includes changes to the General Fund, Gross Revenue Fund, and Stormwater Fund since some salaries and fringes are included across the three funds • A reclassification of $821,672 worth of capital expenses – the approved budget was using the Fund Balance (i.e. Reserves) for these expenses and the amendment proposes to use new revenue instead and keeps us from going into the reserves. There have been no significant changes to the figures since they were last provided to Town Council. Only a few minor changes have occurred. Councilman Shirey made a MOTION to approve First Reading of an ordinance to amend the budget for the Town of Fort Mill, South Carolina for the fiscal year beginning October 1, 2020 and ending September 30, 2021. SECONDED by Councilman Helms. Passed 7-0. New Business Item #2 Page 4|9 Fort Mill Town Council Regular Meeting Minutes – Monday April 12, 2021  First Reading and Public Hearing -An ordinance annexing the property currently or formerly known as York County tax Map number 742-00-00-001 containing approximately 194.580 +/- acres located at 2601 S. Dobys Bridge Road. (Ward 4 – Moody) Mayor Savage opened the floor to Public Hearing, and no one came forth to speak. Penelope Karagounis, Planning Director, explained to Council that this is an annexation request from Mr. DR Horton. The subject property consists of 194.580 +/- acres and is located at 2601 S. Doby’s Bridge Road. This property is a large, forested tract between S. Doby’s Bridge Road and the Catawba River. He is also requesting a zoning destination of R-10. Mr. Horton and several of his representatives were available for a presentation and to answer any questions from Council Members. Council Members expressed concerns of the already overpopulated Dobys Bridge Road and what a new development would mean to an already existing problem. Councilman Shirey made a MOTION to approve. SECONDED by Councilman Helms. FAILED 1-6. Councilman Huntley was in favor. New Business Item #3 A resolution to approve 16th Circuit Traffic Enforcement Mutual Aid Agreement. Sergeant Phillip Harrell told Council that this mutual aid agreement request will allow the Town of Fort Mill Police Department to participate in the mutual aid of checkpoint enforcement and traffic control. Councilman Helms made a MOTION to approve. SECONDED by Councilwoman Cook. Passed 7-0. New Business #4 Reconsideration of resurfacing tennis courts at the Fort Mill YMCA at the Complex. - Davy Broom. Davy Broom told Council that Town staff brought to them on September 14, 2020, two proposals for resurfacing the tennis courts. Option 1 included resurfacing the courts in their current location. This option had already gone through the procurement public bid process. Option 2 was provided based on council’s request to consider resurfacing 4 of the courts in their current location and constructing 4 new courts. Finished product would include 8 tennis courts side by side. Staff requested a quote for this work from the contractor that provided the lowest bid for option 1. They provided a quote of $384,032. During that meeting Town Council voted on Option 2. Afterwards, staff met with Page 5|9 Fort Mill Town Council Regular Meeting Minutes – Monday April 12, 2021  contractor who shared that quote was for resurfacing 8 courts and fencing only. Earth work, lighting, site survey, etc. was not factored into the quote. The suitable timeframe for court resurfacing ended shortly after due to the change in weather temperatures. Staff has since been requested to provide 3 options for tennis court resurfacing as well as a restroom facility. Staff contracted with ESP Associates to perform site survey. From that survey the following options for this project are: OPTION 1 – Resurface Existing 6.5 courts and add restroom building. Resurface 6.5 Existing tennis courts and add restroom building – Approx. $800,500 + 10% Contingency = $880,550 a. Resurface Existing Courts – $260,000 i. Cement Stabilization - $55,500 b. Restroom Facility – $250,000 c. Demo and pavement replacement - $20,000 d. Sewer lateral = $25 a foot = 315 x 25 = 10,000 e. Grinder Pump = $15,000 f. Water Lateral = $15 x 300 = 5,000 g. Add ADA parking spaces for restroom - $10,000 h. Retrofit Lighting and refurbish existing poles - $160,000 Options: • New Lighting & Poles – additional $45,000 • New Fencing - $63,000 Option 2 – Resurface 4 lower tennis courts, construct 4 new courts, and restroom building Resurface 4 lower courts and construct 4 new courts and restroom building. – Approx. $1,250,532 + 10% Contingency = $1,1,375,585 a. Resurface 4 lower courts and construct 4 new courts (384,032 from vendor) i. Cement Stabilization - $37,000 b. Restroom Facility – ($250,000) c. Sewer lateral = $25 a foot = 315 x 25 = 10,000 d. Demo and pavement replacement - $20,000 e. Grinder Pump = $15,000 f. Water Lateral = $15 x 300 = 5,000 g. Lighting = $265,000 h. Grading for 3,000 CY = 15,000 i. Mobilization for grading = 10,000 j. Soil Import = (2,500 X 25) = 62,500 k. Erosion Control Pond Enhancements = 100,000 l. Remove Topsoil – 10,000 m. Add ADA parking spaces for restroom - $10,000 n. New Fencing (4 existing courts) - $42,000 o. Relocation of 3-phase pad mount transformer - $15,000 Page 6|9 Fort Mill Town Council Regular Meeting Minutes – Monday April 12, 2021  Option 3 – Resurface 4 tennis courts, add 2 courts over half court and restroom building Resurface 4 courts. Adding 2 courts over the half court and restroom building. – Approx. $925,75 Contingency = $1,018,325 a. Resurface 4 courts – $175,000 + i. Cement stabilization $37,000 b. Add 2 courts over half court – $112,000 c. Restroom Facility – ($250,000) d. Sewer lateral = $25 a foot = 315 x 25 = 10,000 e. Demo and pavement replacement - $20,000 f. Grinder Pump = $15,000 g. Water Lateral = $15 x 300 = 5,000 h. Retrofit Lighting and refurbish existing poles = $175,000 i. Soil Import – (1,350 CY X $25 = $33,750) i. Remove Topsoil – 5,000 j. Add ADA parking spaces for restroom - $10,000 k. New fencing - $63,000 l. Relocation of 3-phase pad mount transformer - $15,000 Options: • New Lighting & Poles – additional $45,000 Councilman Helms made a MOTION to redirect Davy to meet with ESP for more information on the placement of a gym and picnic area in regard to the tennis court placements. SECONDED by Councilman Shirey. Passed 7-0. New Business Item #5 Consideration of co-funding Winthrop service project with Fort Mill Economic Partners. Mayor Savage explained that this service project will consist of connecting our nature trail through Town to the Spratt property and then to the bridge. Winthrop’s cost for the project is $12,000 in which the Fort Mill Economic Partners are paying half the cost. Councilman Shirey made a MOTION to approve the funding of $6,000 to partner with Winthrop on this project. SECONDED by Councilwoman Cook. Passed 7- 0. New Business Item #6 Approval of the Ad Hoc Appointments Committee’s recommended appointments to the Planning Commission, Board of Zoning Appeals and Historic Review Board Councilman Huntley, Chairman of the Ad Hoc Appointments Committee gave the following recommendations made by the Committee for the open positions for the Planning Commission, Board of Zoning Appeals and the Historic Review Board for Council’s approval: Page 7|9 Fort Mill Town Council Regular Meeting Minutes – Monday April 12, 2021  Board of Zoning Appeals: Seat 1: Recommend appointing Jennifer Allan to a three-year term, beginning 04/15/2021 and expiring 04/15/2023 Seat 2: Recommend reappointing Terri Murray to a new three-year term, beginning 04/15/2021 and expiring 04/15/2023 Historic Review Board: Seat 1: Recommend appointing Elizabeth Leventis to a three-year term, beginning 04/15/2021 and expiring 04/15/2023. Seat 2: Recommend reappointing David Booth to a new three-year term, beginning 04/15/2021 and expiring 04/15/2023. Seat 4: Recommend appointing Jessica Scarlett to serve the remainder of the term for Seat 4, which expires 04/12/2022. Planning Commission: Seat 1: Recommend reappointing James Traynor to a new three-year term, beginning 04/15/2021 and expiring 04/15/2023. Seat 2: Recommend reappointing Matthew Lucarelli to a new three-year term, beginning 04/15/2021 and expiring 04/15/2023. Councilman Shirey made a MOTION to approve the recommended appointments of the Ad Hoc Appointments Committee to the Planning Commission, Board of Zoning Appeals and Historic Review Board. SECONDED by Mayor Savage. Passed 7-0. INFORMATION/DISCUSSION There are no Information/Discussion Items. EXECUTIVE SESSION Please Note: Council may take action on Executive Session Items listed on the agenda when they come back into Public Session. There are no Executive Session Items ADJOURN Councilman Moody made a MOTION to adjourn. SECONDED by Councilwoman Cook. Passed 7-0. Page 8|9 Fort Mill Town Council Regular Meeting Minutes – Monday April 12, 2021  Being no more business to conduct, the meeting adjourned at 9:18 pm. The following press was notified of the meeting by email or fax in accordance of the Freedom of Information Act: The Herald; CN2; WRHI and WBTV. The agenda was also posted outside of the entrance to Town Hall the required length of time and on the Town website. Respectfully Submitted: Virginia C. Burgess, CCC Town Clerk Approved by Council: April 26, 2021 The Town of Fort Mill is committed to assuring accessibility with reasonable accommodation, of Town services and facilities for all individuals, in compliance with federal law. Please contact the Town Manager’s Office at 803-547-2116 if you need assistance. Page 9|9 Fort Mill Town Council Regular Meeting Minutes – Monday April 12, 2021