Town Council

Fort Mill Town Council Meeting Monday, July 24, 2023 6:00 p.m. Council Chambers 112 Confederate Street Fort Mill, SC 29715 AGENDA CALL TO ORDER PLEDGE OF ALLEGIANCE INVOCATION MINUTES June 26, 2023, Town Council Minutes July 10, 2023, Town Council Minutes 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. Citizens will be given 3 minutes each to speak. PRESENTATIONS Presentation #1 Presentation of 2021 Audit – Larry Finney, CPA, Greene Finney Cauley, LLP OLD BUSINESS There are no Old Business items. NEW BUSINESS Page 1|2  New Business Item #1 Consideration to award a contract to 1 Stop Lighting, Inc. for the York Southern Signalization Project in the amount of $213,758.92. – Chris Pettit INFORMATION/DISCUSSION There are no Information/Discussion items. EXCUTIVE SESSION Please Note: Council may take action on Executive Session Items listed on the agenda when they come back into Public Session. Executive Session Item #1 Receipt of legal advice relating to potential claims and ongoing legal matters. Executive Session Item #2 Discussion of negotiations incidental to proposed contractual matters with Crossroads Development Partners, LLC. ADJOURN The following press was notified of the meeting by email or fax in accordance of the Freedom of Information Act: The Herald; CN2; WRHI, WSOC and WBTV. The agenda was also posted on the board outside of the entrance to Town Hall the required length of time and on the Town website. 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 2|2  Fort Mill Town Council Meeting Minutes Monday, June 26, 2023 6:00 p.m. Council Chambers 112 Confederate Street Fort Mill, SC 29715 PRESENT: Mayor Savage, Councilman Helms, Councilman Moody, Councilman Garrison, Councilwoman Cook, Councilman Hudgins and Councilman Wolfe were present. CALL TO ORDER PLEDGE OF ALLEGIANCE INVOCATION Councilman Moody provided the invocation. MINUTES June 1, 2023, Strategic Plan Workshop Minutes June 12, 2023, Town Council Meeting Minutes Councilman Wolfe made a MOTION to approve the minutes of the June 1, 2023, and June 12, 2023, council meetings. SECONDED by Councilman Garrison. 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. Citizens will be given 3 minutes each to speak. No one signed up for Public Comment. Page 1|5 PRESENTATIONS Presentation #1 Recognition of Municipal Judge Kyle Hobbs for time of service. – Davy Broom Davy Broom presented Judge Kyle Hobbs a plaque for his 8 plus years of service as the Chief Municipal Judge for the Town of Fort Mill. Presentation #2 South Carolina Opioid Plan Update David Viscusie with Keystone Substance Abuse Services gave a presentation regarding the local opioid crisis and their plan for treatment and prevention. Presentation #3 Fort Mill Economic Partner’s mid-year organizational update and project proposal for 2024 Accommodations Tax Grant application. Mariah Price and Elizabeth Bowers with Fort Mill Economic Partners gave a presentation regarding their 6-month update and their A-tax Grant application update. OLD BUSINESS Old Business Item #1 Resolution for the proposed resurfacing and road widening/intersection improvement projects for Pennies for Progress 5 Program. Penelope Karagounis stated that the Town of Fort Mill Town Council met on June 12, 2023, and heard the resolution for the suggested resurfacing and road widening/intersection improvement projects for Pennies for Progress 5 Program. The Town Council made a motion to defer (7-0) the resolution to the next Town Council meeting on Monday, June 26, 2023, to be able to have time to decide on the prioritization of the road widening/intersection improvement projects. Councilman Moody made a MOTION to prioritize the lists as follows to be submitted to the Pennies for Progress 5 Program: The resurfacing projects recommended are: 1. Banks Road – From Fairway Drive to Wolfpack Trail. 2. Tom Hall Street – From Main Street to Banks Street 3. Academy Street – From Main Street to Banks Street 4. Main Street The road widening/intersection improvement projects recommended are: Page 2|5  T1. Widen Bypass US 21 from Hwy 160 to Sutton Road/Fort Mill Parkway. T1. Widen Fort Mill Parkway from the railroad overpass near US Foods to Holbrook Road. 3. Three lane North White Street from Horse Road to a new roundabout at Old Nation Road. SECONDED by Councilman Wolfe. Passed 7-0. NEW BUSINESS There were no New Business Items. INFORMATION/DISCUSSION Information/Discussion Item #1 Consideration to amend town policy for observed holidays. Davy Broom said that staff previously presented to council a proposal to increase the number of holiday’s offered to town staff. Staff also proposed changes in holiday pay for the police and fire departments based on their normal operating schedules being over 8 hours per day. Staff was asked to research how other municipalities/county governments pay their employees for holidays and report back to town council. Staff previously brought a couple of opportunities that could impact or strengthen our recruitment and retention in the form of observed holidays. The intent for this information/discussion item is to determine if council would like to move forward with either proposal. These are only recommendations and are available to discussion and can be adjusted to meet your desire. Once a determination is made, staff would need to bring updated language for the town personnel policy manual for approval by town council. Holidays Observed: Current: New Year’s Day Martin Luther King Spring Holiday (Monday after Easter) Memorial Day Independence Day Labor Day Thanksgiving Day Day after Thanksgiving Christmas Eve Christmas Day Page 3|5 After a review of municipalities our size, throughout the state, it was determined that 10 paid holidays were on the lower end of what’s being offered by others. These were the municipalities that listed the observed holidays on their website: Anderson 13 North Augusta 13 Conway 12 Bluffton 12 Rock Hill 11.5 There was some discussion that the Spring Holiday be removed and replaced with a floating day. This would allow staff to observe Good Friday or the Monday following Easter. There was also some discussion to include two additional floating days for a total of three (3) floating holidays for staff. If that is still the will of council, the observed holiday schedule would look like this: Proposed: New Year’s Day Martin Luther King Memorial Day Independence Day Labor Day Thanksgiving Day Day after Thanksgiving Christmas Eve Christmas Day Floating Holiday (3) This would bring the total of observed holidays to twelve (12), per calendar year. The removal of the Spring Holiday could provide staff the opportunity to take either “Good Friday” or “Easter Monday” as their observed holiday, if that is their desire. Staff proposal – Observe the nine (9) listed holidays from and include three (3) floating holidays. Staff recommends an implementation date of October 1, 2023, to coincide with fiscal year budget. Should council desire to move forward with this proposal, staff would bring updated language for the town personnel policy manual at a future town council meeting. Approval of a resolution would be required by council to formally adopt the policy. All town departments operate on an 8-hour workday except for the Police and Fire departments. The police operate on a 12-hour shift while the Fire Department operates on a 24-hour shift. Currently, all town staff is compensated for 8 hours of paid time off. Any employee working on a holiday is also compensated with an additional 8 hours of pay. This policy does not take into consideration of 12- or 24- hour shifts. As an example, a police officer working a 12-hour shift on a holiday receives 12 hours of pay for their schedule + 8 hours of holiday pay. The holiday pay should equal the time worked. There was some discussion that the maximum Page 4|5  number of hours allotted for holiday pay be 12 hours. Staff researched surrounding counties and municipalities, including Charlotte, and found no consistency in how holiday pay is handled. It ranges from double time from start of shift to midnight of the holiday to allowing employees to “bank” 12 hours of leave time for each holiday worked. Banking holiday time could potentially cause staffing issues throughout the year. Each staff member is currently paid for the holiday whether they work it or not. I would recommend continuing with that moving forward. Staff proposal – From the research, staff recommends that employees working in the police and fire department that normally work either a 12- hour or 24-hour schedule, will be compensated for 12 hours of holiday pay. Any police or fire staff that normally work an 8-hour schedule will be compensated for 8-hours of holiday pay. All other departments operating on an 8-hour workday will be compensated for 8 hours of holiday pay. Staff recommends an implementation date of October 1, 2023, to coincide with fiscal year budget. Should council desire to move forward with this proposal, staff would bring updated language for the town personnel policy manual at a future town council meeting. Approval of a resolution would be required by council to formally adopt the policy. EXCUTIVE SESSION Please Note: Council may take action on Executive Session Items listed on the agenda when they come back into Public Session. There were no Executive Session items. ADJOURN Councilwoman Cook made a MOTION to adjourn. SECONDED by Councilman Moody. Passed 7-0. Being no more business to conduct, the meeting adjourned at 7:54 p.m. The following press was notified of the meeting by email or fax in accordance of the Freedom of Information Act: The Herald; CN2; WRHI, WSOC and WBTV. The agenda was also posted on the board outside of the entrance to Town Hall the required length of time and on the Town website. Respectfully submitted: Virginia C. Burgess, Town Clerk Approved by Council: 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 5|5  Fort Mill Town Council Meeting Minutes Monday, July 10, 2023 6:00 p.m. Council Chambers 112 Confederate Street Fort Mill, SC 29715 PRESENT: Mayor Pro-tem Helms, Councilman Moody, Councilman Wolfe, Councilman Hudgins, Councilwoman Cook and Councilman Garrison were present. Mayor Savage was absent. CALL TO ORDER PLEDGE OF ALLEGIANCE INVOCATION: Councilman Wolfe provided the invocation. MINUTES June 26, 2023, Council Meeting Councilman Wolfe asked that some changes be made to the June 26, 2023, minutes and be brought back to council for approval at the next meeting. July 3, 2023, Special Called Council Meeting Councilman Hudgins made a MOTION to approve the minutes of the July 3, 2023, Special Called Council meeting. SECONDED by Councilman Garrison. Passed 6-0. 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. Citizens will be given 3 minutes each to speak. No one signed up for Public Comment. Page 1|3 PRESENTATIONS Presentation #1 Recognition of the Fort Mill 8U Softball team winning the inaugural 8U softball championship – Davy Broom Davy Broom, Town Manager, presented certificates of achievements to each of the players on the 8U softball team and presented the head coach with an Acknowledgement of Achievement for the entire team, coaches, team moms and bat boy. Presentation #2 Financials Update Chantay Bouler, Finance Director, gave council an update on the General Fund, Gross Revenue Fund and Stormwater Fund, to date. Presentation #3 Parks and Recreation Month Mayor Pro tem Helms presented Brown Simpson, Recreation Director, with a proclamation proclaiming July as Parks and Recreation Month. Mr. Simpson gave a presentation on the programs offered by the Town of Fort Mill Parks and Recreation Department and information on attendance for each sport. OLD BUSINESS There were no Old Business items. NEW BUSINESS New Business item #1 A resolution amending the Town of Fort Mill Personnel Manual so as to update the section related to Town holidays. Councilwoman Cook made a MOTION to approve the resolution amending the Town of Fort Mill Personnel Manual so as to update the section related to Town holidays. SECONDED by Councilman Wolfe. Passed 6-0. INFORMATION/DISCUSSION There were no Information/Discussion items. EXCUTIVE SESSION Page 2|3  Please Note: Council may take action on Executive Session Items listed on the agenda when they come back into Public Session. There were no Executive Session items. ADJOURN Councilwoman Cook made a MOTION to adjourn. SECONDED by Councilman Garrison. Passed 6-0. Being no more business to conduct, the meeting adjourned at 7:14 p.m. The following press was notified of the meeting by email or fax in accordance of the Freedom of Information Act: The Herald; CN2; WRHI, WSOC and WBTV. The agenda was also posted on the board outside of the entrance to Town Hall the required length of time and on the Town website. Respectfully submitted: Virginia C. Burgess, CCC, CMC Approved by Council: 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 3|3  Meeting Information Meeting Type Town Council Meeting Date July 24, 2023 Request Summary Action (Old Bus.) X Action (New Bus.) Info/Discussion Request Type Public Hearing Executive Session Other Case Summary Annexation Rezoning Text Amendment Case Type Subdivision Plat Appearance Review X Other Property Information Applicant Fort Mill Town Staff Title Consideration to award a contract to 1 Stop Ligh�ng, Inc. for the York Southern Signaliza�on Project in the amount of $213,758.92. Background Information Background At the request of Council, staff has gone through the design and procurement process for a new traffic signal at the intersection of York Southern Road, Old Nation Road, and Pasture Crossing (Springfield Town Center Phase II Entrance). Staff received two bids, with the lowest bid coming in at $213,758.92 to install the traffic signal (with signalized pedestrian crossings) and complete the necessary road striping associated with the installation of the signal. Upon entering into a contract, it is estimated that work would begin within +/- 90 days and that work would be completed within 30 days of starting. Staff believes both the timeline and cost are competitive in today’s market. Staff is requesting Council’s approval to award the contract to the lowest bidder, 1 Stop Lighting, Inc., so as to move forward with this project.  Alternatives 1. Make a motion authorizing staff to award a contract as presented. 2. Make a motion to not move forward with the project. Staff Contact Name & Title Chris Pettit, Assistant Town Manager Department Administration Date of Request July 24, 2023 Legislative History Effective Date Upon Approval Attachments 1. Signal Plans 2. Pavement Marking Plans