City Council

Town of Montreat Board of Commissioners Agenda Meeting May 7, 2015 Walkup Building Board members present: Mayor Letta Jean Taylor Mayor Pro Tem Mary Standaert Commissioner Martha Campbell Commissioner Tim Helms Commissioner Jack McCaskill Commissioner Ann Vinson Town staff present: Ron Nalley, Town Administrator Misty R. Gedlinske, Town Clerk Steve Freeman, Public Works Director Jack Staggs, Police Chief Justyn Whitson, Police Officer Ten members of the public were also present. Mayor Letta Jean Taylor called the meeting to order at 7:00 p.m. and gave the invocation. Agenda Approval Commissioner Campbell moved to adopt the meeting agenda as presented. Commissioner Vinson seconded and the motion carried 5/0. Public Hearings: Upper Kentucky Road Phase 1 Neighborhood and Resident Utility Assessment Preliminary Assessment Rolls The Board will hold two Public Hearings to receive comments on the Upper Kentucky Road Phase 1 Neighborhood Utility Assessment Preliminary Assessment Roll and the Upper Kentucky Road Phase 1 Resident Utility Assessment Preliminary Assessment Roll at the beginning of next week’s meeting. Certificates of Appreciation: 2015 Native Plant Sale and Arbor Day Celebration At next week’s meeting, Shannon Ingersoll and Misty Varnell will be recognized with Certificates of Appreciation for their leadership and assistance with the 2015 Native Plant Sale and Arbor Day Celebration. Presentation to Council: Montreat Landcare Program At next week’s meeting, Mr. Nalley will give a brief presentation on the proposed 2015-2016 Fiscal Year Budget. Book 13; Page 366  Montreat Board of Commissioners Agenda Meeting Minutes May 7, 2015 Mayor’s Communications Mayor Taylor thanked and congratulated all those, particularly the Montreat Landcare committee members, who made the Native Plant Sale and Arbor Day Celebration such a huge success. Consent Agenda Review The proposed Consent Agenda included the following items:  April 9, 2015 Town Council Meeting Minutes Adoption;  April 22, 2015 Annual Board Retreat Meeting Minutes Adoption;  Call for a Public Hearing for the discussion of the proposed 2015-2016 Budget; and  Adoption of the 2015-2016 Fiscal Year Department Goals and Objectives. Town Administrator’s Communications  Preliminary plans at 75% completion for the Texas Road bridge replacement project are available for inspection at the Town Services Office. Mr. Nalley thanked Commissioners Helms and McCaskill for participating in a conference call with staff and KCI on concerns expressed at the Board’s last meeting. More information on the conference call and the status of this project will be presented at next week’s meeting.  Camera inspection work for the Well A02 replacement project has been completed and it is expected that, weather permitting, the installation of the filtration system will be begin next week.  There is no new information to report on the Town’s continued efforts to correct township name and ZIP code inaccuracies in Montreat’s voter registration database. Mayor Pro Tem Standaert reported on a conversation with Trena Parker with the Buncombe County Board of Elections stating that the same rules regarding addressing will apply to this election as did in past elections.  Mr. Nalley congratulated Finance Officer Stephan Stackhouse for receiving the Certificate of Excellence in Financial Reporting and thanked him for his efforts.  Mr. Nalley recognized Town Clerk Misty Gedlinske and announced that her last day with the Town will be on May 22nd. Mr. Nalley thanked Misty for her ten years of service to the Town and wished her well in her future endeavors. The Town will begin the search for a  Montreat Board of Commissioners Agenda Meeting Minutes May 7, 2015 new Town Clerk soon and that in the immediate future, the Town Clerk duties will be reassigned among existing staff.  Van Talmage has resigned from the Planning and Zoning Commission and a replacement is needed. Mr. Nalley encouraged those interested in serving on the Commission to please apply by submitting an application to the Town. Mayor Pro Tem Standaert requested that at the next meeting, staff give an update on current legislative matters including information regarding recent bills introduced that will change the sales tax distribution method and building code requirements and any other bills that may have an impact on the Town. Administrative Reports The Board will hear reports from the Police Chief, Public Works Director, Finance Officer and Building Inspector/Code Administrator during next week’s Town Council Meeting. Public Comment – Agenda Items Mayor Taylor reiterated that this Public Comment period was intended for remarks pertaining to items listed on the meeting agenda, including staff reports and communications. She went on to state that because the Board of Commissioners vote on items during Old and New Business, it is important for the Board to hear public comments during this public comment section of the agenda prior to voting. There were no comments from the public at this time. Old Business A. Resolution Confirming Assessment Roll and Levying Assessments – Upper Kentucky Road Phase 1 Neighborhood Assessment Project: Mr. Nalley reported that staff had received several questions from residents concerning the assessment process and assessment costs. Following next week’s Public Hearing, the Board will consider the Resolutions confirming the assessment roll and levying the assessments. Anyone with questions is encouraged to contact Mr. Nalley. B. Resolution Confirming Assessment Roll and Levying Assessments – Upper Kentucky Road Phase 1 Resident Assessment Project: Commissioner Helms asked for clarification between the Neighborhood Assessment Project and the Resident Assessment Project. Mr. Nalley reviewed the project map explaining the difference between the two projects and each assessment roll.  Montreat Board of Commissioners Agenda Meeting Minutes May 7, 2015 New Business A. Sanitation Services Discussion: Materials for the sanitation services discussion will be presented at next week’s meeting. B. Small-Scale Street Repaving Project: Materials for the street repaving project discussion will be presented at next weeks’ meeting. Public Comment – Other Topics Mayor Taylor reiterated that this Public Comment period was intended for remarks pertaining to public business items not listed on the meeting agenda, including any reports or communications from other community entities. There were no comments from the public at this time. Commissioner Communications Mayor Pro Tem Standaert reported that the Montreat Trail Club is reviving its activity after several years. Anyone interested in this should contact Mr. Peter Boggs, Chairman of the Mountain Retreat Association Wilderness Committee. Mayor Taylor thanked Town Clerk Misty Gedlinske for her hard work and time with the Town of Montreat. Mayor Taylor also commented that the Town has openings on the Planning and Zoning Commission and that an application can be found on the Town website. Upcoming Meeting Dates Mayor Taylor reviewed the following list of upcoming meeting dates and deadlines. May Town Council Meeting: May 14, 2015, 7:00 p.m. Walkup Building May Open Space Conservation Committee May 19, 2015, 10:00 a.m. Meeting (Rescheduled): Town Services Office Town Services Office Closed: May 25, 2015 Memorial Day Holiday Rescheduled Household Garbage and Tuesday, May 26, 2015 Recycling Collection Date: Curbside collection begins at 8:00 a.m.  Montreat Board of Commissioners Agenda Meeting Minutes May 7, 2015 Agenda Items Due: June 2, 2015, 5:00 p.m. Town Services Office Agenda Packets Available: March 31, 2015 http://www.townofmontreat.org/ TownGovernment.php or Town Services Office June Montreat Landcare Committee June 3, 2015, 9:00 a.m. Meeting: Kirk Allen Building, Swannanoa Room June Agenda Meeting: June 4, 2015, 7:00 p.m. Walkup Building June Town Council Meeting: June 11, 2015, 7:00 p.m. Walkup Building Special Meeting: 2015-2016 Fiscal Year June 25, 2015 Budget Adoption: Location and Time TBA Agenda Items Due: June 26, 2015, 5:00 p.m. Town Services Office Closed Session Mayor Pro Tem Standaert moved to enter into Closed Session in accordance with North Carolina General Statute §143-318.11(3) for attorney consultation regarding the Civil Action: Carolyn Zoe Crowder, John L. Currie, Nancy B. Thomas, Henry W. Darden, Jr., and wife, Carolyn V. Darden, Plaintiffs, versus the Town of Montreat, Defendant. Commissioner Campbell seconded and the motion carried 5/0. No action was taken during the Closed Session. Adjournment Upon returning to open session at 8:32 p.m., Commissioner Vinson moved to adjourn the Agenda Meeting. Commissioner McCaskill seconded. The motion carried 5/0 and the meeting adjourned at 8:33 p.m. Letta Jean Taylor, Mayor Ron Nalley, Town Administrator