City Council

Town of Montreat Board of Commissioners Town Council Agenda Meeting July 2, 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 Stefan Stackhouse, Finance Officer & Deputy Town Clerk Jack Staggs, Chief of Police Steve Freeman, Public Works Director Barry Creasman, Senior Water Operator David Currie, Building Inspector/Code Administrator Approximately 35 members of the public were also present. Mayor Taylor called the meeting to order at 7:00 p.m., led the group in reciting the Pledge of Allegiance and in prayer. Agenda Approval Mayor Taylor welcomed everyone to the meeting and asked if there were any changes to the agenda. Commissioner Vinson requested to add the following: 1) Meeting Dates - Schedule a Town Hall meeting for Sanitation Services in August. Commissioner Campbell requested to add the following: 1) Certificates of Appreciation - First Presbyterian Church of Mariana Florida and to Eagle Scouts Joseph Frist and David Teo. Commissioner Vinson made a motion to approve the Agenda as amended. Mayor Pro Tem Standaert seconded and the motion to approve the Agenda as amended carried 5/0. Presentation to Council: Weed Lane Fire: Ron Townley, North Carolina Forest Service Commissioner Campbell introduced Mr. Rob Townley, Buncombe County Forest Ranger with the North Carolina Forest Service. Mr. Townley gave a report on the recent Weed Lane Fire, near Ridgecrest, mentioning that this fire was unusual for our area and behaved more like a western fire. The fire was fast moving, burned hotter, did more damage and flames extended in excess of Book 13; Page ____  Montreat Board of Commissioners Town Council Agenda Meeting Minutes July 2, 2015 one hundred feet in height. In addition, spot fires were being started by the embers from the main fire. Fire lines were established to control the fire, including one below Lookout Mountain along the Trestle Road. Mr. Townley then discussed the Firewise Communities Program. Firewise is a national interagency program, with programs and funding funneled through the North Carolina Forest Service. The program emphasizes awareness, action, and local recognition. Wildfires are not uncommon in Buncombe County, with 55 having occurred within the past year. Wildfires can move faster than the fire department can respond, and large wildfires can threaten more homes than local firefighters have resources to protect. Wildfires are inevitable in fire-adaptive ecosystems. The thick Rhododendron understory throughout the forested land of Montreat offers a huge amount of potential fuel for a wildfire. Residents can and must take action to increase their home’s chances of surviving wildfire. Mr. Townley offered several suggestions on how to reduce fire risk around homes. This includes eliminating leaf litter in gutters and around the home, mulching with pine straw, not storing firewood near the home, thinning Rhododendron undergrowth on the property, and pruning limbs ten feet from the ground and ten feet from the house. While a thirty feet perimeter of grass lawn would be ideal, Mr. Townley recognized that this might be difficult to fully implement in such a heavily forested setting as Montreat. In response to questions from the Board and audience, Mr. Townley stated that the first units were on the scene of the Weed Lane Fire within five to six minutes. In this instance, the Asheville Water Shed would have been the preferred source of water for helicopter drops, but was not permitted. If the fire had passed the McDowell County line, it would have been burning on US Forest Service property, and while plans existed to fight the fire, it would have potentially burned another 2,000 acres. Several factors came together just at the right time in order to produce such a large fire. The debris burning that started the fire was permitted and the person responsible had done everything right except for one thing, which accidentally caused the wildfire to start. There will be follow-up actions to the Weed Lane Fire including installing water breaks along the fire lines, installing erosion prevention measures, re-seeding, and the cutting of hazard trees. The cost to fight the Weed Lane Fire was assumed by the participating local and State agencies. Presentation to Council: Evacuation Plans: Jack Staggs, Chief of Police Commissioner Campbell introduced Chief Staggs, who presented a report on the Montreat Evacuation Plan. Montreat was in communication, throughout the event, with Incident Command and the situation was constantly being monitored. Possible evacuation of a portion of the Town was discussed at one point. Emergency plans are in place not just for wildfires but also for other high-threat situations, such as the Fourth of July events. The Town uses the Incident Command System and the CodeRed emergency notification system for such emergencies. In this particular incident, the police and public works departments were prepared to go door to door in order to inform the public. Book 13; Page ____  Montreat Board of Commissioners Town Council Agenda Meeting Minutes July 2, 2015 In response to questions from the Board and audience, Chief Staggs stated that the Police Department calls in and logs license tags of cars parked overnight at trailheads due to loss hikers and non-permitted overnight camping. People need to please notify the Police if they see anything suspicious. Public Hearings: Proposed Revisions to Montreat General Ordinance, Chapter I, Article II – Noise Control; and Upper Kentucky Road Phase I Resident Utility Preliminary Assessment Roll The Board will hold two Public Hearings at the beginning of next week’s meeting to receive comments on Proposed Revisions to Montreat General Ordinance, Chapter I, Article II – Noise Control; and Upper Kentucky Road Phase I Resident Utility Assessment Preliminary Assessment Roll. Mayor’s Communications Mayor Taylor reported that the Montreat Gait 5K will be held at the Montreat Gate starting at 7:00 a.m. on July 4th. Consent Agenda Review The proposed Consent Agenda will include the following items: • May 21, 2015, Special Meeting Minutes (Pending) • June 4, 2015, Agenda Meeting Minutes • June 11, 2015, Town Council Meeting Minutes (Pending) • June 18, 2015, Special Meeting Minutes (Pending) • June 25, 2015, Special Meeting Minutes (Pending) • Call for Public Hearing – Approval of Financing Agreements: Upper Kentucky Phase 1 Residential and Neighborhood Utilities and Street Projects and Peace Lane Street Project Town Administrator’s Communications • Mr. Nalley reserved his communications until the regular meeting on July 9th. Administrative Reports The Board will hear administrative reports from the Police Chief, Public Works Director, Finance Officer and the Building Inspector/Code Administrator during next week’s Town Council meeting. Book 13; Page ____  Montreat Board of Commissioners Town Council Agenda Meeting Minutes July 2, 2015 Mayor Pro Tem Standaert and Commissioner Campbell thanked the Public Works staff for readying the Town for the July 4th celebration and for having the compactor site open that day. 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. Mr. Bill Seaman of 425 Appalachian Way reported as Chairman of the Landcare Committee that an application is being prepared for Montreat’s designation as Tree City USA. The Board will receive more information on this at their meeting in August. Old Business A. Proposed Revisions to Montreat General Ordinance, Chapter I, Article II – Noise Control: Mayor Taylor reported that public hearings on the items under Old Business are scheduled for next week’s Town Council meeting. B. Resolution #15-07-01 Confirming Assessment Roll and Levying Assessments – Upper Kentucky Road Phase 1 Resident Assessment Project: New Business A. Resolution # 15-07-02 Declaring Cost, Ordering Preparation of Preliminary Assessment Roll, and Setting Public Hearing – Upper Kentucky Road Phase 1 Neighborhood Street Assessment: Mr. Nalley reviewed the Upper Kentucky area map and identified the locations of the two projects being discussed under New Business. These projects are now completed and the proposed Resolutions authorize staff to proceed with the steps in the assessment process and to set public hearings for the August 13, 2015 regular meeting. B. Resolution #15-07-03 Declaring Cost, Ordering Preparation of Preliminary Assessment Roll, and Setting Public Hearing – Peace Lane Street Assessment. C. Upper Kentucky Phase 1 Neighborhood Utility Assessment Project Financing Resolution #15-07- 04: Mr. Nalley reported that the four financing Resolutions under New Business, authorize staff to solicit proposals from banks and to submit to the North Carolina Local Government Commission an application for approval for an installment purchase financing package combining all four special assessment projects in the Upper Kentucky area. D. Upper Kentucky Phase 1 Neighborhood Street Assessment Project Financing Resolution #15-07- 05. Book 13; Page ____  Montreat Board of Commissioners Town Council Agenda Meeting Minutes July 2, 2015 E. Upper Kentucky Phase 1 Residential Utility Assessment Project Financing Resolution #15-07-06. F. Peace Lane Street Assessment Project Financing Resolution #15-07-07. 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. Mr. Bill Hollins of 116 Shenandoah Terrace reported that he is the Chairman for the July 4th parade. Firefighters from several departments will serve as marshals for this year’s parade, and should be thanked for their service. Commissioner Communications There were no Commissioner Communications at this time. Commissioner Campbell requested that at next week’s meeting, the Board receive an update on the Planning and Zoning Commission schedule. Mr. Nalley stated that the Planning and Zoning Commission would be considering stream buffers at their July meeting, and that Mr. Currie will report on this next week. Upcoming Meeting Dates Mayor Taylor reminded the Board that they will need to be prepared to discuss setting a date for the Sanitation Services meeting next week. Mayor Taylor then reviewed the following list of upcoming meeting dates and deadlines. Town Services Office Closure: July 3, 2015 Independence Day Holiday *There will be sanitation collection on this date* Montreat Gait at the Montreat Gate: July 4, 2015, 7:00 a.m. 4th of July Parade: July 4, 2015, 10:00 a.m. Bulk Items and White Goods Collection: July 7, 2015 July Town Council Meeting: July 9, 2015, 7:00 p.m. Walkup Building Book 13; Page ____  Montreat Board of Commissioners Town Council Agenda Meeting Minutes July 2, 2015 Montreat Cottagers Association Meeting: July 11, 2015, 10:00 a.m. Convocation Hall July Planning and Zoning Commission July 16, 2015, 7:00 p.m. Meeting: Walkup Building Agenda Items Due: July 31, 2015, 5:00 p.m. Town Services Office August Montreat Landcare Committee August 5, 2015, 9:00 a.m. Meeting: Location To Be Determined August Agenda Meeting: August 6, 2015, 7:00 p.m. Walkup Building August Town Council Meeting: August 13, 2015, 7:00 p.m. Walkup Building Bi-Weekly Sanitation Service Ends: August 28, 2015 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 Vinson seconded and the motion carried 5/0. Upon a motion by Commissioner Vinson and a second by Commissioner McCaskill with the motion carrying 5/0, the Board returned to Open Session. No action was taken during the Closed Session. Adjournment Mayor Pro Tem Standaert moved to adjourn the Agenda Meeting. Commissioner Vinson seconded and the motion carried 5/0. The meeting was adjourned at 9:22 p.m. Letta Jean Taylor, Mayor Stefan Stackhouse, Deputy Town Clerk Book 13; Page ____