City Council

Town of Montreat Board of Commissioners Meeting Agenda November 5, 2015 – 7:00 p.m. Walkup Building I. Call to Order  Pledge of Allegiance  Invocation II. Agenda Adoption III. Presentation To Council A. 2014-2015 Fiscal Year Audit Report Presentation – Martin, Starnes & Associates, P.A. IV. Public Hearings A. Proposed Revisions to Montreat General Ordinance, Chapter K, Article V: Trees V. Mayor’s Communications VI. Consent Agenda A. Meeting Minutes Adoption  July 2, 2015, Agenda Meeting (Pending)  July 9, 2015, Town Council Meeting (Pending)  August 6, 2015, Agenda Meeting (Pending)  August 11, 2015, Special Meeting (Pending)  August 13, 2015, Town Council Meeting (Pending)  September 3, 2015, Agenda Meeting (Pending)  September 10, 2015, Town Council Meeting (Pending)  October 1, 2015, Agenda Meeting (Pending)  October 8, 2015, Town Council Meeting (Pending)  October 15, 2015, Special Meeting (Pending) All items on the Consent Agenda are considered routine, to be enacted by one motion with the adoption of the agenda and without discussion. If a member of the governing body requests discussion of an item, it will be removed from the Consent Agenda and considered separately. VII. Town Administrator’s Communications  Consent Agenda Review  Texas Road Bridge Project Update  Sanitation Services Update  Other Topics 1 Packet Page 1  Montreat Board of Commissioners Meeting Agenda November 5, 2015 VIII. Administrative Reports A. Police Chief B. Public Works Director C. Finance Officer D. Building Inspector/Code Administrator IX. Public Comment – Agenda Items Public comments will be heard during this period for only those items listed on the meeting agenda. X. Old Business A. Montreat General Ordinance, Chapter K, Article V: Trees and the Tree City USA Application  Suggested Motion: To adopt Proposed Montreat General Ordinance, Chapter K, Article V – Trees  Suggested Motion: To apply for Tree City USA designation and authorize the Mayor and Town Administrator to execute any necessary documents. XI. New Business A. Town Clerk Appointment  Suggested Motion: To appoint Angela Murphy to the Town Clerk position effective November 23, 2015 at a starting salary of $36,500. B. Approval of Revised Contract with Asheville Savings Bank - Financing of Upper Kentucky Area Phase I Special Assessment Projects • Suggested Motion: To approve the revised contract with Asheville Savings Bank as approved by the LGC to finance $300,000 of the Upper Kentucky Area Phase I Special Assessment Projects over a ten year period, and to authorize the Mayor and Finance Officer/Deputy Town Clerk to execute the necessary documents. C. Planning and Zoning Commission Member Appointment D. Floodplain Review Report – Joshua Robinson, Robinson Design Engineers (Material Pending) 2 Packet Page 2  Montreat Board of Commissioners Meeting Agenda November 5, 2015 XII. Public Comment – Other Topics Public comments will be heard during this period for other public business items or topics not listed on the meeting agenda. XIII. Commissioner Communications XIV. Meeting Dates November Town Council Meeting: November 12, 2015, 7:00 p.m. Walkup Building Planning and Zoning Commission Meeting: November 19, 2015, 7:00 p.m. Walkup Building Agenda Items Due: November 25, 2015, 5:00 p.m. Town Services Office Town Services Office Closed: November 26-27, 2015 Thanksgiving Holidays Board of Adjustment Meeting: November 30, 2015, 7:00 p.m. Walkup Building Landcare Committee Meeting: December 2, 2015, 9:00 a.m. Moore Center Meeting Room December Agenda Meeting: December 3, 2015, 7:00 p.m. Walkup Building December Town Council Meeting: December 10, 2015, 7:00 p.m. Walkup Building XV. Closed Session  Suggested Motion: 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. XVI. Adjournment 3 Packet Page 3  TOWN OF MONTREAT BOARD OF COMMISSIONERS REQUEST FOR BOARD ACTION Meeting Date: November 12, 2015 SUBJECT: Fiscal Year 2014-2015 Annual Financial Report AGENDA INFORMATION: Agenda Location: Presentations Item Number: Department: Administration Contact: Stefan Stackhouse, Finance Officer Presenter: Brian Lee, Martin Starnes & Associates, CPAs BRIEF SUMMARY: The Town’s Auditors will be presenting the 2014-2015 Comprehensive Annual Financial Report, including the Audited Financial Statement. RECOMMENDED MOTION AND REQUESTED ACTIONS: No formal action is required by the Board. FUNDING SOURCE: Not Applicable ATTACHMENTS: Not Applicable STAFF COMMENTS AND RECOMMENDATIONS: Copies of the 2014-2015 Comprehensive Annual Financial Report (CAFR) will be available at your meeting and on the Town’s website. The CAFR was reviewed by the Audit Committee at their October 28th meeting, and is presently undergoing review by the North Carolina Local Government Commission. J:\BOC\Packets\2015\NOV_2015_BOC_AGENDA_PACKET_FILES\FYE_2015_Audited_Financial_Statments_111215.docx Packet Page 4  MONTHLY POLICE STATISTICS REPORT October 2015 2014 2013 2012 2011 Mileage 3415 2728 2826 3155 3072 Dispatched Calls 125 94 105 102 47 Officer-Initiated Calls 338 206 239 217 200 Fire/EMS Assistance Calls 9F 4E 8F 2E 2F 2E 7 5 Motorist/Other Assistance Calls 69 42 57 30 44 Traffic Stops 22 28 41 39 75 Parking Issues 5 4 10 14 22 Burglar/Fire Alarm Responses 1B 3F 5B 4F 2B 1F 2 8 Residential/Building Checks 250 253 125 39 391 Ordinance violations 12 12 15 10 6 LE Agency Assistance Calls 16 14 21 38 33 Animal Calls 5 4 7 5 4 Larcenies 0 0 0 1 0 B&E Calls 1 0 0 0 0 Suspicious Person/Vehicle Investigations 13V 12P 19V 13P 8V 4P 15 10 Disturbance Calls 2 7 3 1 4 Accident Responses 0 0 1 1 2 Auxiliary Hours Worked 32R 48T 32R 80T 32R 60O 58R 48O 56 Truck turns at gate 1 3 6 8 9  Town service: 438  MRA service: 164  College service: 14  On 10/02/2015 members of MPD and Town Employees were put on standby, an ICS report was setup and code red was tested reference to the declaration by the Governor of a State of Emergency for the incoming storm.  On 10/03/2015 MPD assisted the Street Department in closing West Virginia and Virginia Roads, due to 2 huge trees falling during the storm.  On 10/05/2015 members of MPD and Street Department started spot checking all the houses in Town reference possible damage due to the storm.  On 10/14/2015 MPD received a nice email thanking the Officers for an extra check of a house on Greybeard.  On 10/15/2015 MPD Officers located 3 lost hikers on Appalachian Way. They were escorted back to their vehicle. Also on this date, MPD responded to a harassing and threats call on West Virginia. The subjects were advised reference warrants.  On 10/16/2015 an MPD spot check revealed a tree fallen on a house on Oak Lane, the owner was notified.  On 10/17/2015 MPD received an email thanking for spot checks, a call reference lost hikers on Rainbow Mountain which were directed down via phone. Also on this date a call from Overbrook Road reference owners of a residence unable to get into their house, Officers forced entry where a Packet Page 5  subject was arrested for B&E and trespassing. And MPD received a call reference a child locked in a vehicle and a call reference a fallen tree on a house on Woodland that had just occurred.  On 10/18/2015 MPD received a phone call reference thanking Officers for finding fallen tree on residence.  On 10/21/2015 MPD escorted a subject to a residence to pick up their belongings.  On 10/24/2015 MPD received a call in reference to a resident who had left their house on Virginia Road thinking they left their stove on, Officers checked residence.  On 10/28/2015 MPD received a call of a missing person from Frist Road, subject was located. Notes:  MPD would like to thank the Street and Water Departments for their assistance during the storm and the aftermath. We were very blessed to not have gotten the level of devastation that South Carolina did.  MPD saw a dramatic increase in residents and visitors to our Town during leaf season, assisted some 50 motorists with lockouts, jump starts, directions, etc.  All members of MPD have completed their mandatory State and Departmental training. Packet Page 6  General Fund Statement of Revenues, Expenditures, and Changes in Fund Balances For the Period Ended September, 2015 Actual to Statement FYE 2016 Previously Current FYE 2016 FYE 15 Comparison FYE 2016 Budget % Period Variance 9/30/14 Budgeted Reported Month YTD Actual YTD Actual Remaining Budget 3 Revenues: Ad valorem taxes $ 952,500.00 $ 478.30 $ - $ 478.30 $ 1,008.19 $ 952,021.70 Other taxes and licenses $ 357,400.00 $ 1,275.69 $ 35,675.21 $ 36,950.90 $ 33,426.59 $ 320,449.10 Unrestricted intergovernmental $ 60,500.00 $ - $ 2,000.00 $ 60,500.00 Permits and Fees $ 46,000.00 $ 10,178.90 $ 2,930.84 $ 13,109.74 $ 6,248.20 $ 32,890.26 Community Service Fee $ 50,000.00 $ 30,086.00 $ - $ 30,086.00 $ 30,946.00 $ 19,914.00 Sales and Services $ 13,000.00 $ 2,488.95 $ 255.00 $ 2,743.95 $ 2,277.79 $ 10,256.05 Investment earnings $ 2,200.00 $ 139.58 $ 66.50 $ 206.08 $ 218.00 $ 1,993.92 Other revenues $ 13,700.00 $ 1,500.00 $ (0.00) $ 1,500.00 $ 3.10 $ 12,200.00 Subtotal - Normal Operating $ 1,495,300.00 $ 46,147.42 $ 38,927.55 $ 85,074.97 $ 76,127.87 $ 1,410,225.03 5.69% 25.00% -19.31% -19.87% Restricted intergovernmental $ 740,000.00 $ 56,767.79 $ - $ 56,767.79 $ - $ 683,232.21 Contributions - Landcare $ 10,000.00 $ - $ 10,000.00 $ 10,000.00 $ - $ - Contributions - Open Space $ - $ - $ - $ - $ - $ - Total Revenues 2,245,300.00 102,915.21 48,927.55 151,842.76 $ 76,127.87 2,093,457.24 6.76% 25.00% -18.24% -21.74% Expenditures: Governing Body $ 104,700.00 $ 14,362.93 $ 12,461.14 $ 26,824.07 $ 6,419.91 $ 77,875.93 25.62% 25.00% -0.62% 16.34% Administration $ 282,800.00 $ 58,231.22 $ 17,410.22 $ 75,641.44 $ 82,647.61 $ 207,158.56 26.75% 25.00% -1.75% -2.05% Public Buildings $ 139,950.00 $ 35,639.51 $ 198.25 $ 35,837.76 $ 97,702.26 $ 104,112.24 25.61% 25.00% -0.61% -17.02% Police $ 368,925.00 $ 66,693.26 $ 34,104.63 $ 100,797.89 $ 88,738.96 $ 268,127.11 27.32% 25.00% -2.32% 1.82% Building & Zoning $ 82,200.00 $ 13,846.71 $ 5,611.46 $ 19,458.17 $ 17,294.90 $ 62,741.83 23.67% 25.00% 1.33% 2.21% Public Works $ 86,100.00 $ 14,694.21 $ 5,691.33 $ 20,385.54 $ 18,639.48 $ 65,714.46 23.68% 25.00% 1.32% 2.19% Streets $ 1,271,400.00 $ 39,223.04 $ 16,333.62 $ 55,556.66 $ 51,460.92 $ 1,215,843.34 4.37% 25.00% 20.63% 21.48% Powell Bill $ 56,000.00 $ 1,400.28 $ 81.13 $ 1,481.41 $ 3,252.32 $ 54,518.59 2.65% 25.00% 22.35% 17.52% Sanitation $ 113,600.00 $ 19,250.52 $ 5,566.48 $ 24,817.00 $ 28,395.60 $ 88,783.00 21.85% 25.00% 3.15% -3.06% Env/Cons/Rec $ 28,500.00 $ 117.50 $ 117.50 $ - $ 28,382.50 0.41% 25.00% 24.59% 25.00% Total expenditures 2,534,175.00 $ 263,341.68 $ 97,575.76 $ 360,917.44 $ 394,551.96 $ 2,173,257.56 14.24% 25.00% 10.76% 10.75% Revenues over expenditures (288,875.00) $ (160,426.47) $ (48,648.21) $ (209,074.68) $ (318,424.09) $ (79,800.32) Other financing sources (uses): Transfer to/from Water Fund $ - $ - $ - $ - $ - Fund Balance Appropriated: $ 288,875.00 $ - $ - $ - $ - $ 288,875.00 Total other financing sources $ (uses) 288,875.00 $ - $ - $ - $ - $ 288,875.00 Revenues and other sources over expenditures and other uses $ - $ (160,426.47) $ (48,648.21) $ (209,074.68) $ (318,424.09) $ 209,074.68 Expenditure Recap: Salaries & Benefits $ 922,400.00 $ 166,089.45 $ 65,476.42 $ 231,565.87 $ 218,997.47 $ 690,834.13 Other Operating $ 395,300.00 $ 87,239.90 $ 37,542.05 $ 124,781.95 $ 117,064.48 $ 270,518.05 CIP/Grant Projects $ 1,216,475.00 $ - $ 4,569.62 $ 4,569.62 $ 58,490.01 $ 1,211,905.38 Total Expenditures $ 2,534,175.00 $ 253,329.35 $ 107,588.09 $ 360,917.44 $ 394,551.96 $ 2,173,257.56 Packet Page 7  Water Fund Statement of Revenues, Expenditures, and Changes in Fund Balances For the Period Ended September, 2015 Actual to Budget Statement FYE 2016 Previously Current FYE 2016 FYE 15 Comparison FYE 2016 Percent Period Variance 7/31/14 Budgeted Reported Month YTD Actual YTD Actual Remaining Budget 3 Revenues: Ad valorem taxes $ - $ - Other taxes and licenses $ - $ - MRA Comm Svc Fee $ - $ - $ - Permits and Fees $ - $ - Sales and Services $ 300,000.00 $ 71,344.29 $ 14,906.02 $ 86,250.31 $ 83,118.43 $ 213,749.69 Investment earnings $ 500.00 $ 13.28 $ 6.44 $ 19.72 $ 18.77 $ 480.28 Other revenues $ 26,500.00 $ (5,321.05) $ 14,321.98 $ 9,000.93 $ 7,914.28 $ 17,499.07 Subtotal - Normal Operating $ 327,000.00 $ 66,036.52 $ 29,234.44 $ 95,270.96 $ 91,051.48 $ 231,729.04 Restricted intergovernmental $ - $ - Total revenues $ 327,000.00 $ 66,036.52 $ 29,234.44 $ 95,270.96 $ 91,051.48 $ 231,729.04 29.13% 25.00% 4.13% -5.12% Expenditures: Water Department $ 327,000.00 $ 13,583.62 $ 3,856.65 $ 17,440.27 $ 16,259.38 $ 309,559.73 5.33% 25.00% 19.67% 20.82% Total expenditures $ 327,000.00 $ 13,583.62 $ 3,856.65 $ 17,440.27 $ 16,259.38 $ 309,559.73 5.33% 25.00% 19.67% 20.82% Revenues over expenditures $ - $ 52,452.90 $ 25,377.79 $ 77,830.69 $ 74,792.10 $ (77,830.69) Other financing sources (uses): Transfers to/from General Fund $ - $ - $ - $ - $ - $ - Fund Balance Appropriated: $ - $ - $ - $ - $ - $ - Total other financing sources (uses) $ - $ - $ - $ - $ - $ - Revenues and other sources over expenditures and other uses $ - $ 52,452.90 $ 25,377.79 $ 77,830.69 $ 74,792.10 $ (77,830.69) Expenditure Recap: Salaries & Benefits $ - $ - $ - $ - Other Operating $ 327,000.00 $ 13,583.62 $ 3,856.65 $ 17,440.27 $ 16,259.38 $ 309,559.73 CIP/Grant Projects $ - $ - $ - $ - Total Expenditures $ 327,000.00 $ 445,641.85 $ 3,856.65 $ 17,440.27 $ 16,259.38 $ 309,559.73 Packet Page 8 Packet Page 9 Packet Page 10 Packet Page 11 Packet Page 12 Packet Page 13 Packet Page 14 Packet Page 15 Packet Page 16 Packet Page 17 Packet Page 18 Packet Page 19 Packet Page 20 Packet Page 21 Packet Page 22 Packet Page 23 Packet Page 24 Packet Page 25 Packet Page 26 Packet Page 27 Packet Page 28 Packet Page 29 Packet Page 30  TOWN OF MONTREAT BOARD OF COMMISSIONERS REQUEST FOR BOARD ACTION Meeting Date: November 12, 2015 SUBJECT: Montreat General Ordinance, Chapter K, Article V: Trees AGENDA INFORMATION: Agenda Location: Old Business Item Number: A Department: Administration Contact: Ron Nalley, Town Administrator Presenter: Ron Nalley, Town Administrator BRIEF SUMMARY: Since early summer, Montreat Landcare has been considering the benefits of becoming certified as a Tree City USA by the National Arbor Day Foundation. In August, the Landcare Committee was unanimous in its recommendation that Tree City status is an appropriate and beneficial opportunity for Montreat. Four standards must be achieved for certification. Two of them have already been met, namely the per capita expenditures that the Town presently spends on things such as Christmas tree pick-up and tree maintenance on public rights-of-way, and also, that the Town held an Arbor Day celebration this year. The other two standards are easily achievable, and deal with trees that only are on public lands and rights-of- way. One will be to designate a community-based public “Tree Board.” The fourth standard, deals with legal definitions of what the Tree Board and Town do concerning public trees. In order to accomplish this, it is recommended that revisions be made to Section 625, “Trees in Greenspace and Regulated Tree Regulations,” of the Montreat Zoning Ordinance. Attached is the proposed revised Montreat General Ordinance - Chapter K, Article V – Trees. RECOMMENDED MOTION AND REQUESTED ACTIONS: To adopt Proposed Montreat General Ordinance, Chapter K, Article V – Trees FUNDING SOURCE: None ATTACHMENTS: Montreat General Ordinance, Chapter K, Article V – Trees and Letter from Richard DuBose, President, Montreat Conference Center STAFF COMMENTS AND RECOMMENDATIONS: Following your last meeting, you will note that several revisions have been made to the proposed Ordinance. Primarily, the designation of a stand-alone Tree Board, separate from the Landcare Committee. It is recommended that the Board appoint three members with the Chair of the Landcare Committee and the Environmental Commissioner serving as ex-officio voting members. Mr. DuBose, with the Montreat Conference center has also requested that that Section 8 be removed from the Ordinance. His request is attached. Packet Page 31 Packet Page 32 Packet Page 33 Packet Page 34 Packet Page 35 Packet Page 36 Packet Page 37 Packet Page 38 Packet Page 39 Packet Page 40 Packet Page 41 D R A F T Packet Page 42  Standard 1: Tree Board or Department Montreat, North Carolina Note: Completion of this section on the application front page, with any attachments, is contingent upon adoption of the revised tree ordinance by Town Council subsequent to a hearing on November 14, 2015. Standard 2: Community Tree Ordinance Montreat, North Carolina Note: Completion of this section on the application front page, with any attachments, is contingent upon adoption of the revised tree ordinance by Town Council subsequent to a hearing on November 14, 2015. Packet Page 43 Montreat Tree City USA application, prepared by the Landcare Committee for Town Council review. DRA FT Packet Page 44 Montreat Tree City USA application, prepared by the Landcare Committee for Town Council review. DRA FT Packet Page 45 Montreat Tree City USA application, prepared by the Landcare Committee for Town Council review. Standard 4: Arbor Day Montreat, North Carolina May 2, 2015 Montreat held its first Arbor Day celebration as part of its third annual Native Plant Sale. The sale is organized by the Montreat Landcare Committee, an umbrella organization chartered to initiate, facilitate and coordinate community-wide Earth stewardship efforts on behalf of its eight member organizations. The Town Council enthusiastically endorsed this event, with the mayor’s proclamation declared in spring 2015 (see attached copy). The four-hour program included educational workshops, demonstrations, The native plant sale in Montreat has become a distribution of free tree seedlings, question-and- popular annual springtime event for residents answer tables, and of course sales of plants by and visitors alike. Adding an Arbor Day local growers/suppliers. celebration was a natural step. Montreat is a town of about 700 residents in the western highlands of the Blue Ridge Mountains of North Carolina. It also hosts a large conference center of the Presbyterian Church (USA) and a small liberal arts college. A majority of the land is maintained in a forest conservation trust. Montreat is a popular place for outdoor activities, especially hiking. It has been designated a Community Wildlife Habitat by the National Wildlife Federation. This inaugural Arbor Day celebration was carefully planned at a scale that would fit the Montreat population’s size and DRAFT interests. (See goals and list of workshops below.) Goals of the 2015 Montreat Arbor Day 1. To inform the community at-large and property owners of important tree-related issues, including American Chestnut restoration, Eastern Hemlock treatment against woolly adelgids, and general tree health so as to boost citizen awareness and knowledge of these and other topics. 2. To empower citizens and the overall community with the knowledge and resources to become actively involved in promoting and achieving healthy trees in Montreat, by offering information and resources to enhance attitudes, skills, and participation concerning tree care. Program 1 Montreat Arbor Day featured five professional workshops/presentations on a variety of tree-related issues, with four offered twice (see titles in box), as well as displays and question-and-answer tables hosted by the Buncombe County Extension Master Gardeners and the American Chestnut Tree Foundation. One hundred tree seedlings were given The presentation on treatment of woolly adelgid away (50 red maples, 50 redbuds). Pairing this event insects on hemlock trees by John Johnson follows with the annual native plant show (five vendors) an effort that he led a few years ago that successfully attracted a broader audience. engaged Montreat citizens and key organizations to save numerous specimens of this keystone species. 1 Special acknowledgements are due to Misty Varnell for creating the event as part of her North Carolina Environmental Packet Education certificate program, and to Joe Standaert Page 46 Shannon Ingersoll chaired the plant sale. for photographs. Montreat Tree City USA application, prepared by the Landcare Committee for Town Council review. The American Chestnut Foundation table Montreat 2015 Arbor Day Workshop Schedule included information about local experimental and Presenters* plantings of interest to property owners. 9:45 a.m.-- Natural History of Montreat, Will Sanders, Montreat 10:15-- Tree Planting, Eric Muecke / Rob Townley, NCFS 10:45-- Tree Pruning, Eric Muecke / Rob Townley, NCFS 11:15-- Fire Wise, Eric Muecke / Rob Townley, NCFS 11:45-- Hemlock Treatment Program, John Johnson & Colleagues, Montreat 12:15 p.m.-- Natural History of Montreat, Will Sanders, Montreat 12:45-- Tree Pruning, Eric Muecke / Rob Townley, NCFS 1:15-- Fire Wise, Eric Muecke / Rob Townley, NCFS 1:45-- Hemlock Treatment Program, John Johnson & Colleagues, Montreat ________ * NCFS = North Carolina Forest Service DRAFT The North Carolina Forest Service has become a valued partner with the Montreat Landcare Committee, such as in helping launch the 2015 Arbor Day celebration (Eric Muecke, above). Also, information concerning the Fire Wise program for prevention and management of The Master Gardeners table is a popular annual forest fires was presented to a public Town stop at Montreat’s native plant sale. It provides Council meeting after an April wildfire burned reliable information concerning local growing over 600 acres at the town’s eastern edge (Rob conditions for native plants. Now trees have Townley, inset, at right). become a focus, too! Conclusions and Outlook The Montreat community was able to marshal a considerable set of resources for its inaugural Arbor Day celebration. The event drew a good attendance from the town and surrounding area. Held on grounds of the Montreat Conference Center, it included students from the Montreat College Outdoor Environmental Education Program, and participants from additional organizations, The plant growers/vendors and workshop presenters were pleased with traffic. Due to the success of the event the Montreat Landcare Committee plans to continue it in future years, as a positive part of life in this small mountain community. Meanwhile, partnerships with public and private organizations concerned with trees and the larger forest ecosystem have led to a focus on hemlock tree health throughout the year. Packet Page 47  TOWN OF MONTREAT BOARD OF COMMISSIONERS REQUEST FOR BOARD ACTION Meeting Date: November 12, 2015 SUBJECT: Approval of Revised Contract with Asheville Savings Bank - Financing of Upper Kentucky Area Phase I Special Assessment Projects AGENDA INFORMATION: Agenda Location: New Business Item Number: B Department: Administration Contact: Stefan Stackhouse, Finance Officer Presenter: Stefan Stackhouse, Finance Officer BRIEF SUMMARY: The Town’s proposal to finance $300,000 of the Special Assessment expenditures for the Upper Kentucky area Phase I projects over a ten year period has been approved by the North Carolina Local Government Commission (LGC). There has been a need for some revisions to the wording of the contract, which is now being brought before the Board for final approval. The Board also needs to authorize Mayor Taylor and Finance Officer Stackhouse to sign the documents. Following Board approval, the Town can proceed to close on this transaction, presently scheduled for November 13th. RECOMMENDED MOTION AND REQUESTED ACTIONS: To approve the revised contract with Asheville Savings Bank as approved by the LGC to finance $300,000 of the Upper Kentucky Area Phase I Special Assessment Projects over a ten year period, and to authorize the Mayor and Finance Officer/Deputy Town Clerk to execute the necessary documents. FUNDING SOURCE: Annual special assessment payments in excess of the principal and interest on the proposed financing. ATTACHMENTS: Revised proposed contract with Asheville Savings Bank; Attorney opinion letter STAFF COMMENTS AND RECOMMENDATIONS: With the revisions to the proposed contract with Asheville Savings Bank, the LGC has approved our financing, so we can proceed with closing. The purpose of this is to recover $300,000 that had been expended out of our fund balances for the improvements to the Upper Kentucky Area Phase I projects. We have completed a total of four special assessment projects, and the special assessments are now being processed and administered by the Buncombe County Tax Office. The Town will be reimbursed by the property owners for full cost of these projects over a ten year period. The debt service for this financing will be more than covered by the annual special assessment tax revenues. Packet Page 48 Packet Page 49 Packet Page 50 Packet Page 51 Packet Page 52 Packet Page 53  TOWN OF MONTREAT BOARD OF COMMISSIONERS REQUEST FOR BOARD ACTION Meeting Date: November 12, 2015 SUBJECT: Planning and Zoning Commission Member Appointment AGENDA INFORMATION: Agenda Location: New Business Item Number: C Department: Administration Contact: David Currie, Zoning Administrator Presenter: David Currie, Zoning Administrator BRIEF SUMMARY: On Tuesday, October 27, 2015 staff received notice from Lucile Jackson that she needs to resign from her position on the Planning and Zoning Commission. Due to the number of new matters coming up, staff requests that the Board appoint a new member to the Planning and Zoning Commission at their next regularly scheduled meeting, or as soon thereafter as possible. RECOMMENDED MOTION AND REQUESTED ACTIONS: None FUNDING SOURCE: None ATTACHMENTS: Resignation letter from Lucile Jackson dated October 25, 2015 STAFF COMMENTS AND RECOMMENDATIONS: With a generous list of agenda items coming up this fall/winter season, it will be helpful to locate a replacement appointee as soon as possible. J:\BOC\Board Action Requests\2015 Requests\REQUEST_P&Z_Appointment_11122015.docx Packet Page 54 Packet Page 55