City Council

Town of Montreat Board of Commissioners Meeting Agenda – Public Forum October 6, 2016 – 6:30 p.m. Walkup Building I. Call to Order • Welcome • Moment of Silence II. Agenda Adoption III. Public Comments IV. Adjournment 1 Packet Page 1  Town of Montreat Board of Commissioners Town Council Agenda Meeting October 6, 2016 – 7:00 p.m. Walkup Building I. Call to Order • Pledge of Allegiance • Moment of Silence II. Agenda Adoption III. Mayor’s Communications IV. Consent Agenda A. Meeting Minutes Adoption • September 1, 2016, Public Forum Minutes • September 1, 2016, Town Council Agenda Meeting Minutes • September 8, 2016, Town Council Meeting Minutes 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. V. Town Administrator’s Communications • Consent Agenda Review • Other Topics VI. Administrative Reports • Police Chief • Public Works Director • Finance Officer • Building Inspector/Code Administrator VII. Public Comment – Agenda Items Public comments will be heard during this period for only those items listed on the meeting agenda. 1 Packet Page 2  Montreat Board of Commissioners Town Council Agenda Meeting October 6, 2016 VIII. Old Business A. Proposed Revisions to Town of Montreat Zoning Ordinance, Articles V & X, Allowing Lighting Pole-Mounted Banners • Suggested Motion: To call for a Public Hearing on November 10, 2016 at 7:00 p.m. or as soon thereafter as possible to discuss proposed revisions to Montreat Zoning Ordinance, Article V, Section 501: Definitions and Article X, Section 1005.2: Signs Allowed in the Institutional/Residential and Institutional Zoning Districts IX. New Business A. Representative Appointment for the National Pollutant Discharge Elimination System (NPDES) Permit • Suggested Motion: To appoint David Currie as the Town of Montreat’s authorized representative to apply for the National Pollutant Discharge Elimination System (NPDES) Permit. B. Mecklenburg Circle Waterline Proposal • Suggested Motion: To award the proposal from McGill Associates in the amount of $4,300.00 and to authorize the Mayor and Town Administrator to execute the necessary related documents. C. Schedule a Meeting for Review of Applications/Resumes • Suggested Motion: Schedule a meeting on ___________ for review of the 39 applications/resumes for the Town Administrator position. D. Appointment of Al Richardson as Deputy Finance Officer • Suggested Motion: To appoint Al Richardson as Deputy Finance Officer. X. 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. XI. Commissioner Communications XII. Meeting Dates 2 Packet Page 3  Montreat Board of Commissioners Town Council Agenda Meeting October 6, 2016 October Town Council Meeting: October 13, 2016, 7:00 p.m. Walkup Building Montreat Tree Board October 25, 2016, 9:30 a.m. Town Services Building Fall Bulk/White Goods Pickup: October 25, 2016 November Town Council Agenda Meeting: November 3, 2016, 7:00 p.m. Public Forum begins at 6:30 p.m. Walkup Building November Town Council Meeting November 10, 2016, 7:00 p.m. Walkup Building XIII. Closed Session • Suggested Motion: To enter into Closed Session in accordance with NCGS §143- 318.11(6) for discussion of a personnel matter XIV. Adjournment 3 Packet Page 4  TOWN OF MONTREAT P. O. Box 423 Montreat, NC 28757 Tel: (828)669-8002 Fax: (828)669-3810 www.townofmontreat.org PROCLAMATION # 16-09-0001 PROCLAMATION HONORING MONTREAT COLLEGE CLASS OF 1966 WHEREAS, 2012 marks the 50th reunion of the Montreat College Class of 1966; and WHEREAS, the Montreat College Class of 1966 will be honored by the Heritage Society on October 1, 2016; and WHEREAS, the members of the Montreat College Class of 1966 have, through service and dedication, honored Montreat College and contributed greatly to the well-being of their homes, communities and country; and WHEREAS, the members of Montreat College Class of 1966 have demonstrated in countless was their dedication to the welfare of others and have earned the respect and affection of people of all ages and from all walks of life; NOW, THEREFORE, by virtue of the authority vested in me as Mayor of the Town of Montreat, I do hereby deem it an honor and pleasure to extend this Proclamation Honoring the Montreat College Class of 1966 on the occasion of their 50th reunion, with sincere congratulations and best wishes for many more happy, productive years. IN WITNESS WHEREOF, I hereby set my hand, and cause the Seal of the Town of Montreat to be affixed, this 13th day of September, 2016. [SEAL] _______________________________ Tim Helms, Mayor ATTEST: ______________________________ Angie Murphy, Town Clerk Packet Page 5  Town of Montreat Board of Commissioners Town Council Public Forum September 1, 2016 Walkup Building Board members present: Mayor Tim Helms Mayor Pro Tem Kitty Fouche Commissioner Bill Gilliland Commissioner Mary Standaert Commissioner Ann Vinson Board members absent: Commissioner Kent Otto Town staff present: Al Richardson, Interim Town Administrator Jack Staggs, Police Chief Barry Creasman, Senior Water Operator Angie Murphy, Town Clerk Call to Order Approximately 24 people were in attendance. Mayor Helms called the meeting to order at 6:30 p.m. and led the group in a moment of silence. Agenda Approval Commissioner Vinson moved to adopt the agenda as presented. Commissioner Gilliland seconded and the agenda was approved 4/0. Public Forum Mr. Mike Sonnenberg of 125 Virginia Road, expressed his option on the Town Hall needs of the future as compared to Town Halls of the past. Mr. Sonnenberg felt that the future needs will involve fewer employees, smaller and more adaptable buildings, less water used per resident, consolidated sanitation and road maintenance, and automation throughout the Town. Mr. Sonnenberg challenges Council to look thoroughly at the future needs before they move forward with the purchase of land or buildings. Mrs. JoAnn Ellington of 123 John Knox Road, stated that she heard the property on the right just outside the gate was available and she hoped that the Town of Montreat could be one of the first bidders as a possible location for the future Town Hall. Mrs. Janie Moore of 100 Frist Road, stated that in the future if a special meeting is held in the same week as a regularly scheduled Board meeting that they could be consolidated as a way to allow more public to attend without having to alter their work schedules. Book 15; Page Packet Page 6  Montreat Board of Commissioners Public Forum Minutes September 1, 2016 Mrs. Martha Campbell of 149 Maryland Place, thanked Town Staff for cleaning out ditches so quickly after the days heavy rains. Mrs. Campbell looks forward to the day when staff can take showers at Town Hall and go home clean. She is very thankful to live in a town where staff cares so much about residents. Chief Jack Staggs advised the community of an incident that occurred over the weekend, which resulted in an arrest, in which the suspect had been staying at a home in Montreat. The individual would not advise officers of where he had been staying so Chief Staggs asked if anyone had noticed a black Toyota Corolla with Alabama License Plates parked anywhere in Montreat to let the Montreat Police Department know immediately. This individual could have broken into a vacant summer house and stayed for a number of days without anyone being made aware. As always, Chief Staggs reminded those in attendance that the Montreat Police Department is open 24 hours a day and 7 days a week. Adjournment There being no further discussion, Commissioner Vinson moved to adjourn the Public Forum Meeting. Mayor Pro Tem Fouche seconded and the motion carried 4/0. The meeting was adjourned at 6:41 p.m. __________________________________ ______________________________________ Tim Helms, Mayor Angie Murphy, Town Clerk Book 15; Page Packet Page 7  Town of Montreat Board of Commissioners Town Council Agenda Meeting September 1, 2016 Walkup Building Board members present: Mayor Tim Helms Mayor Pro Tem Kitty Fouche Commissioner Bill Gilliland Commissioner Mary Standaert Commissioner Ann Vinson Board members absent: Commissioner Kent Otto Town staff present: Al Richardson, Interim Town Administrator Chief Jack Staggs, Police Department Angie Murphy, Town Clerk Barry Creasman, Senior Water Operator Approximately 28 members of the public were also present. Mayor Helms called the meeting to order at 7:00 p.m., led the group in reciting the Pledge of Allegiance, and held a moment of silence. Agenda Approval Commissioner Vinson moved to adopt the agenda. Commissioner Gilliland seconded the motion. Mayor Pro Tem Fouche moved to remove the presentation by Mr. Rick Lanier, U.S. Motto Committee, from the agenda. Commissioner Vinson seconded. The motion carried 4/0. Commissioner Vinson moved to adopt the agenda as amended. Commissioner Gilliland seconded and the motion carried 4/0. Public Hearing The Board will hold a Public Hearing to receive comments on the Proposed Revisions to the Town of Montreat Official Zoning Map at the beginning of next week’s meeting. Mayor Helms reiterated that there were no changes made to the map only updates to encompass hand written additions and erasures on the current map. Mayor’s Communications Mayor Helms stated that he had no communications this evening. Book 14; Page Packet Page 8  Montreat Board of Commissioners Town Council Agenda Meeting Minutes September 1, 2016 Consent Agenda Review With the adoption of the Consent Agenda, the Board approved the following items: • August 4, 2016, Public Forum Minutes • August 4, 2016, Town Council Agenda Meeting Minutes • August 11, 2016, Town Council Meeting Minutes • Appendix 1 to August 11, 2016, Town Council Meeting • August 29, 2016, Special Meeting – Texas Road Bridge Motion Language & Possible Resolution to Move Forward as Directed by the Board Town Administrator’s Communications • Mr. Richardson advised there would be no sanitation pickup on the following Monday due to the Labor Day Holiday. Sanitation Services will resume on September 6, 2016. Administrative Reports The Board will hear administrative reports from the Police Chief, Public Works Director, Finance Officer and Building Inspector/Code Administrator during next week’s Town Council meeting. Public Comments There were no comments from the public at this time. Old Business A. Proposed Revisions to Town of Montreat Official Zoning Map: The Board will consider adopting Ordinance #16-09-0001 amending the Town of Montreat Official Zoning Map. B. Request from Montreat College for Approval to Install 30 Light Pole Banners on the Montreat College Campus: The Board will consider a motion to have the Planning & Zoning Commission review this request and report back to Council with their recommendations. New Business A. Reimbursement of Town Employees for Unexpected Medical Costs: Mayor Helms would like to keep this item in the forefront of Council’s mind but will need more information from Mr. Richardson to continue. B. Resolution #16-09-01 Honoring Susan Neville: A resolution will be presented in remembrance of Miss Susan Neville and honoring the many years she spent serving the Town of Montreat. Book 14; Page Packet Page 9  Montreat Board of Commissioners Town Council Agenda Meeting Minutes September 1, 2016 Public Comments-Other Topics Mayor Helms reiterated that the Public Comment period were for remarks pertaining to public business items not listed on the meeting agenda, including any reports or communications from other community entities. Mr. Wade Burns of 232 North Carolina Terrace, reported on dead hemlocks along the right-of- ways and inquired on whether the Tree Board could address this issue. Commissioner Communications Commissioner Vinson advised that Montreat Landcare will be hosting an event which will involve N.C. Commissioner of Agriculture Steve Troxler on September 8th at 3:30 p.m. in the Post Office area where the new beetle sign was erected. Commissioner Troxler is most interested in the Town’s work with hemlock restoration. Mayor Pro Tem Fouche thanked Town Clerk Angie Murphy for all of her hard work in researching Open Meeting Laws. Mayor Pro Tem Fouche advised all in attendance that all Board Members can attend any committee meetings as long as they do not participate in the meetings. Commissioner Standaert encouraged everyone to read the emails from Town Attorney Susan Taylor Rash about the historical reasons why Commissioners were encouraged not to attend committee meetings. Upcoming Meeting Dates Mayor Helms reviewed the following list of upcoming meeting dates and deadlines: Town Services Office Closed: Labor Day Holiday Will reopen on Tuesday, September 6th Sanitation Pickup will be on Tuesday September 6th Montreat Landcare: September 7, 2016, 9:00 a.m. Allen Building Swannanoa Room September Town Council Meeting: September 8, 2016, 7:00 p.m. Walkup Building Montreat Tree Board: September 27, 2016, 10:00 a.m. Town Services Building Book 14; Page Packet Page 10  Montreat Board of Commissioners Town Council Agenda Meeting Minutes September 1, 2016 October Town Council Agenda Meeting: October 6, 2016, 7:00 p.m. Public Forum begins at 6:30 p.m. Walkup Building , October Town Council Meeting: October 13 2016, 7:00 p.m. Walkup Building Adjournment There being no further business, Commissioner Gilliland moved to adjourn the Town Council Meeting. Commissioner Vinson seconded and the motion carried 4/0. The meeting was adjourned at 7:12 p.m. Tim Helms, Mayor Angela Murphy, Town Clerk Book 14; Page Packet Page 11  Town of Montreat Board of Commissioners Town Council Meeting September 8, 2016 Walkup Building Board members present: Mayor Tim Helms Mayor Pro Tem Kitty Fouche Commissioner Bill Gilliland Commissioner Kent Otto Commissioner Mary Standaert Commissioner Ann Vinson Board members absent: None Town staff present: Al Richardson, Interim Town Administrator Stefan Stackhouse, Finance Officer & Deputy Town Clerk Steve Freeman, Public Works Director Chief Jack Staggs, Police Chief Angie Murphy, Town Clerk David Currie, Code Administrator/Building Inspector Approximately 25 members of the public were also present. Mayor Helms called the meeting to order at 7:00 p.m., led the group in reciting the Pledge of Allegiance, and held a moment of silence. Agenda Approval Mayor Pro Tem Fouche moved to adopt the agenda. Commissioner Vinson seconded and the motion carried 5/0. Public Hearing Mr. Currie indicated that the current Montreat Zoning Map dated 1993 had many handwritten additions and erasures and the coloring was faded. Mr. Currie recently updated the map to include the handwritten additions that occurred over the years, updated the coloring, as well as making it more user friendly for himself as well as the public. If this map is approved it will be put on the Town of Montreat website and displayed in the Town Services Building for use by everyone in the community. Mr. Currie stated that there were no zoning changes on this map, that is was more of a refinement process and making it more accessible for use by everyone. Commissioner Vinson thanked Mr. Currie for all of his hard work on this project. Mr. Currie advised that this project has been ongoing for almost 3 years. There being no comments from the public, Mayor Helms closed the Public Hearing. Mayor’s Communications Mayor Helms stated that he did not have any communications this evening. Book 14; Page Packet Page 12  Montreat Board of Commissioners Town Council Meeting Minutes September 8, 2016 Consent Agenda Review With the adoption of the Consent Agenda, the Board approved the following items: • August 4, 2016, Public Forum Minutes • August 4, 2016, Town Council Agenda Meeting Minutes • August 11, 2016, Town Council Minutes • Appendix 1 to August 11, 2016, Town Council Meeting Minutes • August 29, 2016, Special Meeting – Texas Road Bridge Motion Language & Possible Resolution to Move Forward as Directed by the Board Town Administrator’s Communications • Interim Town Administrator Al Richardson advised that the Town’s Audit seems to have went very well and he thanked Mr. Stackhouse for all of his hard work gathering the information for the auditors review. • Mr. Richardson advised that the State Office of Budget and Management had just released a population estimate showing that the Montreat population has increased from 730 to 792. • Mr. Richardson thanked Public Works for the immediate cleanup during the recent flooding at the Town Services Building. Administrative Reports Police: Chief Staggs reviewed and presented the August 2016 monthly departmental activity report. Chief Staggs reported on an issue, that he mentioned at last week’s agenda meeting, involving a black car with Alabama license plates that was possibly staying at a Montreat home. This subject had been staying in the Appalachian Way area but he is no longer in the Town. Officer Whitson received an email commendation thanking him for all his hard work in assisting with a situation. This email will become a part of his personnel file. Office Whitson also completed his intoximeter training and he is now considered an expert on this matter. The Montreat Police Department would like to thank the Public Works Crews for their hard work on the Town Services Building Parking Lot as well as the Montreat College students who volunteered their time for the project. Chief Staggs also reflected on memories of Miss Susan Neville who recently passed away. Public Works Director: • Mr. Freeman briefly reviewed the July 1, 2015-June 30, 2016 Solid Waste and Materials Management Annual Report. • Mr. Freeman advised that Public Work Crews had just completed a major clean-up from behind the Public Works Facility all the way up towards the Native Plant Garden. • Mr. Freeman thanked Montreat College for the student volunteers who helped spread gravel in the Town Services Parking Lot. Book 14; Page Packet Page 13  Montreat Board of Commissioners Town Council Meeting Minutes September 8, 2016 • Crews are continuing to mow, trim and side-dress the streets and right-of-ways all over Town. They are also scraping and gravelling all the dirt roads weather permitting. • Mr. Freeman advised that the Water Inventory was completed and the Auditors seemed pleased with the results. • Mr. Freeman advised that Lead and Copper Tests came back with no detections on any Lead and Copper in the 10 Test Houses. This testing is currently on a 3 year cycle. Finance Officer: Mr. Stackhouse presented and reviewed the following monthly reports: • July 2016 Financial Summary Report; • Final July 2016 Detailed Financial Statement; • Preliminary August 2016 Detailed Financial Statement; • Voluntary Reconciliation Fund: $4543.94 Building Inspector/Code Administrator: Mr. Currie presented and reviewed his August 2016 zoning and inspections activity report. Planning and Zoning and Board of Adjustments did not meet during the month. Mr. Currie also reported briefly on the construction on Howerton Hall’s roof. Commissioner Standaert inquired about the ongoing construction at the home behind Welch Field and the change in occupancy status at the President’s House (Anderson House). Mr. Currie advised that a general contractor is making slow progress with the home behind Welch Field. Mr. Currie also advised that Montreat College needed additional space for student housing. The College asked to convert to R3- Commercial/Residential designation. There were minimal things that needed to be accomplished to do this but it will require annual fire inspections Public Comments Mayor Helms reiterated that this Public Comment period was intended for remarks pertaining to items listed on the meeting agenda, including staff reports and communications. Ms. Annie Carlson of Montreat College, wanted to thank the Council for their consideration on the Sign Ordinance. Ms. Carlson urged the Council to vote on this matter tonight if possible. Mr. Don Reid of 127 Shenandoah Terrace, wanted to know where the figure that the Town Administrator quoted as population was gathered from. Mr. Richardson advised that this information came straight from the State Office of Budget and Management. Mrs. Susanne McCaskill of 114 John Knox Rd, wanted to know if she could put silk banners up in her front yards on John Knox Road and Texas Road, just like the College wants to put up in the Town right-of-ways. Book 14; Page Packet Page 14  Montreat Board of Commissioners Town Council Meeting Minutes September 8, 2016 Old Business A. Proposed Revisions to Town of Montreat Official Zoning Map: Commissioner Standaert moves to adopt Ordinance #16-09-0001 amending the Town of Montreat Official Zoning Map. Commissioner Vinson seconded and the motion passed 5/0. B. Request from Montreat College for Approval to Install 30 Light Pole Banners on the Montreat College Campus: Mayor Pro Tem Fouche moved that the Planning & Zoning Commission review this request and report back to Council with their recommendations. Commissioner Standaert seconded the motion. Commissioner Vinson asked if Council could request Planning & Zoning to report back by a certain date. Mr. Currie advised that by General Statute Law the Planning & Zoning Committee had 30 days to review a topic and submit recommendations to the Board. Mr. Currie advised that the Town Council would then need to call for a Public Hearing which would occur the following month. Commissioner Otto asked if there would a way to expedite this process since the decision process will delay the College’s plans significantly. Mr. Currie advised that the General Statutes outline a specific set of procedures that must be followed in order to allow time for specific noticing policies and public comment periods. Mayor Pro Tem Fouche asked what the shortest amount of time would be before a vote could be explored. Mr. Currie advised that it could potentially be a couple of months away. This motion carried 5/0. New Business A. Reimbursement of Town Employees for Unexpected Medical Costs: Mr. Richardson advised that he does not want to remove this from the forefront of the Council’s mind but it is possible that one individual will get reimbursement from United HealthCare for unexpected increased deductibles. B. Resolution #16-09-01 Honoring Susan Neville: Commissioner Vinson moved to adopt Resolution #16-09-01 Honoring Susan Neville. Mayor Pro Tem Fouche seconded and the motion carried 5/0. Public Comments-Other Topics Mayor Helms reiterated that the Public Comment period were for remarks pertaining to public business items not listed on the meeting agenda, including any reports or communications from other community entities. Mrs. Martha Campbell of 149 Maryland Place, wanted to express her appreciation to the Montreat College students who helped clean out invasive knotweed and spreaded gravel in the Town Services Building parking lot. Several members of Montreat Landcare volunteered: O’Neil Tate, Maggie Ray, Steve and Jane Sewell, David Smith and Gill Campbell. Mrs. Campbell also Book 14; Page Packet Page 15  Montreat Board of Commissioners Town Council Meeting Minutes September 8, 2016 expressed her thanks to Public Works Crews who provided tools and equipment from home for the students to use. Mr. Tanner Pickett of 102 Walker Street represented Montreat Conference Center, expressed their appreciation for the students who volunteered on their property. Mr. Pickett also reported on the DisGRACE Conference which covers racism in the church. This will be a large and exciting conference in October. Ms. Annie Carlson of Montreat College, thanked the Board for their consideration on the Sign Ordinance. Ms. Carlson also thanked the Town for taking the time to invest in the students. Ms. Carlson also announced an upcoming CyberSecurity Conference which will involve an interesting group of speakers. Mr. Don Reid of 127 Shenandoah Terrace, wanted the Board to consider asking the Town Attorney if there was a way to expedite the process to vote on the Sign Ordinance changes for Montreat College. Mr. Reid also had questions about why an item involving “In God We Trust” was considered too controversial and was removed from the agenda. Mr. Reid would like to know who originally put it on the agenda and why it was removed and what exactly the presentation would have entailed. Mr. Joe Standaert of 118 Shenandoah Terrace, announced that the Swannanoa Valley Museum has been remodeled and recently reopened and invited all to visit the new improved facility. Commissioner Communications Commissioner Vinson reported that the Town of Montreat had recently received a certificate for its 11th year of being a Certified Community Wildlife Habitat in the Nation. Montreat was actually 8th in the nation to receive this recognition. Commissioner Vinson also reported that Montreat hosted an event earlier in the day for NC Commissioner of Agriculture Steve Troxler, Buncombe County Commissioner David Gantt and other dignitaries who stopped by to visit and commend our Hemlock Restoration efforts. Mayor Tim Helms and Mr. John Johnson spoke at the event and a good time was had by all. Mayor Pro Tem Fouche briefly shared the titles of two books that she recently read which she is going to share with the Montreat Town Hall Committee. Mayor Pro Tem Fouche hopes that the Town Hall Committee will be able to start with a clean slate and look at all angles before making a decision. Commissioner Standaert mentioned that Richard Sharp Smith had designed Anderson Auditorium. Commissioner Standaert also mentioned that for any Montreat history you should visit the Presbyterian Heritage Center. Book 14; Page Packet Page 16  Montreat Board of Commissioners Town Council Meeting Minutes September 8, 2016 Commissioner Otto announced that a lot of Montreat College’s sport activities had started and invited everyone to come watch some games. Commissioner Otto also reflected on the late Miss Susan Neville. Upcoming Meeting Dates Mayor Helms reviewed the following list of upcoming meeting dates and deadlines: Montreat Tree Board: September 27, 2016, 10:00 a.m. Town Services Building Montreat Landcare: October 5, 2016, 9:00 a.m. Swannanoa Room Allen Building October Town Council Agenda Meeting: October 6, 2016, 7:00 p.m. Public Forum begins at 6:30 p.m. Walkup Building October Town Council Meeting: October 13, 2016, 7:00 p.m. Walkup Building Adjournment There being no further business, Commissioner Vinson moved to adjourn the Town Council Meeting. Mayor Pro Tem Fouche seconded and the motion carried 5/0. The meeting was adjourned at 8:07 p.m. Tim Helms, Mayor Angela Murphy, Town Clerk Book 14; Page Packet Page 17  MONTHLY POLICE STATISTICS REPORT SEPTEMBER 2016 2015 2014 2013 2012 Mileage 2959 3395 2546 2916 3060 Dispatched Calls 102 113 74 121 88 Officer-Initiated Calls 272 215 206 217 284 Fire/EMS Assistance Calls 4F/2E 5F/2E 4F 5F 3E 4 Motorist/Other Assistance Calls 54 50 39 51 28 Traffic Stops 42 50 42 40 24 Parking Issues 7 4 5 7 9 Burglar/Fire Alarm Responses 1B/1F 3B 4B 4B 6 Residential House/Building Checks 282 233 264 116 87 Ordinance violations 19 16 18 9 17 LE Agency Assistance Calls 11 13 16 22 47 Animal Calls 2 9 2 8 2 Larcenies 0 0 2 0 0 B&E Calls 0 1 1 0 0 Suspicious Person/Vehicle Investigations 25V/2P 15V/5P 8V 9P 12V 5P 16 Disturbance Calls 6 4 3 3 15 Accident Responses 0 0 0 0 4 Auxiliary Hours Worked 32R/24T 32R 40R 36/O 32R 88/O 32R 48/O Truck turns at gate 0 0 1 4 7 • Town Service: 506 • MRA Service: 175 • College Service: 29 • On 09/02/2016 MPD received a call reference a subject refusing to return a dog to its owner on Greybeard. Officer Blevins got involved and returned the dog to its owner. • On 09/04/2016 MPD while on patrol found 6 stopwatches on Assembly Drive near the creek. A found property report was made. Investigation continues. On this same date, MPD received a report of 2 lost dogs around Lookout area. The dogs were found and returned to owner. On this same date, MPD participated in a GHSP with SHP, BMPD, and BCSD. • On 09/07/2016 the owner of the dog incident on 09/02 came by the PD and spoke very highly of Officer Blevins and his assistance in getting her dog back. • On 09/08/2016 MPD received a call from Campus Police Department reference a student threatening to hurt himself. MPD assisted. Also on this date MD received an email from a home owner on Appalachian Way to enter his residence to check for possible damage to his home. • On 09/09/2016 two MPD Officers gained entrance to the residence from 09/08 and helped process the scene with BMPD for evidence found at the residence. • On 09/16/2016 Officer Whitson successfully completed a weeks training and is now a certified radar operator (Slow Down Montreat). Packet Page 18 • On 09/28/2016 the MPD Chief received a nice out-of-state phone call from a home owner thanking Officer Ed Teters for spot checking his residence. • On 09/29/2016 Master Patrol Officer David Arrant completed an intense two-week General Instructor Certification from the state of NC. This is the first MPD Officer state certified since Jack Cordell in the 90s. Great Job Dave! (I know reduced your life expectancy by at least 1 year, but Montreat now has an in-service instructor for state mandated training). Notes:  The MPD and Town shredded approximately 2070 pounds of non-compliant state and federal paperwork. We are now compliant with the correct number of years that we have to maintain our paperwork and will follow an annual schedule of shredding going forward.  The Town Hall Offices are now fully alarmed.  MPD is hoping to start on a new evidence storage room the next couple of months.  I would like to thank ALL town employees for their help within on the projects completed (i.e. ; getting a real desk for Angie; reorganizing the interior space of the Town Service Building…a work in progress; the cleanup, organization, and landscaping of the parking area and behind MRAs maintenance building)  Swannanoa, Oteen, and Black Mountain areas have recently had a significant number of car B&E’s (between 12 to 20). Suspects are 2 white males and 1 white female. These subjects were seen checking for UNLOCKED vehicles and thousands of dollars have been stolen from these UNLOCKED vehicles. Please secure your vehicles and report any suspicious activity by calling dispatch. Packet Page 19  General Fund Statement of Revenues, Expenditures, and Changes in Fund Balances For the Period Ended August, 2016 Actual to Statement FYE 2017 Previously Current FYE 2017 FYE 16 Comparison FYE 2017 Budget % Period Variance 8/31/15 Budgeted Reported Month YTD Actual YTD Actual Remaining Budget 2 Revenues: Ad valorem taxes $ 953,900.00 $ - $ 953,900.00 Other taxes and licenses $ 413,700.00 $ - $ 413,700.00 Unrestricted intergovernmental $ 105,500.00 $ - $ 105,500.00 Permits and Fees $ 45,700.00 $ 1,235.00 $ 6,307.09 $ 7,542.09 $ 10,196.90 $ 38,157.91 Community Service Fee $ 45,000.00 $ 9,514.00 $ - $ 9,514.00 $ 30,086.00 $ 35,486.00 Sales and Services $ 13,000.00 $ 1,219.00 $ 473.00 $ 1,692.00 $ 1,287.09 $ 11,308.00 Investment earnings $ 2,200.00 $ 165.17 $ 160.92 $ 326.09 $ 139.58 $ 1,873.91 Other revenues $ 4,000.00 $ 3,244.10 $ 869.77 $ 4,113.87 $ 1,482.00 $ (113.87) Subtotal - Normal Operating $ 1,583,000.00 $ 15,377.27 $ 7,810.78 $ 23,188.05 $ 43,191.57 $ 1,559,811.95 1.46% 16.67% -15.20% -13.76% Restricted intergovernmental $ 173,200.00 $ - $ 56,767.79 $ 173,200.00 Contributions - Landcare $ - $ - $ - $ - Contributions - Open Space $ - $ - $ - $ - Total Revenues 1,756,200.00 15,377.27 7,810.78 23,188.05 $ 99,959.36 1,733,011.95 1.32% 16.67% -15.35% -12.17% Expenditures: Governing Body $ 85,500.00 $ 798.07 $ 5,364.09 $ 6,162.16 $ 9,444.18 $ 79,337.84 7.21% 16.67% 9.46% 7.65% Administration $ 292,400.00 $ 47,032.33 $ 19,398.16 $ 66,430.49 $ 53,137.64 $ 225,969.51 22.72% 16.67% -6.05% -2.12% Public Buildings $ 140,300.00 $ 33,685.99 $ 517.46 $ 34,203.45 $ 35,639.51 $ 106,096.55 24.38% 16.67% -7.71% -8.80% Police $ 369,000.00 $ 26,986.17 $ 28,410.21 $ 55,396.38 $ 66,693.26 $ 313,603.62 15.01% 16.67% 1.65% -1.58% Building & Zoning $ 84,200.00 $ 8,093.47 $ 5,917.32 $ 14,010.79 $ 13,846.71 $ 70,189.21 16.64% 16.67% 0.03% -0.18% Public Works $ 80,400.00 $ 7,075.97 $ 5,755.16 $ 12,831.13 $ 14,694.21 $ 67,568.87 15.96% 16.67% 0.71% -0.40% Streets $ 695,000.00 $ 18,329.14 $ 13,799.61 $ 32,128.75 $ 39,223.04 $ 662,871.25 4.62% 16.67% 12.04% 13.58% Powell Bill $ - $ - $ - $ - $ 1,400.28 $ - 0.00% 16.67% 0.00% 14.17% Sanitation $ 114,200.00 $ 6,326.29 $ 9,258.81 $ 15,585.10 $ 19,250.52 $ 98,614.90 13.65% 16.67% 3.02% -0.28% Env/Cons/Rec $ 18,000.00 $ - $ - $ - $ - $ 18,000.00 0.00% 16.67% 16.67% 16.67% Total expenditures 1,879,000.00 $ 148,327.43 $ 88,420.82 $ 236,748.25 $ 253,329.35 $ 1,642,251.75 12.60% 16.67% 4.07% 6.58% Revenues over expenditures (122,800.00) $ (132,950.16) $ (80,610.04) $ (213,560.20) $ (153,369.99) $ 90,760.20 Other financing sources (uses): Transfer to/from Water Fund $ - $ - $ - $ - $ - Fund Balance Appropriated: $ 122,800.00 $ - $ - $ - $ - $ 122,800.00 Total other financing sources $(uses) 122,800.00 $ - $ - $ - $ - $ 122,800.00 Revenues and other sources over expenditures and other uses $ - $ (132,950.16) $ (80,610.04) $ (213,560.20) $ (153,369.99) $ 213,560.20 Expenditure Recap: Salaries & Benefits $ 926,700.00 $ 81,493.25 $ 66,389.40 $ 147,882.65 $ 166,089.45 $ 778,817.35 Other Operating $ 399,800.00 $ 64,524.38 $ 21,893.48 $ 86,417.86 $ 87,239.90 $ 313,382.14 CIP/Grant Projects $ 552,500.00 $ 2,309.80 $ 137.94 $ 2,447.74 $ - $ 550,052.26 Total Expenditures $ 1,879,000.00 $ 148,327.43 $ 88,420.82 $ 236,748.25 $ 253,329.35 $ 1,642,251.75 Packet Page 20  Water Fund Statement of Revenues, Expenditures, and Changes in Fund Balances For the Period Ended August, 2016 Actual to Budget Statement FYE 2016 Previously Current FYE 2016 FYE 15 Comparison FYE 2016 Percent Period Variance 8/31/15 Budgeted Reported Month YTD Actual YTD Actual Remaining Budget 2 Revenues: Ad valorem taxes $ - $ - Other taxes and licenses $ - $ - MRA Comm Svc Fee $ - $ - $ - Permits and Fees $ - $ - Sales and Services $ 308,500.00 $ 32,387.83 $ 26,698.72 $ 59,086.55 $ 60,444.29 $ 249,413.45 Investment earnings $ 500.00 $ 20.08 $ 19.79 $ 39.87 $ 13.28 $ 460.13 Other revenues $ 27,500.00 $ 508.49 $ 203.01 $ 711.50 $ 2,485.29 $ 26,788.50 Subtotal - Normal Operating $ 336,500.00 $ 32,916.40 $ 26,921.52 $ 59,837.92 $ 62,942.86 $ 276,662.08 Restricted intergovernmental $ - $ - Total revenues $ 336,500.00 $ 32,916.40 $ 26,921.52 $ 59,837.92 $ 62,942.86 $ 276,662.08 17.78% 16.67% 1.12% 2.58% Expenditures: Water Department $ 336,500.00 $ 3,653.68 $ 2,879.45 $ 6,533.13 $ 13,583.62 $ 329,966.87 1.94% 16.67% 14.73% 12.51% Total expenditures $ 336,500.00 $ 3,653.68 $ 2,879.45 $ 6,533.13 $ 13,583.62 $ 329,966.87 1.94% 16.67% 14.73% 12.51% Revenues over expenditures $ - $ 29,262.72 $ 24,042.07 $ 53,304.79 $ 49,359.24 $ (53,304.79) 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 $ - $ 29,262.72 $ 24,042.07 $ 53,304.79 $ 49,359.24 $ (53,304.79) Expenditure Recap: Salaries & Benefits $ - $ - $ - $ - $ - Other Operating $ 279,500.00 $ 3,653.68 $ 2,879.45 $ 6,533.13 $ 13,583.62 $ 272,966.87 CIP/Grant Projects $ 57,000.00 $ - $ - $ - $ 57,000.00 Total Expenditures $ 336,500.00 $ 445,641.85 $ 2,879.45 $ 6,533.13 $ 13,583.62 $ 329,966.87 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 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 Packet Page 42 Packet Page 43 Packet Page 44 Packet Page 45 Packet Page 46 Packet Page 47 Packet Page 48  TOWN OF MONTREAT BOARD OF COMMISSIONERS REQUEST FOR BOARD ACTION Meeting Date: October 13, 2016 SUBJECT: Proposed Revisions to Town of Montreat Zoning Ordinance, Articles V & X, Allowing Lighting Pole-Mounted Banners AGENDA INFORMATION: Agenda Location: Old Business Item Number: A Department: Planning and Zoning Contact: David Currie Presenter: David Currie BRIEF SUMMARY: The subject of allowing Lighting Pole-Mounted (LPM) banners first surfaced during the Wayfinding Advisory Committee meetings in 2013 at the request of Montreat College. Recently, the College requested that the Town reconsider incorporating provisions in the zoning ordinance to allow these banners to be displayed. At the direction of Council, Montreat Planning and Zoning Commission met last month to discuss the topic and provided recommended guidelines which staff has prepared as suggested ordinance language. RECOMMENDED MOTION AND REQUESTED ACTIONS: To call for a Public Hearing on November 10, 2016 at 7:00 p.m. or as soon thereafter as possible to discuss proposed revisions to Montreat Zoning Ordinance, Article V, Section 501: Definitions and Article X, Section 1005.2: Signs Allowed in the Institutional/Residential and Institutional Zoning Districts FUNDING SOURCE: None ATTACHMENTS: Proposed Revisions to MZO Article V, Section 501: Definitions and Article X, Section 1005.2: Signs Allowed in the Institutional/Residential and Institutional Zoning Districts STAFF COMMENTS AND RECOMMENDATIONS: The Wayfinding Advisory Committee did a lot of work in consideration of LPM banners, as well as in developing a comprehensive document to inform decision making for Montreat’s Wayfinding signage needs for years to come. At that time, the topic of LPM banners was “shelved” due to concerns over the Town’s ability to effectively regulate the placement and content of banners. A recent federal judiciary decision effectively curtailed the ability of any governmental entity to regulate signs based upon content. This is an extremely important factor to consider in deciding whether to allow banners on lighting poles located on street right-of-way owned by the Town. At the direction of Council, staff has “fast tracked” this item as much as possible so that it may be included in your agenda packet tonight. The suggested ordinance language contains specific recommendations put forth by Planning and Zoning, as well as some definitions that are necessary for the sake of clarification. Please be advised that this revision to the sign ordinance, if passed, still leaves unaddressed the numerous other inconsistencies of our sign ordinance brought to light by the Supreme Court ruling. \\tom-server\datashare\BOC\Board Action Requests\2016 Requests\REQUEST_Pole_Banners\REQUEST_MZO_Light_Pole_Banners_Call_for_Public_Hearing_10132016.docx Packet Page 49  TOWN OF MONTREAT ZONING ORDINANCE ARTICLE V – DEFINITIONS (Revised 3/08/2001); (Revised 10/12/2006); (Revised 5/10/2007) (Revised 3/13/2008); (Revised 10/08/2009); (Revised (9/12/2013) 501 Definitions. --------------------------------------------- >>> Break <<< ----------------------------------------------- Antenna Dimensions: The length, width, or depth of an antenna, not including any part of its support Structure. Banner: A sign, usually made of flexible material that has limited durability - such as paper, woven cloth or plastic. • Light Pole-Mounted, Banner: A vertically-oriented rectangular banner that is mounted on a public utility lighting pole by removable, rigid structural supports securing the top and bottom edges of the sign. • Free-Standing, Banner: A banner supported at each end by rigid structural shafts, such as poles, posts, trees or equivalent strength vertical members, anchored to the ground or to bases of sufficient mass to resist overturning due to wind force. • Attached, Banner: A banner supported by attachment to the face of a building by anchor points spaced at regular intervals about its perimeter. Bed and Breakfast, Home: A private owner-occupied residence with one to four guest rooms where overnight accommodations and a morning meal are provided to transients for compensation and where the bed and breakfast use is subordinate and incidental to the main residential use of the building. The homeowner shall reside on site and employment shall not exceed one full-time employee in addition to the owner. --------------------------------------------- >>> Break <<< ----------------------------------------------- Packet Page 50  TOWN OF MONTREAT ZONING ORDINANCE ARTICLE X - SIGN REGULATIONS (Revised 6/10/2004); (Revised 7/13/06); (Revised 8/14/2008); (Revised 5/8/2014) 1005.2 Signs Allowed in the Institutional/Residential and Institutional Zoning Districts ----------------------------------------- >>> Break <<< ------------------------------------------------ 1005.25 Honorarium Signs. Honorarium Signs shall be permitted if the size and scale are deemed proportionate to the structure and location whereon displayed. Signs may be located on existing rocks, buildings or other structures as approved by the lead entity. Signs shall be constructed of stone or bronze and securely anchored so as to prevent dislocation by weathering or impact. Signs erected above walkways or other areas of public assembly shall be subject to approval by the Building Inspector for adequate anchorage and structural support. 1005.26 Light Pole-Mounted Banners. Light pole-mounted banners shall be permitted only in the Town Center Overlay (TCO) District in locations and quantities as described herein. Banner support structures shall only be permitted on private property, and if attached to existing lighting poles in conformity with current policies established by the regulating utility and their agreement with the Town. The maximum number of pole-mounted banner support structures that shall be permitted, per property owner, is ten (10). Individual Banner size shall not exceed thirty (30) square feet in aggregate surface area (double-faced), or the maximum area allowed by established policies of the regulating utility – whichever provision is more restrictive. Specific guidance as to the maximum size, height above grade and pedestrian ways, attachment, etc. is available from the regulating utility, and a copy is available for review at the office of the Zoning Official. Banner display structures shall be properly maintained by the permittee, and removed, if unadorned by banner(s) for more than forty- eight (48) hours. 1005.2627 Educational Signs. Signs that supply information about people, facilities, natural features or other areas of educational or historical interest shall be permitted as Educational Signs. The content of educational signs is subject to review and approval by the Town. Maximum size of such free-standing signs shall not exceed twelve (12) square feet in surface area for pedestal-mounted structures. 1005.3 Temporary Signs Allowed in All Zoning Districts. Temporary signs, flags, or banners advertising the initial openings of businesses, establishments, special events or special sales may be permitted provided the location of such signs is approved by the Zoning Official. Such signs may be free-standing or attached to Packet Page 51  any part of the Building wall and said sign shall not exceed thirty (30) square feet in aggregate surface area and shall meet all other requirements. ----------------------------------------- >>> Break <<< ------------------------------------------------ Packet Page 52  TOWN OF MONTREAT P. O. Box 423 Montreat, NC 28757 Tel: (828)669-8002 Fax: (828)669-3810 www.townofmontreat.org October 13, 2016 State of North Carolina Department of Environment and Natural Resources Division of Water Quality RE: NPDES Stormwater Permit Application Duly Authorized Representative Designation Dear Sir or Madam: On October 13, 2016, the Montreat Board of Commissioners unanimously appointed David E. Currie as the Town’s authorized representative to apply for the National Pollutant Discharge Elimination System (NPDES) permit. Mr. Currie serves as the Code Administrator/Building Inspector and has oversight and responsibility over stormwater matters. Sincerely, Tim Helms Mayor Packet Page 53  TOWN OF MONTREAT BOARD OF COMMISSIONERS REQUEST FOR BOARD ACTION Meeting Date: October 13, 2016 SUBJECT: Mecklenburg Circle Waterline Proposal AGENDA INFORMATION: Agenda Location: Item Number: Department: Public Works Department Contact: Steve Freeman Presenter: Steve Freeman BRIEF SUMMARY: As directed by council and in accordance with the approved Capital Improvement Plan. This proposal submitted by McGill Associates allows them to draw up plans and submit them to the North Carolina Division of Water Quality to obtain proper permits to construct a waterline on Mecklenburg Circle. RECOMMENDED MOTION AND REQUESTED ACTIONS: To award the proposal from McGill Associates in the amount of $4300 and to authorize the Mayor and Town Administrator to execute the necessary related documents. FUNDING SOURCE: Water Department Capital Outlay 30-91-8100-730 ATTACHMENTS: McGill Proposal for Mecklenburg Circle Water Line Project ADMINISTRATOR’S COMMENTS AND RECOMMENDATIONS: Packet Page 54 Packet Page 55 Packet Page 56  TOWN OF MONTREAT BOARD OF COMMISSIONERS REQUEST FOR BOARD ACTION Meeting Date: October 13, 2016 SUBJECT: Appointment of Al Richardson as Deputy Finance Officer AGENDA INFORMATION: Agenda Location: New Business Item Number: D Department: Administration Contact: Stefan Stackhouse, Finance Officer Presenter: Stefan Stackhouse, Finance Officer BRIEF SUMMARY: Because The Town Administrator signs our checks and the Finance Officer does not, we need the Town Administrator appointed as Deputy Finance Officer to be in compliance with State Law. RECOMMENDED MOTION AND REQUESTED ACTIONS: To appoint Al Richardson as Deputy Finance Officer. FUNDING SOURCE: None ATTACHMENTS: None STAFF COMMENTS AND RECOMMENDATIONS: None C:\Users\mgedlinske\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\YJ6NZ12M\Board Action Request Dep Fin Officer (2).docx Packet Page 57