City Council
Regular MeetingMontreat, NC · January 5, 2017
Minutes
Town of Montreat
Board of Commissioners
Town Council Public Forum
January 5, 2017
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
Barry Creasman, Senior Water Operator
Angie Murphy, Town Clerk
Steve Freeman, Public Works Director
Jack Staggs, Chief of Police
Call to Order
Approximately 18 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 Gilliland moved to adopt the agenda as presented. Commissioner Vinson seconded
and the agenda was approved 5/0.
Public Forum
Mrs. Grace Nichols of 527 Suwannee Drive, spoke to her desire to keep the Agenda Meetings in
place. Mrs. Nichols feels the Agenda Meeting provides the Commissioners and the Public one full
week to review, research and consider the possible impact of upcoming issues. The Agenda
Meeting also equips the public with at least one week to share their thoughts with the
Commissioners. The Public evaluates the performance of its elected officials by what happens in
meetings. Many want to see the decision making process in action for transparency. Mrs. Nichols
feels that the Agenda is a business meeting for the Board in which the public is allowed to attend.
Mrs. Ruth Currie of 104 John Knox Road submitted an email as read by Mrs. Grace Nichols, stated
that Montreat Town Council used to only have 1 meeting per month until a really bad decision was
made. The Town Council itself mandated an agenda to allow time for research and to understand
the pros and cons of issues before them. Mrs. Currie feels that it will be detrimental to the Board
if they do away with the Agenda meeting.
Book 16; Page
Montreat Board of Commissioners
Public Forum Minutes
January 5, 2017
Mr. Wade Burns of 232 North Carolina Terrace, wants to reinitiate conversation about the
possibility of voluntary annexation up at the old Foreman property on Greybeard. Mr. Burns had
broached this topic several years ago with the previous Commission but felt it got bogged down in
the gap between what might work between property owners and the Board. Mr. Burns stated
that the roads are already in place as well as 6 inch water lines and it makes sense financially. Mr.
Burns would like to meet individually or in small groups to get familiar with the concepts involved.
Commissioner Standaert asked Mr. Burns how many homeowners were interested in the
possibility of voluntary annexation. Mr. Burns stated that there were several ordinances that
made it virtually impossible for homeowners to use their property without changes to the
ordinance structure. Mr. Burns stated there are not any residents who are not in favor of
voluntary annexation as long as their properties are usable. Voluntary annexation requires 100%
of property owners support. Former Town Administrator Ron Nalley was supposed to draft a letter
to the property owners to notify them of the possibility of voluntary annexation and that letter
was never sent. Commissioner Standaert asked Interim Town Administrator Al Richardson to find
the letter and provide it to Mr. Burns. It was decided that conversation would be reinstated
about this topic.
Mr. Tom Frist of 98 Frist Road, feels that a committee should be formed to discuss evacuation
plans within the different areas in Montreat. Mr. Frist also mentioned the idea of a used fire
engine to remain in the Lookout area with volunteers to man in the event of an emergency.
Mayor Helms mentioned that there was an evacuation plan in place. Chief Jack Staggs stated that
there are different scenarios which will require different evacuation options.
Mrs. Grace Nichols of 527 Suwannee Drive, feels there should be evacuation plans based on the
seasons: summer vs. winter; college students vs. full time residents. Commissioner Vinson stated
that Montreat Landcare and the Montreat Tree Board are going to work on ways to disseminate
information about firewise safety as well as evacuation plans in the event of a fire or extremely dry
weather.
Mrs. Shannon Ingersoll of 124 Eastminster Terrace, was concerned about speeding problems from
Upper Lookout above the maintenance shed down to Missouri Road. Chief Staggs said he would
speak with Officer Whitson who is radar certified to patrol the area at night as well as using the
speed sign.
Book 16; Page
Montreat Board of Commissioners
Public Forum Minutes
January 5, 2017
Adjournment
There being no further discussion, Commissioner Gilliland moved to adjourn the Public Forum
Meeting. Commissioner Standaert seconded and the motion carried 5/0. The meeting was
adjourned at 7:03 p.m.
__________________________________ ______________________________________
Tim Helms, Mayor Angie Murphy, Town Clerk
Book 16; Page
Agenda
Town of Montreat
Board of Commissioners
Town Council Meeting
January 5, 2017 – 7:00 p.m.
Walkup Building
I. Call to Order
• Pledge of Allegiance
• Moment of Silence
II. Agenda Adoption
III. Presentation to Council: Town Hall Committee with Commissioner Questions
IV. Mayor’s Communications
V. Consent Agenda
A. Meeting Minutes Adoption
• December 1, 2016, Town Council Agenda Meeting Minutes
• December 8, 2016, Public Forum Meeting Minutes
• December 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.
VI. Town Administrator’s Communications
• Consent Agenda Review
• Other Topics
VII. Administrative Reports
• Police Chief
• Public Works Director
• Finance Officer
• Building Inspector/Code Administrator
VIII. Public Comment – Agenda Items
Public comments will be heard during this period for only those items listed on the meeting
agenda.
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Montreat Board of Commissioners
Town Council Meeting
January 5, 2017
IX. Old Business
A. Town of Montreat as a welcoming municipality.
• Suggested Motion for February: Move to add the phrase “to welcome all to the
Town of Montreat” to the Montreat Board of Commissioners Mission Statement
for adoption at the February Council Meeting. To read as follows: “To seek ways
to welcome all to the Town of Montreat, to maintain and improve the quality of
life, preserve the natural beauty and promote responsible growth while
maintaining our community image, heritage and traditions.”
• Suggested Motion for February: Move to design and install a Town of Montreat
Welcoming Sign which will also include Tree City USA and Wildlife Community
Designations and indicate that the Town of Montreat is home to the Montreat
Conference Center, Montreat College and other institutions as deemed
appropriate.
X. New Business
A. Sanitation Department Vehicle Purchase – 2017 Ford F550
• Suggested Motion: To approve the purchase of a 2017 Ford F550 truck from Ken
Wilson Ford in the amount of $63,411.25, by paying off the full amount instead
of financing over a five year period, this will save the Town $4,212.31 in finance
fees and to authorize the Mayor and Town Administrator to execute the
necessary contract documents.
B. Street Department Sander/Spreader Purchase
• Suggested Motion: To approve the purchase of a Sander/Spreader from Jim
Campen in the amount of $4,761.50.
C. Street Department Ice Melt Spreader
• Suggested Motion: To approve the purchase of an ice melt and traction aid
spreader from Jim Campen in the amount of $1,625.33.
D. Florida Terrace Property Workshop
• Suggested Motion: Schedule a workshop on
_________________at____________ am/pm in the_______________Building to
start discussion of options of the Florida Terrace Property.
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Montreat Board of Commissioners
Town Council Meeting
January 5, 2017
E. Agenda Meeting
• Suggested Motion: Move to do away with the agenda meetings and move the
public forum 30 minutes prior to regular meeting.
F. Regular Meeting
• Suggested Motion: Move to reschedule regular meeting from the 2nd Thursday
of every month to the 1st Thursday of every month.
G. Discussion of Town Hall Committee Report and Possible Action
H. Discussion of the Report from the DOT Meeting in Raleigh and the status of the
requirements outlined by DOT for reimbursement of funds to the Town of Montreat.
XI. 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.
XII. Commissioner Communications
XIII. Meeting Dates
January Town Council Meeting: January 12, 2017, 7:00 p.m.
Walkup Building
Town Offices Closed: January 16, 2017
Martin Luther King Holiday
Sanitation resumes on Tuesday, Jan 17th
Montreat Tree Board: January 24, 2017, 9:00 a.m.
Town Service Offices
Montreat Board of Adjustment: January 26, 2017, 7:00 p.m.
Walkup Building
Montreat Landcare: February 1, 2017, 9:00 a.m.
Allen Building
Swannanoa Room
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Montreat Board of Commissioners
Town Council Meeting
January 5, 2017
XIV. Closed Session
• Suggested Motion: To enter into Closed Session in accordance with NCGS
§143-318.11(6) for discussion of a personnel matter
XV. Adjournment
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