Standing Committee

Town of Summerville, sc Standing Committees of Council Monday, September 11, 2023 – 5:30PM Council Chambers – Annex Building – 200 South Main Street AGENDA 1. Parks and Recreation Committee: Bob Jackson (Chair), Aaron Brown, Kima Garten-Schmidt Staff Liaison: Amy Evans a. Project Updates 1. Huger Playground 2. Summerville Ashley River Preserve b. Review of potential design and funding sources for Doty Park splash pad 2. Planning and Development Committee: Terry Jenkins (Chair), Russ Touchberry, Bob Jackson Staff Liaison: Jessi Shuler a. Request by the Town of Summerville to annex TMS# 152-00-00-269, located along the Sawmill Branch Canal behind 118 Sellars Cir., and totaling approximately 1.8 acres. Currently zoned TRM, in Dorchester County and will be zoned PL, Public Lands, upon annexation into the Town of Summerville’s municipal limits. (Council District 5) Planning Commission held a public hearing and made a recommendation for approval at their meeting on August 21, 2023. b. Discussion of rezoning and annexation public hearing signage 3. Public Safety Committee: No meeting for September Terry Jenkins, Aaron Brown Staff Liaisons: Chief Doug Wright and Chief Brent Melcher Page 2 – September 11, 2023 4. Public Works and Committee on Water Supply: Kima Garten-Schmidt (Chair), Russ Touchberry Staff Liaison: Russ Cornette a. Discussion of a new mid-block crosswalk on South Main Street near South Hampton Street. b. Quit-claim deed request for a portion of the unimproved right-of-way for East Third South Street c. Discussion of new mid- block crosswalk on West Carolina Avenue near Laurel Street. d. Discussion of Debris Management Site on Stokes Bridge Road 5. Finance Committee: a. Presentation of August 2023 Financial Reports b. Financial Requisitions: 1. Authorization to issue a purchase order to Coast Construction Group in the amount of $228,341.14 for the construction of a sidewalk along West First North Street. Funding to come from CDBG funds. 2. Authorization to issue a purchase order to Mini-Mixer, LLC in the amount of $33,600.00 for a two-yard concrete mixer. $11,200 to come from Stormwater fund balance, $11,200 to come from municipal impact fees, and $11,200 to come from Parks and Recreation Impact fees. Mixer will be assigned to and operated by the Street Department. 3. Authorization to issue a purchase in the amount of +/- $55,292.25 to MES for the purchase of 15 sets of turnout gear, shipping cost not included. Request from Fire Department. Funds to come from budgeted operating funds. 4. Authorization to issue a purchase order to Blanchard Machinery in the amount of $129,343.00 for a Caterpillar 420 Backhoe. This is on state contract. Funds to come from park and recreation impact fees. Request from the Parks and Recreation Department. 5. Authorization to issue a change order to Southeast Pipe Survey in the amount of $40,860.00 to add 180 feet of 24” CIPP (cured in place pipe) liner to a current estimate for work in the Scott’s Mill subdivision. Funds to come from Storm Water Fund Balance c. Surplus Requests: 1. Authorization to declare the Fire Department’s 1993 Pierce Arrow fire engine as surplus and to further authorize the sale of the vehicle. 2. Authorization to declare WT 126 (Pipehunter combination sewer vac/ jetter trailer) from the Stormwater Department as surplus and to further authorize the sale of that equipment. Proceeds to go to Stormwater Fund Balance. Page 3 – September 11, 2023 d. Miscellaneous 1. Authorization to enter into a contract with Creech & Associates for architectural services for municipal public safety facilities. 2. Consideration of a Revised Fund Balance Policy e. Finance Committee Executive Session: N/A f. Other Business 1. Action to be taken by Finance Committee related to Executive Session g. Discussion of Proposed / Upcoming Council Agenda Items h. Adjourn from Finance Committee  ORDINANCE TO ANNEX TO, AND INCORPORATE WITHIN THE CORPORATE LIMITS OF THE TOWN OF SUMMERVILLE, THE PARCEL OWNED BY THE TOWN OF SUMMERVILLE, ADJACENT TO THE BOUNDARY LINE OF THE TOWN, AS DESCRIBED ON THE DEED AND RECORDED PLAT ATTACHED HERETO AND INCORPORATED BY REFERENCE: WHEREAS, the Town of Summerville, as owner of the real estate designated as Dorchester County TMS #152-00-00-269, located along the Sawmill Branch Canal behind 118 Sellars Circle and totaling approximately 1.8 acres, requests to annex said property into the Town of Summerville. NOW, THEREFORE BE IT ORDAINED by the Mayor and Members of Town Council duly assembled; SECTION I. That the described land on the attached deed and recorded plat, contiguous to the boundary of the Town of Summerville is hereby annexed to, taken into and made a part of the Town of Summerville and including the public roadway(s) immediately adjacent to the property lines of the parcel for the purposes of providing public service to the parcel. SECTION II. That the property above described and hereby annexed shall be Zoned PL “Public Lands” and be classified as “Public Lands” under the Zoning Ordinance of the Town of Summerville. Ratified this _______ day of ____________, 2023 A.D. Ricky Waring, Mayor Beth Messervy, Town Clerk PUBLIC HEARING: _______August 21, 2023___ FIRST READING: _____ ________ _______ SECOND READING: ________ _________  Annexation & Zoning to PL 543 KING CHARLES CIR 599 KING CHARLES CIR 105 BOONE DR 541 KING CHARLES CIR 539 KING 104 BOONE DR CHARLES CIR 537 KING CHARLES CIR 101 PLANTATION DR 535 KING CHARLES CIR 533 KING CHARLES CIR 102 PLANTATION DR 531 KING CHARLES CIR 530 KING CHARLES CIR 529 KING CHARLES CIR 103 KENT CT 528 KING CHARLES CIR 527 KING CHARLES CIR 100 KENT CT 523 KING CHARLES CIR 521 KING CHARLES CIR 519 KING CHARLES CIR 517 KING CHARLES CIR 8/14/2023 1:1,551 Summerville Addresses Low Resolution 15m Imagery 0 0.01 0.03 0.06 mi Zoning Districts HighAnnexation ResolutionRequest 60cm Imagery 0 0.02 0.04 0.09 km GR-5 High Resolution 30cm Imagery Maxar, Microsoft PL Citations Dorchester Parcels 30cm Resolution Metadata World Imagery  The Town of Summerville Planning Commission Meeting Minutes August 21, 2023 This meeting of the Town of Summerville Planning Commission was held in the 3rd floor Council Chambers and was attended by Commission Members, Jim Reaves, Chairman; Charlie Stoudenmire; Betty Profit; and Elaine Segelken. Kevin Carroll; Tom Hart; and Jim Bailey were unable to attend. Staff in attendance included Jessi Shuler, Director of Planning. The public was invited to attend in person, or they viewed the meeting via live-stream. Jim Reaves, Chairman, called the meeting to order at 4:06 PM. Approval of Minutes: The Chairman asked if there were any edits or additions to the minutes from the meeting on July 17, 2023. Hearing none the minutes were approved as submitted. Public Hearings: The first public hearing opened at 4:07 PM and was for the request by the Town of Summerville to annex TMS# 152-00-00-269, located along the Sawmill Branch Canal behind 118 Sellars Cir., and totaling approximately 1.8 acres. Currently zoned TRM, in Dorchester County and will be zoned PL, Public Lands, upon annexation into the Town of Summerville’s municipal limits. (Council District 5) Mr. Reaves introduced the item. Hearing no public comment, the public hearing was closed at 4:07 PM. Old Business There were no items under Old Business. FT RA D New Business: The first item under New Business was New Street Names. Ms. Shuler stated that they did not have any street names for review. The second item under New Business was the request by the Town of Summerville to annex TMS# 152- 00-00-269, located along the Sawmill Branch Canal behind 118 Sellars Cir., and totaling approximately 1.8 acres. Currently zoned TRM, in Dorchester County and will be zoned PL, Public Lands, upon annexation into the Town of Summerville’s municipal limits. (Council District 5) Ms. Shuler displayed the map exhibit and briefly explained that this property was along the Sawmill Branch Canal and was donated to the Town. The Parks and Rec Department has no immediate plans for the property, but it could be used for amenities for the trail in the future. Mr. Reaves noted that the only access to the property was via the Sawmill Branch Canal trail, and Ms. Shuler confirmed that. Ms. Segelken asked if the Berlin G. Myers Parkway extension would affect this area, and Ms. Shuler stated that it would not. Ms. Segelken made a motion to recommend approval of the annexation and zoning to Council, and Mr. Stoudenmire made the second. Ms. Segelken asked about the current zoning in the county, and Ms. Shuler explained that the TRM zoning was a transitional residential zoning that allowed one unit per acre. Hearing no further discussion, Mr. Reaves called for the question and the motion passed unanimously. Miscellaneous: There were no items under Miscellaneous. Adjourn With no further business for the Commission, Ms. Segelken made a motion to adjourn with Mr. Stoudenmire making the second. The motion carried and the meeting was adjourned at 4:11 PM. Respectfully Submitted, Date: __________________________ Jessi Shuler Director of Planning Approved: _________________________________________________ Jim Reaves, Chairman or Jim Bailey, Vice Chairman FT RA D Mayor Town Administrator Ricky Waring Lisa Wallace Councilmembers: Town Clerk Bob Jackson, Mayor Pro Tem Beth Messervy Russ Touchberry Aaron Brown Town Attorney Terry Jenkins G.W. Parker Kima Garten-Schmidt William McIntosh Memorandum To: Planning & Development Committee From: Jessi Shuler, Director of Planning Date: September 11, 2023 Subjects 1: Staff Report for Annexation of TMS# 152-00-00-269, located along the Sawmill Branch Canal behind 118 Sellars Circle, one lot totaling 1.8 acres ________________________________________________________________ ISSUE The Town, as property owner, is requesting for the above referenced tract to be annexed into the Town from Dorchester County. The existing zoning in Dorchester County is TRM. BACKGROUND/DISCUSSION This property was subdivided off from the adjacent parcel and donated to the Town. The Sawmill Branch Canal and trail run through the middle of the property, so the Town is already maintaining a good portion of the property. There are no current plans for the property, but it could be used for additional amenities along the Sawmill Branch Canal trail in the future. No public comment was received at the required public hearing. RECOMMENDATION Staff recommends approval of the annexation and zoning to PL. Planning Commission made a recommendation for approval of the annexation with the zoning of PL on a 4-0 vote. 200 South Main Street, Summerville, SC 29483-6000 * 843.871.6000, Fax: 843.871.6954 www.SummervilleSC.gov AS OF 08/31/2023 Town of Summerville FYE 06/2024 UNAUDITED Revenue and Expense Report % OF YEAR COMPLETED: 16.67% Current Budget Current Period Y-T-D Actual Budget Balance % of Budget Revenue Summary Property Taxes 16,923,000.00 207,473.84 371,990.52 16,551,009.48 2% Licenses Permits and Fees 15,875,500.00 644,967.03 2,155,003.21 13,720,496.79 14% Court Fines & Fees 275,000.00 18,526.40 44,060.49 230,939.51 16% State Revenues 4,159,507.00 840,445.53 858,345.53 3,301,161.47 21% Miscellaneous Revenues 2,263,000.00 232,732.47 433,203.79 1,829,796.21 19% Total Revenues 39,496,007.00 1,944,145.27 3,862,603.54 35,633,403.46 10% Expenditure Summary Municipal Court 700,160.00 48,937.20 90,976.37 609,183.63 13% Finance 795,962.00 51,355.34 99,716.04 696,245.96 13% Administration 2,851,290.00 184,659.50 355,982.17 2,495,307.83 12% Planning 710,547.00 49,346.64 101,696.80 608,850.20 14% Building / Inspections 886,084.00 63,789.21 125,822.71 760,261.29 14% Engineering 870,027.00 63,386.83 130,644.26 739,382.74 15% Police Dept 12,382,089.00 900,479.69 1,939,001.95 10,443,087.05 16% Fire Dept 11,255,653.00 737,440.27 1,718,230.78 9,537,422.22 15% Communication Center 1,817,177.00 119,479.45 235,135.72 1,582,041.28 13% Maintenance Dept 999,454.00 62,053.69 130,131.24 869,322.76 13% Street Dept 3,148,447.00 219,814.29 466,754.10 2,681,692.90 15% Parks & Recreation 3,439,127.00 245,646.36 565,723.73 2,873,403.27 16% Buildings & Grounds 2,657,250.00 167,819.31 798,707.29 1,858,542.71 30% Debt Services 842,840.00 0.00 62,790.00 780,050.00 7% Capital Expenditures 2,059,192.00 86,426.70 378,463.29 1,680,728.71 18% Non-Departmental 9,900.00 1,283.40 52,585.58 (42,685.58) 531% TIF Debt Service 144,437.00 Total Expenditures 45,569,636.00 3,001,917.88 7,252,362.03 38,172,836.97 16% Operating Revenue Over / (Under) Expenditures (6,073,629.00) (1,057,772.61) (3,389,758.49) (2,539,433.51) 56% Other Income (Expenses) Sale of Real Estate Purchase of Real Estate Transfers In 6,073,629.00 291,667.00 583,334.00 5,490,295.00 10% 6,073,629.00 291,667.00 583,334.00 5,490,295.00 Net Revenue Over / (Under) Expenditures - (766,105.61) (2,806,424.49) 2,950,861.49 37% AS OF 08/31/2023 Town of Summerville FYE 06/2024 UNAUDITED Revenue and Expense Report % OF YEAR COMPLETED: 16.67% Current Budget Current Period Y-T-D Actual Budget Balance % of Budget Property Taxes 100-4-0000-10-101 Prior Year Taxes 350,000.00 37,931.13 62,373.94 287,626.06 18% 100-4-0000-10-102 Real Prop Taxes 14,500,000.00 3,113.68 3,195.56 14,496,804.44 0% 100-4-0000-10-103 Vehicle Prop Taxes 1,490,000.00 166,429.03 306,421.02 1,183,578.98 21% 100-4-0000-10-104 Homestead Taxes 437,000.00 0.00 0.00 437,000.00 100-4-0000-10-106 Heavy Equipment Rental Tax 146,000.00 0.00 0.00 146,000.00 0% 16,923,000.00 207,473.84 371,990.52 16,551,009.48 2% Licenses Permits and Fees 100-4-0000-20-202 Cable TV Franchise Fees 345,000.00 0.00 71,350.91 273,649.09 21% 100-4-0000-20-203 Electric & Gas Franchise Fees 1,800,000.00 0.00 0.00 1,800,000.00 0% 100-4-0000-20-210 Business Licenses 6,200,000.00 426,666.87 809,480.77 5,390,519.23 13% 100-4-0000-20-211 Business License Penalty 100,000.00 25,404.22 91,343.91 8,656.09 91% 100-4-0000-20-212 Business License Insurance 6,100,000.00 0.00 874,198.49 5,225,801.51 14% 100-4-0000-20-214 Telephone Licenses 100,000.00 0.00 0.00 100,000.00 0% 100-4-0000-20-216 Building Permits 1,100,000.00 172,364.94 260,053.13 839,946.87 24% 100-4-0000-20-2147 Re-Inspect Fees 3,000.00 700.00 1,400.00 1,600.00 47% 100-4-0000-20-218 Planning Fees 20,000.00 4,371.00 6,285.00 13,715.00 31% 100-4-0000-20-220 Tree Permit/Penalty 7,500.00 2,890.00 3,631.00 3,869.00 48% 100-4-0000-20-221 Stormwater Review Fees 100,000.00 12,570.00 37,260.00 62,740.00 37% 15,875,500.00 644,967.03 2,155,003.21 13,720,496.79 14% Court Fines & Fees Municipal Court Fines 275,000.00 18,526.40 44,060.49 230,939.51 16% State Revenues 100-4-0000-30-301 Loc Opt Sales Tax Chas Cty 550,000.00 76,924.77 76,924.77 473,075.23 14% 100-4-0000-30-302 Loc Opt Sales Tax Berk Cty 2,200,000.00 430,644.22 430,644.22 1,769,355.78 20% 100-4-0000-30-311 Inventory Taxes 78,600.00 19,650.18 19,650.18 58,949.82 25% 100-4-0000-30-313 Manufacturer Tax Exemption 18,000.00 0.00 0.00 18,000.00 0% 100-4-0000-30-321 Aid To Subdivisions 1,252,907.00 313,226.36 313,226.36 939,680.64 25% 100-4-0000-30-325 Beverage Licenses 60,000.00 0.00 17,900.00 42,100.00 30% 4,159,507.00 840,445.53 858,345.53 3,301,161.47 21% AS OF 08/31/2023 Town of Summerville FYE 06/2024 UNAUDITED Revenue and Expense Report % OF YEAR COMPLETED: 16.67% Miscellaneous Revenues Current Budget Current Period Y-T-D Actual Budget Balance % of Budget PRT Grant Revenue 100-4-0000-35-326 Special Events Misc. Income 45,000.00 3,219.50 5,843.50 39,156.50 13% 100-4-0000-35-351 Interest Income 500,000.00 134,277.54 263,032.99 236,967.01 53% 100-4-0000-35-352 Sale of Assets 75,000.00 34,115.00 34,115.00 40,885.00 45% 100-4-0000-35-353 Parks and Playground Fees 35,000.00 625.00 2,550.00 32,450.00 7% 100-4-0000-35-355 Dorch Dist. 2 Reimbursement 1,025,000.00 18,587.93 18,587.93 1,006,412.07 2% 100-4-0000-35-360 Miscellaneous Income 100,000.00 2,056.60 3,657.57 96,342.43 4% 100-4-0000-35-362 Property Rental Fees 68,000.00 13,840.27 18,460.38 49,539.62 27% 100-4-0000-35-363 Cellular Tower Rental Fees 95,000.00 7,549.43 14,195.91 80,804.09 15% 100-4-0000-35-364 Report Fees 15,000.00 185.40 1,493.40 13,506.60 10% 100-4-0000-35-365 Administrative Fees 5,000.00 0.00 131.81 4,868.19 3% 100-4-0000-35-366 False Alarm Fees 14,000.00 0.00 310.00 13,690.00 2% 100-4-0000-35-370 Gahagan Field/Concessions 16,000.00 1,999.00 2,719.00 13,281.00 17% 100-4-0000-35-371 Regular League Fees 100,000.00 3,315.00 35,970.00 64,030.00 36% 100-4-0000-35-375 MISC Rev-RECC 150,000.00 10,706.30 26,508.24 123,491.76 18% 100-4-0000-35-376 P&R Prepackaged Concessions 0.00 551.00 1,558.81 (1,558.81) 100-4-0000-35-377 P&R Prepared Concessions 0.00 5.50 190.25 (190.25) 100-4-0000-35-380 Tennis Program Revenue 20,000.00 1,699.00 3,879.00 16,121.00 19% 2,263,000.00 232,732.47 433,203.79 1,829,796.21 19% Transfers In Local Hat 3,500,000.00 291,667.00 583,334.00 2,916,666.00 17% State A Tax 70,000.00 0.00 0.00 70,000.00 0% Stormwater Fund 300,000.00 0.00 0.00 269,000.00 0% Fund Balance Appropriation 2,059,192.00 Infrastructure Roads Fund 144,437.00 0.00 0.00 144,437.00 6,073,629.00 291,667.00 583,334.00 5,490,295.00 10% Total Revenues General Fund 45,569,636.00 2,235,812.27 4,445,937.54 10,852,192.19 10% AS OF 08/31/2023 Town of Summerville FYE 06/2024 UNAUDITED Revenue and Expense Report % OF YEAR COMPLETED: 16.67% Parks and Rec Fire Municipal YTD August Actual Y-T-D Actual August Actual Y-T-D Actual August Actual Y-T-D Actual Residential 212-4-4731-20-235 Parks and Rec Facilities 23350.6 44,905.00 212-4-4731-20-237 Fire Facilities 28,181.90 54,195.98 212-4-4731-20-239 Municipal Facilities 37,933.50 72,949.02 172,050.00 Commercial 213-4-4733-20-267 Fire Facilities - Commercial 141,100.98 141,100.98 - 212-4-4731-20-267 Municipal Facilities - Comm 73,338.20 73,338.20 214,439.18 Total Revenues 23,350.60 44,905.00 169,282.88 195,296.96 111,271.70 146,287.22 386,489.18 212-5-4731-25-287 Shepard Park Expense - - 212-6-4731-13-520 Doty Park Improvements - - 212-6-4731-13-533 Fire Station 6 Construction - - 212-6-4731-14-521 Rollins Equipment-Parks - - 213-6-4733-13-533 Fire Station 6 Construction 213-6-4733-14-312 Vehicles/Rolling Equipment 215,718.00 215,718.00 Total Expenditures - - - - 215,718.00 215,718.00 215,718.00 Net Revenues over Expenditures 23,350.60 44,905.00 169,282.88 195,296.96 (104,446.30) (69,430.78) 170,771.18 Unaudited Fund Balance 7/1/2023 191,454.37 711,252.43 1,670,186.72 AS OF 08/31/2023 Town of Summerville FYE 06/2024 UNAUDITED Revenue and Expense Report % OF YEAR COMPLETED: 16.67% Local Hospitality Tax Local Accomodations Tax August Actual Y-T-D Actual August Actual Y-T-D Actual 214-4-4741-20-221 Local H-Tax Revenue 533,634.97 1,048,671.12 214-4-4741-35-350 Special Event Sponsor 0.00 0.00 214-4-4741-35-354 Tourism Grants 0.00 18,277.00 Local Accomodations Tax 216-4-4712-30-315 Revenue 37,853.05 79,793.51 533,634.97 1,066,948.12 37,853.05 79,793.51 Total Expenses 418,671.23 781,801.81 0 0 Net Revenues over Expenses 114,963.74 285,146.31 37,853.05 79,793.51 Budgeted Revenue 6,000,000.00 % of Budget Collected 17% AS OF 08/31/2023 Town of Summerville FYE 06/2024 UNAUDITED Revenue and Expense Report % OF YEAR COMPLETED: 16.67% Current Budget Current Period Y-T-D Actual Budget Balance % of Budget Stormwater Mgt. Fund 500-4-4811-60-601 Operating Revenues 2,555,419.50 3,937.04 6,238.32 2,549,181.18 0% 0.00 Expenditures 2,181,391.00 148,239.06 302,466.56 1,878,924.44 14% Revenue Over / (Under) Expenditures 374,028.50 (144,302.02) (296,228.24) 670,256.74 September 5, 2023 Mr. Frank Neal, AICP, MPA Director of Community and Economic Development Town of Summerville 200 S Main Street Summerville, SC 29483 Re: Space Needs Verification and Facility Master Planning Mr. Neal: Creech & Associates, PLLC is pleased to present you with a proposal for design services to complete a comprehensive facility study, including a space needs verification, and facility master plan for the prescribed user groups and facilities within the Town of Summerville government. The following is a general understanding of the project scope: • The intent is to verify current and future needs for space based on the 2019 study, and generate a master plan to address deficiencies of the user groups identified in Attachment A. • The purpose of this analysis will be to coordinate capital planning with the facilities master plan. • The process is estimated to encompass 4 months from the initial staff interview and is scheduled to commence in September 2023. The starting date is pending the completed contract approval by the town. The fee is structured around the seven (7) tasks identified in our proposal and listed below. The final deliverable will be an 8.5 x 11 formatted electronic document that provides a comprehensive summary of each task and the relative findings and conclusions. A breakdown of the deliverables by task and their associated fees are as follows: Task 1: Project Startup and Kickoff Meeting with Advisory Committee A. Coordinate project scope and schedule with the Advisory Committee B. Receive from the town various data required and requested to initiate the study: organizational charts, CAD files, any facility condition studies, and drawings of existing facilities. C. Discuss pre-pandemic and post-pandemic adaptations to space standards. D. Initiate project ShareFile site for data transfer E. Kickoff meeting with the Advisory Committee to confirm goals (Meeting I) SPACE NEEDS ASSESSMENT Task 2: Profile Departments & Conduct Staff Interviews A. Interview the department heads and key staff for the user groups listed in Attachment A. B. Discuss new staff operational models implemented during the pandemic that were successful and planned to continue that implicate the need for space. Town of Summerville FMP Proposal R1  C. Field verify each facility associated with the user groups in Attachment A to calculate each department’s footprint within the building(s). Task 3: Forecast Future Personnel A. Analyze data from alternate sources including the town’s database that contain growth indicators applicable to staff growth benchmarking. B. Update the tables that compare multiple growth metrics. C. Update the forecasting metric to illustrate growing space needs in five-year increments for the next twenty years. D. Apply the growth logic to support spaces and offices or expansion strategies. Task 4: Facilities Space and Infrastructure Needs Verification A. Compare the current space utilization with the current needs from the interviews. B. Analyze overage and shortage of areas within current facilities and opportunities for improved efficiency. C. Verify the detailed building program from the 2019 study for each user group listed in Attachment A that accounts for current staff and future projections including support spaces. D. Vet the initial programs with the Advisory Committee and approve direction (Meeting II) FACILITIES MASTER PLAN Task 5: Facilities Master Planning A. Complete a GIS location analysis that incorporates data to determine the optimal site for a new Fire Station. Additional details listed in Attachment D. (Optional additional service) B. Prepare a facility/building master plan for the Police Department and Fire Department identified in Attachment B. C. Facility/building master plan studies to include the following: 1) Two (2) sketch plan options of floor plan diagrams at the department suite level 2) Square footage and department summaries of each option 3) Conceptual level design CAD floor plan diagram of the selected option at the department suite level D. Prepare site master plan studies for the 4 sites identified in Attachment B. E. Site master plan studies to include the following: 1) Two (2) sketch plan options of each site for review and selection. 2) Conceptual level design CAD site plans illustrating parking, circulation, and exterior program elements. 3) Diagrammatic rendering of the approved plan. F. Meet with the Advisory Committee to review and approve direction (Meeting III) Task 6: Cost Estimating 1. Provide rough order of magnitude (ROM) cost estimates for the five (5) sites/facilities listed in Attachment B for the renovation of existing facilities. 2. Produce the cost estimate using the Uniformat II system of classifying cost by building element with fully loaded unit rates to include labor, material, and equipment. 3. Phasing strategies to consider the physical needs derived from the needs identified in the space assessment, and some form of the town’s priority system. 4. Meet with the Advisory Committee to review and select the cost model and associated master plan option for recommendation. (Meeting IV) Town of Summerville FMP Proposal R1 2 Task 7: Development of Deliverables and Final Report A. Refine the selected master plan option as necessary to align with review comments and capital budgets. B. Document the final recommendations and direction for future development that address the components of Tasks 5-6. C. Compile an 8.5 x 11 format final report to document the study. D. Document the entire process from the kick-off meeting to the final recommendations. E. Provide a final draft to the town for review. F. Modify report based on town feedback and suggestions on final draft. G. Quality Control review of entire document H. Present the final report to the Advisory Committee (Meeting V) I. Present the final report to the Town Council J. Prepare and submit an electronic copy of the final report. A breakdown of lump sum fees by each major category is as follows: • Space Needs Analysis $17,170.00 • Facilities Master Planning $27,745.00 • Total $44,915.00 Optional Additional Service #1 • Fire Station Location Analysis (estimated fee) $13,200.00 The Advisory Committee will be established by town leadership and will include key personnel to provide oversight and guide the study. There will be a total of five (5) meetings with the Advisory Committee included in this scope, in addition to the interview schedule. There will be a total of one (1) presentation to the Town Council for the final report. A recurring conference call or net meeting will be established twice monthly to maintain open communications throughout the study. All reimbursable expenses are included in the base fee with the condition that all deliverables will be submitted in electronic format and no hard copies will be required. Any additions to the scope of work outlined in this proposal, including but not limited to site visits, presentations, deliverables, etc. will be considered an additional service and will be billed hourly per the rates in Attachment C. All additional services must be authorized in writing prior to commencing work. Contract change order: When a change order becomes necessary for any contract approved by council resulting in an increase over the contract price, the following procedures shall be observed: A. Any subsequent change to a contract approved by council shall be brought back before council for review and approval or disapproval prior to the commencement of the work contemplated under the proposed change order. B. Any contract entered into by the town shall contain this clause: Contractor (or Provider) recognizes and acknowledges that, notwithstanding any provision to the contrary in this Contract, Contractor (or Provider) shall not be paid for any change order which does not comply with the provisions of Town Ordinance Chapter 2, Article V, Division 2, Sections 2-322 and 2-323. Town of Summerville FMP Proposal R1 3  Creech & Associates appreciates the opportunity to serve the Town of Summerville. If you have any questions, please feel free to contact us. Yours truly: Creech and Associates, PLLC Brent J. Green, LEED AP Principal The foregoing contract with Creech & Associates, PLLC. is accepted: Print (Type) Individual Firm or Corporation Name Signature of Authorized Representative Date Print (Type) Name of Authorized Representative and Title Town of Summerville FMP Proposal R1 4 ATTACHMENT A List of 7 user groups/program of spaces to be included in the Space Needs Assessment scope of work: 1. Police Administration/Training/Records/Communications 2. Police Uniform Division 3. Police Investigations 4. Police Evidence and Intake 5. Fire Administration 6. Fire Station 1 7. Municipal Court Town of Summerville FMP Proposal R1 5 ATTACHMENT B List of 5 sites and/or structures to be included in the Facility Master Plan narrative and plan diagram scope of work (Tasks 5B – 5D). 1. Police Department Headquarters 22,951 sf 300 W 2nd North St 2. Fire and Rescue Headquarters 10,837 sf 300 W 2nd North St 3. Pine Street Fire HQ Site N/A see exhibit below 4. Woodlands Property Site N/A see exhibit below 5. 6th Street and Berlin Pkwy Site** N/A see exhibit below 1. Existing Site: 300 W 2nd North Street and 211 W 2nd North Street Town of Summerville FMP Proposal R1 6 2. Pine Street Site: parcels 137-03-14-008 and 137-03-14-014 totaling 2.98 AC. Town of Summerville FMP Proposal R1 7 3. Woodlands Property Site: portion of parcel 137-00-00-002. 4. 6th Street Site: parcel 137-11-09-001. Town of Summerville FMP Proposal R1 8 ATTACHMENT C 2023 Hourly Rates CREECH & ASSOCIATES Principal $225.00 Senior Associate $190.00 Project Manager $190.00 Associate $180.00 Lead Designer $180.00 Project Designer I $145.00 Project Designer II $155.00 Project Designer III $165.00 Architect I $160.00 Architect II $170.00 Architect III $180.00 BIM Designer I $130.00 BIM Designer II $140.00 BIM Designer III $150.00 Interior Designer I $140.00 Interior Designer II $150.00 Interior Designer III $160.00 Intern Architect $80.00 Administrative $75.00 Town of Summerville FMP Proposal R1 9 ATTACHMENT D Location Analysis Scope of Work Phase I – Kick-off Meeting and Stakeholder Input (on-site or virtual) Project Kick-off Meeting. As part of the project initiation, Response GIS will participate in a kickoff meeting with the key representatives of the project. The focus of the meeting will be to clarify the purpose, goals, and expectations of the project, clarify scheduling, communication procedures for project management, and review project and contractual details. The kick-off meeting is important to us to ensure there is a clear picture of the community’s expectations. Data Gathering Review. While a list of data and informational needs will be sent before the kick-off meeting to allow for assembly. Response GIS will review prior to the meeting and inquire for clarification and potentially ask for additional information whose subject arose during the review or kick-off meeting process. Conduct meetings with fire department and town officials. ● Develop an understanding of the community served. ● Review of the services provided within the existing deployment and baseline performance. ● Review of community expectations ● Collect data and information. ● Assess the current condition of fire facilities through the “eyes” of a responder. (On-site Required) ● Conduct other stakeholder meetings if necessary. Our approach to these tasks builds on our experience in performing these studies as well as our deep understanding of the dynamics of community service. We do this by analyzing current conditions regarding services delivered, response time performance, and demand for service. Phase II- Current Conditions Analysis: 1. Create a base map illustrating the town and municipal limits, transportation network, physical and natural barriers as they relate to current fire station locations and response areas. 2. Examine ISO distance requirements for fire companies to determine any gaps in coverage in relation to high-risk properties (see next Phase 3 below). 3. Geographically plot fire and EMS historic emergency incident locations to determine intensity of requests by area. 4. Model response travel time geographic capability a. to determine any gaps or redundant coverage areas in relation to service demand levels. b. Overlay of Mileage/population/service demand coverage statistics. c. Travel model benchmarks based at least upon NFPA 1710 or 1720 as appropriate or locally adopted objectives. Considerations of turn/stop time reductions and roadway obstacles will be taken into account. d. Model first alarm capability (ERF) based upon dispatch protocols using the fire department’s critical tasking policy. 5. Examine and map current population levels, geographic density, socioeconomics and age composition as it relates to provision of fire and EMS services. Town of Summerville FMP Proposal R1 10 Phase III- Jurisdictional Assessment 1. Assessment of structural risks in the community, its impact upon the town as a whole and how the most significant or vulnerable properties relate to current deployment of the fire facilities. 2. Analysis of potential development (Commercial, residential, transportation) changes in the town and the impact upon population change and workload of the fire services. Phase IV-Future Station Planning Building further upon the previous phases, the project concludes with strategies intended to place the organization in a position to successfully serve its future demand and risk. Response GIS will evaluate and present in graphical and descriptive format for each of the deployment option(s). Recommendations will be provided identifying the best short, midterm, and long-range strategy for service delivery and the impact of initiating such a strategy. 1. Using a unique methodology of combining future population, structural risk assessment, and demand for services projected into a cellular level scoring system to identify the optimal locations for future fire stations. 2. Benchmark coverage of the matrix score based upon current conditions and upon planned development and infrastructure changes in transportation. Barriers, natural and man-made will be taken into consideration. 3. If appropriate due to gap in coverage or a recommended closure of station due to architectural review of structure or site needs, locate additional fire station locations. 4. Develop a timing/threshold level table for new stations opening. 5. Project apparatus needs so that the size of the station needed can be used as a basis for approximate acreage of sites. 6. Realignment of first due areas 7. Degree of benefit to be gained through implementation of new station(s) opening. 8. Extent to which it achieves established performance targets (NFPA 1710/1720 or local adopted guidelines) 9. Potential negative consequences Note: All analyses are data dependent in raw form and in availability. Response GIS will rely upon the town to facilitate requested data from local sources and town vendors as necessary. Deliverables Draft Report (Virtual) Response GIS will develop and produce a draft electronic version of the written report for review. Client feedback is a critical part of this project and adequate opportunity will be provided for review and discussion of the draft report prior to finalization. This meeting will take place electronically. The report will include: 1. Detailed narrative analysis of each report component structured in easy‐to‐read sections and accompanied by explanatory support to encourage understanding by both staff and civilian readers. Town of Summerville FMP Proposal R1 11 2. Clearly designated recommendations highlighted for easy reference and catalogued as necessary in a report appendix. 3. Supportive charts, graphs, and diagrams, where appropriate 4. Supportive maps utilizing GIS analysis. Final Report and Presentation (On-site or Virtual) Response GIS will complete any necessary revisions of the draft and make a formal digital presentation of the project report to a joint meeting of the community leaders and/or organizations included in this project if desired. The final report and presentation will include the following: 1. A summary of the nature of the project, the methods of analysis, the primary findings, and critical recommendations including: 2. Identification, description, and summary of current operations, service levels, response times, staffing, equipment, and facilities of each department. 3. Identification of any compliance with best practices and industry standards and any deficiencies. 4. A detailed and itemized analysis of the current efficiencies and/or inefficiencies of each department and recommendations for each department to meet any or all of the objectives while remaining independent in their operations. 5. Supportive audio‐visual presentation 6. Review and explanation of primary supportive charts, graphs, diagrams, and maps, where appropriate 7. Opportunity for questions and answers, as needed. Project Schedule A timeframe of three months (90 days) is estimated to complete the project starting with the kickoff meeting and initial fieldwork. Town of Summerville FMP Proposal R1 12  A RESOLUTION TO AMEND THE TOWN OF SUMMERVILLE, S.C. FUND BALANCE POLICY WHEREAS, Summerville Town Council periodically examines the necessity of establishing and promulgating various policies; and WHEREAS, Summerville Town Council hereby specifically finds that it is necessary and proper to amend the Town of Summerville’s Fund Balance Policy; and WHEREAS, Summerville Town Council has the requisite authority to establish and promulgate policies, rules, and regulations, and now desires to so act with respect to the referenced matter. NOW, THEREFORE, BE IT RESOLVED by the Mayor and Councilmembers of the Town of Summerville, SC, in Council assembled, that the Town of Summerville Fund Balance Policy is hereby amended, to specifically read as follows: GENERAL FUND FUND BALANCE POLICY PURPOSE The purpose of this policy is to establish a fund balance policy tailored to the needs of the Town of Summerville ("Town") to insure against unanticipated events which may adversely affect the financial condition of the Town and jeopardize the continuation of necessary public services. The policy will ensure the Town maintains adequate fund balances and reserves in the Town's various operating funds to provide the capacity to: (1) provide sufficient cash flow for daily financial needs, (2) secure and maintain investment grade bond ratings, (3) offset significant economic downturns or revenue shortfalls, and (4) provide funds for unforeseen expenditures related to emergencies and natural disasters. DEFINITIONS Fund Balance - The term Fund Balance is used to describe the net assets (assets minus liabilities) of governmental funds calculated in accordance with generally accepted accounting principles ("GAAP"). Fund Balance is intended to serve as a  measure of the current financial resources available in a governmental fund. In accordance with Governmental Accounting Standards Board "Fund Balance Reporting and Governmental Fund Type Definitions' ("GASB #54"), the Town is required to implement the following Fund Balance categories: Nonspendable - are amounts reported in governmental funds that inherently cannot be spent for the following reasons: (1) Resources that must be maintained intact based on legal or contractual requirements (i.e. principal of an endowment) (2) Assets that will never be converted to cash (i.e. inventories or prepaids) Restricted - are amounts that are limited in how they can be spent due to externally enforceable legal restrictions. Fund balance should be reported as restricted when constraints placed on the use of resources are restricted by the following: (1) Other governments through laws and regulations (2) Grantors or contributions through agreements (3) Creditors through debt covenants or other contracts (4) Imposed by law through constitutional provisions or enabling legislation that limits how a revenue can be used Committed - includes amounts that are constrained for specific purposes that are internally imposed by the Town through formal action made by Town Council. Those committed amounts cannot be used for any other purpose unless the Town Council removes or changes the specified use by taking the same type of action it employed to previously commit those amounts. Town Council must take the action to commit the resources before year end or to remove the restriction in order for this to be reflected in the annual audit report for the fiscal year then ending. The amounts committed by Town Council action will generally be related to contingency funds for emergencies or related to maintaining compensating balances for sufficient daily cash flow needs, as well as maintaining adequate reserves to limit bank fees associated with cash management. Assigned - includes amounts that are intended to be used for specific purposes that are not considered to be restricted or committed. For all funds except the General Fund, any remaining fund balance in excess of nonspendable, restricted and committed fund balances will automatically be reported as assigned fund balance. Unassigned - includes amounts that do not qualify to be accounted for and reported in any of the other fund balance categories. This classification represents the amount of fund balance that has not been assigned to other funds and that has not been restricted, committed, or assigned to specific purposes within the General Fund. The General Fund should be the only fund that reports a positive unassigned fund balance amount. In other governmental funds, if expenditures incurred for specific purposes exceeded the amounts of restricted, committed, or assigned to those purposes, it may be necessary to report a negative unassigned fund balance.  FUND BALANCE OBJECTIVES FACTORS TO CONSIDER - The Town intends to operate under a compliant fund balance methodology based on the cash-flow needs of the Town. The Town recognizes the following cash flow related factors when establishing the unassigned targeted fund balance for the General Operating Fund: (1) Timing of Revenues: Charleston, Berkeley, and Dorchester Counties (the "Counties") are responsible for the billing and collection of property taxes on behalf of the Town. The millage rates and local option sales tax credit rates are established by the Town and provided to the Counties annually. Generally, property tax bills are distributed to tax payers in September and the majority of tax collections occur in the months of January through March, with tax bills becoming delinquent in the March/April time frame. The State of South Carolina ('State") also provides payments to the Town for items such as State Aid to Subdivisions and Sales Taxes. These taxes generally run 2-3 months in arrears with the Town not knowing the actual collections for the fiscal year generally until August-September of the following fiscal year. (2) Accounts Receivables Related to Capital Projects and Grants: Because the Town receives funding for capital road projects through various agencies including the South Carolina Department of Transportation ("SCDOT"), sufficient reserves are required for operations until the revenues are received. These reimbursements are generally not received for approximately 3 to 6 months based on historical information. This delay in reimbursement requires the Town to have sufficient reserves on hand to cover the expenditures related to these projects until payment(s) are received and the Town's General Fund can be reimbursed. Grant related reimbursements are another area where the Town must pay for expenditures up front and then request reimbursement from the grantor providing the funding. Depending on the size of funding and complexity of reporting, these reimbursements are often not received for 1-2 months from the time of billing. Also in this area, if there are missing programmatic reports related to grants, the Town will not receive reimbursement until all compliance related regulations are met. In these cases, the Town must have sufficient reserves on-hand to cover these expenditures until the grant revenues are received and the Town's General Fund can be reimbursed. (3) Compensating Balances In an effort to improve cash management and to reduce banking fees, the Town has established banking relationships that will reduce or eliminate all general fund banking fees by maintaining sufficient cash flow to meet the compensating balance requirements. FUND BALANCE POLICY General Fund Unassigned Fund Balance - The Town recognizes the seasonal and uneven nature of certain revenue and the cost associated with delivering public services such as payroll, utilities, fuel and other operating expenses. Therefore, the Town is establishing a policy whereby the unassigned fund balance in the General Fund should be no less than 30% of total general fund revenues based on historical data derived from the most recent audited fiscal year to bridge the cash flow needs of the Town. This targeted amount should provide sufficient reserves to maintain the cash flow needs of the Town until revenues are received from the County, the State, and any other outside grantor agency. General Fund Committed Emergency Reserves for Disaster Recovery - The Town recognizes the need to maintain sufficient reserves for responding to a challenge stemming from a disaster which often requires spending local funds before insurance reimbursements or State or Federal Aid can flow back into the municipality. In addition, unlike private businesses, municipalities cannot use lines of credit. Before issuing debt, municipalities must follow legally prescribed procedures, which are both time consuming and expensive. These requirements make issuing debt impractical to fund short-term disaster recovery or covering unforeseen expenses or the loss of a major revenue source. Therefore, the Town is committing five million ($5,000,000) dollars for emergency reserves for disaster recovery and will be shown as Committed. General Fund Assigned Fund Balance - Periodically the Town Council will appropriate available fund balances for special projects, capital, and other expenses. When the Council elects to appropriate general fund balances available, the amount(s) budgeted will be shown as Assigned. General Fund Restricted Fund Balance - Restrictions on General Fund spending related to IRS Arbitrage or other restrictions imposed by debt covenants or any of the other restrictions as listed in the Definition Section will be listed as Restricted. SPECIAL REVENUE FUNDS AND CAPITAL BOND PROCEEDS The Town recognizes the Governmental Accounting Standards Board GASB Regulation 54, and, based on these guidelines, Special Revenue Funds and Capital Funds will be listed as non-spendable, restricted or committed. Amounts which are not restricted, committed or designated as non-spendable in these accounting funds will be listed as assigned fund balances based on these guidelines. FINANCIAL DISCLOSURES The Governmental Accounting Standards Board ("GASB") issues Comprehensive Implementation Guides ("CIGs") to provide guidance to governments in the implementation and application of accounting principles. The Town will generally follow any guidance provided in the CIG's related to the implementation and maintenance of Fund Balance policies - in order to adhere to the highest reporting standards. In accordance with the CIG's, the Town will disclose in the notes to the financial statements annually any formally established policy which establishes minimum levels of fund balances.  REPLENISHMENT GUIDELINES If sufficient Fund Balances are not available to meet these established guidelines, the Town Administrator and the Chief Financial Officer will be responsible for developing a plan to replenish these funds during the annual budget process and will make recommendations to the Finance Committee, who will then make recommendations to the full Council. Done at Summerville, S.C., this ______ day of ________________, 2023. __________________________ Mayor ATTEST: __________________________ Town Clerk