Standing Committee

Town of Summerville, sc Standing Committees of Council Monday, March 11, 2024 – 5:30pm Council Chambers – Annex Building – 200 South Main Street AGENDA 1. Parks and Recreation Committee: Bob Jackson (Chair), Aaron Brown, Tiffany Johnson-Wilson Staff Liaison: Amy Evans a. Project Updates 1. Wassamassaw Playground 2. Doty Splash Pad 3. Gahagan Wall Repair b. Discussion of resident discount pricing for programming. c. Discussion to use Park and Recreation impact fees for the design of a custom concrete skatepark. d. Authorization for staff to explore grant opportunities for the design of an Environmental Education Center at the Summerville Preserve. 2. Planning and Development Committee: Richard Waring (Chair), Bob Jackson, (Vacant seat – District 3) Staff Liaison: Jessi Shuler a. Approval of site plan/buffers for 160 Community Road, Summerville Commissioners of Public Works (SCPW) storage yard (Zoned PL) 3. Public Safety Committee: No meeting for March Aaron Brown (Chair), Kima Garten-Schmidt, (Vacant seat – District 3) Staff Liaisons: Chief Doug Wright and Chief Brent Melcher Standing Committee Meetings - Page 2 – March 11, 2024 4. Public Works and Committee on Water Supply: Kima Garten-Schmidt (Chair), Tiffany Johnson-Wilson, Richard Waring Staff Liaison: Bonnie Miley a. Presentation of pilot program for yard debris pickup b. Discussion of a proposed temporary lease agreement for a portion of town-owned property adjacent to the parking garage to use as a lay down area for the redevelopment and construction of 118 W. Richardson Ave. (formerly C-21). c. Discussion of a request from Gilbert & Lee to bore underneath town parking garage to connect 118 W. Richardson Avenue (formerly C-21) to electrical transformer. d. Discussion of SCDOT request to quitclaim to Town 48.457 acres total along Phase 2 of BGM Parkway. 5. Finance Committee: a. Presentation of February 2024 Financial Reports b. Consideration and approval of mid-year budget requests c. Surplus Vehicles: 1. Request to surplus and sell the following Police Department vehicles: 1. Unit 284 – 2015 Dodge Charger (white) - Mileage 104,481 2. Unit 286 – 2015 Dodge Charger (white) - Mileage 106,218 2. Request to surplus and sell the following Stormwater equipment: 1. WM 95 2003 John Deere 310SG backhoe Proceeds to be deposited to Storm Water Fund Balance upon receipt. 2. WM 98, 2006 Case CX80 medium size excavator. Funds to be deposited in Storm Water Fund Balance upon receipt. d. Request to transfer from the Police Department to the Town Prosecutor’s Office for the Victim Advocate the following vehicle: Unit 338 – 2017 Ford Taurus (white) - Mileage 56,508 e. Authorization to issue a purchase order to Cooper Motor Company in the amount of $84,655 for a 2024 RAM 3500. This is on state contract. Funds to come from budgeted ARPA funds. Request from the Parks and Recreation Department. f. Authorization to issue a purchase order to Brannen Motor Company in the amount of $59,990 for the purchase of a 2024 Silverado 2500 for the Fire Department. Funds to come from budgeted ARPA funds. g. Authorization for staff to spend up to $15,000 of Parks and Recreation Impact fees for the design of a custom concrete skatepark. Standing Committee Meetings - Page 3 – March 11, 2024 h. Authorization to accept a $400,000 grant from SCPRT and to solicit bids for the Central Avenue sidewalk project with the understanding that the Town will continue to seek additional funding for the anticipated shortfall from other sources. i. Authorize Town Administrator to execute an agreement with the First Circuit Public Defenders Office to provide indigent defense services j. Finance Committee Executive Session –n/a k. Other Business 1. Action to be taken by Finance Committee related to Executive Session l. Discussion of Proposed / Upcoming Council Agenda Items m. Adjourn from Finance Committee 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 Memorandum To: Planning & Development Committee From: Jessi Shuler, Director of Planning Date: March 11, 2024 Subject 1: Staff Report for approval of site plan/buffers for 160 Community Road, Summerville Commissioners of Public Works (SCPW) storage yard (Zoned PL) ________________________________________________________________ ISSUE The property at 160 Community Rd. is owned by Summerville CPW and zoned PL. They are proposing to move forward with clearing a portion of the site to use for material storage.. Due to the PL zoning designation, Town Council is required to approve the site plan, including the buffers. The back and right side of the property are immediately adjacent to residential properties located in Dorchester County’s jurisdiction. Under the previous zoning designation of G-B, a 30-foot landscaping buffer would have been required. This current plan is showing a 15-foot buffer. RECOMMENDATION Staff doesn’t have any major concerns with the site plan, as the clearing is going no closer than the existing building on the property. Council could consider asking for fencing to help screen the property in addition to the required landscaping. 200 South Main Street, Summerville, SC 29483-6000 * 843.871.6000, Fax: 843.871.6954 www.SummervilleSC.gov  X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X X  160 Community Road 160 COMMUNITY RD 3/5/2024 1:845 0 0.01 0.01 0.02 mi 0 0.01 0.01 0.03 km Maxar, Microsoft  Legend Jobsite Sign / PPE Sign Dumpsters / Recycling Front Gate / Check-In Construction Traffic Flow Temporary Parking Material Laydown Area Mobile Crane First Aid Temp Toilet / Hand-Wash Crane Path Jobsite / Safety Info Temporary Fencing 118 W. Richardson Ave. Site Logistics Plan 02.20.24 Technical Memo Re: 118 W. Richardson HDD Project: 118 Richardson Date: March 5, 2024 Summerville, SC Insight Group Number 24-00WRC To: Justin Lee Operating Partner Mobile | 843.607.4012 PO Box 277 Summerville, SC 29484 www.GilbertLeeLLC.com From: Insight Group William “Reg” Christopher, PE Consultant Insight Group understands that the 118 W. Richardson project requires an improvement in the existing electrical service. To accomplish this task, relevant power infrastructure has to be added from a nearby transformer. The following figure depicts the alignment of new infrastructure. INSIGHT GROUP, LLC | Geotechnical, Environmental and Construction Consultants 3359 Meeting Street, North Charleston, SC 29405 | 843.779.9824 | www.insightgrp.com  Submittal Project 13 W Richardson Insight No. 24-00WRC Date 3/5/2024 We understand that Horizontal Directional Drilling (HDD) will be used to install two 4-inch utility lines below the existing parking garage. The depth of the lines will be around 8-feet below the current site grade, well below the known utilities at the parking garage. Also, the parking garage is constructed on a deep foundation system. This characteristic of the parking garage eliminates the potential concern of disturbing bearing soil. A brief overview of the HDD process is as follows. 1. HDD is a low impact method of installing underground utilities without trench excavation. The technique is routinely used when conventional excavation is not practical or when minimal surface disturbance is required. (PR-277-144507-Z01 Installation of Pipelines by Horizontal Directional Drilling Engineering Design Guide (Arlington, VA: Pipeline Research Council International, Inc., 2015, pg. 3) The Benefit of Local Experience Page 2  Submittal Project 13 W Richardson Insight No. 24-00WRC Date 3/5/2024 The Benefit of Local Experience Page 3 AS OF 2/29/2024 Town of Summerville FYE 06/2024 UNAUDITED Revenue and Expense Report % OF YEAR COMPLETED: 67.00% Current Budget Current Period Y-T-D Actual Budget Balance % of Budget Revenue Summary Property Taxes 16,923,000.00 9,175,415.28 15,965,789.26 957,210.74 94% Licenses Permits and Fees 15,875,500.00 232,756.51 4,500,075.13 11,375,424.87 28% Court Fines & Fees 275,000.00 22,274.30 195,013.21 79,986.79 71% State Revenues 4,159,507.00 822,000.37 3,048,539.71 1,110,967.29 73% Miscellaneous Revenues 2,263,000.00 159,907.63 1,787,259.76 475,740.24 79% Total Revenues 39,496,007.00 10,412,354.09 25,496,677.07 13,999,329.93 65% Expenditure Summary Municipal Court 700,160.00 47,475.14 398,547.48 301,612.52 57% Finance 795,962.00 61,621.09 505,296.71 290,665.29 63% Administration 2,851,290.00 168,350.15 1,594,816.06 1,256,473.94 56% Planning 710,547.00 48,760.67 443,665.11 266,881.89 62% Building / Inspections 886,084.00 67,915.31 548,637.50 337,446.50 62% Engineering 870,027.00 53,879.04 546,378.78 323,648.22 63% Police Dept 12,382,089.00 970,425.50 8,573,461.00 3,808,628.00 69% Fire Dept 11,255,653.00 825,260.06 7,548,653.55 3,706,999.45 67% Communication Center 1,817,177.00 116,865.54 1,076,299.12 740,877.88 59% Maintenance Dept 999,454.00 58,214.15 575,103.00 424,351.00 58% Street Dept 3,148,447.00 208,900.22 1,935,269.24 1,213,177.76 61% Parks & Recreation 3,439,127.00 232,829.42 2,211,675.22 1,227,451.78 64% Buildings & Grounds 2,657,250.00 135,995.65 2,357,702.00 299,548.00 89% Debt Services 842,840.00 0.00 842,836.37 3.63 100% Capital Expenditures 2,059,192.00 618,642.52 3,053,295.73 (994,103.73) 148% Non-Departmental 9,900.00 1,406.06 65,372.79 (55,472.79) 660% TIF Debt Service 144,437.00 144,437.00 Total Expenditures 45,569,636.00 3,616,540.52 32,277,009.66 13,292,626.34 71% Operating Revenue Over / (Under) Expenditures (6,073,629.00) 6,795,813.57 (6,780,332.59) 706,703.59 112% Other Income (Expenses) Sale of Real Estate Purchase of Real Estate Transfers In 6,073,629.00 291,667.00 2,333,333.00 3,740,296.00 38% 6,073,629.00 291,667.00 2,333,333.00 3,740,296.00 Net Revenue Over / (Under) Expenditures - 7,087,480.57 (4,446,999.59) 4,446,999.59 37% AS OF 2/29/2024 Town of Summerville FYE 06/2024 UNAUDITED Revenue and Expense Report % OF YEAR COMPLETED: 67.00% 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 2,287.51 262,566.33 87,433.67 75% 100-4-0000-10-102 Real Prop Taxes 14,500,000.00 9,027,466.75 14,440,877.06 59,122.94 100% 100-4-0000-10-103 Vehicle Prop Taxes 1,490,000.00 145,654.91 1,210,128.60 279,871.40 81% 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 6.11 52,217.27 93,782.73 36% 16,923,000.00 9,175,415.28 15,965,789.26 957,210.74 94% Licenses Permits and Fees 100-4-0000-20-202 Cable TV Franchise Fees 345,000.00 0.00 210,884.01 134,115.99 61% 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 6,200,000.00 119,517.68 1,859,328.37 4,340,671.63 30% 100-4-0000-20-211 Business License Penalty 100,000.00 11,670.54 192,449.69 (92,449.69) 192% 100-4-0000-20-212 Business License Insurance 6,100,000.00 0.00 1,144,110.88 4,955,889.12 19% 100-4-0000-20-214 Telephone Licenses 100,000.00 0.00 19.02 99,980.98 0% 100-4-0000-20-216 Building Permits 1,100,000.00 91,955.00 940,317.87 159,682.13 85% 100-4-0000-20-217 Re-Inspect Fees 3,000.00 500.00 6,150.00 (3,150.00) 205% 100-4-0000-20-218 Planning Fees 20,000.00 1,770.00 19,273.00 727.00 96% 100-4-0000-20-220 Tree Permit/Penalty 7,500.00 6,803.29 18,152.29 (10,652.29) 242% 100-4-0000-20-221 Stormwater Review Fees 100,000.00 540.00 109,390.00 (9,390.00) 109% 40,345,014.00 232,756.51 4,500,075.13 25,331,559.13 11% Court Fines & Fees Municipal Court Fines 275,000.00 22,274.30 195,013.21 79,986.79 71% State Revenues 100-4-0000-30-301 Loc Opt Sales Tax Chas Cty 550,000.00 75,552.98 302,520.25 247,479.75 55% 100-4-0000-30-302 Loc Opt Sales Tax Berk Cty 2,200,000.00 433,221.03 1,719,689.84 480,310.16 78% 100-4-0000-30-311 Inventory Taxes 78,600.00 0.00 58,950.54 19,649.46 75% 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 1,252,907.00 313,226.36 939,679.08 313,227.92 75% 100-4-0000-30-325 Beverage Licenses 60,000.00 0.00 27,700.00 32,300.00 46% 4,159,507.00 822,000.37 3,048,539.71 1,110,967.29 73% AS OF 2/29/2024 Town of Summerville FYE 06/2024 UNAUDITED Revenue and Expense Report % OF YEAR COMPLETED: 67.00% Miscellaneous Revenues Current Budget Current Period Y-T-D Actual Budget Balance % of Budget PRT Grant Revenue 100-4-4152-20-332 Federal Brownfield Grant Rei 0.00 1,763.54 (1,763.54) 100-4-0000-35-326 Special Events Misc. Income 45,000.00 425.00 40,784.00 4,216.00 91% 100-4-0000-35-351 Interest Income 500,000.00 107,908.01 892,634.97 (392,634.97) 179% 100-4-0000-35-352 Sale of Assets 75,000.00 0.00 88,700.00 (13,700.00) 118% 100-4-0000-35-353 Parks and Playground Fees 35,000.00 5,300.00 26,195.00 8,805.00 75% 100-4-0000-35-355 Dorch Dist. 2 Reimbursement 1,025,000.00 0.00 295,510.39 729,489.61 29% 100-4-0000-35-360 Miscellaneous Income 100,000.00 788.10 32,766.20 67,233.80 33% 100-4-0000-35-362 Property Rental Fees 68,000.00 8,988.34 59,737.12 8,262.88 88% 100-4-0000-35-363 Cellular Tower Rental Fees 95,000.00 6,680.37 69,007.53 25,992.47 73% 100-4-0000-35-364 Report Fees 15,000.00 1,133.60 10,240.60 4,759.40 68% 100-4-0000-35-365 Administrative Fees 5,000.00 290.14 1,944.58 3,055.42 39% 100-4-0000-35-366 False Alarm Fees 14,000.00 7,250.00 16,620.00 (2,620.00) 119% 100-4-0000-35-370 Gahagan Field/Concessions 16,000.00 0.00 21,477.00 (5,477.00) 134% 100-4-0000-35-371 Regular League Fees 100,000.00 5,125.00 99,350.82 649.18 99% 100-4-0000-35-374 Gahagan Gate Fees 0.00 0.00 720.00 (720.00) 100-4-0000-35-375 MISC Rev-RECC 150,000.00 12,111.25 99,881.10 50,118.90 67% 100-4-0000-35-376 P&R Prepackaged Concessions 0.00 1,355.82 7,048.44 (7,048.44) 100-4-0000-35-377 P&R Prepared Concessions 0.00 372.00 899.10 (899.10) 100-4-0000-35-380 Tennis Program Revenue 20,000.00 2,180.00 21,979.37 (1,979.37) 110% 2,263,000.00 159,907.63 1,787,259.76 477,503.78 79% Transfers In Local Hat 3,500,000.00 291,667.00 2,333,333.00 1,166,667.00 67% 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 2,333,333.00 3,740,296.00 38% Total Revenues General Fund 45,569,636.00 10,704,021.09 27,830,010.07 5,408,753.86 61% AS OF 2/29/2024 Town of Summerville FYE 06/2024 UNAUDITED Revenue and Expense Report % OF YEAR COMPLETED: 67.00% Parks and Rec Fire Municipal YTD February Actual Y-T-D Actual February Actual Y-T-D Actual February Actual Y-T-D Actual Residential 212-4-4731-20-235 Parks and Rec Facilities 21,273.30 161,095.80 212-4-4731-20-237 Fire Facilities 25,674.81 210,698.41 212-4-4731-20-239 Municipal Facilities 34,558.89 270,160.31 641,954.52 Commercial 213-4-4733-20-237 Fire Facilities - Commercial 0.00 258,712.60 - 213-4-4733-20-239 Municipal Facilities - Comm 0.00 133,816.66 392,529.26 Total Revenues 21,273.30 161,095.80 25,674.81 469,411.01 34,558.89 403,976.97 1,034,483.78 212-5-4731-25-287 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 - 129,343.00 - 212-6-4731-15-312 Capital Equipment Streets - 11,200.00 213-6-4733-13-533 Fire Station 6 Construction 213-6-4733-14-312 Vehicles/Rolling Equipment - 215,718.00 Total Expenditures - 129,343.00 - - - 226,918.00 356,261.00 Net Revenues over Expenditures 21,273.30 31,752.80 25,674.81 469,411.01 34,558.89 177,058.97 678,222.78 Fund Balance 7/1/2023 199,459.08 64,008.31 1,615,650.67 AS OF 2/29/2024 Town of Summerville FYE 06/2024 UNAUDITED Revenue and Expense Report % OF YEAR COMPLETED: 67.00% Local Hospitality Tax Local Accomodations Tax February Actual Y-T-D Actual February Actual Y-T-D Actual 214-4-4741-20-221 Local H-Tax Revenue 456,399.14 3,933,757.06 214-4-4741-35-350 Special Event Sponsor 1,500.00 5,500.00 214-4-4741-35-354 Tourism Grants 0.00 23,252.00 Local Accomodations Tax 216-4-4712-30-315 Revenue 28,607.70 272,761.26 457,899.14 3,962,509.06 28,607.70 272,761.26 Total Expenses 468,669.33 3,904,974.82 107,396.85 157,979.00 Net Revenues over Expenses (10,770.19) 57,534.24 (78,789.15) 114,782.26 Budgeted Revenue 6,000,000.00 % of Budget Collected 66% AS OF 2/29/2024 Town of Summerville FYE 06/2024 UNAUDITED Revenue and Expense Report % OF YEAR COMPLETED: 67.00% 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 1,400,323.80 2,527,131.74 28,287.76 99% 0.00 Expenditures 2,181,391.00 167,824.12 1,346,413.54 834,977.46 62% Revenue Over / (Under) Expenditures 374,028.50 1,232,499.68 1,180,718.20 (806,689.70)  Mid-Year Budget Requests: American Rescue Plan Fund Approvals DEPARTMENT DESCRIPTION AMT REQUESTED AMT RECOMMENDED FUNDING SOURCE NOTES Numerous problems and high repair bills have been incurred to Administration HVAC Replacement - Old Town Hall $ 175,000.00 62,000.00 ARPA keep the present system "operating" Grant amount is $113k. Vehicle would transport equipment for incidents involving Fire and Rescue Box Truck $ 130,000.00 130,000.00 ARPA structures that have been compromised by vehicles, along with collapsed or storm damaged buildings Routers will assist in ensuring the closest unit to call is dispatched. Fire and Rescue Routers and Mounts $ 25,000.00 25,000.00 ARPA We have several reserve units that still need these routers This extractor would help reduce cancer risk as we have only one Fire and Rescue Gear Washer/Extractor $ 8,500.00 8,500.00 ARPA currently and its 25 years old. Cancer is the leading cause of death for active and retired firefighters. Surplus 2006 Crown Vic, move Yukon to Admin as a Pickup is more Maintenance Pickup F250 $ 45,000.00 45,000.00 ARPA practical Parks and Rec Replace Truck $ 85,000.00 85,000.00 ARPA Replaces 2003 F450 146k miles or 2001 GMC 83+ miles Continuation of Personnel and Contract Services - Fund program Police Mental Health Crisis Team $ 275,000.00 275,000.00 ARPA through 12.31.24 Add 22 rifles to the department supply moving closer to each Police Patrol Rifles $ 22,000.00 22,000.00 ARPA officer having this equipment. Police Polygraph Equipment and Computer $ 12,000.00 12,000.00 ARPA Replace aging equipment which is 7 years old and out of warranty Present supply of Tasers are out of date and not supported nor Police Taser - Year 1 of a 5 year Subscription $ 133,000.00 133,000.00 ARPA warranted in case of use. Year 2 and beyond would need to be in included in the operating budget In-Car Video Cameras - 20 M500 Cameras for our Benefits include a cheaper technology cloud maintenance and Police $ 145,000.00 100,000.00 ARPA patrol cars server efficiency. 132 need to be transitioned Streets Ford F450 4 door crew cab $ 72,585.00 72,585.00 ARPA Replacing a 2 door 2004 Ford F450 Replacing a Sm76 Komatsu Wheel loader which has a blown engine. Streets Debris Wheel Loader CAT 920 $ 219,604.00 219,604.00 ARPA A replacement engine is no longer available. Streets Debris Truck Freightliner $ 155,000.00 155,000.00 ARPA Replacing a 2011 Freightliner Streets Street Sweeper Tymco $ 321,293.70 321,293.70 ARPA Replace 2002 Tymco Sweeper Streets Bobcat skid loader engine $ 14,000.00 14,000.00 ARPA Replacing a blown engine with a remanufactured motor. Streets John Deere 5075E right of way Tractor $ 46,435.19 46,435.19 ARPA We are replacing SM 130 a 2016 John Deere 6120M Streets 3 point hitch boom mower $ 17,856.50 17,856.50 ARPA To also replace SM 130 Streets Batwing finish Mower $ 23,366.96 23,366.96 ARPA To maintain the bike trail Total Recommended $ 1,767,641 Available $ (1,929,408) Amount remaining $ (161,767) Mid-Year Budget Requests: Other Approvals Coordinate wayfinding with Dorchester County Administration Way Finding 300,000.00 ATAX or HTAX project Parks and Rec Expand Gahagan Yard 101,000.00 Park Impact Fees Meet storage needs for entire department Stormwater Fund Stormwater Hyundai 180AX L excavator 186,000.00 Replaces a 1998 Deere Balance Stormwater Fund Replaces a 2010 vehicle which would be moved to Stormwater Ford 250 Pickup 60,000.00 Balance replace a 2000 which will be salvaged Stormwater Fund Stormwater Nissan Frontier pickup 35,000.00 Replaces 2005 Trailblazer Balance  Mid-Year Budget Review: Items for Discussion DCCO (Dorchester County Administration $250,000.00 Assist Homeless Shelter in Building efforts Community Outreach) Excess cost over the State Grant amount of Engineering Central Avenue sidewalk $200,000.00 $400k