BOARD OF COMMISSIONERS REGULAR MEETING

TOWN OF SYLVA BOARD OF COMMISSIONERS REGULAR MEETING Thursday, October 13, 2022 at 5:30 PM Board Room, 83 Allen Street Sylva, North Carolina MINUTES PRESENT: Lynda Sossamon, Mayor Paige Dowling, Town Manager Mary Gelbaugh, Commissioner Amanda Murajda, Town Clerk Ben Guiney, Commissioner Eric Ridenour, Town Attorney Greg McPherson, Commissioner David Nestler, Vice-Mayor Natalie Newman, Commissioner ABSENT: CALL TO ORDER Mayor Sossamon called the meeting to order at 5:30 p.m. STAFF PRESENT: Lynn Bryant (Finance Officer), Jake Scott (Public Works Director), and Chris Hatton (Police Chief). VISITORS: None. APPROVAL OF AGENDA Commissioner Gelbaugh made a motion to approve the agenda. The motion carries with a unanimous vote. APPROVAL OF CONSENT AGENDA Commissioner Nestler made a motion to approve the consent agenda. The motion carries with a unanimous vote. PUBLIC COMMENTS None. MAYOR’S REPORT Mayor Sossamon thanked the Sylva Police Department and other sponsors for hosting Walk for Hope. COMMISSIONER’S REPORT None. MANAGER’S REPORT: Manager Dowling reported the following: • Employment Update: Ryan Griffin is returning to the Sylva Police Department as a Patrol Sergeant in early November. He has been working for the Waynesville Police Department since he left the Town in 2016. Hunter Lassiter will begin as a maintenance technician October 20, 2022. He grew up in Sylva and has been working for an excavation company. • Dowling and Jake Scott will be attending the School of Government’s Practical Analytics Class Friday, October 14, 2022 in Asheville. • The WCU Homecoming Parade will now be November 4, 2022, beginning at 6:00 p.m. to make the most of daylight. • Bridge Park Stormwater Project: Equinox was the only firm to respond to the RFP for the Bridge Park stormwater project. Staff has been working to submit information to the Southwestern Commission for our Rural Transformation Grant application. • Joey Owle, EBCI Secretary of Agriculture and Natural Resources notified the Town and SORBA that the trail development project is being put on hold due to turnover in a key project management staff position. Once that position is filled, work can resume. EBCI will update the Board on the progress of the trail master plan once the efforts are back underway. Regular Board Meeting October 13, 2022 NEW BUSINESS Allen Street Project Ordinance Update: Manager Dowling reported that the updated ordinance reflects the latest update from Wurster Engineering for slope stabilization amounts and provides contingency to reflect that amount. Commissioner Nestler made a motion to approve the Allen Street Project Ordinance Update. The motion carried with a unanimous vote. Bryson Park Project Ordinance Update: Manager Dowling explained that the Bryson Park Project Ordinance update increases construction repair to match the latest cost estimates and the contingency associated with it. It does not include the sidewalk along Chipper Curve due to budget constraints. Commissioner McPherson made a motion to approve the Bryson Park Project Ordinance Update. The motion carried with a unanimous vote. Allen Street Award Approval: Manager Dowling explained that the Town had received a recommendation letter from Civil Design Concepts to award the construction contract for the slope repairs and construction project to Wurster Engineering and Construction, Inc. in the amount of $3,423,882.26. This award approval is authorized under the emergency exemption. After the board approves the award and NCDOT approves the design, the appropriate entities will review and sign the contract and receive the contractor's bonds. Commissioner Nestler made a motion to accept Civil Design Concepts’ recommendation and award the Allen Street & Bryson Park Slope Failure project in the amount of $3,423,882.26 to Wurster Engineering Group. This award is authorized under the emergency exemption in N.C.G.S. 146-129(e)2. Furthermore, the Town Manager is authorized to execute the contract on behalf of the Town. Resolution of Intent-Section 30: Streets and Sidewalks. (Public Solicitation): Manager Dowling explained that the Board requested such ordinance be reviewed. The ordinance contains standard language for a panhandling ordinance and has a criminal charge associated with it. There will be a public hearing on November 10, 2022 at 5:30 p.m. on the proposed ordinance. Commissioner Gelbaugh made a motion to approve the resolution of intent for amendments to Section 30 of Streets and Sidewalks for public solicitation. The motion carried with a 4-1 vote. Voting in the affirmative were Commissioners Gelbaugh, Guiney, McPherson and Newman. Voting against the motion was Commissioner Nestler. Planning Board Bylaws: Manager Dowling explained that the Planning Board bylaws have been updated to include term limits, updated for the 160D requirements and the meeting times of the board. Commissioner Nestler made a motion to approve the Planning Board bylaws with changing the name to Sylva Town Board in article 5 of the bylaws. The motion carried with a unanimous vote. Poteet Bathroom Discussion: Mayor Sossamon reminded everyone of the large number of projects the Town of Sylva is currently working on. Commissioner Guiney gave a presentation on the Poteet Bathrooms and the need for repair. He presented pictures of the bathroom to illustrate his presentation. Board members discussed the need for repairs but also the need to complete current projects, totaling approximately $6.8 million and including the Allen Street slope failure project, prior to undertaking repairs to Poteet Park restrooms. Funding can be applied for through the Jackson TDA grant process. The Town will apply for grant funding for an approximate construction date of Fall 2023. CLOSED SESSION: Commissioner McPherson made a motion to enter closed session pursuant to NCGS. 143-318- 11(a)(3) to consult with the town attorney at 6:20 p.m. The motion carried with a unanimous vote. Commissioner McPherson made a motion to come out of closed session. The motion carried with a unanimous vote and the Board entered into regular session at 6:58 p.m. No action was taken during closed session. Upon exiting Closed Session Commissioner McPherson made a motion to appropriate $10,000 from fund balance for professional services. The motion carried with a unanimous vote. ADJOURNMENT: Commissioner Gelbaugh made a motion to adjourn the meeting at 7:00 p.m. The motion carried with a unanimous vote. _____________________________________ _________________________________________ Lynda Sossamon Amanda W. Murajda Mayor Town Clerk