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Town of Montreat Board of Commissioners Meeting Agenda – Public Forum July 12, 2018 – 6:30 P.M

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Town of Montreat Board of Commissioners Meeting Agenda – Public Forum July 12, 2018 – 6:30 P.M Town of Montreat Board of Commissioners Meeting Agenda – Public Forum July 12, 2018 – 6:30 p.m. Walkup Building I. Call to Order • Welcome • Moment of Silence II. Agenda Adoption III. Public Comments IV. Adjournment 1 Town of Montreat Board of Commissioners Special Meeting - Budget Workshop June 7, 2018 Walkup Building Board members present: Mayor Tim Helms Mayor Pro Tem Kent Otto Commissioner Kitty Fouche Commissioner Bill Gilliland (arrived at 7:01 p.m.) Commissioner Alice Lentz Commissioner Tom Widmer Board members absent: None Town staff present: Alex Carmichael, Town Administrator Angie Murphy, Town Clerk David Arrant, Chief of Police Barry Creasman, Public Works Director Erin Marie Wheeler, Interim Finance Officer No members of the public were 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 Gilliland moved to adopt the agenda as presented. Commissioner Fouche seconded and the motion carried 5/0. Public Comments Mayor Helms reiterated that this Public Comment period was intended for remarks pertaining to items listed on the meeting agenda. There were no public comments at this time. Old Business There was no Old Business at this time. Book 16; Page Montreat Board of Commissioners Special Meeting – Budget Workshop June 7, 2018 New Business Budget Workshop Mr. Carmichael made some introductory comments. He acknowledged there were some immaterial changes to the Budget. Mr. Carmichael stated that tonight was an opportunity to direct staff to make change to the draft budget. Commissioner Fouche moved to direct staff to amend the draft budget for Public Works from $5,000 to $10,000 for tree removal in the right-of way. Mr. Carmichael stated this item would be listed under Contract Services: Tree Removal and Other Related Road Maintenance. Public Works Director Barry Creasman stated that the public are becoming more aware of the trees around them. Commissioner Lentz seconded the motion. Commissioner Widmer asked Mr. Creasman how he determines when to call a contractor versus when to do the work himself. Mr. Creasman stated that if he can get the bucket truck anywhere close to the tree then he is able to do the work himself but sometimes it is easier to get a contractor to do the work due to the location of the trees. The motion carried 5/0. Commissioner Gilliland had a couple of comments. He thanked Commissioner Widmer for the document he put together for the Commissioners. Commissioner Gilliland likes what was done in the Planning & Zoning Department and would like to see more of this type of thinking used in other departments. Commissioner Gilliland stated that he was a fan of merit-based pay. Commissioner Gilliland has never thought the Town had enough in the Budget for street paving and thinks that the storms might could actually help us through FEMA. Commissioner Gilliland also took the opportunity to congratulate Public Works on their hard work during the cleanup from Tropical Storm Alberto. Commissioner Widmer reflected on last week’s public comment referencing Calvin Trail and questioned whether monies needed to be set aside for this paving project. Mr. Carmichael stated that if the Town gets a Federal Disaster Notification FEMA will provide 75% of the cost to fix the road back to the pre-disaster state. Any upgrades will be out of our pockets. The state of North Carolina will cover the remaining 25%. So returning to asphalt millings, which was what was on Calvin Trail, will be covered 100%. Commissioner Fouche stated that she likes the recent idea of outsourcing payroll. Mr. Carmichael stated that he currently did not have any cost estimates on this resource. Mr. Carmichael stated that if we took the currently budgeted bookkeeper position and converted it to a full time (40 hours) temporary accountant at the same rate and we reduced Erin Marie Wheelers hours from 30 hours to 20 hours it would be a net savings of $1,470.81. If we do the same conversion but keep Mrs. Wheeler at 30 hours it would cost us $12,988.31 in expenses not presented in the draft budget. Commissioner Widmer asked what the chances were in finding an accountant versus a bookkeeper while offering the same amount of money for both. Mr. Carmichael suggested that we Book 16; Page Montreat Board of Commissioners Special Meeting – Budget Workshop June 7, 2018 would recruit right out of the university system. Commissioner Widmer suggested another strategy. Commissioner Widmer feels that we need someone with more experience and has the ability to hit the ground running which would necessitate a higher hourly rate. Mr. Carmichael stated that the proposed rate is $18.75. Commissioner Widmer asked Mrs. Wheeler what the going rate is for an accountant and she stated $25 per hour. Commissioner Gilliland moved to direct staff to amend the draft budget in the amount of $17,000 in the administration department. Commissioner Lentz seconded and the motion carried 5/0. Commissioner Widmer asked Mr. Carmichael how comfortable he was with the new Planning & Zoning model. Mr. Carmichael stated that overall it is working better than he anticipated. The one area we seem to be lacking in is Code Enforcement. We do not have the capacity to go out and look for transgressions the way we used too. Mr. Carmichael stated that we would now need to reduce the budget by $22,000 to offset this evening’s changes to the proposed budget. Mr. Carmichael stated that the surplus of the budget was put into Public Buildings so it would make sense to reduce that line item by $22,000 but the Commission was welcome to propose another offset as they saw fit. Mr. Carmichael also mentioned that the Town has been awarded another grant from the US Urban Forestry Department of $3700 but we have to reflect the revenue and expense in our current budget. Mr. Carmichael recommends reflecting the revenues and expenses in the Public Works line items. Next week staff will present Council with some budget amendments for approval. We are not asking for additional local dollars we will be reflecting the budget from federal and state dollars. Commissioner Gilliland moved to direct staff to amend the draft budget by -$22,000 in the Public Buildings Department. Commissioner Widmer seconded and the motion carried 5/0. Commissioner Gilliland moved to direct staff to amend both expense and revenue in the Public Works Department in the draft budget by $3,700. Mayor Pro Tem Otto seconded and the motion carried 5/0. Commissioner Gilliland moved to add a FEMA Project Fund as a line item prior to adoption of the budget. Commissioner Fouche seconded and the motion carried 5/0. Mayor Helms stated that he sat with Mr. Carmichael and Mr. Creasman as they met with FEMA yesterday and they were very organized. Mr. Creasman had pictures of every tree and culvert and road that was affected by the storm. Mr. Carmichael stated that all the credit for the smoothness of that meeting goes to Mr. Creasman. 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. There was no public comments at this time. Book 16; Page Montreat Board of Commissioners Special Meeting – Budget Workshop June 7, 2018 Adjournment There being no further business, Commissioner Gilliland moved to adjourn the Town Council Meeting. Commissioner Widmer seconded and the motion carried 5/0. The meeting was adjourned at 8:05 p.m. Tim Helms, Mayor Angela Murphy, Town Clerk Book 16; Page Town of Montreat Board of Commissioners Town Council Meeting July 12, 2018 – 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 • June 7, 2018, Town Council Budget Workshop • June 14, 2018, Town Council Public Forum Meeting Minutes • June 14, 2018, Town Council Meeting Minutes • June 26, 2018, Special Meeting Minutes • June 28, 2018, Special 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 • Safety Update • Capital Projects Update • Legislative Update • Other Items VI. Administrative Reports • Administration • Finance • Planning and Zoning • Police • Public Works and Water • Sanitation • Streets VII. Public Comment – Agenda Items 1 Montreat Board of Commissioners Town Council Meeting July 12, 2018 Public comments will be heard during this period for only those items listed on the meeting agenda. VIII. Old Business IX. New Business A. Tree Management Plan • Suggested Motion: Move to approve the Town of Montreat Tree Management Plan. B. Policy Updates: Conflict of Interest Policy • Suggested Motion: Move to approve Conflict of Interest Policy as presented. C. Policy Updates: Uniform Guidelines Procurement Policy • Suggested Motion: Move to approve Uniform Guidelines Procurement Policy. D. FY 17/18 Budget Amendment #22 • Suggested Motion: E. FY 17/18 Budget Amendment #25 • Suggested Motion: F. Various Budget Amendments for FY 2017-2018 • Suggested Motion: G. Various Budge Amendments for FY 2018-2019 • Suggested Motion: I. Public Comment – Other Topics 2 Montreat Board of Commissioners Town Council Meeting July 12, 2018 Public comments will be heard during this period for other public business items or topics not listed on the meeting agenda.
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