Regularly Scheduled Agenda Setting/Monthly Workshop

1

Town of Maggie Valley

Regularly Scheduled Agenda Setting/Monthly Workshop

February 2, 2016

MINUTES

Members Present: Mayor Saralyn Price, Janet Banks, Phillip Wight, Clayton Davis, and Mike Eveland

Staff Present: Manager Nathan Clark Public Works Director Mike Mehaffey, Chief Scott Sutton, Finance Director Shayne Wheeler, Planner Andrew Bowen, and Town Clerk Vickie Best

Others Present: Allison Olcsvay with The Mountaineer newspaper

The Agenda Setting Meeting/Monthly Workshop began at 9 a.m. on Tuesday January 2, 2016 in the Town Hall Boardroom.

Review of the Agenda:

1)Meeting Called to Order

2)Consent Agenda

1. Minutes to be Approved: January 5, January 11 & January 25 2016
2. A/R Report
3. Tax Release
4. Budget to Actual

There will be more tax releases at this meeting than normal, due to the Creekside Assessment (approximately 30). There was a calculation error.

3)Oath of Office (Filling of Alderman Vacancy): James Clayton Davis

Council interviewed seven candidates and unanimously chose Clayton Davis to fill the vacant alderman seat.

4)June Johnson Beautification Award

This is an annual award for someone that has helped to beautify Maggie Valley.

5)Public Comment

6)G.S. 105-369: Delinquent Tax Report

By State Statue, Council is provided a report of all delinquent taxes of real property. Council will then direct the Tax Collector (Manager Clark) to send written notification to the taxpayer and then the delinquent taxes will be advertised in the local newspaper.

7)Budget Amendment: Tree Plantings

NCDOT and theTown partnered on planting the trees along Soco Road. There was a one-year warranty on the trees, but after that the town is responsible for replacing any dead trees. The project was funded in the 2014/2015 budget, but because of the planting season the replacement tree project was pushed to 2015/2016. The budget amendment is for $4,100.

Alderman Banks questioned when more trees are going to be planted. Manager Clark responded that the cost of adding more trees will be discussed during the budget preparation.

8)Declaration of Vehicle Surplus

Council must declare the two police vehicles surplus before they can be sold. Haywood Community College has agreed to purchase both the Expedition and the Explorer for $17,000.

Alderman Wight explained to Mr. Davis how the police department rotates vehicles. In the past, the Police Vehicles were handed down to Administration. Now Administration has two new vehicles to help save on gas and to be able to comfortably take council to meetings.

In the past, Council has tried to purchase cars every two years rather than rotating cars out. There was not a lot of cost saving due to the cost of repairs as the cars got older.

The police car that was totaled in an accident, was moved up the line of rotation and another vehicle was moved down a year.

9)Town of Maggie Valley Audit Services Contract Renewal: Martin Starnes & Associates

The auditing firm must be approved annually. Martin Starnes & Associates proposed the following fees:

 2016 $26,375

 2017$27,175

 2018 $28,000

 2019$28,850

 2020$29,725

Martin Starnes & Associates, as with other auditing firms, are dropping smaller towns. Maggie Valley is fortunate to have this offer at this price. The 2020 price is better than the 2007 price when Dixon and Huges and Associates were doing the annual audit. Finance Director Wheeler deserves recognition for her preparation and financial record keeping.

The auditing firm is responsible for reporting to the Local Government Commission. The additional CAFR Award is above and beyond the normal requirements. There is not another municipality in Haywood County that has this distinction. The CAFR brings a higher level of financial transparency. The additional cost of applying for the CAFRis $370. The Town of Maggie Valley has been awarded the CAFR annually since 2002.

10)Town of Maggie Valley Town Hall Remodel and Refurbishment: Professional Service Contract

The proposed remodel and refurbishing of the Boardroom will include substantial structural subsurface repairs. The initial cost estimates are between $150,000 and $165,000. Mercer Design Group will seal the final engineering drawings, contract administration, and perform contractor oversight of the project for $1,200. The fee does not include the pre-bid conference. The fee for the pre-bid conference will be approximately $200. The pre-bid conference is an important part of the biding process.

The bid bond is important to ensure the project is done correctly and within budget. The Board would need to approve all change orders during construction. When refurbishing an 80-plus year old building unknown factors sometimes arise.

The Board has no way of knowing the actual cost until the formal bidding process. Council can choose not to award the contract, if the costs are too high. The timeframe will be 30 to 45 days to have bids presented to Council. The project will take approximately 60 days or less to complete.

The Board of Aldermen, along with the Planning Board and Zoning Board of Adjustment meetings will be held in the Flossy White Room until the Boardroom is completed. Mayor Price added that she would like to see the Flossy White Room tuned into a meeting room similar to the Sanitary District’s room where classes are held.

Manager Clark added that space needs will be one of the topics discussed at the goal setting meetings scheduled for February 15 and 16 beginning at 9:00 a.m.

11)Festival Ground Event Calendar Approvals

1. September 9-11 2016 (Thunder in the Smokies Fall Rally, Maggie Valley Fall Rally or Elk Festival)
2. Smoky Mountain Summer Concert: Sonny Productions August 27, 2016

Sonny Productions and Handlebar Corral both want the same September dates for a motorcycle rally. There have even been discussions of an Elk Festival being held that weekend prior to the possible opening of elk hunting. Maggie Valley is not in the festival business, therefore the Elk Festival would be up to another entity to promote.

12)Town Reports

1. Andrew Bowen, Town Planner
2. Mike Mehaffey, Public Works Director
3. Scott Sutton, Police Chief
4. Nathan Clark, Town Manager

13)Closed Session: NCGS 143-318.11(a) (5), Discussion of Acquiring Real Property

14)Adjournment

Manager Clark distributed copies of the Town of Maggie Valley’s Snow Removal Policy for Council’s review. Certain streets have been added over the last five years of the policy.

Purpose

The goal and intent of the Town of Maggie Valley Public Works Department is to maintain a safe road network by providing an efficient and effective snow and ice removal program. The weather in Western North Carolina is unpredictable, and the unique nature of each storm event may dictate variations to this policy. The purpose of this information is to outline the general snow removal procedures of the town in addition to providing suggestions to how you, as a resident of Town of Maggie Valley, can help the Public Works Department in this effort. It is our hope that the town’s efforts, along with the cooperation and assistance of an informed public, will result in a safe winter season with minimal disruptions to ongoing daily activities.

Snow & Ice Control Plan

Town Streets:

The Town of Maggie Valley maintains approximately 6.66 miles of residential streets. These streets are built to the highest possible construction standards and meet the North Carolina Department of Transportation Powell Bill Street Standards. These streets automatically receive snow plowing and deicing material from the Public Works Department. The following streets are part of the Town Maintained Street System:

Airish Lane / Altitude Terrace / Appalachian Trail to Cheyenne Court / Bonus Court
Brannon Forest Drive / Contentment Place / Creekside Drive (Right Fork) / Cripple Creek Drive
Deer Run Road / Elm Drive / Gibson Drive / Ladderback Ridge
Lewis Lane to Three Pines Motel / Linsonwood Road / Meandering Way / Panoramic Loop
Paso Fino Drive to Stable Lane / Placid Cove / Riddle Cove Road / Riverside Villa Drive
Rocking Chair Lane / Springlake Road to Nottingham Lane / Summit Drive to “Y” / Turn-a-bout Court
Twinbrook Lane to Springlake Road / Whippoorwill Drive / Windswept Drive

Private Streets:

In addition to providing snow plowing and deicing material to Town Maintained Streets the Town of Maggie Valley also provides this service to some private streets located throughout the corporate limits. These roads are built to high standards and have some elements that Town Maintained Streets possess making them eligible for this service. Elements that private streets must possess before the Town will consider providing this service include:

• Road grades that do not exceed 18%
• Paved streets that are a minimum of 16 feet wide
• Paved One Way looping streets that are minimum of 12 feet wide
• Streets that terminate in a cul-de-sac or T/Y Turn
• Streets that possess more than four dwelling units

Home/property owners associations that would like to receive snow plowing and deicing services from the Town must submit a complete request application by May 1. This annual application will be reviewed based upon the conditions that exist each year on your particular street by the Town Manager and Public Works Director. You will be notified of your street’s acceptance into the service program by the Town Manager by July 1.Requests submitted for private driveways, parking lots and individual residences will not be considered. The following private streets have been accepted into the snow and ice removal service for winter 2014-2015:

Old Still Road to the Gate / Spy Rock Road / Constitution Avenue / Stoney Ridge
Valley Creek Drive to Black Bear Ridge Entrance / Rocky Top Road to Magnolia Drive / Raven Ridge / Clearview Drive to 264 Clearview
Creekside Drive (Left Fork) / Upper Hemlock Loop / Remaining Brannon Forest Paved Roads / Tanner Trail to 368 Tanner Trail
Valley Creek Run: Silver Leaf Circle

State Roads:

Roads indentified as “state” roads, will receive snow and ice removal services from the North Carolina Department of Transportation (NCDOT). In addition to the level of service NCDOT provides the Town of Maggie Valley Public Works Department will perform additional snow plowing to the following roads when time and materials allow because of their relationship to Town’s Corporate Limits and Town Maintained Streets:

Teague’s Loop / Moody Farm Road / Cardinal Drive
Melody Lane / Dogwood Drive Entrance / Rich Cove Road
Campbell Creek Road / Ketner Cove Road / Setzer Cove Road to Mountain Joy Cottages
Evans Cove Road to Bridge

If you live on a state road that is not listed above please contact NCDOT at 456-0336 for more detailed information about their snow and ice removal policy on your road

Snow Plowing & Deicing Procedures:

Upcoming storm events are monitored and tracked using available data from the news media and internet resources. The Police Department also keeps the Public Works Department informed of road conditions and notifies the Public Works Director when action is needed. Snow removal from streets will begin when there is a minimum of one inch of surface snow with the probability of continued accumulation. Spreading of chat and/and or salt will commence immediately upon evidence of snow or ice on road surfaces that does not show evidence of imminent melting.

Material Handling & Application:

The Town uses both abrasives (chat) and salt. The best use of these materials is subject to many variables such as traffic, temperature, sunshine, stored heat in the pavement and adequate forecasting of weather conditions and changes. How satisfactorily and economically results are achieved depends on the staff's skill on tailoring operations and concerns to these varied conditions.

Chat is cheap to buy, offers immediate traction on slippery surfaces and offers visible evidence of action by town crews (an important psychological advantage to the driverand to the town's public relations program). Significant disadvantages are low miles of coverage per truck load (thus requiring much reloading and dead hauling of empty trucks), dirty, hard on car windshields and finishes and generation of an appreciable cleanup job following the storm's end. The use of salt can damage nearby salt sensitive vegetation and infiltrate ground water. When applied as dry rock salt, it stays in place on loose slush but segregates, bounces off and slides wide on ice. Salt is dormant when applied and slow to embed at temperatures of 20 F or less. Therefore traffic may cause considerable loss. The use of abrasives and salt as a snow and ice control procedure is to be minimized to conserve the environment and control costs.

Road Rights of Way:

Please make every effort not to park vehicles on the road or along the road right of way when snow or ice is anticipated. Parked cars make the snow removal efforts very difficult and in some instances may prevent your street from being scraped.

Trash Pickup:

If you are on curbside trash pickup, please do not place your trash receptacle out on the road over night if a snow storm is anticipated. The Town’s subcontracted trash hauler will make every effort to pick up your trash in the event of a storm. However, if road conditions are dangerous or the snow/ice makes it impossible for the trucks to do their routes, GDS may decide to pull their trucks off the roads. In that event, your trash will be picked up as soon a majority of Town Streets are deemed passable. You can check the status of trash pickup by calling the Town Hall at 926.0866.

Driveway Clearing:

Homeowners are responsible for clearing their own driveways. To avoid extra shoveling, wait until the road has been plowed to the curb before removing the snow at the entrance of your driveway. When removing snow from your driveway, place the snow on the right side of the driveway (facing the road). This will prevent the added snow from being plowed back into your driveway during the Town’s plowing operation. Do not snow blow, plow or shovel snow into the roadway when clearing your driveway.

Fire Hydrant Clearing:

Any effort to aid the Fire Department with keeping a hydrant in front of your house cleared of snow is appreciated. Clearing around the hydrant with a path to the road helps protect the safety of you and your neighbors.

Alderman Wight asked that the Town do snow plowing on Holland Drive. Alderman Wight has had to pull numerous vehicles from the road. There are several homes located on Holland Drive, but only the front two homes are within the corporate limits. The rules for plowing private streets are met other than the road must possess more than four dwelling units.

Alderman Wight felt it was a hazardous area because of cars sliding out onto Soco Road. Sometimes the only thing holding back the vehicles is the snow bank left by the State, when Soco Road is plowed. Only 400 to 500 feet of Holland Drive is in town.

Council must be cognizant of making changes to a policy. If one exception, such as plowing a road with two dwelling units is made, the change would affect all other roads in Maggie Valley with same situation. Mayor Price asked that Director Mehaffey look at how many roads a change in the policy would affect.

Alderman Wight asked why Jim Redmond’s place was plowed.

Director Mehaffey stated that each of those units belong to different individuals and that he was instructed by the Board, at the time, to make a one-way loop around the area.

Council asked that Manager Clark have Attorney Justus review the snow removal policy.

Manager Clark reported that Attorney Justus would not be at Monday’s meeting but would be sending one of his associates Vincent Borden.

The COG meeting is February 22 in the Town of Canton beginning at 6 p.m.

The goal setting agendas for February 15 and 16 will be passed out Monday.

The agenda setting/workshop ended at 10:15 a.m.

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Mayor Saralyn PriceVickie Best, CMC, Town Clerk