REGULAR MEETING OF THE TOWN BOARD OF COMMISSIONERS OF AUGUST 18, 2010

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1 REGULAR MEETING OF THE TOWN BOARD OF COMMISSIONERS OF AUGUST 18, 2010 Town Board Present: Mayor David Wilkes, Vice Mayor Amy Patterson, Commissioner Dennis DeWolf, Commissioner Larry Rogers, Commissioner John Dotson and Commissioner Gary Drake. Also Present: Lamar Nix, Town Engineer, Joe Cooley, Planning and Development Director, Selwyn Chalker, Recreation Director, Police Chief Bill Harrell, Jim Fatland, Town Manager and William Coward, Town Attorney. 1. Call to order Mayor David Wilkes called the meeting to order at 7:00 p.m. 2. Swearing in of Police Officer Andrea Holland and Auxiliary Police Officer Jonathan Philips Police Chief Bill Harrell swore in Police Officer Andrea Holland and Auxiliary Police Officer Jonathan Philips. Mayor Wilkes thanked the new officers and welcomed them to the Town of Highlands. 3. Public Comments June Hogue, a Lake Sequoyah resident, appeared before the Board, advising that her husband conducted a survey regarding fallen trees and found that 24 trees have fallen into the lake. Mrs. Hogue raised her concerns as the lake is the town s water source and inquired who was responsible to remove the fallen trees. Mrs. Hogue presented the Mayor with a map that showed the location of the fallen trees. Mayor Wilkes advised that he would speak with Lamar Nix and Jim Fatland about this issue. 4. Approve Revised Agenda Vice Mayor Amy Patterson requested that a Closed Session be added to tonight s agenda to discuss a personnel matter. Town Attorney stated that he wished to discuss a legal matter in Closed Session. Vice Mayor Amy Patterson moved to approve the Revised Agenda, was seconded by Commissioner Gary Drake and was unanimously approved. 5. Approve Minutes of August 4, 2010 The following corrections are made to the August 4, 2010 Minutes: Page 2, last sentence of Section B (Commissioners) is amended to read as follows: Commissioner John Dotson discussed the need to finalize the employee grievance procedures and was advised that the Town Attorney needed more time. 1

2 Page 2, Section C (Committees), first sentence is amended to read as follows: The Land Use Committee gave its report and advised that no changes to the ordinance is Needed regarding allowed businesses. Page 2, Section C (Committees), fourth sentence is amended to read as follows: Mayor Wilkes advised that the Parking Ordinance will be discussed at the next meeting of the Business Advisory Committee. Commissioner John Dotson moved to approve the Minutes of August 4, 2010, as amended, was seconded by Vice Mayor Amy Patterson and was unanimously approved. 6. Reports A. Mayor There was no report as Mayor Wilkes deferred his report to the Committees. B. Commissioners There were no Commissioner reports. C. Committees The Economic Development Committee gave its report and also advised that the week of February 21, 2011 will be Business Appreciation week. The Finance Committee advised that it wished to discuss Agenda Item 10 on the revised agenda. The Recreation Committee gave its report. Lamar Nix advised the Board that the paving and patching of Pine Street will be completed by August 19, 2010 and that the street will be opened for the weekend. As to re-paving, Mr. Nix advised that it would be at the Town s discretion. The Business Committee discussed the Sign Ordinance and further advised that a smaller committee would be formed to look into amending that ordinance. D. Town Manager Town Manager Jim Fatland discussed with the Town Board the following: ONE STOP VOTING LOCATION IN HIGHLANDS Kim Bishop from Macon County Elections has reported that the Election Board has approved the use of Town Hall for one stop voting. According to Ms. Bishop, hours 2

3 would be 10AM to 6PM Monday October 25 through Friday October 29 and 10AM to 1PM on Saturday October 30. Macon County is awaiting a favorable decision from the State of North Carolina for grant funding for the one stop voting. TOWN HALL OPEN HOUSE Open House for the newly renovated Town Hall has been set for Thursday September 2 nd 3PM to 6PM. THIRD STREET SIDEWALK CONSTRUCTION (SPRING STREET TO HWY 28) The Town has received the necessary easements and will be proceeding with constructing a new sidewalk on Third Street between Spring Street and Hwy 28. This project was approved in this year s budget. Street crews will be starting the project the last week of August. PINE STREET STORMWATER IMPROVEMENTS Mike Waresak, McGill Associates, will be here on Thursday August 19 for final inspection with contractor. 7. Consent Agenda A. Public Services Department B. Police Department C. Parks & Recreation Department D. Planning & Zoning Department E. Treasurer s Report for Month ended July 31, 2010 F. Monthly Calendar G. Grant Status Report Commissioner John Dotson requested that Item A (Public Services Department) be pulled from the Consent Agenda for discussion. Regarding Item A (Public Services Department) Commissioner Dotson inquired of Lamar Nix the PSA Report for July 2010 and the amount of leakage that was discovered. Commissioner Dotson was advised that there were some leaks that amounted to fifty (50) gallons per minute. Mr. Nix also discussed the discovery of cross connection that were turned off but have now been opened. Also discussed was water usage within the Town s limits which showed a rate of 200,000 gallons per day, repairs to leaks and meters. Mr. Nix advised that the older meters were pulled and tested and showed that they were reading incorrectly, which indicated that residents were not paying for all of the treated water they were using. Mr. Nix advised that the meters at the water plant have been calibrated. Also discussed was the town pool not being metered, being topped off at least two (2) times a week and throughout the summer season being refilled at least one (1) time. 3

4 Selwyn Chalker reported that the funds raised by the Relay for Life was more than expected to which Mayor Wilkes expressed his congratulation to everyone involved. Commissioner Gary Drake moved to approve the balance of the Consent Agenda, was seconded by Commission Dennis DeWolf and was unanimously approved. 8. Conditional Zoning District Application for Riverwalk Submitted by Macon Bank Tony Potts, Vice President of Macon Bank, present at tonight s meeting, presented a Conditional Zoning Request for Riverwalk, which stated the following: The project was approved as a 70 lot subdivision by the Town Board on November 5, 2005; The original project consisted of 59 Cottage Lots and 11 River Lots. The Cottage Lots were to contain homes prebuilt by the Developer and the River Lots were to be sold to individuals to construct their own homes; Macon Bank foreclosed on the property on May 15, 2009; Macon Bank is requesting to re-plat the subdivision to allow adequate sized Cottage Lots for carports/garages; The re-platted subdivision will reduce the number of lots from 70 to 58. The breakdown will be 11 River Lots and 47 Cottage Lots; The Bank is requesting two shared drives: one for Cottage Lots 29, 30 and 31; and another for River Lots J and K. The shard drive for River Lots J & K would be within the existing 40 foot right-of way. The shared drive would reduce the environmental impact of building the road. The Bank is also requesting a 15 foot setback from the right-of-way. This would allow the homes to be moved closer to the road and reduce the construction impact on the lots. The existing roads would not be disturbed; the lot lines would just be adjusted. Joe Cooley addressed the Town Board and advised that the current zoning is shown as R-2 and that what is being requested by Macon Bank is R-2 Conditional. Mr. Cooley further stated that he recommends this matter be forwarded to the Planning Board for their review and consideration. Discussion was held as to the set backs, buffers, shared driveways, turning ratios for garbage trucks and emergency vehicles and why this matter was brought before the Board of Commissioners and not directly to the Planning Board. Vice Mayor Amy Patterson made a motion to have the Conditional Zoning District Application for Riverwalk Submitted by Macon Bank be sent to the Planning Board, was seconded by Commissioner Dennis DeWolf and was unanimously approved. 9. Resolution in Support of Relocating Highlands Post Office Jane Woodruff, a resident of Highlands, has made a request about relocating the Post Office, at no cost to the United States Postal Service, to the southwest corner of 4

5 Highways 64 and 106 and was looking for the Town s support. Ms. Woodruff has written a letter and is requesting anyone in support to write letters voicing their support. Ms. Woodruff also provided to the Town Board a conceptual drawing and floor plan for their review. Vice Mayor Amy Patterson stated that the Town Board had a problem when the post office was relocated to its present location. Mayor Wilkes advised that there was no downside to the proposed location and was receptive to the idea. Commissioner John Dotson asked if the Town wanted a post office at the main entrance to the Town of Highlands (visually speaking). Commissioner Dennis DeWolf stated that he was very receptive to the idea but that there would be need to address safety issues (crossing Dillard Road from Spring Street). The following Resolution as presented to the Town Board for consideration: Resolution in Support of Post Office Relocation WHEREAS, the current Highlands Post Office is located on Highway 28 away from the Downtown Area; WHEREAS, the current Post Office s parking lot fronts Highway 28 making it difficult to back up into a dangerous situation with oncoming traffic; and WHEREAS, a proposal has been submitted by Jane Woodruff to relocate the Highlands Post Office to the corner of Highways 64 (Franklin Road) and 106 (Dillard Road) at no cost to the United States Postal Service; and WHEREAS, the proposed new location offers the community a safer and more convenient location within the Downtown Area and an opportunity for a clearly defined entrance to Highlands; and NOW THEREFORE BE IT RESOLVED: That the Town of Highlands Board of Commissioners supports the relocation of the Highlands Post Office from Highway 28 to the corner of Highways 64 and 106. PASSED AND ADOPTED THIS 18 TH DAY OF AUGUST, ATTEST: APPROVED: Town Clerk Mayor Commissioner Dennis DeWolf made a motion to approve the Resolution in Support of Post Office Relocation, was seconded by Vice Mayor Amy Patterson and was unanimously approved. 5

6 10. Notice of Intent to Use Piggyback Procedures to Purchase New Grader for Street Department. Lamar Nix, Town Engineer, spoke with the Town Board and advised that the Street Department budget was approved, including the purchase of a new motor grader to replace the existing one. Mr. Nix and various members of the Street Department reviewed several manufacturers and consulted with two mechanics regarding the motor graders. The best choice for the Town of Highlands is a Champion C86. It is recommended that the Town Board approve the process for the Town of Highlands to pursue the purchase of a Champion C86 motor grader by Piggyback on existing purchases by other municipalities which have already went through the bid process. As to the fiscal impact, the motor grader budget is $195, The purchase price for the City of Dover was $127,597. Also needed would be lighting, manuals and one attachment. Town Manager Jim Fatland explained the process of piggyback and the necessity of the Town Board s approval. Vice Mayor Patterson inquired if using the piggyback method would mean a better price and was advised by Mr. Nix that it would. Commissioner Dotson agreed that the Town needed a new motor grader and inquired if any money could be obtained from the old one. Mr. Nix advised that it was worth some money. Vice Mayor Amy Patterson made a motion to start the piggyback process for the purchase of a motor grader, was seconded by commissioner John Dotson and was unanimously approved by the Town Board. 11. Consider Approval of Wayah Insurance Group as Broker for Employee Medical Insurance Program Wayah Insurance Group gave the Town Board, prior to tonight s meeting, a presentation on available insurance plans for the Town s employees. The current plan through United Health Care was determined to be too expensive and ultimately Blue Cross Blue Shield s hybrid plan was chosen. With the hybrid plan, the Town will pay approximately $569,000 to provide insurance to sixty-two (62) employees and save approximately $280,000 over the United Health Care plan. Commissioners Gary Drake and John Dotson presented their findings to the Town Board. Discussed were the high costs of insurance and the different plans. Commissioner Dotson discussed the Blue Cross Blue Shield plan and stated that it had a larger provider network although the costs were more, it did provide the peace of mind. Commissioner Drake discussed the plan offered by the Crescent Network, its potential savings to the Town and pointing out that there was a limited network available in Georgia. Commissioner Drake advised that insurance for the Town s employees was getting expensive and expressed his wish to keep the costs down. Commission Drake also expressed his concerns that the town was spending extra money to keep employees with their own doctors. 6

7 Discussed with the Board members were the deductibles under both plans, out of pocket costs and the use of a medical debit card. Town Manager Jim Fatland suggested that the Board approve the Blue Cross plan and have the broker look for a more solid choice for the next year. Mayor Wilkes discussed the plans that were offered and advised that there was no guarantee as to how much premiums would go up the next year. Mayor Wilkes stated that he wanted the best coverage for the Town s employees and that it was not a good idea to change brokers every year. There was further discussion which included preventive care, the possibility of providing employee incentives, workout facilities available at the recreation park. Mayor Wilkes also discussed setting up a committee to look into providing employees with incentives. Vice Mayor Amy Patterson made a Motion to approve Wayah Insurance Group as Broker for Employee Medical Insurance Program and to approve the Blue Cross Blue Shield s hybrid plan, was seconded by Commissioner Dennis DeWolf. The motion passed 4 to 1 with Commissioner Gary Drake voting no. 12. Closed Session Vice Mayor Amy Patterson moved the Town Board into closed session and was seconded by Commissioner Gary Drake to discuss personnel and litigation matters. Commissioner Gary Drake moved the Town Board back into open session and was seconded by Commissioner Larry Rogers. 13. Adjourn Commissioner Gary Drake moved to adjourn, was seconded by Commissioner Larry Rogers and the Town Board meeting adjourned at 9:33 p.m. James R. Fatland Town Manager Jane J. Capman Recording Secretary David Wilkes Mayor 7

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