VILLAGE COUNCIL REGULAR WORK-SESSION MEETING AGENDA July 30, p.m. Village Hall

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1 TS = audio time stamp VILLAGE COUNCIL REGULAR WORK-SESSION MEETING AGENDA July 30, p.m. Village Hall 1. ADOPTION OF AGENDA 2. OATH OF OFFICE FOR BRIAN BEATY AS MAYOR PRO TEM TS 3:32 3. CONSENT AGENDA a. Accept the FY Settlement Report from the Tax Collector Pursuant to NCGS (a)(3) b. Rescind Policy #P Scheduling Public Hearings c. Adopt Revisions to Finance Policies P (Budget Amending Authority), P (Policy for Reimbursement of Actual Expenses) and P (Online Finance Report) d. Approve Budget Ordinance OR Appropriating Fund Balance for Traffic Intersection e. Approve NCDOT Construction Agreement for Construction of Marvin School Rd. and Waxhaw Marvin Rd. roundabouts at New Town Rd. *4. INFORMAL DISCUSSION REGARDING DEVELOPMENT ON THE ZALECKI PROPERTY TS 11:40 5. INFORMAL DISCUSSION ON CRTPO PRIORITIZATION 4.0 TS 28:27 *6. ADOPT RESOLUTION #RS A RESOLUTION OF COMMITMENT TO SUPPORT ROAD IMPROVEMENTS TO THE INTERSECTION OF NEW TOWN AND MARVIN ROADS TS 36:15 7. REVIEW ACTION ITEMS TS 37:49 8. COUNCIL COMMENTS TS 45:35 9. ADJOURNMENT * Revised at meeting

Adopt Revisions to Finance Policies P-2006-02-01 (Budget Amending Authority), P- 2008-09-01 (Policy for Reimbursement of Actual Expenses) and P-2009-01-02 (Online Finance Report) d.

2 Regular Council Work-Session Minutes July 30, 2015 Village Hall Page 1 of 4 Mayor Pollino called the meeting to order at 5:03 p.m. Quorum was determined with the following members in attendance: Mayor Joe Pollino, Councilwoman Christina Frazzini and Councilman Lanny Openshaw. Councilman Brian Beaty and Councilman Ross Overby were absent. The following staff was present: Lisa Thompson, Administrator/Senior Planner. Melody Graham, Clerk. ADOPTION OF AGENDA Staff explained: Item 2 (Oath of Office for Mayor Pro Tem) should be removed due to the fact that the Mayor Pro Tem does not take a separate oath. Mayor Pro Tem Beaty took the Oath of Office as a Councilmember so there is no need to take the oath again. Item 4 (Informal Discussion Regarding Development on the Zalecki Property) should be removed as the developer was not able to gather all the information needed for the discussion. The Council agreed. Staff requested the addition of a new item 6 (Adopt Resolution #RS A Resolution of Commitment to Support Road Improvements) to go along with the Informal Discussion on the CRTPO Prioritization 4.0. The Council agreed. TS 3:17 Councilman Openshaw moved to adopt the agenda as amended. TS 3:32 TS 11:30 CONSENT AGENDA Councilman Openshaw moved to adopt the Consent Agenda as presented. The following items were acted upon: Accepted the FY Settlement Report from the Tax Collector Pursuant to NCGS (a)(3) (See Attached: The Settlement Report is hereby incorporated by reference and made a part of these minutes). Rescinded Policy #P Scheduling Public Hearings (See Attached: Policy P is hereby incorporated by reference and made a part of these minutes). Adopted Revisions to Finance Policies P (Budget Amending Authority), P (Policy for Reimbursement of Actual Expenses) and P (Online Finance Report) - (See Attached: Policies P , P and P are hereby incorporated by reference and made a part of these minutes).

Councilman Brian Beaty and Councilman Ross Overby were absent. The following staff was present: Lisa Thompson, Administrator/Senior Planner. Melody Graham, Clerk.

3 7/30/2015 Page 2 of 4 Approved Budget Ordinance OR Appropriating Fund Balance for Traffic Intersection (See Attached: OR is hereby incorporated by reference and made a part of these minutes). Approved NCDOT Construction Agreement for Construction of Marvin School Rd. and Waxhaw Marvin Rd. roundabouts at New Town Rd. TS 11:40 INFORMAL DISCUSSION ON CRTPO PRIORITIZATION 4.0 Ms. Thompson explained: As Staff explained at your last meeting, the Marvin/New Town road intersection was placed on the to be removed list in the new P4.0 prioritization list for NCDOT. In order to be reconsidered, the Village is required to submit a technical memo by July 31. Staff had the Village Engineers prepare a memo and score sheet for this intersection using P4.0 criteria (See Attached: The memo and score sheet are hereby incorporated by reference and made a part of these minutes). In the previous 3.0 list, the intersection scored 10 out of 50. In the P4.0 list it scored out of 50, which still falls below the 22 point criteria that CRTPO recommends for inclusion, but Staff believes it is worth a shot to get placed back on the list. Ms. Thompson reviewed the score sheet and the Council discussed it in depth. Councilwoman Frazzini asked if a higher financial contribution on Marvin s part would increase the score and possibly help get Marvin back on the P4.0, and if so, what the additional contribution might need to be. Ms. Thompson stated it was possible, but that number would have to be determined. Councilman Openshaw stated: The criteria has changed since the last list was published. Marvin was included on the 3.0 list, but dropped from the 4.0 list. He does not believe other municipalities in Union County will support putting this intersection back on the list due to the limited funding and other more demanding projects. Approximately 800 projects across the state were dropped from the P4.0 list, due to funding constraints. Union County towns will need to work together to get 5 actionable items on the list. We need to figure out how to get this project completed. It will mean looking for other funding sources. TS28:27 ADOPT RESOLUTION #RS A RESOLUTION OF COMMITMENT TO SUPPORT ROAD IMPROVEMENTS TO THE INTERSECTION OF NEW TOWN AND MARVIN ROADS Ms. Graham explained: Councilman Openshaw suggested including a resolution to go along with the memo and score sheet being sent to CRTPO. Staff drafted the resolution and sent it out to Council for review. Councilman Overby suggested via that we include actual numbers for the accident report. The Council discussed the resolution in depth. Councilman Openshaw suggested using a percentage for the accident report instead of the actual numbers. The Council agreed.

0 Ms. Thompson explained: As Staff explained at your last meeting, the Marvin/New Town road intersection was placed on the to be removed list in the new P4.0 prioritization list for NCDOT.

4 7/30/2015 Page 3 of 4 Mayor Pollino requested adding information on the Village s proactive stance for improving safety at this intersection by having off-duty officers direct traffic during peak hours, only to have the Sheriff say it was too dangerous. The Council agreed. Ms. Graham read the revised resolution TS 35:50 Councilman Openshaw moved to adopt RS as revised and read by the Clerk (See Attached: RS is hereby incorporated by reference and made a part of these minutes). TS 36:15 REVIEW ACTION ITEMS Ms. Graham reviewed the action items: Update policy manual with revised policies Budget Ordinance Amendment sign, seal, scan and file DOT Construction Agreement sign, seal and send with payment as arranged in agreement Research if a higher financial contribution could increase score on the P4.0 list Research other funding sources for road improvements August Agenda add Discussion of Toll Brothers property Resolution RS Revise as discussed, print, have Mayor sign and send to NCDOT with Village Engineer memo and score sheet COUNCIL COMMENTS TS 37:49 TS 39:13 TS 43:57 Councilwoman Frazzini stated: The conference room looks great. Thanks to staff for painting and arranging for the new conference table. She saw that Waxhaw streams their meetings to the internet and would like staff to investigate this option for Marvin. She thinks this would be a nice option for residents. Councilman Openshaw stated: The changes to the P4.0 list show the importance of attending the TCC meetings. Committee members in TCC all get an equal vote, as opposed to the CRTPO group where Charlotte-Mecklenburg gets the majority of the votes. It is necessary to work together across the County in order to get our projects considered. We have to bring clarity to the issues and communicate early and often. The majority of traffic on New Town Rd. and Marvin Rd. is cut-through traffic, not local residents. We need to be sure that all traffic accidents are being reported. Mayor Pollino stated: National Night Out is Tuesday, August 4. He encourages everyone to attend this great event. Firethorne and Marvin Creek have both contributed financially to the success of the event. He hopes other neighborhoods will contribute as well. He will have an

Graham read the revised resolution TS 35:50 Councilman Openshaw moved to adopt RS-2015-07-01 as revised and read by the Clerk (See Attached: RS-2015-07-01 is hereby incorporated by reference and made

5 7/30/2015 Page 4 of 4 opportunity to meet with Governor McCrory in August. He is willing to take questions/concerns from residents to the Governor if anyone has an issue they would like addressed. He asked staff to post this information to the website. ADJOURNMENT 45:35 Councilwoman Frazzini moved to adjourn at 5:47 p.m. Adopted: Joseph E. Pollino Jr., Mayor Melody A. Graham, Clerk

they would like addressed. He asked staff to post this information to the website.

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