Town of Maggie Valley

Board of Aldermen Budget Workshop

March 16, 2005

MINUTES

Members Present: Mayor Jo Pinter Aldermen: Roger McElroy

Linda Taylor

Mark DeMeola

Phil Aldridge

Staff Present: Manager Bob Shepherd, Chief Scott Sutton, Finance Director Shayne Wheeler, Planning Director Kevin Byrd, Public Works Director Mike Mehaffey, and Town Clerk Vickie Best

Meeting Called to Order

Mayor Pinter called the meeting to order at 11:10 a.m. on Wednesday March 16, 2005 in the Town Hall Boardroom.

Budget Workshop

Manager Shepherd provided Council with an overview of issues, needs, trends, and goals for the next fiscal year. Manager Shepherd also discussed the problems that arose from how cost of living raises were given last year at 1.5%. Manager Shepherd is proposing a 3% COL.

Finance Director

Ms. Wheeler explained the five-year Capital Improvement Plan proposed to start this year and the benefits associated with a CIP.

Police Chief

Chief Sutton explained a past incident where records were destroyed by water in the basement area. Evidence is not secure and the State has made comment of such. At a minimum, the State requires a 4x4 fireproof- climate controlled room.

As for regular patrol, it takes two hours and forty minutes to cover the city limits. This time does not account for the newly annexed Maggie Valley Resort area. There are problems between departments and residents/businesses on the five-lane highway because the town does not patrol the five-lane in front of the business. Chief Sutton is working with the Department of Highway Patrol to come to a mutual agreement.

As stated over the past several years, Maggie Valley needs a detective. The first 72 hours of working a case is the most important time. When a road officer works a case i.e. rape, suicides, drugs, robberies, and clandestine (meth) labs, he is managing the case investigation and reports, answering calls, and working traffic accidents. A detective could begin investigation immediately.

Chief Sutton provided the details of the shortfall in the police budget last year. The previous manager left one officer out of the budget completely. If everyone had been involved in the budget process, issues like this could have been prevented.

The K9 will retire within a year or so. Officer Dallas is due for a new vehicle in the rotation of cars. The equipment necessary for a K9 increases the cost and lessens the usability of the vehicle. Although a good public relation tool, the K9 has not been cost effective.

Public Works Director

Adding to Chief Sutton’s statement about a need for records storage, Mr. Mehaffey stated that the employees need direction on how best to meet those needs. Within the current town hall, it has become the community needs vs. the town’s needs.

A minimum of forty streetlights are needed to safely light the corporate limits. Each light incurs a monthly bill of approximately $18.

The solid waste contract expires this year. The staff needs direction. A volunteer system would not work because it could not be tracked through administration with a set fee.

Councilmember Aldridge asked for a pubic hearing on continuing a solid waste program.

The Waste Water Treatment facility will be due for an expansion within four years. The CIP program is scheduled for expansion completion by 2007/08. The town will need to attempt to purchase the adjacent property from the Boyd family. The facility cannot be expanded into the shooting range due to environmental issues. If necessary, a detention system could be installed until expansion is complete if capacity decreases.

Sewer line cleaning is State mandated. The Town spent $30,000 this fiscal year on line cleaning and during the process found $10,000 to $15,000 worth of needed repairs that are not budgeted for and need to be addressed.

Sewer line extension will come under the CIP plan. Alderman McElroy felt the sewer tap fees/ impact fees should be reviewed and possibly increased. Alderman Aldridge has received complaints about the cost of current tap/ impact fees.

The State provides data on the cost associated with flow.

As with other aspects of running a treatment facility, the cost of chemicals increased and now there are additional State mandated tests, thus far increasing testing $800.

Building Inspections

Manager Shepherd introduced Ron Mercier the newly employed building inspector.

Mr. Mercier gave a brief history of his past twenty-five years as a General Contractor.

Mr. Mercier is completing his certification and will need the previous building inspector to work as needed. Building Inspection Department will need a computer and a printer as well.

The county has agreed to give Maggie Valley a free tracking program that also does reports, etc.

Repairs are needed to the current building inspector’s truck.

Planning Director

Mr. Byrd again confirmed that storage space is a problem. The current Planning Office is not handicap assessable.

The codification of ordinances will go on the CIP.

Professional fees have increased due to growth.

The planning office needs a new computer and a GIS system would be of great benefit. A plotter will be a CIP project in the future.

There are funds proposed for training and materials for the Zoning and Planning Boards.

Mr. Mehaffey felt the GIS program would aid the sewer department after the sewer line and (596) manholes mapping is completed.

Administration

Ms. Wheeler spoke on behalf of the Administration Department.

Administration needs a new copier. A color copier would be beneficial in colored reports.

Administration needs a computer server to back all documentation in a central location.

The Town has contracted a new IT firm to maintain computers, installation, etc. The town’s needs were not a priority for the previous firm.

Administration, as other departments, is out of storage space. Administrative records cannot be stored off site with many records being State mandated to be in a firebox.

There was an increase in professional services.

Staff needs direction on donations for the next fiscal year.

Council asked that anyone requesting donations provide documentation of how the funds will be spent and the amount requested.

Alderman Aldridge commended the employees. The storage space is obviously a problem for all departments. The K9 program appears not to be profitable when the county has drug dogs and are willing to assist Maggie Valley.

Alderman DeMeola also commended the employees. All grants should be applied for in all areas of the town. Council should discuss increasing sewer tap fees especially since Maggie Valley is the fastest growing area in Haywood County. Alderman DeMeola agreed that the K9 program is not cost effective for the town.

Alderman McElroy praised the employees adding that all the request sound reasonable.

Alderman McElroy agreed the sewer fees and/or the building fees need to be increased. The K9 should retire. A structure for the festival grounds should be put into the CIP.

Alderman Taylor too congratulated the employees on their presentations. A budget should be established for constructing a new Police Department and the space needs of the town should be addressed before putting a building on the festival grounds. Alderman Taylor encouraged council to look at dwelling impact fees rather than increasing sewer tap fees. If the K9 is close to retirement, a car should not outfitted for a K9. It would be reasonable to give Officer Dallas the option. A formal agreement should be made with Waynesville as to the stop line for annexation.

Council then discussed obtaining special legislation to go beyond the three-mile limit for satellite annexation and getting an intern to do small annexation studies.

Mayor Pinter agreed with Alderman Taylor on how best to handle the K9 issue. Mayor Pinter asked that staff make recommendations for finding additional file storage space.

Budget Amendment

Ordinance 382

General Fund

Increase

Description Previous (Decrease) Amended

Revenues Solid Waste $73,978 $2,550 $76,528

(05-00-3850)

Appropriations Separation Allowance $ 7,650 $2,550 $10,200

(05-43-4127)

The aforementioned budget amendment was held over from March 15 Board Meeting. The separation allowance was not adequately budgeted for in this fiscal year. The solid waste line item saw a surplus because it included multiple years.

ALDERMAN DEMEOLA MADE A MOTION TO APPROVE BUDGET AMENDMENT NO 382.

ALDERMAN TAYLOR SECONDED THE MOTION.

MOTION CARRIED.

The staff will advertise for solid waste collection bids.

Alderman DeMeola apologized for not being at the interview session for the Zoning and Festival Committees. Councilman DeMeola stated that he wanted to do what is in the best interest of the town but due to a technical error on one of the applications he would like to rescind his motion to make the appointments to the Zoning Board of Adjustments.

ALDERMAN DEMEOLA MADE A MOTION TO RESCIND HIS MOTION TO APPOINT MS. DENNIS AND MR. ANDERSON TO THE ZONING BOARD OF ADJUSTMENTS.

ALDERMAN ALDRIDGE SECONDED THE MOTION.

MOTION CARRIED BY MAJORITY.

ALDERMAN ALDRIDGE MADE A MOTION TO EXCUSE ALDERMAN TAYLOR FROM THE MEETING AT 2:05 P.M..

ALDERMAN MCELROY SECONDED THE MOTION.

MOTION CARRIED.

Mayor Pinter had concerns about Alderman DeMeola rescinding his motion for appointments to the Board of Adjustments.

Alderman DeMeola stated there were concerns about the inaccuracies in the application and the relationship with the Campbell Creek Subdivision would be a conflict of interest.

Mr. Wade Reese entered the meeting accusing Mayor Pinter of contacting the proposed buyers of Ghost Town.

Mayor Pinter denied the allegations.

ALDERMAN ALDRIDGE MADE A MOTION TO EXCUSE MAYOR PINTER FROM THE MEETING AT 2:17 P.M.

ALDERMAN MCELROY SECONDED THE MOTION.

MOTION CARRIED.

Council took a brief break from 2:20 p.m. until the meeting adjourned at 2:30 on motion by Alderman McElroy.

____________________________________ ______________________________

Mayor Jo Pinter Town Clerk Vickie Best, CMC