Town of Maggie Valley

Board of Alderman Workshop

June 22, 2004

MINUTES

Members Present: Mayor Jo Pinter Aldermen Linda Taylor

Jim Higel

Mark DeMeola

Phil Aldridge (1:38 p.m.)

Staff Present: Manager Scott Buffkin and Clerk Vickie Best

Others Present: Darin Miller with the Mountaineer, Dean Tomlinson, Larry Dubuke, James Carver, Jay Ring, Ed Matthews, Les Holzhuter and Bob Ruhlman

Meeting Called to Order

Mayor Pinter called the meeting to order at 1:04 p.m. on Tuesday June 22, 2004 in the town hall boardroom.

Festival Grounds- Rental

Manager Buffkin reported that Chris Anthony received notice from the town regarding his deposit and rental fee. Manager Buffkin left a voice message and sent an e-mail finally getting a reply that he would pay his fees the first of next week.

Alderman Taylor had concerns because of the lack of advertisement for Mr. Anthony’s event.

Mayor Pinter agreed adding that if someone comes in to rent the grounds during that time period to let them have it. The deadline for getting all fees paid has past.

Mayor Pinter directed Manager Buffkin to contact Mr. Anthony informing him that the fees must be paid immediately.

Council received a letter from Mr. Gene Lummus concerned about Maggie Valley allowing too many motorcycle rallies and turning the local people off to motorcycles completely. Mayor Pinter did not see a need to respond.

Because of discrimination, Manager Buffkin reported that council would need to have justification to disallow other promoters from having motorcycle rallies.

Alderman Taylor stated that to avoid discrimination, “the question is do we allow rallies or not”. Alderman Taylor agreed that Manager Buffkin should contact Mr. Anthony and should also respond to Mr. Lummus in written form.

Space Needs for Town Staff

Manager Buffkin informed Council that ADW Architects, PA had returned with a proposal. The cost to perform the Space Needs Study would be a lump sum fee of $3,500 and the cost to perform the space relocation study would not exceed $8,000 assuming that As-built construction documents are available for all existing facilities and associated parking.

Mayor Pinter felt a possible solution could be for the town to condemn Alderman Taylor’s house located behind the town owned property on Hemlock Loop/Summit Drive. The administration offices could be moved to the house with the police department and public works department in a new structure on the Hemlock Loop property/Summit Drive property.

Alderman Higel suggested conducting a public hearing to see what the people want.

Alderman Taylor reminded council that the playground located at the back of the community center cannot be relocated because of grant money received years ago. In order to keep the departments in one area the only options are to condemn property around the community center or at the Hemlock Loop area.

As for the space needs assessments, Council agreed that it was a lot of money to spend at this time and delayed any action for at least six months. The most pressing need is to get town equipment out of the weather.

The pavilion was built through donations from the community; Council would not want to consider that area.

Silo at Festival Grounds

Mayor Pinter directed Manager Buffkin to contact each alderman for their approval after the completion of the mural on the silo before releasing a check to Mr. Perry. Mr. Perry has requested an additional $300 because of adding the wording “Elk Capital of NC”. The original agreement was for both sides of the silo to be painted.

Mayor Pinter felt the waterfall should be widened.

Only one side has been painted and a town employee was provided to drive and remain with the lift truck.

It was the consensus of the board that after Mr. Perry is paid the original agreed price of $3,000, the balance is paid in full.

Announcements

Mayor Pinter reminded everyone of the dinner with the Cherokee Officials July 15, 2004 at the Maggie Valley Country Club at 7:00 p.m. Mayor Pinter asked that anyone wanting to be in the Folkmoot parade contact Manager Buffkin before Friday July 16, 2004. Manager Buffkin will see if “Miss Maggie” can attend.

2004/05 Fiscal Budget

Mr. Ruhlman, a member of the budget committee, questioned if there had been any changes in the police department budget.

There have been no changes made to line items in the police department.

There are funds in the code enforcement to hire an intern to work part-time.

Mr. Ruhlman asked if the ABC money was going into the fund balance.

Yes. There is a possibility of an expansion at the ABC Store so until council knows the cost they cannot move forward and make any decisions about those funds.

Mr. Ruhlman also questioned the protocol for dipping into the fund balance. “It is too easy to get into that “kitty”; it should be much tougher.

Taking money from the fund balance is a board decision.

Mr. James Carver spoke from the floor stating that he would like to encourage the board to join the ABC Board and add additional funds to build a new store near Dellwood to increase profits by picking up the people coming from US-276 going to Waynesville. Mr. Carver felt the current ABC Store should be the police department.

Alderman Higel questioned how much had actually been cut from the budget this year.

The General Fund was cut by $37,000, Sewer Fund by $20,000 and the Festival Ground’s shows an $180,000 decrease.

Mr. Larry Dubuke felt it was too late for the budget committee to be of much use because of being called in so late in the process. Mr. Ruhlman suggested appointing one alderman to be in charge of next year’s budget for guidance to the finance committee. Mr. Ed Matthews wanted notification of the budget meetings.

Alderman Higel asked that the budget committee be notified of any change in spending.

Since there has been so much publicity regarding the alleged misuse of funds, Council directed the staff to obtain a 501C3 before donations approved by Council are released. Haywood County requires audits and financial statements.

ALDERMAN ALDRIDGE MADE A MOTION TO FOLLOW HAYWOOD COUNTY’S EXAMPLE FOR DISTRIBUTING FUNDS TO NON-PROFIT ORGANIZATION.

ALDERMAN DEMEOLA SECONDED THE MOTION.

MOTION CARRIED.

Festival Grounds- Fencing & Signage

Alderman Higel questioned the festival grounds section of the budget. .

The Capital Outlay Land Improvement is for the fencing ($20,000) and the Capital Outlay sign ($40,000) is for the sign.

Council discussed financing the sign.

BB& T will finance the sign and fence and then the town will make monthly payments to BB& T.

Alderman Higel then questioned Manager Buffkin on the line item entitled grant proceeds for $20,000.

The town will apply for a grant and hopefully be awarded.

The remaining grant funds from the $250,000 are in the appropriated fund balance.

Alderman Aldridge and Higel felt the town should just pay for the sign outright rather than borrow the money. Manager Buffkin responded that earlier in the budget process he was under the impression that council wanted to borrow the money rather than take such a large amount from the taxpayers.

Council was faced with deciding if it would be more advantageous to keep the money the town has on hand, and borrow funds to pay for the sign or to pay for the sign out right.

Manager Buffkin felt it more beneficial to keep the monies on hand in the event of unforeseen expenses and borrow the money for the sign and fence.

Alderman Taylor concurred.

Alderman Aldridge felt money could be borrowed for future needs as easily as borrowing money now for the sign.

Alderman Taylor reminded council that the town may not be able to get as favorable interest rate as is currently being offered. Alderman Taylor went on to explain that the previous board agreed to pay $113,000 toward retiring the debt. The sign has a better interest rate than the land payment.

Alderman Higel questioned Manager Buffkin on the legalities of installing the sign and letting people purchase advertising space. The person over outdoor advertising with NCDOT will be out of the office until next week.

Mr. Ruhlman questioned council taking money from the fund balance while funds are just sitting there.

Alderman Higel felt more money should be allocated to the festival grounds. “I don’t like moving money around after the budget is adopted”.

The remaining grant money is earmarked for the festival grounds, so council will decide how best to use the money at a later date. The festival ground fund balance can be considered the “back up money”.

Sponsors will pay for the sign which in turn can make the payments to BB& T.

The allocations in the 2004-05 budget will remain as presented.

ALDERMAN HIGEL MADE A MOTION TO APPROVE THE BUDGET.

ALDERMAN TAYLOR SECONDED THE MOTION.

MOTION CARRIED.

As stated, the fence will cost approximately $16,800 which includes block columns and two twenty -foot gates.

Council discussed the difference between block and split face blocks.

Mr. Ring suggested split face block because there is no maintenance. Stucco will be cheaper but stone would be more attractive.

After further discussion council decided to pay the difference to have the split face block because there would be no maintenance. The fence will be completed in two weeks with a fifty percent down payment required.

ALDERMAN TAYLOR MADE A MOTION TO PAY THE DIFFERENCE FOR SPLIT FACE BLOCK AND AWARD THE BID TO WNC WELDING.

ALDERMAN ALDRIDGE SECONDED THE MOTION.

MOTION CARRIED.

ALDERMAN TAYLOR MADE A MOTION TO GO INTO CLOSED SESSION FOR THE PURPOSE OF DISCUSSING A PERSONNEL MATTER.

ALDERMAN ALDRIDGE SECONDED THE MOTION.

MOTION CARRIED.

Council entered executive session at 2:48 p.m.

ON MOTION BY ALDERMAN ALDRIDGE, SECONDED BY ALDERMAN DEMEOLA COUNCIL CAME OUT OF CLOSED SESSION AT 3:30

There being no further business to discuss, the meeting adjourned at 3:32 p.m.

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Jo Pinter, Mayor

ATTEST:

_______________________________________________________

Vickie Best, CMC

Town Clerk