TOWN OF SYLVA BOARD OF COMMISSIONERS PROPOSED AGENDA ULAR BOARD MEETING OF THURSDAY, APRIL 7, 2011 83 Allen Street Sylva, North Carolina 5:30 P.M. CALL TO ORDER APPROVAL OF AGENDA ‘© Allitems listed and adopted are for discussion or possible action, APPROVAL OF CONSENT AGENDA PUBLIC COMMENTS REPORTS Mayor's Report Commissioners’ Report Manager’s Report PUBL) ARING 1. Zoning Ordinance Variance Application - AutoZone UNFINISHED BUSINESS Jackson County Fire Services Contract 2. FY 2010-2011 Audit Contract NEW BUSINESS Zoning Ordinance Variance Application — AutoZone 2. Police Department Location Committee CLOSED SESSION 1, Pursuant to G.S. 143-318.11 (a) (3) to consult with the Town Attomey regarding the Fire Department Construction Contract. ADJOURNMENTManager’s Memo — Regular Board Meeting — April 7, 2011 Public Hearing 1, Variance Application — Auto Zone — AutoZone will be constructed on NC 107 in the vicinity of Advanced Auto and is requesting a sign variance for an additional wall sign and an increase in height on the freestanding sign in front of the store, ‘The hardship claimed by AutoZone is the ability to compete with Advanced Auto by being visible to the same percentage of drivers, The application for the variance as well as drawings of the proposed signs is attached, Unfinished Bus ess 1. Jackson County Fire Services Contract — At the last board meeting, Alan Farmer asked the board to approve a new fire services contract for the Sylva Fire Department to provide fire protection within the county. Eric had some concerns on the information contained in the contract Alan presented and has updated the document which is attached. 2. 2010-2011 Audit Contract ~The board approved the Town to use Burleson and Early for this, fiscal year audit at the last board meeting. The board now needs to formally approve the audit contract. | will email the contract to everyone prior to the board meeting next week, ‘The amount of the contract is 11,800. New Business 1, Zoning Ordinance Variance Application - AutoZone ~ See above. 2, Police Department Location Committee ~ There has been some discussion about the police department possibly utilizing the old library building, once they move to the now building, It may be a good idea for the Town to form a committee to formulate ideas and plans on making this happen. ‘The board should discuss their thoughts and essentially form a committee to work on this, Closed Session Pursuant to G.8. 143-318.11 (@) G) to consult with the Town Attomey regarding the Fire Department Construction Contract.Town of Sylva CONSENT AGENDA Aprit 7, 2011 J- APPROVE MINUTES: Match 3, 2011, Regular Board Meeting; March 10, 2011 Work Session; March 17, 2011 Regular Board Meeting 2- BUDGET AMENDMENTS: #9 19-39-00 Fund Balance Appropriation $43,000 Credit 19-530-71 FD Principal 43,000 Debit REF: To appropriate funds to payoff the USDA Loan for #354 ~ Board approved on 3/3/11. #10 10-343-00 Powell Bill $2,702.43 Credit 10-561-18 PB Sidewalk (Non-Capital) 2,702.43 Debit REF: To appropriate additional Powell Bill money that was realized by DOT due to a calculation error on their part. #11 10-562-00 Street Lights 10-560-10 Street W/C 10-690-93 Contribution to Recreation 13-397-00 Transfer from GF 13-620-13 Recreation Utilities 13-720-09 Recreation Liability Insurance To transfer funds from Street Department to Reere: to under budgeting. $1,500 Credit 450 Credit 1,950 Debit 1,950 Credit 1,500 Debit 450 Debit n Department due 3- TAX REFUND: #2 State Bank and Trust ~ 7641-72-9704 ~ $8,666.62 ~ Paid 2010 Taxes Twice 4- REPORTS: 1- Vehicle Tax Report as of February 28, 2011 2- Ad Valorem Tax Report as of February 28, 2011 3+ Statement of Revenues, Expenditures, Changes in Fund Balance as of February 28, 2011SYLVA COLLECTIONS FEBRUARY 2011 YEAR TAX [INTEREST [TOTAL 2070| 2,647.66 47.28 | 2,694.86 2000[ 645.91 2.77 728.68 2008] 44.56 6.27 49.83, 2007| 29.82 9.53 39.35 2006] 5.98 34.38 37.34 2005] W444 21.74 66.18 2004] Zi Ef : 2003] 54.36 30.83 94.79 2002] 14.42 10.45, 24.57 2001 = ~ = 2000] = 823 823 1999] = : : 1998] 5 3 : 1997| = : 1996] = = = 1995] = = a 1994] = = z 71993] = 5 = RENTAL VEHICLE TAX 760.08 = 760.08 TOTAL| 4,246.83 256.48 | 4,603.34 REFUND: Vault Trust_- 10V3Z74SM - 2010 105.81 Not in Syiva City Limit TOTAL| 397.501661S wo ere Cr ed foviouneas were ede sopun 4407 yutBu0 0 BEY oe ‘soseo.ou soesre Seto sun Ap une oy ius wen sogrer koe S10 ‘enver 6s saqusceg orn saqw2ron, wos 799920 sxe sequerdes sereez boz ‘ez Arenuqad jo se ‘Arewuing xe]ns.) RUINS tn : dal — — po ‘onkevemes ——2a0anssen, —yatratt, ea Cece “aoa [aL a vwszoun Cag oany : ‘Absdereenters 2eso7 ae asi sia GEA] ssaisns Sent Cores artinn aD ee] ean Sta aay a Ci oto soca pmo so “rapeton z was] aauanes “in rt ise eas] Cont enoy ‘oer weathoe aio ar omnis a oa Tae aay oss ‘some ane a a rma Prion maa Seam) amy cae aa 2a tansy _ toms _sssisieen estore pets ‘asioray —ossssze suis ass ‘esate sense eat [tampa uo nao ses.9y Nrvonisedtndtsce asain) “esagton "Seana " Not pew exupran af tara “Toutethe omen aaamn00 GOSH, —— BASRA, nay: nk ni on on ce nrgerernetl covers use esos, _ yates,REGULAR BOARD MEETING ‘Town of Sylva Board of Commissioners March 3, 2011 ‘The Town of Sylva Board of Commissioners held a regularly scheduled meeting on March 3, 2011 at 5:30 p.m. in the Board Room of Municipal Hall, 83 Allen Street, Sylva, NC. MEMBERS PRESENT: Mayor Mau Matheson, Stacy Knotts and Ray Lewis Moody and Commissioners Christina MEMBERS ABSENT: Commissioners Danny Allen and Harold Hensley STAFF PRESENT: Brandi King (Town Clerk), Adrienne Isenhower (Town Manager), ‘Tammy Hooper (Asst. Police Chief), Lynn Bryant (Finance Officer) and Brie Ridenour (Town Attorney) VISITORS PRESENT: Maggie Tobias, John Gurtler, Georgia Raines, Seth Cole, James Cabe, Michael Beck and Ely Eby CALLED TO ORDER: Mayor Moody called the meeting to order at 5:30 p.m. APPROVAL OF AGENDA: Mayor Moody requested that a donation request from the Syiva Garden Club be added {0 the agenda, Commissioner Matheson macle a motion to approve the agenda as amended. The motion carries with a unanimous vote. APPROVAL OF CONSENT AGENDA: Commissioner Lewis made a motion to approve the consent agenda, The motion carries with a unanimous vote. PUBLIC COMMENTS: None MANAGER’S REPORT: Isenhower reported she is continuing (o administer the Energy Grant. Jay Coward will be meeting with Schaeffer and Lt. Lamphiear to look at installing footbridges at Pinnacle Park by the end of the fiscal year, The Department ‘Heads are working on their departmental budgets for FY 2011-2012. The Board will be meeting with Ryan Sherby from Region A on March 10" at 9:00 am in the Board Room to review the Town’s transportation priorities. The Public Hearing for the Jackson ‘County Hazard Mitigation Plan will be held on Mareh 7" at 6:30 pm at the Justice Center, DISABLED AMERICAN VETERANS AND SYLVA GARDEN CLUB. DONATION REQUEST: Commissioner Knotts made a motion to donate $300 to the Disabled American Veterans and the Sylva Garden Club. The motion carries with a unanimous vote. VETERAN’S MEMORIAL AT BRIDGE PARK: The item was tabled until the next regularly scheduled meeting,Regular Board Meeting March 3, 2011 2 OPEB TRUST FUND: Bryant reported that there are 12 government agencies that are currently participating with the Trust. Bryant also discovered that in order to participate in the Trust Fund the Town would need to have their own Trust Attorney, Ridenour would be the ‘Town’s Trust Attomey. The total investments in the State Trust Fund are $42,045,800. Mayor Moody questioned whether there would be a management fee. Bryant stated she was unsure, but the Town is not charged a fee with the Cash Management Trust Fund, Bryant also stated the Board would need to commit to participating in the Trust by June 23". Bryant stated the minimum investment is, $100,000 so other small towns probably do not have the funds available to participate. Isenhower stated that other small towns do not offer retiree benefits. Bryant suggests investing $125,000 this year and $25,000 each year after. ‘The item will be placed on the May 6"" agenda for further discussion. GROSS RECEIPTS DISCUSSION: Bryant stated that Asheville, Hendersonville and Burnsville are the Western Counties that are currently on Gross Receipts. Waynesville and Franklin are looking into starting gross receipts next year, Bryant stated the Town has not changed their privilege license fee schedule in over 10 years, and gross receipts, ‘would be the most equitable way to charge for the licenses. The item will be discussed further at a future Board Meeting. MOUNTAIN PROJECTS — TEEN INSTITUTE VIDEO: Georgia Raines and Seth Cole of Mountain Projects showed the Board a video of the Teen Institute that was held at Lake Logan in February. The ABC Grant funds the ‘Town donated to Mountain Projects helped send teens to the institute for leadership training in the fight against drug and alcohol abuse, Mountain Projects thanked the Town for their support, JAMES CABE PROPERTY TAXES: James Cabe would like the Board to waive the attorney fees that have been incurred on his account do to the pending lawsuit against Cabe for payment of his taxes, Ridenour stated if the attorney fees were waived by the Board this would set a precedent and other taxpayers would be able to have attomey fees waived, Ridenour stated that Cabe can continue to make $200 per month payments to the ‘Town. The item died for lack of a motion PROCLAMATION FOR HARD OF HEARING: The Department of Health and Human Services would like the Town’s support by approving the proclamation, Commissioner Knotts made a motion to approve the Proctamation for the Hard of Hearing. The motion carries with a unanimous vote. BB&T BANKING RESOLUTION: In order for the Finance Officer to move a percentage of the general fund dollars to BB&T the Board would need to pass the resolution. Commissioner Matheson made a motion to adopt the resolution. The motion carries with a unanimous vote. DEBT PAYOFF ~ FIRE ENGINE 354: The fire department has an opportunity to pay off a debt payment on a loan that has six years left. The Town will save $6,500 in interest if they pay it off now. Commissioner Matheson made a motion to payoff the debt payment Jjrom the Fire Department’s Fund Balance. The motion carries with a unanimous vote.