Town of Maggie Valley
Phone 828-926-0866/Fax 926-3576 3987 Soco Road Maggie Valley, NC 28751
AGENDA
Board of Alderman
Regularly Scheduled Meeting
Monday December 14, 2015
6:00 PM
1) Meeting Called to Order
2) Consent Agenda (Tab 1)
a. Minutes to be Approved: November 11 & November 16, 2015
b. A/R Report
c. Budget to Actual
3) Public Comment
4) Annual Audit Presentation: Erica Brown, CPA Martin Starnes & Associates (Tab 2)
5) Annual Maggie Valley ABC Audit Presentation: Joe Moody, Chairman (Tab 3)
6) Consideration of Solid Waste Contract Renewal (Tab 4)
7) Consideration of Vehicle Financing Agreement (Tab 5)
8) Recommendation: Haywood County TDA 28751 1% (Tab 6)
9) Budget Amendment XXX: Speed Boards (Tab 7)
10) Budget Amendment XXX: Speed Boards (Tab 8)
11) Town Reports
a. Andrew Bowen, Town Planner
b. Mike Mehaffey, Public Works Director
c. Scott Sutton, Police Chief
12) Adjournment
Consent Agenda (Tab 1)
a. Minutes to be Approved: November 11 & November 16, 2015
b. Tax Releases
c. Budget to Actual
Annual Audit Presentation: Erica Brown, CPA Martin Starnes & Associates (Tab 2)
At the Tuesday December 8, 2015 you will receive a copy of the Town’s Annual Comprehensive Financial Audit prepared by Erica Brown, CPA with Martin Starnes and Associates.
Feel free to ask Erica any and all questions that you have related to the Town’s audit as she gives her presentation.
Knowing that at least two Board members have questions/concerns about the benefits of the “CAFR” and more specifically if paying for the CAFR is in the Town’s best fiscal interest, I have asked Ms. Brown to dedicate extra time in her presentation to make the Board aware of the pros and cons associated with the CAFR.
Annual Maggie Valley ABC Audit Presentation: Joe Moody, Chairman (Tab 3)
Joe Moody Chairman of the Maggie Valley ABC Board will present to the Alderman this year’s ABC Audit.
Consideration of Solid Waste Contract Renewal (Tab 4)
The Town’s current contract with Consolidated Waste Services (CWS) is set to expire in 2016.The Town of Maggie Valley entered into a 5 year agreement with CWS as a result of a competitive bidding process in 2010. The Town of Maggie Valley has two options at its disposal to address this expiring contract.
1) The Town can choose to extend the contract with our current provided CWS for a five-year period beginning on July 1, 2016 and expiring on June 30, 2021. The proposed customer, monthly rate would be $9.27 (until June 30 2019) and be $9.46 (July 1 2019 until June 30 2021).
2) The Town may elect to competitively bid our “solid waste contract” out in the 1st Quarter of 2015. This choice allows the marketplace to determine our customer, monthly rate. Presumed candidates would be CWS, WastePro (see attached article) and GDS/Republic which was the Town’s former contract provided who provided poor service to the Town.
My recommendation is to extend our solid waste contract with CWS as presented. CWS provides the Town of Maggie Valley high quality service for a reasonable price. CWS won the “low bid” contract in 2010 with a price per household of $8.91. Looking at this contract throughout the 10 year term the Town has only seen a price increase of $6,435.
The total original contract price 2010-2015: $8.91 per household / $104,247
The total contract price 2016-2019: $9.27 per household / $108,459
The total contract price for 2019-2021: $9.46 per household / $110,682
The variable of course in the current and proposed contract price is number of households----each additional stop, translates into an additional monthly fee.
Consideration of Vehicle Financing: (Tab 5)
As a complement to the Board’s approval of purchasing three vehicles (2 Police, 1 Manager) as part of the FY15-16 Budget this action item authorizes the Town to commitment to financing these vehicles.
A Financing RFP was sent out to the following banks: BB&T, HomeTrust, PNC and Wells Fargo for a financing amount of $84,819 The Town is statutorily prohibited of seeking financing through credit unions.
BB&T-Did not return a proposal because of proposed amount to be financed was under $100,000
First Citizen Bank: Did not respond
Home Trust: 1.89%
PNC: Chose not to participate
TD Bank: Did not respond
Well Fargo: Did not return a proposal because of proposed amount to be financed was under $200,000
Cash Purchase Price: $84,819
Finance Price $86,498
__________________________
Difference of: $1,679
FY15-16 budget was based upon 4 year financing with annual payments of ~$21,624.
An agreement in principle has ben reached for Haywood Community College to purchase both outgoing Police Vehicles for $17,000 which meets the budget’s fair market estimate price. The Manager Expedition is still slated for Gov Deals.
Recommendation: Haywood County TDA 28751 1% (Tab 6)
The Town has received two application for the 1% TDA 28751 Committee.
The Town needs to recommend a 5th member to the Haywood County Commission this month to ensure that the 28751 Committee has full membership as it beginning the New Year which will feature new member orientation workshops and pre-grant and grant workshops.
The Town was received applications from –see attached documents
Sonja Michels: Creekwood Village Resort
Beverly Remington: Retired Valley Creek Run Resident
Budget Amendment XXX: Speed Boards (Tab 7)
Note: This is unfunded, unbudgeted item that would be paid for using fund balance.
When discussing the “toolbox of solutions” to improve vehicular safety at the intersection of US19/US276 with NCDOT the idea of digital speed boards was discussed. These Boards (See attached) have multiple applications include real time data collection that can track ADT and Speed as well as serve as a reminder to motorist what their speed is compared to the posted speed limit. The benefits this sign can produce will also help address the concerns that Mr. Ketchum made about Summit Drive at last month’s Board meeting. Below is a list of the signs capabilities.
· Modular design allows the sign to be mounted and un-mounted in a matter of minutes
· Actual radar sign weighs only 20 pounds, yet is built in heavy duty welded aluminum housing
· Battery housing includes a lock, allowing staff to swap out batteries in the field, for extended use at one location
· Energy efficient design allows our TC-400 battery unit to operate up to 2 weeks on a full charge
· Bashplate™ provides maximum protection of display from thrown objects, even bullets
· Data collection option provides meaningful information that can be used to validate effectiveness
· Wireless Bluetooth allows for easy, quick setup, and data collection downloading
· Timers allow for on/off operation during late night hours if desired
The cost of each sign is $XXX
The recommendation is to purchase two signs one sign to be primary used on NCDOT roads such as US19, US276, Moody Farm Road, Fie Top Road that generate high traffic volumes and one to be used on Town Maintained Roads such as Brannon Forest Drive, Summit Drive and Henry Dingus Way.
See attached sign
Budget Amendment XXX: Employment Security Commission (Tab 8)
This budget amendment represents the Town’s financial commitment to two unemployment claims filed against in the Town during the past twelve months. The Town unsuccessfully lost its challenge to Mr. Hager’s unemployment claim and the Town was not afforded the opportunity to contest Mr. Barth’s unemployment claim.
The claim award against Ms. Hager is $7,000
The claim award against Mr. Barth is $3,150
The fees remaining are $604.04
Total budget amendment cost is $10,745.04
Please see that attached report from ESC explaining in more detail why the Town has this financial obligation.