Regularly Scheduled Board of Aldermen Meeting

1

Town of Maggie Valley

Regularly Scheduled Board of Aldermen Meeting

December 11, 2012

MINUTES

Members Present:Mayor Ron DeSimone, Aldermen: Michael Matthews, Phillip Wight, and Saralyn Price

Staff Present:Manager Tim Barth, Attorney Chuck Dickson, Captain Jason Moody, Festival Director Audrey Hager, and Town Clerk Vickie Best

Others Present:Approximately 25 people

1. Meeting Called to Order.

Mayor DeSimone called the meeting to order at 6:01 p.m. in the Town Hall Boardroom.

2. Consent Agendaa. Ad Valorem Tax Recap.

b. Year to Date Revenues and Expenditures.

c. Tax Releases.

d. Correction and Approval of the Minutes for the November 1, 2012, November 13, 2012, and November 27, 2012 meetings.

ALDERMAN MATTHEWS MADE A MOTION TO APPROVE THE CONSENT AGENDA AS PRESENTED. ALDERMAN WIGHT ABSTAINED, MOTION CARRIED.

3. Appearance of representatives of Jonathan Valley Elementary School to receive a donation

At the November 13, 2012 meeting, Alderman Matthews reported to Council that three 5th graders are not going to be able to attend the annual 5th graders trip to Washington D.C. due to cost. The cost is approximately $550 per child. Jonathan Valley Elementary is the only school within the Maggie Valley corporate limits. Maggie Valley Police Department provides Officer Jeff Mackey as the DARE Officer for the school. The DARE program has been very successful and the 5th graders have developed a trust and affection for Officer Mackey. Alderman Matthews, with all council members in favor, voted to donate $1,000 to Jonathan Valley Elementary School to help with the Washington D.C. trip.

Several children, along with parents, and teachers came to accept the check and to thank council for the generous donation.

4. Public Comment.

Joe Maniscalcoaddressed Council asking for government transparency. Mr. Maniscalco stated that the minutes of October 9, 2012 do not match up word for wordto the audio cd of the Board of Aldermen meeting. Mr. Maniscalco felt the clerk deliberately left out information that the taxpayers deserve to know. Mr. Maniscalco gave the example of him saying something terrible to Council and how the clerk would put that in the minutes, but if Council “says something terrible to me she (the Clerk) would not put it in the minutes”. Mr. Maniscalco contended that “we have got to have a clean town hall”. Mr. Maniscalco asked that all of the aldermen take into consideration that the minutes of October 9 are incorrect and incomplete. Mr. Maniscalco asked for a motion to correct the minutes instead of continuing to cover up and cover up and agitating people more. Mr. Maniscalco stated that according to the state (NC Law) the minutes should be exact and not exaggerated.

Lyndon Lowe addressed Council asking whey the recyclables are required to be placed in blue bags verses having them lose in a container as in Florida. The result of using the blue bags is additional plastic bags in the land fill.

Mayor DeSimone explained that the containers are expensive, but the town continues to look toward having the recyclable containers in the future.

Scott Welch, owner of Consolidated Waste Services (CWS) addressed Council stating that he has a long history in solid waste and recycling. Mr. Welch worked for the previous company that the town had a solid waste contract with before starting his own business.

There are grants available to governments that help offset the cost of the containers. Mr. Welch will assist the town in finding out more about what grants are available. He too agreed that the blue bags add to the land fill, but putting the recyclables lose in the trash can is not an option either. The recyclables are taken to the county and then Haywood County transports the bags where they go through a tumbler and the bags are cut and the recyclables are tossed onto a conveyer belt where the recyclables are hand separated. As for pizza boxes, a lot of times the boxes cannot be recycled because of the oil that has soaked into the cardboard.

Dan Masseyaddressed Council asking that the town matchor contribute a certain amount of money towards increasing the Christmas lights for the valley. After the Christmas holiday is the best time to purchase lights for a discounted price. Mr. Massey will talk with business owners and community groups about donating money for Christmas lights.

Alderman Wight agreed, adding that the Christmas lights we have are getting old. Alderwoman Price mentioned decorating the trees lining Soco Road, when they grow larger, similar to what the Town of Clyde does.

5. Appearance of TDA Executive Director Lynn Collins to give a year end update

Director Collins informed Council that when she was the Chamber Director they had discussed doing a Winter Lights theme instead of Holiday lights to use from November through March. The Town could apply for tourist related 1% funding to help pay for the lights.

Director Collins introduced Alice Aumen, the HCTDA Chairman, going on to state that Marion Hamel was the Town appointed liaison since 2008. Ms. Hamel served Maggie Valley well during her term putting in a long hours and a lot of hard work. Ben Glover, James Carver, Lyndon Lowe, and Sue Knapko represent Maggie Valley on the TDA Board. Director Collins added that Council could put in an endorsement for those folks to be appointed/reappointed if they so desire.

Director Collins complemented the 28751 1% Subcommittee for their hard work going over numerous applications and having to make sometimes tough recommendations. The Maggie Valley (28751) 1% Subcommittee consists of Tammy Wight as chairwoman, Mandy Hartline, Joann Martin, Beth Reese, and Lydia Freyeisen. The Maggie Valley subcommittee has five members due to amount of occupancy tax collected in Maggie Valley. The other subcommittees in Haywood County consist of three people. Historically, Maggie Valley has contributed approximately 60% of the total budget. Due to the down turn in the economy, the range is between 54% and 56%.

Director Collins included year end information in the Council member’s agenda packets. For 2011/2012 fiscal year, the 28751 zip code exceeded the projected amount of occupancy taxes by approximately $1,259. In comparison to the previous fiscal years there was -0.05% drop. There was a -7% decrease in occupancy tax in the years 2008/2009 and 2009/2010. Maggie Valley was down 9% in collections for what was projected for July 2012.

Director Collins also provided a list of funding examples for fiscal year 2011/2012 for the Town of Maggie Valley, Maggie Valley Chamber of Commerce, Maggie Valley Area Lodging Association, Haywood County Hotel/Motel Association, as well as funding to promoters promoting events in Maggie Valley.

Haywood County, as well as Maggie Valley continues to work diligently to increase tourism.

6. Consideration of a recommendation to the County Commissioners on an appointment to the Haywood County TDA Committee

Prior to the meeting, Council interviewed the following people for the recommendation to the Haywood County Commissioners as an appointment to the Haywood County Tourism Development Authority: Beth Brown, Sonja Michaels, and Robert Edwards. Festival Director Audrey Hager was also included without interviewing due to Ms. Hager being an employee of the Town of Maggie Valley.

The Haywood County Commissioners require the Town Council to submit two (2) names for their consideration.

During the interview process, it was determined that Ms. Brown had applied for the vacant under 20 rental unit seat. Ms. Brown is the only person that has applied for that seat, so it is almost a given that she will be appointed.

ALDERMAN WIGHT MADE A MOTION TO RECOMMEND ROBERT EDWARDS AND SONJA MICHELS IN THAT ORDER, TO THE BOARD OF COMMISSIONERS FOR THE TOWN LIAISON POSITION AND TO SEND AN ENDORSEMENT FOR JAMES CARVER, LYNDON LOWE, BEN GLOVER AND BETH BROWN TO BE APPOINTED AND REAPPOINTED. MOTION CARRIED UNANIMOUSLY.

7. Consideration of an extension of the solid waste and recycling collection contract with CWS

Three years ago bids were taken for trash pick-up and recycling services. Consolidated Waste Services provided the lowest bid and has provided excellent service to the town. CWS has been very responsive to the Town’s concerns.

CWS has submitted a proposal to extend the contract for three (3) more years. There would be no price increase in 2013/2014. There would be a 4% increase in 2014/2015 with no additional price increases for 2015/2016. The cost per household per month will be as follows: June 2013 to July 2014 will be $8.57, June 2014 to July 2015 will be $8.91, and June 2015 to July 2016 will remain $8.91. The contract runs on a fiscal year basis beginning July 1, 2013.

ALDERMAN WIGHT MADE A MOTION TO ENTER INTO THE CONTRACT FOR SOLID WASTE COLLECTION BEGINNING JULY 2013 UNTIL JULY 2016. MOTION CARRIED UNANIMOUSLY.

8. Consideration of charging a deposit for sewer customers who do not have MVSD water

When the Maggie Valley Sanitary District (MVSD) has a delinquent account, the MVSD turns off the water meter to deny further service. Keeping in mind that the MVSD bills for the Town’s sewer services, there are areas that have Town sewer, but not MVSD water. Therefore, the only way to deny sewer service is to actually dig and cap the sewer line.

Having a $100 deposit would cover approximately three months of billing, so that the Town could make every effort to work something out with the customer so that digging up the service would not become necessary. This deposit would only apply to areas where Town sewer is in place, but MVSD water is not provided. Also, it would only apply to future sales or construction. Anyone currently receiving Town sewer, but not MVSD water, would not be charged the deposit. This would apply to both in-town and out-of-town customers.

ALDERMAN PRICE MADE A MOTION TO APPROVE THE $100 DEPOSIT FOR ALL NEW CUSTOMERS THAT HAVE TOWN SEWER BUT DOES NOT HAVE MAGGIE VALLEY SANITARY DISTRICT WATER FROM THIS POINT FORWARD. MOTION CARRIED UNANIMOUSLY.

9. Consideration of four events for the Festival Grounds in 2013:

- American Cancer Society’s Relay for Life of West Haywood; May 10-11, 2013

- Red, White and Boom; July 4, 2013

- RoadRUNNER Touring Weekend; July 11-13

- 32nd Annual Maggie Valley Moonlight Run; August 23-24

On April 10, 2012, Alderman Matthews, with all Councilmembers in favor, voted to continue to eliminate the Festival Grounds rental fees for 2013. Council felt that the events calendar is filling and Maggie Valley businesses and residents see a benefit to having festivals on the grounds.

Director Hager gave a brief history of all of the events and that Relay for Life was a date change to Mother’s Day weekend which makes it better for the town. It is harder to sell Mother’s Day weekend to a promoter.

Alderman Price questioned the liability of having the fun run inside the festival grounds where the ground is uneven. The fun run was held last year inside the fenced area, but the area will be checked for safety.

ALDERMAN WIGHT MADE A MOTION TO APPROVE ALL EVENTS AS PRESENTED, MOTION CARRIED UNANIMOUSLY.

10. Consideration of a policy that only town sponsored or town promoted events be allowed on Festival Grounds sign

This issue was addressed at the PRFAC meeting at the request of Alderman Wight. After some discussion, they voted 3-1 to recommend that only town events or town sponsored events be placed on the Festival Grounds sign.

At the agenda setting meeting there was some discussion that during a certain time of the year events which met certain criteria might be able to be placed on the sign. The criteria that were mentioned were:

• That there be room on the sign to place the event- the town is restricted on the amount of space the sign allows;
• That events can only be requested to be placed on the sign from November through March;
• That the event has some amount of “community appeal”;
• That events will be done on a first come first serve basis;
• That events must be submitted in writing by the business owner or promoter of the event; and
• That all events must be submitted in writing to the Festival & Special Events Director (Audrey Hager).

With this criteria it might be possible to use the Festival Grounds sign to advertise special events during the late fall and winter months, even if they are at a particular business. The submittals should be turned into Director Hager two weeks prior to the event.

ALDERMAN WIGHT MADE A MOTION TO ADOPT THE POLICY FOR TOWN SPONSORED EVENTS AND NEIGHBORHOOD EVENTS WITH THE DISCUSSED CRITERIA. MOTION CARRIED UNANIMOUSLY.

11. Consideration of the Town helping sponsor the WNC BBQ Festival

The WNC BBQ Festival is being brought back to Maggie Valley by the Maggie Valley Chamber of Commerce. The event will be held July 26 and 27, 2013. The event is sanctioned by the Governor of NC as the official WNC BBQ Festival and the Kansas City BBQ Society. The Maggie Valley Chamber of Commerce will be teaming with Mountain High BBQ Festival in Franklin and the official State BBQ competition in Tryon. Teams attending all three events can compete for a $1,500 winner takes all competition. Maggie Valley will receive triple the amount of advertising due to the shared advertising efforts.

As a sponsor, the Town of Maggie Valley will get exposure on all print advertising, a website link and T-shirts plus onsite promotional booth space and tickets to the event.

ALDERMAN PRICE MADE A MOTION TO DO A SPONSORSHIP FOR $1000 TO THE WNC BBQ FESTIVAL. MOTION CARRIED UNANIMOUSLY.

12. Budget Amendments

Ordinance No. 770 – This budget amendment recognizes the Unemployment Compensation we have to pay for employees who were laid off in the past. This figure is never budgeted because we do not know what it will be from year to year.

Alderman Wight felt he did not have enough information to make a decision. Alderman Wight would like to know what employees are drawing unemployment and if the town contested the claims. Alderman Matthews added that even if someone is fired, the town can still contest the claim.

State law requires employers to pay the same fees for private and public enterprises.

ALDERMAN PRICE MADE A MOTION TO APPROVE ORDINANCE NUMBER 770, ALDERMAN WIGHT OPPOSED. THE MOTION FAILED DUE TO NOT HAVING A UNANIMOUS VOTE ON THE FIRST READING.

The budget amendment ordinance will be on next month’s agenda.

Ordinance No. 771 – This budget amendment recognizes the grant from the Community Conservation Assistance Program for the riparian buffer plants that were planted at Parham Park. The Town appreciates the assistance of Duane Vanhook with the Haywood County Soil and Water Conservation Department, who was instrumental in informing the Town about the grant and provided technical assistance in carrying out the project.

ALDERMAN PRICE MADE A MOTION TO ADOPT ORDINANCE NUMBER 771. MOTION CARRIED UNANIMOUSLY.

13. Manager’s Report.

 Manager Barth reported that the following grading companies have been sent a request to bid on the Festival Ground grading project: Clark & Leatherwood, Maggie Valley Excavating, WNC Paving, Custom Paving, and Caroline-A- Contracting. Manager Barth informed Council to notify him if they wanted a bid request sent to any other companies. The mandatory pre-bid meeting will be held on December 18 at 10 a.m. in the Town Hall Boardroom. The bid opening will be held January 3, 2013 at 2 p.m. in the Town Hall Boardroom.

The Public Works Department is installing the new ceiling in the stage to help with acoustics.

Town Hall will closed at noon on December 21 and be closed December 24 and 25 and again on January 1 for the holidays.

14. Other Business.

 Alderman Price asked that the restrooms at Parham Park get opened as soon as possible. Manager Barth informed Council that he would get the wording for the plaque honoring the donation used to build the pavilion.

Alderman Price asked that she receive information pertaining to getting new Welcome signs for Maggie Valley. Mr. Charlie Meadows stated that the signs should be larger. Mr. Meadows reminded Council that it had previously been discussed placing the names of famous people in Maggie Valley under the heading “Home of”.

14. Meeting Adjourned.

ALDERMAN MATTHEWS MADE A MOTION TO ADJOURN AT 7:04 P.M. MOTION CARRIED UNANIMOUSLY.

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Mayor Ron DeSimone

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Vickie Best, CMC, Town Clerk