Special Town Council Meeting Summary 1/26/22

A Special Town Council Meeting has been scheduled for Wednesday, January 26, 2022 at 8:30 AM in the Town of Lake Lure Municipal Hall at 2948 Memorial Highway, Lake Lure NC 28746. The following is a summary of the meeting.  The minutes of the meeting will be included in the February Regular Town Council Meeting packet.

I. Call to Order: Mayor Carol C. Pritchett called the meeting to order.

II. Agenda Adoption: The discussion on raising the lake was shifted to the end of the meeting.

III. Request to Raise Pond to Regular Operating Levels Beginning on February 1, 2022: A decision was made to raise the lake one foot beginning 2/1/22. (To learn more, read additional details regarding refilling the lake.)

IV. Closed Session: A closed session was held in accordance with G.S. 143-318.11(a) (3) for attorney client privilege or legal claims and in accordance with G.S. 143-318.11(a) (5) for the purpose of discussing property acquisition or employment contracts

V. Approval of the DBIA Contract with Design Builder Ruby-Collins, Inc.:  There was a discussion about the fact that this contract is a design-build contract and it has already been decided that this is the appropriate route to take. The signed document gives the approval to move forward and allows the Town town to unlock state loan funds for the sewer system project. This contract has incentives worth noting: 1) for each phase memo for production, there must be documentation that includes what is going in the Lake with any price updates, etc. 2) There is a cautionary note that if there are savings and efficiencies have been detected, 70/30 will go back to Lake Lure.  3) Ruby Collins will be responsible for identifying advanced procurement. We can look into local contractors for parts of the project.  The contract was approved. 

VI. Valve Procurement Request for Qualifications (RFQ): Schnabel Engineering is the Town's dam engineering firm and they recommend moving forward with a request for qualifications for valve procurement for the reservoir drain.  Schnabel recommended using the $16.5 State Funding for the Dam for this $1.2-$1.3 million dollar valve as this funding has fewer stipulations regarding the origin of the valve.  Finance Director Karr explained that in order to access the $16.5 in State funding, the scope of work and budget statement were required. The valve will be included and the scope of work will include measurable outcomes and a timeline, etc.  It was agreed that the procurement and installation of the valve will be included, as well as the field investigation, permitting, surveying, and possible land procurement. Finance Director Farr will work with Schnabel Engineering to complete the requirements.  The request was approved.  

VII. Tabletop Exercise Discussion:  Fire Chief/Emergency Management Coordinator Waycaster explained that the Town must have an Emergency Management tabletop exercise.  He explained that this is held in a classroom and is an exercise including all key players that would respond during an emergency situation.  These exercises are often funded by NC Emergency Management.  The Town would be incorporated in an exercise with the county. Lake Lure’s role would be planning and preparing, providing warnings, and assisting with evacuations.  The goal is to measure preparedness, practice how to respond, how to recover, and how to mitigate hazards.  Agencies like to see plans in place and this costs money to perform and execute. Groups will be made during the classroom setting exercise.  Chief Waycaster explained a few of the roles. Plans have already been created but the tabletop exercise gives the chance to enact the plans that are in place and allows for reflections and improvements.   Mayor Pritchett explained the connection between the exercise and budget. It was noted that Schnabel Engineering would play a role in this and that new safety features would be incorporated as the dam rehabilitation/replacement moves forward.   Additionally, it was discussed that FEMA and the floodplains can also impact the sewer system height requirements, etc. Dam Safety has explained that shortfalls in current dam–tabletop exercises give dam safety confidence and provide a safety net.  Moving forward with the tabletop exercise was approved.

VIII. Steering Committee: There was a discussion regarding the need for a charter for a new steering committee to serve as an advisory board for the purpose of fund management for tourism development, in partnership with Rutherford County Tourism Development Authority.  The development of a charter was approved. 

IX. Advisory Boards Organization

A. ABC Board
B. Board of Adjustments
C. Lake Structures Appeals Board
D. Parks and Recreation Board
E. Utility Advisory Board
F. Zoning and Planning Board

Mayor Pritchett explained that the council will discuss the functions, organization, and other aspects of Town boards and discuss the general topics of advisory boards today. It was noted that the UNC School of Government offers a training course regarding working relationships between council and advisory boards. Commissioner DiOrio noted that this allows for reflection regarding if boards are working properly.  One of the key factors of the board is working as a liaison between the council and citizens. Board meetings can work as policy-making suggestions before issues go before the council. A healthy rotation should be present on boards so viewpoints are refreshed. A point of discussion is the structure between chair, vice-chair, etc. Commissioner DiOrio noted that the council/commissioner should have an idea of what advisory boards are doing and that council as the liaison for having healthy dialog regarding goals. Goals and outcomes should be documented at least annually. Policymaking: goal, research, vote, and implementation. Liaisons should make sure that good communication is taking place and any changes to boards should go through the council because the charters are in place to guide their work. It was noted that there should be an orientation for new board members, mostly with the chairperson.

Mayor Pritchett expressed her support for orientation and emphasized the importance in order for a clear understanding of expectations and responsibilities. Mayor Pritchett noted that the chair runs the board and not the council liaison, so chairs should have solid training and a firm understanding of their roles and expectations. Mayor Pritchett noted that another goal would be to diversify the boards in order to be true representatives of the community.

Commissioner Bryant noted the solidification of the clerk to the boards. Stewman explained the current delegation. Look into the appropriate clerk's appointments. Proctor noted that in the past some boards used clerks that were not staff members which have worked. Mayor Pritchett noted that boards should have individual discussions regarding appropriate clerks.

DiOrio noted that he would like viewpoints on the following: more frequent rotations of chairs/alternates/others, codification of charters. Proctor expressed his approval of orientation for/with boards. Mayor Pritchett noted that term limits will no longer expire in December due to council changeover and will likely be extended to the New Year. Council members will work on frameworks for orientations and chairs should be aware and active in creating the descriptions, frameworks, and other aspects using their respective charters. DiOrio will establish a draft guideline for liaison and board chairs will work on the framework. The guideline will be provided to chairs by the end of January and new member changes are planned for March.

X. Adjournment