Town Council Special Planning Retreat Summary - January 8, 2024

Town Council held a Special Planning Retreat with Town Staff at 8:30 AM on Monday, January 8, 2024. The meeting was held in Town Hall at 2948 Memorial Highway, Lake Lure, NC 28746. 

The following is a summary of the meeting for those who could not attend.  Note that these are not formal minutes which will be presented at the next Regular Town Council Meeting.  The notes below reflect the order of the topics discussed and some items in the original agenda were not discussed. You may download the meeting packet for additional information. 

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

II.      Introduction: Mayor Pritchett provided an overview of the purpose of the meeting which is to ensure that Town Staff and Town Council are in sync as we progress. Town Manager Hank Perkins added that the focus is the direction of the Town in the next 12 months and further ahead so we are all moving forward in an agreed-upon fashion. 

III.     Review Accomplishments Following 2023 Town Council Planning Retreat: The following are accomplishments based on goals discussed during the 2023 Town Council planning retreat.  These accomplishments were reviewed and discussed.

• Establishment of multiple capital reserve funds for the purpose of building equity for capital projects. Mr. Perkins and Finance Director Steve Ford provided some introductory comments regarding the capital reserve funds and how these will be utilized in the New Year.
• Continued maintenance of the existing sewer system.
• Decreased the amount of budget amendments and transfer of fund balance use.
• Submitted documentation for the Water System Management Plan and waiting on (NC Department of Environmental Quality (DEQ) approval.
• Continued communications with Chimney Rock Village to determine appropriate terms regarding water system operations.
• Completion of LaBella Associate’s task for the Wastewater Treatment Plant (WWTP) Master Plan.
• Drain valve installation project underway and on-schedule.
• Creation of a staging area for major projects.
• Relocation of the ABC Store.
• Appraisal of the former ABC Store property and a lease in progress for the use of the property.
• Compiled a list of all Town assets.
• Completion of the fire space needs study to initiate the future public safety building.
• Increased law enforcement on the Lake.
• Initiation of long-term dredging plans.
• Enforcement of policies and plans in relation to major projects.
• Project Manager monitoring project costs and enhancing cost-effectiveness.
• Established and enforced a penalty fee for zoning and land use projects that are began without obtaining proper permits.
• Established a lake structure permit for minor structural repairs, demolitions, and deck-top accessory structures.
• Updated the database for vacation renters (VR) and continued coordination between departments to ensure that vacation rentals obtain VR boat permits.
• Re-evaluation of how the Town expends funds for 4th of July activities and determining that it would be more beneficial to fund improved holiday lighting that will eliminate congestion caused by the 4th of July festivities and will better accommodate residents.
• Initiation of installing keypad security systems for Town facilities discussed at the 2023 planning retreat that will be addressed at a later date or will need to be re-evaluated:
• Pavement conditions assessment every four years, determining impacts, and evaluating if the Town can double match the Powell Bill funds to complete road improvements in 10 years.
• Continued enforcement of dock inspection, tags, and addresses on lake structures.
• Long-range planning for the Lake Lure Green Space will begin following the determination of the future fire department based on the space needs study
• Preliminary cost analysis for emergency access West End Connector.
• Utilization of the Policy Group.

III.    Future Fire Department:

•  Fire Chief/Emergency Management Coordinator Dustin Waycaster explained that the current station is probably close to 4,500 SF with 6 bays, 6 apparatus, a zodiac, ATVs, and electric bikes stored there. 
• He shared that the firefighters are currently sharing a bedroom which is not the main concern, but there is only one shower unit for all the staff. 
• He explained that during the Party Rock Fire event they had 40+ firefighters having to use one shower. He added that they receive a number of walk-in health issues and they would like to have adequate facilities to accommodate this need.
• He explained that they need an office and meeting room space for training and emergency preparedness meetings.
• He advised that there were multiple repairs that need to be done on the current facility and that there was no more room for electrical panels. He explained that we currently use the station for shelter in emergencies, as an Emergency Command Center, training space, and emergency planning.  He also noted that the staff have to de-contaminate after calls and he wanted to ensure there is adequate space for this critical process. 

Mr. Perkins advised that the Town has narrowed potential site locations down to four. Fire Chief Dustin Waycaster presented an overview of the options for a future location for the Fire Department and potentially a future co-location for the Police Department.  There was a lengthy discussion regarding the following options.  The Fire Department prefers options 1, 2, and or 4.  The building that is planned is a 50-year building. 

• Site one: in the green space: Not a good option as it will not accommodate the Police Department in the future and it would require a huge retaining wall because of the slope.  This would also require tearing down or re-purposing the current facility.
• Option 2: Would require purchase of property or property swap and would need to be pushed closer to the road because of the stream nearby.  It was noted that there are no sewer lines so that would have to be factored. It was discussed that curve in road actually gives them a good view to ingress and egress. 
• Option 3 at the corner of Memorial Highway and Highway 9: This space would require a lot of grading but it is very visible. Discussed that if the Town-owned it, it may help with giving DOT space to make a roundabout. There is water and sewer. Noted that we would have to have sprinkler system – so site 1 and 2 would require pumps, but here we would have city water. This site also does not account for LLPD. 
• Option 4 is right across the road from Ingles. The issue is that this was a dump site for spoils previously. ADW said that we could work with this through work. This site accounts for a future LLPD. This would also have water and sewer and would be visible and central. 
• Mr. Perkins reviewed costs and noted that the building would be steel and was projected to last for about 50 years.
• Town Council will consider the options and discuss this again at the next Regular Town Council Meeting.  

Budget Summary for a Totally Turn-Key Building with Furniture

IV.    Major Project Updates: Project Manager Mike Dydula provided an overview of the following.

A.  Dam: We are awaiting a FEMA Grant contract to begin work on geotechnical investigation. 

The challenge is that to maintain the lake with 12 feet below full-pond, we have to use the Tainter Gates.  The amount of water that comes over the Tainter Gates has a negative impact on the construction project. 

B.  Sewer: We will be working to thread the sewer pipes through the pipes that were put in place last year. We have a proposal.  Have had good communication with DEQ and the Corps of Engineers.  

Commercial Waste Water Permits: Call planned on 1/11/24 to discuss this matter. Our ammonia is always high though we have reduced flow by about 100,000 parts.  The reduction doesn't mean anything to DEQ.  We currently have a moratorium for 1,000,000 parts.  The threshold will be discussed with DEQ on the 11th. 

C.  Drain Valve Installation: Very challenging project as we have to keep the crew working behind the dam and limiting the water. Goal was to get the new sewer bypass line in. Next is to get the new sewer line in, working around the weather forecast. 

D.  Dredging: Working to solicit for a dredging contract. LaBella is qualified to do this work. 

E.   Cell Tower: The project is moving forward. They want a financially responsible party to sign for any violations that might occur to the land. There was a discussion and the Town will be willing to serve in this capacity, if needed.

F.   Wastewater Treatment Plant: LaBella Associates will be coming to provide an overview at the upcoming Work Session.  This will include future site location options. Mr. Perkins advised that there is a summary in the packet. 

G. Horizontal Directional Drilling (HDD): An HDD proposal is in progress.  We are hoping to do this work next year. 

G.  Dam Bridge: We are planning a meeting this month with the NC Department of Transportation to look at the four different options that are being considered.

H. Deep Water Access: This is still needed for this side of the lake in addition to the West side. There was a discussion about this.  Mr. Dydula advised that he thought Freeman was charging Ruby Collins for deep water access. Town Council asked that Mr. Dydula confirm this as they did not think Freeman was charging for access. They have never charged the town.  

V.       Comprehensive Plan: Mr. Perkins asked Town Council for their input on the Comprehensive Plan. He advised that the plan was 17 years old and the General Statute dictates that the Town maintain this plan.  He asked that the plan be formally reviewed based on how quickly things are changing. There was a discussion about how to go about this. The Mayor advised that she spoke with Alan Toney from the Foothills Regional Commission (FRC) and they may be able to assist the Town with this for a minimal cost. It was noted that a community survey should be part of the process.  Council expressed support for updating the plan.

VI.     Transportation Goals: Mr. Perkins advised that he would like input for the Transportation Goals. As an example, he has been working on communications regarding the roundabout that has been discussed at Highway 9 and Highway 64/74. Other ideas that were discussed include:

• Crosswalk for Chimney Rock Village and the Town of Lake Lure: Mr. Perkins noted that this item is included and Alan Toney from the FRC is working with us on a feasibility grant and what the connectivity would look like.
• Chimney Rock State Park Egress. Mr. Perkins noted that with the State Transportation Improvement Program (STIP), if it does not score well enough to get within the next five years, it is not guaranteed to get in at all.
• West End Connector: It was noted that this project will not be a state/STIP project because it involves private property.
• Pedestrian Access from the Arcade Building side of Town to the Beach near Lured Market: The Mayor noted that DOT will not support this because they feel like it is too dangerous to put a crosswalk in that location and they have already shut this project down.  Mr. Perkins noted that it may be possible in a different location, but not in the curve. Community Development Director Mike Williams noted that he had talked with DOT, and they are willing to look into options for the Lured Market area in the future.

VII.    Workforce Housing: Mr. Perkins explained that Workforce Housing is an issue the Town needs to look at for the community. He wanted to get Council’s opinion on the importance of this initiative.  He advised that at the next Regular Town Council Meeting, staff will be asking Council for their support in submitting a grant proposal for a Housing Study through Dogwood Health Trust.  Communications Director Laura Krejci noted that the Town held a forum with key stakeholders in the community and there was resounding support.  The school, health care organizations, the town, and other employers expressed a need for workforce housing.  She noted that following the larger forum, it. After that, there was a smaller meeting held with some employers to discuss next steps. Neil Gurney, President of the Gateway Wellness Foundation is one of the key players who specializes in workforce housing.  He recommended working with Dogwood Health Trust to fund a housing study in Lake Lure to help us understand the need. The Town would need to submit something by the end of January to be considered for the study.  There are no known matching funds. 

VIII.   Parks, Recreation, and Lake:  Mr. Perkins noted that he wanted to begin work on the Green Space Master Planning after we officially chose an option for the fire department.  

IX.     Adjournment: