Town Council Work Session Meeting Summary - June 28, 2023 - 8:30 AM

Thank you to all who joined us for the Town Council Work Session on Wednesday, June 28, 2023 at 8:30 AM in Municipal Hall. The following is a summary of the meeting for those who could not attend. You may download the meeting packet here for further details.  Please note that this is a summary and not formal minutes.  Minutes from this meeting will be included in the following month's meeting packet for the Regular Town Council Meeting.  

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

II.  Agenda Adoption: The agenda was approved as written.  

III. Valve Installation and GMP Update: Project Manager Mike Dydula provided an update on the reservoir drain valve installation which will be managed by Morgan Corporation, in coordination with Schnabel Engineering. 

• The reservoir drain cannot be installed until they get the bulkhead/barge back in the Lake. 
• The timeframe for the drawdown needs to be reviewed again and by the end of this week, we will know the needs more fully. 
• Morgan Corporation will be working in conjunction with the work being performed by LaBella Associates and Ruby Collins who are working on the sewer system replacement project.
• The reservoir drain valve is scheduled to arrive around December 2023. 
• The barge that is used for the installation cannot be put into the Lake until the Lake levels are back up and therefore the drawdown timeline must be reviewed again.
• The Lake can be up for the reservoir drain valve installation. 
• This will be reviewed again when more details have been confirmed.

IV. Review Proposed LaBella Task 18 – Geodesic Dome Tank Cover: The Town possesses a partially buried concrete water tank, located near the end of Washburn Road.

• It currently utilizes a wood structure-supported roof with shingles as its cover.
• This roof structure has not effectively kept vectors from accessing the finished drinking water supply.
• This tank serves 8 properties connected to the Town’s Public Water Supply System.
• LaBella Associates performed an on-sight inspection of the tank on May 17th and deemed it to be in good condition.
• It is LaBella’s opinion that replacement of the existing roof structure with a water and vector-tight, aluminum geodesic dome will resolve the Town’s existing concerns and issues, reduce O&M costs, and extend the useful life of his asset for serval decades.
• This work will be a Proposed Task 18 consisting of data collection, design, permitting, and construction assistance for replacing the existing roof with a geodesic dome tank cover.
• The lump sum associated with the task is $12,200.

V. Project Manager Updates: A safety meeting is scheduled today at 10:00 to discuss the plan for the tear-down of the home on Tryon Bay. 

VI. Discuss Emergency Shelter / Lake Lure Classical Academy Cafeteria: Lake Lure Classical Academy (LLCA) is in the process of building a cafeteria.

• Communications Director Laura Krejci is serving on the committee and the members asked her to confirm if the Town would like to utilize the gymnatorium as an emergency shelter. 
• If so, what are the requirements that need to be incorporated into the design and what financial contribution can the Town make to the creation of the cafeteria. 
• Ms. Krejci met with Town Manager and Fire Chief/Emergency Management Coordiantor to discuss this. requirements to become designated as an emergency shelter.
• Fire Chief Dustin Waycaster researched the requirements for an emergency shelter and these were shared with Town Council to get their input.
• Chief Waycaster advised that a transfer switch, lighting, and a generator would be needed.
• There was a discussion about this and Town Council was supportive of exploring the needs further and working with the school to see what the costs would be.

VII. Budget Review: Finance Director Stephen Ford led a review of Fiscal Year 2023-2024 Budget, which has been updated based on past discussions with Town Council.

• There was a discussion regarding the increased property values in Lake Lure which averaged a 59% increase.
• Lake Lure's increased ad valorem taxes will result in an additional $700,000 to the County.
• The Town of Lake Lure has a neutral budget and therefore does not receive any additional funds from the increased property taxes.
• The budget hearing is scheduled for June 28th at 5:00 p.m. Director Ford will also be reviewing the end-of-year FY 22-23 budget.

VIII. Review End of Fiscal Year Budget Amendments: Finance Director Stephen Ford led a review of the following budget amendments which are proposed to close out the fiscal year 2022-2023:

• Budget Amendment #348 for prior year capital rollover funding/expenditures for Public Works vehicle
• Budget Amendment #349 for insurance proceeds recognition
• Budget Amendment #350 for prior year capital expenditures rollover funding for general
• There was a discussion regarding the process and the various funds.

The budget amendments will also be presented for approval during the June 28th special meeting at 5:00 p.m.

IX. Discuss Former ABC Store Property Needs: Town staff members have been in the process of making necessary improvements to the former ABC Store property. There are additional improvements planned in the near future.

• In addition to improvements, Fire Chief Dustin Waycaster visited the old ABC site to evaluate the square footage for different usages.
• Based on the square footage of useable space, without modifications to the walls and building layout, Chief Waycaster determined the following limits:

• Depending on the building use, Chief Waycaster advises that there may be a need for the installation of additional exits and other improvements to meet code requirements.
• The building has three restrooms with one toilet each, which County building inspections will review.
• The Town’s Community Development Department will need to provide guidance in regard to parking needs.

X. Discuss Former ABC Store Property Marketing Plan: Town Manager Hank Perkins advised that the Town had a market rent study report completed for the former ABC Store property.

• Using a calculated formula, the appraiser who completed the study concluded that it is appropriate for the Town to rent the property for $1,995 per month.
• Town Council members indicated the desire to advertise a Request for Proposal (RFP) for renting the proposed, as soon as possible.
• Town Manager Hank Perkins determined that the next steps should be to plan to market the former ABC Store, review the plan with Council, advertise, entertain proposals, and receive and review proposals.
• It was also recommended that a small ad hoc committee evaluate proposals and make a recommendation to Town Council.
• Town Manager Perkins presented a plan to market the former ABC Store and held discussion with Council regarding their expectations.
• There was a discussion regarding expanded parking availability in Pool Creek Park and the potential use of the non-motorized boat ramp. Town Council was open to proposals that included these resources.
• The property is on .22 acres with about 8 parking spaces.
• A starting point for negotiations is $2,500 per month with the potential of using the adjacent property if needed. This could impact the cost, depending on the needs.
• It must be made clear that egress and ingress must be allowed for the public.

XI. Discuss New ABC Store Location Signs: Community Development Director Mike Williams explained that following the recent move, the ABC Store erected two projecting attached signs supported by the building walls.

• Town of Lake Lure Code of Ordinances Sec. 36-336 (b) (1) states that one sign shall be permitted.
• Thus, the Store is currently out of compliance since two signs are present.
• Sec. 36-333 (“Signs exempt from regulations”) states the following: (2) Signs of a governmental body, including traffic warning or regulatory signs and devices. These signs shall also include other governmental signs including building identification, directional information, and welcome signs. Signs of a governmental body, other than the town, require town council approval, regardless of the type of sign, unless otherwise exempted by federal or state law.
• Although exempt from sign regulations, specific governmental signs like building identification, directional information, and welcome signs must be reviewed by the planning board and approved by Town Council.
• However, traffic control signs, traffic warning signs, public notices, or signs of a similar nature need only Town Manager approval.
• Since the ABC Store is under the direction of the State of North Carolina ABC Commission, there has been speculation that the ABC Store signs could fall under signs of governmental bodies, which is exempt from regulations upon Zoning and Planning Board review and Town Council approval.
• The Zoning and Planning Board reviewed the signs at the May 20, 2023 Board meeting and wanted to get Town Council input regarding the signs.

XII. Discuss Lake Lure Tours Concession Agreement: There has been recent discussion with Lake Lure Tours (LLT) in regard to the terms of the Concession Agreement between the Town and LLT.

• One suggestion has been to enter a new agreement with an additional 5 years added to the term, which would span from 2023 to 2033.
• In conjunction, LLT would agree to assume responsibility for all maintenance including beach renourishment, fencing, signage, interior and exterior building maintenance including bathroom facilities.
• Town Attorney William Morgan, Town Manager Hank Perkins, and LLT are in the process of drafting a proposed agreement that entails the desires of each entity.
• There was a discussion regarding the proposal.

XIII. Discuss Fiscal Year 23-24 Salary Grade Schedule: Town staff has recommended a 6.25% cost of living adjustment (COLA) to be approved within the upcoming fiscal budget.

• Staff has drafted a proposed FY 23-24 Salary Grade Schedule to reflect the COLA, if approved.
• Staff requests that Town Council review and discuss the proposed Salary Grade Schedule.

IV. Discuss Dance Festival - Page 22 XV. Town Manager Updates: 

XVI. Closed Session: Town Council held a closed session in accordance with G.S. 143-318.11(a) (6) for the purpose of discussing personnel matters and G.S. 143-318.11(a) (3) for attorney client privilege.

XVII. Adjournment: The meeting was adjourned.