MINUTES
Town of Blowing Rock
Board of Commissioners
Recessed Meeting – November 14, 2007
Council
reconvened the November 13, 2007 meeting at 5:00 p.m. on Wednesday, November
14, 2007. The meeting was held in the conference room at Town Hall. Present were
Mayor J.B. Lawrence, Commissioners Bobby Ball, Rita Wiseman, Keith Tester and
Tommy Klutz. Commissioner Terry Lentz
was unable to attend. Others present
were Town Manager Scott Hildebran, Finance Director Nicole Norman, Town Clerk
Sharon Greene, Commissioner Elect Phillip Pickett, and Commissioner Elect
Albert Yount.
CALL TO ORDER
The
meeting was called to order by Mayor Lawrence.
DISCUSSION ITEMS
1. FY 2006-07 Audit
Town
Auditor Billy Combs had not arrived to present and discuss the FY 2006-07
Audit.
Council
moved to the next item on the agenda.
During
the regular meeting held on November 13, 2007 Change Order #003 was presented
to Council for their approval. It was
consensus of Council that Town Manager Hildebran, Emergency Services Director
Graham and members of the project building committee meet with the project
architect to renegotiate items listed on the change order.
Town Manager Hildebran advised a meeting with the
project architect was held earlier in the day and Garner & Brown had agreed
to forfeit their 8% fee of $4,435.89 in regard to this issue, due to items overlooked
in the building design. Mr. Hildebran
advised the town had also made changes that were on the change order and a
contingency fund was set aside to cover these additions. He also stated with this change order the
money used so far was well below the amount allotted in the contingency fund.
After
a brief discussion regarding the type of fuel to be used for the appliances and
the cost incurred, a motion was made by Commissioner Wiseman, seconded by
Commissioner Ball to approve Change Order #003 as presented with the forfeiture
of the 8% architectural fee. Unanimously
approved. Change Order #003 Exhibit A
Town
Manager Hildebran confirmed that Mr. Granville Petrie planned to install sewer
along
Mr.
Hildebran also advised the water line in that area was substandard and would
need replacing (estimated at $65,000) and work would be needed to improve the
road (estimated at $75,000). He
mentioned that several residents had called wanting to connect to town sewer as
soon as it became available.
A
motion was made by Commissioner Tester to enter into a developer agreement to
reimburse/credit $105,750 toward the project and fund the water line upgrade
and road improvements, seconded by Commissioner Ball. Unanimously approved. Developer Agreement – Exhibit B
An
agreement for engineering services between the Town and McGill Associates for
Robbins Memorial Swimming Pool Improvements was presented to Council for their
review and approval. Mr. Hildebran
stated the Town had received several donations towards this project and he
would continue to search for more monetary donations. Mr. Hildebran advised with the PARTF Grant
and donations being made, the majority of project costs come from non-town
resources.
Council
questioned the starting date on this project.
Mr. Hildebran advised work would most likely begin at the end of the
season next summer and if all went as planned, the new complex would reopen for
the following season (2009).
A
motion was made by Commissioner Wiseman to accept the Agreement for Engineering
Services totaling $117,000 as presented, seconded by Commissioner Klutz. Unanimously approved. Agreement for Engineering Services –
Exhibit C
Mr.
Hildebran advised a demonstrator model like the Big Belly trash compactor located
in Memorial Park had been offered to the Town at a discounted sum of $3,500. He
inquired if Council was interested in purchasing another Big Belly to install
in a centrally located area.
A
motion was made by Commissioner Klutz, seconded by Commissioner Ball in favor
of purchasing the demonstration model for $3,500. Unanimously approved.
Photographs
of the modular news racks the Town was contemplating ordering were shown to
Council. Mr. Hildebran stated these news
racks would hold as many as six paid publications plus four free
publications. He advised three would be
ordered and installed at the Post Office,
Commissioner
Klutz asked if the unit located at the Post Office could be encased with
stone. Remaining Council members were
not in favor of this suggestion. It was
consensus of Council to purchase the units suggested by staff.
Mr.
Hildebran presented Council with renditions of the information kiosks planned
for the downtown area, stating one would be installed at the Pictorial Museum
and one in the Maple Street parking lot and later one would be installed at the
new parking facility at the American Legion and another at the Blowing Rock Art
& History Museum on South Main Street.
He advised that the kiosks would be funded by the Blowing Rock TDA.
Commissioner
Ball commented on the new signs being installed in various places in town and
how beautiful they were.
Commissioner
Klutz suggested that an extended roof be added to the kiosks, he felt this
would enhance their appearance. Mr.
Hildebran responded that the roof could be modified to improve appearance.
Commissioner
Wiseman asked once the kiosks were installed if the directional signs would be
taken down. Mr. Hildebran advised they
would be removed. Mayor
Mr.
Hildebran was informed by staff that Billy Combs was unable to attend the
meeting due to a scheduling error. Mr.
Hildebran stated he (Mr. Hildebran) would review the audit with Council should
they desire, and answer any questions they might have at this time. FY 2006-2007 Audit Exhibit E
He
also relayed that on December 6th, NCDOT wanted to meet with Council
to update them on the 321 road widening project, and possibly Mr. Combs could
attend and Council could formally accept FY 2006-07 Audit at that time.
Upon
Council wishes, Mr. Hildebran continued with his review of the audit explaining
various aspects and advised that according to Town Auditors Billy Combs, P.C.
the Town of Blowing Rocks FY 2006-07 Audit was in compliance in accordance with
Government Auditing Standards and no problems were noted.
Town
Manager distributed the Town Financial Policy used as a guide for the town
financial operations. Town Financial Policy – Exhibit E
Several
areas of the audit were discussed such as Fund Balance. Mr. Hildebran stated the Town continued their
efforts towards achieving an undesignated fund balance in an amount equal to
50% of the Town’s General Fund Budget, i.e., an amount equal to 6 months
operating expenses from the then current operating budget. And once the Town achieved its goal of an
undesignated fund balance, equal to 50% of Town’s General Fund Budget, any
excess funds would be earmarked for capital reserve purposes.
Commissioner
Wiseman commented that Fund Balance looked better than it did 10 years prior and
commended Mr. Hildebran on his efforts.
Mr. Hildebran spoke of several one-time monies the Town received in the
past year that were in Fund Balance such as Cable TV Franchise monies,
reimbursement from Blue Ridge Electric Membership for 600 homes Blowing Rock
was not credited for, and the revaluation on property taxes which had increased
fund balance. He also commended Margaret
Pierce, Finance Director at the time of the Audit, for her work in the audit
process.
Mr.
Hildebran stated the tax collection rate for the Town continued to be high with
a collection rate of 99.49% for 2006-2007 which exceeded last year’s collection
rate by .55%. He also commended Tax
Collector Sharon Greene for her efforts.
Mr.
Hildebran commented that various capital plans such as; the 5-year CIP, Water
& Sewer CIP, Parks & Recreation CIP, the pavement plan and the new
storm water plan had aided in the financial planning.
Next,
Mr. Hildebran spoke briefly on the General Fund, stating town debt had
increased due to the new emergency services building, and currently two payments
had been made with eighteen years left on the loan.
Mr.
Hildebran also advised that using a traditional 20-year bank loan in lieu of
the 40-year USDA loan had saved the town $1,400,000.00. He conveyed the CIP project for the
water/wastewater improvements would be bid out the beginning of 2008 and the
Town could possibly get a better rate if the new parking facility was bid at
the same time.
With
no further questions or comments regarding the FY 2007-07 Audit, Council
discussed the town water situation briefly.
Commissioner Klutz stressed he would like to see a solution to this
problem and an interconnection completed as quickly as possible. He commented
the area had several water sources and there should be more connections for
more available water. Council members responded that according to State
officials the best short term solution was an interconnection with Boone and
ASU.
ADJOURNMENT
With
no further business to discuss, the meeting was adjourned at 6:15 p.m.
Mayor___________________________
J.B. Lawrence
Attest:
__________________________
Sharon Greene, Town Clerk
Attachements
Change
Order #003 - Exhibit A
Developer
Agreement – Exhibit B
Agreement
for Engineering Services- Exhibit C
Modular
News Rack Photo-Kiosk Rendition – Exhibit D
FY
2006-2007 Audit – Exhibit E
Town
Financial Policy – Exhibit F