Board of Commissioners Regular Meeting

The following is a staff-prepared summary of key discussion points and decisions from this meeting. For the complete official record, please refer to the approved minutes above.

Revised 2023 Meeting Schedule The board considered an updated meeting calendar reflecting recent changes.

• The board approved the revised 2023 meeting schedule, which reflects the cancellation of the July 13th meeting and includes the additional Independence Day holiday approved for July 3rd, 2023.

East Malt Avenue Road Closure Request The board discussed a petition from Ozark Partners (the Bill family) requesting that a portion of an unopened roadway across their property on lots 24 and 25 be permanently closed.

• Staff noted that no reason or justification was provided by the property owner for the closure request.
• Commissioners raised concerns that closing the roadway on lots 24 and 25 while leaving the adjacent portion open across a neighboring property could be inequitable, and questioned potential impacts on surrounding property access.
• The board discussed the statutory process, which would require adopting a resolution of intent, advertising for consecutive weeks, notifying abutting property owners by certified mail, and posting physical notice on the property before holding a public hearing.
• After initial discussion, the board voted to reconsider the matter rather than move forward with a resolution of intent at this time.
• Staff will reach out to Ozark Partners informally to request a more detailed explanation and justification, and will report back at the September meeting.

Ranlo Avenue Extension — Just Compensation Offers The board took action to advance the long-running Ranlo Avenue Extension project, which will open a new road connection and install a water main loop serving the Mountain View community.

• The town has secured an easement from the Woodside HOA and has obtained necessary environmental permits. Three additional right-of-way easements are still needed from private property owners.
• The board approved offers of just compensation for three parcels needed for the road extension right-of-way. Motions were made and seconded for each parcel and passed unanimously.
• The board also approved, by separate motions, three resolutions authorizing the condemnation of property owned by Lyn Black, Southern Corporation, and a third property owner, respectively. All three resolutions passed unanimously.
• The project design includes a sidewalk and bridge connection tying into existing sidewalk infrastructure.

Lead Service Line Grant Application — Ratification The board ratified an updated grant application to the NC Department of Environmental Quality (NCDEQ) related to identifying lead and copper water lines throughout the town.

• NCDEQ recently updated its application requirements; the ratification authorizes staff to confirm to NCDEQ that no funds have been transferred from the water and sewer enterprise fund to the general fund since July 1, 2014.
• Motion to ratify was made, seconded, and approved unanimously.

Resolution to Finance Public Works Vehicles The board considered a formal resolution supporting the financing of four public works vehicles approved in the Fiscal Year 2024 budget.

• The town's bank requested a formal resolution in addition to the approved budget ordinance in order to proceed with the financing agreement.
• The board approved the resolution of intent to finance the four vehicles. The actual financing agreement will come before the board as a separate action.

Appointment of Interim Town Clerk The board addressed a staffing change in the Town Clerk's office.

• Town Clerk Sarah Rowan accepted a position with the City of Charlotte, with her last day being August 16th.
• The board appointed the Town Manager to serve in the dual interim role of Town Manager and Town Clerk effective August 16th, until a permanent decision regarding the position is made. The Town Manager previously held both roles from March 2020 through July 2021.
• The board also requested that a letter of appreciation be sent to Sarah Rowan recognizing her two years of service to the town.

Town Manager's Report Staff provided updates on several ongoing projects and community events.

• Mountain View Grove Development: A residential development on Mitchum Road, originally rezoned in 2014, has received all required approvals and paid development fees. Construction is underway, with site clearing already visible. The project will include 10 homes — six on the left side of Mitchum Road toward Sapphire and four on the right behind Ranlo Church of God.
• Lodge Renovation: Renovation of the town lodge has made significant progress. A freestanding structure has been erected, the back porch has been built, and ADA upgrades including a loop sidewalk and entrance ramps are underway. Staff anticipates the lodge could be complete by Labor Day, with a goal of holding the September 14th board meeting there as a formal opening.
• Electronic Water Meters: The town's new electronic water meters, funded through a nearly $1 million state grant allocation, are now reading at 99.4% accuracy. Staff noted that the town's water loss rate had previously been over 30% due to aging meters and is now in the low teens, with further improvement expected.
• Fulbright Park Splash Pad and Playground: The expanded splash pad and new ADA-compliant playground equipment at Fulbright Park opened ahead of the town's 60th anniversary celebration. Staff is working on plans to improve connectivity between the community building and splash pad, including potential parking, sidewalk, and recreational court improvements on the adjacent green space.
• Garden Park: Site clearing has begun at Garden Park. Staff met with a contractor and anticipates new playground equipment will be installed by early September.
• 60th Anniversary Celebration: The event was well-attended and well-received. Staff thanked the board, sponsors, and the public for their participation.
• National Night Out: Described as the largest National Night Out event the town has held, the event was organized by the Police and Fire Departments and drew a strong community turnout.
• Back-to-School Supply Drive: The Police Department hosted a school supply giveaway the following day, August 9th, from 2:00–4:00 p.m. at Ranlo Church of God.
• Labor Day Holiday Notice: Town Hall and Public Works will be closed on Labor Day. Trash collection will run on a one-day delay — Monday pickup shifted to Tuesday, and Tuesday pickup shifted to Wednesday.

Closed Session At the end of the meeting, the board voted to amend the agenda to add a closed session.

• The board approved a motion to reconsider the previously adopted agenda, then approved the amended agenda to include a closed session to discuss matters with the town attorney.