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.

Resident Water Bill Adjustment — Lisa Fulbright Johnson A resident at 5A Randolph Avenue came before the board regarding an unusually high water bill caused by a leaking toilet that resulted in approximately $1,000 per month in water usage charges over several billing cycles.

• Town staff investigated the issue and confirmed a faulty toilet flapper was the source of the leak. The repair has been completed and the meter was verified as no longer running.
• Staff calculated an adjusted balance of $492.45 covering the three affected billing months. A separate bill of approximately $1,072 was also expected to be generated the following week.
• A private citizen, the widow of Randy Thomasson, donated $500 to the town to be applied toward the resident's adjusted balance as an act of goodwill.
• The board approved a one-time bill forgiveness, with the donation covering the $492.45 adjusted balance. The resident would only be responsible for the previously agreed payment of $140, bringing her account to a zero balance. This forgiveness is a one-time allowance and will not be available again in the future.

Eagle Scout Veterans Sensory Garden Proposal Charles McInness and his son Trevor, a Scout with Troop 503 working toward his Eagle Scout rank, presented a proposal to build a veterans sensory garden on public property in Ranlo at no cost to the town.

• The proposed garden would be approximately 22 by 22 feet and include a solar-powered concrete fountain, six park benches, a flag pole capable of flying six flags representing each branch of military service with solar lighting, along with shrubbery, flowers, and mulching. The design would be accessible to those using wheelchairs or walkers.
• Possible locations discussed included the walking track near Park Street Park and the Ranlo Lodge. The board expressed preference for the walking track area, contingent on ADA accessibility improvements planned for the park.
• Staff noted that a planned Veterans Memorial monument (estimated at approximately $8,000) could be sited near the garden as a complement to the project.
• The board approved a motion directing the Town Manager to coordinate with the scouts to move forward with the proposal. The project must be completed by October 20th, with a dedication ceremony discussed for Veterans Day, November 11th.
• Mr. McInness also informed the board that a Gaston County grant of $100,000 is available to assist veterans and surviving spouses in Gaston County with expenses such as mortgage, rent, utilities, and auto repair. Applications are available through the Ranlo Police Department. Veterans may receive assistance up to two times in a 12-month period.

Fall Festival Planning — Entertainment and Vendor Updates Staff provided an update on planning for the town's fall festival scheduled for September 16th and 17th.

• The carnival company is confirmed for both nights. Ride tickets will only be sold at the gate this year at $20 per person; previously discounted pre-sale tickets will not be honored.
• Vendor recruitment has been ongoing through the town website, Facebook, utility bill inserts, and direct outreach. Tony T's is confirmed as a food vendor for both nights.
• The board approved a motion to allow Cavendish Brewery to participate as a vendor on Saturday night.
• The board approved the Heart-to-Heart gospel group, featuring David Kaiser, to perform on Friday night, and authorized a total entertainment budget cap of $1,500 for both evenings. Staff will seek either a band or DJ for Saturday night within the remaining budget.
• The board agreed that beer service on Saturday night will be managed as an open area rather than a roped-off section, with the Police Department monitoring the boundary perimeter along Day Avenue, Park Drive, and Spencer Mountain Road.

Fiscal Year 2022 Budget Amendments Staff presented final budget amendments to close out the fiscal year 2022 budget ahead of the annual audit.

• The amendments account for invoices received in July and August for services rendered in May and June. The auditor is scheduled to begin work the first full week of September.
• The board approved the budget amendments. Motion and second were made; vote was unanimous.

Vacant Board of Commissioners Seat Following the resignation of Commissioner Trevor Hayes, the board received six letters of interest from candidates for the vacant seat and took up the matter of making an appointment.

• Two candidates were nominated and voted upon: a motion for Robin Connor resulted in a tie vote, which was broken by the Mayor voting in opposition. A subsequent motion for Diana Palmer also resulted in a tie, with the Mayor again voting in opposition.
• The board was unable to reach a majority decision. The matter was tabled to the next meeting.

Minority Business Participation Plan — Public Hearing The board held a required public hearing to adopt an outreach plan establishing verifiable participation goals for minority and historically underutilized businesses in town construction contracts, as required under NCGS 143-128.2.

• Adoption of this plan is a state requirement for the town to proceed with construction contracts of $100,000 or more using state funds, or $300,000 or more using local taxpayer funds — specifically in connection with renovations to the Ranlo Lodge.
• The plan sets a 10% verifiable participation goal. The public hearing was opened, conducted, and closed. The board then voted unanimously to adopt the resolution.

Ranlo Lodge Renovation Bid Package Staff presented a formal bid package to solicit contractor proposals for general renovations to the Ranlo Lodge, funded through a state capital improvement grant.

• The bid advertisement will run in the Gaston Gazette beginning that weekend. A virtual pre-bid meeting for interested contractors and engineers was scheduled for the following week.
• The bid package covers two scopes of work: general building renovations and HVAC replacement. Bids are expected to be presented for board approval at the September 8th meeting.
• The board voted unanimously to approve the bid package.

Planning Board and Board of Adjustments — Terms and Appointments Staff presented an item to ratify board member terms and formalize the separation of the Planning Board and Board of Adjustments as required under the town's newly adopted Unified Development Ordinance and NC General Statute 160D.

• Previously, the Planning Board also served as the Board of Adjustments. The new ordinance and state statute require these to function as separate bodies. Current Planning Board members will serve in both capacities depending on the nature of the matter before them.
• Two vacant seats remain on the Planning Board — one requiring a resident within town limits and one for an ETJ (extraterritorial jurisdiction) resident.
• The board voted unanimously to ratify the terms of current members. No new members were added at this meeting.

Town Manager's Report The Town Manager shared several updates with the board and public.

• Town offices will be closed on Labor Day, September 5th. Garbage pickup will run one day behind that week.
• Bids for the Boulder Court project continue to be advertised.
• The town received a formal award letter for $300,000 in asset inventory and assessment grants — $150,000 for water infrastructure and $150,000 for sewer. The Town Manager noted the town had applied for these grants three times previously without success, calling it a significant win for Ranlo. The town will move forward with a request for qualifications for engineering services.
• The Ranlo Police Department was recognized for hosting a successful National Night Out event.