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.

Road Infrastructure / Engineering Services Contract The Board returned to a discussion from the previous month regarding a large capital improvement project to repair a severely deteriorated road with compromised underground infrastructure.

• Staff presented a contract and construction services proposal from an engineering firm (referred to as the "W Company") to serve as project manager — assembling bid packets, soliciting contractor bids, presenting recommendations to the Board, and providing on-site oversight throughout the project duration, estimated at approximately 100 days over a four-month period.
• Board members expressed urgency, noting that the road's underground cavities and ongoing rainfall make the situation dangerous, and that delaying repairs would be unwise. Emergency access concerns were also cited, including difficulty getting fire trucks through the area.
• The Board reached consensus to approve the engineering services agreement contingent upon funding being secured and formally approved at the March 4th special meeting.
• Staff noted the town has nearly $400,000 in the Public Utility fund balance capital management account, and proposed using a combination of that fund balance, the general fund balance, and external financing to cover total project costs. Staff indicated they would explore stormwater funding options as well.
• Town staff will work alongside the engineering firm; town staff (specifically the public works director) would maintain close oversight of the project manager throughout construction.

Bulk and Excess Garbage Collection — Revised Fee Schedule and Draft Ordinance Staff presented a draft ordinance and revised fee schedule to update how bulk and excess garbage collection is handled, following several months of discussion on the topic.

• The proposed changes would move bulk pickup to once per month at no charge. Residents who want an additional scheduled pickup would pay a fee based on the type and weight of material: $15 for excess household trash or bulk items under 50 pounds; $25 for items over 50 pounds or white goods (such as appliances).
• A proposed option to add a third garbage can was introduced at $9 per month (consistent with the existing rate for a single can). Currently, the town provides up to two cans for $12/month.
• Staff proposed a spring "clean-out" period running through April 9th, during which residents could put out bulk items each week at no charge, with a similar program potentially offered each fall.
• The Board discussed the town's existing practice of lending a trailer to residents once per year at no charge (with a tipping fee for additional uses). Staff suggested codifying this practice within the new ordinance.
• Electronics, shingles, and building materials are not accepted for pickup under existing ordinances; residents were reminded that electronics can be recycled at designated landfill drop-off points or donated to Goodwill for refurbishment.
• Because the proposal amends Section 4-204(E) of the Town Code of Ordinances, a public hearing is required. The Board reached consensus to schedule that public hearing for the March meeting, with public notice to appear on March and April water bills.

On-Street Parking Ordinance Staff presented a draft ordinance amendment to expand no-parking restrictions on certain town streets, prompted in part by a fire truck being unable to pass through the Mountain View/Woodside community that same morning.

• Currently, on-street parking is prohibited only on Long Street and Hill Street under Section 1-34 of the town code. The draft amendment would expand restrictions to additional streets and correct existing errors in street names and citations in the ordinance book.
• Streets highlighted as highest priority for no-parking restrictions included narrow roads such as Boulder, Redland, Neely, and Booker, where double-parking on both sides has blocked emergency vehicles — including one incident where a fire truck had to physically push through parked cars to reach a cardiac arrest call.
• Enforcement options discussed included a $50 citation (authorized under NC General Statutes), a tiered warning system, and towing authority. Board members noted that timed restrictions (e.g., no parking 6 p.m. to 6 a.m.) may be difficult to enforce with limited patrol coverage, and expressed a preference for clearer, simpler prohibitions on the most problematic streets.
• Concerns were raised about sidewalk parking increasing if street parking is eliminated. Staff noted existing ordinances address sidewalk parking and offered to update those provisions to directly reference the affected streets.
• The Board discussed potential overflow parking options for residents, including the town hall parking lot (with additional capacity now that the fire department has relocated), nearby churches, and the town lodge. Staff will follow up with local church leadership about possible use of their lots.
• New no-parking signs would need to be installed in affected areas for the ordinance to be enforceable.
• The Board reached consensus to schedule a public hearing on the parking ordinance at the March meeting, on the same timeline as the bulk pickup ordinance, to allow adequate public notice.

Stormwater Management Plan Ratification Staff brought forward the updated Town Stormwater Management Plan for Board ratification, required as part of the town's MS4 (Municipal Separate Storm Sewer System) permit compliance.

• The previous plan was last signed and submitted to the state in 2010. The updated plan was developed following a stormwater audit and ordinance adoption in late summer 2020 that identified compliance deficiencies.
• Staff submitted a preliminary version to the NC Department of Environmental Quality, which raised no immediate concerns.
• The town's current MS4 permit runs through the end of 2021; renewal is a lengthy process expected to extend through much of the following year.
• The Board voted unanimously to ratify the updated Town Stormwater Management Plan.

Fiscal Year 2022 Budget — Preliminary Discussion and Goal Setting Staff outlined the budget development schedule for the upcoming fiscal year and invited Board input on priorities.

• Budget schedule: March 4 (special meeting) — department head capital outlay requests; March 11 (regular meeting) — early budget update; April 8 (regular meeting) — first full budget draft; May 13 (regular meeting) — budget message presentation; June (regular meeting) — public hearing and adoption of budget ordinance.
• Board members raised the possibility of budgeting for a Recreation Director position. Staff indicated funding could be included in the recreation budget, with the intent to advertise for the position as COVID-related restrictions ease and community programming resumes.
• Upgrades to the town lodge, including HVAC improvements, were identified as a budget priority for consideration.
• A Board member requested that a sign for Garden Park on Red Street — a project delayed by the pandemic — be budgeted in the upcoming year. The park, made possible by a land donation from the late Mrs. Beatrice Garden, has been improved using a county parks grant and has seen active community use.

Proposed Beatrice Garden Memorial Scholarship A Board member proposed establishing a scholarship in honor of Mrs. Beatrice Garden to support graduating seniors at Warlick Academy, a Gaston County alternative school located in Ranlo serving students from across the county.

• The proposal was inspired by Mrs. Garden's legacy — she donated the land that became Garden Park — and by the accomplishments of Warlick Academy students, many of whom come from foster care, group homes, or low-income households. The school is expected to graduate approximately 10 students in May 2021.
• The Board member proposed a $7,500 scholarship award, with eligibility criteria and distribution details to be developed in partnership with Warlick Academy's guidance and scholarship staff.
• The scholarship was proposed to be open to students of all backgrounds pursuing higher education, trade programs, or military service after graduation.
• Additional funding ideas discussed included community fundraisers and potential business donations structured as tax credits.
• Because the proposal