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.

Budget Amendments (FY 2019-20) Staff presented budget amendments to close out the current fiscal year by reallocating unspent funds to accounts that had exceeded their budgets.

• Amendments do not include salaries, insurance, or benefits, which will be addressed through the next two payrolls.
• Remaining amendments will be brought back to the board in July.
• The board approved the amendments by motion.

FY 2020-21 Budget Adoption The board held a public hearing and moved to adopt the fiscal year 2020-21 budget ordinance, with several additions and adjustments discussed.

• The board voted to adopt the FY 2020-21 budget and to include funding for engineering repairs to Boulder Court Road, where a significant road failure had recently occurred. Engineers evaluated approximately 1,800 feet of roadway and identified multiple issues requiring remediation.
• Water and sewer rates will shift to a new tiered structure (pay for what you use), effective with August billing rather than July 1, to allow time to notify the public.
• The City of Gastonia confirmed a 5% rate increase to the town for water, also taking effect this fiscal year.
• A business permit fee of $25 was identified as missing from the fee schedule and will be added.
• A new garbage can fee structure was outlined: one can for $9/month, two cans for $12/month; a third can requires a one-time $55 purchase plus $3/month. This policy will be added to the fee schedule.
• Commercial and industrial water rate differentiation was discussed but deferred to a future fiscal year for further analysis.

Audit Contract Review The board reviewed the completed FY 2016-17 audit submitted by the town's auditor.

• No major findings were noted other than a late submission to the Local Government Commission (LGC), which was documented in the audit.
• The audit is available on the town's website and in hard copy at Town Hall.
• Board members were asked to complete a questionnaire from the auditor related to the FY 2017-18 audit and return it to staff within the week.
• The board voted to accept the audit.

Utility Write-Offs Staff presented a list of delinquent utility accounts recommended for write-off, a standard practice for accounts unpaid after ten years.

• Accounts on the list range from approximately 2006 to 2012.
• The town participates in the state's Debt Setoff program, which intercepts tax refunds to recover unpaid balances. Accounts being written off have not met criteria for recovery through that program.
• The board approved the write-offs by motion.

Records Retention Schedule Staff asked the board to ratify the updated state-mandated records retention schedule adopted by the legislature in 2019.

• Most general documents must be retained three to five years; board meeting minutes and items of historic significance must be kept indefinitely.
• The board approved adopting the updated schedule.

Water and Wastewater Asset Inventory Grant Applications Staff presented two resolutions authorizing the town to apply for grants to fund a water and wastewater asset inventory and assessment.

• The town hopes to receive up to $150,000 each for water and wastewater system assessments.
• The resolutions authorize staff to submit the grant applications on the town's behalf.
• Both resolutions were approved unanimously by the board.

Town Hall and Lodge Renovation Planning Study Staff presented a proposal from Reach and Associates, a Charlotte-based engineering and design firm, to conduct a comprehensive planning study for Town Hall and the Ranlo Lodge.

• With the fire department expected to vacate Town Hall in late July or early August, the study will assess options for renovating or rebuilding the space.
• The six-month study, at a cost of $69,800, will include a space needs assessment, civic campus master planning, a corridor study connecting Town Hall to the Lodge, conceptual design options, staff workshops, and professional cost estimates.
• The firm was recommended by a local engineer familiar with the area and has prior experience with projects in Mount Holly and the Belmont Police Department.
• The board approved moving forward with the agreement.

New Staff Introductions Town management introduced three new staff members joining the town.

• Ly Johnson was introduced as the new Director of Finance and Developmental Services. She holds a master's degree in public administration from UNC Charlotte and previously worked with the local county.
• Cory Carell joined with a master's degree in public administration and experience interning with the Gastonia City Manager's office and Mecklenburg County Parks and Recreation.
• Grant McMillan joined as a summer intern while pursuing his MBA, with an interest in local government.

Community Events and COVID-19 Updates Staff provided updates on upcoming community events and ongoing COVID-19-related operations.

• Ranlo Church of God is hosting a graduate parade on Sunday, June 28, from 11:30 to 11:45 a.m., beginning at the church with a police and fire escort through town. The public is invited to attend. The church will also hold its annual God and Country Day recognizing public safety and elected officials.
• A Fourth of July fireworks show is tentatively planned for July 17, potentially with live music, subject to the governor's orders at the close of Phase 2 of COVID-19 reopening.
• The governor extended the suspension of utility payment cutoffs and late fees through July 29. Customers with past-due accounts will have until December 29 to bring accounts current.
• Approximately 55 accounts were identified as delinquent and submitted to the utilities commission; staff noted this is consistent with normal levels.
• Town playgrounds are expected to reopen by July 1, pending Phase 2 reopening guidelines.
• Public works has been operating short-staffed; staff thanked residents for their patience and noted that staffing levels are expected to return to normal by early July.