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.

Personnel Policy Addendum The board considered three outstanding items identified during last month's adoption of the revised personnel policy.

• Staff reported that all employees had received copies of the updated personnel policy and signed acknowledgements.
• The board approved the three addendum items to be incorporated into the current personnel policy.

Response to NC Local Government Commission The board reviewed a draft response letter to the NC Local Government Commission regarding the late submission of the Town's 2017 audit.

• Staff reported that the 2017, 2018, and 2019 audits had since been submitted to the Local Government Commission.
• The draft response letter had been reviewed and accepted by LGC Director Edmonson prior to the meeting.
• The board ratified the letter, with all commissioners asked to sign before submission.

Property Subdivision Request – 1323 North Second Street The board discussed a request from Jessica McCast to subdivide her property at 1323 North Second Street into two parcels, which currently contains two houses.

• Staff noted the property does not currently meet the Town's required setbacks.
• Because the Planning and Zoning Commission is not currently active, the Board of Commissioners would need to handle the request directly.
• The board agreed to set a public hearing approximately 30 days out, with notice to be provided to adjacent property owners.

Potential Sale of Town Property – 23 Sunset Drive The board discussed a request from the neighboring property owner to consider advertising the Town-owned parcel at 23 Sunset Drive for sale. The parcel was previously a lift station that has been out of service for approximately two to three years.

• Staff noted the parcel is landlocked within the adjacent owner's property and has no active fencing.
• Concerns were raised about a 4-inch and 6-inch line running through the property and the potential future need for a lift station if growth occurs in the area.
• No motion was made. Staff agreed to research easement and right-of-way issues and report back at the September meeting.

Public Records Request Form Staff presented a draft public records request form to provide residents a formal process for requesting documents available for public inspection.

• The form would initially be available in paper format and posted on the Town's website.
• Staff indicated the Town has contracted for a redesigned website expected to launch within three months, which would allow residents to submit requests online.
• The board approved the public records request form.

Budget Billing Policy Staff presented a proposed optional budget billing program for utility customers, modeled after programs used by the City of Shelby and the City of Gastonia.

• Under the program, a customer's average usage would be calculated over the prior 12 months, and they would be billed at a consistent rate for 11 months. Any overage or credit would be reconciled in the 12th month.
• Participation would be voluntary; customers would opt in by completing a simple application form.
• Implementation may be phased in alongside the Town's rollout of automatic draft payment capabilities through its billing software.
• The board approved the budget billing policy.

Audit Contract Approval The board considered approval of the audit contract to complete the fiscal year 2019–2020 audit.

• Staff noted the auditor had completed all previously outstanding audits (2016–17 through 2018–19), and approval of this contract would bring the Town fully current.
• The board approved the audit contract.

Citizen Advisory Master Planning Board – Appointments Following last month's creation of the Citizen Advisory Master Planning Board and a call for volunteer applications, the board reviewed a list of applicants.

• Eight volunteers were recommended to serve on the board, representing a mix of residents from across town.
• The board is expected to meet four to six times to provide input on the ongoing corridor study being conducted by a planning firm, with findings to be incorporated into the Town's master plan.
• The board approved the list of eight appointments to the Citizen Advisory Master Planning Board.

Town Manager Updates The Town Manager provided several informational updates.

• The Police Department responded to approximately 350 calls during the month.
• The Town submitted a preliminary CDBG grant application to the state for funding new water line infrastructure in the south region of Town. Staff expressed optimism about the Town's chances. The estimated cost to the Town if the grant is not awarded could exceed $500,000.
• Engineering work began on Boulder Court, with utility lines smoked to identify areas needing repair prior to repaving.
• Public Works addressed approximately seven water leaks during the week. A lift station also experienced a power outage and generator failure; an emergency bypass pump was brought in, and Duke Energy restored electricity the following day.
• Town Hall will be closed September 4th in observance of Labor Day.
• The Town's annual fall festival was cancelled due to COVID-19 conditions, as the Town remains in Phase 2 with the splash pad closed.
• Utility cut-offs and late fees have resumed. Staff is working with approximately 150–160 delinquent accounts to establish payment plans over a six-month period.
• The Town-owned building at 2300 L Road (end of Spencer Mountain Road) is now vacant. Staff noted DOT does not have plans to act on any road widening in the foreseeable future. The board discussed options including demolition or sale, and staff agreed to explore further and report back.

Weather Siren Relocation A board member raised the issue of relocating the Town's weather warning siren from its current location at Town Hall to the new fire department facility when the fire department relocates.

• The current siren is approximately 15 years old but was rebuilt and refurbished about two years ago.
• The concern is that once the fire department vacates its current location, no one will be reliably present to manually activate the siren during storm warnings.
• It was noted that mounting the siren on a 65-foot pole at the new station could extend its reach to approximately six miles.
• Estimated cost for the relocation was discussed as potentially in the range of $8,500–$10,000. Staff agreed to obtain pricing and report back.

Solid Waste / Trash Collection Policy A board member raised concerns about residents leaving excess trash bags and debris outside their carts, creating collection difficulties for the one-arm automated truck.

• Staff noted the issue has increased since residents were given the option to have a second cart removed.
• The one-arm truck cannot collect loose bags or items placed beside carts; Public Works must make a separate manual pickup trip.
• Staff agreed to explore policy options and consider fees or penalties that would discourage the practice. Residents with large amounts of debris were reminded they may call to request a trailer for bulk pickup.

Direct Deposit and Commissioner Health Insurance Commissioners inquired about the status of direct deposit for employees and health insurance availability for commissioners.

• Staff reported a minor banking issue delayed direct deposit rollout; implementation is expected within approximately two weeks.
• Staff confirmed commissioners may opt into the Town's health insurance plan and that enrollment