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.

Variance Request – North Second Street Properties The board held a public hearing on a variance request from a property owner seeking to subdivide four houses into individually owned lots at 1323, 1327, 1331, and 1335 North Second Street.

• The properties currently sit on two parcels and do not meet the town's required 70-foot setback, falling short by 16 to 24 feet depending on the lot. The homes were built before the current setback standards were established.
• The public hearing was properly advertised twice in the gazette and neighboring property owners were notified. No members of the public chose to speak.
• The board voted to adopt a consistency statement finding the variance in compliance and then voted to approve the variance request. Both motions passed.
• A commissioner raised the possibility of updating the town's ordinance to grandfather in homes built before current setback standards were established, so similar cases would not require a variance in the future. Staff agreed to review the matter with the town attorney.

First Quarter Financial Review Town staff provided an update on the budget as the first quarter of fiscal year 2020–2021 came to a close.

• Overall spending is in line with expectations. Some line items are near their budgeted amounts because planned capital projects were completed early in the year.
• COVID-related commercial cleaning costs have been tracked in a single line item, and staff expects to seek reimbursement from the county for those expenses.
• Budget amendments may be brought forward in the next quarter to adjust certain line items.
• A commissioner requested that the budget report be posted to the town's website. Staff agreed to post a full first-quarter report as of October 1, reflecting July, August, and September actuals.

Revised Utility Billing System Staff presented a proposal to modernize the town's utility billing and technology infrastructure.

• The new system would allow water and sewer customers to set up automatic bank drafts, log in to view their account and current charges, and pay bills online.
• The upgrade would also move all town departments — including the police department and town hall — onto a single centralized platform with updated hardware, software, and security protocols.
• Staff indicated no additional budget allocation would be needed and that existing funds should be sufficient to cover the project.
• The board reached a consensus to move forward with the proposal.

Bulk and Excess Garbage Fee Policy Staff presented options for addressing the ongoing problem of residents leaving excess garbage outside their carts, which strains public works and increases landfill costs.

• Currently, some residents have returned their second garbage cart to avoid the $3 monthly fee but continue to set out more trash than one cart can hold.
• Staff researched how nearby municipalities handle the issue. The City of Gastonia offers bulk pickup twice a year; the City of Lowell is moving to quarterly bulk pickup.
• The board discussed transitioning from weekly bulk pickup to monthly bulk pickup as a less abrupt change for residents, with a graduated fee schedule for improperly disposed garbage — such as $25 for a first offense and $50 for a second offense.
• Staff recommended notifying residents of the new policy in mid-October so the fee enforcement could take effect January 1, giving residents time to adjust through the holiday season.
• Staff will develop a formal proposal and fee schedule to bring back to the board.

Purchase of a Rear-Loader Garbage Truck Staff requested board approval to finance the purchase of a new small rear-loader garbage truck after the town's existing vehicle was found to be unsafe and no longer road-worthy.

• The existing truck, purchased in the early 2000s, can no longer pass inspection. It is used primarily to service narrow back alleys and streets in the Mill Village area where a full-size garbage truck cannot safely operate.
• Bids were already being solicited and were expected to close the following Wednesday. Quotes have ranged between $100,000 and $150,000.
• BB&T (now Truist) offered financing at a 1.5% interest rate with no payments due until September 2021, meaning no impact on the current fiscal year budget.
• Staff recommended borrowing rather than drawing from fund balance, in part to help establish a consistent credit history for the town as it pursues future grants and projects.
• A motion was made to authorize the town manager to finalize the financing agreement and award the bid to the most competitive bidder. The motion passed.

Stormwater Resolution – MS4 Permit Compliance Staff reported on a state audit of the town's MS4 stormwater permit and requested the board adopt a resolution affirming the town's commitment to compliance.

• The town was audited for the first time on August 4th. The state identified several areas of concern but did not issue a notice of violation.
• The state asked that the board be made aware of the issues and pass a resolution pledging to address them before the permit's next five-year renewal.
• Staff reported that several recommended corrections have already been made. The board voted to adopt the resolution.

Community Development Block Grant – Citizen Participation Plan Staff presented a citizen participation plan as the first step toward applying for two Community Development Block Grant (CDBG) opportunities.

• The first grant opportunity would fund a complete replacement of water lines in the south end of town, covering streets including Redland, Neely, Booker, Franklin, Love, Granlow Avenue, and Burlington. The application is due by the end of November.
• The second opportunity involves emergency COVID relief funds allocated by the governor — more than $20 million available to municipalities on a first-come, first-served basis. Staff indicated the town is a strong candidate if it moves quickly.
• Adopting the citizen participation plan is a required first step before applying. A public hearing is scheduled for October 8th, and staff requested the board consider additional brief meetings on October 22nd and October 27th to hold a second public hearing and approve related minutes so the full grant package can be submitted to Raleigh by the end of October.
• A motion to adopt the citizen participation plan was made and approved.

Donation of Football Equipment – Gastonia Knights Staff presented a request to donate the town's remaining football equipment to the Gastonia Knights, a nonprofit youth football and cheer organization under the Greater Charlotte Youth Football and Cheer Conference.

• The organization approached the town after seeing a spike in registrations due to other programs canceling. The town had already sold some equipment to them and was asked to consider donating the rest.
• The equipment, which includes helmets and shoulder pads, dates to 2017. Football equipment is typically considered usable for only five years, and the town no longer operates a football program.
• Ranlo children are among those currently participating in the Gastonia Knights program.
• A commissioner requested that the town be listed as a sponsor in exchange for the donation. Staff agreed to make that request.
• A motion was made to move forward with a resolution to donate all remaining football equipment. The motion passed, contingent on the town being recognized as a sponsor.

Additional Staff Updates The town manager shared several additional items during the manager's report.

• The town's asset inventory and assessment grant application — seeking up to $300,000 for water and sewer infrastructure planning — was finalized and submitted. The board had originally authorized the application in June.
• Demolition estimates for a town