town of archer lodge council meeting minutes archer lodge ... · 2015 town council meeting to...

Town of Archer Lodge Council Meeting Minutes Archer Lodge Town Hall

November 9, 2015

PRESENT: Mayor Gordon, Mayor Pro-Tem Vinson, Council Member Castleberry

Council Member Jackson, Council Member Mulhollem, Council Member Wilson

ALSO C. L. Gobble, Administrative Consultant; Chip Hewett, Town Attorney; PRESENT: Kim P. Batten, Finance Manager/Town Clerk, Bob Clark, Planning & Zoning Administrator WELCOME/ Mayor Gordon called the meeting to order at 7:02 p.m. in Archer Lodge CALL TO ORDER: Town Hall located at 14094 Buffalo Road, Clayton, NC and, declared a

quorum was present. Councilman Mulhollem offered the invocation. Mayor Gordon led in the pledge of allegiance to the flag.

APPROVAL OF Mayor Gordon noted that the October 12, 2015 Town Council Meeting AGENDA: minutes contained a one word correction and needed to be removed

from the consent agenda and placed on the agenda under Action Item 11c. Council Member Wilson made the motion to move the October 12, 2015 Town Council Meeting to Action Item 11c and was seconded by Council Member Jackson. Motion carried unanimously.

OPEN FORUM/ Mrs. Debbie Barnes of 14236 Buffalo Road, Clayton NC appeared PUBLIC COMMENTS before the Town Council to congratulate Council Member Mulhollem, Council Member Jackson and Council Member Castleberry on their victory to the Council. She stressed the importance of keeping the best interests of the town at heart and continue doing the town’s business. Secondly, she inquired about obtaining a line item detail of the town’s budget and Mr. Gobble, Administrative Consultant, referred her request to the Town Clerk to receive this document. Lastly, Mrs. Barnes made reference to Item 5 of the Agenda, regarding House Bill 97 known as the Current Operations and Capital Improvements Appropriations Act of 2015. Mrs. Barnes wanted clarification as to the section of HB 97 that was going to be discussed. Attorney Hewett gave her an extra copy of the section as well as stating that it was passed and should be implemented by April 1, 2016. Mrs. Barnes had no further comments or questions. CONSENT Approval of the October 5, 2015 Work Session Meeting Minutes AGENDA Approval of the Independent Contractor Agreement with Cynthia ITEMS: Richardson

COUNCIL MEETING MINUTES – November 9, 2015 PAGE 2 Approval of the Amended Resolution # AL2015-11 on Speed Limit change at River Dell Elementary & Certification of Municipal Declaration to Enact Speed Limits and appears as follows:

COUNCIL MEETING MINUTES – November 9, 2015 PAGE 3

COUNCIL MEETING MINUTES – November 9, 2015 PAGE 4 Approval of Municipal Financial Software Contract with Edmunds & Associates Approval of Budget Amendment # 2016-02 for Current FY 2015-2016 and appears as follows:

COUNCIL MEETING MINUTES – November 9, 2015 PAGE 5 Approval of Amending the June 8, 2015, Regular Meeting Minutes to include the omitted documents and appears as follows: Amendment 1: Annual Budget Ordinance for the FY 2016 Amendment 2: Budget Amendment # 2015-02 for FY 2014-2015 Amendment 3: Land and Water Conservation Fund Resolution Amendment 4: Animal Control Ordinance


A motion was made by Mayor Pro Tem Vinson to approve the Consent Agenda minus the October 12, 2015 Town Council Meeting Minutes that were moved. The motion was seconded by Council Member Mulhollem.

Motion carried unanimously.


TOWN ATTORNEY’S Mr. Hewett explained NC House Bill 97 which he referred to as the REPORT Budgetary Transparency Bill and is for information purposes allowing the public access to the budget for all towns and counties within the state. Mr. Hewett believed that more information will be forthcoming from the State and Local Government Commission because the website Section 7.17.(b) shall be fully functional by April 1, 2016. Mr. Gobble noted that the town’s website currently shows all approved budgets and each year the LGC gets the budget with the audit but must want easier access to budgets through the websites. There was no further discussion. FINANCIAL/ Ms. Batten presented the financials for the month ending TOWN CLERK October 31, 2015 with thirty-three percent of the year completed. REPORTS: Due to tax collections during the month of October, revenues were low

and the expenditures were slightly increased because of some quarterly obligations paid at the first of the month. However, she concluded that

the year to date expenditures were well below the thirty-three percent target for the fiscal year. There was no further discussion.

PLANNING/ZONING & Mr. Clark reported there were no animal control calls during the ANIMAL CONTROL month of October and only about a half dozen for the quarter. REPORTS: Mr. Clark reminded council that the NC Planning Conference was held in October and was attended by planning board members W. R. Dean, Jr

and Teresa Bruton as well as himself. The following item evolved from the conference:

• Legislative Changes from Supreme Court Ruling Reed vs Town of Gilbert and sign regulations. Planning board has been reviewing sign regulations and staff will provide a sample ordinance for signage in near future.

Also, he mentioned the upcoming Southeast Area Study (SEAS) meeting in Clayton and referred those people that are interested in learning more about the study to visit their website at www.southeastareastudy.com for additional information. In addition, Mr. Clark reported that the Safe Walk to School Event held at River Dell Elementary on Wednesday, October 28th was successful with the Mayor participating which helped draw awareness to that location for safety around school districts. The planning board will begin looking at “Hot Spot Studies” such as areas of Buffalo Road and Covered Bridge Road intersection. Lastly, Mr. Clark discussed his meeting with several engineers regarding storm water drainage on the Town’s property as well as parking lot expansion and is awaiting quotes. He added that the Mayor has been involved with those meetings as well.

http://www.southeastareastudy.com/


VETERAN’S COMMITTEE Mr. Jim Purvis updated the council since their last meeting with the REPORT: following items:

• The Veteran’s Committee will have their First Annual Veteran’s Memorial Day Service on Wednesday, November 11, 2015 at 11:00 a.m. The service will be held at the ground breaking site of the veteran’s memorial and in the event of rain, the service will be held at the community center. The public is invited to attend as there are many entities taking part in the service and a temporary flag will be erected for the service.

• The first Biscuit Sale was held on Friday, September 23, 2015 was very successful and donations total $1,522.00. Another Biscuit Sale is planned for Friday, November 20th.

• The brick sales total is $13,175.00 and a pending sale of $575.00 with a total fund raising $14,697.00. Expenses thus far are $2,688.00.

• A table will be set up to sell bricks at the Christmas parade. The committee has a new tri-fold flyer with the help of Council Member Vinson that will be available as early as the Veteran’s Memorial Day Service and will be distributed to entice corporate sponsorships. Also, Council Member Vinson added that they may get some directional signs made too for future use.

• The Memorial completion date is planned for 3 years on the 100th anniversary of WWI.

FARMER’S MARKET The Farmer’s Market did not have a representative at the meeting; REPORTS: however, Council Member Jackson updated council regarding their last event stating that there were several vendors there. Some of the vendors showed an interest in doing something over the holidays for the community and would like to schedule an event in conjunction with the Veteran’s committee events if possible. Council Member Wilson mentioned the group was planning some holiday events but was unsure about the specifics. He later mentioned from an email, that the group will have an event on Saturday, November 14th and currently looking for vendors for their December event with free spaces. Mayor would like the group to give a report at the December meeting if possible regarding any events and their Holiday Market. MAYOR’S REPORTS Mayor informed council that the Town’s November and December AND UPDATES: Holidays were listed in their packets and mirrors the state of North Carolina. One item that was omitted in the Town’s personnel policy was Veteran’s Day; therefore, the policy will need to be amended. Mayor referred Council to the Local Elected Leaders Academy presented by UNC School of Government & NC League of Municipalities course schedule. He noted that it has been 6 years since any of the members had attended the Academy and highly recommended that all look at the


schedules and make preparations to attend together as a group if possible. Also, he mentioned to Council about the annual planning session normally in February and dates for the session need to set and possibly combining both events over the same weekend would be an idea. He asked council to review their calendars for those two items. Lastly, Mayor stressed the importance of community awareness and particularly of securing your personal belongings due to the recent theft in the town. With no further items to discuss or mention, Mayor concluded his report. COUNCIL MEMBERS’ Mayor reminded council that this time of the meeting is for non-action REPORT: items only.

Council Member Castleberry spoke about a long-time resident of Archer Lodge, Ray Freeman, who has to undergo a double lung transplant. His church, Clyde’s Chapel Church, is having a BBQ fund raiser for Mr. Freeman on December 4th from 4 – 6 p.m. and asks council to post the announcement on the website. Council Member Wilson stated that Mr. Freeman has been called twice to receive the transplant and unfortunately was denied. Once a transplant is completed, Mayor noted that the family will have to live in Chapel Hill for three months. Council extends their heartfelt blessings to Mr. Freeman and truly endorses the fund raising event for him.

Council Member Jackson reminded Council about the upcoming Christmas parade on Sunday, November 29th at 3 p.m. Registration forms for the parade are at town hall and can be turned in at town hall as well. Also, he made council aware of the VFW program called “Buddy Poppies” which raises funds for veteran’s relief and normally begins around Veteran’s Day. He placed poppies in the lobby for those individuals wanting to show support of the program. Council Member Jackson then urged individuals to read the poem, In Flanders Fields, which explains the story of the poppy.

ACTION ITEM: Mayor opened discussion about consideration of utilizing the Conservation Fund Group for land acquisition for a town park. He noted that many other municipalities have used their group and a contract is not required nor funds. The process would start when Council provides Mr. Proper with a list of potential land owners that might be interested. He would then contact those people and report to Council his findings. Council Member Wilson questioned their fee structure and Mayor Gordon and Mayor Pro Tem Vinson reminded council that at the first meeting, Mr. Proper mentioned between a four and five percent possibly. Mayor Gordon had contacted the Town of Clayton on their last acquisition using the group there were no fees involved at all. Mr. Gobble added that sometime administrative fees are rolled into the grants. He

town of archer lodge council meeting minutes archer lodge ... · 2015 town council meeting to...

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