Board of Commissioners Meeting November 11, 2014 PD Community Room 6:30 PM

Transcription

1 Board of Commissioners Meeting November 11, 2014 PD Community Room 6:30 PM 1. CALL MEETING TO ORDER AND PLEDGE OF ALLEGIANCE 2. AGENDA APPROVAL 3. PRESENTATIONS a) Employee Appreciation Day Photo Presented by Commissioner Fitzgerald 4. INFORMAL COMMENTS sign up to speak 5. PUBLIC HEARING a) Public hearing in reference to closing unopened portion of South Providence Street totaling 443 feet pursuant G.S. 160A UNFINISHED BUSINESS a) Town Manager Recruitment Update Commissioner Maher to provide a progress report on the Town Manager search 7. NEW BUSINESS a) Street Closing Order Possible approval of closing the unopened portion of South Providence Street totaling 443 feet pursuant G.S. 160A- 299 b) Washington Street Easement Closing Possible approval of closing an easement that once consisted of Washington Street in the 1980 s c) Prioritization of Town Projects - Discussion and possible prioritization of major Town projects. d) Key Financial Strategies for Town of Waxhaw Discussion and possible action by Town Board on the development of a complete financial plan for the Town of Waxhaw by the Centralina Council of Government (CCOG). Financial Impact: $7,000 e) Rural Development Discussion by Allen Hart from USDA on public funding options f) McDonald House Reconstruction Discussion of proposals for stabilizing the McDonald House 8. CONSENT AGENDA 1

2 a) Tax Refund Request Approve tax refunds per NCGS as requested by Tax Collector Sutton b) Administrative Value Approve setting the administrative value on the Records Retention Schedule for 1 year c) Records Disposal Request Approve disposing of nonessential documents according to the 2013 records retention schedule d) Holiday Closing Schedule Approve the 2015 holiday closing schedule e) Public Art Display Agreement Approve the Public Art Display Agreement limiting the appraisal requirements to $2,000 f) Comprehensive Plan Steering Committee (CPSC) Appointments Approve the CPSC appointments g) MillBridge Community Request Received by Patrol Officer Montalvo to lend 100 traffic cones to MillBridge Community for a 4 mile family run to benefit the Autism Society of North Carolina 9. MAYOR &COMMISSIONER COMMENTS 10. INFORMAL COMMENTS sign up to speak 11. CLOSED SESSION a) Personnel, contractual matters and to seek legal counsel per G. S (a): Personnel, Contractual Matters and Real Estate 12. ADJOURN To speak concerning an item on the Agenda, please print your name and address on the signup sheet on the counter prior to the meeting. Each speaker will be limited to 2 minutes. PLEASE SILENCE YOUR CELL PHONES WHILE MEETING IS IN PROGRESS 2

3 7. New Business Information a) Street Closing Order Possible approval of closing the unopened portion of South Providence Street totaling 443 feet pursuant G.S. 160A-299 A petition by Ms. Edith Wilson to close the unopened portion of South Providence Street totaling 443 feet came before the Board of Commissioners on October 14, 2014 and was approved. On October 15, 2014, certified letters were mailed to the abutting property owners Edith Wilson, Henry McWhorter & Joseph Plyler advising them of the Public Hearing scheduled on November 11, 2014 at the PD Community Center (3620 Providence Rd South) at 6:30 pm. Adequate notices were posted on the applicable street as required by G.S. 160A-299. Board Action Approval of the closing the unopened portion of South Providence Street totaling 443 feet pursuant G.S. 160A-299

4 STREET CLOSING ORDER RESOLUTION CLOSING THE UNOPENED PORTION OF (SOUTH) PROVIDENCE STREET) WHEREAS, on the 14 th day of October 2014 the Town Board of Commissioners of the Town of Waxhaw, North Carolina, directed the Town Clerk to publish the Resolution of Intent of the Town Commissioners to consider closing portion of un-opened (South) Providence Street being Tax Parcels , , A and B (443 feet) in The Enquirer Journal newspaper each week for four successive weeks, such Resolution advising the public that a meeting would be conducted in the Waxhaw Police Department Community Room located at 3620 Providence Road South on November 11, 2014, at 6:30 pm; and WHEREAS, the Town Board of Commissioners on the 14 th day of October 2014, ordered the Town Clerk to notify all persons owning property abutting closing portion of un-opened (South) Providence Street to abandoned of 443 feet being Tax Parcels , , A and B shown on county tax records, by certified mail, enclosing with such notification a copy of the Resolution of Intent; and WHEREAS, the Town Clerk has advised the Town Board of Commissioners that she sent a letter to each of said abutting property owners advising them of the day, time and place of the meeting, enclosing a copy of the Resolution of Intent, and advising said abutting property owners that the question as to closing that would be acted upon, said letters having been sent by registered or certified mail; and WHEREAS, the Town Clerk has advised the Town Board of Commissioners that adequate notices were posted on the applicable street as required by G. S. 160A-299; and WHEREAS, after full and complete consideration of the matter and after having granted full and complete opportunity for all interested persons to appear and register any objections that they might have with respect to closing a portion of un-opened (South) Providence Street to abandoned of 443 feet being Tax Parcels , , A and B. WHEREAS, it now appears to the satisfaction of the Town Board of Commissioners that the abandoned portion of road is not contrary to the public interest, and that no individual owning property, either abutting the road or in the vicinity of said abandoned

5 road will as a result of said closing be thereby deprived of a reasonable means or ingress and egress to his property. NOW THEREFORE, BE IT RESOLVED, that approximately 443 feet un-opened street known as (South) Providence Street is hereby closed, and all right or other, title, and interest that may be vested in the public to said area for alley purposes is hereby ordered released and quitclaimed to the abutting property owners in accordance with the provisions of G. S. 160A-299. The Mayor and Town Clerk are hereby authorized to executive a quitclaim deed or other necessary documents in order to evidence vesting of all right, title interest in those persons owning lots or parcels of land adjacent to the road or alley, such title, for the width of the abutting land owned by them, to extend to the centerline of the herein closed alley in accordance with the provision of G. S. 160A-299 (c). The Town will honor any agreement evidenced by a plat filed with the Clerk of Court signed by all adjoining property owners to vest the road or alley in alternative manner in accordance with the provisions of G. S. 160A-299(c). IN WITNESS WHEREOF, I have hereunto set my hand and caused the Seal of the Town of Waxhaw to be affixed this the 11 th day of November, I have been hereby ordered and directed to file in the Office of The Register of Deeds of Union County a certified copy of this resolution and order. Upon motion duly made by Commissioner and duly seconded by Commissioner the above resolution was duly adopted by the Town Board of Commissioners at a meeting held on the 11 th day of November 2014 in the Waxhaw Police Community Room. Upon call for a vote the following Commissioners voted in the affirmative: and the following voted in the negative: Duly adopted this the 11 th day of November, ATTEST: Daune Gardner, Mayor Melody Shuler, Town Clerk

6 7. New Business Information b) Washington Street Easement Closing Possible approval of closing an easement that once consisted of Washington Street in the 1980 s The Board of Commissioners initiated the closing of the easement on Washington Street on October 17, 2014 in order to abandon the property. Please see the attached maps that indicate the portion of Washington Street to be abandoned. All exhibits are attached and incorporated herein by reference. The property owners adjoining the street to be closed are as follows: Name of Owner (s) Property Tax Parcel ID # Massey Samuel L Heirs Massey Samuel Alonzo Heirs Board Action To call a public hearing for the purpose of closing an easement that once consisted of Washington Street in the 1980 s. Public Hearing as follows: December 9 th, 2014 at 6:30 pm located at the Waxhaw Police Department Community Room (3620 Providence Road South)

7 RESOLUTION OF INTENT A Resolution Declaring the Intention of the Board of Commissioners of the Town of Waxhaw, North Carolina to Consider Closing an easement that once consisted of Washington Street being a total of acres beginning at the lower corner of Washington Street approximately half way down on the right side. WHEREAS, G. S. 160A-299 authorizes the Board of Commissioners to close public streets and alleys and; WHEREAS, the Board of Commissioners considers it advisable to conduct a public hearing for the purpose of giving consideration to the closing of the easement that once consisted of Washington Street beginning at the lower corner of Washington Street approximately half way down on the right side. NOW, THEREFORE, BE IT RESOLVED by the Board of Commissioners that a meeting will be held at 6:30 p.m. on the 9 th day of December 2014 in the Waxhaw Police Department Community Meeting Room located at 3620 Providence Road South to consider a Resolution to close the easement that once consisted of Washington Street being acres beginning at the lower corner of Washington Street approximately half way down on the right side. The Town Clerk is hereby directed to publish this Resolution of Intent once a week for four successive weeks in The Enquirer Journal, or other newspaper of general circulation in the area. (1) The Town Clerk is further directed to transmit by registered or certified mail to each owner of property abutting upon that portion of said street a copy of this Resolution of Intent. (2) The Town Clerk is further directed to cause adequate notices of this Resolution of Intent and the scheduled public hearing to be posted as required by G. S. 160A-299.

8 Upon motion duly made by Commissioner and duly seconded by Commissioner the above Resolution was duly adopted by the Board of Commissioners at the meeting held on the 11 th day of November 2014 in the Waxhaw Police Department Community Room. Voting in the Affirmative: Voting in the Negative: Duly adopted this the 11 th day of November, ATTEST: Daune Gardner, Mayor Melody Shuler, Town Clerk Note: Advertisement dates as required by NCGS (4 weeks) dates November 14 th, November 21 st, November 28 th, & December 5 th

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10 Washington St. Easement Current Boundaries Massey Samuel L Heirs Massey Samuel Alonzo Heirs Price St Ext Washington St Price St PIN PIN Washington St. Easement Howie Mine Rd Roads Parcels Ü Feet Data Source & Disclaimer Data provided by Union County GIS and Town of Waxhaw GIS. The Town of Waxhaw does not guarantee the accuracy of the information displayed. Map created October 2014.

11 PIN Washington St 636 Washington St. Easement Current Conditions PIN PIN Price St Ext Price St 656 Washington St Easement 4ft Contours Roads Parcels Howie Mine Rd Ü Feet Data Source & Disclaimer Data provided by Union County GIS and Town of Waxhaw GIS. The Town of Waxhaw does not guarantee the accuracy of the information displayed. Map created October 2014.

12 Washington St. Easement Final Alignment Massey Samuel L Heirs PIN Massey Samuel Alonzo Heirs PIN Price St Ext Washington St Price St Howie Mine Rd Roads Parcels Ü Feet Data Source & Disclaimer Data provided by Union County GIS and Town of Waxhaw GIS. The Town of Waxhaw does not guarantee the accuracy of the information displayed. Map created October 2014.

13 Washington St. Easement Reallocation Massey Samuel L Heirs Massey Samuel Alonzo Heirs Price St Ext Washington St Price St PIN PIN Howie Mine Rd Roads Parcels Ü Feet Data Source & Disclaimer Data provided by Union County GIS and Town of Waxhaw GIS. The Town of Waxhaw does not guarantee the accuracy of the information displayed. Map created October 2014.

14 NOTICE FOR POSTING PUBLIC NOTICE The public will take notice that the Board of Commissioners of the Town of Waxhaw will on the 9 th day of December 2014 in the Waxhaw Police Department Community Room located at 3620 Providence Road South pursuant to G.S. 160A-299, consider a Resolution to close an easement that once consisted of Washington Street being acres. All abutting property owners are hereby notified to appear at said meeting to present any objections that they may have with respect to the closing of said easement that once consisted of Washington Street. Melody Shuler, Town Clerk Ext 222 or mshuler@waxhaw.com

15 TOWN OF WAXHAW P.O. Box Providence Rd South Waxhaw, N.C Telephone (704) Fax (704) Hours: Monday-Friday 8:00 a.m. to 5:00 p.m. MAYOR DAUNE GARDNER TOWN COMMISSIONERS MICHAEL STEWART (MAYOR PRO TEM) PAUL FITZGERALD JOHN HUNT STEVE MAHER JAMES WARNER Address Date: November 12, 2014 INTERIM TOWN MANAGER GREG MAHAR TOWN CLERK Melody Shuler Dear : As an abutting property owner located beside an easement that once consisted of Washington Street the Board of Commissioners will on the 9 th day of December 2014 hold a public meeting at the Waxhaw Police Department Community Room located at 3620 Providence Road South beginning at 6:30 p.m. for the purpose of considering closing the easement of Washington Street being acres. You are advised that you have a right to appear at said meeting and file any objections you may have with respect to closing. You are further advised that this action is being taken pursuant to authority granted by G. S. 160A-299. You are further advised that, should this easement be ordered closed and should you be aggrieved by the closing, you may appeal within thirty days from the date of the order to the Superior Court. A copy of the Resolution declaring the intention of the Town Commissioners to consider closing the easement of Washington Street being acres is enclosed. Sincerely yours, Gregory Mahar Interim Town Manager 1

16 7. New Business Information c) Prioritization of Town Projects - Discussion and possible prioritization of major Town projects. The Board of Commissioners to review and update with possibly prioritizing major Town projects. Board Action Discussion and possible prioritization of major Town projects.

17 7. New Business Information d) Key Financial Strategies for Town of Waxhaw Discussion and possible action by Town Board on the development of a complete financial plan for the Town of Waxhaw by the Centralina Council of Government (CCOG). Financial Impact: $7,000 The Board of Commissioners to discuss the development of a complete financial plan for the Town of Waxhaw. Board Action Discussion and possible action by Town Board on the development of a complete financial plan for the Town of Waxhaw by CCOG not to exceed $7,000

18 KEY FINANCIAL STRATEGIES Town of Waxhaw 1

19 Key Financial Strategies Objectives Confirm and Prioritize community goals/vision Review your community s current financial position Develop an inventory of Capital needs beyond traditional Capital Improvement Plans Identify future capital funding requirements and operating needs

20 Key Financial Strategies Objectives (continued) Develop an inventory of financial resources Present options Analyze the financial impact of each option Prepare an affordable, comprehensive financial plan Develop a framework to review future capital projects

21 Key Financial Strategies Process Outline - Session One Explain Key Financial Strategies Process Review Objectives Identify/Discuss Financial Foundation Items Provide Financial Status Overview Compare/Contrast with other communities Review Financing/Revenue Options

22 Key Financial Strategies Outcomes - Session One Identify areas of concern as identified by elected officials and staff Identify foundation areas which requires development or updating

23 Key Financial Strategies Process Outline - Session Two Review costs of foundation items Review scheduling of investment/capital improvement items Discuss gap financing options

24 Key Financial Strategies Outcomes - Session Two Agreement on foundation costs Agreement on capital improvements and schedule Direction regarding gap financing options Identify any remaining potential funding needs or revenues

25 Key Financial Strategies Process Outline - Session Three Review preliminary plan including expenditures, schedule and revenues Review funding alternative impacts Provide financial revenue forecast model Review preliminary gap analysis

26 Key Financial Strategies Outcomes - Session Three Agreement on financing options, schedule and costs

27 Key Financial Strategies Process Outline - Session Four Review final plan Review policies and schedule required to implement final plan

28 Key Financial Strategies Outcomes - Session Four Final Action Plan Schedule Policies

29 Key Financial Strategies Overview Town of Waxhaw, NC Purpose of a Financial Plan: The financial plan includes both capital and operating needs beyond the timeline of a Capital Improvement Plan (CIP). The financial plan outlines the funding sources and identifies capital needs that are typically overlooked in most CIP. Objectives: Staff Commitments: Board of Commissioners Commitments: Stage 1: identify the financial needs (foundations) that will be addressed in the plan Meeting 1: (Est 2 hours) Identify normal operating budget Workshop 1: (Est 90 mins) Identifies financial goals and challenges Identify capital needs Establish financial goals Stage 2: develop general estimates of revenue projections, costs, debt service schedules and timing to address the financial needs into a spreadsheet format. Stage 3: develop strategies to address the inevitable gap between needs and resources. Meeting 2: (Est 2 hours) Phase 1 financial projection Identify financial issues Meeting 3: (Est 2 hours) Phase 2 financial projection Include revenue and gap projections Workshop 2: (Est 90 mins) Identify & review gaps Identify problem areas Identify additional scope issues Stage 4: refine the projections, preparation and presentation of the final plan including narrative plan description and prioritized implementation schedule. Meeting 4: (Est 2 hours) Review and incorporate changes Stage 5: implementation phase Meeting 5: Prepare implementation plan Workshop 3: (Est 90 mins) Adopt as amended 525 North Tryon Street 12 th Floor Charlotte, North Carolina Phone: Fax: Equal Opportunity/Affirmative Action Employer. Auxiliary aids and services available upon request to individuals with disabilities.

30 Key Financial Strategies An emerging trend for cities is the development of long-term financial plans. Borrowing concepts from both Comprehensive Land Use Planning and the private sector, governments are combining elements of strategic and financial planning with capital and operating projections. The result provides an enhanced framework for financial decisions so elected officials have the essential information needed to make critical decisions on a timely basis. The following provides some answers to basic questions about financial planning: Q. What are the essential elements of a financial plan? A. A financial plan should include three basic elements; a spreadsheet with a five to ten year projection of capital and operating needs, a narrative description of the basis for those needs and a prioritized schedule of actions needed to implement the plan. Q. How does a financial plan differ from a capital improvement plan (CIP)? A. A financial plan differs from a CIP in several basic ways. First a CIP generally addresses only capital needs. Sometimes a CIP outlines needs without a realistic identification of funding sources. A financial plan includes both capital and operating needs and outlines the funding sources as well. In addition financial plans generally include capital needs typically overlooked in most CIP. Q. What is typically included in financial plans? A. Centralina has identified financial foundations that should be addressed within a financial plan including typical CIP elements, growth impacts costs, pavement management systems, non-annual recurring maintenance, facility replacement, information technology, economic development, housing, debt management, budget options, council goals, vehicle replacement and credit rating issues. Q. How is a financial plan developed? A. Normally the financial planning process includes four stages. Stage One identifies the financial needs (foundations) that will be addressed in the plan. Stage Two includes developing general estimates of revenue projections, costs, debt service schedules and timing to address the financial needs into a spreadsheet format. Stage Three is the development of strategies to address the inevitable gap between needs and resources. Stage Four is refinement of the projections, preparation and presentation of the final plan including narrative plan description and prioritized implementation schedule. Q. What can a financial plan tell officials that they don t already know? A. The primary benefits of the plan include assembling and quantifying the collective knowledge of staff and elected officials regarding projected needs. Most important, the plans typically provide projections of the impact on taxpayers to support the projected needs. This provides the information needed to begin to align expectations with resources in a realistic manner.

31 Q. What is the role of elected officials and staff in preparation of the plan? A. Financial plans are only useful if elected officials provide guidance and sign-offs at each stage. This can be accomplished through a series of workshops corresponding to each stage where elected officials review and refine the draft plan elements. Staff is typically responsible for identifying financial needs; preparing revenue, cost and timing estimates; developing narrative plan elements and summarizing the plan implementation schedule. Q. How much time does it take to prepare a financial plan? A. Typically the planning process requires about six months. The timing reflects the need for staff to gather plan elements and for elected officials to review and refine plan elements in workshop settings. Q. How is the plan used after it is developed? A. The financial plan is used as a framework for financial decisions, including budgets much like a Comprehensive Land Use Plan is used to guide zoning and land use issues within a community. Communities can use the plan to guide community growth decisions, requests for new capital facilities or services. The plan s financial projection spreadsheet can be used to model capital and operating costs for various growth models or the cost to build and operate a proposed community center. Q. Is a financial plan a substitute for a budget? A. Most definitely not! The plan is a framework to make financial decisions it is not a financial decision in itself. It provides a basis for making better financial (including budget) decisions. Q. Developing a financial plan seems to be a lot of work and expense. What value will it provide our community? A. Communities with financial plans find that they are making better financial decisions and are more willing and able to make critical decisions because the needed information is more readily available. Municipal credit rating agencies will frequently request much of the information included in the financial plans. Some communities provide the plan to these agencies as part of their credit evaluation. Finally, the plans provide a basis for continuity as elected officials and staff change.

32 EXHIBIT A Initial Statement of Work Town of Waxhaw Key Financial Strategies This Statement of Work ( SOW ), dated as of the 23th day of October, 2014 (the Effective Date ), is by and between CENTRALINA COUNCIL OF GOVERNMENTS, a North Carolina regional council of governments pursuant to Chapter 160A, Article 20, Part 2 of the General Statutes of North Carolina and having a principal place of business at 525 North Tryon Street, 12 th Floor, Charlotte, North Carolina ( CCOG ), and the Town of Waxhaw, a local government member of provider having a principal place of business at 316 N. Church Street, Waxhaw NC ( Member ), pursuant to which CCOG will provide to Member planning and/or management services (the Services ). CCOG and Member have simultaneously entered into a Services Agreement (the Agreement ). The Agreement is incorporated into this SOW by this reference. In the event of any conflicting or additional terms between this SOW and the Agreement, the Agreement will govern, except with respect to price and scope of work or other items expressly permitted by the Agreement. I. Introduction This document outlines the services, which Centralina (or "we") shall perform under the contract to provide Key Financial Strategies (a long-term financial plan) for the Town of Waxhaw II. Services Centralina will perform the following activities: 1) Conduct not less than three workshops (approximately 90 minutes each) with elected officials. 2) Meet with Town staff not less than three times to provide directions and support for development of a financial plan including capital and operating cost projections. 3) Prepare a draft financial plan document that includes findings and recommendations for practices and policies. 4) Coordinate and assist the Town staff in the development of a financial spreadsheet incorporating a ten-year projection of capital and operating costs. III. Compensation Centralina staff will perform the tasks identified in this SOW and as detailed herein for a sum of $7,500. 1

33 IV. Terms of Compensation Notwithstanding any prior estimate or communication given, the Town of Waxhaw hereby agrees to pay the full contract costs outlined by CCOG in this Statement of Work attached as an exhibit to the Services contract. The Town of Waxhaw will be billed at the conclusion of the project during the course of the fiscal year for said services. It is expressly agreed and understood that the total amount to be paid by the Town of Waxhaw under this SOW shall not exceed $7,500. If total of requested work approaches 90% of the full contract amount prior to the full term period of contract, CCOG will notify the Town s project manager prior to performing any services in excess of the contract amount. The local government may then choose to approve the additional services cost or reduce the scope of work as they may choose. The additional services if approved will be billed at a fixed rate per hour for the personnel performing the services. V. Time of Performance The project will be completed within six calendar months of project authorization provided that the Town complies with scheduling project meetings and deliverable dates as described in the attached Table One. This Agreement has been executed by each Party s duly authorized representative as of the date below such Party s signature. Town of Waxhaw By: Name: Title: Date: CENTRALINA COUNCIL OF GOVERNMENTS By: Name: Title: Jim Prosser Executive Director Date: 2

34 7. New Business Information e) Rural Development Discussion by Allen Hart from USDA on public funding options Allen Hart, Area Director for USDA, to discuss public funding options for the Town of Waxhaw. Board Action Discussion on public funding options for the Town of Waxhaw

35 7. New Business Information f) McDonald House Reconstruction Discussion of proposals for stabilizing the McDonald House The Board of Commissioners to discuss the proposals for stabilizing the McDonald House as presented by Commissioner Fitzgerald. Board Action Discussion of proposals for stabilizing the McDonald House

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46 8) CONSENT AGENDA a) Tax Refund Request Approve tax refunds per NCGS as requested by Tax Collector Sutton b) Administrative Value Approve setting the administrative value on the Records Retention Schedule for 1 year c) Records Disposal Request Approve disposing of nonessential documents according to the 2013 records retention schedule d) Holiday Closing Schedule Approve the 2015 holiday closing schedule e) Public Art Display Agreement Approve the Public Art Display Agreement limiting the appraisal requirements to $2,000 f) Comprehensive Plan Steering Committee (CPSC) Appointments Approve the CPSC appointments g) MillBridge Community Request Approve lending 100 traffic cones to MillBridge Community for a 4 mile family run to benefit the Autism Society of North Carolina

47 Town of Waxhaw DATE REFUNDS PARCEL #/ PRIVILEGE LICENSE/ PERMIT OWNER NAME or PAYABLE TO PRIVILEGE LICENSE NAME OWNER ADDRESS REFUND AMOUNT 10/27/ Overpayment Jeffrey & Kendra Newton Woodcote Dr., Huntersville, NC $1, /29/ C - Overpayment Wells Fargo Real Estate Tax Service, LLC Attn: Financial Support Unit, MAC X C, 1 Home Campus, Des Moines, IA $ /3/2014 (pk)

48 Melody Shuler From: Sent: To: Subject: Paula Kee Friday, October 31, :34 AM Melody Shuler; Greg Mahar; Wendy Davenport; Ann Sutton; Natalie Jackson; Lisa Hoffman; Michael Eiss; Marion Morton; Todd Matthews; Nick Bahnweg; William Whaley; Lori Oakley RE: Records Retention Hi Melody, Ann and I would like to destroy: Accounts Payables, Bank Statements, Canceled Checks, Deposit Slips, and Paid Checks for fiscal year and priors. If you have any questions, let me know. Thanks, Paula Kee From: Melody Shuler Sent: Friday, October 24, :17 PM To: Greg Mahar; Wendy Davenport; Ann Sutton; Paula Kee; Natalie Jackson; Lisa Hoffman; Michael Eiss; Marion Morton; Todd Matthews; Nick Bahnweg; William Whaley; Lori Oakley Subject: Records Retention Good Afternoon, You will find, attached, the records retention schedule that was adopted by the Board of Commissioners on 10/14/14. Please identify record types that are past the time of retention then submit a request to me in the form of a general list including the year and record type. Once your request has been approved by the Board, you will be able to shred your documents. I would suggest for all departments to take advantage of this opportunity as we will be moving in the near future. Thank you! Melody Shuler, CMC, NCCMC Town Clerk * Town of Waxhaw PO Box 6 * Waxhaw, NC p Ex. 222 c f mshuler@waxhaw.com Pursuant to North Carolina General Statutes, Chapter 132, correspondence to and from this address may be considered public record under the North Carolina Public Records Law and may be disclosed to third parties. 1

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50 Years Document Type Retention Schedule 2013 and Back Public Information Request Destroy 1 Year After Resolution 2012 and Back Appointment Reporting Records Destroy After 2 Years 2013 and Back Audio & Video Recording of Meetings After Approval of Written Minutes 2013 and Back Agenda Packets Retain Historical Documents Permanently. Destroy When Administrative Value Ends: 1 Year 2013 and Back Applications for Appointment 1 Year After Expiration of Term. Destroy in Office Remaining Records After 1 Year and Back Notice of Public Meetings Destroy When Administrative Value Ends: 1 Year 2009 and Back 2011 and Back Records Destruction Request by Town Clerk Shuler Contracts & Agreements Destroy Construction (Capital Improvements) Contracts 6 Years After Completion or Termination of Project. Destroy All Other Contracts & Agreements 3 Years After Expiration, Termination, or Completion. Retain Contracts and Agreements with Historical Value Permanently and Back Animal Licensing Records Destroy After 3 Years

51 TOWN OF WAXHAW HUMAN RESOURCES P.O. Box N. Church St. Waxhaw, NC Telephone (704) Ext. 240 Fax (704) Hours: Monday - Friday 8:00 a.m. to 5:00 p.m. To: Greg Mahar, Interim Town Manager From: Wendy Davenport, Director of Human Resources Date: November 3, 2014 Re: 2015 Holiday Closing Schedule Greg, Please see the 2015 Holiday Schedule for Town Employees for approval by the Board. New Year s Day Thursday January 1, 2015 Martin Luther King s Birthday Monday January 19, 2015 Good Friday Friday April 3, 2015 Memorial Day Monday May 25, 2015 July 4 Friday July 3, 2015 Labor Day Monday September 7, 2015 Thanksgiving Days Thursday/Friday November 26/27, 2015 Christmas Days Thursday/Friday/Monday December 24/25/28, 2015 Note: Other Town-Assigned Holidays: Personal day and employee s birthday. Employees may carry over 24 hours of holiday hours into the next calendar year. Any hours in excess of 24 will be transferred to sick leave. Administration and Public Service employees who work the July 4 holiday should coordinate their holiday per the Town s Personnel Policy and in conjunction with their department head. Inclement Weather: In the event of such weather, Town departments shall remain open for the full scheduled workday unless authorized for early closing or other deviation as decided by the Town Manager. All departments and offices will be given sufficient advance notice, when practical, of any authorized early

52 closing. Employees who leave work before an official early closing time, or in the event of an official late opening, report for work late or do not report at all, will be required to use earned vacation or compensatory leave for days or hours taken. If the employee has no vacation leave, then the employee will be placed on leave without pay for hours not worked. Employees should use their discretion on road conditions and their inability to report to work. Please contact your supervisor for clarification if you are unsure about coming due to weather related or other emergencies that may occur. Additional notification will occur through WSOC-TV and will be posted on the Facebook, and Twitter sites. Department Heads should work within their departments to notify their employees unless otherwise advised.

53 STATE OF NORTH CAROLINA ) PUBLIC ART ) DISPLAY AGREEMENT COUNTY OF UNION ) THIS Public Art Display Agreement ( Agreement ) is made and entered into by and between the Town of Waxhaw, North Carolina ( Town ) and ( Artist ). WHEREAS, the Town seeks to encourage the public display of art throughout its municipal limits and passed the Waxhaw Public Art Policy establishing policies and guidelines for such public displays ( Arts Policy ); WHEREAS, Artist recognizes both the personal and public benefit of participation in the display of his or her artwork in the Town s municipal limits; and WHEREAS, Town and Artist wish to set forth terms and conditions for Artist to display Artist s artwork in the Town s municipal limits. NOW THEREFORE, subject to and for and in consideration the terms, covenants and provisions set forth herein below, and the preambulary recitals set forth herein above, Artist and the Town agree as follows: 1. Compliance with Rules. Artist agrees to comply with all Town rules and regulations pertaining to the public display of artwork, including but not limited to the Arts Policy, as may be amended from time to time. 2. Insurance; Value of Artwork. The Town agrees to keep and maintain an artwork endorsement or policy coverage in the cumulative amount of $50,000. Artist represents and warrants that the artwork to be displayed pursuant to this agreement has a fair market value of $ (a true and valid appraisal is attached hereto for artwork worth $2,000 or more). In the event Artist has several pieces of artwork for display, each individual piece is separately valued with a brief description attached hereto. 3. Damage or Loss. In the event of damage, destruction, loss or theft of the artwork, Artist s sole and complete remedy against Town shall be limited to the fair market value set forth in Paragraph 2 above. Artist waives, releases and discharges the Town its volunteers, employees, elected officials, committees and

54 agents for all other claims or causes of action whatsoever that may arise as a result of participation in the program. 4. Publication. Artist agrees that the Town may publish pictures of the artwork to facilitate the Town s public arts program or the Town as a whole. In witness whereof, Artist and Town has executed this Waiver and Release on this the day of, 20. ARTIST Printed name Witness Signature TOWN OF WAXHAW By: Its: Witness Page 2 of 2

55 TOWN OF WAXHAW P.O. Box Providence Rd South Waxhaw, N.C Telephone (704) Fax (704) Hours: Monday-Friday 8:00 a.m. to 5:00 p.m. MAYOR DAUNE GARDNER TOWN COMMISSIONERS MICHAEL STEWART (MAYOR PRO TEM) PAUL FITZGERALD JOHN HUNT STEVE MAHER JAMES WARNER INTERIM TOWN MANAGER GREG MAHAR Board of Commissioners Meeting TOWN CLERK MELODY SHULER November 11, 2014 Comprehensive Plan Steering Committee Members for appointment: Planning Board: David Godfrey (Chair) Serve as CPSC Chair Park & Recreation: Tony Spelling (Chair) Beautification/Historic Preservation: Terry Settle (Chair of both Committees) Small Town Main Street: Don Fisher (Chair) Planning Board: Fred Burrell (Designee) Board of Adjustment: Guyton James (Designee) Amina Pasha Lee Arthur O Donnell Bonnie Rusinko Earl Cook Larry Karp 1

56 Melody Shuler From: Sent: To: Cc: Subject: Rebecca Holliday Thursday, November 06, :38 PM Melody Shuler Victor Montalvo MillBridge Turkey Trot To whom it may concern: On Thanksgiving morning, MillBridge is hosting a 4 mile family run to benefit the Autism Society of North Carolina. In order to keep the course safe for everyone, we need to acquire traffic cones. We would like to request 100 cones to use during the race on November 27 th at 8am. The entire race will take place within the MillBridge Community, starting near the Community House at 1401 MillBridge Parkway. We will need the cones on November 26 th, or before, so that we can set up in time for the event. The cones will be returned in a timely manner after the event. Please contact me at with any questions or concerns. Your consideration in this matter is greatly appreciated, Rebecca Holliday and The MillBridge Team 1401 MillBridge Parkway Waxhaw, NC 1